OFFICIAL MINUTES
REGULAR MEETING
HAYDEN AREA REGIONAL SEWER BOARD
June 13, 2013
The Regular Meeting
of the Hayden Area Regional Sewer Board was held on June 13, 2013, in the City
of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.
Present:
Stefan Chatwin, Daniel Green, Ron McIntire, Carole Stringer, Todd Walker
Absent:
Also Present:
Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary; Brad Marshall, J-U-B
Engineering; Larry Comer, Welch-Comer Engineering; Nancy Stricklin, Hayden Area
Regional Sewer Board-Attorney; Paul Klatt, J-U-B Engineering
The meeting was called to
order by Dan Green, Chairman at 3:00 p.m...
There were no additions or
corrections to the printed agenda.
Roll Call was then taken:
City of Hayden- yes
Hayden Lake Recreational Water and Sewer District- yes
Kootenai County- yes
Election of Vice-Chairman
The Vice-Chairman position
is open due to recent elections at the Hayden Lake Recreational Water and Sewer
District; representatives from the District are now Todd Walker and Carole
Stringer. It was moved by Ron
McIntire, and seconded by Dan Green, to elect Todd Walker to the position of
Vice-Chairman.
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 HARSB Wastewater Treatment Facility
Plan Capital Improvement Program Funding Agreement
Ken Windram explained the
reasoning for the three (3) different funding agreements, the bright pink in the
Board packet was the final draft, in the supplemental packet is the white red
line changes from the final draft, and then the final white copy is the attorney
approved funding agreement. Nancy
Stricklin asked that the approval be contingent upon approval of all the member
entities, and that minor revisions if needed may be made up and until the final
entity approval. This agreement
needs to be each entities approval and signed prior to the end of the month,
this is due to the City of Hayden and Hayden Lake Recreational Water and Sewer
District needing to sign their Idaho Department of Environmental Quality loan
agreements prior to the end of June.
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve the final agreement as
presented and as Nancy Stricklin stated between the City of Hayden, Hayden Lake
Recreational Water and Sewer District, Kootenai County, and Hayden Area Regional
Sewer Board.
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.
Consent Calendar
It was moved by Ron
McIntire, and seconded by Todd Walker, to accept the Consent Calendar as
presented: Approval of the May 16, 2013
Regular Meeting Minutes; Approval of May 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, announced that we are expecting the new NPDES permits at any time
since no further stumbling blocks have been presented.
The 401 certification was revised to change the metals from pounds to
concentration; we have not seen this change yet but expect it at any time.
Ken Windram reviewed the
regulation information, the purple pages presented in the Board packets, see
enclosed information.
Paul Klatt, J-U-B
Engineering, discussed the BNR Improvement Design and the meeting held today
with the prequalified contractors of which only three (3) of the six (6) chose
to attend (the 3 prequalified contractors remaining are TML, Apollo Construction
and Contractors Northwest). The
preliminary design report was presented by J-U-B Engineering to the Idaho
Department of Environmental Quality last week, and J-U-B Engineering is now
moving forward in the design process.
Administrative Reports
Ken Windram gave his
Administrative report, which is attached hereto.
Ken Windram discussed the sludge biosolids application to the west pivot,
see attached letter and photos.
Ken Windram did a final report on the lagoon liner repair, and discussed
that we need to replace one the flow meter out at the farm.
Ken Windram discussed the positive meeting that was held with the
prequalified contractors this morning.
Ken Windram updated the Board on the H3 Diesel spill, see enclosed letter
and photos.
Entity Reports
City of Hayden – no report
Hayden Lake Recreational Water and Sewer District (HLRWSD) – Todd Walker
reported on their Board Member elections and their current District Board
Members are: Todd Walker, Carole Stringer, Ed Short, Ed Graves and Ed Burke.
Kootenai County – no report
SEP Fund
Ken Windram reported no
change at this time.
