OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
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,
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
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