Dave Richards, Chairman
Tom Prosek, Trustee
Kate McGuinness, Trustee
Keith Hanson, Gen. Mgr./Treasurer
Steve McIntosh, Operations Manager
Bryauna Alderin, Office Manager/Clerk
The April 20th, 2021 Board of Trustees meeting was held electronically due to the current Utah State requirements for social distancing due to the COVID 19 pandemic.
The Regular Salt Lake County Service Area #3 Board of Trustees meeting was called to order by Chairman Richards at 12:01 pm.
Meeting Minutes Approval – With a minor change made to minutes per Trustee Prosek. Chairman Richards motioned to approve the corrected meeting minutes from the March 16th, 2021 meeting. Trustee Prosek seconded the motion and it passed unanimously.
2021 State Auditor Fraud Risk assessment – Mr. Hanson discussed the Fraud Risk assessment 2021 annual requirement. Mr. Hanson reviewed the addendums to the current policy and procedures section 5. Which include Conflict of Interest policy, Ethical Behavior policy, IT and Computer Security policy and Reporting Fraud or abuse policy all to be reviewed annually. All board members are in agreement to add these to the current SA3 policy and procedures as addendums. Chairman Richards motioned to adopt the addendums to the current policy & procedures section 5. Trustee McGuinness seconded the motion and it passed unanimously. Copies of all policy and procedures addendums are attached for review.
SYSTEMS OPERATIONS AND DEVELOPMENT-
SKM & Eminent Technical Solutions meeting– Mr. Hanson discussed the assessment and proposal given to SA3 from Eminent Technical Solutions. Mr. Hanson stated the assessment was done on February 4th 2021 and he briefly discussed the audit findings. The physical facilities are ok although they feel the temperature of the room housing the current server is too warm. The internet connectivity and current network appear to be inadequate. The current server was originally configured to operate the SCADA system, Arc GIS, and provide a shared network for the Service Area employees to simplify document and file handling. The system has not worked in that capacity since 2015. The server clients were replaced by local desktop computers. ETS also stated in their proposal the Area employee’s current security and computer configurations were found to be inadequate and could be improved. Mr. Hanson discussed the proposal provided by ETS which includes the following: a new server and firewall appliance - cost of $6,790.00, Software $1,282.00, switching and routing $4,377.00, UPS backups $2,150.00, synology appliance $3,703.00, portable air conditioner (server room cooling) $1,585.00, antivirus and security $1,450.00, and labor costs $7,630.00 for a total cost of $28,967.00 to replace and upgrade server and computers to current accepted standards. A 3-year contract for IT managed service and Phone/Internet service $10,799.00 annually with 3% yearly increase. Mr. Hanson stated this assessment is probably more in depth then we need here at the Service Area. Chairman Richards stated he feels we should get other assessments and proposals before making any decisions. Trustee McGuinness also commented on getting other assessments to see if the cost is comparable with current standards. Mr. Hanson will continue to reach out for more options to upgrade our server and other technical systems. Mr. Hanson did state that this summer SA3 will be upgrading the SCADA ignition software to current at a cost of $14,740.00. A copy of Eminent Technical Solutions assessment, proposal and SKM quote are attached for review.
Badger Meter budget amendment discussion – Mr. Hanson stated he would like approval to increase the Capital expenditure for the Badger remote meter project. To date Mr. McIntosh and Mr. Carpenter have installed 51 remote meters which has improved the reading system greatly with 11 more on the shelves ready for installation over the next couple of weeks. Mr. Hanson stated that $20,000.00 was originally budgeted for the 2021 portion of the Badger meter project, Mr. Hanson would like to amend the budget and add an additional $20,000.00 to the Capital project in order to replace some the commercial meters in the Hotels at an approximate cost of $2000.00 per meter. Mr. Hanson stated that the installation of these commercial meters would give a much more accurate reading of the water usage in total. All Trustees are in agreement with this budget amendment.
2021 Election information update – Ms. Alderin updated the Board on information regarding 2021 election. SA3 has two positions open. The Declaration of Candidacy needs to be submitted with the Service Area #3 Clerk, Ms. Alderin between June 1st through June 7th 2021 at the Service Area #3 office during business hours. The Public Notice of Election will be put on the Public Notice website, Canyonwater.com website and 3 posted in public locations around the service district.
Mr. Hanson gave a brief update of the following:
· The 2020 Financial Audit with Gilbert & Stewart is ongoing, no date has been set for the in-person portion of the audit. Mr. Hanson is working with Mr. Rowley to get the Management Discussion and Analysis portion completed.
· The Hidden Peak water line is still frozen and Snowbird is still using the Aerial Tram to transport water to the Summit building. Mr. Hanson has received quotes for a bypass pump system to hopefully help with the freeze issue in the future. The project will be completed sometime this summer.
· Three Fire Hydrant lines have frozen up in the Alta system. The Town of Alta and Unified Fire have been informed of this issue. All three will be addressed and insulated this summer.
· The Spring runoff may not be as significant as in years past, we are 50% of normal water for the upper elevations. Hoping to see some runoff/recharge beginning in the next 10 days.
· A sewer vent was damaged by the Maybird avalanche in February, Mr. McIntosh and Mr. Carpenter have removed the damaged vent. And plugged it to stop further infiltration into the sewer. We plan to repair it completely when the snow has melted.
· Snowbird’s contractors plan to start powering up the new Cogeneration plant next month. A couple things found on the inspection is they need a backflow preventor assembly and a water meter. Snowbird will pay a sewer and water connection fee to SA3.
· The Hellgate line water leak around the Superior parking lot will be repaired this spring.
· We plan to upgrade the power supply to the Peruvian meter.
· Lot 6 in the Sugarplum 459 subdivision on Blackjack road has been purchased and They plan to begin construction this summer. Mr. Hanson has been contacted by the builder regarding water and sewer connections.
TREASURER’S REPORT Mr. Hanson reviewed with the Board of Trustees, the Balance Sheet Previous Year Comparison report through March 31st, 2021. The Profit and Loss Budget vs. Actual January 1st through March 31st, 2021. 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 – Trustee McGuinness asked for a motion that the bills listed on the check detail dated March 12th through April 15th, 2021 as presented by Mr. Hanson hereby be authorized and ratified to be paid by the office manager. Trustee McGuinness motioned to approve. Trustee Prosek seconded the motion and it passed unanimously. Copies of the approved bills are attached to the minutes.
ADJOURNMENT There being no further business to be discussed, Trustee McGuinness motioned to adjourn the meeting at 1:31 pm.
Salt Lake County Service Area #3-Snowbird