OFFICIAL MINUTES
SPECIAL MEETING
HAYDEN AREA REGIONAL SEWER BOARD
October 4, 2012
The special meeting
of the Hayden Area Regional Sewer Board was held on October 4, 2012, in the City
of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.
Present:
Stefan Chatwin, Ron McIntire, Kenneth Sewell
Absent:
Dan Green, David Weinstein
Also Present:
Ken Windram, Hayden Area Regional Sewer Board-Facility System Manager;
Stephanie Oliver, Hayden Area Regional Sewer Board-Secretary; Scott Reed, Hayden
Area Regional Sewer Board- Attorney; Nancy Stricklin, City of Hayden- Attorney;
Paul Klatt, J-U-B Engineering; Larry Comer, Welch Comer and Associates; Todd
Walker, Hayden Lake Recreational Water and Sewer District- Board Member; Sean
Hoisington, City of Hayden-Public Works Director
Also attending via telephone and go to meeting:
FCS Group Team Angie Sanchez Virnoche, Principal/Project Manager and Catherine
Otten, Analyst
The meeting was called to
order by Ron McIntire, Chairman at 3:00 p.m.
Roll Call Attendance:
City of Hayden- yes
Hayden Lake Recreational Water and Sewer District- yes
Kootenai County- absent
Workshop- FCS presentation regarding HARSB
Financial plan for the upgrade and the next 20 years and Board discussion
A phone call was placed to
the FCS Group Team, and the Go to Meeting PowerPoint Presentation started, see
enclosed PowerPoint and the associated spreadsheets.
FCS outlined the discussion that would be taking place today, and talked
about how they came up with the numbers presented in the spreadsheets and what
those numbers mean. When looking at
the spreadsheets, the ER income was based on the current rate of $6515.00 per
ER, and the rate of interest was figured at 1.8%.
The numbers represented in this presentation are based on the engineers
recommended facility plan.
Discussion occurred as questions were raised on each slide and spreadsheet as
presented. FCS discussed the
anticipated growth of ER’s for the entities, see spreadsheet page 1.
The ongoing operations and maintenance (O&M) costs were looked at, and
then estimated until the year 2032; see spreadsheet page 2, this page also
includes estimated cost of O&M per ER for the HARSB portion only.
Spreadsheet page 4 shows the time frames for when funds would be needed
in the facility plan and the amount. The
different colors represent the expansion, regulatory or replacement funds, those
same colors move into the spreadsheet on page 5.
On spreadsheet 5 we looked at the anticipated increase in cost per ER to
the entity users due to the upgrade without issuance costs and possible reserve
requirements figured in. The 20 year
engineers recommended facility plan could have a maximum CAP Fee of $8411.00,
see spreadsheet page 6. If the Board
decides to increase the CAP Fee from its current rate of $6,515.00 then the
spreadsheets would need to be adjusted to show the different CAP Fee.
Discussion occurred on regarding needing to raise the CAP Fee so that
everyone was paying their fair share of the facility.
Set Date for Public Hearing for Facility Plan
Ken Windram and Paul Klatt
informed the Board that Idaho Department of Environmental Quality state that
they will finish the facility plan by October 12, 2012, and thus we need to move
forward with setting the date for our public hearing.
We have to have a required minimum of 15 days that the facility plan
needs to be out for public comment prior to the Board making a decision on one
of the four options presented. The
engineers feel that the soonest a response to Idaho DEQ’s comments could be made
on the public facility plan draft is October 19th, 2012.
The public hearing on the facility plan was decided to be held on
November 1, 2012 at 3:00 p.m. at City of Hayden City Council Chambers. The Board
could then make a determination on the facility plan after consideration of the
public comments as early as November 2nd, 2012.
Approval to Prequalify Contractors for Phase 1 of
the Facility Construction
Ken Windram asked the Board
to consider the opportunity to prequalify contractors for the phase 1 of the
facility construction project. The
Board indicated that they would like to proceed with the prequalifying of the
contractors. Ken Windram indicated
that he will have a proposal for the next Board Meeting.
Executive Session 67-2345 1(c)
It was moved by Stefan
Chatwin, and seconded by Dan Green, to recess and go into Executive Session per
Idaho Code 67-2345, subsection (1) (c) to consider acquisition of an interest in
real property which is not owned by a public agency.
Roll call vote taken:
City of Hayden – Stefan Chatwin- Yes
Hayden Lake Recreational Water and Sewer District- Kenneth Sewell-Yes
Kootenai County– Dan Green- absent
Motion carried.
Board recessed at 4:18 p.m.…
Meeting adjourned at 4:30
p.m...
Ron McIntire, Chairman
Stephanie Oliver, Secretary