North Fork Special Service District

2021 Budget Revision & 2022 Budget Hearing

Monthly Board Meeting

November 4, 2021 @ 6:00 p.m.Due to COVID-19 restrictions and concerns, this meeting will be hosted via Zoom Application without an anchor location. Any members of the public that would like to join the public portion of the meeting/hearing will need to email a request for invite to the District Clerk at admin@NFSSD.org or call 801.225.7263 or 801.404.4734 prior to the meeting/hearing.

Visit NFSSD.org for additional information including meeting minutes and a link to access The Little Manual for Local and Special Service Districts.

2021 Budget Revision & 2022 Budget Hearing

 Board members present:  Dr. Stephen Minton-Chairman, Stewart Olsen-Vice Chair, Duaine Dorton, Gary Liddiard, Chad Linebaugh, Keith Payne, Scott Hart

Staff members present:  Aubree Lincoln-Public Works, Emily Johnson-District Clerk, David Marsella-Fire Chief, Joseph Martin-Controller, Jeanie Atherton-Paramedic/Firefighter

Public present:  AnnMarie Howard

 Dr. Stephen Minton-Chairman called the hearing to order at 6:22 p.m. Joseph Martin-Controller shared his screen for the attendees to view “North Fork Special Service District 2021 Amended and 2022 Proposed Budgets”. This document was sent out in the Zoom meeting invite prior to this hearing for the public, board, and staff to review. He briefly reviewed the document and its contents. Due to the unexpected revenues and expenses in Wildland and the added insurance coverage requested by the Board some line items changed substantially in the 2021 adopted budget in 2020. There was an unexpected cost to the air-conditioning/heating unit in the wastewater plant as well.

Dr. Minton asked if there was a significant increase of cost to our legal expenses due to the projects started mid-year and if we should plan for an increased legal budget should the well project begin. Emily Johnson-District Clerk explained that the budget is an authorization to spend and can be revised during the fiscal year should unexpected costs arise, any revisions need to be made public for transparency with the members of the District prior to the funds being spent. Discussion of how capital improvement funds should be budgeted and saved were had.

2022 had increases in Fire due to the anticipation of 2 new full-time employees and their turnouts, a generator, and the purchase of a small Conex trailer for Station 2. Station 2 needs bathroom facilities.

Water and Wastewater departments had an increase in 2022 (Stephen Miche was not in attendance to the meeting but Aubree Lincoln believed it was for the anticipated hire of a full time and part time employee for 2022).

Monthly Meeting of the Board of Officers

Board members present:  Dr. Stephen Minton-Chairman, Stewart Olsen-Vice Chair, Duaine Dorton, Gary Liddiard, Chad Linebaugh, Keith Payne, Scott Hart (Gary Liddiard had technical difficulties and was in and out of the meeting throughout the night)

Staff members present:  Aubree Lincoln-Public Works, Emily Johnson-District Clerk, David Marsella-Fire Chief, Joseph Martin-Controller, Jeanie Atherton-Paramedic/Firefighter

Public present:  AnnMarie Howard, Steve Spiker

Public Comments

None

Informational Items

#1 Fire/EMS Report

– Chief Marsella sent out the fire reports prior to tonight’s meeting. Wildland billings are at $593,907.41 for the year which is double from last year’s revenue. Parking signs have been ordered for the plant, dumpster, and engine area. There have been some issues with home rentals not meeting fire code criteria, he is working with the Fire Marshall to compile a plan for rentals to be compliant including fire detectors, locked/blocked doors, and escape routes.

 #2 District Clerk Information

– Emily Johnson-District Clerk presented. Check registers were emailed to the Board prior to this meeting. Emily reports the 2 vacancies on the North Board were posted by the Utah County Commissioner’s office. Postings are available at NFSSD.org, the County website, near the District mailboxes and by the District compactor. 2 vacancies exist on the North Fork Board January 1, 2022. Letters of interest must be submitted to the County Commissioners by January 7th at 5:00 p.m. The Quarter 3 reports have been submitted to the State and Federal government. She asked that if you know of someone buying of selling properties in the district, to let her know so she can get the transfer of services completed. Community committees need help, if anyone in the community is interested in serving on a committee, please contact the district office.

