FINAL APPROVED MEETING MINUTES

Transcription

1 BOARD OF TRUSTEES Suzanne Carpenter Chairman Vince Pao-Borjigin Vice Chairman Larry Finch Clerk Robert Olson - Treasurer SUMMIT COUNTY SERVICE AREA #3 FINAL APPROVED MEETING MINUTES PUBLIC HEARING and BOARD OF TRUSTEES MEETING November 19, E. Parkway Drive, Suite 1, Park City UT Eileen Galoostian Peter Keblish Michael Montgomery In Attendance (Board): Suzanne Carpenter-Chairman; Bob Olson-Treasurer. Larry Finch-Clerk, Michael Montgomery, Eileen Galoostian Not in Attendance (Board): Peter Keblish Electronically: Vince Pao-Borjigin, In Attendance (Staff/Contractors): Marla Howard (GM), Chris Bullock (Roads Manager/Water Operator), Eileen Haynes (Assistant Clerk), Nathan Bracken (Legal). Meeting Attendees: Rick Parisi (Lot SL-I-5-1) Welcome to Public Hearing: The Chairman called the meeting to order at 6:09pm with a quorum present. The meeting was recorded. 1. Public Hearing: a. Review: Marla opened with a Review of Accomplishments in 2018 including the adoption of a Road Master Plan, Capital Plan for the General Fund, and Water Master Plan; rehabilitation, striping and cross-walk on Silver Creek Rd; completion of Parkway walking-trail; 90% of water meters moved to ROW; beacons installed on all relocated meters; timely completion and filing of 2017 Financial Statements to the State; the Financial Committee of the Board performed an in-depth financial review of SCSA3 and created the Capital Improvement Plan; revision and adoption of several administrative and water policies; review and reorganize SCSA3 files; create Ordinance and Resolution Index; identification of critical filing dates for financial and water filings. b. General fund covering income, expenses and capital estimates: Marla presented a Revised 2018 Total Revenue of $585, up from $583, and a 2018 Revised Total Expenditures of $581, down from $583, which means we see more money coming in and less going out. The Revised 2018 for Capital Outlay to Capital Account is $190, and for 2019 we propose $69, Marla reviewed the 2019 General Fund Expenses stating, $69, is the total change in Net Position. Larry stated, we are replacing accounts 4650 Trails and Parks and Page 1 of 7

2 4651 Trails Capital Outlay Approved Projects with 4652 Trail and Park Maintenance because we should not count Capital Reserves as income; they are not income or expenses. This year we will have a total excess Capital of $312, We are going to put $120, of that into Reserves. For example, we may need a fund to support overages in Snow Removal. Marla solicited comments and questions. Eileen asked for an itemized list of expenditures on trail maintenance showing over $10k spent which Marla provided. Larry reminded the Board, we moved maintenance money to Trails Capital to build trails in We are taking any specified Capital dollars, whether it is in the Enterprise Fund or Road Fund, and we are moving it out of Operation and Maintenance where it didn t belong, into a Capital Reserve Account. c. Water (Enterprise) fund covering income, expenses and capital estimates: Marla presented 2018 Water Fund Income and Expenses. The Original 2018 Total Operating Income was $302, and the Revised 2018 Total Operating Income is $300, The Total Operating Income for the 2019 is $286, The Total Operating Expenses for the Original 2018 was $411,500.00, for the Revised 2018 is $393, and for the 2019 is $281, Marla stated, previously the Road Master was buried in professional fees and now is its own line item of 4333 Road Manager. Water Master Services, now called 6332 Water Operator, has been lowered closer to $17k and 6250 Repairs and Maintenance is now its own line item. Nonoperating income is tax income and we are being aggressive in collections. We want to avoid acting as the bank for habitually late payors and use Lien action as needed. We have 18 past due water service fees and 18 past due standby fees. Chris asked for list of those who received letters. Eileen H. will provide after Dec 15, Larry discussed the Replacement Reserve. We have determined we are losing money on baserate water fees. It costs us $14 per 1,000 gallons water delivered through our system and we are only billing $ Our operating fees include depreciation. We need to be reserving money for infrastructure replacement on a yearly basis. Marla stated, we are using straight-line depreciation. Visitor Rick Parisi asked, do we have a conservation policy? Marla replied, the State certainly does. Larry stated, each lot is dedicated various acre-feet of water. We are considering a rate study of allowing an increase in water consumption in the summer. We delivered 25 million gallons in our water system last year. We are living off the overages. Marla stated, it is an aggressive tiered rate structure right now. Larry stated, we are concerned we do not have the capacity to deliver water at high consumption rates. We must address the arsenic issue in the Greenfield well. We will need a third water source eventually. We can offer more rate flexibility in 2-3 years. Next summer we are going to need about $300k to fix the Fire-flow issue and the security issue at the Greenfield Well. Marla presented the proposed 2019 General Capital Expense Projects and Maintenance General Fund Expense Maintenance $92.6k and 2019 Capital Road Projects $150k. The raised cross-walk was discussed. Suzanne stated, the Capital Projects Plan has to list or name each Page 2 of 7

