Pine Valley Local Administrative District Meeting
March 5, 2025
Attending Board Members: Frank Davie, Chairman; Tom Nielsen, Vice-Chairman; Bob Dalley; Emily Neilson; Herman Nordbruch
Attending Assistants: Rick Peetz, Clerk; LaDawn Christensen, Treasurer
Attending Guests: Steve Shakespeare, Brian Davis, Rob Nodine, Mary Esther Putnam, Allen Cannon, Claudia Davis, Rick Albee, Jody Rich, Mandy Rich, Gene Phillips, Robert Hardy, Eric Nelson, Kim Heinen
A. Welcome, Prayer, and Pledge of Allegiance: Frank ordered the meeting. Bob offered a prayer, and Tom led the Pledge of Allegiance.
B. Pine Valley Overlay Zone
1. Requests: Jody Rich requested a recommendation from the board for a building permit. Emily explained the Pine Valley Overlay Zone, including fencing, lighting, and dark skies, and asked if Jody had any questions. Emily recommended that they be approved for a building permit, Bob seconded, and all were in favor.
C. February Meeting Minutes: Herman reviewed and approved the meeting minutes, Tom seconded the motion, and all were in favor.
D. Board Member Reports:
1. Pine Valley Activities: Frank mentioned a Community Watch Call to Action radio check on March 15.
2. Traffic Report: Tom reported the traffic sign report, which indicates traffic speed is slower than last year.
3. Washington County Crime & Sheriff’s Report: Herman reported a record number of releases at Purgatory. There were no issues reported in Pine Valley.
4. Five County Report: Nothing to report.
E. Update Policies and Procedures, Discussion Item – Emily: Emily noted that once the PVSSD policies and procedures are approved, the PVLAD policies will be reviewed and drafted. The draft will then be distributed to the board, and in April, this agenda item will move forward as an action item.
F. Secretary for the PVLAD Board—Frank: Frank inquired about the title of the Secretary position. It was clarified that the Secretary is now designated as the board’s clerk.
G. Community Watch – Tom & Gene Phillips: Gene reported that the Pine Valley Community Watch program has 104 members. A call-to-action test is scheduled for March 15. Additionally, a workshop will be held at the fire station on May 3 to cover radio testing, operations, and an overview of how the Community Watch program functions. This will be an excellent opportunity for new members to learn more about the program.
H. Clerk Report: Rick reported that interest payments were the only transactions last month.
I. Treasurer Report: LaDawn presented the financial report. Bob noted the limited cash on hand. Assessment fee invoices are scheduled to be mailed in mid-March. Bob moved to approve both the Clerk’s and financial reports, Herman seconded, and all were in favor.
J. Citizen Requests: No requests.
Bob moved to adjourn the meeting, Herman seconded the motion, and all in favor. The next scheduled PVLAD meeting will be on April 2, 2025.
Pine Valley Special Services District Meeting
March 5, 2025
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, Rick Albee, Frank Davie
A. Welcome: Mary Esther called the meeting to order.
B. February Meeting Minutes: Bob approved the meeting minutes; Allen seconded, and all were in favor.
C. Board Member Reports:
Steve reported that he is uploading all historical information to the cloud for quick and easy access.
Emily emphasized the importance of making specific agenda items to ensure the public understands what is being discussed or approved.
Board Member Reports will be excluded from future agendas. Instead, board members will request to add specific items to the agenda.
D. Fire Department Report:
Robert presented the Fire Department’s February report. The department responded to eight callouts, including six EMS calls—one in Pine Valley and the remaining in Central. Additionally, there were two fire-related calls: one for a gas leak and one false alarm for a brush fire. The department recorded a total of 338 volunteer hours.
Robert mentioned he sent the board the whitepaper, an EMS report/guide explaining the current EMS industry. He noted that Enterprise shares all issues and shoulders much of the EMS reporting for Pine Valley.
E. Updating Policies and Procedures, Action Item:
Emily previously sent the completed policies and procedure packet to the board for review and comments. She presented an updated Budget policy.
Allen mentioned a couple of possible corrections to the Reporting Fraudulent Abuse that were discussed with Emily.
It was discussed when the policies and procedures should be reviewed. It was agreed that they should be addressed as needed, specifically when issues arise. Emily mentioned she bought the PVSSD & PVLAD domains and asked for suggestions on who could build and manage the sites. LaDawn reminded the board of the existing pinevalleyutah.org site. The current administrator, Vicki Frei, wants to be replaced. The board agreed we would search for a new programmer (and identify funds that could be used) to help us build a site that could hold the public documents for both boards. Robert said he would approach a fire department member who may be interested.
Bob mentioned the fire department and the conflict of interest. Emily suggested they receive an electronic copy of the purchasing policy and training for all fire/EMS volunteers.
Emily recommended that the policies and procedures be approved as presented to the board on February 22, updated on March 1, and with the changes in the Budget Process and Reporting Fraud and Abuse as discussed at this meeting. Bob seconded, and all were in favor. The PVSSD Policies and Procedures adopted are as follows:
- Board Member Responsibilities and Meetings
- Budget Process
- Cash Receipts
- Code of Ethics
- Code of Ethics Annual Pledge Form
- Conflict of Interest Annual Disclosure Form
- Community and Personal Use of Assets
- Table and Chair Loan Form
- Disciplinary
- Electronic Meetings
- Government Requests
- GRAMA Denial Form
- IT and Commuter Security
- Purchasing
- Purchasing Quote Form
- Reporting Fraud and Abuse
- Social Media
- Self-Evaluation Form
- Community Use of Resources
- IT and Computer Security
- Surplus Property
- Travel
- Travel Reimbursement Form
Emily gave Rick and LaDawn an independent contract contractor agreement for their duties and asked them to review and provide any input for changes.
F. Financial Audits:
At the last meeting, a discussion was held regarding financial audits. Bob noted that due to our size, we are not required to do a full audit, and it’s not an audit but compilation work that augments the accounting work—a self-evaluation form/questionnaire. Bob suggested the completion of the policy with a Self-Evaluation Form to the duties of Clerk, Treasure, and Vice-Chair listed in the Board Member Responsibilities policy. Bob and Allen will have a work meeting with the clerk and treasurer in April and add it to May’s agenda. This will be added to the clerk and treasurer’s responsibilities.
Emily moved to add these duties to the clerk and treasurer sections of the Board Member policy and the proposed independent contractor agreements. Allen seconded, and all were in favor.
G. Clerk Report: Rick provided the financial reports for the board to review earlier. He expressed frustration with the QuickBooks program, noting the extensive time spent adjusting the system to prepare the assessment fee invoices. Bob moved the approval of the financials, Allen seconded, and all were in favor.
H. Treasurer Report: LaDawn presented the Treasurer’s report. Allen and Bob will audit and review the financials quarterly with Rick and LaDawn, with the next review scheduled for April. The results of this review will be added to May’s agenda. Bob moved to approve the financial reporting, Emily seconded, and all were in favor.
I. Citizen Requests:
Mark Owens reported that he is currently working on obtaining bids to complete the asphalt around the fire station. The fundraising dinner committee has committed to contributing $20,000 to $25,000. Robert expressed concern about the leach line, and Emily suggested that the funds might be better used to address other fire department needs rather than the asphalt project. Mark will seek additional bids for further consideration.
Brian apologized to the board for his actions in a previous meeting and wanted to move forward and work with the board.
Bob moved to adjourn the meeting, Allen seconded the motion, and all in favor. The next scheduled PVSSD meeting will be on April 2, 2025.