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HomeMy WebLinkAbout2007-2010 Approved MinutesCHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting December 9, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on December 9, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 10:00 AM. 1. APPROVE MINUTES OF BOARD MEETING HELD OCTOBER 28, 2010 Steve Hadley moved the minutes be approved; Jon Herrick seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Bridger Morrison of JUB Engineers reported on Portion A progress. He said the trunk line is basically done, except manholes, fence work and cleanup. Roadways are mostly open. Morrison said the lift station startup is expected around the first of the year and will run a 30- day test period. He said cleanup work will be done in spring. Morrison reported on Portion B progress. They are making their way through the field to Siphon Road, then they plan to take six weeks off. He said they will come back in February to finish Siphon Road and south on Hiline Road. This lift station is coming along and should be done mid -year. Steven Smart said the boring contractor will work on Siphon Road with Knife River around the end of January. He said the rough spot at Siphon and Yellowstone was supposed to be filled with cold mix. Smart described the Rio Vista road bubble caused by filling the old line with grout, which has been fixed. He discussed other issues with the grout. He said the Portion A contract will be substantially complete in February or March. When Portion B is done in the middle of the year, we can begin making offers for connections to property owners. 3. DISCUSS CITY AND COUNTY ORDINANCES TO RATIFY PAYMENT OF CONNECTION FEES FOR ACTUAL CONNECTION TO THE SYSTEM. Steven Smart asked Jon Herrick for an update on Pocatello's progress. He does not believe it has been done. Bannock County passed an ordinance, and the City of Chubbuck requested a signed copy. 4. PUBLIC HEARING: CONSIDER ADOPTION OF PROPOSED SCHEDULE OF FEES BY RESOLUTION Steven Smart reviewed the provided draft resolution outlining fees noted in the regulations. He said Tim Shurtliff's suggestions were included, as well as the applicable Sections. An attendee asked how much the sewer rates were going to increase here in Chubbuck. Chairman England said that issue would be taken up by the Chubbuck City Council and not by this board. He said public meetings on that subject will take place in January and February for the city. Chairman England then opened the public hearing. He invited comments in favor of the resolution. There were none. Chairman England then invited any neutral comments for the record. There were none. Chairman England then invited anyone in opposition to the resolution to speak. There were none. Chairman Anderson then closed the public hearing and brought the meeting back to the board for possible action. Steve Hadley moved the board adopt Resolution 2010 -1; Jon Herrick seconded. All voted in favor of adopting Resolution 2010 -1. 5. ITEMS FROM BOARD MEMBERS -None 6. ITEMS FROM FLOOR -None 7. NEXT MEETING: Chairman England said he had a conflict with the January 27`" meeting. He proposed the week before it. The board agreed that January 20`' would work. The next meeting was set for Thursday, January 20, 2011, at 10:00 AM at the Chubbuck city offices. Steve Hadley moved the meeting be adjourned; Jon Herrick seconded. All voted in favor. The meeting adjourned at 10:20 AM. D Lama Baker Public Works Administrative Assistant man Steven buck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting October 28, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on October 28, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley (by conference call), Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Steve Hadley joined the meeting by conference call. Chairman England called the meeting to order at 10:10 AM. APPROVE MINUTES OF BOARD MEETING HELD SEPTEMBER 23, 2010 Steve Hadley moved the minutes be approved; Jon Herrick seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Bridger Morrison of JUB Engineers reported that Portion A on Rio Vista Road is mostly paved and should be finished next week. All of the sewer trunk line is constructed. Site work continues at the Rio Vista lift station, but the parking lot may not be paved this fall. Unfinished work will continue in the spring. Cost is at 60 to 70 %. Bridger Morrison said Portion B down Lacey Road will be paved by next week, and then they will go across the field. Early next year, sewer line will go into Siphon Road between Yellowstone and Hiline. Paradise lift station is progressing, but will be finished in the spring. Board discussed Lacey Road activity and residents' complaints which have been resolved. Paving should take place next week. They are past the worst of the inconvenience. Bridger Morrison said they are working on lining manholes and getting ready to tie the old system into the new system south of Chubbuck Road, but weather may hold up this work. 3. DISCUSS CITY AND COUNTY ORDINANCES TO RATIFY PAYMENT OF CONNECTION FEES FOR ACTUAL CONNECTION TO THE SYSTEM. Steven Smart asked for updates from the county on its ordinance. Tim Shurtliff of Bannock County said the change to the payment procedure was done earlier this week and will be published. Steve Hadley confirmed this. Jon Herrick will check on City of Pocatello resolution progress. 4. CONSIDER ADOPTION OF PROPOSED SCHEDULE OF FEES Steven Smart discussed the schedule introduced at the last meeting and asked for input or adoption. Tim Shurtliff suggested adding connection and treatment fees onto this schedule, so they will all be together. The fees could then be changed by resolution and just refer to the appropriate section of the ordinance. He also suggested adding service fees that would be established later. Steven Smart agreed to reformat the schedule and bring it to the next meeting for adoption. 5. ITEMS FROM BOARD MEMBERS - None 6. ITEMS FROM FLOOR - None 7. NEXT MEETING: (FOURTH THURSDAYS UPCOMING ARE: NOVEMBER 25, THANKSGIVING, AND DECEMBER 23) Chairman England suggested the board have just one meeting before Christmas. The next meeting was set for December 9 2010, at 10:00 AM at the Chubbuck city offices. Chairman England adjourned the meeting at 10:25 AM. DeLaina Baker Public Works Administrative Assistant A;fm-6� � C airman Steven Engl Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting September 23, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on September 23, 2010. Present: Steven England, Chubbuck Mayor - Chairman Karl Anderson, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 10:00 AM. 1. APPROVE MINUTES OF BOARD MEETING HELD SEPTEMBER 2, 2010 Jon Herrick moved the minutes be approved; Karl Anderson seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Steven Smart said the two contracts together have paid out roughly $8 million since February. He reported progress on Portion A. They are working by the treatment plant and hope to pave all of Rio Vista Road in about two weeks. They still need to connect to the lift station. Smart then reported on Portion B progress, including Whitaker Road paving plans and construction down Lacey Lane. After the water is out of the siphon, they will continue on Siphon Road within Chubbuck. 3. DISCUSS CITY AND COUNTY ORDINANCES TO RATIFY PAYMENT OF CONNECTION FEES FOR ACTUAL CONNECTION TO THE SYSTEM. Steven Smart said Chubbuck has adopted the ordinance for connection fees, and Pocatello and Bannock County are working on their changes also. Smart said that within the next thirty days this will be taken care of. 4. DISCUSS PROPOSAL FOR SCHEDULE OF FEES Steven Smart reviewed the fee schedule for the board to consider, including administrative, review, inspection, mapping and deferral fees. The fees are referred to in the ordinance. Tim Shurtliff of Bannock County and Smart discussed whether the inspection fee covers the cost. Chairman England said we prefer to be on the lean side with the fees and to adjust them if there is an issue. The fee schedule can be established by resolution. The group discussed the deferral agreement process the fee is intended to cover. Chairman England proposed the fee schedule be put on the agenda for action at the next meeting. 5. ITEMS FROM BOARD MEMBERS -none 6. ITEMS FROM FLOOR -none The next meeting was set for October 28, 2010, at 10:00 AM at the Chubbuck city offices. The board will reschedule the November and December meetings due to the holidays. Karl Anderson moved to adjourn; Jon Herrick seconded. All voted to adjourn. Meeting adjourned at 10:20 AM. 6 C>j� DeLaina Baker Public Works Administrative Assistant M - - aaot4�, airman Steven Engl Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY -- Minutes of the Board of Directors Meeting September 2, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on September 2, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 10:00 AM. APPROVE MINUTES OF BOARD MEETING HELD JULY 21, 2010 Steve Hadley moved the minutes of July 21, 2010, be approved; Jon Herrick seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Bridger Morrison of JUB reported on Portion A progress on Rio Vista Road and the lift station. They plan to start down at the treatment plant next week The contractor expects the Rio Vista Lift Station to be running by the end of October, and paving will be done this fall. Payment requests are totaling about 60% so far. Morrison then reported on Portion B progress. The Siphon Road pipe line is done west of Yellowstone; east of Yellowstone will be done in the spring. He said Lacey Road work has been postponed a couple of weeks. Steven Smart said excavation will be deep and difficult due to soil conditions and maintaining residents' access will be difficult for about four weeks. Morrison said Paradise Lift Station is progressing. Smart and Morrison said the road base is going in on Whitaker Road, which is passable and paving will be done in a couple of weeks. He said the Police Chief reported the school area was in very good condition this morning. Smart said both Portions A & B were bid at significant savings, and the contractors have been very reasonable and good to work with on this project. He gave examples. 3. DISCUSS CITY AND COUNTY ORDINANCES BEING DRAFTED TO RATIFY PAYMENT OF CONNECTION FEES FOR ACTUAL CONNECTION TO THE SYSTEM. Steven Smart explained the draft ordinances which focuses on when the fees are due and payable, which is tied to the actual connection. The board discussed the effects of this change. Smart said the tributary area, as it stands for the current projects, has enough developable land to service the debt. He said future projects will have to be done by the Authority and stand on their own. The City of Chubbuck participated in the original project which improved our city system. Tom Hepworth of IDEQ, noted the original debt service structure cannot change substantially under the federal funding. Chairman England reviewed the original goals of the project, which are still in place. The board discussed the public information campaign covering sewer rates coming in January. Smart said the connection fee amount is set by resolutions by each entity separate from the " ordinance change. Chairman England said the charge will show up on the bill separately from the sewer rate and will be reduced as incoming connection fees allow it. Smart said a special agreement was made with Mr. Wheatley to proceed. Building permits are currently being processed with the City of Chubbuck and Bannock County cooperation regarding sewer system "will serve" or denial of service. No action was necessary on this item. 4. DISCUSS PROPOSAL FOR DEFERRAL OF PAYMENT OF CONNECTION FEES Steven Smart reviewed the deferral documents prepared by Tom Holmes, Chubbuck City Attorney, with the board. The deferral agreement and the release would both be recorded. The interest rate ranges from 3% for 24 months to 5% for 48 months, according to the agreement. The 50% discount does not apply to the treatment plant capacity fee. An administration fee will need to be established and added to the agreement. The board will consider the proposal over the next couple of months, while the system is not active yet. 5. ITEMS FROM BOARD MEMBERS -None. 6. ITEMS FROM FLOOR - The board responded to Tom Hepworth that an accounting system with a separate auditor is being set up by the City of Chubbuck for the Authority. Tom recommended some items the DEQ will be concerned with as the loan closes, such as operation manuals. Smart said JUB is responsible for some of those contract items. The next regular meeting was set for Thursday, September 23, 2010, at 10:00 AM at the Chubbuck city offices. Steve Hadley moved the meeting be adjourned, Jon Herrick seconded. All voted to adjourn. Meeting adjourned at 10:55 AM. DeLaina Baker Public Works Administrative Assistant / Steven Engl Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting July 21, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on July 21, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 8:30 AM. APPROVE MINUTES OF BOARD MEETING HELD JUNE 24, 2010 Steve Hadley moved the minutes be approved; Jon Herrick seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Steve Hadley said he has gotten few complaint phone calls over the last month. Bridger Morrison reported on Portion A progress at various locations, including Siphon Road and the Rio Vista Lift Station. He said they are about 38% through the total construction amount. Morrison then reported on Portion B progress at various locations and said they were at about the same percentage of pay out as Portion A. He and Steven Smart reviewed paving that should be done soon. The group discussed an insurance claim for White that still needs to be handled by the contractor's insurance company. DISCUSS DRAFT ORDINANCE CHANGE TO NOT REQUIRE, IN SOME CIRCUMSTANCES, PAYMENT OF CONNECTION FEES OUTSIDE THE TRIBUTARY SERVICE AREA OF THE COLLECTION SYSTEM The group discussed the exception concept, which would be optional, and other details to clarify the goals. Tim Shurtliff of Bannock County reviewed the proposed ordinance change with the board. They agreed it needs to be kept as simple as possible and be designed to encourage connection when the system becomes available. Shurtliff noted that the proposed Section 1 -2 Construction covers the criteria for connecting and that Section 1 -3, which covers system charges and fees, could point to a schedule of fees instead. A schedule would be easier to update by resolution. Steven Smart clarified with Shurtliff that the schedule would apply to those actually connecting, rather than all who get a building permit. The group further discussed the tributary area concept, the five acre minimum, and how to encourage development while protecting the aquifer. They discussed the exception, the definition of access and trying to keep the rules simple. The group discussed servicing the debt, including the portion that benefits Chubbuck, and the savings from doing this in a slow economic situation. Smart referred to Bannock County's ordinance in 2008 regarding connection fees and Shurtliff s suggestion that the authority and the county coordinate their ordinance updates. He said Bannock County and the City of Chubbuck would need to change their ordinances so that the present $5490 connection fee is charged only if there is a connection made, in accordance with our sewer ordinance. Smart said the official action needed by the authority today is saying they will collect a connection fee only from those who actually connect, in accordance with the regulations. At the next meeting, the authority could evaluate adjustments that need to be made in the regulations and ordinances to refine the procedures. Then, the county and the city would need to follow up with ratification documents that would also pull back and collect the connection fee only from the actual connections. Steve Hadley moved the authority proceed the way it was just explained to the board; Jon Herrick seconded; and Chairman England restated the motion as a change from the building permit being the trigger for paying the connection fee and that the trigger to paying the connection fee is actual connection. All voted in favor of the motion. The board confirmed the discount will still be available for existing homes and described the permit process that is currently in place. The group reviewed the connection process, the stub location, and the window for connection for new and existing parcels. 