Board Meeting Minutes October 14, 2021

North Fork Special Service District

Monthly Board Meeting

October 14, 2021 @ 7:00 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 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.

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

Staff members present:

Stephen Miche-Public Works Director, Aubree Lincoln-Public Works, Emily Johnson-District Clerk, David Marsella-Fire Chief, Joseph Martin-Controller, Mindi Neilsen-Paramedic/Firefighter

Public present:

Steve Spiker

Public Comments

None

Informational Items

#1 Fire/EMS Report

– Chief Marsella sent out the fire reports prior to tonight’s meeting. There were nine transports in September which is average for this time of year. Wildland has received $364,225.55 of the $542,141.04 in billings that have been submitted to the State of Utah.

Non-emergency phone numbers should be used to report parking problems within the District.

Non-Emergency Utah County Sheriff’s Office: 801.851.4100

Non-Emergency UPH SL/Utah Co.: 801.887.3800

Engine 211 is now paid in full.

The goats have been placed within the District to aid in mitigation, HOA’s interested in this program can reach out to the District.

Insurance Services Office (I.S.O) Preliminary scores

North Fork 4: (Unchanged)
Wildwood 4/X: (Unchanged)
South Fork 4/X: (Unchanged)
Brickerhaven 4/X: (Changed Down 6)

Wildland Urban Interface will become part of the equation in 2023ish

#2 District Clerk Information

– Emily Johnson-District Clerk presented. Check registers were emailed to the Board prior to this meeting. Duaine Dorton gave a summary of the Financial Committee’s October meeting.

#3 Financial Information

– Joseph Martin-Controller (Joe) sent out the financial reports prior to this meeting.

#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 September

Our water consumption has decreased overall for this same time last year by 590,366 gallons, or 1.8 ac-ft.
Deer Creek capacity is 58%, which is down from last month.
Jordanelle capacity is 51.5%, which is down from last month.
Aspen Grove wet-well levels are averaging about 5.1 feet right now at the beginning of October. 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 a half a foot lower than this time last year.
Stewart Spring was averaging 22 gpm going into the tank in August, is now 14 gpm, so a decrease for September
Unaccounted water in the Upper Pressure Zone – Still trying to track this down. This is where most unaccounted water is.
Aspen Grove Low meter was tampered with last month. The register appears to have been knocked off the meter part way thru August but didn’t catch it until September meter reads showed zero usage. Someone from Aspen Grove got in the meter vault and accidently knocked it off. Aspen Grove will be notified of the tamper and informed that the meter can is owned by the District and that they should not being opening it. The problem we have now is there is no way to know how much water was used for part of August and the whole month of September. We also do not have a policy in place to address issues like this and to collect the lost revenue. We are developing a policy for Board approval to address future incidents
Sundance hit a main 10inch water line in the evening of the October 6th. We were called in and slowed the flow that night and made the repair October 7th morning with the help of TecX, NFSSD personnel, and our backhoe.
We are still waiting on the PRV to come in for Timphaven PRV that we reported last month. It’s about 4-5 weeks out still.
The Division of Drinking Water performed a sanitary survey of the water system. We have several things that need to be addressed in the next couple of weeks to avoid demerits to the water system.
We are scheduled to install a clean out in the upper lateral of the Stewart Cascade Spring October 27-29.
We have found several meters that are bad, thus affecting our unaccounted water negatively.
We signed off on Mandan’s request to change the plat that was submitted last month.

Wastewater Department Information for September

The EQ basins were brought online October 5th. During this transition, we were unable to take labs, but will begin testing again this week. We are still working thru process issues related to programming and operations. There were a couple of things like monitoring the air compressor and interlocks for the for mixers that were not part of the original scope. The District will cover these costs since it was my oversight.

#5 Committee Reports

No other Reports

Action Items

#1 Approval of the September 2021 Board Meeting Minutes

Scott Hart moved to accept the August 2021 board meeting minutes as written, Duaine Dorton seconded. All aye, no opposed. Motion passed.

#2 Establish Audit Committee

Chad Linebaugh motioned to use the current Finance Committee to function as the official North Fork Audit Committee (Duaine Dorton, Keith Payne, Joe Martin, Emily Johnson) to meet twice yearly or as needed. Scott Hart seconded the motion, all aye and no opposed. Motion passed.