#3 Financial Information

– Joseph Martin-Controller (Joe) sent out the financial reports prior to this meeting. He reports the District is “healthy” and in a good financial position.

 #4 Water/Wastewater Report

– Aubree Lincoln-Public Works presented. Graphs and reports were distributed to the Board prior to the meeting.

Water Department Information for October

  • Our water consumption has increased overall for this same time last year by 564,496 gallons, or 1.7 ac-ft.
  • Deer Creek capacity is 61.5%, which is up from last month.
  • Jordanelle capacity is 51.5%, which is same from last month.
  • Aspen Grove wet-well levels are averaging about 5.3 feet right now at the beginning of November. We are now able to compare this to last year’s wet-well data. This time last year for the whole month of October, our average was 5.7 feet. We are slightly less than last year.
  • Stewart Spring is now averaging 16 gpm.
  • Unaccounted water in the Upper Pressure Zone – Still trying to track this down. This is where most of our unaccounted water is.
  • Fixed another leak from a PRV on Big Pine that can account for some off the unaccounted water for the lower pressure zone .
  • We are still waiting on the PRV to come in for Timphaven PRV that we reported last few months. It is about 1-2 weeks out still.
  • Stewart Cascade Spring update: We rented a mini-excavator, truck, and trailer for the project. We kept the cost lower by doing this in house with our NFSSD staff. We tied in the left and right laterals into the tank, although the valves remain closed until, we get approval from the State for this additional water. We found the upper Stewart Spring lateral and are still working on installing a clean out. The grounds were more saturated and steeper than anticipated, we would have had to dig a path out for the mini excavator to make it safely to the site where the lateral was. Our time frame did not allow for this, so we hand dug the lateral. It was about two-three feet deep. With the help from the Public works crew and Chris Storbeck (volunteered), we were able to dig down and find the main spring line, along with the collection lateral. It is 8-inch ductal iron for both main and lateral. While exposing line, water was filling the hole coming from the lateral’s direction. We believe that line is plugged with roots and dirt, like the other was lateral from 2019. Once we clear the roots in the line, we anticipate capture that water draining down the sides of the lateral.
  • Provo Reservoir Shareholders meeting notes:
    • Last year: Only 30% of water from the snowpack made it to the reservoir – because the soil saturation was low at the beginning March-April (last year) until it was able to hit the reservoirs.
    • This year: Soil moisture is good and is expected to have a good runoff for this coming season, so long as the snow continues to come.
  • We have found several meters that are bad, thus affecting our unaccounted water negatively. Working on getting a list together to replace them, that fits into the budget.

Wastewater Department Information for October

  • The EQ basins were brought online October 5th. We are still working through process issues related to programming and operations.
  • We only have two samples for October because our auto-sampler stopped working the last part of the month. Worked on trying to fix it first, but now we are replacing it. For the samples we do have: the first sample was over in TSS and BOD. Second sample was over in TSS.
  • Sundance is lowering the utility lines on the ski run. For the district, it’s one of our water lines, and the two effluent lines. We have been involved with locating these lines, as well as addressing issues as they arise.
  • Sundance is extending their Boneyard parking lot and are extending the water main and adding two hydrants in that parking lot as well. We have been involved with locating these lines as well.
  • We have some unseen costs with our communication electrical line for our drain fields. They were hit while lowering the lines for Sundance. We did not know they were there, so they weren’t marked. We will be paying for that fix.
  • Aubree and Kevin have been studying to take the Wastewater level 3 test this past month. They took it on the 4th of November.

There was some hand digging that took place to open a lateral on the Stewart Spring. There is hope that they can clear the area and gain some water sources in that area.

#5 Committee Reports

Duaine Dorton-Finance and Budget Committee Chair stated the committees have met over the month mostly to discuss the budget information presented today. The committee has identified some things that can be streamlined for future years including getting people involved earlier on in the budget preparation process. Staff is doing great.

The Personnel Committee met last month, special thanks to Steve Spiker for his input and involvement in this community committee. Yearly bonuses were discussed and will be presented to the Board next month. Employee review procedures were also discussed.

