OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
February 18, 2010
The regular meeting
of the Hayden Area Regional Sewer Board was held on February 18, 2010, in the
City of Hayden, Council Chambers at 8930 N. Government Way,
Present:
Stefan Chatwin, Tom DePew, Ron McIntire, Richard Piazza
Absent:
Gerry House
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; Nancy Stricklin, City of Hayden- Attorney; Scott Reed,
Hayden Area Regional Sewer Board-Attorney; Shirley Carter, Hayden Area Regional
Sewer Board- Chief Operator
The meeting was called to
order by Ron McIntire, Chairman at 3:00 p.m.
It was moved by Tom DePew,
and seconded by Richard Piazza, to delete a portion of #12 (& Accounting/Office
Manager Position Wage Adjustment) and approve the agenda as amended.
Motion Carried.
It was moved by Stefan
Chatwin, and seconded by Richard Piazza to approve the minutes as presented for
the January 21, 2010 regular meeting. Motion
carried.
It was moved by Tom DePew,
and seconded by Richard Piazza, to approve the January Financial Reports
(Construction and O & M). Motion Carried.
It was moved by Tom DePew,
and seconded by Stefan Chatwin, to pay the presented bills, including a
replacement cost of $1,990.00(A & A Sales) for Scales. Motion Carried.
Administrative
Reports
Ken Windram gave his
Ken discussed with the Board the TMDL
that was released by Washington Department of Ecology on Friday, February 11,
2010.
Ken
also discussed options regarding possible future sludge disposal, see the
Barr-Tech information provided in the Board packet.
Ken
updated the Board on the status of our primary emergency pumping responder (B &
B Sani Service), and the fact that we do not have a reliable service they are no
longer able to do this. Shirley is
setting up meetings with local pumping services. She and Ken will discuss the
emergency issues we have with the various services still in the area within an
hour’s time frame, and see what arrangements can be made.
Paul Klatt arrived at 3:09
p.m.
Ken
updated the Board regarding the water adjudication being done by Wetzel and
Wetzel. Effluent Water rights are currently a statewide issue and once the state
figures out how it is handling the effluent rights, HARSB’s effluent rights will
be filed and processed. The irrigation well as been filed but not processed, it
will be processed at the same time as our effluent rights.
Ken
expressed concern regarding the HLRWSD generator service being put on hold due
to looking at other options. Tom
DePew talked about the District looking to use their own personnel to do some of
the yearly maintenance work on the generators.
Shirley Carter did not have
an operations report to present to the Board this month.
Shirley discussed the safety
award that HARSB received this last year at the PNCWA,
see
copies presented in the Board packet.
Engineer’s Reports
J-U-B Engineering- Paul
Klatt
J-U-B Engineering is looking at Contract vs. Onsite processing and disposal of
biosolids, see attached memo. J-U-B feels that the contract option, at this
time, would be the best way to handle our biosolids. The master plan would leave
space on the footprint, so that HARSB could eventually process bio-solids
on-site. HARSB is seeing increased activity of contract processing options, with
possible lower pricing options coming into the area. See enclosed graph
regarding the biological nutrient process vs. chemical addition process and how
it affects the biosolids produced.
Discussion occurred regarding when we need to proceed to the next step.
This process depending upon the compliance schedule may need to be put
into place as early as the next 30-60 days.
Finance options were also mentioned, as well as when procurement of funds
would be needed.
Larry Comer arrived at 3:26
p.m.
Welch-Comer Engineering-
Larry Comer
Larry Comer talked with the City of Coeur d’Alene they are still working with
BNSF to secure the land, and hope to have it within the next 6 months.
Ken
Windram talked with Roy Armstrong, and discussed the issue of returning his land
back to the way we found it. Roy is
still interested in our large pump from the reuse farm well, and possibly buying
Class A water when we get to that point.
Discussion occurred regarding easements with him and how much footage we
actually need. Roy is still
considering the options and will talk with his two sisters who also share in the
ownership of the land.
Entity Reports
City of Hayden- Jeff Zaugg discussed the Wal-Mart progress of the new H-2 lift
station. The underground emergency storage tank is installed, and the wet well
is up to grade at this point.