4. DISCUSS PROPOSAL FOR DEFERRAL OF PAYMENT OF CONNECTION FEES Steven Smart proposed the item be postponed. 5. ITEMS FROM BOARD MEMBERS -None 6. ITEMS FROM FLOOR -None 7. NEXT MEETING: The August meeting date was rescheduled for Thursday, September 2, 2010, at 10:00 AM at the Chubbuck city offices. The regular September meeting will remain on Tuesday, September 23rd. Steve Hadley moved the meeting be adjourned, Jon Herrick seconded. All voted to adjourn. Meeting adjourned at 9:43 AM. DeLaina Baker hairman Steven Engiind Public Works Administrative Assistant Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting June 24, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on June 24, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 11:00 AM. 1. APPROVE MINUTES OF BOARD MEETING HELD MAY 27, 2010 Steve Hadley moved the minutes be approved; Jon Herrick seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Bridger Morrison of JUB Engineering reported on Portion B progress. He then reported on Portion A. Both lift stations are backfilling around the buildings. Morrison said that about $2.5 million worth of work is completed. Morrison has been working with Simplot on protecting their effluent line during construction, and they approved the contractor's support plan except for the longest span. Morrison said Simplot has an inspector on site. Steve Hadley reviewed some traffic issues, dust control, road holes, and uncovered load complaints. Morrison confirmed with Dan Copeland of Bannock County that the county does not have a covered load ordinance. Several present noted vehicle damage incidents, and some speeding by the contractors trucks. Copeland discussed the truck speed and construction zone issues on Rio Vista. The board agreed to address road safety with the contractors. 3. CONSIDER PROPOSED CONNECTION FEE DEFERRAL AGREEMENT Steven Smart reviewed the draft documents, including a Memorandum Agreement for a fee deferral of either 24 or 48 months, a Notice of Fee Deferral which would be recorded, and a Release form. Steven Hadley was concerned the county could get sued if fees are excessive. Chairman England clarified the documents affect all property within the Chubbuck Area of City Impact. Mark Davis and Richard Nelson shared their concerns about the legality of the fees and the validity of the research. Chairman England explained the reasoning for the authority and the sewer project to protect the aquifer and accommodate growth. The group discussed various aspects of the connection fees vs. actual sewer access. They discussed balancing infrastructure funding and developer participation, and property values. Chairman England said the board and the property owners can work together to resolve issues. Steven Smart summarized Mr. Davis' proposal that the people affected should vote on a levy for the costs. Josh Ellis asked the group to consider the choices if everyone voted against the system. Chairman England noted the tough economy has enabled the project at a cheaper cost than when development is booming. Board Member Jon Herrick had to leave the meeting at 12:15 PM. The group discussed the same concerns further, including a proposed discount for those trying to develop small projects right now, but can't get sewer yet. Steve Hadley said it would take an ordinance change. The board considered giving Trevor Wheatley the opportunity to pay half the fees now to get a building permit on his five acre property while the ordinance change is processed, but the other half would be have to be paid if the change was not possible. Trevor Wheatley was agreeable to this arrangement. Steven Smart explained how the connection fee was calculated with the project cost being divided between projected developments. He considered Mr. Wheatley's potential discount, with a recorded agreement based on five acres, that the full balance of the future fee be paid, whatever it may be, at the time he connects to the sewer in the future. Tim Shurtliff of Bannock County pointed out that at some point in time any discount for a five -acre parcel would need to be discontinued. Trevor Wheatley verbally agreed to this contract agreement. Steven Smart proposed that he be directed by the board to accept from Wheatley one -half of the connection fee together with an agreement that in the future, when the sewer system gets to his property, he has an obligation to pay the connection fee for the home and /or the property, due and payable less the half. Steve Hadley so moved; Chairman England seconded. There being no urgent discussion proposed from the board or from the floor, Chairman England skipped the remaining agenda items. Chairman England moved to adjourn; Steve Hadley seconded. Chairman England adjourned the meeting at 12:53 AM. NEXT MEETING: The next regular meeting date will be Thursday, July 22, 2010, at 10:00 AM at the Chubbuck city offices. DeLaina Baker Public Works Administrative Assistant CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting May 27, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on May 27, 2010. Present: Steven England, Chubbuck Mayor - Chairman Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 10:00 AM. APPROVE MINUTES OF BOARD MEETING HELD APRIL 8, 2010 Jon Herrick moved the minutes be approved; Steve England seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Bridger Morrison reviewed project progress on Portions A and B. He said about 60% of the Rio Vista Lift Station base is poured. Hiline Road work is nearly done and deep excavation on the west end of Siphon Road coming along. The Paradise Lift Station has the second pour set for walls next week. Morrison said almost 25 to 30 percent of the project cost will have been paid out with the next applications for payment. Steven Smart described more details of the road conditions and the need for extra gravel. The group discussed common complaints, which have not been excessive. Smart does not expect them to work near the treatment plant until August due to the Simplot effluent line. 3. CONSIDER PROPOSED CONNECTION FEE DEFERRAL AGREEMENT Chairman England tabled the discussion fee deferral until the county commissioner is present. Smart described the proposal briefly. 4. DISCUSS PROPOSAL FOR AN AREA -BASED FORMULA FOR CONNECTION FEES Smart noted how density of development affects the connection fee revenues. 5. ITEMS FROM BOARD MEMBERS - None 6. ITEMS FROM FLOOR - None Jon Herrick moved to adjourn; Chairman England seconded. All voted in favor. Meeting was adj oumed at 10:10 AM. NEXT MEETING: The next regular meeting date will be Thursday, June 24, 2010, at 10:00 AM at the Chubbuck city offices. DeLaina Baker Public Works Administrative Assistant t.,nunnucx mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting April 8, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on April 8, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 10:00 AM. APPROVE MINUTES OF BOARD MEETING HELD FEBRUARY 25, 2010 Jon Herrick moved the minutes be approved; Steve Hadley seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Steven Smart described Portion A progress by Bodiford Construction. Crossings were done first, as well as massive excavation for the lift station. The lift station contractor, Wright Brothers, will take over by tomorrow. The Rio Vista pipeline work will be done by August or September. Smart described Portion B progress by Knife River Construction. They are working on sewer line along the canal and have bored under the siphon at Hiline & Siphon Road before water comes in the canal. They also bored under the road bridge there also. The Siphon Road force main is nearly complete from Yellowstone to Hawthorne and they are putting extra deep aggregate for drainage along the siphon section. The line to the substation on Siphon Road should be done by the end of April. For the next 4 to 6 weeks, they will go north on Hiline Road. They will be excavating for Paradise Lift Station, so contractor RSCI can begin that. The section of Siphon Road nearest Rio Vista will be done last. The railroad track bore will wait until fall. Bridger Morrison said contractors have submitted payment applications for about $2 Million already. Smart said we must report contract amounts and pay roll hours and to the federal government. It is the largest ARRA funded project in the state. He confirmed for the board that the contractors were insured and bonded before they got the contract signed. Chair England said the city hopes for prompt reimbursement from DEQ. Smart reviewed the DEQ process for the board. Smart said work has been aggressive, although Siphon Road excavation near the Idaho Power substation has been difficult and slow due to rocks. Smart discussed ARRA reporting requirements. The city considered bids to provide grant administration, and it decided on a month to month contract, while training city employees to take over the administration. The grant administrator attended the meetings and encountered many issues. In addition, DEQ realized its ARRA burden and outsourced its administration to a company in Montana. Reporting is now done by both of those grant administrators. Craig Borrenpohl of DEQ said there are now even retroactive reports being required by the EPA, for which they are just now getting guidance. 3. ITEMS FROM BOARD MEMBERS Group discussed Road Closed signs remaining and gravel needed at the FMC Park entrance area. 4. ITEMS FROM FLOOR Group discussed project details, including access concerns, drainage, media coverage, etc. Smart noted the media does not keep up with updates on long term projects, and the city has been trying to get out the project information through its website. Emergency services and the media are sent updates. Group discussed water seeping into the Rio Vista Lift Station excavation area from the groundwater. 5. NEXT MEETING: The next regular meeting date was set for Thursday, May 27, 2010, at 10:00 AM at the Chubbuck city offices. Chairman England adjourned the meeting at 10:28 AM. DeLaina Baker Public Works Administrative Assistant airman Steven Eng d Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting February 25, 2010 Minutes of the regular board meeting held in the Chubbuck City Conference Room on February 25, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several JUB Engineers representatives were also present. Chairman England called the meeting to order at 10:01 AM. APPROVE MINUTES of board meeting held January 29, 2010 Steve Hadley moved the minutes be approved; Jon Herrick seconded. All voted to approve the minutes. 2. REVIEW CONSTRUCTION STATUS FOR NORTHWEST SEWER INTERCEPTOR Steven Smart described how the contractors for both portions were beginning work. He said anchors will be placing into the soil under the property by the lift station and the contractor is working with the property owners to get this done. Last night, at least 88 people attended the open house. Smart reviewed discussions and written comments. Chairman England said he had explained that annexation is not in the city's interest unless requested. Alan Giesbrecht of JUB said he also addressed whether fees were voluntary. Bridger Morrison of JUB said the attitude was generally just interest and wanting questions answered. Group discussed other details of the open house. 3. ITEMS FROM BOARD MEMBERS - none 4. ITEMS FROM FLOOR - Steven Smart and Bridger Morrison noted requests from property owners to pay connection costs over a period of time. Board discussed adding provisions for payment. Smart said it will be about a year and a half before connection invitations will begin. Smart will present some draft payment plans at a later meeting. NEXT MEETING: The next regular meeting date was set for Thursday, April 8, 2010, at 10:00 AM at the Chubbuck city offices. Q4 DeLaina Baker Public Works Administrative Assistant A hairman Steven E and Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting January 29, 2010 Minutes of the special board meeting held in the Chubbuck City Conference Room on January 29, 2010. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 3:38 PM. APPROVE MINUTES of board meeting held DECEMBER 15, 2009 Jon Herrick moved the minutes be approved; Steve Hadley seconded. All voted to approve the minutes. 2. REVIEW BIDS FOR NORTHWEST SEWER INTERCEPTOR - PHASE 1 PORTION B Bridger Morrison, JUB Engineers, reviewed the Northwest Sewer Interceptor Portion B bid recap. Board discussed bid amounts. Knife River had the lowest bid. Morrison said they confirmed the bidders documents were complete. Some subcontractors may not have been selected yet. Smart said JUB recommends the contract be awarded to Knife River. 3. CONSIDER AWARDING A CONTRACT TO THE LOW BIDDER Steve Hadley moved the board award the Northwest Sewer Interceptor Portion B contract to Knife River in the amount of $7,103,417.66. Jon Herrick seconded. All voted to approve. 4. ITEMS FROM BOARD MEMBERS - none 5. ITEMS FROM FLOOR - Smart said they are collecting insurance information and preparing to have the Portion B contract signed by February 12. Smart said the city intends to send out information for a Northwest Sewer Interceptor open house on February 24. 6. NEXT MEETING: The next regular meeting date was set for Thursday, February 25, 2010, at 10:00 AM at the Chubbuck city offices. Jon Herrick moved the meeting be adjourned; Steve Hadley seconded. All voted to approve. The meeting adjourned at 3:51 PM. DeLaina Baker airman Steven Public Works Administrative Assistant Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting December 15, 2009 Minutes of the regular board meeting held in the Chubbuck City Conference Room on December 15, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Chairman England called the meeting to order at 4:01 pm. APPROVE MINUTES of board meeting held October 22, 2009 Jon Herrick moved the minutes be approved; Steven England seconded. All voted to approve the minutes. 