Discussion and Approval of Resolution 2013-2 to
Increase the Administrator’s Spending Authority
Ken Windram presented the
written resolution that Nancy Stricklin wrote to increase the Administrators
spending authorization from $5,000 to $10,000 per the Board’s request from the
May Board Meeting.
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve the presented Resolution
2013-2, to increase the Administrator’s spending authority to $10,000.00 for
approved budgeted items.
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 for Coyote Control at Reuse Farm
Ken Windram discussed the
issue with the coyote population at the Reuse Farm, and the damage that is
occurring to the drip lines. The
possible options are trapping or shooting the coyotes.
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve county approved legal means to
control the coyotes on the Reuse Farm, with heavy preference given to trapping
the coyotes. Motion Carried.
Approval for Authorization of Additional Services
for JUB Engineering- City of Hayden Special Use Permit
Brad Marshall, J-U-B
Engineers- senior planner, discussed why we need a special use building permit
for the City of Hayden, and that our current Facility does not have a special
use building permit. This could be
because the building code changed between when the plant was originally built
and now. When the facility moves
into the recently purchased properties, HARSB will have to have the special use
building permit; this permit will clean up all issues in relationship to the
Facility and future expansions.
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve the J-U-B Engineering
authorization of additional services for the special use permit.
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 for H1-D Flow Meter
Ken Windram discussed the
HARSB’s flow meter at H-1 that measures the flow from H-1D, it is being removed
with the new H-1 lift station construction, see enclosed information.
Ken discussed possible options to move and/or update the H-1D flow meter.
The Board asks that this be presented at the July Board Meeting.
Approval for Magnuson, McHugh and Company, PA
Audit
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve the Audit Commitment letter
presented by Magnuson, McHugh and Company.
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
Avondale Irrigation District Annexation
Discussion
Ken Windram and Stephanie
Oliver, discussed annexing into the Avondale Irrigation District, see enclosed
letter. Stephanie Oliver then
discussed the process for annexation into the Avondale Irrigation District.
Ron McIntire is recusing himself from this vote due to being the Chairman
of the Avondale Irrigation District Board.
It was moved by Stefan Chatwin, and seconded by Todd Walker, to move
forward with annexing the newly purchased 31.5 acres of property into the
Avondale Irrigation District.
Approval for ZAPS purchase
Ken Windram discussed the
rental/purchase of the ZAPS Analytical equipment after the loan agreements have
been signed, see letter from Idaho Department of Environment Quality.
The Board requested that the agreement be brought forward to the July
Board Meeting for approval.
Approval for Replacement of In-Plant Pump Station
Ken Windram discussed the
need for a new plant lift station, and is waiting for more information to
present this to the Board. The Board
requested that this be brought back to the July Board Meeting.
Preliminary Proposed Budget 2013-2014 Discussion
Ken Windram and Stephanie
Oliver discussed the initial proposed budget for the 2013-2014 Budget year; see
enclosed Proposed Budget and Annual Depreciation.
Initial discussion occurred with more to follow at the July Board
meeting. The SCADA system budget
increase was due to the purchase of tags to the SCADA system, and two (2) new
radios to be purchased next year.
Discussions took place regarding electricity costs, health care, salaries, and
the Facility Plan increases to HARSB and each of the entities.
Approval for H-1D Bypass to H-1
Ken Windram discussed the
H-1D pump station connection to H-1 pump station replacement, see enclosed
information. The total cost is
unknown; we are still waiting for MDM’s estimate for the excavation work.
The current ability to bypass H-1 is no longer an option due to the new
H-1 lift station. Discussion
occurred about being able to maintain the valving flexibility of today, with the
possibility of being able to reverse the bypass capability.
It was moved by Stefan
Chatwin, and seconded by Todd Walker, to approve the presented Bypass not to
exceed $30,000.00 without further Board approval.
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
Meeting was adjourned at
4:15p.m...
Daniel H. Green, Chairman
Stephanie Oliver, Secretary