#3 Fire Department Staffing

– Chief Marsella is proposing two full time staff positions within the fire department for the 2022 year. Matter is being tabled until next month’s 2022 budget hearing.

#4 Engine 213

– Chief Marsella is proposing the District buy a Type 3, smaller commercial pickup to cross bridges and get into places such as Bear Claw. This will be paid with funds from the 2020 and 2021 Wildland income. The Board is asking for more information and vehicle options. Chief Marsella will return next month with more details and confirmation on numbers including the possible sale of the old engine 213. It could take 12 to 18 months for a new truck to be built. Duaine Dorton motioned to table this matter until next month pending further information, Stewart Olsen seconded this motion. All aye, no opposed. Matter tabled.

#5 Fire Station 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. This $35,000 has been included in the 2021 and 2022 budget, he is asking that he be allowed to obtain architectural plans. The Board is asking that the Fire Committee put together a list of needs and the conceptual drawings that were drawn up previously. Duaine Dorton motioned to table the mater until next month. Keith Payne seconded the motion, all aye and no opposed. Mater tabled.

#6 Meter Tamper/Failure/Unable to Read

– Stephen Miche is seeking to have a policy in place that reads “average rate charged on failure of meters” allowing the District a solution should a meter not be readable. Duaine Dorton motioned to table the mater until it has been vetted by our legal counsel and presented to the Board in its final format. Stewart Olsen seconded the motion, all aye and no opposed. Motion tabled.

#7 Documents from State

– Stewart Olsen is requesting some money to get State documents and agreements for our wastewater system and drain fields. This would include costs of GRAMA requests, copies, or legal counsel. Chad Linebaugh motioned to grant funds for Stewart Olsen to seek documents not to exceed $500 in cost. Scott Hart seconded, all aye and no opposed. Motion passed.

#8 Change to Pretreatment Compliance Statement

– Stewart Olsen is requesting that the designee be changed from Duaine Dorton to the new Storyteller’s Canyon designee (due to the sale of Sundance Resort) regarding the WasteWater Compliance Agreement. Stephen Miche stated he has been talking to our legal counsel about making changes to the agreement, due to unforeseen circumstances the completion date has been extended as well as other changes that have occurred with the purchase of the Sundance Resort. Stephen hopes these can be addressed at one time. Stephen will meet with Stewart outside of the meeting to discuss this. Chad Linebaugh motioned to allow Stewart Olsen to work with Stephen Miche and the attorney on fixing needed changes to the Wastewater Agreement. Duaine Dorton seconded this motion. All aye, no opposed. Motion passed.

#9 Freeze of all fees based on Property Assessed Values

– Keith Payne is proposing a freeze of fees tied to property values at their current level. Assessments of property values in the NFSSD have risen annually over the past several years. Keith feels as a Board they need to show that we are being fiscally responsible with the charges being assessed to District members and “not get caught up with consistent County, State and Federal annual increases” Our long-term debt remains fixed, and our current obligations have been within budget for years. He is asking the freeze start in 2022.

Discussion of how freezing the increase my cause issues in the future (pile up) and how the housing/property market has been increasing lately. Stewart Olsen explained that the original fee was set to fluctuate with the rise and fall of property values at .00158% of the County assessed value of property. There are many projects the District is trying to accomplish; the anticipated 2022 fire rates were considered when Chief Marsella and staff complied the tentative 2022 budget. Discussion ensued regarding District fees, taxes and how revenue is generated within the District. Stewart Olsen motioned to table this matter; Scott Hart seconded. All aye, no opposed. Motion passed.

Due to a holiday the board meeting will be held the first week in November with the Budget Hearing which will take place at 6:00 p.m. November 4, 2021.

At 9:28 p.m. Stewart Olsen motioned to close the meeting, Duaine Dorton seconded. All aye, no opposed, meeting adjourned.

Minutes noted and recorded by Emily Johnson-District Clerk. There were recording problems, the meeting recording connection was lost during the first portion of meeting.
All materials presented in the meeting will be posted as an attachment to the meeting minutes at NFSSD.org and on the Utah Public Notice Website which can be accessed through NFSSD.org.

a 1 Agenda Board Meeting 10-14-2021

n Freeze of Fees Action Item 7

m Change Compliance PreTX Agenda Item

l WW Documents from State Action Item Form

j Station Plans Action Item