Board Meeting Minutes June 6, 2019
North Fork Special Service District
Monthly Board Meeting
June 6, 2019 at 7:00 pm
North Fork Fire Station
Board members present:
Dr. Minton-Chair, Stewart Olsen-Vice Chair, Gary Liddiard-Secretary/Treasurer, Bert Thomas, Keith Payne, Duaine Dorton, Bryan Ackerman, Thomas Merrill
Staff members present:
Stephen Miche, Emily Johnson-District Clerk, David Marsella-Fire Chief, Aubree Durrant-Public Works, Ryan Taylor-TO Engineering, Lee Kapaloski-Legal
Public Present:
Chris Storbeck, Mike Bingham, Gina Bingham, Janelle Lysenko, Peter Lysenko, Julie Mack, Joel Farrar, Benjamin Rucker
Proceedings:
Closed executive session to discuss legal informational updates was brought to order by Dr. Stephen Minton-chair at 6:06 p.m., present Board Member’s, full time staff, and legal counsel Lee Kapaloski were in attendance.
Motion to conclude closed executive session and to open the public by Stewart Olsen- Vice chair at 7:00 p.m., seconded by Bert Thomas, all aye. Motion passed.
Monthly Meeting of the Board was called to order at 7:03 p.m. by Chair, Dr. Stephen Minton and the community was invited into attendance. Dr. Minton gave a small explanation as to how the Board Meetings typically proceeds and the order taken, to the public present.
- Public Comments
– Duaine Bingham, resident stated an auxiliary pump has caused some materials to accumulate around his property. He is asking for a timeline on construction. Ryan Taylor, Engineer advised he was made aware of this issue today and will talk to the contractors, he is expecting the construction to be 2 months. There will be a water shut off but it’s the high end and should only be for a few hours
Informational Items:
#1 Water Committee Q&A
– Chris Storbeck presented. Chris submitted information to the board prior to the meeting which the Board did review. Chris gave an update on permit processes.
Dr. Minton gave a small introduction of the District and its water history since 1982 including amount of springs, water reduction and other issues the District is facing and the steps the Community Water Committee is taking to increase water sources and to conserve water, so the water moratorium is no longer necessary.
Keith Payne board inquired about the site being considered to drill a well on US Forest line. Chris produced an aerial view of a potential site. In the future Chris will be coming to the board for permission to move forward on applications. Another site being considered was described by Chris. Chris discussed his consultation with Dave Boshard (former District Public Works Director) and the sites he recommended to be possible sites.
Dr. Minton explained the water/springs we are running on now to the public present as to give them a better understanding of where are at as a District and possibilities the District is exploring for water.
#3 Fire/EMS Reports
– Dave Marsella presented. April was a slow month for EMS calls, still we are 50% above call averages from last year. The Butane leak in Deer Creek used our Haz-mat equipment which we will be reimbursed for through the State.
Chipping is commencing and will be going all summer. Three Sisters Road has been cleared which is open for evacuation and accessibility. The summer is expected to be wet but warm. They are anticipating a slow wildfire year. David reported California is dry, but Washington and Oregon are high risk for wildland fire
Swiftwater classes have been taking place. Employees and interns have taken or are enrolled in classes.
There is a new system for dispatch (I-Spyfire). It gives the first responders immediate information, maps the location, and should be online by the end of the month.
Pancake breakfast was a success. The total donations came to nearly $27,000.
Gas cards have been updating so accountability and liability issues are improved.
All roads are labeled as far as David is aware and most houses have current county addresses. Dr. Minton suggested we remind people there is no parking along the roads. In mailings remind rentals and home owners not to park on road for fire and ambulance accessibility. This information to be added to website.
Property tags/stickers are being purchased to label Fire Department equipment.
#4 District Clerk Information
– Emily Johnson-District Clerk presented. Emily is working daily with Caselle in effort to rebuild the data base and get it in optimal working order. Transparency is vital, and the District is doing all that they can to deliver accurate information in a timely manner to the public.
