MINUTES OF THE MEETING OF JUNE 2003
The regular meeting of the Board of Directors of the Pine Valley Special Service District was held on Wednesday, June 4, 200 at the Pine Valley Fire Station conference room. Vice Chairman Vicki Frei called the meeting to order at 6:00 P.M.
Vice Chairman Vicki Frei led everyone in the pledge of allegiance.
Board Members present: Vicki Frei, Vice Chairman, Lee Carlile, Victor Christensen, and Ryon Gardner. Absent: Chairman, Ron Snow. Also present: Dall Winn, Fire Chief and Julie Cropper, Administrative Secretary/Treasurer. Public present: Steve Robinson, Washington County Planning and Zoning, Fred Pendelton, Pine Valley Historical Advisory Committee and Erie Snow, representing Dixie Escalante REA and Pine Valley Irrigation Company; Guin Winn, Layne Frei, George Cropper, Carolyn Carlile, Grant and Mary Cotterall, and Gae Robinson.
Minutes of the meeting held on May 7,2003 were read and approved on motion made by Board member, Lee Carlile and seconded by Board member, Victor Christensen.
Erie Snow of the Pine Valley Irrigation Company and Dixie Escalante REA reported the following items:
PUBLIC COMMENTS NOT ON THE AGENDA
Fire Chief Dall Winn discussed the following items with respect to Pine Valley Fire Department operations:
Dall discussed fireworks hazards and the need for a local position to prevent fires. After some discussion, a motion by Board member Lee Carlile was made to prohibit the use of fireworks in Pine Valley and authorize the Fire Chief to post a signs where needed throughout the valley. The motion was seconded by Board member Victor Christensen and carried.
Julie passed information from Utah Association of Special District training seminar, which she attended, to the Board members. Drafting policies for contracting, purchasing and contracts for the Secretary and Fire Chief were essential. These policies and documents are required under Utah State Law and were made available through the State Auditor's Office. She said that there must be someone authorized to be the purchasing agent for the District and suggested that the members could study the drafts presented at this time and consider them further at the next meeting.
Erie Snow suggested that there should be a maximum purchasing threshold amount which could be spent by authorized persons without specific board approval.
Vicki Frei asked if we use Form 1099 for tax reporting when the Secretary and Chief are contractors? The answer, yes we have been doing that for years including any contractors that we use.
It was suggested that the board may need a special work meeting to discuss these things. Victor Christensen said that the contracts as drafted were a very standard format and he believed they +could be approved now.
Dall said that the purchasing policies need to be discussed. Purchasing has been done by 4 or 5 different persons and all have been submitting bills.
Victor said that purchasing for the Department needs to be approved by the Fire Chief. He made a motion to accept the Utah State contract format as presented and to appoint Dall Winn as the purchasing agent for the Pine Valley Special Service District. The motion was seconded by Ryon Gardner and carried.
There was some general discussions on threshold approvals and how grant monies have been spent. Dall said he will mention the prior approval requirements at the next department meeting.
The board expressed thanks to Steve Robinson, also a member of the Volunteer Fire Department, for erecting our new flagpole.
There were no citizen comments or requests.
PINE VALLEY HISTORICAL ADVISORY COMMITTEE REPORT
Fred presented the following information from the Pine Valley Historical Advisory Committee:
WASHINGTON COUNTY PLANNING & ZONING REPORT
SET DATE FOR NEXT MEETING
July 2, 2003 PVSSD Regular Annual Meeting
There being no further business, Lee moved and Ryon seconded a motion to adjourn. The motion carried and the meeting was adjourned at 7:05 pm.
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Most recent revision Saturday January 17,2004