Dave Richards, Chairman
Tom Prosek, Trustee
Kate McGuinness, Trustee
Keith Hanson, Gen. Mgr./Treasurer
Steve McIntosh, Operations Manager
Kasey Carpenter, System Operator
Bryauna Alderin, Office Manager/Clerk
The May 18th, 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 12:02 pm.
Meeting Minutes Approval – Due to internet technical difficulties from the April 20th 2021 meeting, some information was taken from notes and memory. Let it be known Chairman Richards missed the end of meeting due to connection/communication issues. These minutes are approved with the understanding that communication between all parties was difficult due to internet connection issues. Chairman Richards motioned to approve the meeting minutes from the April 20th, 2021 meeting. Trustee McGuiness moved to approve. Trustee Prosek seconded the motion and it passed unanimously.
2021 Election information update – Mr. Hanson discussed the upcoming Declaration of Candidacy for the November 2nd 2021 Board of Trustee Election. A Declaration must be submitted June 1st through June 7th, at the Service Area building during business hours 8:30am – 4:30pm. Two trustee position are open for this election. Mr. Hanson congratulated Trustee McGuiness on the birth of her baby. Trustee McGuiness stated she will not be running for a second term; she will be moving back home to Australia to raise her baby closer to family at the end of 2021. Trustee McGuiness stated she will most likely finish her trustee term.
SYSTEMS OPERATIONS AND DEVELOPMENT-
Badger Meter update– Mr. Hanson stated that to date Mr. McIntosh and Mr. Carpenter have installed 57 remote meters including the two larger meters at the East Cliff lodge and the new Snowbird Cogeneration building. Mr. Hanson stated so far, the new system is exceeding expectations and is a great addition to the Service Area.
SKM & Eminent Technical Solutions – Mr. Hanson discussed that he is continuing to work with SKM to find a solution to the current issues with the server and IT situation. Mr. Hanson stated at this time the Service Area will not be pursuing a contract with Eminent Technical Solutions. Because the Service Area does not have the needs of a larger operation SKM has agreed to continue to help the Service Area work through these issues until a different solution can be found. The Service Area’s current server is having issues and it continues to crash, it has crashed at least a dozen times since the last meeting 4/20/21. Mr. Hanson has ordered a new server with SKM at an approximate cost of $2300.00 and a 5-week lead time. This new server will only run the Scada system and not support other parts of the system at this time. SKM will also update the ignition software that supports the Scada system and a very strong firewall into the new server system. Mr. Hanson stated we are continuing to look for an IT specialist to employee on a contract basis to help figure out what is needed on a smaller basis then what Eminent Technical Solutions offered.
2020 Audit information update – Mr. Hanson discussed he has just about completed the Management and discussion portion of the 2020 audit. Mr. Stewart from Gilbert & Stewart will be on site Wednesday May 12th to complete the onsite visit portion of the audit. Mr. Hanson discussed a couple of questionnaires sent over by Gilbert & Stewart to complete before their onsite visit, first is the Fraud Risk questionnaire very similar to the State of Utah Fraud risk assessments that were completed earlier this year. Second is General questionnaire regarding commitments and contingencies. One or more Board members will need to fill these out during the onsite visit. Mr. Hanson stated that bringing on Keddington & Christianson has helped immensely in the audit process and also changing audit companies from Eide Baily to Gilbert & Stewart was a good move on the Service Area’s part as far as simplifying the audit moving forward. Copies of questionnaires are attached to minutes for review.
Hidden Peak water system - Hidden Peak water system is still frozen and continues to be a challenge. Mr. Hanson met with Mr. Mahak, Mr. Johnson and Mr. Fitzgerald from Snowbird to come up with some realistic solutions for these issues. Mr. Hanson has received quotes from two different pump companies for bypass pumps to attach to Snowbirds larger pumping system and also how to address the freeze issue on snowmaking lines during winter months. Due to shortages nationwide the bypass pumps have a 12-week lead time and may make it difficult to resolve before the 21/22 winter season. Mr. Hanson discussed one option from the snowmaking group at Torrent for a freeze prevention system with temperature probes and a sensor system that communicates with the cloud and back into the Scada system to help monitor what is going on better. Mr. Hanson stated the Service Area will continue to work on coming up with the best solutions for this issue with Snowbird.
