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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday February 4, 2015, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: Jenifer Davidson, Trish Koepnick, Bruce Scott, Ryan Russell and Ted Thran. Ms. Stangle called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Stephans. Ms. Davidson asked to amend the agenda consent item # 2 to read “to change the street closure start time for the Minden Spring Arts and Crafts Festival and Innliner Car Show, June 5-7, 2015 2pm Friday through 7 pm Sunday”. Condron/Stephans moved to approve the agenda as amended. Motion carried unanimously. Stephans/Souligny moved to approve the minutes of the January 7, 2015 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None PUBLIC COMMENT: An update was given by Bently officials on the Bently projects. A member of the public commented on the microphone use by the Board and staff as well as comments on interaction with staff. Jim Nichols, the new County Manager, introduced himself and welcomed coordination and discussion with the Board. A member of the public gave comments concerning the Town flag to be placed at the Gateway Park. BOARD MEMBER REPORTS: Event Planning- Bill Souligny reported on the events initial meeting, and the discussion concerning the events for 2015. He stressed the importance of Board and senior staff attendance at the Town events. Minden Water- Matt Bernard reported that there will be water items to discuss at the strategic planning workshop. New Development Applications - John Stephans said projects remain fairly status quo. Citizen’s Advisory Committee/Main Street Steering Committee- Charlie Condron reported that he met with the Main Street steering as well as Citizens Advisory committees. He would like to have the Board define the role of the Citizens Advisory and address that in the strategic plan. Budget- John Stephans/Bill Souligny noted that we will try to maintain what we did last year in the budget process as far as Board presentations, unless there is any different opinion. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the January 2015 financial report including claims paid December 25, 2014 through January 22, 2015 for fiscal year 2015. 2. Approval of a request by Minden Fest event Promoters and Town Staff to change the street closure start time for the Minden Spring Arts and Crafts Festival and Innliner Car Show, June 5- 7, 2015 from 5:00 pm to 2:00 pm. Town approval will include closure of Esmeralda between US Highway 395 and Sixth Street; Fifth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; Fourth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395 from 2:00 pm Friday through 7:00 pm Sunday. ---PAGE BREAK--- Minden Town Board Minutes February 4, 2015 Page 2 of 5 Roxanne recused herself from the vote as she has a fiduciary interest in the Minden Fest event. Following thoughtful and intelligent deliberation, Stephans/Condron moved to approve all items on the consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by the Carson Valley Visitors Authority to sponsor the 2015 Rural Roundup Tourism Conference. Sponsorship would include contributing an amount not to exceed $500 to the Carson Valley Visitors Authority to assist with the cost of hosting the event. Appearance by A.J. Frels, Executive Director of the Carson Valley Visitors Authority. Mr. Frels gave the background on this item. This is a statewide tourism conference; it has not been hosted in the Carson Valley for 17 years. Public comment: None Following thoughtful and intelligent deliberation, Bernard/Stephans moved to contribute $500 to the Carson Valley Visitors Authority to assist in sponsoring the 2015 Rural Roundup Tourism Conference. Motion carried unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny Resolution TOM-2015R-001 augmenting the FY2014/2015 budget. Approval of this resolution includes committing $35,000 of Augmented Fund 636 Opening Fund Reserves to the implementation of the principles and key concepts of the Valley Vision Plan. Appearance by Jen Davidson Minden Town Manager and Ted Thran Minden Town Accountant. Board comments included concern about expenditures outside of the budget cycle despite having committed to the Valley Vision program, what fund it should be paid out of, why it was part of the augmentation, the unknown of what this money will be spent on, and the possibility of just delaying what we will be doing anyway. Public comment: Members of the public expressed opinions about planning, and concerns about the budget process, in particular the money source and if funds will be available for emergencies. Following thoughtful and intelligent deliberation, Bernard/Stephans moved to approve the Town budget augmentation based on the information in the packet with the condition that $35,000 remain in fund 636. Motion carried with Stephans, Bernard and Souligny voting affirmative and Condron/Stangle voting negative. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to contribute an amount not to exceed $3,000 in matching funds to the Douglas County 2015 Nevada State Recreational Trails Program Grant Application for the Martin Slough-Buckeye Road Trailhead Project. Appearance by Erik Nilssen, Douglas County Engineer on behalf of Lisa Granahan, Douglas County Economic Vitality Manager. Mr. Nilssen noted that this request is for another trailhead/parking lot on Buckeye Road on County property. This will give fishing access to the pond, which will be County maintained. The grant match needs to be $26,000; Douglas County has committed $20,000 and Gardnerville has committed $3,000. Construction should begin in the fall. Board comments included support for the trail system but concern about the process, accounting for these funds in the next budget cycle, the possibility of it being funded by Valley Vision, and the difficulty of maintaining a fishing pond for recreational purposes as well as the need for water rights. Public comment: Members of the public made comments including a question about the right of way for the proposed railroad; the need to see more information considering that the Town has committed to ---PAGE BREAK--- Minden Town Board Minutes February 4, 2015 Page 3 of 5 maintenance; support for this and other trail projects and if easements have been granted, and the location in relation to the other planned trailhead. Following thoughtful and intelligent deliberation, Souligny/Bernard moved for the Board to continue its commitment to the project by agreeing to commit provide matching funds up to $3,000 out of next year’s budget for this purpose. Motion carried unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny an estimate by Carson Pump to perform routine maintenance on Well 1 utilizing phosphoric acid for an amount not to exceed $35,000. Appearance by Greg Hill, Superintendent of Public Works. Ms. Davidson gave the background for this agenda item, as it is placed on the agenda at Board direction. She said that we are looking for