2. REVIEW BIDS FOR NORTHWEST SEWER INTERCEPTOR PHASE 1 PORTION A Bridger Morrison reviewed the seven bids received and details listed on the spreadsheet. He discussed in more depth the lowest three bids listed. Steven Smart commented that the low bid was disputed, but the questions were resolved. Bodiford Construction, the low bidder, has done jobs for the City of Pocatello and has been working on a big project in Shelley also. Smart responded to Steve Hadley's questions. He described items that were included with the project bid materials which illustrated the rocky conditions, including a DVD of some on -site excavation and a drawing mapping the Michaud Gravel. The performance bond is the city's insurance for the complete amount of the project. He said we will have a preconstruction meeting, if the bid is approved. They could begin within 30 days on the lift station. Tom Hepworth and Steve Hadley described a presentation by Dr. Thacker about our aquifer that was very informative. Several present would like to see it. 3. CONSIDER AWARDING A CONTRACT TO THE LOW BIDDER Steve Hadley moved the board award the Northwest Sewer Interceptor Portion A contract to the lowest bidder, Bodiford Construction. Jon Herrick seconded. All voted to approve. =11616N 5. ITEMS FROM FLOOR - Steven Smart and JUB anticipate the bid opening for Portion B will be on January 19th. 6. NEXT MEETING: A special meeting date was set for Tuesday, JANUARY 26th, 2009, at 4:00 PM at the Chubbuck city offices. Jon Herrick moved the meeting be adjourned; Steve Hadley seconded. All voted to approve. The meeting adjourned at 4:24 PM. DeLaina Baker Public Works Administrative Assistant C airman Steven En d T Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting October 22, 2009 Minutes of the regular board meeting held in the Chubbuck City Conference Room on October 22, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:21 am. APPROVE MINUTES of board meeting held September 24, 2009 Jon Herrick moved the minutes be approved; Steve Hadley seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT Bridger Morrison reviewed DEQ followup progress for Portion A. Craig Borrenpohl of DEQ said the Boise office is working on PER followup. Review should be complete in about two weeks. Steven Smart said the Rio Vista Lift Station conditional use permit was approved at the Bannock County Planning & Zoning meeting last night with only one minor condition regarding driveways. Morrison said the environmental FONSI for all of Phase 1 will be published next Thursday for public comment before a final is issued. He said DEQ signatures are underway on loan for Portion A. Tim Haener said they will send packets to prequalified contractors while finishing up DEQ approval within three weeks. Smart expects the contractors to want to get started as soon as possible. Morrison said they are working on Portion B design, which should be ready for DEQ submittal in November. Smart said we are working on the land deals for Siphon Road and Paradise Lift Station. Morrison said the railroad crossing permit has been executed. Dan Copeland of Bannock County Road & Bridge said Siphon Road will need to be designed to hold up whether the siphon is repaired or not. Hadley said federal money may be coming for the siphon but it will take time. Haener said JUB will be adjusting and combining Portions B & C to conform to ARRA requirements. Smart said the loan will be at zero percent interest. England noted the wage requirements and reporting will be handled by DEQ. Borrenpohl warned the time frame is tight on ARRA reporting. Board discussed prequalifred contractors. Morrison said Portion C was submitted and JUB has responded to DEQ comments. 3. CONSIDER JUB FINANCIAL ANALYSIS SIMULATION UPDATE ON CONNECTION FEES Steven Smart reviewed specific sections of the updated analysis with the Board. On page 4, he noted 45% of Phase 1 property would service the debt with the connection fee at $5,490 per household.. He said formal adoption of the fee by Bannock County and City of Chubbuck would take place following board approval, plus a resolution by Pocatello. The fee should be reevaluated from time to time. Steve Hadley moved the board approve the connection fee at $5,490 as written; Jon Herrick seconded. All voted to approve. 4. ITEMS FROM BOARD MEMBERS - None 5. ITEMS FROM FLOOR -None 6. NEXT MEETING: The next meeting date was set for Thursday, December 10, 2009, at 10:00 AM at the Chubbuck city offices. The board agreed to call a special meeting to accept the bid, if necessary. There being no further comment, Chairman England adjourned the meeting at 10:51 AM. DeL ana Baker *haEan Steven Engl Public Works Administrative Assistant Chubbuck Mayor 0 CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting September 24, 2009 Minutes of the regular board meeting held in the Chubbuck City Conference Room on September 24, 2009. Present: Steven England, Chubbuck Mayor - Chairman Karl Anderson, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:00 am. APPROVE MINUTES OF BOARD MEETING HELD AUGUST 27, 2009 Karl Anderson moved the minutes be approved; Jon Herrick seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT Bridger Morrison said they are waiting for DEQ approval on Portion A plans submitted September 11. The Rio Vista Lift Station site has been acquired. The Bannock County Conditional Use Permit has been applied for and is scheduled for an October 21 meeting. JUB met with BIA in August and will submit a final plan to them after DEQ approval. Morrison said they were working with the county on minor issues, and prequalified contractors are on notice that the plans will be available shortly. Morrison and Steven Smart discussed Portion B details. Portion C plans will be submitted to BIA and to DEQ for both approvals. Tim Haener and Smart discussed acquiring the Paradise Lift Station lot split. They will work on a temporary construction easement as well. CONSIDER JUB FINANCIAL ANALYSIS SIMULATION UPDATE ON CONNECTION FEES The board tabled the item until the October 22 meeting. 4. ITEMS FROM BOARD MEMBERS Steven Smart said DEQ is anxious to have ARRA qualified projects for stimulus funds, which may apply to Portion B and C. DEQ is proposing zero percent interest for qualifying projects. Tim Haener and Smart reported on various aspects of the different kinds of bids. Labor is a significantly increased cost with Davis -Bacon wages, record keeping and a qualifying bidder, while `Buy American" is a lesser impact. The Board discussed working with DEQ to make this change. Karl Anderson moved the board make a recommendation to the City of Chubbuck that it accept the zero percent DEQ loan offer. Jon Herrick seconded; all voted to approve. 5. ITEMS FROM FLOOR Randi Thomson of BCASEI asked about local qualified contractors. Chairman England said there were eight prequalifred contractors who met the criteria and some were local. Steven Smart, NB and the board discussed the new Rio Vista Lift Station property and its assets. 6. NEXT MEETING: The next meeting date was set for Thursday, October 22, 2009, at 10:00 AM at the Chubbuck city offices. There being no further comment, Chairman England adjourned the meeting at 10:21 AM. !ao'�Q� DeLaina Baker 4hubb rman Steven En and Public Works Administrative Assistant uc k Mayor 0 CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting August 27, 2009 Minutes of the regular board meeting held in the Chubbuck City Conference Room on August 27, 2009. Present: Steven England, Chubbuck Mayor - Chairman Karl Anderson, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:05 am. APPROVE MINUTES OF BOARD MEETING HELD JULY 23, 2009 Jon Herrick moved the minutes be approved; Karl Anderson seconded. All voted to approve the minutes. 2. JUB ENGINEERS - DESIGN STATUS REPORT for the Northwest Sewer Interceptor Bridger Morrison briefed the group on the new lift station site on Venus Road, which is across the street from the previous site off Rio Vista Road. Steven sketched the location on the board. Morrison said subconsultants are updating the design, and it will be submitted to DEQ after Labor Day. Morrison said they hope to send out bid packets to prequalified contractors at the same time. An archaeological survey will take a couple of weeks. For Portion B, said they are designing Paradise Lift Station and Siphon Road sewer lines. The railroad crossing application is ready for final submission in October. The city will be allowed one year from the submittal date to complete the work. For Portion C, Hiline Road sewer plans will be under final internal review and will be submitted to DEQ within two weeks. 3. CONNECTION REGULATIONS, STATUS OF RATIFICATION Steven Smart said Chubbuck Ordinance #673 adopting the connection regulations was passed. The Bannock County ordinance was approved Monday. Pocatello's resolution is being drafted by the attorneys. He said they are considering the proper process. 4. CONSIDER JUB FINANCIAL ANALYSIS SIMULATION UPDATE ON CONNECTION FEES Steven Smart reviewed past discussions regarding grand fathered properties and increasing connection fees for inflation. JUB has reevaluated this portion of the feasibility study with grand fathered properties removed. Bridger Morrison described what adjustments the analysis included. The bottom line is close to the previous $5,490 figured for Phase 1. Smart recommended the board adopt the fees now or next month. Karl Anderson moved the fee adoption discussion be tabled for one month; Jon Herrick seconded. All voted in favor. 5. ITEMS FROM BOARD MEMBERS Steven Smart said the judicial confirmation hearing is scheduled for Monday, October 19` at 1:30 pm. Tom Hepworth of DEQ said the environmental review is on a different track than regular projects and could take a couple of weeks. Bridger Morrison and Smart discussed bid opening dates. England noted the coming cold weather season. 6. ITEMS FROM FLOOR Jay Christensen complimented the group for their work on this project. He suggested a water line be included in the planning to serve development in the Rio Vista area using Russ Johnson's property. Steven Smart said he was told by the DEQ that a wastewater loan would not be allowed to cover a water project. He said we are looking into other funding possibilities. There is some savings in using Johnson's property instead of the road for the sewer line. The board discussed ideas. Water rights is another issue. NEXT MEETING: The next meeting date was set for Thursday, September 24, 2009, at 10:00 AM at the Chubbuck city offices. There being no further comment, Chairman England adjourned the meeting at 10:40 AM. .n ake DeLaina aker Public Works Administrative Assistant t� hairman Steven Engl d Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting July 23, 2009 Minutes of the regular board meeting held in the Chubbuck City Council Room on July 23, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:00 am. 1. APPROVE MINUTES OF BOARD MEETING HELD JUNE 25, 2009 Jon Herrick moved the minutes be approved; Steve Hadley seconded. All voted to approve the minutes. 2. JUB ENGINEERS - DESIGN STATUS REPORT for the Northwest Sewer Interceptor Tim Haener said the Portion A final design package will be ready for DEQ submittal by next Wednesday. The group reviewed the contractor prequalification process in which 8 of 16 contractors were prequalifred. He said we will need a conditional use permit and land acquisition for Portion A. For Portion B, Steven Smart said the Railroad permit is ready with council approval to be activated in October. The work must be done within a year of the activation date. Haener said we are waiting for BIA review on Portion B, so we can get land acquisition started. Bridger Morrison said the Portion C submittal to DEQ should be ready in about four weeks. Smart believes we could be bidding Portion A by September. 3. CONNECTION REGULATIONS - STATUS OF RATIFICATION Steven Smart said the city and county attorneys prepared ordinances for ratification. He said City of Chubbuck's first reading was on July 15` and should be adopted by mid August. Tim Shurtliff expects the county hearing to be the end of August. Pocatello will need a resolution. 4. ITEMS FROM BOARD MEMBERS - None 5. ITEMS FROM FLOOR - None 6. NEXT MEETING: The next meeting date was set for Thursday, August 27, 2009, at 10:00 AM at the Chubbuck city offices. Chairman En adjourned the meeting at 10:15 AM. DeLaina Baker Public Works Administrative Assistant * — . 4 Q�,'airtn�anSteven Engla uucMayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting June 25, 2009 Minutes of the regular board meeting held in the Chubbuck City Council Room on June 25, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:04 am. 1. APPROVE MINUTES OF BOARD MEETING HELD MAY 28, 2009 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT for the Northwest Sewer Interceptor Bridger said the 90% Portion A plans are under review by the city then will be submitted to DEQ. Trunk line plans were submitted to BIA for review. They are still working on Portions B and C. Contractor prequalification was completed and approval letters were sent to nine. Depending on how many weeks the plans are kept by DEQ, they plan to bid by September for Portion A. Chairman England described Portion A from the treatment plant up Rio Vista to a lift station just north of Siphon Road for $9.9 M. The next two portions take it up East Lacey Road, across Russ Johnson's field to Siphon Road, and up Siphon to Hiline Road. They includes two lift stations and total $11 M. Chairman England also outlined connection fee plans. Chubbuck is indebted for all of Phase 1. 