SALT LAKE COUNTY
SERVICE AREA #3 – SNOWBIRD
BOARD OF TRUSTEES MEETING MINUTES
August 28th, 2018
at the Service Area Administration Building
PRESENT: Dave Richards, Chairman
Tom Prosek, Trustee
Kate McGuinness, Trustee
Keith Hanson, Gen. Mgr. /Treasurer
Steve McIntosh, Systems Manager
Monica Lisenbee, Office Manager/Clerk
MEETING MINUTES APPROVAL
Regular Board Meeting Minutes Approval: Mr. Richards opened the regular Board Meeting at 12:02 p.m. Mr. Prosek made a motion approving the meeting minutes from the July 17th, 2018 board meeting as written. Ms. McGuiness seconded the motion and it was unanimously carried.
SYSTEMS OPERATIONS AND DEVELOPMENT
Audit Follow-Up:Mr. Hanson is currently researching 3 accounting firms, (Gilbert & Stewart, Keddington & Christensen and White & Associates). Mr. Hanson stated that Gilbert & Stewart is the firm recommended by our auditor, (Paul Skeen), and they are familiar with working with Special Service Districts. By contracting services with an outside financial company, would address our current audit deficiency with our financial statement preparation. Mr. Hanson stated that any of these firms can accommodate our financial needs, either reviewing statements monthly, quarterly or annually. Mr. Hanson will seek some guidance from Eide Bailly in the selection process and begin to entertain bid proposals.
Sewer System Update:Mr. Hanson updated the board on the following:
a. Chickadee-Newman Construction will begin the sewer line project next week. This will be a 3 week job. We have a final meeting with the Snowbird construction staff tomorrow. We will need clearance under the bridge to bring equipment to the job site. Mr. Hanson has not received the signed, "Consent to Use", document from Tom Jones.
b. Plaza Grease Trap-Mr. Hanson discussed the installation of the new grease trap in the Snowbird Center upper circle and showed pictures to the board. The contractor encountered difficulties and conflicts with other utilities. Mr. Hanson had them hand dig down to sewer and do a nose on. Mr. Hanson stated he was pleased on the condition of this 45 year old pipe. He presented visual representation of the manholes involved in this particular grease trap and the functions in the various chambers.
c. Canyon Road-Mr. Hanson reported that after the canyon repaving project that 27 of the 31 manholes are back to grade. Our workers gained access of the lower canyon sewer flume last week and found a significant amount of asphalt debris from the summer road project.
Cottonwood Improvement District is putting together a traffic control plan for their maintenance of flushing and tv work beginning at entry 1 to the mouth of canyon. They will also do an inventory of our sewer manhole-rings and lids. Mr. Hanson will be placing an order for our inventory of 6 rings and lids. Repairs to a manhole in the Meadows will also be addressed.
d. Cliff Lodge-Issue at Cliff Lodge-Sewage backing up in the Atrium at the Cliff. There was excessive grease build-up from the 9th floor grease trap. Mr. Hanson stated that they are fine for now, but need to be diligent to enforce their maintenance protocol with the grease traps.
Water System Update:
Peruvian-The Peruvian reservoir level is down to 80 gpm. To augment Peruvian the treatment plant has been running 3-4 times per week. Mr. Hanson reported that there is very little water in the upper aquifer.
WDT-Wasatch Treatment Plant Issues: Mr. Hanson reported of on-going communication issues with the makveld valve in the treatment plant. The current valve is 35 years old and very critical to our operation. Therefore, Mr. Hanson has received a quote for replacement of $10,312.00 for a Rotork Actuator. Mr. Hanson also discussed issues with the snowmaking valve in the pump station. The actuator failed this spring and we have been manually operating it. Mr. Hanson is in discussions with Snowbird on addressing this issue as this is Snowbird’s responsibility.
Snowbird Center: There was a failure to the pressure reducing valve in the Plaza last week and it was replaced.
Mr. Hanson discussed some plumbing issues/backflow assemblies with Snowbird’s projects.
Peruvian Reservoir: Transformer, heat, lights and new scada panel are now installed at the Peruvian Reservoir.
Patsy Marley: Newman Construction has completed 1250 feet of the line project. There are some delays due permitting issues.
Media/Bay City: The media for the Alta plant will be here next week. It will be removed and installed asap.
Hidden Peak: Mr. Hanson has been receiving many alarms from the Hidden Peak plant, especially on the weekends. There have been problems with pump failures.
Tours: Mr. Hanson recently conducted a tour of our facility for Sandy City Public Utilities. The next tours scheduled are for Powdr Corporation-9/19/18 and Water Quality and Technology through the American Water Works Association on 9/20/18.
Employee Succession Plan: Mr. Hanson reviewed with the Board of Trustees the motion made at the December 12th, 2017 pertaining to the "Employee Succession Plan", for current Service Area employees. Mr. Hanson discussed the following with the board and their opinions on:
Minutes from the December 12th, 2018
5 Year Budget Projection
Revised Policies and Procedures-Job Description/Salary Plans
Realistic Future Needs for the Service Area
In closing on these discussions, Mr. Hanson will entertain suggestions by members of the Board.
Mr. Hanson reviewed with the Board of Trustees, the Balance Sheet Previous Year Comparison report for the period of July 1st through July 31st,, 2018. Mr. Hanson then reviewed the Profit & Loss – Budget vs. Actual for the period of July 1st, through July 31st, 2018. 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.
APPROVAL OF BILLS PAID
Ms. McGuinness made a motion to approve the bills listed on the July18th, 2018 through August 28th, 2018 payment registers, as presented by Mr. Hanson and to hereby be authorized and ratified to be paid by the manager. Mr. Prosek seconded the motion and it passed unanimously. Copies of the approved bills are attached to the minutes. The check detail report is emailed to members of the board prior to this board meeting for their review.
The September 18th, 2018 Board Meeting will be held on September 25th, 2018.
There being no further business to be discussed, a motion to adjourn was made, seconded and unanimously carried at 1:20 p.m.
Salt Lake County Service Area #3-Snowbird
Monica L. Lisenbee/Clerk