Pine Valley Local Administrative District Meeting
Pine Valley Fire Station, 680 E Main St., Conference Room
Meeting Minutes
June 4, 2025
Final Minutes
Attending Board Members: Frank Davie, Chairman (excused); Tom Nielsen, Vice-Chairman; Bob Dalley; Emily Neilson; Herman Nordbruch
Attending Assistants: Rick Peetz, Clerk; LaDawn Christensen, Treasurer
Attending Guests: Gene Phillips, Rob Nodine, Mary Esther Putnam, Allen Cannon, Claudia Davis, Robert Hardy, Brian Davis
A. Welcome, Prayer, and Pledge of Allegiance: Tom welcomed all attending, Rick offered the prayer, and Bob led the Pledge of Allegiance.
B. Pine Valley Overlay Zone: No business
C. May Meeting Minutes: Bob reviewed and approved the meeting minutes, Herman seconded the motion, and all were in favor.
A. Board Member Reports:
1. Pine Valley Activities (Frank): Tom mentioned the Community Cleanup event on June 7.
2. Traffic Report (Tom): Tom asked Herman to report on Memorial Day traffic during his report.
3. Washington County Crime & Sheriff’s Report: Herman provided a report regarding the Memorial Day weekend sheriff’s coverage, noting that the PVLAD MOU (Memorandum of Understanding) paid for additional sheriff’s coverage over the holiday weekend. The number of stops and citizen contacts (citizens approaching the sheriff for inquiries) is as follows:
- Saturday: 5 stops and 3 citizen contacts
- Sunday: 6 stops and 4 citizen contacts
- Monday: 12 stops and 2 citizen contacts
A total of 23 stops were made across the three days. Tom shared that over the weekend, 1,705 cars were reported by the electronic traffic sign for vehicles traveling east near the Heritage Center over the holiday weekend. The Board discussed the possibility of securing additional coverage in the future, noting that funds are currently available.
Regarding crime indicators, Herman noted that there were no significant changes from last month, with only a slight increase in the number of releases. No significant criminal activity or new developments were reported.
4. Five County Report (Bob): Nothing to report.
E. Community Watch – Tom & Gene Phillips: Gene reported that a class is being organized and is scheduled to take place in August.
F. Fraud Risk Assessment Form (to be filed with the State by June 30) – Bob
Bob explained that the state requires a Fraud Risk Assessment Form to be reviewed and completed annually. Due to the small revenue size of PVLAD, the assessment is being conducted and submitted by Bob, who represents PVLAD, with review and approval from the board. Bob and Allen both represent the PVSSD. Bob distributed the assessment, noting that he initially worked with the clerk and treasurer in its preparation. The assessment was originally due in December 2024; however, it will be completed and submitted this month. Bob reviewed all assessment items with the board, including two changes made to the separation of duties question, which were discussed. Some items on the assessment form are marked as “N/A” or negative responses. The 2024 risk score was reviewed and noted to be high. Emily inquired about the anticipated score for 2025, and Bob responded that it is likely to fall within the low to moderate range. Improvements in the separation of duties are expected to result in a lower risk score in 2025. Bob made a motion to approve the Fraud Risk Assessment with the two changes made to the Separation of Duties section, and to be signed by the chairman and clerk, and submitted to the state. Emily seconded, and all were in favor.
G. Financial and Compliance Self-Evaluation Form for Local Government Entities (to be filed with the State by June 30).
Bob noted he is representing the board on the self-evaluation form and explained that PVLAD is not required to complete a financial audit due to its small size and limited revenue. The 2024 form is due by the end of June. The board’s review included general questions, budgets, year-end financial reports and statements, reporting practices, bank statements, compliance with the Open and Public Meetings Act, and any instances of fraud, illegal acts, or noncompliance, along with corresponding corrective action plans. Question 40, regarding whether the entity is free of fraud, illegal acts, or noncompliance, was changed to “No,” with comments added that non-compliance items were remedied in 2025. Bob Question 40, regarding whether the entity is free of fraud, illegal acts, or noncompliance, was changed to “No,” with comments added that non-compliance items were remedied in 2025. moved to approve the form, including the modification to Question 40, and to authorize its signing and timely submission by June 30th. Herman seconded the motion, and all were in favor.
H. Clerk Report: Rick noted only two small transactions. Bob mentioned that we may need to reduce the $20 fee in 2026 due to the amount of funds available. Bob moved to approve the clerk’s financial report, and Herman seconded it; all were in favor.
I. Treasurer Report: LaDawn presented the treasurer’s report and noted the reconciliation. Bob moved to approve the treasurer’s report, Herman seconded, and all were in favor.
