OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
August 18, 2011
The Regular Meeting
of the Hayden Area Regional Sewer Board was held on August 18, 2011, in the City
of Hayden Council Chambers at 8930 N. Government Way, Hayden,
Present:
Stefan Chatwin, Dan Green, Kenneth Sewell, David Weinstein
Absent:
Ron McIntire,
Also Present:
Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt,
J-U-B
Engineering; Larry Comer, Welch-Comer Engineering; Nancy Stricklin, Hayden Area
Regional Sewer Board- Attorney; Shirley Carter, Hayden Area Regional Sewer
Board- Chief Operator
The meeting was called to
order by Kenneth Sewell, Chairman at 3:00 p.m.
It was moved by Dave
Weinstein, and seconded by Stefan Chatwin, to move agenda items #3-6 to after
item #14. Motion Carried.
Consent Calendar
It was moved by Dave
Weinstein, and seconded by Stefan Chatwin, to accept the Consent Calendar.
Approval of July 21, 2011 Regular
Meeting; Approval of July General and Construction Financial Reports; Approval
of the Bills General and Construction
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Dave Weinstein-yes
Kootenai County- Commissioner Dan Green- yes
Motion Carried.
Change Time for September 15, 2011 Board Meeting
Kenneth Sewell requested
that the September 15, 2011 Board meeting be changed to 1:00 pm. It was moved by
Stefan Chatwin, and seconded by Dan Green, to move the meeting to 1:00 pm.
Motion Carried.
Wells Fargo Bankcard Change & Bank Construction
Savings to Public Funds CD’s
Stephanie Oliver requested
that we change our Wells Fargo Bankcard so that the cards are in the entity
name, and have an administrator that can go in for change of information and get
information as needed instead of each individual whose name is one the card.
Stephanie Oliver and Ken Windram then discussed the interest rates and
the ability to invest funds when the rates are higher to get better investment
rates. Discussion occurred on this issue, and Nancy Stricklin will bring forth a
resolution for the Board on the investment issue.
It was moved by Stefan Chatwin, and seconded by Dave Weinstein, that the
HARSB bankcards be moved to the recommended new Wells Fargo Business Elite Cards
for Public Entities. Motion Carried
Clarifier #4 Painting Status Update
Ken Windram presented a hand
out on the update regarding the Clarifier #4 recoating.
Discussion occurred regarding why the coating failed, and that it is out
of warranty. Inspection and
evaluation will occur after Labor Day with a more in depth report next meeting.
2011-2012 Tentative Budget Discussion/Approval/
Set Date for Public Hearing
Ken Windram discussed the
proposed 2011-2012 budget numbers, which are attached hereto.
Discussion on specific line items occurred as the Board Members had
questions. The Hayden Lake
Recreational Water and Sewer District (HLRWSD) does not approve the following
items: The clarifier #4 recoating
for $80,000.00 they feel it needs to be taken out of a replacement fund not the
O & M fund; The video equipment’s full purchase price taken out of the budget
for this year- this can be a purchase considered down the road; SCADA upgrade,
they understand the labor savings, but feel that this is too large of an
expenditure for this year.
Discussion occurred between Board Members and HARSB’s staff regarding these
items. The HLRWSD would like to see
this budget reflect the current hard economic times.
The City of Hayden has approved the existing HARSB Budget as is.
The Kootenai County Commissioner Dan Green has approval for the printing
of the tentative budget.
It was moved by Stefan
Chatwin, and seconded by Dan Green, to approve publication of the tentative
budget as presented and hold a public hearing September 15, 2011 at 1:00 pm or
as soon thereafter as can be heard.
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Dave Weinstein-yes
Kootenai County- Commissioner Dan Green- yes
Motion Carried.
8-12-2011 Spill and Responding Actions/ Approval
for ARV Valve Replacement
Ken Windram talked about the
spill and the fact that the ARV valve failed and then presented a power point on
some of the ARV valves in the system.
