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:

• the Dixie Escalante REA annual meeting will be held next Tuesday at 5:00 pm with a business meeting starting at 7:00 pm.

• the Pine Valley Irrigation Company met with the well drillers today and expect to start to drill a well in Lloyd Canyon in about two weeks from now.

• the spring water available is now up to about 300 gpm and they are pumping 290 gpm for 18 hours each day. We are OK with water use for now, but be conservative.

COMMITTEE REPORTS

• Julie Cropper, Secretary, mentioned two building permit listings for new construction from Washington County and the log home being constructed behind Roaches was mentioned.

• Construction refuse is a problem; it is filling up the residential dumpsters. Washington County needs an ordinance requiring dumpsters be provided at each construction site.

• Vice Chairman, Vicki Frei discussed plans for the July Annual meeting. It is to be held at the Forest Service Heritage Center on Main Street. Vicki will be in charge of getting refreshments and the site has been reserved.

• Board member Victor Christensen said that he and Fred Pendelton had presented the OHV resolution passed at the May 7, 2003 meeting to the Washington County Planning and Zoning Commission. At this meeting the Under-sheriff Pete Kuhlman, said that all areas are closed unless specifically posted as open, but there are still some discrepancies with BLM and the Forest Service maps which need to be corrected. Victor said the issue will be forwarded to the Washington County Commission at their next meeting and the Washington County Attorney, David Patterson, wants to be involved with language on signs. Victor will get signs if a closure is approved by the Washington County Commission. After signing, it will come down to enforcement.

• Board Members, Lee Carlile and Ryon Gardner had no reports to review at this time.

PUBLIC COMMENTS NOT ON THE AGENDA

• Erie Snow said there will likely be opposition to a closure.

• Steve Robinson said it was closed by State Law and ordinances that are already in place and the action will be signing and enforcement of these rules. Steve also mentioned that he has a copy of maps with literally thousands of miles of proposed OHV trails in Southern Utah.

FIRE DEPARTMENT

Fire Chief Dall Winn discussed the following items with respect to Pine Valley Fire Department operations:

• open burning period closed on June 1. Campfires and barbecues are OK for now. Open burning signs are up, but he would like a board resolution banning fireworks so that can be posted also.

• the fire dept. has decided to raise some funds by selling Pine Valley logo caps. The annual dinner will be held the third Saturday in August.

• training is continuing three times per month.

• Dall and EMT Gae Robinson, discussed the AED (automatic external defibrillator). Training will be held on June 18. The state will pay for 5 people to certify, otherwise it will cost $30 per person. Anyone can come and learn even if they do not certify. Erie said that Dixie Escalante may be able to help pay some of the certification fees. CPR mouth protection was also discussed and it was decided that we need to have some protection devices available.

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.

NEW BUSINESS

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:

• he participated in the Planning and Zoning Commission meeting about the OHV issue.

• he continues to work on the summaries of public survey information on the remaining questions and tomorrow night's meeting will be used to work with the land use base map and other survey items and decide what the next steps are.

WASHINGTON COUNTY PLANNING & ZONING REPORT

• Steve provided a copy of the proposed OHV trails map for the District's files which shows the many miles of OHV trails proposed for the region.

SET DATE FOR NEXT MEETING

July 2, 2003 PVSSD Regular Annual Meeting

ADJOURNMENT

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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