#5 Water/Wastewater Report
– Aubree Durrant presented. New construction of the Aspen Grove Pumphouse started, requiring us to take tank 3 offline but the crossover from Stewart side is open to assure water and fire protection. Delays to the pump house have occurred because the plan review needs some small adjustments. Things should be back on track tomorrow. Permits should be issued soon. This past month we have taken advantage of the water flow to flush a majority of the hydrants, next month leak detection will be the primary project next month. Receiver to read meters is not reading from the truck, this is causing increased time on meter reads.
Two graphs were presented for Waste Water. They are sampling more frequently and raising the areas of testing and catching the grease that sits on top. A picture of samples was given. The samples are so thick, they are not even testable and too thick to push through a filter. The basins capacity has been raised in hopes for better oxidization and more microorganisms for treating incoming sewage.
Stewart Olsen reported a waste water committee has been meeting the past month to come up with solutions to the waste water issues.
Action Items
#1 Approval of May 2019 Meeting Minutes.
– Motion to accept April 2019 Board Meeting Minutes with exception to corrections advised by the Board was made by Gary Liddiard-Secretary, Stewart Olsen-Vice Chair seconded, Duaine Dorton-Board abstained, Thomas Merrill obtained as he was not in last session, all others aye. Motion passed.
#2 Gina Bingham Will Serve Letter
– Gina Bingham- property owner addressed the Board. Mrs. Bingham stated she understands that a case by case scenario will determine approval or rejections of Moratorium issues. She presented a timeline dated of the evidence of her process of the building permit process. She has been working with Utah County since 5/22/2017 per her timeline. She has been working with Brandon Larson of the County and a lawyer and introduced her husband Mike Bingham who provided supporting documents. Dr. Minton explained we will be reviewing this in closed executive session, so documents can be reviewed, and legal counsel can be advised. Stewart Olsen recommended using water wise landscape and plumbing. The Bingham’s have not submitted plans to the HOA but have been working with them regarding the easement and with County Attorney Bob Moore as well. Mr. Bingham explained the issues with the easement and his understanding of the previous County planning. Matter tabled until closed executive session to discuss legal with counsel.
#3 Michael Black Moratorium Exemption Request
– Mr. Black was not present but did send supporting documents prior to the meeting for the Board to review. Matter tabled until closed executive session to discuss legal with counsel.
#4 Benjamin Rucker Moratorium Exemption Request
– Benjamin Rucker presented. He explained that he understood through an email he had received from Stephen Miche-Public Works, that there was an obligation for the District to provide water. He spoke of the money he has invested in his property, 8842 N Timp Haven is the lot. Mr. Rucker stated he has not submitted his plans to the HOA. Mr. Rucker did state he receive some type of notice from the HOA. Mr. Rucker and his builder were present and expressed their concerns of being able to move forward on plans to build while the water moratorium was in place. Mr. Rucker submitted supporting documents of his progress in the building process. Matter tabled until closed executive session to discuss legal with counsel.
Dr. Minton-Chair explained to the individuals presenting Action Items that a decision would be made by the Board after reviewing all supporting documents that were presented this evening and discuss legality issues with Mr. Kapaloski-Legal Counsel during a closed executive session. An answer would be given to property owners by the following day should they not stay until after closed executive session concluded.
#5 Waste Water Committee Recommendations
– Ryan Taylor-To Engineering presented. The Community Waste Water Committee has been meeting weekly prior to this board meeting to discuss issues and solutions regarding the waste water facility in which they have been meeting with engineers and specialist in the field. Information that has been complied has been sent to the Board for review. During these meetings the Committee came up with a plan that they are proposing to the Board. Ryan is asking the board to agree to allowing him to draw up a design for the proposal not to exceed $20,000 to design an EQ tank to mitigate the inflow of waste that the treatment plant is taking in. The committee is looking at one and two tank designs. Motion to approve for Ryan to move forward on the designing of EQ tank was made by Stewart Olsen-Vice Chair, Duaine second, all aye, no apposed. Motion Passed.
