December 17, 2009


The regular meeting of the Hayden Area Regional Sewer Board was held on December 17, 2009, in the City of Hayden, Council Chambers at 8930 N. Government Way, Hayden, ID.


Present:           Stefan Chatwin, Tom DePew, Gerry House, Ron McIntire


Absent:             Richard Piazza


Also Present:   Ken Windram, Hayden Area Regional Sewer Board-Facility System Manager; Stephanie Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt, J-U-B Engineering; Larry Comer, Welch, Comer and Associates; Jeff Zaugg, City of Hayden-City Engineer; Lisa Key, Cit of Hayden- City Community Development Director; Angie Sanchez- FCS group; Ed Cebron- FCS Group; Sean Senescall- FCS Group; Jim Kimball, J-U-B Engineering; Scott Reed- Hayden Area Regional Sewer Board- Attorney; Shirley Carter, Hayden Area Regional Sewer Board- Chief Operator


The meeting was called to order by Gerry House, Chairman at 3:00 p.m. 


It was moved by Tom DePew, and seconded by Ron McIntire, to change and put item #10 Facility Financial Plan Final Report into #2B slot just under the approval of minutes.  Motion Carried.


It was moved by Ron McIntire, and seconded by Tom DePew, to approve the minutes of the November 19, 2009 regular meeting.  Motion carried. 


 Facility Financial Plan Final Report


Ed Cebron from FCS group discussed the overall view of the project that they were presented with, see attached final report.


Paul Klatt and Jim Kimball arrived at 3:02 p.m.


Steve Cordes arrived at 3:05 p.m.


The Board questioned whether the depreciation/replacement fund will ever be enough to totally take care of the plant, the response was it is possible but not viable in the high cost to the users, but the fund should take on all the ordinary needs and eventually defray the largest of the replacement costs. Discussion occurred regarding the increasing of the depreciation/replacement funding from $100,000 to one million dollars a year over a period of time, this would allow for some of those major replacements that will be needed in the future.


Reservation funds were talked about and FCS presented three options for going forward into the future see pages 20-22. 


A capacity fee increase from $5158.00 to $6515.00 per month was recommended if we stay with the open access method and collective planning for the future of the regional plant.  If we go with allocated capacity method, each entity would then pay for their own growth and build the plant to meet each of their own needs.  Discussion occurred between using the open access approach versus the allocated access approach.


Scott Reed arrived at 3:25 p.m.


As a point of clarification, the Hayden Lake Recreational Water and Sewer District does not own a water line, see page 25. 


The operational aspect of the facility was discussed see pages 26-28.


It was recommended that we revisit this model yearly and if a major change occurs then HARSB needs to review and possibly update this model.  HARSB should fine tune this financial plan after we start doing the upgrades in the future. 


It was moved by Stefan Chatwin, and seconded by Tom DePew, to accept FCS group

findings presented in the Financial Plan.  Motion Carried


FCS group left at 4:10 p.m.


Engineer’s Reports


J-U-B Engineering- Paul Klatt

J-U-B Engineering is looking at different biological vs. chemical treatment numbers, see attached report.  The report gave options on biological vs. chemical treatment encompassing both constructions and O &M costs over a 20 year average.  The decision on this will need to be made as part of the Facility Plan Review.  The facility master plan draft should be available at the end of January.


The TMDL and NDPES permits are still waiting on Washington Department of Ecology and Environmental Protection Agency.  The EPA currently has 36 microgram for phosphorus on our current permit draft, and seasonal averaging.  There is a disparity on waste level loads between entities showing up that is causing concern. 


Welch-Comer Engineering- Larry Comer 

Larry Comer discussed the BNSF Railroad and their polite decline on waiving of fee after the first year.  See attached report regarding the homeowner’s located next to the BNSF Railroad tracks to contact for possible easements.  It was moved by Ron McIntire, and seconded by Tom DePew, to extend the Welch Comer Contract by $2500.00 for property research.  Motion Carried.



It was moved by Ron McIntire, and seconded by Tom DePew, to approve the November Financial Reports (Construction and O & M). Motion Carried. 


Gerry House pursued the legality of using the Board funds for Hayden Lake Recreational Water and Sewer District or the City of Hayden to borrow on a month- by- month basis to pay interest to HARSB instead of a bank.  The experts he contacted felt that this was not a good idea, and could not support it.


It was moved by Ron McIntire, and seconded by Tom DePew, to pay the presented bills, including the replacement bill for the Blazer Engine at $ 3650.16 (Merwin’s Repair). Motion carried


Administrative Reports


Ken Windram gave his administrative report, which is attached hereto.

It was moved by Stefan Chatwin, and seconded by Tom DePew, to give the chairman approval to sign the Parker Ag services agreement upon meeting the Department of Ecology requirements. Motion Carried


It was moved by Ron McIntire, and seconded by Tom DePew, to build a new pad, connect it with the existing drain pad, and purchase a coverall building for $48,324.00 cost erected without the foundation/pad for increase sludge holding capacity.  Motion Carried.


Shirley Carter gave her operations report, which is attached hereto.


Entity Reports


City of Hayden- no report

Hayden Lake Recreational Water and Sewer District- no report

Kootenai County- no report


SEP Fund


City of Hayden is still working on this.


Budgetary Items


Ken Windram presented two budgetary items (loader tires and Docuware system) that are over his spending limit, yet have been budgeted.  It was moved by Ron McIntire, and seconded by Tom DePew, to approve the expenses.  Motion Carried.


Accounting/Office Manager Position


Ken presented the research/breakdown of the salary ranges for the local/regional/Spokane areas for this new position.  The Board requested an actual salary range for the Secretary/Bookkeeper position vs. the Accounting/Office Manager position. The recommended salary range will be presented at the January Board meeting.  


Executive Session 67-2345 1(b & f)


It was moved by Stefan Chatwin, and seconded by Tom DePew, to recess and go into executive session per Idaho Code 67-2345, subsection (1)(b) and (1)(f) and that those attending who are not Board Members, Attorney or Ken Windram to please leave the room. Roll call vote taken:

Stefan Chatwin- Yes

Ron McIntire- Yes

Gerry House- Yes

Tom DePew-Yes

 Motion Carried.


Board recessed at 4:45 p.m.


Board reconvened at 5:14 p.m.


Members present upon reconvening were Stefan Chatwin, Tom DePew, Gerry House, Ron McIntire, Scott Reed and Ken Windram.


Moved to adjourn meeting by Tom DePew, and seconded by Ron McIntire, at 5:15 p.m... Motion carried. 



Gerry House, Chairman                                  Stephanie Oliver, Secretary