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The Minden Town Board regular meeting was held at 5:30 pm on Wednesday, August 3, 2016, at 1602 Esmeralda Avenue, Minden, Nevada. Board Members present: Matt Bernard, Glen Radtke, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: Jenifer Davidson, JD Frisby, Trish Koepnick, and Ryan Russell. Chairman Stephans called the regular meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Board member Stangle. PUBLIC COMMENT: A Bently Enterprises representative gave an update on the Heritage District. APPROVAL OF AGENDA Souligny/Stangle moved to approve the August 3, 2016 agenda. Motion carried unanimously. APPROVAL OF MINUTES: Bernard/Souligny moved to approve the July 6, 2016 minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Ms. Davidson thanked the Winhaven HOA for their recent work painting fire hydrants in the Winhaven Collection. BOARD MEMBER REPORTS: Ms. Stangle reported that in the last week she has had three different car loads of people at her store who complimented Minden’s cleanliness. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the July 2016 financial report including claims paid June 24, 2016 through July 21, 2016 for fiscal years 2016 and 2017. Souligny/Stangle moved to approve the consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to provide direction and clarification to Main Street Minden regarding the level and frequency of reporting by Main Street Minden to the Minden Town Board on the financial status, overall progress to date, and future plans of the Main Street Minden Program. Appearance by Connie Billington, Executive Director, Main Street Minden. Board discussion included favorable opinions concerning the request. Public comment: A member of the public suggested that the Minden Board consider letting another Main Street Board member appear in place of Connie if needed. After thoughtful and intelligent deliberation, Souligny/Bernard moved to approve the staff recommendation to ask Main Street Minden to provide quarterly reports from Main Street regarding financial status, overall progress to date, and future plans of the Main Street Minden program with interim reports to be presented by the Town liaison. Motion carried unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to waive the fees associated with the use of Minden Park by ReMax ---PAGE BREAK--- Minden Town Board Minutes August 3, 2016 Page 2 of 4 Realty Affiliates John Fisher and Jeanne Koerner for a community event. Appearance by a designated representative of ReMax Realty Affiliates. John Fisher introduced himself and asked if the Board had any questions. Board discussion included clarification on the use of dumpsters and gave positive feedback for the concept. Public comment: None After thoughtful and intelligent deliberation, Bernard/Stangle moved to approve a request by ReMax Realty to waive the fees associated with the use of Minden Park for a community event. Motion carried unanimously. 3. For possible action: Discussion and possible action to recommend to Douglas County approval, approval with conditions, continue or denial of a request by GE to abandon a 20’ drainage easement dedicated to the Town of Minden inclusive of a portion of the 60-foot right-of-way commonly known as Vector Drive between Buckeye and Bently Parkway. Possible action may include without limitation approval with the condition of dedication of a separate drainage easement to benefit the Town of Minden at a location acceptable to Town staff in a format acceptable to Town Counsel. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby gave the background on how we got to this point. He recommended abandoning the easement and realigning it in order to meet the needs of all parties. Board discussion included noting that the easement is for County and Town utilities, but that it is used now solely as a storm drain. Public comment: Carlo Luri representing Bently Enterprises said they had no specific objection to realignment but would object if it affects the ability to develop property in the future. After thoughtful and intelligent deliberation Souligny/Stangle moved to recommend to Douglas County approval of a request by GE to abandon a 20’ drainage easement dedicated to the Town of Minden inclusive of a portion of the 60-foot right-of-way commonly known as Vector Drive between Buckeye and Bently Parkway, subject to the condition of dedication of a separate drainage easement to benefit the Town of Minden at a location acceptable to Town staff in a format acceptable to Town Counsel. Motion carried unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a potential Agreement by and between Bently Enterprises, LLC, and the Town of Minden, the essential terms of which will require Bently to construct, own, and maintain a building to enclose the Town’s Well 11, consistent with the Town’s easement therefor, in exchange for a requirement that the Town provide water infrastructure to either the Well 11 property or to Well 1 consistent with the Utility Service Agreement previously approved by this Board, in an amount not to exceed the reasonable value of the building which will enclose Well 11; and if approved, authorize the Chairman to execute an agreement for the same in a form acceptable to Town Counsel. Appearance by Larry Vincent, Director of Construction, Bently Enterprises and Jenifer Davidson, Town Manager. Board member Bernard disclosed that he is an employee of R.O. Anderson which does work for Bently, but he did not feel that it would impair his ability to be non-partial. Ms. Davidson noted that Bently will construct, maintain, and own the well house, and the Town would build infrastructure that would be of comparable value owned by the Town of Minden, specifically water mains that would tie in Well 11 and/or Well 1 to the Heritage project and the overall structure of the Town of Minden. Board discussion included dollar value traded and cost range. It was noted that the agreement would state comparable value with the amount not to exceed what is budgeted. Security of the location and Town access was also discussed. ---PAGE BREAK--- Minden Town Board Minutes August 3, 2016 Page 3 of 4 Public comment: None After thoughtful and intelligent deliberation Bernard/Radtke moved to approve a potential Agreement by and between Bently Enterprises, LLC, and the Town of Minden, the essential terms of which will require Bently to construct, own, and maintain a building to enclose the Town’s Well 11, consistent with the Town’s easement therefor, in exchange for a requirement that the Town provide water infrastructure to either the Well 11 property or to Well 1 consistent with the Utility Service Agreement previously approved by this Board, in an amount not to exceed the reasonable value of the building which will enclose Well 11; and if approved, authorize the Chairman to execute an agreement in a form acceptable to Town Counsel. Motion carried unanimously. 