#6 Stewart Springs Redevelopment Approval
– Ryan Taylor-To Engineering presented. Ryan is asking for final approval to move forward as funding has been approved in prior board meeting motions to finalize a design. Odds are low for long term loss of spring; short term is probably depending on how aggressive they get during digging and redevelopment. He anticipates it will be a 2-week project. Better forms of communication need to be had regarding people inquiring water access. Hopes are redevelopment will provide a good source of water as we are in a 50-year drought and we are trying to position for the District for future water reliance. Julie Mack asked if the redevelopment will change zones, the answer to that is no. If a well were to be added yes the source protection zones would change. Stewart Olsen motioned to approve moving forward on the Stewart Spring Redevelopment, Duaine seconded. All aye, motion passed.
#7WWTP EQ Tank
Action Item tabled
#8 IT Support Change
– Emily Johnson-District Clerk presented. Due to high costs and inefficiencies, Emily is requesting we try using a new IT company to dissolve unnecessary services, cut costs, and have more efficient services. She has called on current references for Bee-Tech, they charge by the hour and the District can buy their own licenses. A move needs to be made immediate as the current IT company has not done a full back up of the system in over a year. Stewart Olsen motioned to use new IT supporter with no contract effective immediately, Duaine Dorton seconded, all aye. Motion passed.
#9 Meter Replacement 2019 Summer Projects
– Stephen Miche presented. Meters including master meters need to be fixed and replaced. $13,000 is a rough estimate of the cost of these replacements. 2.5 million gallons that could possibly be unaccounted for due to old and failing meters. Funds to be used out of resident’s billings for pipe maintenance. Dr. Minton asked if they have enough man power to complete these jobs. Stephen Miche states he feels that they have adequate coverage and that $35,000 was set aside for repair and approved. Motion to move forward on replacing of meters by Keith Payne, Burt Thomas seconded, all aye, motion passed.
8:35 p.m. Thomas Merrill motioned to end open session and move to closed executive session. Keith Payne seconded, all aye. Public left the room and closed session ensued. Board, L. Kapaloski-Legal council and District Clerk attended.
Keith Payne motioned to end the closed executive session and resume to the public meeting of the board to vote on action items. Stewart Olsen seconded, meeting concluded at 9:24 p.m. and public meeting of the board ensued. Doors were opened for staff and public.
#2 Gina Bingham Will Serve Letter
After reviewing the documentations, submitted to the Board regarding item “#2” of the agenda, the Board is asking that the following actions be settled before a final decision is made regarding the request of a will serve letter to be issued;
- Completed architectural plans
- County Zoning approval
- HOA Plan Approval
- County Plan Approval
- County Health Department approval
Upon completion of the above listed matters, the Board would be happy to revisit the request of a will serve letter to be issued.
#3 Michael Black Moratorium Exemption Request
After reviewing documentations, submitted to the Board regarding item “#3” of the agenda, the Board has voted to accept your request due to the fact you have evidence permits had been filed and approved with Utah County prior to or near the time of the Water Moratorium Resolution.
#4 Benjamin Rucker Moratorium Exemption Request
After reviewing the documentations, submitted to the Board regarding item “#4” of the agenda, the Board is asking that the following actions be settled before a final decision is made regarding the request of a will serve letter to be issued;
- Completed architectural plans
- County Zoning approval
- HOA Plan Approval
- County Plan Approval
- County Health Department approval
Upon completion of the above listed matters, the Board would be happy to revisit the request of a will serve letter to be issued.
All public had left the building, District Clerk is to draw up letters to property owners to advise them of the board’s decisions regarding their individual Action Items. Keith Payne motioned to accept the above decisions regarding action items 2 through 4 and to close the North Fork Special Service District June Monthly Meeting of the Board at 10:15 p.m., Thomas Merrill obtained as he was not in last session, seconded by Stewart Olsen, all aye, motion passed.
Minutes noted by Emily Johnson-District Clerk. Draft sent to Board Members 7/10/19.