ELK MEADOWS SPECIAL SERVICE DISTRICT
ADMINISTRATIVE CONTROL BOARD
 September 25, 2020
ELK MEADOWS MAINTENANCE BUILDING

APPROVED MINUTES

Members Present – Dee Draney; Chairman, Phil Emmerson; Member, Ron Torgerson; Member, Gaye Christiansen; Member

Electronic Participation – None

Members Absent – Mike Dalton; Member, Shane Gadbaw; Member, Paul Burgon; Member

Officers Present –Jeremy Carroll; District Manager, David White; District Treasurer, Leo Kanell; District Attorney

Electronic Participation – None

Officers Absent – Heidi Eyre; District Secretary

Audience – Kallie & Gary Goff, Jack Erwig, James Penny, Mark Direske, Ken & Lorri Puchlik

9:00 a.m.

Call to Order – Dee Draney called the meeting to order at 9:00 a.m. stating that a quorum is present.

Elk Meadows Fire – Jeremy updated the board on the fire.  Jeremy stated that there was no loss of structure.  Jeremy reported that there were two helicopters and 150 personnel fighting the fire.  Jeremy stated that a lot of people did a lot of work and he really appreciates all the effort.  Lorri from the audience stated that the volunteer fire department did a great job.  Lorri also stated that it was impressive that with fires all over Utah we got the resources that the whole state is competing for.  Dee responded that this is motivation for our fire department to keep improving.  Lorri stated that she is placing an ad in the Beaver Journal with a thank you to all of the fire fighters and agencies involved.  Lorri also stated that George is working on a comprehensive plan to help receive state and federal funds.  He will need information from EMSSD regarding equipment, exact number of units, every house, and every condo.  In order to get this done George will need assistance.  Lorri stated that there is a program Dixie Power does called the round up program.  When they send out their bills there is a box that can be checked to round up the bill $1, $5, or $10.  EMSSD could do this and designate it to go to Fire Department.    Lorri stated that in her eyes fire and water are most important thing on the mountain.  Lorri also stated that she would like to encourage EMSSD to increase the fire budget for next year.  There is work to be done to reach the ISO 8 rating.  For example they need to test each hydrant.  The process takes two people two hours to complete.  Jeremy responded that he already has the meter equipment for testing the hydrants.  It was donated from Beaver Fire.  Mark and Lance have volunteered to go around and check each hydrant.  Jeremy reported that they have to be flow tested, pressure tested and the results documented.  Jeremy stated that we now have the equipment to complete this.  Lorri asked who can help with this process.  Jeremy responded that it has to be someone who is certified. 
Lorri stated that they need to number the cabins and post it on the wall in the Fire House.  Lorri stated that we also need a comprehensive list with phone numbers and emails.  Dee responded that the unit numbers should be posted on the outside wall of the fire house so everyone can look at it.  
Lorri asked if the board would consider assigning specific board members to certain issues.  Dee responded that in the past it was divided up power, roads, water, fire etc. Dee stated that this worked pretty well in the past.  Dee stated that he can make the assignments.  
Dee stated that he would like to thank our volunteer fire department for everything they did.    Lorri responded that she also would like to personally thank Jeremy.  

Review and Approve – August 28, 2020, minutes. The board reviewed the August 28, 2020, minutes for approval and corrections if necessary. 

Minutes - Phil Emmerson made a motion to approve the minutes Gaye seconded all approved without objection

The approved minutes will be posted to the Utah Public Notice Website at www.pmn.utah.gov

Snow Plow Procedures – Jeremy reported that he perfected the notification and it is ready to be sent out.  The board approved the Snow Plow Procedures Notification to be sent out in the next billing cycle.

PRV – Jeremy presented the PRV letter for approval.  Leo stated that the PRV letter should be put in the will serve packet with the building information.
Phil reported that Tushar hit a main line and the water had to be shut off.   Once it was repaired it was turned back on.  Phil stated that when the water came back on Snowflake experienced what he believes was a water hammer.  The PRV held but the water line outside the building did not. Jeremy responded that he turned the water back on and it should not have affected Grizzly Ridge.   Phil asked if the contractor working for EMSSD did this is the damage their responsibility. Dee responded that the pipe that leaked was schedule 40 white pipe.  It is sprinkling system pipe.  Dee stated that it is also not acceptable to have primer on there with no glue.  Dee stated there are several things factoring into why that pipe was not going to hold that had nothing to do with the contractor.  Phil stated that after water is turned off there should be a notification sent to all owners before the water is turned back on.  
Dee stated another issue is that we cannot have just anyone turning off the water.  Dee also stated that we are going to start imposing fines for anyone touching water lines.  Dee reported that there will be rules posted and a form signed before starting and construction.  Phil asked who is responsible for the Snowflake water line break if Tushar hit the line and Jeremy charged the line. The PRV held up but the line outside of the building did not hold up. Dee stated that this leak is not the Service Districts responsibility.      
Phil stated that there should be a procedure for notification on recharging the system.  A lot of people on the mountain are not living here full time.  Jack responded that he can get into every one of the Snowflake units.  Dee stated that he and Jeremy will prepare a notification to send out with the will serve letters.  It will include rules and conditions for digging.  

Mt. Holly Parking Lot – Leo reported that he prepared a letter for Mt. Holly on the parking lot.  Leo stated that it should not be sent until the valve work is completed.  Jeremy responded that he is comfortable with Leo sending the letter out.   The work is almost done and he will report to Leo as soon as it is complete.  David stated that the company delivering asphalt billed it with retainage.  David asked if there is any reason we need to continue to hold that money back.  Jeremy responded that the job was completed.  They did a great job.  

