MGSID Board Meeting, Wed., September 5, 2018 @ 6:30 PM
Notice Tags
Sewage, Public Meetings
Notice Type(s)
Notice,
Meeting
Event Start Date & Time
September 5, 2018 06:30 PM
Event End Date & Time
September 5, 2018 09:00 PM
Event Deadline Date & Time
09/05/18 01:00 AM
Description/Agenda
FOR YOUR INFORMATION ONLY
MOUNTAIN GREEN SEWER IMPROVEMENT DISTRICT
5455 West Old Highway Road, Mountain Green, Utah
Agenda for Wednesday, September 5, 2018
Board of Trustees Meeting starting at 6:30 PM
Meeting to be held in Open Public and Closed Sessions
The Board may choose to go into a Closed Session at any time by making a motion and
public announcement, and then achieving a 2/3 vote approval with recordation of votes.
6:30 PM BOARD OF TRUSTEES MEETING
A. Call to Order
B. Prayer
C. Approval of Agenda
D. Declaration of Conflicts of Interest
E. Approval of Minutes - August 1, 2018
F. Next Board Meeting is scheduled for October 3, 2018 at 6:30 PM.
G. Public Comment Period
AGENDA ITEMS
6:35 - Bylaws work
7:00 - Will Serve request discussion
7:15 - Manhole repair discussion
7:10 - On-call engineer for MGSID - Kent Wilderson discussion
7:25 - Rulon Gardner - Follow-up meeting discussion
7:45 - Proposed Annual Total Phosphorus load discussion
7:55 - Board plaque discussion
8:15 - Office copier replacement discussion
8:35 - Disposition of old office computer discussion
8:40 - Attorney letter discussion
8:45 - Monthly Auditor's report
8:50 - New business
9:00 - MGSID Manager's report
9:15 - Adjourn
The times above are estimates at best.
1) Bylaws work
- All Board Members were asked to review the most recent version of the Bylaws at home and come to the September meeting prepared to make any necessary changes and then approve the final document.
2) Will Serve
- Brandon Love is requesting a Will Serve for one ERU for the lot at 4741 Old Highway Road. There is no sewer stub to this lot, so once the impact and inspection fees are paid, he will be connecting a sewer lateral to the 10' sewer main that runs directly in front of the lot on the south edge of Old Highway.
- Does the Board approve issuing this Will Serve?
3) Will Serve
- Ryan Mellott with DRM Construction is requesting a Will Serve Letter for 68 lots = 68 ERUs for the Cottonwoods Phase 5 Development. Cottonwoods Phase 5 is part of the Cottonwoods PUD that received concept approval from the Morgan County Council in 2006.
Does the Board approve issuing this Will Serve the Cottonwoods Phase 5 Development for 68 ERUs?
4) 2018 UASD Annual Convention
- The Utah Association of Special Districts Annual Convention is November 7th, 8th, and 9th of this year. The Chairman would like all board members to have the opportunity for attending and gaining any and all educational benefits offered at this convention. The Chairman is asking the board to authorize the expenditure for members willing to attend the convention.
- Does the board agree to this educational opportunity?
5) Manhole repairs
- Competitive bid requests were sent out for the repairs on six manholes.
- Per the procurement policy under Small Purchases Threshold for Construction Projects: The District may procure small construction projects up to a maximum of $25,000 by direct award without seeking competitive bids or quotes after documenting that all building code approvals, licensing requirements, permitting and other construction related requirements will be met. The awarded contractor must certify that the contractor is capable of meeting the minimum specifications of the project.
- However, the Procurement Manager sent out bid request to four different contractors capable of performing the necessary repairs and only had one bid response returned (see attached bid request /response).
i. Leon Poulson: $7,801 for the necessary repairs to all six manholes and up to five new manhole rings and covers (The will subtract $250 for each manhole cover and ring that they do not have to replace). Bid was submitted on time and complete. Leon Poulson is also the firm that completed our manhole connection project earlier this year - on time, under budget and provided immediate response to a follow up repair.
ii. Centerline Construction: Confirmed receipt of bid request and confirmed interest in bidding. No bid received by submission deadline date and no response to follow up messages.
iii. Hogan Construction: Responded but declined to bid because they are too busy.
iv. Little K Construction: Business closed down (Little K has completed several similar projects for us over the years).
- In the case of only one response: Procurement Policy; Section VII Competitive Procurement; Item C; Sub-section 11a: Only One Bid Received: 'if only one responsible bid is received in response to an invitation for bids, including multiple state bidding, an award may be made to the single bidder if the Procurement Officer determines that the price submitted is fair and reasonable and other prospective bidders had a reasonable opportunity to respond, or there is not adequate time for re-solicitation.'
- Does the Board approve the spending up to $7,801 for the repairs to the six manholes that are listed in the bid request from Leon Poulson?
6) Kent Wilkerson, Engineer on call
- Kent Wilkerson has been providing MGSID with valuable information regarding future developments and growth in Mountain Green. Kent has been generous in sharing his time along with the data he has gathered for his clients, but there is a limit to what he can provide to the MGSID without appropriate compensation.
