SALT LAKE COUNTY SERVICE AREA #3 Ė SNOWBIRD
BOARD OF TRUSTEES MEETING MINUTES
February 21st, 2017
at the Service Area Administration Building
PRESENT: Annamarie Borgione, Chairman
Dave Richards, Trustee
Dan Schilling, Trustee-Appointed
Keith Hanson, Gen. Mgr./Treasurer
Steve McIntosh, Operations Manager
Monica Lisenbee, Office Manager/Clerk
MEETING MINUTES APPROVAL
Ms. Borgione called the meeting to order at 12:02 p.m. Ms. Borgione then moved to approve the January 17th, 2017 regular meeting minutes as written. Mr. Schilling seconded the motion and it passed unanimously.
SYSTEMS OPERATIONS AND DEVELOPMENT
Chickadee Re-alignment: Final design drawings of the proposed tunnel project and water and sewer lines realignment were reviewed with the Board. This includes all of the final water/sewer specifications by Mr. Hanson. Snowbird is proceeding with the bid process, with several companies interested and will be making a decision in the upcoming week. Mr. Hanson and Mr. Richards discussed the decision to go under the Snowbird Center with our existing line. Mr. Hanson stated that depending on what the future improvements are for the Center, will determine whether it will be necessary to re-address the route of the line. Mr. Hanson stated that for this project, it will not be necessary to receive approval from the Division of Drinking Water and the Division of Water Quality, as this will be a significant improvement to our system, i.e. increased capacity and longer life span to the infrastructure.
Auditor Letter: Mr. Hanson reviewed a letter with the Board regarding a 60 day warning notice we received from the State Auditorís Office. This letter addresses findings in our 2015 financial audit, pertaining to submitting a "Corrective Action Plan", and the necessity to address each recommendation of the findings. Mr. Hanson reviewed with the Board, our response and "Corrective Action Plan", to the State Auditors and is waiting for guidance from our CPA, Paul Skeen, (Eide Bailly). Mr. Schilling asked if the Service Area has access to Salt Lake County resources to remove burden from the Service Area, while complying with the Auditorís Office. Mr. Hanson stated that we are an independent district and because the audit findings in previous audits, our corrective action plan has been for Eide Bailly to assist with the preparation of the year-end financial statements. Our previous response to the audit findings has been acceptable to the State Auditors.
Sewer Plan: In March of 2016, the Salt Lake County Service Area #3 - Board of Trustees, approved our "Sanitary Sewer Management Plan, (SSMP). Mr. Hanson stated as part of this plan, he will be overseeing maintenance of 11, commercial grease traps in the Snowbird Village. By March 1st, 2017 there will be a posted procedure, inventory and disposal logs at each grease trap.
Municipal Waste Water Planning Program: At the March 21st, 2017 board meeting, the Board of Trustees will approve by resolution, the Municipal Wastewater Planning Program, for Salt Lake County Service Area #3. Mr. Hanson briefly discussed the form that goes with this program, which addresses our response to i.e. sewer back-ups, problems with the sewer, certified operators and funds for capital improvements. Due September 30th, 2017, is our System Evaluation and Capacity Assurance Plan, (SECAP). This plan will be prepared by Aqua Engineering and covers sufficient capacity in our sewer system and will be reviewed this summer by the Board.
Creekside: The Creekside Lodge opened on February 16th, 2017. Mr. Hanson is meeting with Lee Herron tomorrow to discuss the additions of shops, ski school and restaurant seats to the lodge and what the monthly water and sewer charges will be. In turn, this will remove some of the shops from the Snowbird Center, resulting of a decrease in that statement. The monthly charges will be discussed for Seven Summits, as the restaurant is no longer used. Mr. Hanson recalled past rate structures for the Seven Summits, which included semi-annually to monthly. Mr. Hansonís recommendations is to bill Seven Summits similar to shops, restrooms and locker rooms. Dave Richards asked how we bill Snowbird, separately for each dwelling or in as a group? Snowbird receives 13 separate water/sewer statements for each lodge. Dan Schilling asked if Snowbird is billed off of meter usage. Mr. Hanson stated that they are billed off of fixture units, based on State consumption rates.
Hidden Peak Plant: The new pump motor has been installed and is operating well. Mr. Hanson reported of some recent damage to the Hidden Peak fiber optic cable. When the line was cut, it stopped the communication between the Service Area and the plant and also caused the chlorine residual to alarm. Mr. Hanson was notified of the problem and able to address it. Mr. Hanson is considering installing a communication fail alarm.
Mid-Gad: We continue to batch chlorinate at Mid-Gad and will do so until snow melts. Mr. Hanson doses the tank twice per week and watches the residual.
Alta-Grizzly Project: Mr. Hanson met with an electrician to look at Grizzly pump station for auxiliary power and will have cost estimates available soon for improvements to this structure.
Cumming Water Line Leak: American Leak Detection located a water leak in the lateral on the line to the Cumming residence. It was determined to be in a bad area, with the depth of the line and amount of snow in the area. For the time being, the water is being turned on and off, based on when it is occupied. Mr. Richards asked how bad the leak is. Mr. Hanson stated it is 10 to 15 gallons per minute. It will be repaired later when weather is better.
By-Pass Road: We received a complaint of water surfacing on the by-pass road across from the Helipad. Mr. Hanson and Mr. McIntosh isolated and drained our line. This has been an issue before and is simply ground water following a high voltage conduit and surfacing.
New Service Area Vehicle: We have the new Service Area work truck and have made some safety modifications to it bringing the final cost to $27688.58.
Tunnel Lighting: Mr. Hanson discussed finishing the 2011 lighting upgrades to the Wasatch Drain Tunnel. We have received a $7,696.00 quote from Codale Electric for new lighting. Mr. Hanson stated that the lighting will be spaced every 8 feet. Ms. Borgione asked if we are purchasing the equipment and doing the installation work ourselves. Mr. Hanson stated that we will in fact be installing the lighting.
U.S, Bank-Signers: Mr. Hanson and Dan Schilling will be visiting US Bank on 2/28/17 to add a new signer to our account and remove John Collins from the signature card. Ms. Borgione and Mr. Richards will be notified as to when they can update the signature cards at US Bank.
2017- Trustee Election: The clerk informed the Board, that the 2017 election process has already begun. This election consists of two trustees positions up for election. Discussions are taking place with the Salt Lake County Elections Office regarding contracting with them for operating our trustee election.
The 2017 budget has been entered into our QuickBooks program.
Mr. Hanson reviewed with the Board of Trustees, the Balance Sheet Previous Year Comparison report beginning January 1st through January 31st, 2017 and the Profit and Loss Budget vs. Actual beginning January 1st through January 31st, 2017 as prepared by Salt Lake County Service Area.
APPROVAL OF BILLS PAID
Ms. Borgione moved that the bills listed on the January 18th, 2017 through February 21st, 2017 payment registers, as presented by Mr. Hanson hereby be authorized and ratified to be paid by the manager. Mr. Richards seconded the motion and it passed unanimously. Copies of the approved bills are attached to the minutes.
There being no further business to be discussed, a motion to adjourn was made, seconded and unanimously carried at 12:51 p.m.
Salt Lake County Service Area #3-Snowbird
Monica L. Lisenbee/Clerk