3. CONNECTION REGULATIONS Steven Smart recommended board adoption of the connection regulations. He said the key item for property owners is the proximity to the sewer for required hookup and he reviewed that item and several others. Smart confirmed that two business days is enough for Notice of Inspection. He said he has been working with Tim Shurtliff, Bannock County Engineer, to develop a process that goes along with the building permit process. Attendee asked about plans showing the progression of the project phases. Smart showed him a JUB study drawing with the plans. Smart said the project was designed to protect groundwater, and there has already been some nitrate contamination in this area primarily from septic systems and partly from agricultural use. Russ Johnson asked about subdivision size of three homes. Smart said it is similar to local guidelines already in Chubbuck and Bannock County. Tim Shurtliff described some of the thought process the board went through. Smart responded to Russ Johnson that the regulations only apply to the Chubbuck Area of City Impact, but they will need to be formally approved by the county and each city, even after board approval. Johnson had concerns about property value being affected. Attendee said the five acre determination already decreased his property value and now he feels the three -home division will further decrease its value. Attendee feels his agricultural acreage will lose $25 million in value. Smart said it will retain its agricultural value. Attendee discussed the current contamination and feels little impact would be made by five acre lots with sewer systems. Ken Keller of SDHD and the board discussed density and the evaluation of the safety of septic systems. Smart noted nitrates are created by these systems and are not treated as they percolate down into the soil. Attendee feels the east bench above Chubbuck Road is better place for development than the north county. Chair England said it has been looked at already. The other side of the freeway belongs to Pocatello. Johnson said all businesses are pressured to run more efficiently by the economy and explained the burden on farmers needing the option to sell land if necessary and preserve their way of life. Chairman England said this impact was considered early in the process, but they still recognized a problem with growth under development pressure. He described some of their considerations and how they played out through the engineering feasibility study. He said the deep and expensive trunk line of the first portion is essential to getting service to those who want it, and the city is the one willing to invest in this. Chubbuck was offered the Idaho DEQ loans at 1.75% interest. He said the time is also right for getting a good price on the bids, since the competition is high. Property owner participation in connection fees is very important. He discussed protection of the aquifer. Chairman England said developers understand there is an environmental protection cost in doing business. Current residences will be grandfathered. Attendee said development has been slow. Johnson still wants the rights to do what he wishes with his property. Jon Herrick responded to an Attendee that the plant has capacity and can expand in the future if necessary. The group discussed possible system expansion. Smart discussed water rights issues that are different from dealing with Fort Hall Irrigation water. He said water rights would need to be purchased, but professionals do not recommend the city spend money drilling wells in the contaminated areas. Chairman England said the city is interested in the siphon for more than just the damage to Siphon Road; we want to keep the irrigation water flowing. We prefer the siphon be repaired before sewer line goes in, but the federal government has been challenging to work with. The city has tried for years to get the siphon fixed. Attendee Chairman England clarified payment will not be to the city, but to the Chubbuck Impact Area Wastewater Collection Authority. He also clarified the impact will be on undeveloped property paying fees, not current residents. Attendee agreed that sewer is not a factor, until water is provided for development. Chairman England said the city has been looking for funding for the water line, but has been able to get wastewater specific funding from the state. The Snake River Aquifer and water rights are also. Smart explained that if the board adopts the connection regulations today, then the City of Chubbuck and Bannock County would each create an ordinance and adopt it by the public hearing N process. The City of Pocatello would create a resolution, which would also be considered and adopted in a public forum. Attendee asked about a failed septic and the health department process. Smart said if sewer is not available, according to the Authority, then the health department will approve a septic permit. England said he would have an opportunity to connect at a discount, if the sewer were available to the property. Randi Thomson of the Builders Association confirmed the connection fee is part of the building permit process and fees paid will be earmarked for the property, even if connection happens years later. Chairman England said we are not ready to adopt fees at this time. Further discussion is needed. Chairman England responded the connection fee is not to hook up to the sewer; it is participation in the project to get the sewer system out into that area. The treatment plant fee would be $1,000 at the time of connection. Alan Giesbrecht, JUB Engineers, described a temporary lift station system and a shallow pipe line as a temporary solution used in Treasure Valley to reach the sewer system. Attendee asked how proposed lines will go through agricultural ground, with easements or eminent domain? Chairman England said the feasibility study designed the lines to be in street easements, but some agreements will need to be made with land owners, if lines are on private property. Eminent Domain has not been used in the past. He said we are not interested in pushing people around. Easements would include compensation if excavation for repairs was necessary. Steve Hadley moved to adopt sewer regulations as they have been formulated; Jon Herrick seconded the motion. All voted to approve the sewer regulations. 4. PROPOSED REVISION TO CONNECTION FEES Chairman England noted the board is not ready to adopt the connection fees. 5. ITEMS FROM BOARD MEMBERS - None 6, ITEMS FROM FLOOR -None NEXT MEETING: The next meeting date was set for Thursday, July 23, 2009, at 10:00 AM at the Chubbuck city offices. Chairman the meeting at 11:35 AM. DeLaina Baker Public Works Administrative Assistant s airman Steven Englan Chubbuck Mayor 3 CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting May 28, 2009 Minutes of the regular board meeting held in the Chubbuck Conference Room on May 28, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:03 am. APPROVE MINUTES OF BOARD MEETING HELD MARCH 26, 2009 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT for the Northwest Sewer Interceptor Bridger Morrison reported on lift station and trunk line design for Portion A which is expected to be ready for DEQ review in June. Portion B will be completed after Portion A. Tim Haener reported on the contractor prequalification process, which included a request for supplemental information. Steven Smart reported on progress for entitlements and land acquisition easements under negotiation, which will need to be done before the city applies for a conditional use permit from the county for the project. Haener said they are working on railroad permits and other permissions. 3. CONNECTION REGULATIONS Steven Smart said most issues have been resolved for the regulations in the latest draft. He referred board to Section 2 and reviewed it briefly. Board discussed septic system remediation with Ken Keller, SDHD. Tim Shurtliff clarified some details regarding fees. Smart said the connection regulations would need to be adopted by the board and each entity would have to ratify them by ordinance. Chairman England suggested we get legal advice on the proper process. Tom Hepworth, DEQ, discussed identifying existing failing systems, so they can be brought into the collection system. Craig Borrenpohl suggested a deadline of 20 years to connect, even if the system has not failed. Hepworth and Smart discussed the nitrate priority area. Chairman England suggested a letter to property owners making them aware of connection opportunity and discount. Attendee (Candice Naylor ?) of Tyhee Road asked about capping septic systems and the fees. Board responded that the septic must be filled in or removed and described the fees. They said the system line would be stubbed to each property location, and each owner must install the sewer line from their property line to their home. Tom Hepworth and attendee George Ellis discussed potential nitrate sources. Ellis suggested property values would be decreased by the burden of fees not allowing five acre lots. Haener suggested a temporary lift station to aid outlying developments. Attendee (Russ Johnson ?) had concerns regarding new development rules affecting farmers who have been there for two generations doing what they want with their property. He said there needs to be a balance. Another attendee (Candice Naylor ?) agreed. Chairman England explained how the City of Chubbuck has extended itself to provide the sewer and borrow the funding, how the board has considered farmers wanting to build personal homes rather than subdivision development, and the value of sewer service to a developer. He said it is not perfect in every situation, but an overall goal of providing sewer service depends on participation. He said they are willing to consider individual situations as much as possible. Tim Haener relayed costs of sewer line installation. Tyhee Road is not included in this portion of the project. Attendee (George Ellis ?) feels the cost should come along with availability for property further to the north. Chairman England described the public benefit of protecting the aquifer used by the whole community. Smart described different processes for cleaning various contaminants from water sources, each of which are expensive. Hepworth said we are responsible for protecting our own groundwater, because no government agency is in charge of this. Attendee (George Ellis ?) and England discussed issues. Attendee (man) suggested the impact relate to phases of construction. Chairman England said we are trying to encourage long term considerations rather than cheaper options with developments. Steve Hadley said we are not trying to bind anyone, and there will be a public hearing. Chairman England clarified that Chubbuck alone is not the authority, it is the board along with Bannock County and Pocatello. The City of Chubbuck is the one willing to take the risk of borrowing funding, but the Joint Powers Authority makes the rules. The impact area is an effort to manage growth that will affect the city in the future. Attendee (Janet Wardle ?) asked how property owners in the county will be notified of proceedings. Shurtliff said it would be in the newspaper. Chairman England asked for suggestions and explained difficulties in reaching everyone. Haener said this board meeting is every fourth Thursday each month. Attendee (Charlene Bentel ?) shared concerns about development regulations changing from 2- acre to 5 -acre, and she thinks the system should reach Tyhee Road. Shurtliff explained the history of developments in that area, some of which were built before new regulations back as far as the 1970's, and that 5 -acre minimum has been in place since the 1990's. Board and others agreed it would be good to extend the system further if funding were available. Haener suggested an LID organized by the neighborhood to enable this. Jay Christensen, a water board member, said Lacey Road is getting mixed support for sewer connection efforts even with the close proximity to the new line proposed. He said we need to consider the future safety of our water, even though there is no problem right now. He described some cost concerns from a real estate sales point of view when a property is further out. I Chairman England said the trunk line is a majority of the cost at $10 M, while the branch lines are less expensive, and the trunk must be the first step. The lift station will be located at the low spot for the entire area to have gravity lines feed into it. Smart and Shurtliff discussed addressing 5 -acre lot development cost issues without defeating the purpose of the project. 4. 2009 CONNECTION FEE EVALUATION REPORT FROM JUB Morrison reviewed the Technical Memorandum regarding fees, which includes the undeveloped area with a projected density of 2.5 homes per acre, some revisions and rate updates. He pointed out the table summarizing the results. A fee of $5490 per building lot could pay back the entire loan. Smart said this is consistent with the inflation factor already planned. Smart confirmed that contractors have been informed with information, excavation videos and borings made by Strata regarding the geology and large boulders in this area. 5. ITEMS FROM BOARD MEMBERS Steven Smart said the Chubbuck City Council held a project open house yesterday, May 27. Press releases were made, and the newspaper carried articles. Smart said the Lacey Acres water board declined to allow use of its culinary water, but will allow use of the well with EDB. Jon Herrick will check on recommended treatment. Hepworth suggested posting warning signs at the well. Smart said Chubbuck received the loan agreement for $10 M, currently pending city council approval. A combined $21 M for the first phase will provide about 6 square miles of service area. Bidding can begin following entitlements and loan signing. 6. ITEMS FROM FLOOR - None NEXT MEETING: The next meeting date was set for Thursday, June 25, 2009 at 10:00 am at the Chubbuck city offices. Steve Hadley moved to adjourn the meeting; Jon Herrick seconded. All voted to approve. Meeting adjourned at 11:54 AM. DeLaina Baker Public Works Administrative Assistant 4 airnmna 2 nSteven Engl Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting March 26, 2009 Minutes of the regular board meeting held in the Chubbuck Conference Room on March 26, 2009 Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Administrator Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:01 am. APPROVE MINUTES OF BOARD MEETING HELD February 26, 2009 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded. All voted to approve the minutes. Discussion followed on canceling the April meeting due to conflicts. The board agreed to meet next on May 28, 2009. 2. JUB ENGINEERS, NWSI DESIGN STATUS REPORT Steven Smart said he received the appraisals for right of way and easements and is still working on the corridor. He will move ahead with some purchases. He has contacted all the property owners. He described the path through the Cedar Mtn. Farm property that he recommends for the gravity line from Siphon Road to Rio Vista Lift Station. Bridger Morrison said JUB videoed the trial excavation at Johnson's property and there was a lot of gravel. JUB will give the DVD to the contractor. Board discussed property needed for the lift station. Smart shared some design photos and the outside may be made to appear house -like. Bridger Morrison said they are working on 75% plans for Portion A to be finished in April. He said they need to work more on the fees. Josh Elliott would like to meet with Smart on the lift station design. Brad Watson and Smart discussed progress. Morrison described progress on plans for Portions B and C. They need to have Fort Hall review the plans. Watson reported on SOQs they received from both local and out of state contractors. Morrison said the project should be ready to bid by June, at least A & C, but not B. A 3. H rl Smart said some stimulus money went to the state DEQ for clean water projects. Chairman England said there are some caveats for those who receive the funds, including payment of prevailing union wages and use of American made materials. Smart hopes for some loan or principal forgiveness. The board discussed promoting our project, which has been rated high by the state DEQ. Watson said there is a deadline for formal comments. Steve Hadley will help write a letter to Toni Hardesty. Chairman England will check on others who might support us also, such as Pocatello. CONNECTION REGULATIONS - March Draft Tim Shurtliff discussed Item 1.2.1.E of the connection regulations regarding existing users. Ken Keller, SDHD, said people will likely call the health department when it fails. Steve Hadley and Chairman England discussed the 90 -day window to connect at a discount. Shurtliff also discussed an agreement between the authority and the health district that a permit will not be issued if certain conditions are not met. Shurtliff, England and Smart discussed a fee timing question for 1.3.2. B.2, as well as acreage formulas for different land use zones. Smart said some of this would be handled in ordinances. They discussed Item 1.3.4 Miscellaneous Charges and the process for permitting development in the Area of City Impact beyond sewer availability, while tracking fees paid or not paid. Watson proposed a modification to 1.3.3.A to make it clearer that "sanitary sewer" does not include septic systems. Ken Keller discussed how the district health department recommends dealing safely with abandoned septic tanks. Chairman England suggested the authority also recommend or require proper abandonment of septic tanks. Jon Herrick and Bridger Morrison proposed it be a requirement for receiving the connection discount. Smart and Watson discussed Section 1.3.7. 