OFFICIAL MINUTES

  REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

October 21, 2010

 

The regular meeting of the Hayden Area Regional Sewer Board was held on October 21, 2010, in the City of Hayden Lake, Council Chambers at 9393 N. Strahorn Road, Hayden Lake, ID.

 

Present:           Stefan Chatwin, Ron McIntire, Kenneth Sewell,  

 

Absent:            Richard Piazza, David Weinstein

  

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; Sean Hoisington, City of Hayden- Public Works Director; Nancy Stricklin, City of Hayden- Attorney; Shirley Carter, Hayden Area Regional Sewer Board- Chief Operator

 

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

 

It was moved by Stefan Chatwin, and seconded by Ken Sewell, to approve the minutes as written for the September 16, 2010 regular/public hearing meeting.  Motion carried. 

 

It was moved by Ken Sewell, and seconded by Stefan Chatwin to approve the September Financial Reports (Construction and O & M). Motion Carried. 

 

It was moved by Ken Sewell, and seconded by Stefan Chatwin, to pay the presented bills including replacement funds totaling $11,153.16 ($148.36 Lab Refrigerator- Wal-Mart, $9,682.00 Overhead Door- True Cut, Inc., Terry McCorkle, TML Construction & Overhead Door Company, and $1,322.80 Gas Monitor Kit- Oxarc Inc.).  Motion Carried.

 

Larry Comer arrived at 3:05 p.m.

 

Administrative Reports

 

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

            See enclosed picture of the small tractor truck that was purchased for $ 4,000.00.

 

            An Idaho Forest Industries land broker called asking about the easement given to

the Hayden Area Regional Sewer Board, and the 300,000 gallons of hydraulic capacity available to the property owner in our outfall line. The land owner has the right to put up to 300,000 gallons of effluent into HARSB’s outfall, but they are required to have their own NPDES permit and then meet those permit standards in order to use it.  Ken discussed this issue with the engineers and the outfall pipe has the capacity for this.

 

Roy Armstrong has a wheel line for sale ($2,400.00); HARSB is in the process of buying it to put on the south acreage.  The Meyer’s have prepared and planted a crop on the southern acreage, so all HARSB will need to do is install the pipe.

 

Paul Klatt arrive at 3:18 pm

 

Executive Session 67-2345 1(f)

 

It was moved by Ken Sewell, and seconded by Stefan Chatwin, to recess and go into executive session per Idaho Code 67-2345, subsection (1)(f) to consider and advise its legal representatives  in pending litigation or where there is a general public awareness of probable litigation. The executive session will be a phone conversation with the Board’s Attorney- Scott Reed. 

 

Roll call vote taken:

City of Hayden -Stefan Chatwin- Yes

Hayden Lake Recreational Water and Sewer District- Ken Sewell-Yes

Kootenai County Airport -Richard Piazza-Absent

            Motion Carried.

 

Board recessed at 3:22 p.m.

 

Board reconvened at 3:40 p.m.

 

Board Members and Board Meeting Attendees present upon reconvening are stated below.

Ron McIntire, Chairman; Stefan Chatwin; Ken Sewell; Sean Hoisington; Nancy Stricklin; Paul Klatt; Larry Comer; Ken Windram; Stephanie Oliver; Shirley Carter.

           

Engineer’s Reports

 

J-U-B Engineering – Paul Klatt

J-U-B’s emphasis has been on the TMDL/NPDES issues, Idaho anti-degradation and on the HARSB master plan.

 

Paul Klatt and Ken Windram discussed the TMDL/NPDES Washington discharge draft permits and the issues/differences that they are seeing in these permits.

 

Welch-Comer Engineering- Larry Comer

Larry Comer reported that Steve Cordes and Mike Gridley are still working on a draft easement agreement for the railroad right away.

 

The Hayden Lake Recreational Water and Sewer District is developing a newsletter to send out to their constituents regarding the current issues we are facing, see enclosed presented newsletter.  The Board liked the idea of the newsletter, and would like legal review prior to sending out.           

 

Administrative Reports, Cont.

 

Shirley Carter gave her report, see attached report.

The new vactor will be delivered the 1st week of November.

 

The Hayden Lake Recreational Water and Sewer District had a small break, when Avista hit a service line.  The small break of about 10 gallons was fixed and reported. 

 

Entity Reports

 

City of Hayden- Sean Hoisington gave an update for the City.  The City chose and then met with J-U-B Engineering regarding the redesign of the H-1 lift station within the next 6-7 months.

 

Hayden Lake Recreational Water and Sewer District (HLRWSD) – Ken Sewell, gave his report with Larry Comer’s.

 

Kootenai County-no report

 

 

SEP Fund

 

City of Hayden is still working on this.

 

 

Update/Approval on Re-use Farm Irrigation Line & Approval of Separate Pivot Power Supply

 

Ken Windram presented the ground water irrigation system replacement pipeline to the southern sections of the Re-use Farm, see enclosed engineering report.  The Board has received 2 bids, and the deadline is not until tomorrow, so the Board will wait until all bids on the pipeline purchase are received before awarding the bid. 

 

Ken also discussed re-locating the irrigation pivot power supply (estimated at about $10,000.00) from the well pump house to the booster pump station, see enclosed engineering report.  It was moved by Stefan Chatwin, and seconded by Ken Sewell, to proceed with the bid/quote process. Motion Carried.

 

 

Direction and/or Approval for excess entity collected funds from 2009-2010 Budget Year (i.e. use for replacement funds or return to entities)

 

Ken Windram discussed the funds that were budgeted and are left over this year from the O & M budget, and recommended HARSB replace the reserve funds that were used for attorney fees.  It was moved by Stefan Chatwin, and seconded by Ken Sewell, that the total paid funds left over from the budget year 2009-2010 be used to reimburse the reserve fund used for attorney fees.  Motion Carried.

 

 

Review of 1996-1 Resolution

 

Ken Windram discussed the 1996-1 Resolution; see page two (2) item #2 regarding where the funds for projects come from.  The Board discussed the 1996-1 Resolution, and asked each entity to review the 1996-1 Resolution for updating.

 

 

 

Nomination of and/or Approval of nominee for ICRMP, Region 1, Board of Trustee Position

 

It was moved by Stefan Chatwin, and seconded by Ken Sewell, that HARSB stay with the presented nominee, Garret Nancolas, for Region 1, ICRMP Board of Trustee position.  Motion Carried.

 

Approval for DeWatering Building Extension

 

Ken Windram discussed the dewatering building extension, see enclosed proposal.  We have bids that still have not been returned for this project.

 

Executive Session 67-2345 1(f)

 

It was moved by Stefan Chatwin, and seconded by Ken Sewell, to recess and go into executive session per Idaho Code 67-2345, subsection (1)(f) to consider and advise its legal representatives  in pending litigation or where there is a general public awareness of probable litigation. The executive session will be a phone conversation with the Board’s Attorney- Gary Allen. 

 

Roll call vote taken:

City of Hayden -Stefan Chatwin- Yes

Hayden Lake Recreational Water and Sewer District- Ken Sewell-Yes

Kootenai County Airport -Richard Piazza-Absent

            Motion Carried.

 

Board recessed at 4:05 p.m.

 

Moved to adjourn meeting from executive session by Stefan Chatwin, and seconded by Ken Sewell, at 5:00 p.m... Motion carried. 

 

 

 

 

 

 

Ron McIntire, Chairman                                 Stephanie Oliver, Secretary