OFFICIAL MINUTES
REGULAR
MEETING
HAYDEN AREA REGIONAL SEWER BOARD
November 19, 2009
The regular meeting
of the Hayden Area Regional Sewer Board was held on November 19, 2009, in the
City of Hayden, Council Chambers at 8930 N. Government Way,
Present:
Stefan Chatwin, Tom DePew, Gerry House, Ron McIntire, Richard Piazza
Absent:
Also Present:
Ken Windram, Hayden Area Regional Sewer Board-Facility System Manager;
Stephanie Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt, J-U-B
Engineering; Larry Comer, Welch, Comer and Associates; Jeff Zaugg, City of
Hayden-City Engineer; Kacie Tollefson, Magnuson, McHugh & Co; Shirley Carter,
Hayden Area Regional Sewer Board- Chief Operator
The meeting was called to
order by Gerry House, Chairman at 3:00 p.m.
It was moved by Tom DePew,
and seconded by Richard Piazza, to approve the agenda as presented.
Motion Carried.
It was moved by Ron
McIntire, and seconded by Tom DePew, to approve the minutes of the October 15,
2009 regular meeting. Motion carried.
Paul Klatt and Jeff Zaugg
arrived at 3:05 p.m...
Audit Report
Kacie Tollefson presented
the audit report for the year ending September 30, 2009 in which we received an
unqualified opinion (highest level of assurance they can give that our financial
statements are presented fairly, in all material respects), see enclosed report
from Magnuson, McHugh and Co., P.A...
It was moved by Ron McIntire, and seconded by Tom DePew, to approve the
Audit Report. Motion Carried.
Kacie Tollefson left at 3:12
p.m...
Engineer’s Reports
J-U-B Engineering- Paul
Klatt
Paul Klatt discussed the TMDL and Draft NPDES permit limits that are being
looked at currently. The current
number is 36 micrograms per liter phosphorus, which means we need to plan to
have the plant operate at 25 micrograms per liter phosphorus to meet
requirements. See attached block
drawing regarding initial proposed stages-, needed to meet compliance and then
looking toward future expansion. The orange color represents the next major
phase for expansion and biological removal, with the pink color being the stage
we just completed with some additional aspects still needed for the plant and
land application site. The green
color goes into future expansion for new users; same applies to the blue color
with greater mgd flow. Ken Windram also discussed some decisions that need to be
made for the master plan. The
difference and reasoning of using smaller vs. larger oxidation ditches, and
using a primarily biological vs. chemical process facility.
Discussion occurred regarding the processes presented, and the difference
between biological and chemical processes in facilities.
J-U-B Engineering is looking at having a Draft Facility Master Plan ready
for the Board in January 2010, the Board asked for these options to be presented
with costs, both short and long term estimates.
Welch-Comer Engineering-
Larry Comer
Larry Comer discussed the BNSF Railroad lease proposal of $26,000 a year; the
Board had directed a counter offer of $26,000 once with $1.00 a year thereafter,
see attached letter that was sent.
Ken
Windram also commented that we are still trying to set up a meeting with Roy
Armstrong, the landowner on Huetter HARSB is interested in getting an easement
for the outfall line from.
It was moved by Stefan
Chatwin, and seconded by Tom DePew, to approve the October Financial Reports
(Construction and O & M). Motion Carried.
Stephanie Oliver discussed the final payment schedule and returns from
2008-2009, see enclosed schedule.
The current ER count was also looked at and discussed, see enclosed report.
Gerry House is pursuing the
legality of using the Board funds for Hayden Lake Recreational Water and Sewer
District or the City of Hayden to borrow on a month- by- month basis to pay
interest to HARSB instead of a bank, and will have more information next month.
It was moved by Ron
McIntire, and seconded by Tom DePew, to pay the presented bills. Motion carried.
Administrative Reports
Ken Windram gave his
Discussion occurred regarding the TMDL comment letter and our attorney Gary
Allen’s suggestion regarding asking Senator Crapo and his staff to broker a deal
with DOE. A conference call meeting
is set up for November 20, 2009 with Post Falls, HARSB and the attorney
attending. Questions arose of
when/or if we need to look at filing legal action regarding the standards that
are being issued.
Ken
discussed an effluent chlorine residual monitoring system proposal, see attached
proposal. It was moved by Stefan
Chatwin, and seconded by Tom DePew, to proceed with getting a preliminary design
and cost analysis done. Motion
Carried.
Ken
then presented the “Wipes Clog Pipes!” brochure, and that they were being handed
out on Saturday, November 21, 2009 by two Boy Scout and one Girl Scout Troop.
Gerry House would like an estimate on the costs in the last fiscal year
for the replacing of pumps due to this type of issue.
Shirley Carter gave her
operations report, which is attached hereto.
Avondale Lift Station was discussed, and that the spare pumps were wired wrong
from the United contractor. The
Board feels that United Pump needs to rewire these correctly without a fee.
Shirley also updated the Board on our Safety Awards through the PNCWA, see
enclosed report.
Shirley will be contacting the City of Hayden, regarding some night time jetting
needing to be done in critical areas the first week of December providing
weather and other conditions allow.
Entity Reports
City of Hayden- Jeff Zaugg gave an update on the Wal-Mart construction with the
H-2 lift station.
Hayden Lake Recreational Water and Sewer District- no report
Kootenai County- Richard Piazza presented a report on what was happening at the
CDA airport, see enclosed report.
Facility Financial Plan Status Update
Ken Windram presented the
FCS final report re-write, see enclosed final report.
A question/ answer session will be set up for the next Board meeting
December 17, 2009.
SEP Fund
City of Hayden is still
working on this.
Vactor Repair
Ken Windram presented the
paperwork for the cost savings found by Brock Morrow on a switch that was needed
to repair the vactor pump switch, see enclosed comparison.
Overtime Policy
Ken Windram talked about
some situations that have come up regarding overtime, and presented a request
for policy change from the Board, see enclosed policy change.
It was moved by Ron McIntire, and
seconded by Tom DePew, to accept the presented Section #9 Work Periods as
presented. Motion Carried.
Parker Ag Biosolid Agreement
Ken Windram talked about his
visit to the Parker Ag Ritzville biosolid visit, see enclosed report.
It was moved by Stefan Chatwin, and seconded by Tom Depew, to accept and
move on the Parker Ag Contract, pending final legal contract review from the
city attorney Nancy Stricklin.
Motion Carried.
Moved to adjourn
meeting by Tom DePew, and seconded by Ron McIntire, at 4:30 p.m... Motion
carried.
Gerry House, Chairman
Stephanie Oliver, Secretary