OFFICIAL MINUTES

  REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

September 13, 2012

 

The Regular Meeting of the Hayden Area Regional Sewer Board was held on September 13, 2012, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

 

Present:           Stefan Chatwin, Dan Green, Ron McIntire, Kenneth Sewell, David Weinstein        

 

Absent:             

 

Also Present:   Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt, J-U-B Engineering; Steve Cordes, Welch-Comer Engineering; Nancy Stricklin, Hayden Area Regional Sewer Board-Attorney; Sean Hoisington, City of Hayden- Public Works Director; Shirley Carter, Hayden Area Regional Sewer Board-Chief Operator;

 

The meeting was called to order by Stefan Chatwin, Acting Chairman at 3:00 p.m. 

 

The following additions or corrections were made to the posted agenda.  Agenda item #10 needs to be moved to #15 Executive Session 67-2345 (1) (b) to consider the evaluation or dismissal of a public officer, employee, staff member or individual agent.

 

It was moved by Dan Green, and seconded by Kenneth Sewell, that we add agenda item #10 Air Relief Valve (ARV) Manhole Relocate, this needs to be added due to getting the quote in late for being added to the agenda and finding out the limited time frame left from the City for cutting and replacing asphalt on a City street.   This is time sensitive and needs to be on this meeting’s agenda, thus not allowing time for a proper notice posting or waiting for the next stated meeting.

Roll call vote taken:

City of Hayden- Stefan Chatwin- yes

            Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes

            Kootenai County- Commissioner Dan Green- yes

Motion Carried.

 

 

Public Budget Hearing

 

Public Budget Hearing was announced at 3:03 p.m. for the consideration of the proposed budgets for the fiscal period of October 1, 2012 to September 30, 2013.

 

The Board members received the proposed budget numbers for the 2012-2013 year in their Board packets.  Ken Windram presented a Power Point presentation on the budget, see enclosed power point.  The entity replacement funds rose to $400,000.00 per year per FCS group previous recommendation.

 

Ron McIntire arrived at 3:08 p.m...

 

The 2012-2013 budgets presented:  $ 1,711,538.00 for O & M, $ 400,000.00 for Replacement, and $ 4,204,331.00 for Capital/Construction improvements. 

 

No public comment was presented.

 

The public hearing comment period was closed at 3:09 pm.

 

The Board has received copies from each entity regarding their budgetary voting requirements, see August Meeting Minutes.

 

It was moved by Dan Green, and seconded by Kenneth Sewell, to adopt the fiscal 2012-2013 budget as proposed.

Roll call vote taken:

            City of Hayden- Ron McIntire- Yes

            Hayden Lake Recreational Water and Sewer- Kenneth Sewell- Yes

            Kootenai County- Dan Green- Yes

Motion Carried.

 

Ron McIntire took over as Chairman at this time.

 

 

Consent Calendar

 

It was moved by Stefan Chatwin, and seconded by Kenneth Sewell, to accept the Consent Calendar as presented:  Approval of the amended August 16, 2012 Regular Meeting Minutes; Approval of August General and Construction Financial Reports; Approval of the Bills: General, Construction, and Replacement.   

Roll call vote taken:

City of Hayden- Stefan Chatwin- yes

            Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes

            Kootenai County- Commissioner Dan Green- yes

Motion Carried.

 

 

Engineer’s Reports

 

Paul Klatt informed the Board that the Facilities Plan had been submitted to Idaho Department of Environmental Quality (DEQ) and the review has been started, he talked with Ms. Katy R. Baker- Casile, P.E. from DEQ and she will try to get it done as soon as possible.  Paul presented the Facility Plan to the City of Hayden for their consideration in the Public Hearing portion for considering Judicial Confirmation. 

 

Steve Cordes talked with Mike Gridley, City of Coeur d’Alene Attorney; they have title work happening to verify that the Railroad had sole ownership to the railroad right of way property and can give it away.  The City of Coeur d’Alene is also working on getting an appraisal for the right of away.

 

Steve Cordes also discussed that the Hayden Lake Recreational Water and Sewer District also had a public hearing on their engineering report; they will have several more prior to their LID formation hearing on November 14, 2012.

 

 

Administrative Reports

 

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

Ken Windram discussed the cost breakdown for the SRSP and its various functions for the Toxics Task Force that Sarah Hubbard-Gray developed; it is flow based and will be about $2,000 - $4,000.

 

Ken Windram informed the Board about the upcoming possible draft NPDES permit review start date of October 15, 2012.

