OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
November 15, 2012
The Regular Meeting
of the Hayden Area Regional Sewer Board was held on November 15, 2012, in the
City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.
Present:
Ron McIntire, Kenneth Sewell, David Weinstein
Absent:
Stefan Chatwin, Dan Green
Also Present:
Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt, J-U-B
Engineering; Larry Comer, Welch-Comer Engineering; Nancy Stricklin, Hayden Area
Regional Sewer Board-Attorney; Sean Hoisington, City of Hayden- Public Works
Director
The meeting was called to
order by Ron McIntire, Chairman at 3:00 p.m.
There were no additions or
corrections to the posted agenda.
Consent Calendar
It was moved by Kenneth
Sewell, and seconded by Ron McIntire, to accept the Consent Calendar as
presented: Approval of the October 18,
2012 Regular Meeting Minutes; Approval of the November 1, 2012 Special Meeting
Minutes; Approval of October 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- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Engineer’s Reports
Paul Klatt asked the Board
to approve the HARSB Facilities Plan, which includes the Financial Plan and
Capitalization Fee Update.
The Board decided to move
Agenda Item #7 up to this point in the meeting.
Discussion/Approval of HARSB Facility Plan
Paul Klatt and Ken Windram
informed the Board about the updated Financial Plan and Capacity Fee update see
enclosed report and updated spreadsheets.
Ken Windram also presented two papers: one was based on 2013 costs and
the other was on the 2013 costs with 3.19% inflation.
The presented information was taken from the updated spreadsheets, and
presented in a one sheet comparable format.
Discussion occurred on the percentage of inflation, how it was figured
and if it was enough. Paul Klatt also discussed that a twenty (20) percent
contingency was built into the projections for flexibility in the Facilities
Plan.
It was moved by Ron
McIntire, and seconded by Kenneth Sewell, to approve the presented Facilities
Plan.
Roll call vote taken:
City of Hayden- Ron McIntire- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Paul Klatt then informed the
Board about the Environmental Impact Plan which is being done in conjunction
with the Facilities Plan; a letter was received today from the Idaho State
Historical Society indicating that we need an archaeological study for the
project. Paul Klatt and Ken Windram
talked with Mr. Charlie Parker, Idaho Department of Environmental Quality (IDEQ)
and he indicated that they would be willing to look at adjusting the grant to
help pay for this. The Board would
like to add this to the upcoming Special Meeting for discussion.
Engineer’s Reports, Cont.
Paul Klatt then discussed that it looks like everything is lining up for a draft
permit still this year.
Ken Windram presented the
new Toxic Task Force Language; see the enclosed memorandum of agreement.
Nancy Stricklin has looked at this, and approves the agreement.
Ken Windram also talked
about his email to IDEQ, Ms. June Bergquist regarding the changing of the time
limits for the pilot and the treatment selected in the 401 Certification to
match up with the submitted compliance schedule.
Ken was happy to report that IDEQ will be changing the 401 Certification
so that the schedules will match; he also reported that they are looking into
changing the time frame indicating when we have to let IDEQ know if we are going
to the land application site or staying in the river to a proposed date of June
1st.
Larry Comer had no new
information on the Outfall.
Administrative Reports
Ken Windram gave his
Administrative and Shirley’s Chief Operators report, which is attached hereto.
Ken
Windram discussed the issues with the lagoon and performing the liner
testing/repairs see enclosed report.
He also discussed that HARSB has hired John Monks to perform the needed
hydrogeological evaluation from the results of the June 2011 HARSB Lagoon
seepage report, see presented proposal.
Entity Reports
City of Hayden – Sean Hoisington reported that the new H-1 lift station had a
major concrete pour today, and that the City of Hayden City Council approved the
updated Sewer Master Plan.
Hayden Lake Recreational Water and Sewer District (HLRWSD) –LID formation public
hearing was postponed until November 28th.
Kootenai County – no report
SEP Fund
Ken Windram reported that he
talked with the County Agency that does the Septic Stations to see if we can
participate in one of their already planned stations, and at this time they
already have their funding in place.
They did recommend that we talk with the Idaho Department of Lands to see if
they had anything that they were working on.
Approval of Change Order #5, Avista Contract
R-39058 “SRSP”
It was moved by Kenneth
Sewell, and seconded by Ron McIntire, to approve Change Order #5 to the
Memorandum of Understanding, Avista Contract No. R-39058.
See attached documents.
Roll call vote taken:
City of Hayden- Ron McIntire- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Preliminary discussion on Financial Report
Ken Windram and Stephanie
Oliver discussed the 2012 Financial Audit, and presented a draft financial
report for the Board to review prior to the Auditor coming on December 20, 2012.
We discussed the capital expenses from this past year, and discussed the
adjustment of the Phase 4 engineering.
We also discussed the economic factors and conditions consideration, and
asked if we needed to add or change this management section.
Discussion on HARSB Work Order System/Program
Ken Windram discussed the
multiple pages from the work order program documenting the staff’s maintenance
on the treatment facility and collection system for the month of August 2012,
see enclosed documentation.
Executive Session 67-2345 1(c)
It was moved by Kenneth
Sewell, and seconded by Ron McIntire, to recess and go into Executive Session
per Idaho Code 67-2345, subsection (1) (c) to acquire an interest in real
property which is not owned by a public agency.
Roll call vote taken:
City of Hayden- Ron McIntire- yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes
Kootenai County- Commissioner Dan Green- absent
Motion Carried.
Board recessed at 4:05 p.m.…
Moved to adjourn meeting by
Kenneth Sewell, and seconded by Ron McIntire, at 4:10 p.m... Motion carried.
Ron McIntire, Chairman
Stephanie Oliver, Secretary