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Welcome to the Minden Town Board Meeting February 7, 2018 ---PAGE BREAK--- 5:30 P.M. CALL MEETING TO ORDER PLEDGE OF ALLEGIANCE PUBLIC COMMENT: Discussion may be limited to three minutes per person at the discretion of the Chair. NO ACTION may be taken on a matter raised under this portion of the agenda until the matter has been specifically included on an agenda as an item upon which action may be taken. ---PAGE BREAK--- APPROVAL OF AGENDA APPROVAL OF MINUTES: January 3, 2018, Board Meeting January 11, 2018, Special Meeting ACKNOWLEDGEMENT OF GIFTS: ---PAGE BREAK--- BOARD MEMBER REPORTS: Items on the Administrative Agenda will not be discussed during Board Member committee reports. No action may be taken on a matter raised under this portion of the agenda until the matter has been specifically included on an agenda as an item upon which action may be taken. Discussion may include a report on activities of committees or general information of interest to the Board. ---PAGE BREAK--- CONSENT AGENDA FOR POSSIBLE ACTION: Items may be moved to or from the Consent Agenda at the beginning of the Board meeting during the Approval of the Consent Agenda. Items on the Consent Agenda may be voted on in a block, i.e., with one motion on all those items, one second to the motion, and one vote by the Board members. Items removed from the Consent Agenda will be heard immediately following the Consent Agenda in the order in which they appear in the Consent Agenda. ---PAGE BREAK--- 1. Approval of the January 2018 financial report including claims paid December 22, 2017 through January 25, 2018 for Fiscal Year 2018. 2. Approval of a request by Douglas County Parks and Recreation to waive park rental fees, provide staff to monitor the park, assist with cleanup of the events and provide trash dumpsters at no charge for each concert in the park and to contribute Town Funds not to exceed $5,000 in fiscal year 2018- 2019 to sponsor the 2018 Summer Concert Series, and two concerts in the 2019 Summer Concert Series. Approval of the request will include: closure of Fifth Street between Esmeralda and Mono Avenue from 7:00am to 9:00pm and Esmeralda Avenue from 5th Street to 6th Street from 5:00pm to 9:00pm May 25th, June 15h, July 6th, August 3th and August 24th for the 2018 Summer Concert Series. ---PAGE BREAK--- ADMINISTRATIVE AGENDA: The following item(s) are scheduled for public hearing. At the beginning of each item, the Chairman will call the item. Normally, the applicant and/or their representatives are permitted to speak first, and then Town Staff may present a summary of the staff report and recommendation, including any updated information received by the Town after the reports were distributed. Next, Board discussion, and then the Chairman will open the hearing to public comment. For items on which action is to be taken, the Chairman will close the hearing of public comment before a motion is made and a vote is taken. The Chairman has the right to establish reasonable time limits for comments and to allow for rebuttal comments. ---PAGE BREAK--- 1. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Carson Valley Reforestation and Beautification Foundation, a Nevada non-profit corporation, to partner with the Town of Minden on maintenance and beautification projects in the Town and for the Town to contribute $400 to the Foundation to replace a pine tree near the intersection of Genoa Lane and US Highway 395. Appearance by Ron James, on behalf of Carson Valley Reforestation and Beautification Foundation. Public comment. ---PAGE BREAK--- 2. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny water system improvements for the Bently Enterprises LLC Quercus Rick House project located off Orbit Way, A.P.N.’s 1320-27-301- 026 &-028. Appearance by Jeremy Hutchings, Director of Engineering, RO Anderson Engineering, on behalf of the applicant. Public comment. ---PAGE BREAK--- ---PAGE BREAK--- 3. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Matthew Kruse, Eagle Scout Candidate, to partner with the Town of Minden to build an observation nook on the peninsula at Jake’s Wetlands and for the Town to set a budget for the project not to exceed $5,000 in Fiscal Year 2018/2019. Appearance by Matthew Kruse and JD Frisby, Minden Superintendent of Public Works. Public comment. ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- 4. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the event proposal and budget prepared by the Carson Valley Arts Council and Town Staff for the 2018 Town of Minden May the 4th event in Minden Park. If approved, the Town will waive fees associated with a street closure and use of Minden Park, provide staff support and use of Town equipment and contribute $2,000 to the Arts Council for the event. Approval of this request will also include: closure of Fifth Street and Fourth Street between Esmeralda and Mono Avenue from 2:00pm to 9:00pm and Esmeralda Avenue from Fourth Street to Sixth Street from 3:00pm to 8:00pm on May 4, 2018. Appearance by Brian Fitzgerald, President of the Arts Council and Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 5. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by the Carson Valley Arts Council to direct Town Staff to draft a letter in support of an NEA Art Works grant application by the Carson Valley Arts Council for preliminary architectural work including design, renderings and cost estimates for the Arts Council Building located at 1572 U.S. Highway 395, Minden NV. Appearance by Brian Fitzgerald, President of the Arts Council and Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 6. For possible action: Discussion and possible action to discuss and review, revise, revise with conditions or continue action on the updates to the Plans for Prosperity (“the Plans”) for the Town of Minden. Discussion and possible action may include, but not be limited to, providing direction to Town Staffs and RACESTUDIO regarding the process to update the Plans for Prosperity. Discussion and possible action may also include the identification and prioritization of the critical issues to be addressed in the Plans, including but not limited to; Towns Urban Service Boundary as identified in the Douglas County Master Plan, specific policies, goals or action plans related to transportation, land use, economic development, urban services, and community character in the Towns. Appearance by Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 7. For possible action: Discussion and possible action to appoint, appoint with conditions, continue or not appoint a replacement member from the January 2018 list of previously qualified applicants to the Citizens Advisory Committee to assist the Town with the update of the Minden Plan for Prosperity. Appearance by Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the By-laws and Procedures for the Citizen’s Advisory Committee to assist the Town with the update of the Minden Plan for Prosperity. Appearance by Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 9. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny Town of Minden Resolution #2018R-006 augmenting the FY2017/2018 budget. Appearance by Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 10. For possible action: Discussion and possible action to provide direction regarding a presentation by Town Staff on the Town of Minden Financial Policies and Administrative Procedures and Internal Controls. Appearance by Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- 11. For possible action: Discussion and possible action to 1) review the form and process for the 2017 evaluation of the Minden Town Manager; and 2) to appoint a representative to collect the evaluations from each Board Member for presentation/approval at a future meeting of the Minden Town Board. Appearance by Ryan Russell, Town Attorney. Public comment. ---PAGE BREAK--- 12. 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. Public comment. ---PAGE BREAK--- PUBLIC COMMENT: Final period of public comment to allow public comment on any matter within the Town Board’s jurisdiction, control, or advisory power. Discussion may be limited to three minutes per person at the discretion of the Chair. No action may be taken on a matter raised under this portion of the agenda until the matter has been specifically included on an agenda as an item upon which action may be taken. ADJOURNMENT ---PAGE BREAK--- Administrative Agenda Item 3 ---PAGE BREAK--- ---PAGE BREAK--- Administrative Agenda Item 6 ---PAGE BREAK--- Plan for Prosperity 2003 vs. Now Critical Issues Minden Town Board Meeting February 2018 ---PAGE BREAK--- 2003 Plan for Prosperity Growth in Douglas County (source: Minden Plan for Prosperity) Population grew from 27,673 in 1990 to 44,010 projected by 2005. 1990–2002, 6,630 housing units were developed in DC, 2.5% was MFR. Housing affordability and availability an issue. 1996-2001, 25% of new housing was built in Minden and Gardnerville. Minden Water served to 2,200 residents in 1990 projected to serve to 6,175 by 2020. ---PAGE BREAK--- 2018 Update to the Plan for Prosperity Growth in Douglas County (source: Douglas County Master Plan Update 2017) Population 48,020 by 2016 (U.S. Census Bureau). 2001-2016, 5,131 housing units were developed in DC, a 26.27% increase. 