3 project, but we can change the road it is actually spent on. We need to spend these dollars as we go. Larry asked, from a budget standpoint should we Bond $50k for future projects? We could incorporate the road plan and trails plan into one plan, purchase a Bond and payoff over years. Eileen replied, we should get grants. Larry stated, money is cheap in a bond possibly 2.5% and could provide the matching dollars most grants require. Eileen H stated, grants are awarded to those who are ready to build with all planning and engineering completed, easements and property lines corrected and who meet the goals of the grants such as tourism. Marla recapped the presentation including Maintenance. The 2019 Capital Plan shows money for Fire Flow, Water Rate Study, Water Tank Security. Before we can look at arsenic treatment, HAL must analyze our wells. Suzanne asked for board comments. Eileen asked for clarification about Roads and Trails line items. Suzanne replied, new trails are not part of this process. We will discuss Capital items in December and prepare RFP s in January. Eileen asked for a working session to discuss Capital items and Suzanne agreed. Larry made a motion to begin Public Comment which was seconded by Bob at 7:06pm. The Board unanimously approved. d. Public Comment: There were no public comments regarding the budget. Point of Order. Nathan stated, Rick s comments about the Civic Center belong in Board Meeting Public Comment. Larry motioned for adjournment of the Public Comment which Suzanne seconded. The motion was accepted unanimously at 7:11 pm. Larry motioned to approve the budget as presented which was seconded by Bob. Discussion ensued regarding allocation of money and project approval. Suzanne stated, let it be noted the Capital outlay approval shall include investment in Trails. Our two choices are to spend the dollars in 2018 or allocate it and bring it into the Capital Plan. Mike is uneasy due to ambiguity stating, we still have to finish Redden Rd and Parley s, and we have a Trail Project Agenda that hasn t been done including budgeted items such as Oakridge South and other Oakridge areas. Larry stated, we have no record of Oakridge approvals in the current budget. Suzanne stated, we have approved Parley s and Redden. Mike stated, the scope of work needs to be defined in the budget. Larry stated, we have no real Trails Plan. Eileen stated, she has presented a Trails Plan and supporting documents on numerous occasions and no one will take action on it; trail discussions has been pushed aside. Larry replied, it is on the agenda tonight. Suzanne explained, we are in a catch-up mode. Eileen asked, why is the raised cross-walk moved ahead of 3-yr old Redden Trail? We have had a general trend of bumping trail projects in favor of new projects. Suzanne explained, the delay in Redden Trail is on the agenda tonight, but we must approve the budget first then we can move on to the rest of the agenda items. Eileen asked for amendments. Marla made some clarifications and changes in the line items. Mike requested that Marla s Presentation be included in the meeting minutes. Page 3 of 7