2009 CONNECTION FEE EVALUATION REPORT FROM JUB None at this time. ITEMS FROM BOARD MEMBERS Chairman England encouraged the group to begin focusing on saying the authority rather than the City of Chubbuck. They discussed changing the authority name to something less cumbersome. ITEMS FROM FLOOR NEXT MEETING: The regular meeting for April 23, 2009, was cancelled and the next meeting date was set for May 28, 2009. — DeLaina Baker Public Works Administrative Assistant hairman Steven En g d Chubbuck Mayor a CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting February 26, 2009 Minutes of the regular board meeting held in the Chubbuck Conference Room on February 26, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:11 am. APPROVE MINUTES OF BOARD MEETING HELD JANUARY 22, 2009 Jon Herrick moved the minutes be approved as drafted; Steve Hadley seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT Tim Haener reviewed the project divisions. Bridger Morrison reported on sewer line design progress. Tim reported on Rio Vista lift station design progress. Steven Smart reported on appraisals and property acquisition progress. Bridger reported on Phase 2 trunks design and well location progress. The line will go from the lift station east on Lacey Road, between two properties, and through a field to Siphon Road. Tim reported on Paradise Lift Station design and location progress for Phase 2. They are working on an archeological review. Construction contract process will have one contract for each of the three phases. The process will include pre - qualification of contractors (which has gotten a good response), then the bid and contract. Contractors will be provided a geo= technical report with a contour map of the boulders found in this area. Smart said it is called the "Michaud Gravel ". 3. CONNECTION REGULATIONS Smart shared a handout on the current draft of Section 1 -2 Construction. They discussed Bannock County's suggestion, made at an interim meeting at the county, that will be added. The attendees reviewed a handout Tim Shurtliff prepared regarding the subdivision required connection guidelines. They refined the wording further regarding the distance for commercial and industrial connections and to clarify responsibility of the developer /owner. The group reviewed each section of the regulations again. They addressed conditions, including a single residence built on five acres already owned at this time being considered existing when the sewer service comes to them. For Item E, Shurtliff proposed verbiage be added to address building permits issued after the ordinance, but before sewer is available. Ken Keller, Southeastern District Health Department, discussed including a mechanism with the health department for issuing septic permits or a letter from the authority saying they need to connect. They added sentences to Item F in the draft regulations. Members discussed providing stubs to properties to prevent digging up the road again. They decided 90 days is still a good time limit for connection. The group continued reviewing Item G and made some changes, including eliminating Item 3. They modified Item H also. They concluded with I and J, making no changes. They returned to Item E for further wording clarification. Jay Christensen clarified the sewer impact area as the area affected by the ordinance. He shared a concern about a development going in at a good distance from the sewer. Tim Haener suggested a line with a small pump station like they use in Ada County. The group discussed financial feasibility, urban limits, and capitalization. England and Smart noted stimulus funds for the EPA and Clean Water Act may enable the authority to reach people faster with service to alleviate the issues. Hadley provided the board with a new web site address that may be helpful. 4. 2009 CONNECTION FEE AND FEE APPLICATION FORMULA Steve Hadley, Tim Haener and Steven Smart discussed adding inflation costs. Hadley moved that the board include a formula allowing for inflation with the connection fee; England seconded, all voted to approve. Tim Shurtliff reviewed the development pattern over time, and lots currently owned with speculation in mind being affected by fees. Smart described different scenarios of handling the developing lots and how it affects funding the construction. Christensen shared concerns about liability leading to lawsuits. Shurtliff asked when the wastewater treatment plant capacity fee would be applied. Board sees this as being applied when the property connects. Christensen said the builders prefer it be applied just before the CO is issued to save construction loan interest. The group discussed having a written agreement recorded and the obligation for this fee staying with the builder or attaching it to the property owner. Chairman England noted the fees will need to be discussed further. 5. ITEMS FROM BOARD MEMBERS - None 6. ITEMS FROM FLOOR - None NEXT MEETING: The next meeting will be Thursday, March 26, 2009 at 10:00 AM at the Chubbuck city offices. DeLai aBaker Public Works Administrative Assistant airman Steven ancy Chubbuck Mayor 0 CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting January 22, 2009 Minutes of the regular board meeting held in the Chubbuck Conference Room on January 22, 2009. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:16 am. APPROVE MINUTES OF BOARD MEETING HELD OCTOBER 23, 2008 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT Josh Elliot, Brad Watson, Tim Haener, Alan Giesbrecht, Bridger Morrison, and Krystal Firebaugh introduced themselves. Haener said based on DEQ approval of the Preliminary Engineering Report and with comments from several agencies and utilities, they will be proceeding with final design of the Northwest Sewer Interceptor Project. He described how the project portions will be adjusted to match with separate SRF loan applications and cost approximately $10 Million each. Steve Smart said that the DEQ application for Portion B & C is being rated now. He said Judicial Confirmation was received for the loan for Portion A in December, and Idaho DEQ is in the process of finalizing the loan application. Chairman England said Mayor Chase took information on the project to Washington DC to seek potential stimulus package funding through congress. Steven Smart will also prepare an appropriation application seeking stimulus funding for the project. It is unknown how much might be received. Haener explained funding might be received through DEQ, if grants are given to them. Chuck Ketterman of IDEQ said the first SRF loan money from last Fiscal Year will be available immediately after the application is approved. Chairman England said we are trying many approaches to secure funding. Tim Haener said we need to replace the old Paradise Lift Station, rather than just upgrading it, and described options. He and Smart concluded the station should be custom built and a small archeological review of the new site will be needed. Haener said the Ellis Lift Station force main issues with houses pumping directly into the main will be resolved as part of the project also. Haener said Tim Shurtliff of Bannock County suggested the force main go all the way from the Rio Vista Lift to the treatment plant rather than a gravity trunk line down part of Philbin Road. The pros and cons of this will be discussed following this meeting. Haener described further design progress assigned to the team members. He also said land acquisition is part of the critical path to keeping on schedule, and Smart is working on that. Smart said an appraiser was under contract and was supposed to begin work last week, but was delayed. He said acquisition negotiation will follow the appraisals. Brad Watson described JUB's screening process to secure a qualified contractor. Smart said there is limited experience with these large capacity lift stations and with the ground conditions for deep excavation around here. Haener briefly listed reasons the city will need to agree on an amendment to the Professional Services Agreement. Bridger Morrison reviewed construction cost estimates regarding changing the trunk line. Smart discussed the importance of the trunk line for serving the north county area. Alan Giesbrecht said the BIA is considering possible solutions to the leaking Tyhee Siphon. Smart relayed his understanding of the alternatives being evaluated, especially relining the existing concrete pipe, and that the siphon is not likely to be relocated. 3. 2009 CONNECTION FEE AND FEE APPLICATION FORMULA Smart discussed why the JUB feasibility study recommendation that graduated increases in connection fees to account for inflation should be included and that the minimum lot size must be addressed. Smart said sewer funding was based on 50% of the available undeveloped property, but unexpected inflation has affected that estimate. JUB's recommendation was based on a development density of about 2.9 dwelling units per acre. Smart reviewed his chart showing local subdivision density. He is concerned fees based solely on dwelling units may not cover the costs. He suggested a formula that would address likely development patterns. Smart clarified details of the application of fees for Steve Ernst. Ernst described platting options the county offers. He said we will need a worksheet so the county and city can be on the same page. Tim Shurtliff and Smart discussed a potential issue with existing five -acre parcels versus new parcels to be developed in already improved locations and the length of time before service is provided. England said we intended to make allowance for existing parcels, but that we anticipated dealing primarily with new developments as they came in. More than one formula may need to be considered as part of the ordinance. Smart believes there are few properties that would affect the funding, exceptions could be given, and that local water quality is a goal. Ernst agreed to look at what actual potential exceptions exist and consider ordinance language that would guide exceptions. Shurtliff proposed other improvements to the ordinance, which the board intends to resolve. Smart and Shurtliff discussed other details, including calculating remittances and record tracking, and approval of ordinance affecting effective date for fees. Jay Christensen described information that should be in the disclosure by the title company at the time of a property sale, and a cost figure will need to be provided to them so they can charge for it. He said realtors will need to be made aware. Herrick and Shurtliff discussed information that can be lost when parcels are divided later. There needs to be a mechanism and it needs to run with the land like the taxes. Chairman England said protection of the aquifer was an essential factor in the judicial confirmation hearing and getting started promptly is desirable, while concerns are resolved. England believes we will be able to track the important data needed for the long term build out of the project. Haener asked for some data within certain boundaries. Ernst agreed to give the board some formula ideas. England noted some people never wanted five -acres and having the sewer available along with a smaller minimum lot size may encourage some to develop it. Bannock County Planning & Zoning will meet with the board after working out some ordinance proposals with Smart. Bannock County is unsure they are ready to begin collecting fees, but said they only issued four permits last year. Smart described why capitalization is key to getting the sewer system to those waiting for it. Smart noted the discount for existing properties while the line is going down that street. England said we want to encourage people to come on by making it more affordable, but some individual issues can be addressed as the system is built. We can't build the line at all without funding. They discussed fair application of fees and density variations further. Shurtliff proposed an agreement be signed and recorded by the property owner that plainly outlines the plan. 4. CONNECTION REGULATIONS Brad Watson suggested the fees should be called "assessment" fees rather than connection fees, because it could imply they include the actual connection. Watson then shared his re- drafted ordinance Section 1 -2 Construction. He reviewed Section 1.2.1A on New Development. Watson responded that it only applies to service to property and fee figures are in a separate section. Watson pointed out in paragraph B that the phrase "or within 12 months" will be removed. He said there is now a paragraph regarding the 50% discount. Haener responded to Ketterman that they considered DEQ proximity guidelines, but he will check on any new ones. Watson said these are probably more restrictive. ITEMS FROM BOARD MEMBERS - None. 6. ITEMS FROM FLOOR - None. NEXT MEETING: The next meeting will be Thursday, February 26, 2009 at 10:00 AM at the Chubbuck city offices. Steve Hadley moved the meeting be adjourned; Jon Herrick second; all approved. Meeting adjourned at 11:46 AM. DeLaina Baker Steven CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting October 23, 2008 Minutes of the regular board meeting held in the Chubbuck Conference Room on October 23, 2008. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Several representatives of JUB Engineering were also present. Chairman England called the meeting to order at 10:00 am. APPROVE MINUTES OF BOARD MEETING HELD SEPTEMBER 25, 2008 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded. All voted to approve the minutes. 2. JUB ENGINEERS, DESIGN STATUS REPORT Alan Giesbrecht briefed the board on report progress. Bridger Morrison said they have preliminary drawings for the Rio Vista lift station. Steve Smart and Bridger Morrison discussed details for a legal description. Smart is still communicating with a property owner in person and on the phone about our proposal. Giesbrecht said JUB will have an internal QAQC review next week for the next draft. He and Smart discussed having the draft report ready for DEQ review. They concluded January would be soon enough to meet, while reviewing the draft during the holidays. 