OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
July 17, 2008
The regular meeting
of the Hayden Area Regional Sewer Board was held on July 17, 2008, in the City
of Hayden Council Chambers at 8930 N. Government Way,
Present:
Tom DePew, Gerry House, Ron McIntire, Jay Townsend
Absent:
Richard Piazza
Also Present:
Ken Windram, Hayden Area Regional Sewer Board-Project Manager; Stephanie
Oliver, Hayden Area Regional Sewer Board- Secretary; Paul Klatt, J-U-B
Engineering; Larry Comer, Welch, Comer and Associates; Shirley Carter, Hayden
Area Regional Sewer Board; Sean Haghighi, Veolia Water; Owen Boe, Veolia Water
The meeting was called to
order by Ron McIntire, Chairman at 3:05 p.m.
It was moved by Gerry House,
and seconded by Jay Townsend, to approve the revised agenda to include: 15A
Veolia Water 6 Month Presentation. Motion Carried.
It was moved by Tom DePew,
and seconded by Jay Townsend, to approve the amended minutes of the June 19,
2008 regular meeting. Motion carried.
It was moved by Gerry House,
and seconded by Jay Townsend, to approve the June Financial Reports
(Construction and O & M). Motion Carried.
It was moved by Tom DePew,
and seconded by Jay Townsend, to pay our bills, including a Replacement Heating
Element $ 465.94 (NCL of Wisconsin) and Construction Draw 11 for TML totaling $
93,880.54 for Phase IIIC. Motion carried.
It was moved by Jay
Townsend, and seconded by Gerry House, to transfer $188,407.00 from the O & M
replacement account to the Construction account.
This is the existing user’s portion of the new Screen, Biofilter, and
mobilization costs that the construction fund paid during the Phase IIIC
construction. Motion Carried.
Administrative Reports
Ken Windram gave his
Oxidation Ditch #3 and Clarifier #4 have been turned on and are now in
service.
The board requested that we talk with the attorney regarding turning off
the power to
the wells. The board does not want
water right issues during the water adjudication.
Jay Townsend gave an update on the Broadmore Lift Station, the City is
planning on
having this lift station offline by the year-end.
Paul Klatt talked about the recommendation for the additional monitoring wells
at the
Land Application site. The drinking
water wells that we are currently monitoring do not give the site as accurate of
information. The new monitoring
wells are currently are not part of the permit.
Ken Windram informed the board that the staff would support another
downstream well, since the one onsite is cloudy and turbulent, and the drinking
well downstream tends to be difficult.
Shirley Carter’s operations
report is attached hereto.
Headwork’s Biofilter has been turned on and is now in service.
Shirley informed the city that the H-2 generator is starting to heat up, and
will need to
be
addressed.
Entity Reports
City of Hayden- no report
Hayden Lake Recreational Water and Sewer District- no report
Kootenai County- no report
Phase III
Construction
Paul Klatt, J-U-B
engineering, gave an update on the construction, and informed the board that our
equipment is now entering the one year warranty period.
Change orders for the project are about .8% at this time including the
new orders requested for approval.
Change Order 6 ($787.00) and Change Order 7 ($1286.00) are for the D.O. probe
wire changes and connection pipe change fittings.
It was moved by Gerry House, and seconded by Jay Townsend, to proceed
with the Change Orders. Motion Carried.
SEP FUND
City of Hayden is still
working on this.
ER Resolution
The City and District have
agreed to the written resolution.
The resolution now goes back to H.A.R.S.B. attorney Scott Reed d and the county
for review.
RFQ Facility Long Range Plan-Financial Plan
Paul Klatt updated the board
on the progress of the Long Range Facility plan.
The priorities have been reviewed again and were discussed. Discussion
occurred regarding the Outfall line, and the staff will be working with J-U-B to
determine exact capacity later this fall.
Ken Windram and Jay Townsend
have been working on the preliminary contract for the financial plan with FCS
group. They hope to have a contract
for signature by the next board meeting.
Water Adjudication
Stephanie Oliver talked
about the information regarding the water rights adjudication, see enclosed
information. Our sampling wells have
not been put in the adjudication since we do have a use for the well water.
Paul Klatt indicated that we need to file a water right on our re-use
water, and that we cannot discharge it to the river during the summer months.
We do not want to be put into a position of being forced to put our
effluent into the river due to someone downstream requiring additional flow.
This reuse water issue at this time is not clear in Idaho State law.
The board determined that Paul Klatt should meet with Pete Bredeson from
Wetzel, Wetzel, Bredeson & Holt when Ken Windram and Stephanie Oliver talk with
him.
