OFFICIAL MINUTES

REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

June 19, 2014

 

The Regular Meeting of the Hayden Area Regional Sewer Board was held on June 19, 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

 

 

Consent Calendar

 

It was moved by Ron McIntire, and seconded by Dan Green, to adopt the Consent Calendar as presented: Approval of May 15, 2014 Regular Meeting Minutes; Approval of April 16, 2014 Special Meeting Minutes; Approval of April 25, 2014 Special Meeting Minutes; Approval of May 14, 2014 Special Meeting Minutes (no Quorum); Approval of May 15, 2014 Special Meeting Minutes (No Quorum pre-con meeting); Approval of May 16, 2014 Ground Breaking Minutes; Approval of May General and Construction Financial Reports; Approval of the Bills: General, Construction, Replacement, and Ratification of Building Permit Fee’s  

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.

 

 

Administrative Reports

 

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

 

            Ken Windram also discussed the current ER count, see enclosed sheet.

 

Ken Windram referenced the letter from Idaho Department of Environmental Quality to EPA for the Final 401 Certification, see enclosed letter.

 

Ken Windram informed the Board about the preliminary testing of PCB’s that occurred this spring, and the task force has almost picked the consulting firm to do the testing in August.   

 

Ken Windram discussed the meeting with Senator Crapo, and it was recommended that we work with California on the PCB issues in order for it to be a priority in the Senate.

 

Ken Windram mentioned the Spokesman Review article on the unions and fish consumption standards, see enclosed article.

 

Ken Windram also asked the Board for a Special Meeting July 21, 2014 at 11:00 am for the approval of the pay requests for July prior to the entity meetings on July 22 and 23rd.  The Board agreed to hold the special meeting.  The Board was also reminded that our July meeting is to be held July 24th at 3:00 p.m...

 

Ken Windram also talked with Mike Gridley, Attorney for City of Coeur d’Alene, and the railroad is willing to sell the property to them for a price tag of three (3) million dollars.  Ken Windram and Mike Gridley will discuss the ability of HARSB to be in the right of way, rather than an easement, if they purchase the property.

 

 

Engineer’s Reports

 

Paul Klatt informed the Board that any Board member who would like to be a member of the projects Newforma website, and get updated information on the construction project will be added upon request.  Paul Klatt showed pictures of the current construction site, see enclosed power point.

 

 

Administrative Reports, Cont.

 

Shirley Carter gave her Chief Operators report, which is attached hereto.

 

Ken Windram informed the Board that he had also discussed with Brian Nickel the permit conditions when we are not discharging to the river.  If we come out of the river earlier in the year we would not have to sample the river and save on PCB testing, this could save us up to $6,000 to 8,000 dollars.

 

 

Entity Reports

 

City of Hayden – no report

 

Hayden Lake Recreational Water and Sewer District (HLRWSD) – Todd Walker mentioned that they are meeting tomorrow to help speed up the submittals from the District to DEQ.

 

Kootenai County – Dan Green is looking forward to moving ahead on the idea of working with HARSB to get a proposal for the Airport maintenance of lines and lift station.

 

 

SEP Fund

 

Ken Windram talked about Honeysuckle Beach Boat Dumping Station and the issues if we put the dump station at the lift station versus at the dock, it could create a problem with RV’s if they decided to use the dump.  Everyone agreed on this point, and the issue would be taken into consideration to not put a dump station at the lift station.

 

 

 

 

Change of Attorney to Mason & Stricklin from Hawley & Troxell

 

Ken Windram brought forth the initial contract that the attorneys are still working through, with feedback from ICRMP.  It was moved by Ron McIntire, and seconded by Dan Green, to approve switching to Mason and Stricklin as the HARSB attorney, subject to final attorney approval of the contract.

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 BNR Improvement Phase 1 Change Order Request

 

Ken Windram discussed the change order for the coverall building, see enclosed proposal.  Ken worked with TML Construction, Inc. see modified pricing on enclosed sheet.

It was moved by Dan Green, and seconded by Ron McIntire, to approve the TML Construction, Inc.; change order proposal with the new pricing of $175,950.00 and that Ken Windram may sign the change order proposal upon 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.

 

Discussion on HARSB Employee Tuition Assistance

 

Ken Windram asked for an Executive Session 67-2345(1) (a) consideration to hiring an employee into a new position.