4 Suzanne invited additional discussion on the Proposal. Larry withdrew his motion. Larry motioned for approval of the 2019 as amended adding $35k line item for Trails and Roads projects and reduce the Maintenance line item by $15k noting we have roll-over from 2018 of $20k. Mike seconded the motion as amended. The motion as amended was approved unanimously. Suzanne motioned to close the Public Hearing which was seconded by Mike and approved unanimously by the Board. 2. Welcome and call meeting to order: The Chairman called the meeting to order at 7:37pm with a quorum present. The meeting was recorded. In Attendance (Board): Suzanne Carpenter-Chairman; Bob Olson-Treasurer. Larry Finch-Clerk, Michael Montgomery, Eileen Galoostian, and later Vince Pao-Borjigin, Vice-Chair arrived. Not In Attendance (Board): Peter Keblish Electronically: Vince Pao-Borjigin, Vice-Chair In Attendance (Staff/Contractors): Marla Howard (GM), Chris Bullock (Roads Manager/Water Operator), Eileen Haynes (Assistant Clerk), Nathan Bracken (Legal). a. Approval of October 15, 2018 minutes: Bob made corrections prior to the meeting and those changes were made to the minutes in the meeting packet. Larry motioned we table minutes to allow Eileen to bring her corrections to the Assistant Clerk. 3. Administrative: a. Board discussion to review on-going updates to Water Policy for commercial water rates, dedication of water to enterprise system and rate impacts: Nathan recommends we accept the Dedication of the Ho Water Exchange Contract. The Ho property, Lot 201 on corner of Echo and Whileaway, is a dry lot due to subdividing. The Ho s have approval to drill a well on their lot next to our water system. In 2014, the previous owner attached one-acre foot exchange contract to Lot 201-A. The Ho s prefer to connect to our water system. He is 99% certain the State Engineer will approve, although exchange contracts are prohibited going forward. The main difference between this Contract and a normal Water Right dedication is SCSA3 will have to agree to pay the annual fee associated with this contract of $300 which will be subject to rate increases in the future according to Weber Basin s needs. SCSA3 has about 7 other exchange contracts. One idea is to pass this onto lot owner. His concern is the owner is going to question why he is paying $300 extra more than his neighbors. The Ho s paid a $1500 retainer fee upfront for Nathan s services. The board agreed to pay the annual fee in exchange for.25 acre-feet as payment to SCSA3. Nathan will include future exchange contracts in our Water Policy as a percentage i.e. 33%. b. Priority list for staff and contractors, process for updating: Staff will train on Trello project management system where staff and the board will manage on-going projects offering communication and tracking on project issues and status. Vince offered training with someone on his staff for $150 for 2 hours which was accepted. Absent Board direction, Nathan stated, according to the UASD the General Manager has the authority to determine projects and Page 4 of 7

5 priorities. He stressed the need for SCSA3 Code with Title and Chapters including the Comprehensive Policy Manual developed by Marla. He also recommends the Board develop ends and limitations policies and a mission statement to guide staff. The board needs to give a due date. The default is that Marla gets to choose due dates. Marla met with Pat Putt regarding including SCSA3 in the Summit County development review process. We will add our development requirements to the County process which will allow SCSA3 the appropriate amount of oversight improving the process. 4. Financial: a. Review of expenditures: Larry stated, he learned during UASD training the Board should be reviewing the checking account statements every month. Marla has created a binder for bank statements available for the board to review at their convenience and Larry will sign-off on each statement. Nathan s invoice was just sent to Marla which will be presented at the end of the meeting. b. Request for forgiveness on water bill: Marla presented two requests for forgiveness. Marla recommended approval for Lot SL-B-92 request of $ due to a leak. The Board approved but requested Marla advise the customer they will not consider another request from them for 5 years as per policy. Discussion ensued regarding the Lot SL-F-334 request of $7, primarily due customer s landscaper error but also our operator alerts were not effective initially. Chris has changed his alert thresholds. The Board approved forgiveness of 75% of 2/3 of request and directed staff to advise customer to change his sprinkler zone settings. Mike recommended staff give the customer documentation to support their recovery of money from their contractor. 5. Roads, Trails and Current projects: a. Parking limitation signs in East Creek Ranch and other areas: Chris reported, the East Creek HOA requested the Board create a Resolution enacting year-round parking restrictions. Chris requested the Board also prohibit parking year-round on both sides of Parkway Dr. Nathan stated, the board has the authority and recounted Summit County Code The Board approved parking prohibition signs for the winter only and the Board will revisit yearround prohibitions in the spring. b. Status of 2018 Road and Trail projects: Chris stated, our recommendation is that Mountain Life Church not cross the trail anymore; they need to access their parking lot from their property. Chris recounted road base materials and process. Chris will talk to Dave and make a plan as well as review the punch list. Larry requested Chris have Dave face the solar panel south. Chris reported he and Marla have a meeting scheduled with homeowner (Lot 314) on Redden Rd. Chris and Eileen will meet to review Maple Trail. c. Review trail signage recommendations and make recommendations for 2019 trail signage and locations: Eileen and Suzanne agreed to put this on the calendar for a working session on Monday December 3 rd. d. Right of Way encroachments requiring short term resolution and 2019 plan: Eileen stated, we need to have a meeting about ROW encroachments and 2019 trail signage and locations. Page 5 of 7