Mr. Hanson gave a brief update of the following:
· With snow melting on the south facing slopes up to 9000 ft the run off is here, little later than normal. The water has been diverted from the Peruvian Mine out to the Peruvian drainage and currently the Service Area is running solely off the Peruvian spring. Also diverting water from the Wasatch Drain tunnel to the creek to keep Tunnel levels from getting too high. Bay City is back to maximum levels and discharging excess to the creek as well. Run off to be relatively short due to the warm weather forecasted. The Service Area will continue to encourage water conservation due to the drought issue throughout Utah.
· The Service Area will begin to look for the Hellgate leak in the 14” line, it is believed to somewhere between the entrance to the superior lot and the east end of the superior lot, once the leak is located, we will begin the process of repairing with the help of Snowbird hill maintenance team.
· On May 4th the New Director Tim Davis of the Utah Division of Drinking water along with a group of engineers and scientist came up to tour the Wasatch Drain Tunnel, Bay City treatment plant and Hidden Peak treatment plant.
· Over the winter Mr. McIntosh and Mr. Carpenter found three Fire Hydrants in the Town of Alta with frozen water lines, as of now two of the three have thawed. Mr. Hanson has made the Town of Alta aware of the issues and will work over the summer to insulate the hydrant lines to help prevent freezing in the future.
· A letter from Cottonwood Improvement District was received regarding an issue with the sewer flow metering system. In late 2020 Central Valley Water Reclamation facility recalibrated several meters that measure member entity flows. The recalibration showed approximately 20-30% lower than those prior to the recalibration. Cottonwood Improvement District will continue to monitor the situation and update as the year progresses. The rate paid for sewage treatment costs will most likely increase for 2022. Mr. Hanson stated that between this potential increase and Salt Lake City water rate increase, The Service Area will most likely have to do a water and sewer rate increase for 2022.
· The Town of Alta has been working with the Rural Water Association of Utah to help the town come up with a new water rate structure so that they can more equitably distribute the water operating costs with their commercial and residential customers.
· Snowbird has been invoiced for the new Cogeneration plant for their water and sewer connection fees. Snowbird Cogeneration plant is close to starting up the first engine. Connection fee cost is $14,632.02.
· A Sewer Manhole in Gad Valley was damaged by a plow this spring. Cottonwood Improvement came up and lowered and repaired the Manhole.
· The Maybird sewer vent that was damaged in the February avalanche cycle has been repaired.
· In June the Service Area will start the process of flushing and cleaning the sewer lines with Cottonwood Improvement District.
· Mr. Hanson and Mr. Carpenter went into a one of new manholes attached to the new main line installed last summer by the Snowbird Center, inspection went well. Plans to officially abandon the old sewer lines and fill with dirt behind the Snowbird center this summer.
· Service Area staff and board will begin salary and succsession discussion at the July 20th 2021 board meeting rather then waiting until the September budgeting process starts.
TREASURER’S REPORT Mr. Hanson reviewed with the Board of Trustees, the Balance Sheet Previous Year Comparison report through April 30th, 2021. The Profit and Loss Budget vs. Actual January 1st through April 30th, 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 – Chairman Richards asked for a motion that the bills listed on the check detail dated April 16th through May 14th, 2021 as presented by Mr. Hanson hereby be authorized and ratified to be paid by the office manager. Trustee Prosek motioned to approve. Trustee McGunniess seconded the motion and it passed unanimously. Copies of the approved bills are attached to the minutes.
Road Safety comment - Chairman Richards addressed a possible safety issue with employees working on or near the road. Asked the question if we should have a men working sign or cones to give warning to drivers. The Service Area will discuss at next weeks safety meeting.
ADJOURNMENT There being no further business to be discussed, Chairman Richards motioned to adjourn the meeting at 1:03pm.
Salt Lake County Service Area #3-Snowbird