OFFICIAL MINUTES

SPECIAL WORKSHOP MEETING

HAYDEN AREA REGIONAL SEWER BOARD

November 14, 2013

The Workshop Meeting of the Hayden Area Regional Sewer Board was held on November 14, 2013, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

Roll Call was then taken:

City of Hayden- Stefan Chatwin-present

            Hayden Lake Recreational Water and Sewer District- Todd Walker-present

            Kootenai County- Dan Green- present

Also Present:    Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt, J-U-B Engineering

The meeting was called to order by Dan Green, Chairman at 3:00 p.m... 

Joint Powers Agreement (JPA) Discussion Items:

The workshop meeting for the committee was started by reviewing the minutes from the previous August 22, 2013 workshop meeting, and discussing any issues that came forth from the entities:  A point of discussion was on whether once the entities have approved the fiscal year budget, does the Board need to go back to the entities for major purchases that were approved with the budget.  After discussion, it was decided that if the entities approve the budget then the entities have already approved the purchase of the item.

Equivalent Residence (ER):

See the discussion below from the last workshop meeting August 22, 2013, from this discussion we determined that we needed to bring in an engineer.

fgghghghghghghghghgghhghghghghghg

(Minutes from 8-22-2013 Workshop Meeting)

One equivalent residence is referred to as an “ER” shall be defined as the wastewater treatment capacity [another name could be Wastewater Availability Charge (WAC)] from one typical single-family residence, all residential users must purchase at least one “ER”. The wastewater treatment capacity from one typical single family residence is __________ (200) gallons per day, _______ (0.43) pounds of biochemical oxygen demand (BOD₅) and _________ (0.43) pounds of {TOTAL} suspended solids (SS) {TSS} per day.

The monthly charge shall be based on 6,000 gallons per month. (200 gallons per day times a set monthly average at 30 days.)

Industrial Users: Industrial user shall have a minimum of one ER. Industrial user with flows higher than 200 gallons per day or 6,000 gallons per month shall purchase more than one ER’s.   An industry flow rate above one ER will pay for extra wastewater treatment capacity based on the following formula: _________________________________

Industrial User: With higher BOD or TSS shall pay a higher fee for wastewater treatment. The higher fees shall be based on the following:

Industrial User BOD x Factor x Flow Rate:

Industrial User TSS x Factor x Flow Rate:

Discussion: ER use needs to be uniform across the Board, discussion occurred on this issue regarding what is an ER... It was discussed that we have an engineering recommendation for the numbers and place it in a reference table that can be changed if needed depending upon what the plant needs, and not have it as part of the JPA.

WU=ER (Equivalent Residence) - Wastewater single use (wastewater treatment capacity from one typical single family residence).  The reference table was discussed and will be on a future agenda with engineers (including BOD, TSS, and gallons)

Agreement: Wastewater Single Use (WU)’s will be uniformly adopted by each entity that participates. All users will purchase a minimum of one WU, which is defined as wastewater from one typical single family residence. Users in excess of 1 WU for residential or industrial purposes will be referred to the reference table.

fgghghghghghghghghgghhghghghghghg

(Continuation of 11-14-2013 Workshop Meeting Minutes)

Ken Windram discussed that since our last meeting, engineers and staff  have had discussions on where our gallons per day or gallons per months should be (flow factor) vs. selling an ER. 

Paul Klatt discussed what is currently happening with the facility, and how the facility plan and the design look at the facility and flow.

The plant currently has an annual average flow per ER of 160-165 gallons per day (gpd), for a plant annual average flow of 1.2 mgd. It has peak daily flows at the treatment plant of 225 gpd or 2.0 mgd, and peak weekly flows and monthly flows of 185 gpd or 1.5 mgd.

H- Station Peaking Factors for example are:

H-1      1.6 to 2.0

H-1 D  2.5 to 3.3

Discussion occurred on whether we should charge by ER or by Flow Factors for the Non-residential user as well as the Residential Users, and what a change of the definition of the flow per ER does to the financial plan, and Facilities plan.

The facility plan was based on the flows and loads of the treatment plant but the 200 gpd/ER is the factor for the CAP Fee and financial plan.

The committee discussed that the plant needs to be able to handle the peaks, but if we lower the gpd then we would have more ER’s available for sales, would have a lower CAP fee, and expansion ultimately would not need to be as great.  

The Committee after debating back and forth feels that we need to move to a flow based versus equivalent residents based.

So after much discussion the following chart was agreed upon:

Wastewater Unit (W.U.)           1 W.U.             1,000 gallons per month                                  $1400

Non-Residential-Min               3 W.U.                         3,000 gallons per month                                  $4200

Household-Minimum               6 W.U.                         6,000 gallons per month                                  $8400

Agreement: Wastewater Unit (WU)’s will be uniformly adopted by each entity that participates, as 1000 gallons. All residential users will purchase a minimum of six WU’s.   Non-Residential will purchase a minimum of three WU’s from HARSB with a WU incremental flow being 1,000 gallons (i.e. 4001 gallons to5000 gallons  is 5WU’s), each entity can set a minimum above this amount and the actual CAP Fee will be determined by flow for each non-residential user.

For a Future Meeting:

WU’s O & M Charges

Committed ER Capacity

Litigation-Defer to Attorneys

Mandatory Annual Adjustment on the Capacity ER’s?, Sewer Service (O & M)Charges, Replacement Fund

Expansion Issues

Termination/Arbitration/HARSB Future Provisions

Other Ideas and Needs as they develop in the Workshops…

Meeting was adjourned at 5:00 p.m...

Daniel H. Green, Chairman                                                     Stephanie Oliver, Secretary