6 Eileen and Suzanne agreed to put this on the calendar for a working session on Monday December 3 rd. Top of Silver Creek: Summit County Engineering gave them notice because they failed to get a pre-surface inspection and because their concrete is higher than the road; their culvert is too small at 12 whereas our requirement is 18 but Chris informed the homeowner they could ask for a Variance from the Board. Eileen and Suzanne agree the conditions create a hazard. Discussion ensued regarding issues, the lack of policy and standards to act as enforcement tools and reasonable guidelines communicated to homeowners prior to construction. Nathan recommended reorganizing all the roads policy to include trails, intersection of trails-roadsdriveways, commercial properties, materials, signage, and landscaping considering the needs of all users. We cannot make this retroactive. Eileen offered to develop a proposal for policy and guidelines. Nathan will collect all of our current policies into one document. Outhouse at the end of Westwood: Chris spoke with the contractor s today. Between Westwood and Meadowview on Silver Creek: Suzanne stated, this is a repair not an encroachment. Nathan stated, we do not have a policy for repairs. Larry and Suzanne proposed Chris just charge time and materials with owner s permission. Suzanne proposed to table the following items: e. Review plan for traffic calming, changes for Traffic flow and striping of walks: f. Plat amendments in process: g. Easement process for trails, including any ready for review: h. Review of draft ordinance : Larry motioned to close the Board Meeting and move into voting which was seconded by Vince. Approval was unanimous. 6. Public Comment: Rick Parisi (Lot SL-I-5-1) confirmed the mailboxes are part of the service area. Larry stated, each Silver Creek property owner has an undivided interest in the Civic Center, Echo well property, Lewis Park, and the water storage tanks if you are a water system user. Chris stated, we need to relocate your meter. Rick asked, are you going to dig up my new driveway? Chris replied, we need to meet and develop a relocation plan. Larry directed Rick to sign up for Eye-On-Water. Rick is concerned we are doing the mailbox expansion when that should be under the jurisdiction of the Post Office. Rick asked about delivering mail to our houses. 7. Voting: a. Approval of 2019 General Fund and 2019 Enterprise Fund (Water): Larry motioned, and Bob seconded the motion to accept the Discussion ensued regarding whether listed projects were also being approved or whether they are placeholders. Due to ambiguity, Eileen and Michael proposed amendment to 2019 Capital Road Projects to include Trails. Suzanne asked for additional discussion. Larry withdrew his original motion and moved for approval of the budget as amended and Mike seconded the motion. There was no discussion and approval was unanimous. Page 6 of 7

7 b. Recommendations for revisions to Water Policy: Nathan will redo then we will review. c. Approval of expenditures: (1) Legal Invoice of $4,600 under consideration of which $600 will be repaid by the Ho Dedication fund. Larry motioned to approve Smith Hartvigsen s October 2018 invoice pending Bob Olson and Larry Finches final review. Vince seconded the motion. No comments were offered, and approval was unanimous. (2) Forgiveness: Larry motioned to approve request for Lot SL-B-92 for $ which Vince seconded. With no discussion approval was unanimous. Vince motioned to approve the request for Lot SL-F-334 forgiveness amended to reimburse 75% of usage up to Chris first notification to customer and the total shall not exceed $5,000. With Larry s second and no discussion approval was unanimous. d. Approval of spend for 2018 roads and trails: (tabled for working meeting) e. Approval of actions on ROW encroachments affecting current trails: Larry motioned to authorize Chris Bullock, Roads Manager, to work with the homeowners on upper and middle Silver Creek to use a discretionary amount of SCSA3 resources to fix or mitigate the grade issues on the trail at their respective properties ROW. Vince offered a second. With no further discussion approval was unanimous. i. Other items discussed during meeting 8. Review of additional to priority list: ROW & Trail Issues and provided documents were partially reviewed under item 5d. Adjournment Mike motioned we adjourn which Larry seconded. The motion was accepted unanimously at 10:04pm. Minutes, agenda and policies available at: Attachments: Presentation Page 7 of 7

