OFFICIAL MINUTES

SPECIAL WORKSHOP MEETING

HAYDEN AREA REGIONAL SEWER BOARD

January 6, 2014

The Workshop Meeting of the Hayden Area Regional Sewer Board was held on January 6, 2014, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

Roll Call was then taken:

City of Hayden- Stefan Chatwin-present

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

            Kootenai County- Dan Green- present

Also Present:    Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary

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

Joint Powers Agreement (JPA) Discussion Items:

The workshop meeting for the committee was started by reviewing the minutes from the previous August 22, 2013 and November 14, 2013 workshop meetings, and discussing any issues that came forth from the entities.

Equivalent Residence (ER):

Wastewater Unit (W.U.)           1 W.U.             1,000 gallons per month                                  $1400

Non-Residential-Min               3 W.U.                         3,000 gallons per month                                  $4200

Household-Minimum               6 W.U.                         6,000 gallons per month                                  $8400

Agreement: Wastewater Unit (WU)’s will be uniformly adopted by each entity that participates, as 1000 gallons. All residential users will purchase a minimum of six WU’s.   Non-Residential will purchase a minimum of three WU’s from HARSB with a WU incremental flow being 1,000 gallons (i.e. 4001 gallons to5000 gallons  is 5WU’s), each entity can set a minimum above this amount and the actual CAP Fee will be determined by flow for each non-residential user.

Discussion occurred regarding TSS and BOD and why we need to add TSS and BOD to the standards; the Idaho Department of Environmental Quality previously had required not only gallons but measures of TSS and BOD loading in defining wastewater load factors.  Ken Windram is verifying that this is still needed.  The responsibility is incumbent upon each entity to monitor their solids or organics, and HARSB will give a base line to each entity and an updated number in the future. 

The O & M billing will be billed by W.U.’s versus flow billing.

Agreement: If TSS and BOD are required then we will use the EPA Raw sewage characteristics chart, see attached pages of EPA chart and Ken Windram’s chart changing TSS and BOD from concentration to pounds.  If non-residential users go over the TSS and BOD limits per each W.U. then they would be required to increase their W.U.’s to meet the TSS and BOD loads as well as the flow.  The reference table will show the flows as well as the BOD and TSS numbers, and costs.

Committed ER Capacity:

Ideas flowed on what to do with the current ER’s sold but not utilizing the system: possible buyback options; hook up or face the difference of cost issues; or do we even still need to address this issue since the upgrade is happening. The Committee decided to have HARSB staff contact FCS regarding a dry charge for all users not currently utilizing the system, and to look and see if it is legal to do this.  The plant is not the same plant that they purchased ten (10) to twenty (20) years ago.    

Agreement: No pre-purchasing of ER’s, each entity will use up their ER’s for sale, and if legal HARSB will  charge monthly a dry charge to be assessed for capacity not being utilized to each entity and then the entities will figure out what to do with their own capacity not being utilized. HARSB ability to purchase back ER’s from entities will be subject to majority HARSB Board approval.

Litigation:

Examples of possible litigation, EPA on permit, TMDL, etc.

Discussion occurred on litigation and how the HARSB Board would handle this issue.  Each of the entity Board members are to be included in the HARSB executive session if they show up, or have their own executive sessions on the issue.  However; the committee feels that the HARSB Board makes the decision on this.

Agreement: HARSB Board will make litigation decisions in Executive Session as needed, upon counsel of the HARSB attorney.

Mandatory Annual Adjustment on Capacity ER’s

Discussion occurred on whether to do an automatic increase in cap fee, or adjust only with a review of the facility and financial plans.

Agreement:  We will raise W.U. price only upon a financial or facility plan review, per HARSB Board discretion.

Expansion Issues:

Discussion- do we even need this in the agreement.  It was determined that this is not needed to be in the joint powers agreement.  The HARSB Board will make the decision on whether expansion occurs, and how it will occur in the future.  The August 22, 2013 minutes meeting, needs to be adjusted to have capacity and not necessarily to ensure capacity.  The intent of the committee is that the Administrator will keep the Board updated on capacity, so that the HARSB Board will be able to make a decision to increase capacity if needed.

Termination and/or Arbitration

The Committee would like to see how this is generally done, and were in favor of binding arbitration over court decisions.

Meeting was adjourned at 4:15 p.m...

Daniel H. Green, Chairman                                                     Stephanie Oliver, Secretary