2010–2016, 568 housing units, 8.6% increase, 49 units, were MFR. “Housing affordability and availability remains an issue.” 2001-2016, 335 housing units were developed in Minden a 27.28% increase. 2001-2016, 24.7% of new housing was built in Minden and Gardnerville. Minden Water served to approximately 3,127 residents in 2017 projected to be served to 3,816 by 2037 (Minden Water System Analysis, June 2017) . ---PAGE BREAK--- 2003 Plan for Prosperity Market Opportunities: 30% of Minden residents are 55+, 23% of total for DC Median Minden income is $55,487 vs $49,182 for DC DC has 3 economic ▫Entertainment (dining, drinking, casinos) ▫Commercial services (grocery, hardware, service garages) ▫Professional services (banking, accounting, legal, dental etc.) DC has new economic opportunities based on unmet demand: ▫General merchandise stores; ▫Clothing and Shoe Stores including both value retail and specialty stores; ▫Sporting goods; and ▫Media stores including books, electronics, music, computers etc. ---PAGE BREAK--- 2018 Update to the Plan for Prosperity Market Opportunities (source: US Census Bureau 2016 & DC Master Plan Update): 34.3% of Minden residents are 60+, 33.6% of total for DC Median Minden income is $55,361 vs $59,769 for DC DC has 3 economic ▫Entertainment (dining, drinking, casinos) ▫Commercial services (grocery, hardware, service garages) ▫Professional services (banking, accounting, legal, dental etc.) • DC has new economic opportunities based on unmet demand: ▫Service Industrial ▫Manufacturing ▫Other? ---PAGE BREAK--- Section 2 of the 2003 Plan for Prosperity ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use (pages 9-10) Economic Objectives ▫Successful downtown. ▫Full-service grocery store (intersection 88 & US 395). ▫Clean, light industrial employment. ▫Added community amenities. ▫Pursue growth that is planned. Land Use Goals and Policies (pages 10-13) ▫LU Goal 1- Land uses that support traditional character. ▫LU Policy 1- Downtown as principal shopping destination. ▫LU Policy 2- Grocery anchored community center at 88 & US 395. ▫LU Policy 3- Attract light industrial tech employers. ▫LU Policy 4- More traditional housing, with modest amounts of higher density. ▫LU Policy 5- Community facilities that enhance quality of life and support future residents. ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use (pages 12-13) Land Use Planning Concepts ▫LU Concept 1- Revitalize downtown. ▫Develop infill projects in combo. w/ renovations to create critical mass of commercial uses in downtown. ▫Parking district plan to support revitalization. ▫Locate community facilities & neighborhoods adjacent to downtown. ▫Develop Bently property as a community center. ▫New elementary school adjacent to downtown (Mackland). ▫LU Concept 2- Increase employment opportunities. ▫Develop portions of 395 and/or airport for light industrial. ▫Develop regional professional office uses in 395 corridor or downtown. ▫Nurture business connections and new business expansion opportunities. ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use (pages 12-13) Land Use Planning Concepts ▫LU Concept 3- Increase and improve commercial services. ▫New grocery-anchored shopping center at 395 & 88. ▫LU Concept 4- Develop additional community facilities. ▫New community center with recreation and civic uses in or adjacent to downtown. ▫Continue use of CVIC Hall, Minden Park and the Town Hall as principal central place for community events and celebrations. ▫Downtown Minden ▫Additional ground floor commercial space from infill development and adaptive reuse desirable. ▫Vacant and underutilized sites identified. ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use Overall Concept Plan ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use Community Facilities ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use Susceptible Development Sites ---PAGE BREAK--- 2003 Plan for Prosperity Economic Opportunity and Land Use Downtown Opportunity Sites 1. Historic Industrial District Site Area: 12.7 acres Current use: Bently NV Corp., NV Energy sub station, Town yard. Potential Use: Community facility, commercial office, light industrial. 2. Minden Stables Site Area: 23,400 SF Current use: Vacant. Potential Use: Commercial Office, residential. 3. Misc. Uses Site Area 3a: 26,200 SF Site Area 3b: 12,500 SF Current use: Residential, commercial, shop storage yard. Potential Use: Commercial retail, residential. 4. 1950-1952 Esmeralda Site Area: 15,000 SF Current use: Vacant. Potential Use: Commercial retail, County Office. 5. C.O.D. Garage Site Area: 20,000 SF Current use: Auto repair and parts. Potential Use: Commercial retail. 