8 Summit County Service Area # Approved 10 General Fund Account No. Original 2018 Revised Change In Net Position Revenue: Total Taxes 310, , , Total Intergovernmental revenue 120, , , Total Charges for services 18, , , Total Interest 1, , , Total Appropriated use of fund balance 134, , Total Revenue: 583, , , Expenditures 4212 Membership and subscriptions , , Public notice , , Office supplies and expenses , , , Snow removal , , , Road maintenance , , , Trail & Park Maintenance , , , Utilities , , Professional fees , , , Legal fees , , , Engineering fees , , Road Manager , , Other general administration , Payroll , , , Insurance , , , Trails and parks , , Trails Capital Outlay - Approved Projects , , Capital Outlay to Capital Account , , Training , , Rent , , , Total Expenditures 583, , , Total Change In Net Position - 4, , Amount to Capital Projects Fund (4,675.00) (85,072.00) NET Expenditures Capital Projects - 01/01/2018 to 09/21/ Capital Outlay ,072.00

9 Summit County Service Area # Approved 10 General Fund 51 Water Fund Account No. Account No. Original 2018 Original 2018 Revised 2018 Revised Income or Expense Income From Operations: Operating income 5110 Water standby fees , , , Well standby fees , , , Water service fees , , , Water rights assessments , , , Connection fees , , , Late penalties and fees Other operating income , , , Water Rights Transfer Fee 5510 Total Operating income 302, , , Operating expense 6211 Public notices Association and subscriptions Bank fees Office supplies and expenses , , , Repairs and maintenance , , , Water tests , , , Water rights assessments , , , Utilities , , , Legal fees , , , Water master services , , , Professional fees , , , Engineering fees , , , Meter relocation and replacement , , Meter Relocation Fees - Refund , , Payroll , , , Insurance & bonds , , , Rent , , , Capital outlay , Training , Water Rights - Capital Outlay , , , Total Operating expense 411, , , Total Income From Operations: (108,620.00) (93,300.00) 5, Non-Operating Items: Total Non-operating income 10, , , Total Non-operating expense 71, , , Total Non-Operating Items: (61,000.00) (61,300.00) (61,300.00) Total Income or Expense (169,620.00) (154,600.00) (55,930.00) 91 General Fixed Assets - 01/01/2018 to 08/24/2018 Change In Net Position Expenditures 4400 Depn Expense , , Total Expenditures - 82, , Total Change In Net Position - 82, ,000.00

10 Summit County Service Area # 3 Presentation 2018 recap 2019

11 Summit County Service Area # 3 Accomplishments for 2018 New office and staff Adoption of road master plan Adoption of capital plan Creation and adoption of water master plan Rehabilitation of Silver Creek Road, roto-mill on select roads Striping on Silver Creek Road School bus crossing signage Trail/path on Parkway Drive Over 90% of water meters moved to the Right Of Way Beacon installation on all meters located in the Right of Way

12 Summit County Service Area # 3 Accomplishments for 2018 (continued) Timely completion and filing of 2017 financial statements Financial status review by the Finance/Audit Committee Revision and adoption of several administrative and water policies Organization and cleanout of files Compilation of historical permanent files Identification of critical filing dates for financial and water filings

13 Summit County Service Area #3 Financial Summary for 2018 General Fund 2018 Income: Account No. Original 2018 Revised General Fund Change In Net Position Revenue: Total Taxes 310, , Total Intergovernmental revenue 120, , Total Charges for services 18, , Total Interest 1, , Total Appropriated use of fund balance 134, , Total Revenue: 583, , General Fund 2018 Expenses Account No. Original 2018 Revised General Fund Expenditures 4212 Membership and subscriptions , Public notice , , Office supplies and expenses , , Snow removal , , Road maintenance , , Trail & Park Maintenance , , Utilities , Professional fees , , Legal fees , , Engineering fees , Road Manager , Other general administration , Payroll , , Insurance , , Trails and parks , , Trails Capital Outlay - Approved Projects , , Capital Outlay to Capital Account , , Training , , Rent , , Total Expenditures 583, , Total Change In Net Position - 4,675.00