J. Citizen Requests: Dwayne noted that dumpsters continue to be misused, stating that large appliances should be taken to the Central landfill. Bob suggested installing new signage and recommended hiring Star Sign and Banner. Frank will take this as an action item, and it will be placed on next month’s agenda.
Bob moved to adjourn the meeting, Emily seconded the motion, and all were in favor. The next scheduled PVLAD meeting is scheduled for July 9, 2025.
Pine Valley Special Services District Meeting
Pine Valley Fire Station, 680 E Main St., Conference Room
Meeting Minutes
June 4, 2025
Final Minutes
Attending Board Members: Mary Esther Putnam, Chairwoman; Bob Dalley, Vice-Chairman; Allen Cannon; Emily Neilson; Steve Shakespeare
Attending PVSSD Assistants: Rick Peetz, Clerk; LaDawn Christensen, Treasurer
Fire Chief: Robert Hardy
Guests Attending: Rob Nodine, Brian Davis, Claudia Davis
A. Welcome: Mary Esther called the meeting to order, thanked Dixie Power for the $25,000 donation to the community.
B. May Meeting Minutes: Following review and amendments, Emily moved to approve the May Meeting Minutes, Bob seconded, and all were in favor.
C. New Webmaster – Emily
Robert is currently communicating with Vicki, the previous webmaster, and Joe regarding the transition process. Emily suggested reviewing the purchasing policy, which requires that services be awarded on a competitive basis. A discussion was held regarding appropriate compensation. Emily will oversee the bidding process. This item will be added to the July agenda.
D. Fire Department Report
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Robert presented the May report. The department responded to ten calls: eight EMS calls (two in Pine Valley) and two fire calls in Central. He reported 346 volunteer hours, 220 training hours, 12 equipment hours, 60 response hours, and 66 ‘other’ hours.
Robert noted that the area is currently under Stage One Fire Restrictions, which will be posted on the community board. He also reported that Rocky Mountain Power and Pacific Power have notified county fire chiefs that power outages may occur more frequently as a preventative measure to reduce wildfire risk from their power lines. This does not apply to Dixie Power lines.
E. Fraud Risk Assessment Form (to be filed with the State by June 30) – Bob
Bob presented the Fraud Risk Assessment Form to the board, noting that it contains the same questions and responses previously reviewed during the PVLAD meeting, which all board members attended. The same positive and negatives were carried over, including that several policies, procedures, and clarifications related to the separation of duties that were implemented in 2025. Two items in the separation of responsibilities section were updated. Bob asked if there were any questions; none were raised. He then moved that the completed assessment be filed with the state. Allen seconded the motion, and all were in favor.
F. Financial and Compliance Self-Evaluation Form for Local Government Entities (to be filed with the State by June 30)
Bob presented the form to the board and mentioned that he and Allen had worked with the clerk and treasurer to complete it. Bob noted that all PVSSD board members were present at the PVLAD board meeting, where the same questions and responses were reviewed. Allen stated that all relevant documents were accessible and that he felt confident in the accuracy of the responses provided. As noted in the PVLAD meeting, Question 40—regarding whether the entity is free of fraud, illegal acts, or noncompliance—was marked “No,” with comments indicating that the noncompliance items were addressed and remedied in 2025. Bob moved to approve the form with the noted adjustment and to file it by June 30th. Emily seconded the motion, and it was approved unanimously.
G. GRAMA Request Charges – Discussion Item (Steve)
Steve noted that if a person submits a large GRAMA request or requests a significant volume of documents, a fee should be charged for staff time spent fulfilling the request. He suggested a rate of $25 per hour, with no charge for the first 15 minutes. Implementing this fee would require a modification to the current GRAMA policy. A discussion was held regarding the appropriate language and fee. It was agreed that, after the initial 15 minutes or possibly 60 minutes, an additional prorated charge of $25 per hour would apply. Emily and Steve will conduct benchmarking and return to the board in July with their findings. This item will be added as an action item on the July agenda.
H. Treasurer Report
Rick presented the financial report and noted that $22,500 remains in receivables for the annual assessment. Reminders will be sent to those with outstanding balances; however, 85% of evaluations have already been paid.
LaDawn reported that the financial reconciliation for May was completed on June 2. Bob moved to approve both the financial report and the reconciliation. Emily seconded the motion, and it was approved unanimously.
I. Citizen Requests:
None.
Bob moved to adjourn the meeting, Alan seconded the motion, and all were in favor. The next scheduled PVSSD meeting will be on July 9, 2025.