OFFICIAL MINUTES
REGULAR MEETING
HAYDEN AREA REGIONAL SEWER BOARD
November 21, 2013
The Regular Meeting
of the Hayden Area Regional Sewer Board was held on November 21, 2013, in the
City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.
The meeting was called to
order by Dan Green, Chairman at 3:00 p.m...
Roll Call was then taken:
City of Hayden- Ron McIntire-present
Hayden Lake Recreational Water and Sewer District- Carole Stringer-present
Kootenai County- Dan Green- present
There were no additions or
corrections to the printed agenda.
Consent Calendar
It was moved by Ron
McIntire, and seconded by Carole Stringer, to adopt the Consent Calendar as
amended: Approval of October 17, 2013 Regular Meeting Minutes; October 30, 2013
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- Carole Stringer -yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Administrative Reports
Ken Windram gave his
Administrative report, which is attached hereto.
Ken
Windram discussed the Limnotech Memorandum, see enclosed memorandum.
Paul Klatt arrived at 3:04
p.m.…
Ken
Windram asked someone from HARSB to attend the Spokane River Regional Task Force
Workshop meeting on December 4th -5th since he will not be
able to attend. The Board authorized
Paul Klatt to attend.
Ken
Windram reported no change on the NPDES Draft Permit.
Engineer’s Reports
Paul Klatt, J-U-B
Engineering, discussed that the City of Hayden Special Use Permit has been
recommend for approval at the next Planning and Zoning meeting.
The Special Use Permit for the reuse area requires a renewal and
reapplication in 5 years if biosolids are applied.
The discussion also included the
landscaping needed Type II versus Type I.
Todd Walker arrived by 3:12
p.m.…
The Board had a discussion
regarding why we were required to put in the landscaping versus the light
industrial coming in after us. J-U-B
Engineering is discussing the landscaping with the City of Hayden staff; see
enclosed requested (yellow highlight) conditions of approval.
The Southern Border design and landscaping was not included in the scope
of contract, so a contract addition may come back before the Board.
The HARSB Board has the option to appeal the decision to the City of
Hayden City Council.
Paul Klatt then discussed
the facility design meeting held with Idaho Department of Environmental Quality
on the HARSB 95% facility review plan this morning.
The next pre-bid meeting with the general contractors and prequalified
electrical contractor for 95% review on December 18th.
Each HARSB Entity will need to approve the final design plans.
Paul Klatt then discussed a
new memo that is being required with this set of Loan documents called the
“Green Project Reserve Memo”. This
memo has to be done prior to our plans being approved by the Idaho Department of
Environmental Quality, at this time cost is unknown due to the unknown factor of
time needed. A contract addendum
will be coming forward at next month’s meeting for the Board discussed amount of
not to exceed $7,000.00.
Entity Reports
City of Hayden – Discussion occurred regarding the November 14th
Joint Powers Meeting and the ER vs. Flows and changing from selling ER’s to
selling gallons, see enclosed minutes from November 14, 2013.
City of Hayden is scoping out two projects: to change out the Church Lift
Station and Honeysuckle/Reed Sewer Line Expansion to Orchard.
HARSB needs to look to see if we need to upgrade our line in Honeysuckle,
and Hwy 95 under freeway casing.
Hayden Lake Recreational Water and Sewer District (HLRWSD) - The Department of
Environmental Quality loan checks are starting to flow and the district was able
to pay HARSB for the existing bills.
Lakeview and Friar Road sewer line section has been done.
Next spring the rest of the sewer line construction can be completed and
Canterbury Cove Lift Station will be bypassed and removed.
Kootenai County – excited about the work being done on the new Joint Power
Agreement, and the possibility of contracting with HARSB on maintenance.
SEP Fund
Ken Windram reported no
change at this time.
Approval of Panhandle Area Council (PAC) Davis
Bacon Wage Proposal for Phase I Construction Project.
Dan Green announced that he
is the chairman of PAC, and Todd Walker also announced that he is associated
with PAC as well.