 

It was moved by Ron McIntire, and seconded by Dan Green, to go into executive session regarding employee tuition and advancement.

 

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.

 

Board recessed at 3:35 p.m.

 

The Board reconvened at 3:50 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

 

Approval for Increased Construction Spending Authorization for Ken Windram

 

Ken Windram discussed the Construction Project and what his spending authorization is.  Ken Windram has $10,000 dollars for spending authorization on the O & M budget, and discussed if this applied to the construction project.  It was moved by Dan Green, and seconded by Ron McIntire, to make field authorization for the construction of the plant of up to $10,000 per issue that is brought back for change order approval to the 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.

 

 

Approval to dispose as listed the surplus items on list

 

Ken Windram talked about the enclosed surplus list, and would like to add two more items: an old autodialer and computer part/supplies which are outdated which will be disposed of by sending to the garbage.  It was moved by Ron McIntire, and seconded by Dan Green, to surplus the added and enclosed listed 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 to Destroy records listed on the Destruction List

 

It was moved by Ron McIntire, and seconded by Todd Walker, to destroy the records that were listed on the enclosed sheet.

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

 

 

Set Next Joint Powers Committee Meeting

 

The Board discussed what is left for the Joint Powers Committee Meeting, and issues that each entity brought forth.  Discussion occurred regarding the Flow Distribution Factors for ER’s.  Flat ER Base Fee is the system being used today. A Flow Based Fee for what each entity actually uses is another method of Fee calculation. The change to a Flow Based System is for the Entities and not the individual.  Ken Windram will set up a meeting since not everyone has their calendar with them.

 

 

 

Approval of HARSB O & M servicing of Airport Miles Lift Station

 

Ken Windram discussed with the Board if they would like us to set up a system and take over the Miles Lift Station, it would be set up similar to what we currently do with the City of Hayden and the Hayden Lake Recreational Water and Sewer District, see enclosed letter.  The Board indicated approval and a service agreement will be brought back for Board approval.

 

 

Discussion of HARSB Construction Cash Flow

 

Ken Windram discussed the current issues of the Idaho Department of Environmental Quality time line for reimbursement of construction expenses, see enclosed form. 

 

Discussion/Approval for Getting Submittal Ready to Pay for Land

 

Ken Windram informed the Board that at this time we have not found another piece of land for the city, and to process the payment for next month.  The Board needs to pay this prior to the end of the year.  The Board agreed to have this on next month’s pay request.

 

Approval for Magnuson, McHugh and Company, PA Audit Commitment Letter

 

 

Stephanie Oliver informed the Board that the Audit increased for this next year by $200.00, see the enclosed commitment letter.

It was moved Ron McIntire, and seconded by Todd Walker, to approve the Magnuson, McHugh and Company, PA Audit Commitment Letter for $6,900.00.

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 O’Neill Sustainable Ag Consulting, LLC Service Agreement for developing and submitting the Application for Washington Beneficial Use Facility Biosolids

 

Ken Windram discussed that this has been approved by legal counsel, and addressed the issues expressed by the Board, see enclosed contract.  It was moved by Ron McIntire, and seconded by Dan Green, to approve the presented contract for the Biosolids Management Plan Service Agreement with O’Neill Sustainable Ag Consulting, LLC.

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 North Kootenai Water and Sewer District to Bring Gozzer Sludge to Plant and Proposed Rates

 

Ken Windram discussed the contract with North Kootenai Water and Sewer District, see enclosed contract.  It was moved by Dan Green, and seconded by Ron McIntire, to approve the presented North Kootenai Water and Sewer District solids disposal agreement.

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

 

 

Discussion on HARSB Budget Initial Presentation 2014-2014

 

Ken Windram discussed the initial budget proposal, see enclosed budget. Ken Windram discussed the notations of change listed on the sides of the budget.  The Board discussed the Employee COLA and Blue Cross Insurance, but no decision was made at this time. 

 

 

Correction on Flyer: The Poplar for Biofuels Hayden Field Tour date has been changed to September 30, 2014.

 

 

 

Moved to adjourn meeting by Ron McIntire, and seconded by Todd Walker, at 4:35 p.m... Motion carried. 

 

 

 

 

 

Todd Walker, Chairman                                                         Stephanie Oliver, Secretary