Backhoe lease- Jeremy reported that he has both lease agreements and will email them to Leo for review before next meeting.  The price has increased and the amount of hours that we have to use the back hoe has increased.  David suggests going with a 4 year lease.  Jeremy stated that it would be a new machine.  

Motion - Phil Emmerson made a motion to authorize Dee to sign the agreement after is has been reviewed by Leo.  Ron Torgerson seconded.  All approved without objection.  

Proposed Special Improvement District- Leo reported that he authorized the engineer to prepare an estimate for the water line extension.  Once that is complete EMSSD will adopt a resolution to move forward with the project.  Leo also reported that he has been looking into CIB grant money.  Leo stated that the project should be ready by CIB’s February deadline.  The money would be available in June. The project would start next summer.  Dee asked if someone can opt to pay cash.  Leo responded yes.  If someone pays for the work in advance it will be taken off of the financial part.  

Water Connection Fee – David stated that in addition to the will serve letter we used to have an application for water connection.  David also stated that this may be something Leo drafted.  It has been in his file for years along with a fee schedule.   The fee schedule was updated in 2014.  David stated that a copy of the application for water connection should be sent with the will serve letter.  

Credit Card, Venmo, Paypal – David reported that an increasing number of people are asking for alternative ways to pay their assessments.  David suggested that EMSSD consider implementing other payment options.  Jeremy stated that the Forest Service pays through paypal or credit cards.  Phil stated that we need to add a surcharge for anyone using their credit card so EMSSD does not get charged the service fee.  

Motion - Phil Emmerson made a motion to allow David to investigate other methods of payment including credit cards, paypal, and venmo, Gaye Christiansen seconded.  All approved without objection

Insurance claim PRV valve failure – Dee reported there is no new information.  David responded that he had received an email from the insurance and reviewed claim amounts.  Dee stated that we do not want to set a precedence by paying for something that we are not liable for.  

Local Building Authority Pinnacle Club - Leo stated that we need to give Dee authorization to sign the amended platt.  Phil recused himself.  

Motion - Gaye Christiansen made a motion for Dee to sign on behalf of the Building Authority.  Ron seconded.  All approved without objection 

Ad for employment – Dee stated that there is an ad posted for an assistant for Jeremy.  The board needs to set up an interview committee.  

Motion – Gaye Christiansen made a motion to have David, Leo, Jeremy, Dee and Phil be the committee.  Ron seconded.  All approved without objection

Overview of Current Operations: Jeremy Carroll

Water system – Jeremy reported that water flow is good and the tanks are full.   Puffer Spring is running 50 plus gpm. The Forest Service is running 10 gpm  

Roads – Jeremy reported that the roads are dry and dusty.  Juniper Lane is closed for a couple of days.  Aspen Equity repaired the bridge to Sunset as a favor to fire crews.  Jeremy also reported that Hyrum Lee got washed out and needs road base.  Jeremy stated that he is having trouble finding someone to deliver the material.  Jeremy stated that he will check with Tushar to see if they would deliver the material while they are working here. 

Equipment status – Jeremy reported that he is waiting on the buy back from Honen on the loader.  The plow truck is serviced and will be ready for winter.  Jeremy stated that he needs new tire chains for winter.  Jeremy reported the cost to be $8,000 to $10,000.   David responded that the chains cost $12,000 last time for a full set. David asked if Jeremy can refurbish the old chains or return for them for a credit.  Jeremy responded that they are not doing that anymore.  Jeremy will get accurate numbers and report back to the board. 

Instrumentation Puffer Spring – Jeremy reported that he has some phone numbers.  He will be making calls and report back to the board on this at the next meeting.  
.  
Fire Department status – Jeremy reported that everything is good.  They have had training and the trucks are in good shape.  Jeremy also reported that they are getting a good schedule going.  Dee thanked everyone for their work on the fire department.  Dee stated that to free Jeremy up he should just oversee things and let Lane and Jack handle training.  

Maintenance Building Update – Jeremy reported that the building is almost complete.  The doors will be installed by end of next week.  They were delayed due to COVID.  Jeremy also reported that they had to redesign the septic system.  The floor drain and septic cannot be on the same leach line.  There is a small amount of electrical and the plumbers are almost done.  

Review and Approve Monthly bills and Accounts Payable - Jeremy reported that Beaver Fire Safety has ordered fire extinguishers for the maintenance building that will be delivered once the doors are installed.  
David passed out reports with bills paid since last meeting.  David reported that $560.00 was paid to David Olsen for work he performed to repair damage caused by EMSSD.  Sunrise Engineering’s final $2,000 is on the list.  The bill for parking lot at Mt Holly for $27,000.  Rocky Mountain Power sent a $9,000 bill.  David is proposing more research before paying this.  
David reported that the overage on the maintenance building was $25,000 for the cement apron and $25,000 for the water line.  David stated that the additional $50,000 will have to come out of the savings account.  David reported that the RF Wilson Pinnacle Club property sold.   David also reported that $24,900 has been received.  The balance of $98,000 will be received next week.   

Motion – Phil Emmerson made a motion to approve the financial reports, bills that have been paid since the last meeting, and the accounts payable, Gaye Christiansen seconded.  All approved without objection.    

Motion –Ron Torgerson made the motion to adjourn 
The next EMSSD meeting will be held on Friday, October 23, 2020 at 9:00 a.m. in the County Commission Chambers at 105 East Center Street, Beaver, UT.