Greg Cook, Executive
Director and Sherri Wastweet, Project Administrator of Panhandle Area Council,
presented the proposal and information regarding the panhandle area council, see
enclosed proposal.
It was moved by Ron
McIntire, and seconded by Todd Walker, to accept the proposal submitted by the
Panhandle Area Council for the David Bacon Wage Monitoring.
Roll call vote taken:
City of Hayden- Ron McIntire - yes
Hayden Lake Recreational Water and Sewer District- Todd Walker- yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Approval for Pump Drain Pumps Replacement
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve the pump drain pumps
replacement, see enclosed present quotation.
Roll call vote taken:
City of Hayden- - Ron McIntire - yes
Hayden Lake Recreational Water and Sewer District- Todd Walker- yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Approval for Photographer to use Reuse Farm for
Photos
Ken Windram and Stephanie
Oliver discussed the requested use of the Reuse Farm by Photographer Johnny
Gregg, see enclosed information. The
Board directed legal counsel to come up with an indemnity or hold harmless
agreement for those interested in using the facility for pictures.
Approval for Proceed with Washington Biosolids
Beneficial Use Facility Permit Application
Ken Windram discussed that
AK Farms is interested in taking our Biosolids, see enclosed information.
It was recommended that HARSB become a Beneficial Use Facility. HARSB
would be in charge of site, and then could authorize others to use the facility.
Discussion occurred on the HARSB liability for this project, and that the
contract would be tied to land and not to the owner.
The Board agreed to have Ken
proceed with developing a contract for services with Dennis O’Neill to assist
with getting the permits set up. The
Dennis O’Neill contract will be submitted to the Board for approval
It was moved by Ron
McIntire, and seconded by Todd Walker, to move forward with this project, and
put together the permit application.
Roll call vote taken:
City of Hayden- - Ron McIntire - yes
Hayden Lake Recreational Water and Sewer District- Todd Walker- yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Surplus BFP Room Dehumidifier
It was moved by Ron
McIntire, and seconded by Todd Walker, to surplus the BFP room dehumidifier.
Roll call vote taken:
City of Hayden- - Ron McIntire - yes
Hayden Lake Recreational Water and Sewer District- Todd Walker- yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Approval of One Source Vendor and Authorization
of Notice of Sole Source Procurement
It was moved by Ron
McIntire, and seconded by Todd Walker, to approve the sole source resolution
procurement and notice of sole source.
Roll call vote taken:
City of Hayden- - Ron McIntire - yes
Hayden Lake Recreational Water and Sewer District- Todd Walker- yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Approval of Administrator Contract
Ken Windram presented his
contract for review, see enclosed contract.
Discussion occurred on a few points of the contract: office hours, wage,
and vacation pay. The Board decided
that the initial benefits were basically at the 5 year level and with the
contract renewal the benefit levels would incrementally increase based on length
of employment as outlined in the staff personnel manual.
The Board asked legal counsel and Ken Windram to update the contract and
bring it back to next month’s meeting; they also asked Ken to forward reasons
for wage increase.
Review of HARSB 2012-2013 Audit Report
The Board reviewed the draft
audit report, including the management’s discussion and analysis, see enclosed
report. Please review and let me
know if any changes of updates need to be made prior to Thanksgiving.
Executive Session 67-2345 1(d)
It was moved by Ron
McIntire, and seconded by Todd Walker, to recess and go into Executive Session
per Idaho Code 67-2345, subsection (1) (d) to consider records that are exempt
from public disclosure.
Roll call vote taken:
City of Hayden- Ron McIntire- yes
Hayden Lake Recreational Water and Sewer District- Todd Walker- yes
Kootenai County- Commissioner Daniel Green- yes
Motion Carried.
Board recessed at 4:59 p.m.…
Meeting was adjourned from
executive session at 5:05 p.m...
Daniel H. Green, Chairman
Stephanie Oliver, Secretary