MINUTES OF THE MEETING OF THE TRUSTEES OF THE CENTRAL WEBER SEWER IMPROVEMENT DISTRICT HELD MONDAY, JANUARY 23, 2017, AT THE DISTRICT OFFICE LOCATED AT 2618 WEST PIONEER ROAD, MARRIOTT-SLATERVILLE, UTAH
Mark Allen, Sharon Bolos, Tom Burkland, Keith Butler, Mike Caldwell, Kerry Gibson, Richard Hyer and Norm Searle
Bart Blair, Korry Green, Tamara Long, Toby Mileski, Jim Minster, Bruce Richins and Brent Taylor
Lance Wood, John Cardon, Kevin Hall, Trevor Lindley and Clint Rogers
Call to Order: The meeting was called to order at 5:40 p.m. by Chairman Allen. The pledge of allegiance was led by Chairman Allen and the invocation was offered by Trustee Bolos. Public Comment: There were no public comments. Minutes of December 19, 2016 Board Meeting for Approval: It was moved by Trustee Hyer and seconded by Trustee Caldwell as follows: That the December 19, 2016 Board meeting minutes be approved as presented. The motion carried by the affirmative vote of Trustees Allen, Bolos, Burkland, Butler, Caldwell, Hyer and Searle. Ratification of Vouchers: Trustee Gibson entered the Board room. John Cardon informed the Trustees that none of the checks issued during the month of December required Board approval prior to payment. Following a review of the list of issued checks, it was moved by Trustee Hyer and seconded by Trustee Burkland as follows: That the payment of vouchers issued during the month of December, 2016, in the total amount of $1,305,554.78, be approved and ratified as presented. The motion carried by the affirmative vote of Trustees Allen, Bolos, Burkland, Butler, Caldwell, Gibson, Hyer and Searle.
Consideration of Pay Requests & Equipment Purchases: Lance Wood reminded the Trustees that the 2017 Capital Projects Budget includes the purchase of a new Brown Bear aerator, which is used for turning and drying biosolids. The turning and drying of biosolids is a method of composting sludge to meet EPA permit requirements for the proper disposal of biosolids. The existing 1999 Brown Bear aerator is 18 years old and is showing significant signs of wear and experiencing higher maintenance costs. No other product is available that can perform the tasks of a Brown Bear. The bid summary is as follows: New Brown Bear Less Trade-in of Old Brown Bear Freight to Ogden Net Delivered Cost
$483,225.00 (40,000.00) 4,000.00 $447,225.00
Mr. Wood recommended approval of the Brown Bear purchase. It was moved by Trustee Burkland and seconded by Trustee Butler as follows: That the net delivered cost of $447,225.00 for a new Brown Bear aerator be approved as presented. The motion carried by the affirmative vote of Trustees Allen, Bolos, Burkland, Butler, Caldwell, Gibson, Hyer and Searle. Certification of Annexation/Withdrawal Petitions: There were no annexation or withdrawal petitions to be considered by the Board. Consideration of Property & Liability Insurance Bids: John Cardon presented bids for property and casualty insurance. The Buckner Company, acting as a broker for the District, and the Utah Local Governments Trust presented bids for both property and casualty insurance. The low bid for property insurance was submitted by Affiliated FM at a premium cost of $266,233.00. The low bid for casualty insurance was submitted by Travelers at a premium cost of $52,523.00, for a total premium of $318,756.00 for both coverages. Both carriers are represented by The Buckner Company, and both carriers have served the District for many years with quality service. One year ago, the cost for both property and casualty insurance coverage was $358,967.00. The new bids represent a savings of over $40,000.00. For many years, the insurance policies have provided coverage from January 15th to the following January 15th. Most years, the policies expire prior to Board approval of new coverage, with the carriers continuing to provide coverage during the gap. Mr. Cardon suggested that the policies be extended to February 1, 2018 so the District will never be required to ask for grace period coverage and coverage will always be available without risking a gap. He noted that now is a good time to extend the coverage through the end of January because of the excellent premium rates that are available this year. Including the extended coverage through January, the total cost for property 2
insurance coverage from Affiliated FM would be $278,456.00 and for casualty insurance coverage from Travelers would be $54,973.00, for a total premium cost of $333,429.00. Even with an extended coverage period, this represents a savings of more than $25,000.00. The insurance includes terrorism coverage. Mr. Cardon recommended approval of the insurance bids from Affiliated FM at a premium cost of $278,456.00 and from Travelers at a premium cost of $54,973, including terrorism coverage and an extended coverage period to February 1, 2018. It was moved by Trustee Searle and seconded by Trustee Bolos as follows: That the bid from Affiliated FM for property insurance in the premium amount of $278,456.00 and the bid from Travelers for casualty insurance in the premium amount of $54,973.00 be approved as presented. The motion carried by the affirmative vote of Trustees Allen, Bolos, Burkland, Butler, Caldwell, Gibson, Hyer and Searle. Consideration of Master Plan Proposals from Engineering Firms: Mr. Wood informed the Board that four engineering firms responded to a Request for Proposals to complete a new Master Plan Study for the District. A committee consisting of Chairman Allen, Kevin Hall and Lance Wood reviewed and scored the proposals and invited proposal teams from the two top ranked firms, Bowen Collins & Associates and Carollo Engineers, to the District office for presentations and interviews. The interviews were conducted on January 4, 2017, with all three District review committee members present. At the conclusion of the interviews, references for both engineering firms were contacted. While both interviews went very well, the committee recommended the selection of Carollo Engineers to create the Master Plan for the District. When negotiated by management, a scope of work and cost of the study will be presented to the Board for consideration. It was moved by Trustee Burkland and seconded by Trustee Hyer as follows: That Carollo Engineers be approved to conduct a Master Plan Study, conditioned upon a scope of work and cost for the study being negotiated by management and approved by the Trustees during a future Board meeting. The motion carried by the affirmative vote of Trustees Allen, Bolos, Burkland, Butler, Caldwell, Gibson, Hyer and Searle. Approval of Surplus Property Bid Items & Minimum Bids: Lance Wood presented a list of District owned property that he recommended be declared to be surplus. Recommended minimum bid amounts were included for several items. A date will be set for bids to be submitted and the items will be advertised for sale. Mr. Wood requested that the list of surplus items and minimum bids be approved as presented. It was moved by Trustee Butler and seconded by Trustee Caldwell as follows:
That the list of surplus property, including minimum bids, be approved as presented, that the listed property be declared to be surplus, and that District personnel be authorized to offer all of the surplus property for sale using commercially reasonable means. The motion carried by the affirmative vote of Trustees Allen, Bolos, Burkland, Butler, Caldwell, Gibson, Hyer and Searle. Possible Closed Meeting Concerning Pending & Threatened Litigation, Purchase of Real Property and/or Personnel Issues: Lance Wood confirmed that there was no need to close the meeting. General Manager: Mr. Wood had no additional items. Attorney: Board members requested an update from Mark Anderson concerning legislation that might affect the District in a negative way. Mr. Wood will ask Mr. Anderson to provide updated information on key legislation for distribution to the Board. Other Business: Chairman Allen provided the Trustees with a list of procedures that are in place to protect the finances of the District. He asked the Trustees to review and consider the information. Adjournment: There being no further business to come before the Board, Chairman Allen declared the meeting to be adjourned at 6:10 p.m. Approved by the Board of Trustees of the Central Weber Sewer Improvement District this ____ day of __________________, 2017.
Mark C. Allen, Chairman ATTEST
John E. Cardon, Clerk