3. CONNECTION REGULATIONS Steve Smart noted the Chubbuck public hearing held on connection fees. Steve Hadley said no one showed up for the Bannock County hearing this morning, so the resolution will be passed this afternoon. Smart also noted Pocatello has passed its resolution affirming the decision. Smart pointed out Brad Watson's new connection regulations draft, which includes notes in the margins for the board to consider. Watson and the Board discussed several items in Section 1.2.1 covering required connection guidelines. Smart reviewed Section 1.2.4 on Notice of Inspection, which would involve Digline services through the City of Chubbuck and perhaps inspection fees. Watson reviewed parts of Section 1.3 on Sewer Charges. Watson said conflicting terminology between the JPA, the Bylaws, and the regulations is not completely resolved. The Board decided to eliminate Section 1.3.8, until we are able to consider an effective mechanism. Board reviewed Section 1.3.11 on termination of service and adjusted the wording. Smart proposed the finalized connection regulations draft be refined in at least one or two more meetings before adoption. ITEMS FROM BOARD MEMBERS - None ITEMS FROM FLOOR - None 6. NEXT MEETING: The next meeting will be on Thursday, January 22, 2009, at 10:00 AM at the Chubbuck city offices. Chairman England adjourned the meeting at 10:58 AM. �- DeLaina Baker Public Works Administrative Assistant k ` 74- 4* �- hairman Steven EngIdAd Chubbuck Mayor 0 CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting September 25, 2008 Minutes of the regular board meeting held in the Chubbuck Conference Room on September 25, 2008. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Greg Lanning, Pocatello Public Works Director - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Tim Haener of JUB Engineering and Ken Keller of Southeast District Health Department were also present. Chairman England called the meeting to order at 10:00 am. APPROVE MINUTES OF BOARD MEETING HELD JULY 24, 2008 Steve Hadley moved the minutes be approved as drafted; Greg Lanning seconded. All voted to approve the minutes. 2. CONNECTION FEES REPORT Steve Smart reported that Chubbuck adopted Ordinance No. 658 in August authorizing the city to collect the necessary fees. Bannock County adopted Resolution 2008 -81 and Ordinance 2008 -3 authorizing fee collection. Lanning confirmed that Pocatello has prepared a similar resolution, and it is on the next city council agenda. Smart said state code prohibits increasing fees by any greater than 5% without a public hearing process. Smart said both city attorneys are working together to provide for public hearings. Hadley and Lanning discussed treatment plant capacity, which is adequate for normal city growth. Chairman England noted there are EPA issues regarding the Portneuf River also that will affect the cost of treatment. Smart and England discussed applying connection fees to newly annexed areas, etc. Smart and Hadley discussed what portions of Siphon Road would be affected by the deep sewer line construction and who will bear the cost. 3. STATUS REPORT OF FISCAL YEAR 2009 CONSTRUCTION FUNDING Smart said Chubbuck successfully secured $9.88 million for Phase 1 design and is now working on a petition for judicial confirmation for Phase 1 construction. Smart described the process and paperwork involved in getting judicial confirmation. Hadley and Smart discussed the housing credit business slow down that may affect connection fee collection and thus debt service. Chairman England said we hope to get as far down Siphon Road toward city limits as funding allows. Smart said we are still talking to an individual about purchasing property for the lift station. He described some subsurface testing being done on potential properties. Board discussed further details of the Phase I design. 4. 5. 6. JUB ENGINEERS - DESIGN STATUS REPORT Tim Haener briefed the board on project progress, since the July kickoff. They have subcontractors now, including Strata and an architect. They completed the topographic survey, and base maps are done, except for utilities. The geo- technical work is done, and they are working on the report. They videoed a test pit excavation to assist contractors in correctly bidding the job. They are considering the master plan layout to be sure all five phases are integrated. They are now into the preliminary design mode, including sewer layout, pump station layout and system sizing. Haener said Alan Giesbrecht is working on smaller lift station designs. They expect to have a draft preliminary design report to the city and DEQ in a couple of months. They are also working on easements, property acquisition, and with agencies regarding permits. Board discussed project introduction to the public. Smart said few attended the open house meeting early this year. He said Jay Christensen feels the people have come to better understand the purpose of the project. Smart also noted the home builders association representatives have been attending meetings, such as Randi Thomson, who was present. Chair England said the media has been running information and will probably continue to have stories. Tim Haener noted construction notices will be needed later on. CONNECTION REGULATIONS Smart said it helps to simply reference current ordinances in regulations to reduce the size of the document. Brad Watson reported on the revision process of regulations already drafted, including reducing redundancy. He noted the reference to Chubbuck City Code in Chapter 1 -1 -2. Smart suggested we include the titles of the code chapters. Smart and Watson discussed Chapter 1 -1 -1G. Lanning also suggested some changes to clarify and simplify sections of the document. Smart referred to Chapter 1 -1 -1F and refined some terminology. Watson and Smart discussed rewording Chapter 1 -1 -1G. Smart said there are a couple of conflicting terminology between the Joint Powers Agreement and the Bylaws regarding the "managing agent', "managing director" and "administrator ". Smart also noted various other wording changes. Board put off reviewing definitions until Watson refines them further. Watson suggested legal review of Chapter 1 -1 -6 through Chapter 1 -1 -10. Board reviewed 1 -2 -1 A through D in the Construction section. Watson noted items E and F were added. Smart said putting in a service stub when the system is built would eliminate extra work and cost later, even if the property owner did not hook up at that time. Board discussed the window of Opportunity for an owner to hook up at the best price. Chairman England emphasized the importance of informing each owner individually of the availability. Board discussed coordinating project construction and service connection work, which should be done at separate times to avoid interfering with our general contractors progress. ITEMS FROM BOARD MEMBERS - none 0 ITEMS FROM FLOOR: Ken Keller commented that the health department definition referred to in the regulations is based on Idaho DEQ rules. Jay Christensen said there has not been a public meeting, but the Lacey Road water board met, and he is hearing positive feedback from them and other residents he has talked to about the project. They figure there are about fifty old septic systems out there that will be failing in the next ten years. Christensen said he has a new system, but would like to participate in what is best for the community. He said the water board may want to pursue this for Lacey Road. He said many people do not understand the maintenance required by a septic system, which leads to neglect. Hadley and Smart discussed details. 8. NEXT MEETING: The next meeting will be on Thursday, October 23, 2008, 20N, at 10:00 AM at the Chubbuck city offices. Chairman England adjourned the meeting at 11:04 AM. ) to.� DeLaina Baker Public Works Administrative Assistant CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting July 24, 2008 Minutes of the regular board meeting held in the Chubbuck Conference Room on July 24, 2008. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Several interested parties were also present, including representatives from JUB Engineering. Chairman Steven England called the meeting to order at 10:00 AM. Tim Haener asked his team to introduce themselves and to tell a bit about their role on JUB's team for the Northwest Sewer Interceptor design, and they did. Haener said the group will be back at 1:00 for the kickoff, with some displays in the council room and invited all to attend. APPROVE MINUTES OF BOARD MEETING HELD MAY 22, 2008 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded. All voted to approve the minutes. 2. AGENCY RATIFICATION OF CONNECTION FEES- STATUS REPORT Steve Smart said the Chubbuck City Attorney has forwarded drafts of necessary documents for the Bannock County and Pocatello agencies to consider for ratification. Smart said the Chubbuck ordinance was read at the last city council meeting, and it will be read about two more times. Chairman England offered to visit with the commissioners at their office to answer questions. Smart would like to resolve any concerns they might have, so we can proceed. Hadley will discuss it with Zach soon. Herrick will talk to Dean about the Pocatello resolution. 3. REPORT ON COMPLETION OF FEASIBILITY STUDY Haener said the Environmental Information Document (EID) was submitted to the state DEQ office with Nancy Bowser, who reviewed it in June and came back with three questions. JUB responded and is now waiting final EID approval. Smart said the city signed the loan agreement, which needed to be executed by June 30. The money can be disbursed with DEQ approval. 4. JUB ENGINEERS - DESIGN KICKOFF Haener said they have the executed contract and are hitting the ground running beginning today with the site review and brainstorming session. 5. CONNECTION REGULATIONS After discussion with the Chubbuck city attorney, Smart said most of the draft regulations can be revised to refer to the city regulations. Smart said JUB will be making the revisions. He reminded the board to focus on the section regarding who will be required to connect and read select items from this section. A residence within 300 feet of the sewer would be required to connect. He read the proposed subdivision and commercial /industrial connection standards. Hadley asked if this was standard across the state. Smart said he could find out. Ron Redmond of JUB described Boise regulations and said they were similar, as well as Caldwell's. Tom Hepworth, Idaho DEQ, described ideas for feasibility language such as "reasonably accessible" and a process for financial considerations. Redmond said all new subdivisions are required to be on sewer in urban impact area. Haener said some have made small lift stations. Redmond responded the cost is on the developer, but Boise tries to assist existing residences to connect. Hepworth responded that the Shelley area has not resolved the details of their plan yet. Smart noted the 50% discount idea. Hepworth described an approach involving charging the fees whether the home is connected or not. Smart said the west part of Lacey Road will not have sewer lines extended, but part of the east section will have a sewer line in it. Redmond said Boise requires a home to connect if its septic fails, rather than approving a new septic. Chairman England said we want to be proactive in encouraging people to come onto the system, for the sake of water quality. Smart and Hepworth discussed having the health department involvement in this process, but apparently their board meeting conflicts with our meeting. Smart showed the lift station and sewer line plans in the Lacey Road area. Haener said JUB will have a connection regulations draft by the next meeting. Hepworth and Smart discussed collecting connection fees and implementing regulations. Smart suggested the board consider whether two acres would be multiplied by the standard density to figure connection fees and to consider the five -acre minimum. A discussion followed. Ron Hansen confirmed the single unit fees are $5,229 plus the plant fee of $1,020. He said the septic system cost has jumped about $750 as of June 1. ITEMS FROM BOARD MEMBERS - none ITEMS FROM FLOOR - none NEXT MEETING: The next meeting will be on Thursday, August 28 "', 2008, at 10:00 AM at the Chubbuck city offices. All members approved the meeting be adjourned at 10:50 am. u yY DeLaina Baker airman Steven Public Works Administrative Assistant Chubbuck Mayor N CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY BOARD OF DIRECTORS MEETING MAY 22, 2008 Minutes of the regular board meeting held in the Chubbuck Conference Room on May 22, 2008. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Interested parties were also present, including representatives from JUB Engineering. Chairman Steven England called the meeting to order at 10:12 AM. APPROVE MINUTES OF BOARD MEETING HELD APRIL 24, 2008 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded; All members voted to approve last meeting's minutes. 2. AGENCY RATIFICATION OF CONNECTION FEES Steve Smart said Tom Holmes and Zach Parris are working on resolutions and ordinances for the agencies. He hopes ratification can occur in timely manner. Smart commented on connections required to pay for the system. He said for the Phase 1 loan, it will take only 17 or 18 connections a year will pay the loan, but Phase 2 will make it more difficult to meet payments. Chairman England said we will need to make the connection fees known at the time of a development's annexation. 3. REPORT ON COMPLETION OF FEASIBILITY STUDY Smart said the archeological portion of the study is the last item to be done. Tim Haener of JUB reported the archeological study is complete. The archeologist found no sites and sent that report to DEQ this week. The state historical preservation officer has up to a month to review the environmental document. Nancy will be working on review also, and Haener hopes the loan documents will be ready for signing by the next meeting, either at a special meeting or in July. Smart clarified the loan documents and the JUB design contract will be signed by the City of Chubbuck, but affirmation by the board for the city to proceed would be good. Hadley moved that affirmation be given to the City of Chubbuck for proceeding with execution of the loan documents for the Northwest Sewer Interceptor project and of a contract with JUB Engineering for the project design; Herrick seconded; all board members voted in favor. 4. CONNECTION REGULATIONS Smart reviewed draft document shared with us by EIRRWA and reproduced for the board, which will need adapted to our needs. Smart referred the board to page 16 to begin, and they proceeded to review. Units called ERUs affect distance for required connection. Smart and Hadley discussed state DEQ rules, whether they are area specific or not. Haener will check on single family residential sewer requirements, and he suggested we leave them out of the regulations for now. Smart said 200 to 300 feet is probably appropriate for SFR. Smart continued to review construction standards in the draft. He recommended the board adopt some standards by reference to the Idaho Standards for Public Works Construction or to Chubbuck City Code, so they will automatically stay updated and aid with annexation. He proposed the JPA ask JUB Engineering to assist with adapting the connection regulations. Smart recommended the board keep our regulations in line with DEQ standards. England moved the board approve JUB Engineering be retained by City of Chubbuck to assist with adapting sewer connection regulations for the JPA; Jon Herrick seconded; all voted in favor. 