Discussion occurred regarding the ARV valves, how they work, their value,
and replacement costs. It was moved
by Dave Weinstein, and seconded by Dan Green, to purchase the needed 25 Air
Release Valves (ARV) not to exceed $30,000.00 to change out all valves needing
replacement in system. Motion
Carried.
Dan Green left at 4:15 p.m.
Status Report of Issues on the Joint Powers
Agreement Update
Ken Windram discussed that
HARSB exists because of the Joint Powers Agreement between the three entities.
HARSB has been functioning very well but has not followed the black-n-white of
the previous agreement. HARSB needs
to update the Joint Powers Agreement to reflect the current HARSB activities as
well as the Idaho government agency requirements.
Stefan Chatwin, City of Hayden, reminded the entities that when Nancy
Stricklin works on this agreement, she is under the employment of the City of
Hayden not HARSB. Discussion between
the entities occurred regarding the Joint Powers Agreement and that the three
attorneys need to sit down and discuss this issue.
Engineer’s Reports
Paul Klatt, J-U-B Engineering showed a power point presentation for the draft
Facility Master Plan presentation, see presented handout. Discussion occurred
regarding the 0-5 year and the 6-10 year time frames for completion of the
project as anticipated from the regulatory changes. Some uncertainty exists
regarding the Idaho anti-degradation rules, since, at this time, EPA still has
not approved the rules that were sent to them.
Discussion occurred regarding financing and when to apply for and/or look
for available loans/grants. It was
discussed that in January 2012 that all the entities should have their Letter of
Interests into the Department of Environmental Quality for the facility upgrade.
Larry Comer, Welch-Comer
Engineering, has no new information regarding the outfall line.
Ken Windram has been in contact with
Mike Gridley, City of Coeur d’Alene Attorney, he informed us that the railroad
has accepted a bid for the tearing up of the tracks and that the city expected
to put a bid in on the land later this fall.
Administrative Reports
Ken Windram gave his
Administrative report, which is attached hereto.
Pipe Dream presentation will be August 24, 2011 at 10 am at the Coeur d’Alene
Resort.
Ken
Windram showed a power point on the Influent Screen, see enclosed power point.
Shirley Carter gave her
Chief Operator’s report.
SEP Fund
Larry Comer, Welch-Comer
Engineering, discussed the feasibility on the Honeysuckle Beach Boat Pump-Out
Estimate. Nancy Stricklin
recommended that we get written approval from DEQ that we can use this for the
SEP Fund not just verbal approval.
Entity Reports
City of Hayden – no report
Hayden Lake Recreational Water and Sewer District (HLRWSD) – no report
Kootenai County - no report
Executive Session 67-2345- 1(f) & 67-2345- 1(c)
It was moved by Stefan
Chatwin, and seconded by Dave Weinstein, to recess and go into Executive Session
per Idaho Code 67-2345, subsection (1) (f & c) to consider and advise its legal
representatives in pending litigation or where there is a public awareness of
probable litigation and to acquire an interest in real property which is not
owned by a public agency.
Roll call vote taken:
City of Hayden – Stefan Chatwin- Yes
Hayden Lake Recreational Water and Sewer District- Dave Weinstein-Yes
Kootenai County– Commissioner Dan Green-absent
Motion carried.
Board recessed at 5:20 p.m.
Board reconvened at 5:25
p.m.
Board Members and Board
Meeting Attendees present upon reconvening are stated below.
Kenneth Sewell, Chairman;
Stefan Chatwin; Dave Weinstein; Nancy Stricklin; Paul Klatt; Ken Windram;
Stephanie Oliver.
It was moved by Stefan
Chatwin, and seconded by Dave Weinstein, that HARSB sign and submit the
commercial & investment real estate purchase and sale agreement, see enclosed
agreement.
Roll call vote taken:
City of Hayden – Stefan Chatwin- Yes
Hayden Lake Recreational Water and Sewer District- Dave Weinstein-Yes
Kootenai County– Commissioner Dan Green-absent
Motion carried.
Moved to adjourn meeting by
Dave Weinstein, and seconded by Stefan Chatwin, at 5:26 p.m... Motion carried.
Ken Sewell, Chairman
Stephanie Oliver, Secretary