 

 

Shirley Carter’s gave her Chief Operator’s report, which is attached hereto.

Shirley discussed the total coliform excursions, and air release valve (ARV) failures.

 

 

Entity Reports

 

City of Hayden – Sean Hoisington reported on the PACP, NASSCO training that was held at the City of Hayden the first week of September.  The City also has a draft capital improvement plan, and the H-1 lift station will have construction starting on Monday.

 

Hayden Lake Recreational Water and Sewer District (HLRWSD) – Public comment meetings will be held October 10th and 12th regarding the upcoming LID formation.

 

Kootenai County – The Commissioners funded a sewer master plan for the Airport, in their 2012-2013 budgets.

 

 

SEP Fund

 

Ken Windram reported that he is meeting with John Tindall, Idaho DEQ next week on this issue.

 

 

Approval of 2012-2013 O & M/Replacement/Construction Budgets and Approval of Budget Resolution 2012-1

 

It was moved by Stefan Chatwin, and seconded by Dan Green, to approve the Budget Resolution 2012-1.

Roll call vote taken:

City of Hayden- Stefan Chatwin- yes

            Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes

            Kootenai County- Commissioner Dan Green- yes

Motion Carried.

 

HARSB Capital Improvement Cash Flow Discussion

 

Ken Windram presented a PowerPoint on HARSB’s capital improvement project financial approach, discussion, direction; see enclosed presentation.  Discussion occurred on the BNR financials and tertiary treatment construction financials, and how the replacement and cap fees are used in each situation.  Discussion also occurred regarding the starting point for the ER’s sales projection with looking at the current sales from the last couple of years. 

                       

 

Honeysuckle Avenue Air Relief Valve Manhole Replacement Install

 

Ken Windram talked about the replacing of the Honeysuckle ARV valve and installing the new manhole, see enclosed valve replacement proposal.  It was moved by Kenneth Sewell, and seconded by Stefan Chatwin, to accept the Peck & Peck Proposal for the manhole relocation.

Roll call vote taken:

City of Hayden- Stefan Chatwin- yes

            Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes

            Kootenai County- Commissioner Dan Green- yes

Motion Carried.

 

 

Discussion on HARSB Effluent Irrigation of Golf Course

 

Kenneth Sewell asked for a discussion on HARSB effluent irrigation of the golf courses, a member of the Hayden Lake Recreational Water and Sewer District asked specifically about this idea.  Discussion occurred on whether it was cost effective to run the effluent water back that direction uphill, and then the cost for the distribution of the water.  The Rathdrum Prairie Master Plan looked at this and we would still need to upgrade to a minimum of Class B or Class A with redundancies.  Questions occurred whether it would be cheaper to use our water or take the water from the aquifer and/or lake.  The Board indicated that Ken Windram could make some inquiries to see if this is a direction we wanted to go in the future, but indicated that this is something to look at in future years not at the current time.

 

 

Discussion on HARSB and Entities Collection System

 

Ken Windram discussed the entity s’collection systems and the PACP training, see enclosed PowerPoint presentation.  Discussion occurred regarding the grit that we are seeing in the system and the destruction and/or problems that occur from it.  Discussion occurred regarding were the grit is coming from, and how we can use the new system to solve some of the possible defects (holes, pipe conditions, maintenance to fix pipes) we see in the system.

 

 

Approval of Proposal for Purchase/Installation SCADA Radios

 

It was moved by Stefan Chatwin, and seconded by Kenneth Sewell, to award the bid to WDF, Inc. for the SCADA radios, and to also include an additional 4 more radios with hardware for installation at a later date with the cost of $28,217.

Roll call vote taken:

City of Hayden – Stefan Chatwin- Yes

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

Kootenai County– Dan Green-Yes

 Motion carried.

 

 

Board Discussion/Decision on Excess O & M Funds

 

Ken Windram asked that the excess funds projected for this year be added to the HARSB replacement funds, see the enclosed O & M estimated spreadsheet.  It was moved by Stefan Chatwin, and seconded by Kenneth Sewell, to have the excess O & M funds be returned to the entities this year.

Roll call vote taken:

City of Hayden – Stefan Chatwin- Yes

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

Kootenai County– Dan Green- No

 Motion carried.

 

           

Executive Session 67-2345 1(b) and 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) (b) to consider the evaluation or dismissal of a public officer, employee, staff member or individual agent and 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-Yes

 Motion carried.

 

Board recessed at 4:35 p.m.…

 

 

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

 

 

 

Ron McIntire, Chairman                                             Stephanie Oliver, Secretary