5. For possible action: Discussion and possible action to review staff recommendations regarding Statements of Qualifications submitted in response to a formal Request for Statements of Qualifications for various professional services in support of Town of Minden Public Works and select, select with conditions, continue or deny qualified firms to provide general engineering services and consultation to Town Staff as necessary, where it may serve the Town’s best interest, at the discretion of the Town Board. Selection by the Board may include all or a part of the ranked firms as published on www.townofminden.com. Possible action may also include authorizing the Chairman to execute independent contractor agreements for services with the Board selected firms on behalf of the Town in a format acceptable to Town Counsel. Appearance by JD Frisby, Superintendent of Public Works. Board member Bernard recused himself from participation on this item as he works in a private capacity for RO Anderson. Mr. Frisby gave the background for this item, and noted that all firms were ranked and recommended. Board discussion included the methods used for solicitation, what process will take place after the Board’s action, and a request for future reports on percentage of job completions. Public Comment: None After thoughtful and intelligent deliberation Souligny/Stangle moved to approve staff recommendations for ranking engineering services regarding Statements of Qualifications submitted in response to a formal Request for Statements of Qualifications for various professional services in support of Town of Minden Public Works and select qualified firms to provide general engineering services and consultation to Town Staff as necessary, where it may serve the Town’s best interest, at the discretion of the Town Board. Selection by the Board may include all or a part of the ranked firms as published on www.townofminden.com, and includes authorizing the Chairman to execute independent contractor agreements for services with the Board selected firms on behalf of the Town in a format acceptable to Town Counsel. 6. For possible action: Discussion and possible action to provide direction to Town Staff regarding the Town’s interpretation and application of Douglas County Administrative Policies and Procedure section 200.16 which pertains to the procedure to recognize and reward exemplary job performance. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave the background for this item noting it is covered under the policies and procedures we adopted in 1998, and asked the Board to confirm this applies to Town staff. Board discussion included keeping this in Minden’s hands, giving the manager authority for the action, using this in very limited circumstances, financial impact, the award being situational dependent on the circumstances involved, and desire to see an award given at a Board meeting. Public comment: None Mr. Russell noted that there was no need for a motion as it is already approved. ---PAGE BREAK--- Minden Town Board Minutes August 3, 2016 Page 4 of 4 7. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to equip Well 11 with a pump and motor for an amount not to exceed $100,000. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby noted that the bid figures came in after the packet was published; he presented the actual bids and said that staff recommended approving the lower bid, which meets the scope and schedule. Board discussion included questions on the exact amount and the not to exceed amount. Public comment: None After thoughtful and intelligent deliberation, Bernard/Radtke moved to conditionally approve the request to equip Well 11 with a pump and motor for an amount not to exceed $100,000 and authorize the chairman to execute the agreement. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions continue or deny a request to approve a Change Order #1 modifying the scope of work for the 2016 Street Rehabilitation Project. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby gave the background, noting that the change order reflects the time and material costs to Qualcon based on the issues dealt with during construction on Longleaf as well as removing portions of work; staff worked hard to stay under prevailing wages. Board discussion included noting that putting off the Lucerne repairs could be a fortunate because of possible changes to the median. Staff said that we will do this years’ project in the spring and Lucerne could be incorporated into that work. Public comment: None After thoughtful and intelligent deliberation, Souligny/Radtke moved to approve a request to approve Change Order #1 modifying the scope of work for the 2016 Street Rehabilitation Project. Motion carried unanimously. 9. For possible action: Discussion and possible action to direct staff in relation to Staff Reports. Discussion shall include a Staff 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, and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager, and JD Frisby, Superintendent of Public Works. Ms. Davidson thanked staff and volunteers for the hard work they did for the 4th of July celebration. She also gave updates on the Minden Park improvements and water conservation efforts by the Town, as well as current Town projects. Public comment: Bruce Scott thanked this Board and previous Town Board for the opportunity to have served the Town. A member of the public questioned the status of the trail system. FINAL PUBLIC COMMENT: None ADJOURNMENT: Mr. Bernard moved to adjourn at 6:42 p.m.