- The MGSID Manager recommended that Mr. Wilkerson submit an agreement to act as an Engineering Consultant to MGSID that would be beneficial for both sides.
- Attached is a proposed agreement for Kent Wilkerson to act as a Consulting Engineer for MGSID in the area of estimated growth and system development. His services would be available at an on call hourly rate, similar to what we do with our attorney and bookkeeper, and would be limited by spending caps and budget limitations set by the Board.
- When needed, Kent's work could assist the Board with future planning, but would not replace the need for specialized engineering firms to design the new wastewater plant.
- Is the Board interested in signing an agreement for an on call engineer?
7) Rulon Gardner - Follow up meeting
- At the August 2018 Board Meeting, Rulon Gardner suggested that there might be some possibility of developers paying their impact fees in advance in order to assist the MGSID in financing the new wastewater treatment facility.
- We have scheduled that meeting for Wednesday, September 12, 2018 at 5:30 PM, at the Cottonwood Mutual Water Company. This is not a public meeting, but MGSID Board Members are welcome to attend. Please note there is limited space in their Board Room. The purpose of the meeting is just for the exchange of ideas and no legal agreements will be made.
8) Proposed Annual Total Phosphorus Load
- We received a notice from the Utah Department of Environmental Quality regarding our Proposed Annual Phosphorus Loading Cap.
- Once the phosphorus loading cap is exceeded, MGSID will have five years to construct treatment processes or implement a treatment alternative to prevent the total phosphorus cap from being exceeded.
- Under R317-1-3: B. Discharging Lagoons -Phosphorus Loading Cap
1. No TBPEL will be instituted for discharging treatment lagoons. Instead, each discharging lagoon will be evaluated to determine the current annual average total phosphorus load measured in pounds per year based on monthly average flow rates and concentrations. Absent field data to determine these loads, and in case of intermittent discharging lagoons, the phosphorus load cap will be estimated by the Director.
2. A cap of 125% of the current annual total phosphorus load will be established and referred to as phosphorus loading cap. Once the lagoon's phosphorus loading cap has been reached, the owner of the facility will have five years to construct treatment processes or implement treatment alternatives to prevent the total phosphorus loading cap from being exceeded.
3. The load cap shall become effective July 1, 2018.
- The Manager is running projections (see attached) based on Table 1 in the letter in order to provide an approximation of when we would hit the load cap and start the five year clock running, but early estimates show us hitting the cap in 2020, so all signals point to the January 1, 2025 date as our target for operating a new plant.
- To appeal this ruling for any reason, we must respond by September 10, 2018.
9) Board Plaque
- Janet is working on preparing a list of all the past Board Members Names for the plaque, but this will take some time. The District was created in 1976, forty two years ago, and she has to research through boxes of old documents to try and come up with the names of those who have served.
- She recommended the 18' wide X 24' tall walnut plaque with 102 black name plates (page 43 in Crown Trophy catalog) that will display the Board Member name and years served in gold engraving. Plaque #576-3 for $430 plus $5.00 for the engraving on each name plate (example: John Doe, 1995-2001).
10) Office copier replacement
- Replacing the office copier was discussed at the August 1, 2018 meeting and the Board requested the Manager to obtain additional quotes.
- There are four quotes attached for the Board to review.
- Does the Board want to replace the old copier, and if so, with which machine?
11) Old Office Computer
- We replaced Janet's computer last year and removed/erased the District information so we could donate it. We contacted the Morgan School District but they had no interest in taking an older computer so now it sits here collecting dust.
- Ian Nevius, one of our operators for the past year, just resigned in order to go to college. He has expressed an interest in receiving it, but I let him know this would have to be a recorded Board decision so there is no appearance of impropriety.
- MGSID procurement policy Section III G, 3 regarding surplus property states 'The Procurement Officer (MGSID Manager) may donate to a charitable organization, destroy, or dispose of as waste any surplus property that is worth less than $30.00 without involvement of the Board if: b. The cost of selling the surplus property is greater or equal to the value of the surplus property;' The cash value of an old used computer is in the eye of a beholder and could be judged by different individuals to be worth more or less than $30.
- What does the Board want to do with this old computer?
12) Attorney Letter
- The MGSID received a letter from Attorney Brian E. Arnold that advised the District that a subpoena had been issued to the MGSID in relation to a divorce case in Mountain Green. Mr. Arnold stated that we should ignore all requests regarding the subpoena as he had filed a Motion to Quash it.
- The Board was advised by email on receipt of the letter and the MGSID has not received anything else in reference to the subpoena.
13) Monthly Auditor's Report
- The monthly audit report will be given by Board Member Larry Nance.
14) New Business
- Recommended Agenda Items for September 2018.
- Questions for Staff?
15) Manager's Report
- The Manager's report will be presented at the Board Meeting and then attached to the approved Minutes for recordation.
16) Motion to Adjourn
Notice of Special Accommodations (ADA)
Our building is ADA accessible with ADA parking, ramp access, single level, large bathroom.
Notice of Electronic or Telephone Participation
Our facility is not set up to support electronic participation during meetings.