OFFICIAL MINUTES

  REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

September 18, 2008

The regular meeting of the Hayden Area Regional Sewer Board was held on September 18, 2008, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

Present:           Tom DePew, Gerry House, Ron McIntire, Jay Townsend    

Absent:            Richard Piazza                       

Also Present:   Ken Windram, Hayden Area Regional Sewer Board-Project Manager; Stephanie Oliver, Hayden Area Regional Sewer Board- Secretary; Jim Kimball, J-U-B Engineering; Larry Comer, Welch, Comer and Associates; Amer Hall, Hayden Area Regional Sewer Board

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

The following additions were made to the agenda: 16. Executive Session.  It was moved by Gerry House, and seconded by Tom DePew to approve the agenda as ammended.  Motion Carried.

It was moved by Tom DePew, and seconded by Jay Townsend, to approve the minutes of the August 21, 2008 regular meeting. Motion carried. 

It was moved by Tom DePew, and seconded by Jay Townsend, to approve TML’s Draw 13 for payment. Motion Carried.

It was moved by Gerry House, and seconded by Jay Townsend, to approve the August Financial Reports (Construction and O & M). Motion Carried

It was moved by Tom DePew, and seconded by Jay Townsend, to pay our bills, including Replacement bills for Watermark Remote Reader $157.59(Irrometer-Wells Fargo Card Services), and Long Range Financial Plan $7484.60 (JUB Engineers). Motion carried.

Stephanie Oliver informed the board that the yearly audit would be taking place October 28 through October 30, 2008.

Administrative Reports

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

            The HARSB staff plan to switch over to the river on October 1, 2008.       

            Discussion occurred regarding the NPDES permit rejections that came down from

EPA in Washington D.C., a meeting will be held regarding this on September 26, 2008

Ken Windram gave Shirley Carter’s operations report, which is attached hereto.

            The HARSB staff presented two slide shows regarding the Underground Storage Tank

            Removal, and the cleaning of Oxidation Ditch # 1.  Discussion occurred regarding the

            Respective presentations.

Entity Reports

City of Hayden- The City Council has given Hayden Canyon annexation tentative approval, depending upon annexation agreement.  The city has 7 other annexation requests after this one.  The City Engineering Department is doing a reconciliation of records regarding their ER’s.

Hayden Lake Recreational Water and Sewer District- Tom DePew informed the board about the Strahorn Road Sewer project that is actively in progress and should be done by October 1, 2008.  Gerry House updated the Board on a meeting that happened between the Hayden Lake Recreational Water and Sewer District and Scott Clark from the Kootenai County Planning and Zoning.  Gerry House also talked about the meeting that Ken Windram and he attended with Idaho Department of Environmental Quality, especially the interested expressed by Senator Crapo’s staff.

Kootenai County-  no report .

Phase III Construction

Ken Windram gave an update on the Phase IIIC construction which is nearing completion.  TML has left the job site, and punch lists are being completed and finalized.

ER Resolution

Ken Windram talked about the letter that the Board received from Scott Reed, see the attached letter.  Board discussion occurred regarding the possibility of risk by putting this resolution into place.  Gerry House discussed with the Board that should a litigation issue occur this resolution would be revisited by the Board, no action was taken, but the Board expressed general concensus.  It was moved by Gerry House, and seconded by Jay Townsend, to approve the resolution.  Motion Carried.

Larry Comer, Welch, Comer and Associates arrived at 3:40 p.m..

RFQ Facility Long Range Plan-Financial Plan

Ken Windram asked to have the Long Range Plan suspended, due to not knowing what was happening on the NPDES permit.  Board discussion occurred regarding this issue, no action taken.

Jim Kimball updated the Board on the progress of the Long Range Facility plan.  Currently,

J-U-B engineering is working on resolving some sludge handling/storage issues.

Ken Windram informed the Board about the progress of the Financial Plan being conducted by  FCS group.  FCS group sent out their preliminary data needs, see attached request.

OUTFALL LINE

Larry Comer, Welch, Comer and Associates brought the board up to date on the preliminary design phase.  They have started working on the topographic survey for the outfall design, and are continuing to work with the Post Falls Highway District.

BUDGET

Ken Windram asked for questions and/or discussions from the Board regarding the budgets presented.  It was moved by Gerry House, and seconded by Jay Townsend to approve the budget titled Veolia 9mo/Administrator 3mo as a basis for costs.  By approving this budget the Board has made no commitment regarding a decision as far as having or not having a firm take over the operations of the facility.  Motion Carried.

Discussion occurred within the Board regarding the replacement/designated expense/reserve account.  It was moved by Gerry House, and seconded by Jay Townsend, to approve $100,000.00 for this fund, the same amount that has been in place for the last couple years.  Motion Carried.  The entities feel that they need to wait until the financial plan and long range plan is completed to determine the amount of increase that is needed and when. 

IDWARN

Stephanie Oliver talked with the Board regarding this organization which has just started in the State of Idaho (see the enclosed information).  The Board decided to submit the contract to the City and District attorneys for review and asked if ICRMP has had a chance to review the agreement.

EKO COMPOST 

Ken Windram updated the Board regarding the Eko Compost letter that needs to go to the City of  Lewiston, so that we can send our sludge to them. 

SURPLUS

It was moved by Jay Townsend, and seconded by Tom DePew, to surplus the items listed on the enclosed itemized list.  Motion Carried.

EXECUTIVE SESSION

It was moved by Gerry House, and seconded by Tom DePew, to recess and go into executive session per Idaho Code 67-2345, subsection (1)(b) and that those attending who are not board members to please leave the room. Roll call taken and Motion Carried.

Board recessed at 4:15 p.m.

Board reconvened at 4:25 p.m.

Members present upon reconvening were Tom DePew, Gerry House, Ron McIntire, Jay Townsend.

Moved to adjourn meeting by Tom DePew, and seconded by Jay Townsend, at 4:25 p.m... Motion carried.