Hayden Lake Recreational Water and Sewer District- Tom DePew discussed the
hearing regarding the Districts proposed rate change.
The District Board will meet next week to discuss the comments and
determine what to do.
Kootenai County- no report
SEP Fund
City of Hayden is still
working on this.
Blue Water Response Letter Discussion
Ken Windram presented a
response letter to Blue Water, see attached letter.
The HARSB and City of Hayden attorney’s have looked at and approved the
letter. It was moved by Stefan
Chatwin, and seconded by Tom DePew, to send the response letter to Blue Water
Technologies.
Capitalization Fee Discussion on Cost Increase
Ken Windram presented a step
by step process to increase capitalization fees, the Idaho Code for changing
capitalization fees, a resolution modifying sewer capitalization fees, and a
sample notice of public hearing.
Discussion occurred regarding the time frame needed if the capitalization fee
was approved. We should allow a 30
to 60 days minimum time frame, from when the entities could approve an increase.
It was moved by Stefan Chatwin, and seconded by Tom DePew to move forward
with the capitalization fee increase process.
Motion Carried.
HARSB Staffing Plan
Ken presented the HARSB
staffing plan, which is the current staffing plan at the facility.
It was moved by Stefan Chatwin, and moved by Richard Piazza, to approve
the current staffing plan.
Attorney Fee Funding for TMDL/NPDES Permit
issues.
Stephanie Oliver reported
her discussion with Kacie Tollefson, regarding the unrestricted funds that are
shown on the HARSB financial reports, and using those funds to pay for the
TMDL/NDPES attorney fees. It was
moved by Stefan Chatwin, and seconded by Tom DePew,
to set the money in a separate line item to be shown as legal fees to be
taken from the unrestricted funds at the end of the year.
Motion Carried.
The Board took a recess at
3:52 p.m. and will resume in 5 minutes-10 minutes when the HARSB attorney
arrives.
The meeting was called back
into order at 4:00 p.m.
Scott Reed arrived at 4:00
p.m.
Executive Session 67-2345 1(b & f)
It was moved by Tom DePew,
and seconded by Stefan Chatwin, to recess and go into executive session per
Idaho Code 67-2345, subsection (1)(f) to discuss pending legal action and that
those attending who are not Board Members, Attorney, HARSB Employee or HARSB
Engineer to please leave the room. Roll call vote taken:
Stefan Chatwin- Yes
Ron
McIntire- Yes
Tom
DePew-Yes
Richard Piazza- Yes
Motion Carried.
Board recessed at 4:05 p.m.
Board reconvened at 4:35
p.m.
Members present upon
reconvening are as stated below.
Roll Call vote to come back
into regular session:
Stefan Chatwin- Yes
Ron
McIntire- Yes
Tom
DePew-Yes
Richard Piazza- Yes
Motion Carried
Nancy Stricklin, Paul Klatt,
Larry Comer, Scott Reed, Ken Windram, Stephanie Oliver and Shirley Carter.
Agenda Amendment
It was moved by Stefan
Chatwin, and seconded by Richard Piazza, to amend the agenda to add on the
approval of litigation relating to the TMDL.
Findings: the reason that this was not on the agenda prior is because
without having this addressed in the executive session we did not know what the
outcome would be so we could not put this on the agenda, and the matter cannot
wait until our next regularly scheduled meeting. Roll Call Vote:
Stefan Chatwin- Yes
Ron
McIntire- Yes
Tom
DePew-Yes
Richard Piazza- Yes
Motion Carried
Approval of litigation relating to the TMDL
It was moved by Stefan
Chatwin, and seconded by Tom DePew, to proceed with litigation with respect to
the TMDL and the NPDES permit. Roll Call Vote:
Stefan Chatwin- Yes
Ron
McIntire- Yes
Tom
DePew-Yes
Richard Piazza- Yes
Motion Carried
Moved to adjourn meeting by
Tom DePew, and seconded by Richard Piazza, at 4:38 p.m... Motion carried.
Ron McIntire, Chairman
Stephanie Oliver, Secretary