5. ITEMS FROM BOARD MEMBERS - None 6. ITEMS FROM FLOOR Jay Christensen, a Lacey Road resident and realtor, said the water board met last week, and he got a good response to the idea of running sewer service for the whole road. He shared some ideas they discussed. Smart responded that maintenance access for sewer is best located in the public right of way, rather than in rear of lots and alongside irrigation lines. Christensen expects as many as half the systems in his area will likely fail within ten to twenty years. Herrick confirmed the street is the best place for line location for maintenance. Smart and Christensen discussed retrofitting and the necessary depth of the sewer lines. Smart said a property owner where the lift station may possibly be sited is still considering the idea, after Smart and Bridger Morrison marked off the site in his pasture. The owner is concerned about maintaining the value of his property, while selling a portion. NEXT MEETING: The board approved cancellation of the June 26 " JPA meeting due to members being out of town for the AIC conference and other obligations. The next meeting will be on Thursday, July 24 ", 2008, at 10:00 AM at the Chubbuck city offices. All members approved the meeting be adjourned at 10:40 am. DeLaina Baker /, , Chairman Steven Public Works Administrative Assistant Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY BOARD OF DIRECTORS MEETING APRIL 24, 2008 Minutes of the regular board meeting held in the Chubbuck Conference Room on April 24, 2008. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Several interested parties were also present, including representatives from JUB Engineering. Chairman Steven England called the meeting to order at 10:00 AM. 1. APPROVE MINUTES OF BOARD MEETING HELD MARCH 27, 2008 Steve Hadley moved the minutes be approved as drafted; Jon Herrick seconded; All members voted to approve last meeting's minutes. 2. AGENCY RATIFICATION OF CONNECTION FEES Steve Smart reported that the cities' attorneys joint preliminary finding was that Bannock County would need to establish an ordinance, and the City of Pocatello would need a resolution. Smart said we need to decide proximity to sewer line to require hookup as well as the proposed discount. Smart reviewed details of an eastern Idaho sewer authority set of guidelines. Smart said DEQ is in the process of getting a new rule requiring anyone within a proximity of 1000 feet of the sewer line must connect. He said we need more information from the attorneys, and then we need to create a draft for board review. REPORT ON COMPLETION OF FEASIBILITY STUDY Bridger Morrison of JUB is working on a contract for the archeological survey required for DEQ approval. Smart has talked to property owners and gotten permission. Tim said we could possibly have approval around the middle of May, so we can proceed with the loan. 4. ITEMS FROM BOARD MEMBERS None from the board. Smart suggested the board spend some time considering proposed fees and regulations before the next meeting. ITEMS FROM FLOOR Jeff Butler is preparing a draft proposal for handling builder financing of connection fees. Ron Hansen asked about connection for new subdivisions, if the sewer is not there yet. Chairman England said planning these types of decisions is why the engineering designs need to be in place. Chuck Ketterman of DEQ said there may be concern with how the sewer is handled in the interim. 6. NEXT MEETING: THURSDAY, MAY 22, 2008 Board set the next meeting for May 22, 2008, at 10:00 AM at the Chubbuck City Offices. All members approved the meeting be adjourned. DeLaina Baker Public Works Administrative Assistant *airman teven Eng d Chubbuck Mayor M CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting March 27, 2008 Minutes of the regular board meeting held in the Chubbuck Conference Room on March 27, 2008. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Several interested parties were also present, including representatives from JUB Engineering. Chairman Steven England called the meeting to order at 10:05 AM. 1. APPROVE MINUTES OF BOARD MEETING HELD JANUARY 24, 2008 Steve Hadley moved that the minutes be approved; Jon Herrick seconded; all members voted in favor of approving last meeting's minutes. 2. ESTABLISH CONNECTION FEES Steve Smart referred to the last sheet of JUB's feasibility study executive summary (provided) containing the financing analysis. He noted the study recommended a yearly increase in fees to offset inflation. He said JUB's proposed fees were met with approval in a task force meeting in 2006. He reviewed fees from an eastern Idaho sewer authority in Shelley, which did not include early buy -in fees. Smart said Shelley had no experience with very low density properties. Smart said he also researched question of authority of the board to assess and collect fees. He said it appears each entity needs to establish its own ordinance or resolution to collect fees, but we can consult with city attorneys when we are ready to go. Smart reviewed the history of connection fee amounts and responded to Hadley about the impact of time and fuel prices on cost. Smart described a time line for steps needed to finalize the feasibility study report, including an environmental study, an archaeological review, and report approval by the DEQ. Report approval is needed to finalize financing so design can begin, and design will take about ten to twelve months. Hadley and Smart concluded the $6,000 fee will need to be increased by the time it goes into effect. Smart said the first thing would be to establish the connection fee and the pattern for review. England clarified the 2008 amount of $5,229 connection fee Plus the $1,020 plant capacity fee would be proposed to the attorneys to start. England discussed the discount as the line goes in by existing homes. Smart recommended at least a 50% connection fee discount, but the treatment plant fee could not be discounted. England proposed a limited window for this opportunity. Alan Giesbrecht of JUB responded the current cost of installing a septic system, depending on various conditions, is around $6,000 to $7,000. England clarified he intended not to permit a new septic system after the Opportunity for the sewer connection becomes available to that property. Board agreed to include this in the policy. Jay Christensen of Lacey Road, asked if development and design phases include talking to property owners about system options. England and Smart confirmed potential lift station locations were presented at an open house for Rio Vista area property owners and that some owners were interested. Christensen described some sewer issues in that area, especially aging systems along Lacey Road. Jon Herrick suggested an LID. England proposed we try methods to encourage connection and eliminate as many septic systems as possible, including trying to catch someone considering replacing their system. Christensen described ideas to encourage connection from people with independent attitudes. Chuck Ketterman suggested the board talk to Steve Pew at the district health department about supporting our efforts to get people connected. Christensen agreed with connection fee, but shared concerns about the project being successful if builders do not locate in that area to avoid the fees. He suggested participation with tax funds for the fees. Hadley believes a sewer line adds value to home assessments. Christensen described a type of "tax increment financing ", taken from the increase in the tax base due to the development itself, to ease the impact. Smart and England described tax funding issues, but hope to look at ways to ease it. Jeff Butler reviewed his idea for these fees to be assessed at the Certificate of Occupancy phase (end of the financing and building process), instead of at the building permit phase, to make it easier for builders. Butler said the Pocatello housing market has dropped by about half over the last two yens. He proposed the fees be collected at the closing, when the home is actually coming online with the sewer system. Butler described other market factors. Hadley noted new businesses coming into the area that will bring new people in to buy homes. Butler described how builders have to finance their projects and manage costs. Christensen confirmed this observation and shared concerns about preparing enough housing for the anticipated growth, while the market is still tough. Butler and England discussed the lag time for incoming funds when implementing changes in fees. Butler recognized there are fees involved with opening up new areas for development, but wants builders to partner with the cities and county. Dave Adams said it is heartening to see the different groups discussing these issues and working together on solutions. He knows there are future unknowns, but this approach includes looking at the big picture together. He described his recent personal experience with a sewer system failure. Smart confirmed the $5,229 connection fee, plus the $1,020 plant capacity fee, and authorizing a 50 %n discount as the consensus. The board directed Smart to meet with legal counsel regarding authority and to review builders proposal for fees at closing. England moved the board accept this direction; Hadley seconded; all members voted to approve the motion. 3. REPORT ON COMPLETION OF FEASIBILITY STUDY Bridger Morrison of JUB said the final report was submitted last February, but for DEQ approval they still need an archaeological survey for the lift station area with property owner permission, which Steve is working on. Steve said he is working with three owners: one is not interested, one he has not been able to make contact with yet, and one is willing to negotiate a property sale for the lift station. He pointed out potential locations on the aerial map. England commented on the open house held by the city. Smart said the design loan is approved. 4. REPORT ON LOAN REQUEST FOR FY09 Smart said the Northwest Sewer Interceptor project requested half the construction monies for FY09. He reported our state project ranking of 4` is high. Smart said we may want to go back to judicial confirmation to authorize a loan for the construction phase. 5. ITEMS FROM BOARD MEMBERS: England moved the board members and chair be maintained as currently appointed; Hadley seconded; all members voted to approve the motion. 6. ITEMS FROM FLOOR - None 7. NEXT MEETING: THURSDAY, APRIL 24, 2008. Chairman England set the next meeting for April 24, 2008, at 10:00 AM at the Chubbuck City Offices. Meeting adjourned at 11:00 am. DeLaina Baker Public Works Administrative Assistant *-6hatirmanteven Eng r d Chubbuck Mayor CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting January 24, 2008 Minutes of the regular board meeting held in the Chubbuck City Council Chambers on January 24, 2008 Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner - Member Jon Herrick, Pocatello Water Pollution Control Superintendent - Member Steven Smart, Chubbuck Public Works Director - Managing Agent Chairman Steven England called the meeting to order at 10:00 AM. APPROVE MINUTES OF BOARD MEETING HELD NOVEMBER 29, 2007 Steve Hadley moved that the minutes be approved; Jon Herrick seconded; all members voted in favor of approving last meeting's minutes. 2. NOTE BYLAWS CHANGE APPROVED NOVEMBER 29, 2007; DELIVER COPIES OF REVISED BYLAWS TO MEMBER AGENCIES Chubbuck staff provided two copies of revised bylaws for each board member. PREFERRED PROJECT LAYOUT ALTERNATIVE FROM MASTER PLAN Steve Smart said we have technical details to clear up for JUB's final draft of the Feasibility Study. He used a large color graphic print of the proposed system (Figure B -4) to point out some plan changes to the board. Tim Haener of JUB Engineers said the master collection plan, originally finalized in 2003 following public hearings, may need to be reaffirmed as the current proposed plan. Smart noted there were also separate hearings for Bannock County, Pocatello and Chubbuck held mid -year last year. Haener asked Chuck Ketterman of DEQ if we need another public hearing for implementation. Chuck said Nancy Bowser needed to answer that question. Haener will talk to Nancy when she returns to the office, and if necessary, public hearings could be included in a future meeting. Smart and England agreed it could be held as part of this board's meetings. Smart said the motion could also include an indication that the board could hold a public hearing, if necessary. Hadley asked when we could start "lifting dirt." Smart said the design process will take ten to twelve months, and then it would need to go to bid. He described the city's funding efforts for a State Revolving Fund loan at $10 million for the first half. Smart responded to Hadley that he thinks our chances are good. All present discussed promoting the project with state legislators. Hadley said he will be visiting Washington DC the end of February and offered to lobby for the project. England discussed the benefits of dividing the requested amount into sections over a three year period. England emphasized the underlying priority and need for this system being protection of the aquifer. Hadley moved that the proposed motion be approved as follows: The Chubbuck Impact Area Wastewater Collection Authority (CIAWCA) affirms that the Master Plan Layout described in Figure 13 of the 2002 Wastewater Collection Facilities Plan (August 2003) as detailed in Figure B -4 of the Feasibility Study (February 2007) be the preferred alternative for collecting wastewater in the CIAWCA area of jurisdiction, pending a public hearing to be held if necessary. Herrick seconded; all members voted in favor. 4. ESTABLISH CONNECTION FEES FEASIBILITY STUDY RECOMMENDS FEES OF $6,000 per connection Smart pointed out the executive summary in the board materials provided and specifically Table 5 showing connection fee recommendations. He said it was imperative to establish the connection fees. He reviewed the alternatives. Smart said the $6000 per connection fee seemed to be appropriate according the sewer task force. He also discussed fee collection methods and said the board needs to decide what mechanisms to put in place. Hadley asked what other counties are charging. Smart and Ketterman did not know exact numbers. Ketterman recommended the board consider the rules or process forconnection, gave examples, and brought a printed example from the Eastern Idaho Authority. Haener responded to Hadley regarding some other area connection fees, which vary across the state depending on local capital costs and regulatory issues. Ron Hansen offered to fax JUB's information to Smart. Smart described how they estimated developable acreage in the study, based on new construction rather than existing homes, and divided the cost. Hadley and Smart discussed the board allowing a discount connection as the new line goes in by existing properties. They also discussed the line being available to Equestrian Estates, at least to the proposed lift station at the edge of it. Smart proposed various solutions to getting a main line into Equestrian Estates and having them share the cost. England discussed accommodating anyone wanting to hook up and giving them options from the beginning of the process, and the primary reason of protecting the aquifer. Ketterman asked about board authority over requiring hookup. Smart and England believed the enforcement mechanism lies with the county, until the city annexes the property. England emphasized how this advance planning is much less costly than fixing an aquifer problem, if it happens, and that fees at the financing stage for builders are easier to deal with than when they come later. Smart recommended a $250 per year increase in the connection fees to cover inflation costs as the table includes for 2008. Haener pointed out it was the task force who concluded the $6000 was reasonable, not a specific recommendation from JUB. Smart discussed the fees applied to the developments at Chubbuck & Philbin, which involved an existing line within service boundaries. 