14 Summit County Service Area #3 Financial Summary for 2018 Water Fund 2018 Income: Account No. Original 2018 Revised Water Fund Income or Expense Income From Operations: Operating income Total Operating income 302, , Water Fund 2018 Expenses Account No. Original 2018 Revised Water Fund Operating expense 6211 Public notices Association and subscriptions Bank fees Office supplies and expenses , , Repairs and maintenance , , Water tests , , Water rights assessments , , Utilities , , Legal fees , , Water master services , , Professional fees , , Engineering fees , , Meter relocation and replacement , Meter Relocation Fees - Refund , , Payroll , , Insurance & bonds , , Rent , , Capital outlay , Training , Water Rights - Capital Outlay , , Total Operating expense 411, , Total Income From Operations: (108,620.00) (93,300.00) Non-Operating Items: Total Non-operating income 10, , Total Non-operating expense 71, , Total Non-Operating Items: (61,000.00) (61,300.00) Total Income or Expense (169,620.00) (154,600.00)

15 Summit County Service Area # General Fund Income Account No. Original 2018 Revised General Fund Change In Net Position Revenue: Total Taxes 310, , , Total Intergovernmental revenue 120, , , Total Charges for services 18, , , Total Interest 1, , , Appropriated use of fund balance , , Total Appropriated use of fund balance 134, , Total Revenue: 583, , ,972.00

16 Summit County Service Area # General Fund Expenses Expenditures 4212 Membership and subscriptions , , Public notice , , Office supplies and expenses , , , Snow removal , , , Road maintenance , , , Trail & Park Maintenance , , , Utilities , , Professional fees , , , Legal fees , , , Engineering fees , , Road Manager , , Other general administration , Payroll , , , Insurance , , , Trails and parks , , Trails Capital Outlay - Approved Projects , , Capital Outlay to Capital Account , , Training , , Rent , , , Total Expenditures 583, , , Total Change In Net Position - 4, , Amount to Capital Projects Fund (4,675.00) (85,072.00) NET Expenditures - -

17 Summit County Service Area # Water Fund Income Account No. Original 2018 Revised Water Fund Income or Expense Income From Operations: Operating income 5110 Water standby fees , , , Well standby fees , , , Water service fees , , , Water rights assessments , , , Connection fees , , , Other operating income , , , Water Rights Transfer Fee 5510 Total Operating income 302, , ,900.00

18 Summit County Service Area # Water Fund Expense Account No. Original 2018 Revised Water Fund Operating expense 6211 Public notices Association and subscriptions Bank fees Office supplies and expenses , , , Repairs and maintenance , , , Water tests , , , Water rights assessments , , , Utilities , , , Legal fees , , , Water master services , , , Professional fees , , , Engineering fees , , , Meter relocation and replacement , , Meter Relocation Fees - Refund , , Payroll , , , Insurance & bonds , , , Rent , , , Capital outlay , Training , Water Rights - Capital Outlay , , , Total Operating expense 411, , , Total Income From Operations: (108,620.00) (93,300.00) 5, Non-Operating Items: Total Non-operating income 10, , , Total Non-operating expense 71, , , Total Non-Operating Items: (61,000.00) (61,300.00) (61,300.00) Total Income or Expense (169,620.00) (154,600.00) (55,930.00)

19 Summit County Service Area # Capital Expense Projects and Maintenance General Fund Expense 2019 Maintenance Grading and dustcontrol 30, Pothole repair 20, Maple Drive chip seal 8, Parleys Way chip seal 8, Tollgate chip seal - Aspen chip seal 11, , Capital Road and Trails projects Wasatch Way 120, Civic Center raised crosswalk 30, Trails 35, ,000.00

20 Summit County Service Area # Capital Expense Projects and Maintenance Enterprise Fund Expense 2019 Maintenance Spring and fall hydrant/valve exercise 5, Emergency service flags on all hydrants 5, General clean up and maintenance 15, Silver Bullet inspection 15, , Capital Plan Fire Flow (HAL) project 275, Water tank security 15, Arsenic assessment 3, Water rate study 12, ,500.00