OFFICIAL MINUTES

  REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

November 20, 2008

 

The regular meeting of the Hayden Area Regional Sewer Board was held on November 20, 2008, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

 

Present:           Tom DePew, Gerry House, Ron McIntire, Jay Townsend    

 

Absent:            Richard Piazza                       

 

Also Present:   Ken Windram, Hayden Area Regional Sewer Board-Project Manager; Stephanie Oliver, Hayden Area Regional Sewer Board- Secretary; Jim Kimball, J-U-B Engineering; Paul Klatt, J-U-B Engineering; Larry Comer, Welch, Comer and Associates; Shirley Carter, Hayden Area Regional Sewer Board

                       

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

 

The following changes were made to the agenda:  add 11.a. Water Adjudication Letter Update, add 11.b. HARSB Checking Account, add 14.a. Ken Windram Letter (Memo on License Staff Supervision Request), add executive session under 67-2345 (f) Legal .  It was moved by Gerry House, and seconded by Ron McIntire, to approve the agenda as amended.  Motion Carried.

 

It was moved by Ron McIntire, and seconded by Gerry House, to approve the minutes of the October 16, 2008 regular meeting. Motion carried. 

 

It was moved by Tom DePew, and seconded by Ron McIntire, to approve the October Financial Reports (Construction and O & M). Motion Carried.  After Board discussion on enclosed payment schedule sheet for 2007-2008, it was moved by Gerry House and seconded by Ron McIntire, that the balance of the funds from 2007-2008 O & M be returned to the contributing entities as outlined.  Motion Carried. 

 

Jay Townsend and Larry Comer arrived at 3:10 p.m.

 

It was moved by Gerry House, and seconded by Ron McIntire, to pay our bills, including the replacement bill for a LDO Probe $600.00 (HACH Company). Motion carried.

 

Administrative Reports

 

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

 

            Ken updated the Board regarding the major issues on the NPDES permitting. 

            Discussion occurred regarding the EPA and Stakeholder meetings that were attended.

 

EKO Sludge Hauling to Lewiston is on hold currently, due to issues in Lewiston.

 

Shirley Carter gave her operations report, which is attached hereto.

 

Entity Reports

 

City of Hayden- The Broadmore bypass and Woodland Meadow generator placement are both under construction and should be done mid to latter part of December.  

   

Hayden Lake Recreational Water and Sewer District- The District had some contract completions up in the Strahorn area, and budgetary discussions.

 

Kootenai County- no report

 

Phase III Construction

 

Ken Windram gave an update on the Phase IIIC construction which is nearing completion.  Change Order #9, was additional work on scum pit and clarifier ring.  It was moved by Gerry House, and seconded by Jay Townsend, to approve the presented change order and that these items will be paid out of the O & M expense account.  Motion Carried

 

RFQ Facility Long Range Plan-Financial Plan

 

Paul Klatt updated the Board on the progress of the Long Range Facility plan, and that all their current attention at this time is being directed toward the EPA/DEQ/DOE on the NPDES permitting.  Paul Klatt handed out the Prairie Master Plan Presentation that was given out last night at an entity meeting.

 

OUTFALL LINE

 

Larry Comer, Welch, Comer and Associates brought the Board up to date on the preliminary design phase.  They are continuing to work on the design and corridor coordinating.

 

NPDES PERMIT

 

Ken Windram discussed what was currently happening with the NPDES Permit meetings, and asked the Board for direction on what to present on behalf of HARSB for the upcoming meeting on November 25, 2008.  Discussion occurred on what HARSB should do; should we push to go to the river and go for the 50 ug phosphorus like Post Falls and Coeur d’Alene.  If we get the 50 ug loading it would be understood that we would be required to have nutrient removal all year around.  The Board also discussed asking for the 2.4 mgd instead of 2.0 mgd.  The Board discussed the need to have political pressure put on the regulators to get a rational decision.  The Board was also informed that another Idaho entity had contacted an attorney to explore their options.  The Board decided to ask for the 2.4 mgd, with year around discharging and 50ug phosphorus loading. 

 

WATER ADJUDICATION UPDATE LETTER

 

Stephanie Oliver presented an update letter on the status of the water adjudication, see enclosed letter.

 

 

HARSB Checking Account

 

It was moved by Tom Depew, and seconded by Jay Townsend, to add Ron McIntire and Gerry House to the Board’s checking accounts.  Motion Carried.

 

ICRMP BALLOT

 

The Board agreed to cast their vote for Garrett Nancolas, Mayor of Caldwell as the Region 1 Board of Trustee.

 

CAPITALIZATION POLICY

 

Stephanie Oliver presented a draft capitalization policy for the Board to review and comment on at the next meeting, see attached policy.  Please forward any comments and/or changes to Stephanie for next meeting.  The Board briefly discussed the policy and set the amount of anything over $2500.00, with a useful life over 2 years would be considered a fixed asset.

 

MEMO REGARDING LICENSE STAFF SUPERVISION REQUEST

 

Ken Windram discussed the request for the HARSB staff to supervise a staff member for the Hayden Lake Recreational Water and Sewer District for on-call purpose, see the enclosed letter.  The Board discussed the process for making this happen.  Discussion also occurred on whether a list of duties exists between the entities and the HARSB staff; currently a formal agreement in writing does not exist.

 

EXECUTIVE SESSION

 

It was moved by Gerry House, and seconded by Jay Townsend, to recess and go into executive session per Idaho Code 67-2345, subsection (1)(f) and that those attending who are not Board members to please leave the room. Roll call taken and Motion Carried.

 

Board recessed at 4:15 p.m.

 

Board reconvened at 4:35 p.m.

 

Members present upon reconvening were Tom DePew, Gerry House, Ron McIntire, and Jay Townsend.

 

Moved to adjourn meeting by Tom DePew, and seconded by Jay Townsend, at 4:35 p.m... Motion carried. 

 

 

 

 

 

Ron McIntire, Chairman                                 Stephanie Oliver, Secretary