19 Members discussed authority for collecting fees. England said we could consider accelerating the connection fee in areas that are not platted yet. Smart discussed a property owner on Rio Vista asking about development and said there will be many issues to address with existing homes as we go along. Smart said he would contact people in Shelley and get some information. England proposed this item be included on the next agenda also following information gathering. 5. REPORT ON SELECTION OF DESIGN ENGINEER AND CONTRACT NEGOTIATIONS Smart updated members on Northwest Sewer Interceptor project financing efforts, after some adjustments in the environmental review in the study. The $1 million engineering design contract cannot be signed with JUB, until the finalized plan is approved. Smart said the design would take ten to twelve months. He described possible additional design services that were not previously defined, totaling about $200 thousand. 6. REPORT ON LETTER OF INTENT FOR FY09 Smart said the Letter of Intent was submitted about a week ago with JUB's assistance on a revised cost estimate. He said it will be rated by the local DEQ office, then rated by the state DEQ. Hadley asked about funding history. Herrick and Ketterman anticipate 100% funding if approved. Smart described the rating process. Ketterman said they are working on rating the Letters of Interest over the next couple of weeks and complimented the city on how complete our letter is. England suggested we prepare a packet for congress members in anticipation of Hadley's visit. Hadley said he will be meeting with Congressman Simpson and offered to request a meeting with Senator Crapo also. Board discussed potential progress. ITEMS FROM BOARD MEMBERS Hadley agreed to request another board member attend the next meeting for him, since he will be out of town. ITEMS FROM FLOOR None 9. NEXT MEETING: THURSDAY, FEBRUARY 28, 2008. Chairman England set the next meeting for February 28, 2008, at 10:00 AM at the Chubbuck City Offices. Meeting adjourned at 11:00 am. y DeLaina Baker airman Steven Public Works Administrative Assistant Chubbuck Mayor 3 CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting November 29, 2007 Minutes of the regular board meeting held in the Chubbuck City Council Chambers on November 29, 2007. Present: Steven Smart, Chubbuck Public Works Director Steve Hadley, Bannock County Commissioner Jon Herrick, Pocatello Water Pollution Control Interim Superintendent Steven Smart, presiding as chair in Mayor Steven England's absence, called the meeting to order at 10:10 AM. 1. APPROVE MINUTES OF BOARD MEETING HELD SEPTEMBER 27, 2007 Jon Herrick moved that the minutes be approved; Smart seconded the motion; all members voted in favor of approving last meeting's minutes. 2. ORGANIZE BOARD OF DIRECTORS PER BYLAWS SECTION 2.1 As Required by JPA Section 3.3, the Smart presented City of Chubbuck Resolution No. 15 -2007, appointing "the Mayor as the `primary' and the Director of Public Works as the `secondary' representative" to the Board of Directors. As Required by JPA Section 3.3, the Smart presented City of Pocatello Resolution No. 2007 -39, appointing "the Superintendent of the Water Pollution Control Department as the `primary' representative and the Director of Public Works as the `secondary' representative" to the Board of Directors. As Required by JPA Section 3.3, the Smart presented Bannock County Commission Resolution No. 2007 -134, appointing "Bannock County Commissioner Steve Hadley as the `primary' representative, and Bannock County Commissioner Larry W. Ghan as the `secondary' representative" to the Board of Directors. CONSIDER APPOINTING A MANAGING AGENT PER BYLAWS SECTION 2.2(3) Smart reviewed Bylaws Section 2.2(3); Hadley moved that Steven Smart serve as Managing Agent according to Board Member Steven England's recommendation; Herrick seconded; all members voted in favor. 4. BYLAWS SECTION 3.3, OPEN MEETINGS; CONSIDER MODIFYING THIS SECTION TO BE MORE SPECIFIC IN COMPLYING WITH THE IDAHO OPEN MEETING LAW Smart reviewed Section 3.3. He said the Chubbuck City Attorney and the Bannock County Commission legal counsel both suggested the board add a sentence adopting modifications. Hadley moved that Section 3.3 be modified to comply with Idaho law; Herrick seconded; all members voted in favor. BYLAWS SECTION 2.1, CONSIDER WASTEWATER DISCHARGE THRESHOLD FOR A NEW ENTITY TO REQUEST MEMBERSHIP Smart reviewed the blank spot in Section 2.1 regarding threshold discharge for potential new entities. Smart suggested we fill this in after further consideration. Board will consider this with Herrick's and Smart's recommendations. 5. 6ol 7 A 9. REPORT ON THE STATUS OF JUDICIAL CONFIRMATION FOR THE NORTHWEST SEWER INTERCEPTOR PROJECT LOAN APPLICATION Smart reported the judicial confirmation application was approved on November 19. The judicial confirmation order was signed by Judge McDermott allowing the City of Chubbuck to enter into a loan agreement with DEQ. Smart said the appeal period expires December 31, 2007. No appeals are expected. Smart reported the city has a loan offer already. Chuck Ketterman of DEQ has provided the DEQ loan application to be filed, following the appeal period. Ketterman noted the application will take some time to fill out. Smart agreed to work on it. Chuck Ketterman said money may be advanced off the 1.4 million dollar loan, but interest would accrue. He advised that the city should account for that in its budget. He advised, until the agreement is signed, not to accumulate costs. Ketterman allowed that the feasibility study was done in advance under the oversight of DEQ. CONSIDER DESIGN ENGINEER FOR NORTHWEST SEWER INTERCEPTOR PROJECT Smart proposed the city should retain a Design Engineer, as soon as DEQ approves the application. He described JUB Engineers experience with the project studies and recommended they serve as Design Engineer. Smart confirmed for Ketterman that Chubbuck hired JUB through an RFP process to begin with. Smart would like to have a proposed contract from JUB for everyone to review. Tim Haener, JUB Engineers, confirmed that they have a team ready to go on this project. He felt the design draft and bid documents could be out in 8 -12 months. Chuck Ketterman confirmed Smart's suggestion that Chubbuck to submit a Letter of Interest to DEQ for an SRF Loan in Fiscal Year 2009 to begin construction of the Northwest Sewer Interceptor Project. ITEMS FROM BOARD MEMBERS None offered. ITEMS FROM FLOOR None offered. NEXT MEETING: THURSDAY, JANUARY 24, 2008. Board set the next meeting for January 24, 2008, again at 10:00 AM in the Chubbuck City Council Chambers. Meeting adjourned at 10:51 am. DeLaina Baker Public Works Administrative Assistant Steven M. Smart Chubbuck Secondary Representative CHUBBUCK IMPACT AREA WASTEWATER COLLECTION AUTHORITY Minutes of the Board of Directors Meeting September 27, 2007 Minutes of the first regular board meeting held in the Chubbuck City Council Chambers on September 27. 2007. Present: Steven England, Chubbuck Mayor - Chairman Steve Hadley, Bannock County Commissioner -Board Member John Herrick, Pocatello Water Pollution Control Interim Superintendent -Board Member Steven Smart, Chubbuck Public Works Director /City Engineer - Secondary Representative Chairman England called the meeting to order at 10:03 AM. There being no previous business, he proceeded with new business. Chairman England explained that, according to the bylaws, it takes a two - thirds vote of the current board to appoint a new board member, but without a current board there can be no vote. He said they would proceed with some appointments, then ratify them at the next meeting. INTRODUCTIONS Chairman England introduced himself as Mayor of Chubbuck and also as serving board chairman, until January elections are held. John Herrick introduced himself as the Water Pollution Control Interim Superintendent for the City of Pocatello. Steve Hadley introduced himself as a Bannock County Commissioner. Steven Smart introduced himself as Chubbuck's Public Works Director and City Engineer. Chairman England also had the other people present introduce themselves, and he greeted the group. 2. ORGANIZE BOARD OF DIRECTORS PER BYLAWS SECTION 2 Chairman England stated, according to Section 2.9, the first chairman is, by definition, to be the Mayor of the City of Chubbuck. MEMBER AGENCY PRIMARY AND SECONDARY REPRESENTATIVES Steve Hadley said he is the primary representative for Bannock County, and agreed to name a secondary representative at the next meeting. John Herrick said the Water Pollution Control Superintendent will be the primary, and Greg Lanning, Public Works Director, will be the secondary for the City of Pocatello. Chairman England said the City of Pocatello will need to make those appointments official, so the board can approve them at the next meeting. AUTHORIZING RESOLUTIONS REQUIRED BY JPA SECTION 3.3 Steven Smart pointed out that the Joint Powers Agreement (JPA) Section 3.3 requires it resolution from the agencies to make appointments official. Chairman England said he will be the primary, and Steven Smart will be the secondary for the City of Chubbuck ELECT CHAIRMAN PER BYLAWS SECTION 2.9 Chairman England said again how elections will be held in January. 4. CONSIDER APPOINTING A MANAGING AGENT PER BYLAWS SECTION 2.2(3) Chairman England proposed the board consider appointing a managing agent. He also proposed Steven Smart be considered for the managing agent position, given the lead the City of Chubbuck has taken in the creation of this entity. Smart read from the bylaws regarding the board decision on the managing agent's appointment and duties, mainly to manage the day to day administrative affairs of the board. Chairman England said they may need to appoint a treasurer also, and asked the board members to consider filling that position. 5. HOUSEKEEPING SECTION 3.3, OPEN MEETINGS; CONSIDER MODIFYING THIS SECTION OF THE BYLAWS TO BE MORE SPECIFIC IN COMPLYING WITH THE IDAHO OPEN MEETING LAW Chairman England described what the board needs to modify at the next meeting to comply with Idaho Code Section 9.327 and 9.350. SECTION 2. 1, CONSIDER WASTEWATER DISCHARGE THRESHOLD FOR A NEW ENTITY TO REQUEST MEMBERSHIP Steven Smart described a blank spot in the bylaws regarding how another entity may become a member of the authority, where it says "a gallons per day" of average daily wastewater discharge. Smart said that blank will need a value set at some point, but the issue is moot for now, since there is no other political subdivision in the Chubbuck Impact Area. Chairman England said we would provide more information on that subject when it comes up in future agendas. REPORT ON THE STATUS OF JUDICIAL CONFIRMATION Steven Smart said the JPA was signed on September 1, 2007. He asked for e -mail addresses from interested parties and said he would pass around a sign up sheet. Smart suggested we discuss progress in a manner similar to the way the task force did. He outlined JPA copies sent to entities such as DEQ, as required, and to JUB as the project engineer. Smart said there is some work to do on the environmental portion of the Impact Fee Study. Chuck Ketterman (Idaho DEQ) said the DEQ is responsible for that feedback and is currently reviewing the documents for JUB. Bridger Morrison agreed to include the review comments and our responses in the final report forjudicial confirmation. Smart said the Impact Fee Study project has to be complete and accepted by DEQ, before we can finalize a loan for the design. Smart said thejudicial confirmation process was begun even before the JPA was signed. He talked about the loan application and documentation submitted for confirmation. He said Judge Peter McDermott was assigned to the case and has set Monday, November 19 "i, at 2:30 pm for P0 the hearing. Smart noted how the Idaho lawsuit of Frazier vs. City of Boise, which went to the Idaho Supreme Court in 2006, complicated issues with judicial confirmation, but we still hope for a positive response. Otherwise, Smart said the City of Chubbuck would have to pass a revenue bond to pay for the project. Chuck Ketterman asked if the City of Chubbuck is going to continue being the sponsoring party for the loan, or if they wanted transfer it to the JPA. Smart said the board should consider that. Chairman England said it will probably stay this way for now, in order to keep such a major change in the entity from interrupting funding progress. Kent Yost asked how our situation is different from the Boise case. Smart said it was a complex answer, but responded how it happened the downtown parking garage was not considered an "ordinary and necessary" expense by the Supreme Court. He said some water and sewer projects could qualify, and it is the definition of ordinary and necessary that will make the difference. Chairman England described aspects of water and sewer projects, including time sensitivity, that makes it more likely to be confirmed. He described the immediate need for the sewer system design to respond to aquifer protection and orderly development. He said that, with confirmation, soon after the design project is begun, we will also start the process to get construction funding approved through a bond issue. Chairman England responded to Kent Yost that one phase of the sewer construction will run through the City of Chubbuck and a bond vote will be necessary, but that transferring the issue to the Authority may work for other portions of the project later. Chairman England said it would have to be a unanimous decision by the board. Jeff Butler asked for clarification on the type of design funding the city is seeking. Chairman England responded that it will be a low interest DEQ loan that will be repaid through new development fees. He said no current homeowners will pay for any of it. ITEMS FROM BOARD MEMBERS None 8. NEXT MEETING: THURSDAY OCTOBER 25, 2007 Chairman England set the next meeting for October 25 again at 10:00 AM in the Chubbuck City Council Chambers. Chairman England adjourned the meeting at 10:33 AM. ry DeLaina Baker airman Steven Public Works Administrative Assistant Chubbuck Mayor JASe4eer\Chu1,huck IAW WC APthorityVv inutes \2007 Sept 27. draft ntinutes.epd N