SALT LAKE COUNTY
SERVICE AREA #3 – SNOWBIRD
BOARD OF TRUSTEES MEETING MINUTES
September 15th,
2020
9567 E. Alta
By-Pass Road
Snowbird,
Utah 84092
ATTENDES:
Dave
Richards, Chairman
Tom Prosek,
Trustee
Kate McGuinness, Trustee
Keith Hanson, Gen. Mgr./Treasurer
Steve
McIntosh, Operations Manager
Bryauna Alderin, Office Manager/Clerk
Bruce McWilliams, Public attendant
The September
15th, 2020 Board of Trustees meeting was held electronically due to the current
Utah State requirements for social distancing due to the COVID 19 pandemic.
The Salt
Lake County Service Area #3 Board of Trustees meeting was called to order by Chairman
Richards at 12:03 pm.
MEETING MINUTES APPROVAL –Trustee McGuinness abstained
from the motion due to being absent from the August Board meeting. Trustee Prosek
motioned to approve the minutes
from August 18th, 2020 meeting. Chairman Richards seconded the motion and it passed
unanimously.
2021 Preliminary
Budgeting process- Mr. Hanson reviewed
the 2021 preliminary budget with the Board of Trustees. Mr. Hanson stated current
water and sewer use has been significantly reduced due to the pandemic and
Snowbird being essentially closed for nearly 90 days. The 2020 Direct Costs are
down by an estimated $52,000.00. Mr. Hanson stated he is
optimistic that 2021 will have a ski season and has budgeted for a “normal”
year. Mr. Hanson has contacted Salt Lake City Public Utilities and Cottonwood
Improvement District and inquired about their 2021 rates. Rate increases are
unknown as of now so Mr. Hanson increased the budget by 4% as a place holder for both. Mr. Hanson discussed
the 2021 Water and Sewer rates for Salt Lake County Service Area #3, Mr. Hanson
stated that he would recommend no water or sewer rate increase for the 2021
budget year, depending on the rate decisions made by Cottonwood Improvement District
and Salt Lake City Public Utilities. The 2020 Operating Expenses are projected
to be approximately $23,000.00 over budget. The budgeted 2020 Capital
improvements appear to be approximately $17,000.00 over budget. The proposed 2021 Capital improvement budget
is $98,500.00. The proposed 2021 Revenue & Income budget is
$1,068,169.00. Chairman Richards commented that he is in favor of 0% rate
increase for the 2021 budget, because of the shutdown and the continuing uneasy
climate. Trustee McGuinness echoed Chairman Richards comment of a 0% rate
increase for 2021. A copy of the 2021
preliminary budgets are attached to the minutes.
Request for
Proposal for Audit services- Mr. Hanson presented the Board with a draft RFP for auditing
services that accountant Steve Rowley drafted. Ms. Alderin will be sending it
out to 5-7 auditing firms in the beginning of October. The submission deadline
for the proposals is November 13th 2020. A decision will be made at
the December 8th 2020 Board meeting. A copy of the request for
proposal is attached to the minutes.
Safety
Committee Meeting- Ms.
Alderin briefly discussed the highlights of the safety committee meeting held
in August. The Committee consists of Ms. Alderin, Mr. Carpenter and Chairman
Richards and is set up to help educate and promote the safety and wellbeing of
our employees. The Committee came up with a couple of ideas for tracking and
rewarding safety behaviors. Implementing these things will help Salt Lake
County Service Area #3’s over all safety environment. A safety suggestion/call
out box will be placed in the shop and employees are encouraged to recognize coworkers
safe or unsafe actions. Mr. Hanson showed the Board the monthly building safety
logs and weekly vehicle inspection sheets that the staff began using in May. The
committee would like to provide lunch with a relevant safety discussion as a
reward for no LTI’s. They also would like to award a quarterly prize to one employee
for outstanding safety practices. A copy of the monthly/weekly safety logs are
attached to meeting minutes for review.