6. Fire Station Site Area: 20,000 SF Current use: Fire Station. Potential Use: Commercial retail. 7. Residential Conversion and Infill Site Area: 1.37 Acres Current use: Residential and Professional Office. Potential Use: Commercial retail. 8. Misc. Strip Commercial Site Area: 5.57 Acres Current use: Commercial, motel, restaurant. Potential Use: Commercial retail, professional office. ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity (pages 20-21) Image Assets ▫Primary physical assets include: ▫Historic Charm of traditional parts of Minden ▫Natural Setting ▫Special places that should be used as references for future investment include: ▫Minden Park ▫Downtown Esmeralda Avenue ▫Bently Mill District ▫the County Building ▫Strong value placed on Minden’s historic buildings. Image & Identity Goals & Policies ▫I&I Goal 1: Preserve traditional scale and rural setting as reference for new development. ▫I&I Policy 1: Open space and wet lands shall be preserved. ▫I&I Policy 2: Views of Mountains shall be protected. ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity (pages 20-21) Image & Identity Goals & Policies continued ▫I&I Policy 3: Development shall reflect the walkable scale and pace of traditional neighborhoods and downtown. ▫I&I Policy 4: New development shall be integrated into patterns of block and lots size traditional of Minden. ▫I&I Policy 5: Streetscape shall be developed to underscore the civic role and settings along streets and roads. ▫I&I Policy 6: Streetscape, site planning and land use planning shall be employed to frame gateways and focal points. ▫I&I Policy 7: Architecture shall reflect the traditional form, scale and character of historic neighborhoods. ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity Typical Single Family Street Example ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity Multi Family Streets Example ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity Community Design Concepts (pages 21-22) ▫I&I Concept 1: Enhance and expand natural and civic open space system. ▫Formalize open space and wetland function as community separator. ▫Design edge projects to fit urban and natural setting while providing visual access to open space and mountains. ▫Enhance the role of existing parks as civic gathering places. ▫Add park space to new community center and school projects. ▫I&I Concept 2: Preserve scale and pedestrian friendliness of downtown as a shopping environment. ▫Develop commercial projects and renovate buildings as an extension of historic downtown storefront-shopping environment. ▫Continue to develop pedestrian amenities and streetscaping. ▫Design new infill projects in a scale and character compatible with downtown. ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity Community Design Concepts (pages 21-22) ▫I&I Concept 3: Expand existing neighborhoods rather than building walled or isolated residential subdivisions. ▫Extend existing lot, block and street pattern to accommodate new residential development. ▫Incorporate community facilities such as parks and schools into the block pattern. ▫Adjacent commercial development to be compatible with the privacy and character of traditional neighborhoods. ▫I&I Concept 4: Create and enhance community design framework by using streetscape to define hierarchy of civic streets and places. ▫Create community gateways through careful site planning and landscaping. ▫Introduce street trees, themed lighting and signage along primary travel routes and civic streets. ▫Provide comfortable sidewalks and amenities along principal walking routes. ---PAGE BREAK--- 2003 Plan for Prosperity Image and Identity Streetscape and Open Space Framework (page 22) ▫Key Streetscape Elements identified: ▫Major community Gateway at 395 & 88 and secondary gateways at Mackland & 88, Buckeye and Bougainvillea and 395 & County Road. ▫Four types of streets including: ◦Shopping Streets (Esmeralda Ave.) ◦Regional Roads (395) ◦Community collectors (County and Buckeye) ◦Residential Streets and Alleys ▫Open Space system of connected parks rural and natural lands and urban plazas. Downtown Image and Identity (pages 22-23) ▫Image Objectives identified by the community: ▫Extend storefront shopping to new infill development sites. ▫Align cornice and parapet heights in new development to reflect scale of historic buildings. ▫Use bay spacing and architectural features of historic buildings for new development. ▫Connect storefront streets to adjacent facilities with streetscape. ---PAGE BREAK--- 2003 Plan for Prosperity Community Circulation and Connections Community Circulation & Connections Goals (pages 23-24) ▫CC&C Goal 1: Provide circulation