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,
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
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,
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