alternative methods for treatments to have an impact on bact-t in 3 of our wells; noting these are nuisance bacteria that are not harmful and not regulated. Well 1 was selected because of casing sizes; this would be the most cost effective well to test. If results are favorable, we could then apply the process to other wells. This is a professional service and we are not required to go out to bid, but Carson Pump is the only company available to do this work. Board comments agreed with this as a plan of action to see if it works, questions about the ease of the process, requested appropriate pre and post testing to get good proof if this process works, to know we get the results that we want. Dan Kistler encouraged the Board could get locked in on costs but not necessarily the product as there are other products that can be used. Bruce noted that this not just disinfecting the well; it will be in effect a rehabilitation and a very good process to clean, scrub and televise the well. Public comment: None Following thoughtful and intelligent deliberation, Condron/Stephans moved to approve an estimate by Carson Pump to perform routine maintenance on Well 1 utilizing phosphoric acid for an amount not to exceed $35,000. Motion carried unanimously. 5. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a responsive bid to equip the Town of Minden Heybourne Well for an amount not to exceed $95,000, and authorize the Chairman to execute an agreement for the same. Appearance by Bruce Scott, Town Engineer. Mr. Scott noted that this is a bid for the purchase of the equipment for the Heybourne well equipment and backup equipment. Three bids came in lower than expected; our recommendation is to accept the bid from CH Spencer which is less expensive and has shorter delivery time. Public comment: None Following thoughtful and intelligent deliberation, Stephans/Condron moved to accept a bid to equip the Town of Minden Heybourne Well for an amount not to exceed $79,000. Motion carried unanimously. 6. For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include a Manager’s Report on the activities, progress on or status of assigned tasks and projects, or general information regarding operations and projects related to trash, retail and wholesale water service, the Town budget planning cycle and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson noted the special training session coming up this Friday to fulfill training requirements for Board, and the Strategic Planning workshop to be held February 18th starting at 9am. She gave a report on her attendance at the Subconservancy meeting, noting that USGS will possibly be conducting studies including groundwater levels within the Carson Valley and the migration of arsenic within the aquifer. No Board comment. Public comment: None. ---PAGE BREAK--- Minden Town Board Minutes February 4, 2015 Page 4 of 5 7. For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include an Engineering Report which may include discussion on streets, sidewalks, drainage, water issues and related items. Discussion may also include an update regarding work completed on the Buckeye Well Project, Heybourne Well Project, County Road Streetscape Improvements and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer Mr. Scott gave reports on the status of the Gateway project, Buckeye well, and Sonic Burger. There was nothing new to report on Ranch at Gardnerville phases 4a and 4b. The County Road project has no timeline yet set, as it is a long and involved process with NDOT. Discussion also included the delays at Gateway and the possibility of liquidated damages brought to the Board if warranted. Mr. Scott said that he has cautioned the general contractor that this is a possibility. Public comment: A member of the public questioned the status of Well 7; Ms. Davidson said it is not currently on line because of the concrete work in the lower portion of well, but it should be back on line this month. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to send the Town Manager and a designated representative of the Town Board to attend the National Main Streets Conference March 30th- April 2nd, 2015 in Atlanta Georgia. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson noted that the conference last year was very beneficial and asked if the Board would consider sending Mr. Condron this year, as he is the Chair of the Main Street steering committee. Board comments included positive comments regarding the quality of this conference, the need to continue town attendance, and the need to start the Main Street program correctly. Ms. Davidson noted that the committee is planning on bringing the Main Street program to the Town Board this spring for approval of the process, as well as funding as part of the coming fiscal year. Public comment: None Following thoughtful and intelligent deliberation, Condron/Bernard moved to approve to send the Town Manager and Board member Condron designated representative of the Town Board to attend the National Main Streets Conference March 30th- April 2nd, 2015 in Atlanta Georgia. Motion carried unanimously. 9. For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny 1) the revised Bylaws for the Town Meetings and Other Matters of Internal Governance of the Town of Minden; and 2) Resolution TOM-2015-002, A Resolution of the Town Board of Minden Adopting the Board’s Norms and Procedures. Appearance by Jenifer Davidson, Town Manager and Ryan Russell, Town Attorney. Ms. Davidson noted that the adoption of these revisions resolves some conflicts identified in the documents. Bylaws will be consistent with norms and procedures, and the norms and procedures are the same except for the date. Public comment: None Following thoughtful and intelligent deliberation, Souligny/Condron moved to adopt 1) the revised Bylaws for the Town Meetings and Other Matters of Internal Governance of the Town of Minden; and 2) Resolution TOM-2015-002, A Resolution of the Town Board of Minden Adopting the Board’s Norms and Procedures as written. Motion carried unanimously. 10. For discussion only: Discussion regarding Town Staff report on a bill(s) or bill draft request(s) (“BDR”) listed on the Nevada Legislature website for the 78th (2015) Nevada Legislative which may affect the Town of Minden or its Board. Appearance by Jenifer Davidson, Town Manager. ---PAGE BREAK--- Minden Town Board Minutes February 4, 2015 Page 5 of 5 Ms. Davidson noted there are 60 bill drafts that could apply to Minden and 3 bill drafts to pay particular attention to. Moving forward during legislative session, the Town will monitor these bills and notice them on the agenda. Public comment: None FINAL PUBLIC COMMENT: NONE REQUEST FOR AGENDA ITEMS: Mr. Condron noted the lack of timing between the manager’s evaluation and contract and would like to see if we could revise her contract so it lines up with strategic planning, not hire date, and bringing this back as an agenda item. ADJOURNMENT: Mr. Condron moved to adjourn the meeting at 7:20 p.m.