COVID 19 Employee Paid leave- Mr. Hanson
discussed the Resolution 2020-1 COVID 19 paid leave. Mr. Hanson has added the
COVID 19 paid leave to the SA3 Policy and Procedures section 16 Leave of
Absences – 16.5 – K and it reads as follows, COVID 19 paid leave: An employee
who has or may have COVID 19, COVID 19 symptoms, or has come into close contact
with someone with COVID 19, or is exhibiting COVID 19 symptoms may be required
to submit to COVID 19 testing and must self-quarantine for 2 weeks or until it
has been confirmed that the employee was not exposed. Documentation may be
required. The Salt Lake Valley Health Department’s rules and guidelines will
assist Service Area management and the affected employee in the decision-making
process. The affected employee may be required to “work from home” during the
quarantine period. The Service Area will continue to update the policy as the
pandemic progresses per Health Department, CDC, State of Utah or Service Area
Board recommendations. The COVID 19 paid leave would cover the employee’s
regular wage for the normally scheduled hours but not to exceed 40 paid hours
per week. Ms. Alderin will do research
concerning the CARES ACT and the varying state rules regarding COVID 19 testing/quarantine
procedures.
A copy is attached to the meeting
minutes for review.
SYSTEMS
OPERATIONS AND DEVELOPMENT-
Chickadee utility
project final cost discussion- Mr. Hanson discussed the fact the Chickadee Utility project has
been completed with the exception of finishing up Manhole 128. Mr. Hanson
reviewed the final cost spreadsheet for the project. Total project cost for SA3
$352,208.92. Total material cost for SA3 $188,999.50. Equipment and Labor cost
for SA3 $163,209.42 to be paid to Snowbird. A copy of the spreadsheet is
attached for review.
Mid Gad water system corrective action plan- Mr. Hanson discussed the corrective action
plan for the water tank lids at the Mid-Gad restaurant. The majority of work
has been completed, Mr. Hanson stated that they are still waiting for one tank
riser and it expected to ship 9/16/20. Mr. Hanson stated SA3 has until the
first of October to complete the corrective action plan and is confident the
plan will be completed by then.
Mr. Hanson gave a brief update of the
following:
·
New Construction connection fees Blackjack
subdivision – New Water and Sewer connection fees $5000.00 and Powder Ridge
subdivision – New Sewer connection fees $1500.00.
·
Sugarplum Condos E, F, G currently being
rebuilt.
·
TOA- requiring SA3 to relocate the
oldest fire hydrant in the water system. Current placement is located in the
right of way. SA3 will relocate to the south side utility corridor.
·
Mr. McIntosh and Mr. Carpenter flow tested
3 fire hydrants.
·
Mr. McIntosh continuing remote meter replacements
and repairs throughout service area.
Albion Basin Cabin – Mr. Hanson was asked by Mr. Nick Gibbs (a
cabin owner in Albion Basin). Mr. Gibbs needed a “work with” letter from Salt
Lake County Service Area #3 to the Salt Lake Valley Health Department regarding
the proposed remodeling of their cabin and using the existing sewage holding
tank because it is within the SA#3 DWSPP zone 2. Mr. Hanson has written the
letter in regards to the remodel. Mr. Hanson stated if the cabin owner brings
the tank to current state regulations, and performs a tank leak test. Mr. Hanson
stated the owner has agreed to install high water alarm in tank and get a tank
leak test. A copy of the letter is attached for review.
Town of Alta Bay City project- Mr. Hanson discussed progress on the Bay
City mine pump replacement. Mr. Hanson stated the pump and drive have been
ordered.
Mr. Hanson stated that in conversation with the pump company Nickerson,
Mr. Hanson has decided not to pull the old pump from shaft and leave it for
emergency pumping needs. Nickerson has requested that SA3 complete a pull test
to ensure the current anchors will support the weight of the pump and pipe column
going down the shaft. Mr. Hanson has been working to gather the appropriate
rigging and tools to complete a 5000 lb. pull test. The mine car and track have
been repaired sufficiently in order to use them for transport of the pump and
electrical materials when ready.
TREASURER’S REPORT Mr. Hanson reviewed with the Board of
Trustees, the Balance Sheet Previous Year Comparison report through August 31st,
2020. The Profit and Loss Budget vs. Actual January 1st through August
31st, 2020. 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 the check detail dated August 15th
through September 11th 2020 as presented by Mr. Hanson hereby be authorized and ratified to
be paid by the office manager. Trustee Prosek motioned to approve. Trustee McGuinness
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, Chairman Richards motioned to adjourn the meeting at 1:40 pm.
Salt Lake
County Service Area #3-Snowbird
__________________________________________________
Dave
Richards/Chairman
ATTEST: _________________________________________
Bryauna
Alderin/Clerk
DATE: ____________________________________________