Pine Valley Special Service District Meeting (PVSSD): Minutes of the Meeting held On April 1, 2009

Attending Members: Mary Esther Putnam (Chair); Dall Winn; Spence Beckstrom; Jeff Gardner;

Also Present: George Cropper (Treasurer); Beverly Udell (Secretary).

Guests:  Fred Pendleton;

Absent: John Nichols; Gerald Schiefer (Fire Chief)


1.  General Business:

a/b. Welcome – Meeting was opened by Dall Winn (Co-Chair) at 5:00 PM and the Pledge of Allegiance was said.

c. Minutes – The Minutes from March 4, 2009 were reviewed by each Board member.  Jeff motioned to accept the Minutes as written, Spence seconded the motion and all were in favor.

d. Pine Valley Building Permits Reviewed: N/A

e. Fire Chief – Gerald:  See attached report. Gerald wanted to express his appreciation for Gae Robinson and her years of selfless service as an EMT-I in Pine Valley.  We are very grateful to her.  Also kudos to Dall for the outstanding job on the expansion plans.

f. Risk Management – George: George went to the Risk Management meeting, which was all about taking an active role in safety.  What he learned is that we are not at all set up for accidents.  We need to have forms for reporting, as well as some type of reporting system in place.  We need to develop a Safety Committee, with ongoing recording which should be reported to the PVSSD Board, continually looking at safety issues with the fire department, as well as offering some type of safety training.  Spence suggested that one person from the Board sit on that committee, as well as at least one member from the fire department.  George said that having such a committee shows a high level of commitment to the program.  The Board asked Fred Pendleton to do a preliminary investigation and report back.

g. Village Bank – Dall and George met with Kevin Brown from Village Bank with regards to a loan for the building expansion. They brought in financial reports.  Still up in the air are things like interest rates, who should sign their name on the loan, etc.  They are also looking for information on Mary Esther (as Board Chair) and Spence (another possible Board signer.)

f. CPR Instructor’s Class – Beverly and Jamie Udell have offered to take a CPR Instructor’s class in St. George in order to be certified instructors for CPR.  They will then come back to Pine Valley and start teaching classes to certify CERT and/or firemen in CPR.  The cost for the instructor’s class for Beverly and Jamie is $198.00 each.  This will save Pine Valley quite a bit of money because they have also offered to then teach the people from Pine Valley at no charge. Normal price for a student CPR (which is what Beverly and Jamie will be teaching) is $45 dollars per student.  Spence motioned that the PVSSD pay for Beverly and Jamie’s class.  Jeff seconded the motion and all were in favor.

g.  Renewal of Contracts for Beverly (Secretary/Clerk) and George (Treasurer).  Both of them having been doing their jobs for at least 4 years and have never received a cost of living raise.  The Board motioned to give them each a $100 a month increase.  The Board again asked both Bev and George to take on the added jobs of the Secretary and Treasurer for the new Local Administration Board, with its first official meeting starting next month.  The Board also offered to pay both of them each $100 a month for that job.  Since they are independent contractors, and the PVLAD is a totally separate job, Mary Esther will make a new separate contract for them to cover those positions. Jeff motioned for the Board to institute these payments each month.  Spence seconded.  There were also a few contract revisions to the duties involved.  These pay scales and job revisions will begin immediately. * Starting next month (May 2009) George and Beverly will keep two separate sets of everything – agendas, Minutes, check book, accounting, etc., to cover the PVSSD and the PVLAD.


Board Member Reports:

Mary Esther:  N/A

Spence: Went over a few things about the Local Administrative Board which will have its first meeting next month.  The meetings will be held immediately after the regular Special Service District meetings on the first Wednesday of each month.

Dall: Notices that we are taking bids for construction on building addition have gone out.  We have asked that they be back in our hands by April 15, at which time we will have a meeting in St. George.  Later that night, we will have a special meeting at the PV Fire House where we will review the bids and vote on which one will be awarded the contract.  Jeff:  Do we need to start looking at possibly increasing the Impact fees?  Not until we see what the loan amount is going to be based on the contractor’s bids.

e. Treasurer’s Report – George:  See attached report.  * Van Christensen from the State Auditor’s office said that as long as we have  an Enterprise fund (which we do), then we don’t have to give public notice or a hearing to do budget amendments.  Board approval and the Minutes stating such, are all that is needed.  We need to do a budget amendment for 2009 which will include such things as the new loan and payments, new contract revisions for Beverly and George, money that is shifted to the PVLAD, building insurance during the construction, new grants and donations, etc. * George will be checking into insurance for the building construction.  George presented receipts for the EMT supplies for the new vehicle, SCBAs and also the annual fee letter mailing.

2 –   Public Comments: N/A


John moved for the meeting to adjourn at 6:15.  All were in favor.


The next Board meeting will be held on Wednesday, April 15, 2008 at 5:00 P.M.