Outfall Line
Ken Windram discussed that
at 2.4 mgd the outfall line backs up into the H-3 lift station, and this issue
has been identified as a top priority in the Long Range Facility Plan.
Larry Comer, Welch, Comer and Associates, brought in the originally
signed contract for the outfall line from August 2, 2005. Ken Windram is asking
that the board authorize the next stage of the contract (Preliminary Engineering
Design Phase). Board discussion
occurred regarding the timing and approval of going forward with this design
phase. It was moved by Gerry House,
and seconded by Jay Townsend, to move forward with the preliminary design phase
on the 24” outfall line. Motion
Carried.
Pretreatment Ordinance
Ken Windram discussed that
we should see some indication regarding our permit sometime in August.
The entities will all need to have a pretreatment ordinance, since
H.A.R.S.B. does not have ordinance authority.
We would like all the entities to have the same ordinance language to
meet the new requirements; it is harder to implement a plan if all the entities
have different ordinances. We
are currently looking at all the entities ordinances and Ken Windram will be
making recommendations regarding this issue.
Ken Windram gave a report
regarding the possibility of an illegal dumping, on Miles and Government Way of
a Roto Rooter type truck. Ken would
like to develop a standard operating procedure with all the entities that
details each entities responses and responsibilities.
Land Reuse Site Insects-Poplar Sawfly
Stephanie Oliver gave an
update on this issue, see the enclosed handout.
Ken Windram requested that Randy Hammond be sent to get a chemical
handling license if the recommendation to handle the insect problem is to spray,
or to put the chemical into our tree drip lines.
Veolia Water 6 month Progress Report
Ken Windram, Owen Boe and Sean Haghighi presented
the enclosed PowerPoint presentation.
The written 6 month report presented to the board
is also enclosed.
The recommendations
presented to the board during the power point presentation are presented in the
written review, and audio tape is available for review upon request.
Sean Haghighi, Veolia Water,
then talked about the meeting that Veolia Water had with Gerry House and Jay
Townsend two weeks ago regarding the current management contract.
Veolia Water gave a verbal offer for a 90 day extension to the current
contract extending the completion date until March 2009. Veolia Water understood
H.A.R.S.B.’s concern that it is premature at this time for H.A.R.S.B. to make a
sound decision on facility management with the current Long Range Facility Plan
and Financial Plan not in place.
Sean will be putting together an amendment to the current contract for the board
to review and sign.
Land Application Reuse Site Water Release
Ken Windram talked about the
letter regarding the water hammer release that occurred at the land application
site, see attached press release and letter.
Ken wanted to thank Jay Townsend and John Tindall for the help in
crafting the letter and press release.
Atlas Industrial Subdivision
Ken Windram talked about the
zoning change for the commercial property that is to the South of us next to the
City property, see enclosed sample letter.
The board approved the sending out of the enclosed letter.
Budget
Ken Windram discussed the
budgets that we presented to the board for preliminary review, see enclosed
budgets. Stephanie Oliver explained
the different budgets and how they were broken down, and also discussed the
facility depreciation packet.
Initial amounts on all the budgets are within 4 percent of each other.
The final budgets need to be approved by September.
The board will review these budgets and bring back suggestions to the
next meeting.
ICRMP Insurance Coverage- Blue Water Building
Ken Windram informed the
Board that the blue water building is being insured by our insurance as well as
Blue Waters insurance. The Board
approved for H.A.R.S.B to drop coverage on this building provided we become an
additional insured on the Blue Water policy.
Merit Compensation Plan Update
Ken Windram discussed the
new lab position LAB I that was developed by state certification, see the
enclosed sheet. It was moved by Tom
DePew, and seconded by Jay Townsend, to approve the adding of the Lab 1 position
to the merit compensation plan. Motion Carried.
Postcards
Ken Windram showed the
postcards that we are looking at sending out to the facility contributors.
Stephanie Oliver talked to a professional company and they recommended
that we use the 5 X 7 size with all the writing we currently have on the
postcard. We are looking at trying
to get this to a 4 X 6 size.
Discussion occurred regarding the language that was used on the card, and future
stigmatism/branding that is associated with the words we use.
Executive Session
It was moved by Tom DePew,
and seconded by Jay Townsend, to recess and go into executive session per Idaho
Code 67-2345, subsection (1)(b) and that those attending who are not board
members to please leave the room. Roll call taken and Motion Carried.
Board recessed at 4:45 p.m.
Board reconvened at 5:00
p.m.
Members present upon
reconvening were Tom DePew, Gerry House,
Moved to adjourn
meeting by Gerry House, and seconded by Jay Townsend, at 5:00 p.m... Motion
carried.
Ron McIntire, Chairman
Stephanie Oliver, Secretary