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