OFFICIAL MINUTES

REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

February 20, 2014

 

The Regular Meeting of the Hayden Area Regional Sewer Board was held on February 20, 2014, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

 

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

 

Roll Call was then taken:

City of Hayden- Ron McIntire-present

            Hayden Lake Recreational Water and Sewer District- Todd Walker-present

            Kootenai County- Dan Green- present

 

There was an addition for clarification to agenda item #14 it should read Approval to Replace Plant Pump Station Control Panel.

 

 

Consent Calendar

 

It was moved by Dan Green, and seconded by Ron McIntire, to adopt the Consent Calendar as presented: Approval of January 16, 2014 Regular Meeting Minutes; February 13, 2014 Joint Powers Workshop Meeting Minutes; Approval of January General and Construction Financial Reports; Approval of the Bills: General, Construction, and Replacement.   

Roll call vote taken:

City of Hayden- Ron McIntire - yes

            Hayden Lake Recreational Water and Sewer District- Todd Walker -yes

            Kootenai County- Commissioner Daniel Green- yes

Motion Carried.

 

 

Engineer’s Reports

 

Paul Klatt, J-U-B Engineering, updated the Board on the NPDES permit; we have an estimated late issuance date of September 30, 2014 or as early as June 1, 2014.

 

Paul Klatt then discussed that the facility design contract is complete and the bidding contracts will be uploaded to the electronic bidding site tomorrow pending approval later in the meeting.  The March meeting will include a detailed budget review, which will be prior to the closing of the bid.

The next contractor pre-bid meeting will be March 17, 2014 and currently final bids will be due March 26, 2014.  Paul Klatt also indicated that they have an updated monthly activity list for the project, see enclosed handout.  Discussion occurred regarding the upcoming construction and the bid documents presented in the packet see enclosed information.  Discussion occurred regarding the base bidding and the additives, and that the award will be given to the contractor who has the lowest bid on the base and as many additive alternatives as cost will allow us to build.

 

Paul Klatt then gave an update on the Fish Consumption standards that the EPA approved for the Spokane Tribe.  The Tribal standard is 765 grams a day of fish for consumption, and this was approved on a linear affect in regards to toxics.  The standards cannot be measured when applied to PCB’s, and this changes the standard from 3.6 Pico-gram to 1.2 Pico-gram per liter.

 

Paul Klatt discussed the meeting that the area entities had with the governmental representatives from our area.  Discussion occurred regarding the need to address PCB’s in the TSCA regulations.

 

The Board discussed what cost impacts our local area will incur from this, and that we currently do not have a number; however, at a previous meeting, a white paper from Washington was presented to the Board on their estimated costs.

 

Discussion occurred regarding whether we should keep up and on top of the PCB issue in regards to litigation, or do we wait and see what will happen.  Can we afford to keep pursuing this at this time, or are we so small we aren’t going to make a difference.  What do we gain from pursuing possible litigation?  Do we have more options by looking at removing ourselves from the river, and what is the economic impact?  Can a standard be enforced that is not measurable?  The answer given was that we can measure noncompliance, so therefore they can show we are not meeting the requirements.   Discussion then occurred on whether we would change the current construction plans to meet the requirements for the river if we decided to change to land application.  The Board was informed that we would still need to put in the current updates to continue to discharge in either area.

 

The Board would like to see what Post Falls and Coeur d’Alene are doing, but would like to pull back and monitor the PCB issue.  Ken Windram will direct J-U-B engineering as needed on this issue.

 

 

Administrative Reports

 

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

 

Ken Windram discussed the Quality Assurance Plan that the SRSP will be developing so that everyone can use one contactor for the lab testing and consistency of reporting.  The City of Spokane will be sending out an RFP that the other entities can possibly piggyback off of.

 

Ken Windram discussed the Special Use Permit Appeal for City of Hayden, see enclosed letter.

 

 

Ken Windram gave Shirley Carter’s report.

The plant is running well and meeting all requirements.

 

 

Entity Reports

 

City of Hayden – no report

 

Hayden Lake Recreational Water and Sewer District (HLRWSD) – The District received the Idaho Department of Environmental Quality loan money and are now current to this month.

 

Kootenai County – no report

 

 

SEP Fund

 

Ken Windram reported no change at this time. 

 

 

Cancellation of the Welch Comer Filtration Contract

 

Ken Windram discussed the filtration contract with Steve Cordes, Welch Comer Engineering, at this time both parties feel that we can terminate this contract.  It was moved by Todd Walker, and seconded by Ron McIntire, to cancel the Welch Comer Filtration Contract.  It was moved by Dan Green, and seconded by Todd Walker, to amend the motion to say termination instead of cancel.

Roll call vote taken:

City of Hayden- Ron McIntire - yes

            Hayden Lake Recreational Water and Sewer District- Todd Walker -yes

            Kootenai County- Commissioner Daniel Green- yes

Motion Carried.

 

 

Change Date on July Meeting from July17th to July 24th

 

Ken Windram asked the Board for the July meeting to be changed due to staff being on vacation.  Discussion occurred and the Board agreed to move the July meeting to July 24th.  The Board requested that all open meeting posting requirements be met.

 

 

Discussion/Decision on “ER” for Blue Water Hayden Wastewater Research Facility and sewer payments (Lease was terminated early- building and remaining items belong to HARSB)

 

Ken Windram discussed that the Blue Water Facility piping goes from the toilet into the plant drain system and does not flow into the city line. Therefore; Ken is requesting that HARSB not pay for a monthly sewer fee since it does not flow into a city line.  The Board requested that Ken approach the City of Hayden on this issue.

 

 

Discussion on BNR project so far, Approval to go out for Bid on BNR Phase 1

 

It was moved by Ron McIntire, and seconded by Dan Green, to approve the BNR Improvement construction and bid documents and release them for bid on February 21, 2014.

Roll call vote taken:

City of Hayden- Ron McIntire - yes

            Hayden Lake Recreational Water and Sewer District- Todd Walker -yes

            Kootenai County- Commissioner Daniel Green- yes

Motion Carried.

 

 

Approval to Surplus Current Administration Building

 

It was moved by Ron McIntire, and seconded by Dan Green, to surplus the current administration building following legal advice on the correct method.

Roll call vote taken:

City of Hayden- Ron McIntire - yes

            Hayden Lake Recreational Water and Sewer District- Todd Walker -yes

            Kootenai County- Commissioner Daniel Green- yes

Motion Carried.

 

Approval to Replace Plant Pump Station Control Panel

 

Ken Windram discussed the replacement of the plant pump station control panel, see enclosed documentation.  It was moved by Ron McIntire, and seconded by Dan Green, to replace the pump station control panel.

Roll call vote taken:

City of Hayden- Ron McIntire - yes

            Hayden Lake Recreational Water and Sewer District- Todd Walker -yes

            Kootenai County- Commissioner Daniel Green- yes

Motion Carried.

 

 

Approval of Records Retention Plan

 

Legal has requested to review this plan prior to approval.

 

Meeting was adjourned at 4:05 p.m...

 

 

 

 

 

Todd Walker, Chairman                                                         Stephanie Oliver, Secretary