SALT LAKE COUNTY

SERVICE AREA #3 – SNOWBIRD

BOARD OF TRUSTEES MEETING MINUTES

January 21st, 2020

At the Service Area Administration Building

9567 E. Alta By-Pass Road

Snowbird, Utah 84092

PRESENT:                  

                                    Dave Richards, Chairman

Kate McGuinness, Trustee

                                    Tom Prosek, Trustee

                                    Keith Hanson, Gen. Mgr./Treasurer

                                    Steve McIntosh, Operations Manager

                                    Kasey Carpenter, System Operator

Bryauna Alderin, Office Manager/Clerk

Steve Rowley, Accountant   

 

The Salt Lake County Service Area #3 Board of Trustees meeting was called to order by Chairman Richards at 12:00 pm.

 

MEETING MINUTES APPROVAL  Chairman Richards motioned to approve the minutes from the December 10th 2019 board meeting.  Trustee Prosek seconded the motion and it was unanimously carried.

 

Sewer Management Survey- Mr. Hanson presented and discussed the Sewer Management Survey as required by the Utah Local Governments Trust. Mr. Hanson discussed the inspection schedule. In  general, the Service Area cleans approximately 1/3 of the sewer each year  on a 3-year cycle for full cleaning.  In 2019, 123 of 192 manholes and line sections were tv’d and cleaned. This is more than usual but with the highway issues last summer it was important that we inspected more of the line. A copy of the survey is attached to minutes for review.

 

SA3 Policy & Procedures- The Mr. Hanson went over the existing SA#3 Purchasing Policy in  appendix 31 of the P&P’s. In section 2.7 Credit Card policy, Mr. Hanson proposed a change to the policy to allow Ms. Alderin and Mr. Carpenter to get Service Area #3 credit cards for small purchases and incidentals. Mr. Hanson went over the proposed 2020 Draft Policy’s & Procedures purchasing policy update to include the operations manager, office manager, and system operator as eligible to have a SA#3 credit card with the general managers approval. The Service Area #3 accountant Steve Rowley will review all credit card purchases monthly. Trustee Prosek motioned to approve, motion was seconded by Chairman Richards and it was unanimously carried. A copy of the Service Area #3 2020 draft Policy & Procedures is attached to minutes for review.

 

Open and Public meeting laws annual review- Mr. Hanson stated this is the Salt Lake County Service Area #3 2020 annual review of the laws regarding open and public meetings.  The board and staff orally read through pages 7 through 12 of the Little Manual for Special Districts (2018 revision). A copy of Open and Public meetings review is attached to the meeting minutes for review.

 

SYSTEMS OPERATIONS AND DEVELOPMENT-

 

2019 Annual audit with Eide Bailly- Mr. Hanson stated he received the audit engagement letter from Eide Bailly to begin audit process March 30th 2020. Mr. Hanson discussed that it is stated in the bylaws to change auditor every ten years. Salt Lake County Service Area #3 will begin process of putting an RFP out for a new company for next year’s audit in order to be in compliance with the bylaws.   

 

Chickadee utility replacement- Mr. Hanson stated that he had met with Snowbird to discuss the upcoming project. Through this discussion it was decided that The Service Area #3 would submit for all the permitting for the project. Mr., Hanson has contracted AQUA Engineering to draw up the plans. Mr. Hanson and Mr. Carpenter meet with AQUA last Friday and made the first draft changes to the plans with hopes of submitting for a March 2020 approval. Mr. Hanson stated SA3 will be hiring an additional laborer to assist with the project. Estimated project start date is 1st week of April. 

 

Superior Point Townhomes water line break- On December 29th 2019, Mr. Hanson received a low-level alarm at 1:49 am from the Peruvian reservoir. At approx. 2:30 am the reservoir was empty, Mr. Hanson headed up the canyon to see if he could locate the source of the water leak. The water leak was located at the Townhouse #3 of Superior Point. Unit #3 was under remodel so the electricity was turned off which caused the fire riser for the buildings sprinkler system located in the utility room of Unit #3 to freeze and break causing a massive water leak of  approximately 3000 gallons per minute. With the help of The Alta Marshal and Fire Station 113 Mr. Hanson located the isolation valve under 8 feet of snow, Mr. Hanson called for assistance from Snowbird plow driver to uncover valve. Approximately 150,000 gallons of water was lost as a result Mr. Hanson will work on the cost of water lost, labor and parts in regards to this incident to send to the insurance underwriter.  A copy of the pictures is attached to the minutes for review.

 

Mr. Hanson gave a brief update of the following:

 

·         Rural Water Conference Feb.26th- Feb.28th 2020

·         Tunnel Painting project is going well, Bulk head and nearby pipes have been painted.

·         Snowbird snowmaking is complete for the season at a usage of 61,297,285 gallons.

·         Creekside water usage for December is 54,000 gallons, as of January 21st 50,000 gallons of use.

·         Alta sewer temporary cable has been damaged in the Cogen construction. It is being manually checked weekly and will be billed off of historical data.

·         Hidden Peak sewage back up during Christmas break due to paper towels being flushed. No Sewage made it into the environment

·         Midgad restaurant sewage back up due to power outage

·         Manhole 110 in a flatter section had a 100 lb. ball of paper towels/flushable wipes. The Service Area #3 is checking and dealing with this issue weekly.

·         Hidden Peak sewer line level transducer has failed. The Service Area is working with Snowbird to get this issue repaired.

 

 

Appointing Chairman and Vice Chairman discussion- Mr. Hanson went over the bylaws regarding the selection of a Chairman and Vice Chairman each election year. It will be discussed and decided at the February 18th 2020 Board Meeting. A copy of the bylaws section is attached for review.

 

 

TREASURER’S REPORT Mr. Hanson reviewed with the Board of Trustees, the Balance Sheet Previous Year Comparison report as of December 31th, 2019. The Profit and Loss Budget vs. Actual January 1st, through December 31th, 2019. These reports are emailed to members of the board, prior to this board meeting for their review. Financial reports are prepared by Salt Lake County Service Area #3. Copies of financials are attached to the minutes.

 

APPROVAL OF BILLS PAID Chairman Richards moved that the bills listed on December 7th – January 17th 2019 payment registers, as presented by Mr. Hanson hereby be authorized and ratified to be paid by the office manager. Chairman Richards motioned to approve. Trustee McGuinness seconded the motion and it passed unanimously.  Copies of the approved bills are attached to the minutes.

 

February 18th 2020 Board Meeting- Trustee Prosek asked to change the February 18th meeting to 2pm, instead of 12pm.  All members are in agreeance.

 

 

ADJOURNMENT There being no further business to be discussed, Chairman Richards motions to adjourn the meeting at 1:41 pm.

 

 

Salt Lake County Service Area #3-Snowbird                     

 

 

__________________________________________________

Dave Richards/Chairman

 

 

ATTEST: _________________________________________

Bryauna Alderin/Clerk

 

 

DATE: ____________________________________________