SALT LAKE COUNTY SERVICE AREA #3 Ė SNOWBIRD
BOARD OF TRUSTEES MEETING MINUTES
March 21st, 2017
at the Service Area Administration Building
PRESENT: Annamarie Borgione, Chairman
Dave Richards, Trustee
Daniel Schilling, Trustee
Keith Hanson, Gen. Mgr./Treasurer
Steve McIntosh, Operations Manager
Monica Lisenbee, Office Manager/Clerk
MEETING MINUTES APPROVAL
Chairman Borgione called the regular meeting to order at 12:03 p.m. Ms. Borgione moved to approve the February 21st, 2017 regular meeting minutes as written. Mr. Schilling seconded the motion and it passed unanimously.
Municipal Wastewater Planning Program: (MWWPP)-As discussed at the February 21st, 2017 board meeting, Mr. Hanson had completed the necessary sections of the Municipal Wastewater Planning Program questionnaire and reviewed all of the sections with the Board. Mr. Hanson then presented Resolution #2017-1, (Municipal Wastewater Planning Program Resolution), which Chairman Borgione motioned to approve. Trustee Richards seconded the motion, passing unanimously.
SYSTEMS OPERATIONS AND DEVELOPMENT
Chickadee Tunnel: Snowbird received bids for the tunnel project on Chickadee, which has been postponed. Mr. Hanson discussed potential future projects on Chickadee and moving our water and sewer lines. He also discussed last yearís problems with the line between manholes #128 & 129. Mr. Hanson discussed the possibility of slip lining that section of pipe. We will continue to watch for any water infiltration in this area. This spring, Mr. Hanson will be installing isolation valves on the Chickadee line to Superior and using alternate piping to determine if there is a water leak on Chickadee. Mr. Hanson referred to questions Dan Schilling had regarding isolation valves and Dave Richardsís comments regarding improvements to Chickadee water/sewer lines.
Audit Letter: In a follow-up to last monthís discussion regarding a 60-day warning notice received by the State Auditor, referencing findings in our 2015 financial audit, Mr. Hanson has received counsel from our CPA with Eide Bailly, Paul Skeen, with accurate phrasing to be included in our response letter and "corrective action plan". Mr. Hanson reviewed this with the Board of Trustees and noted this document will be submitted to the State Auditors today, (3/21/2017).
Grease Traps: As part of our sewer management plan, Mr. Hanson conducted on-site grease trap inspections to several areas within the Snowbird village. Mr. Hanson is making efforts to educate Snowbird personnel on the steps to properly clean their grease traps and follow the appropriate protocol. Mr. Hanson informed the Board of some of the areas within the resort that require improvement and other areas which are satisfactory.
Creekside: During the month of February, Creekside exceeded their out of area water allotment of 80,000 gallons to 96,500. Mr. Hanson stated that before the building was open the entire plumbing system had to be flushed and disinfected and he believes that is why they exceeded their water allotment. We will monitor it very closely in the future.
Grizzly: Because of transducer failure, the Grizzly system was alarming yesterday. Mr. Hanson is gathering quotes for the Town of Alta for upgrades to the Grizzly system for emergency power upgrades.
Cumming Leak: Snowbird has been turning on and off water to the Cummings residence, based on usage. Mr. Hanson discussed options of improvements to the line and an alternative of installation of a 500 gallon tank set in the garage. The repair will be taking place once the weather is better, hopefully in May.
Tunnel Lighting: Mr. Hanson made some modifications to the tunnel lighting and added to the number of fixtures. The material costs are approximately $6,800.00 and the Service Area will be conducting the installation of the lighting in the tunnel.
Water Use Survey: Mr. Hanson reviewed with the Board a, "Water Use Survey Form", to be submitted to the Division of Water Rights. Mr. Hanson discussed our 2016 water usage which was within our 365 million gallon per year allotment.
US Bank Signers: Keith Hanson and Dan Schilling met at US Bank recently to update the bank signature card. Because of bank error, Dave Richards also needs to visit our main US branch to sign again.
Summer Maintenance Worker: The Service Area will be posting an employment position for, "Summer Maintenance Worker. This is a full time position from May 1st, through October 31st, 2017.
Job Descriptions: Mr. Hanson stated that it will be necessary to update the Service Area job descriptions as well as the salary plans in the near future.
2017 Trustee Election: The clerk presented information to the Board of Trustees with the option of conducting our upcoming trustee election by contracting with the Salt Lake County Elections Division. The Service Area clerk would still be responsible for the declaration of candidacy, postings and canvassing process. The estimated cost of contracting with the County is $600.00, which is a savings compared to using Carr Printing and advertising fees.
Audit Preparation: Eide Bailly auditors will be at the Service Area on April 10th, 2017 to begin the audit of the 2016 financials. Monica Lisenbee will begin preparation of the confirmation letters.
Mr. Hanson reviewed with the Board of Trustees, the Balance Sheet Previous Year Comparison report beginning February 1st, through February 28th, 2017 and the Profit and Loss Budget vs. Actual beginning February 1st through February 28th, 2017 as prepared by Salt Lake County Service Area #3.
APPROVAL OF BILLS PAID
Ms. Borgione moved that the bills listed on the February 22nd, through March 21st, 2017 payment registers, as presented by Mr. Hanson hereby be authorized and ratified to be paid by the manager. Mr. Schilling seconded the motion and it passed unanimously. Copies of the approved bills are attached to the minutes.
Other: Mr. Hanson reported of damage to our outside railing by Snowbird plow drivers. A report was conducted with Snowbird, who will be responsible for replacement costs.
Additional snowmaking will be billed to Snowbird due to increased costs incurred from Salt Lake City Public Utilities.
There being no further business to be discussed, a motion to adjourn was made, seconded and unanimously carried at 1:26 p.m.
Salt Lake County Service Area #3-Snowbird
Monica L. Lisenbee/Clerk