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