OFFICIAL MINUTES

REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

March 20, 2014

 

The Regular Meeting of the Hayden Area Regional Sewer Board was held on March 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 were no additions or corrections to the printed agenda.

 

 

Consent Calendar

 

It was moved by Ron McIntire, and seconded by Todd Walker, to adopt the Consent Calendar as presented: Approval of February 20, 2014 Regular Meeting Minutes; Approval of February 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- absent

Motion Carried.

 

 

Engineer’s Reports

 

Ken Windram discussed the meeting he had with Idaho Department of Environmental Quality (IDEQ) this morning regarding the PCB’s, Quality Assurance and Sampling Protocol. IDEQ is looking at wanting more data based information as opposed to establishing a base line standard to determine whether the facilities are exceeding the standard or not.

 

3:07 p.m. Dan Green and Stefan Chatwin arrived.

 

Paul Klatt then discussed the Concepts in Quantitation and Reporting Limits shown in the presented information.  Paul Klatt mentioned that IDEQ is looking at this and at the SRRTTF QAPP and SAP Policy Questions, see presented information.  IDEQ and the Task Force are looking at and wanting to push identifying hot spots versus looking at information for base line criteria.

 

Paul Klatt informed the Board that the Primacy issue has moved forward and passed the legislature, and we could feasibly be under an IDEQ permit in our next permit cycle.

 

 

 

Administrative Reports

 

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

 

Ken Windram was informed that a new draft of the NPDES permit had been given to IDEQ and a records request has been submitted for this permit.

 

Ken Windram discussed the Special Use Permit Appeal of Conditions that went before the City of Hayden.  April 8th, 2014 is when this issue will be brought forward to the City of Hayden with the legal counsel hired for this issue.

 

Ken Windram reported that we received our Blue Cross Insurance Renewal and it is below the budgeted amount at 14.1% increase.  Stephanie Oliver informed the Board that the increase for this plan for everyone was 12.3% and the balance was in age bracket increases.  Dan Green requested that we send a reminder email to him so that he could check and see if it was possible for us to join the County insurance, and that if we could join would it be a savings to HARSB.

 

Randy Hammond and Brock Morrow are extending the Serpentex to get it ready for the new Screw Press that is coming in.

 

Ken Windram presented a Power Point for the rain on snow events this spring, see enclosed PowerPoint.

 

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

 

 

Entity Reports

 

City of Hayden – Sean Hoisington thanked the HARSB staff for the camera information being provided when they need information.  The City of Hayden is looking at possibly relocating the Franklin Church Lift Station.  The City of Hayden with JUB is still moving forward on the Honeysuckle/Reed sewer upgrades.  Honeysuckle Beach will be having some asphalt patching and maintenance, so it could affect the District Lift Station for a couple of days.

 

Hayden Lake Recreational Water and Sewer District (HLRWSD) – The District is reviewing the Joint Power Agreement and would like Ken to meet with the District Board Members.

 

Kootenai County – Dan Green discussed were the County was in updating their sewer fees, and that discussion has occurred on actual County flow through pump stations versus billing on users current using the system.

 

 

SEP Fund

 

Ken Windram reported no change at this time. 

 

 

Approval for Surplus Notification of Admin Bldg.

 

John Cafferty, the Board attorney, discussed the Administration Building Notification for the newspaper, see enclosed presented paperwork.  It was moved by Ron McIntire, and seconded by Dan Green, to put the notification as submitted out for advertisement. 

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

 

The Board discussed the Records Retention Plan, see the enclosed attorney approved plan.  It was moved by Dan Green, and seconded by Ron McIntire, to approve the presented records retention plan with the following amendments: Operations page 1 last three reports are changed to semi-permanent with 5 year record retention period.

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 Remove Excess Dirt from HARSB South Property (old city)

 

Ken Windram requested $6,000.00 to remove additional excess dirt.

It was moved by Ron McIntire, and seconded by Dan Green, to pay up to $6,000.00 for the removal of the additional excess dirt.

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 Continuation of Greenwood Resources Lease

 

Ken Windram discussed the current Greenwood Lease and that each year they now need to request a continuation of the Lease. It was moved by Ron McIntire, and seconded by Dan Green, to allow for the continuation of the Greenwood Resources Lease.

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 Contribute to Washington State’s Biosolids Program Legal Services

 

Ken Windram discussed the need for the HARSB Board to support this legal challenge, he requested $500.00.  It was moved by Ron McIntire, and seconded by Dan Green, to spend $500.00 to help with the Washington State Biosolids program legal challenge.

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.

 

BNR Improvement Detailed Budget and Bidding Document Review

 

To help understand rain on snow events, Paul Klatt showed a picture of infiltration that can happen with a manhole.  Paul and Michael Conn showed a slide from another entity that they happened to have with them; it happened to be a newly constructed manhole in an area that no one was looking at yet.

 

Paul Klatt informed the Board of the Delayed Bid opening until April 9, 2014 at 2:00 pm at the Hayden Area Regional Sewer Board Administration Office in the surplus administration building.

J-U-B engineering updated the Board on the schedule and the cost estimates, see enclosed spreadsheet.

 

 

Moved to adjourn meeting by Ron McIntire, and seconded by Dan Green, at 4:10 p.m... Motion carried. 

 

 

 

 

 

Todd Walker, Chairman                                                         Stephanie Oliver, Secretary