Scott Hart-Fire Committee Chair stated due to the Wildland crew being deployed they will meet when the crew has returned.

Chad Linebaugh-Funding Committee Chair reported he met with the legislative consultant the Sundance Resort has hired. The funding for the well from The American Rescue Plan funds may be available in November 2021. It looks promising that the 1.5 million from the State and the matched at 1.5 million by the County will be received by end of year. Unfortunately, a new fire station is not something they feel will qualify but water, wastewater and roads can benefit from this aid.

Stewart Olsen-Wastewater Committee Chair reports the committee is going to go over various contracts the District has with the State and Sundance Resort and details on how the membrane system works. Anyone who would like to be involved is invited, he hopes Chad Linebaugh from Sundance Resort can be in attendance. Stewart spoke with the District’s attorney to receive advisement on obtaining documents.

Action Items

 #1 Approval of the October 2021 Board Meeting Minutes

Stewart Olsen motioned to accept the October 2021 board meeting minutes as written, Keith Payne seconded the motion. All aye and no opposed, motion passed.

 #2  2021 Budget Revision

Stewart Olsen motioned to adopt the 2021 budget revisions and outlined in the budget hearing earlier this evening. Duaine Dorton seconded, all aye and no opposed. Motion passed.

 #3 2022 Adopted Budget

Stewart Olsen motioned to adopt the 2022 budget as outlined in the budget hearing earlier this evening. Gary Liddiard seconded. Duaine Dorton opposed, all others aye. Motion passed.

Joseph Martin expressed that any modifications to increase the budget will need to be posted to the public.

#4 Engine Replacement 213

– Chief Marsella is proposing the District buy a Type 3, smaller commercial pickup to cross bridges and get into places with limited space. This will be paid with funds from the 2020 and 2021 Wildland income. The Board tabled this mater in the October 2021 board meeting and asked for more information and vehicle options. Chief Marsella shared a comparison sheet from E-211 to a planned smaller, lighter engine (estimated to be $295,000). The 1998-1999 (old wildland engine) may be sold next year. Roads, bridges, and gates were identified in the district that the current larger engine may not be accessible to.

Duaine Dorton motioned to give Chief Marsella the approval to commit to the purchase of an engine to replace Engine 213 in the amount of $295,000. Chad Liddiard seconded the motion, all aye no opposed. Motion passed.

#5 Fire Station 211 Architectural Plans

– Chief Marsella is proposing plans be drawn to give direction for the future building of a fire house. True architectural plans are approximate $35,000 (3 bids were made, this was the least expensive). This $35,000 has been included in the 2021 and 2022 budget, he is asking that he be allowed to obtain architectural plans and surveys in order to move forward with a plan for a fire station expansion.

Gary Liddiard motioned that plans and surveys take place for the fire house expansion if it falls within the budget. Stewart Olsen seconded, all aye and no opposed. Motion passed.

 #6 Late Fee-Squire

Squire is requesting late fees that were applied to the accounts they manage for a member of the District be waived as they have been a long-standing customer who historically pays on time. The invoices were not clear to them, and 11 accounts are sent to them on one statement.

The precedence set by other accounts who have requested that multiple accounts be combined on one statement has been that late fees apply to each individual account. Stewart Olsen stated if we are going to be consistent with all customers, the parcels need to be billed and feed individually.

Stewart Olsen moved that the District follow precedence and decline the request by Squire to waive late fees on the 11 accounts. Keith Payne seconded the motion. Duaine Dorton recused himself, all others aye. Waive of late fees denied.

At 9:10 p.m. a motion to leave open session and to enter closed executive session was made by Gary Liddiard, Scott Hart seconded. The public and staff were removed from the meeting.

 #7 Closed Session to discuss personnel reviews

No action was taken

At 9:52 p.m. Gary Liddiard moved to leave the closed session and return into open session. Chad Liddiard seconded, all aye.

At 9:52 p.m. Duaine Dorton moved to close the monthly meeting/budget hearing of the board. Scott Hart seconded. All aye, no opposed. The meeting/hearing ended at approximately 9:53 p.m.