OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
December 20, 2012
The Regular Meeting
of the Hayden Area Regional Sewer Board was held on December 20, 2012, in the
City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.
Present:
Stefan Chatwin, Ron McIntire, Kenneth Sewell, David Weinstein
Absent:
Dan Green
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; Sean Hoisington, City of Hayden- Public Works
Director; Kacie Tollefson and Scott Hoover, Magnuson, McHugh and Company, PA-
Auditors
The meeting was called to
order by Ron McIntire, Chairman at 3:00 p.m.
Roll Call was then taken:
City of Hayden- yes
Hayden Lake Recreational Water and Sewer District- yes
Kootenai County- absent
There were no additions or
corrections to the posted agenda.
Consent Calendar
It was moved by Stefan
Chatwin, and seconded by Kenneth Sewell, to accept the Consent Calendar as
presented: Approval of the November 15,
2012 Regular Meeting Minutes; Approval of the December 3, 2012 Special Meeting
Minutes; Approval of the December 14, 2012 Special Meeting Minutes; Approval of
November General and Construction Financial Reports; Approval of the Bills:
General, Construction, and Replacement.
Roll call vote taken:
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Presentation and Approval of Magnuson, McHugh and
Company, PA Financial Audit Report
Scott Walker presented the
September 30, 2012 Financial Audit Report and walked the Board through the
report, see financial report and accompanied letter.
We received an unqualified opinion, which is the best audit opinion that
you can receive. It was moved by
Kenneth Sewell, and seconded by Stefan Chatwin, to approve the presented
financial audit. Motion Carried.
Kacie Tollefson and Scott
Walker left at 3:15 p.m...
Engineer’s Reports
Paul Klatt, J-U-B
Engineering, informed the Board about the Environmental Impact Plan
archeological study. He then
reported that the financial plan has been submitted as approved by the Board to
Idaho Department of Environmental Quality (DEQ) for approval.
Welch Comer has submitted the draft environmental impact plan to JUB for
review, and then it will be sent off to DEQ in draft form by the end of next
week.
Paul Klatt then discussed
the memo from Gary Allen enclosed in the Board packet.
Larry Comer, Welch Comer
Engineering, had no new information on the Outfall.
Larry Comer informed us that the HLRWSD did approve their LID last week,
and will be preparing the DEQ loan application for the first of the year.
Administrative Reports
Ken Windram gave his
Administrative and Shirley’s Chief Operators report, which is attached hereto.
Ken
Windram discussed the toxic task force, and the interviews that occurred for the
technical advisor/analysis consultant.
Limnotech was picked as the technical advisor for the task force.
Ken
Windram discussed the problems that we are having with Tenelco getting into
their fields without getting their trucks stuck to dump the facilities
biosolids.
Entity Reports
City of Hayden – Sean Hoisington reported that the new H-1 lift station should
have the big hole filled by mid- February.
Hayden Lake Recreational Water and Sewer District (HLRWSD) – no report
Kootenai County – no report
SEP Fund
Ken Windram reported that he
still has not found a project for these funds.
Discussion whether to pursue City of Hayden
Annexation and Direction
Ken Windram discussed that
the property we just purchase is currently zoned agricultural, and that we have
an opportunity to be a co-applicant with the Jacquot’s on the annexation but
need to make sure zoning is accurate whether we annex or stay in the county.
Board discussion occurred as to the benefits on being in the city vs.
being in the county. It was moved by
Stefan Chatwin, and seconded by Kenneth Sewell, that we authorize staff to
pursue the City of Hayden annexation request, and further that we direct HARSB
staff to work with the city staff to ensure the proper zoning request and that
it is compatible with HARSB’s needs.
Roll call vote taken:
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried
Approval of Capitalization Fee Resolution 2012-2
It was moved by Stefan
Chatwin, and seconded by Kenneth Sewell, to approve resolution 2012-2 since the
governing bodies of at least a majority of the members of HARSB have approved
the fee increase.
Roll call vote taken:
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Approval of General Contractor Prequalification
Bidding Specification
Ken Windram presented the
proposed Biological Nutrient Removal Improvements General Contractor
Prequalification specifications to the Board, see enclosed packet.
Discussion occurred on scope and type of general contractors we could get
if we do not do prequalification. It
was moved by Kenneth Sewell, and seconded by Stefan Chatwin, to authorize the
attorney approved biological nutrient removal improvements general contractor
prequalification. Motion Carried.
Larry Comer left at 3:47
p.m...
Approval Biological Available Phosphorus Phase II
Study
It was moved by Stefan
Chatwin, and seconded by Kenneth Sewell, to approve our participation in the
biological available phosphorus phase II study for $1500.00.
Roll call vote taken:
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Approval Toxic Task Force
Ken Windram discussed the
toxic task force and the long term commitment that this could be, see enclosed
information. The Toxic Task Force
participation will most likely be included with the new NPDES permitting
requirements. So far Washington
Department of Ecology (WA DOE) says it does not have money for half of the funds
for the task force. If WA DOE does not
participate financially then the discharges will have to determine if they will
come up with 100% of the Toxic Task Force funds. Or have WA DOE move forward
with the PCB TMDL which causes WA DOE to pay 100% of a PCB TMDL.
It was moved by Stefan Chatwin, and seconded by Kenneth Sewell, to
approve our participation in Toxic Task Force memorandum of agreement for the
initial cost of $1030.00.
Roll call vote taken:
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Discussion on Lagoon Liner
Ken Windram discussed the
current information on the lagoon liner, see enclosed letter and information.
Ken informed the Board that the liner repair has been rescheduled to May
or June for warmer/dryer weather that we need in order to repair the liner, and
that the repair will be enough to meet/exceed DEQ requirements.
Reallocation of Funds for Land Acquisition
Ken Windram asked that we
reallocate funds to purchase the Jacquot property, see enclosed breakout.
The funds will be pulled from the TMDL BNR construction budget account.
It was moved by Stefan
Chatwin, and seconded by Kenneth Sewell, to reallocate the land acquisition
funds $411,269.72 as stated.
Roll call vote taken:
City of Hayden- Stefan Chatwin- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Moved to adjourn meeting by
Kenneth Sewell, and seconded by Stefan Chatwin, at 4:00 p.m... Motion carried.
Ron McIntire, Chairman
Stephanie Oliver, Secretary