system for existing and future neighborhoods with an emphasis on pedestrian facilities and connections. ▫CC&C Policy 1: Highways will be planned and managed to provide for growing regional traffic. ▫CC&C Policy 2: Local roads will be used for Town scale economic activities and access. ▫CC&C Policy 3: Residential streets should be slow and safe vehicular and pedestrian routes. ▫CC&C Policy 4: A trail system for pedestrians and bicycles should be developed. ▫CC&C Policy 5: Public parking lots will be developed to support downtown revitalization. ▫CC&C Policy 6: Any future bypass should be limited access and should not transfer economic opportunities away from downtown. ---PAGE BREAK--- 2003 Plan for Prosperity Community Circulation and Connections Community Circulation & Connections Concepts(pages 25-26) ▫CC&C Concept 1: Hierarchy of streets that serve all needs. ▫Local roads should not be used as “short-cuts.” ▫Regional serving uses will be located on 395, 88, & future parkway. ▫Pedestrian crossing will be an integral part of all roadway improvements. ▫CC&C Concept 2: Access and parking strategy for downtown. ▫Parking and walkway system enhances access to downtown by cars and pedestrians. ▫Access to downtown supports walking and shopping experience. ▫Short and long-term parking is managed and enforced. ▫CC&C Concept 3: Extensive trail system providing pedestrian and bicycle access to open space. ▫Slough and park system are connected via pathways. ▫Pathways intersect at special activity areas. ▫Pathways provide access to, but don’t adversely impact, natural habitat. ---PAGE BREAK--- 2003 Plan for Prosperity Community Circulation and Connections Open Space ---PAGE BREAK--- 2003 Plan for Prosperity Community Circulation and Connections Street Hierarchy (page 26) ▫Reflect their transportation facility role. ▫Compatible with land uses. ▫Expand connections to other parts of the community. Regional Trail Connections (page 26) ▫Potential routes for connections to future trail system: ▫Buckeye/6th and Lucerne as north-south connector routes. ▫County Road ▫Martin Slough/ Cottonwood Slough as east-west connectors. Downtown Access and Parking (page 26) ▫Parking plan identified system for long term and short term parking including: ▫Eight public lots (employees). ▫Additional on-street parking with diagonal and parallel configurations (visitors/patrons). ---PAGE BREAK--- 2003 Plan for Prosperity Community Circulation and Connections Managed Street Parking ---PAGE BREAK--- Administrative Agenda Item 10 ---PAGE BREAK--- Minden Town Board Meeting February 2018 FINANCIAL POLICIES AND PROCEDURES ---PAGE BREAK--- The Town of Minden Budget is managed in accordance with: Nevada Revised Statutes 354.470-354.626 (NV Local Government Budget Act); Nevada Administrative Code 354 (Local Financial Administration); Douglas County Financial Policies; Town of Minden Financial Policies adopted in 2016 and reviewed annually; and Town Administrative Procedures and Internal Controls. TOWN BUDGET MANAGEMENT PRACTICES ---PAGE BREAK--- Procedure to Process Claims for Payment (routine purchases): 1. Every purchase is first reviewed and approved by a direct Supervisor, the Town Superintendent, Town Manager, or the Town Accountant prior to procurement. 2. Once acquired every purchase is again verified, inventoried and reviewed by the approving Supervisor (with initials and fund allocation). Where appropriate these purchases are tied to specific projects via work orders or Purchase Orders. This documentation is provided to administrative staff and used to process claims for payment. TOWN OF MINDEN INTERNAL CONTROLS ---PAGE BREAK--- Procedure to Process Claims for Payment: 3. An admin staff, other than the approving supervisor, or the individual initiating the claim, prepares a claim for payment. This staff verifies there are sufficient funds for payment, and that the purchase was appropriate and approved. He/she includes a description of the purchase on the claim for Board information. 4. A different admin staff inputs the claim on the spreadsheet which tracks expenditures and fund balances. This staff member also verifies that there are sufficient funds for payment, and that the purchase was appropriate and approved. The claim is then presented for signature. TOWN OF MINDEN INTERNAL CONTROLS ---PAGE BREAK--- Procedure to Process Claims for Payment: 5. The Manager and the Town Accountant are authorized to sign all claims/vouchers related to Town utility payments and all other claims, voucher and/or purchase orders (POs) in an amount not to exceed Ten Thousand and 00/100ths Dollars ($10,000.00) for a single item or service. 6. Any vouchers, POs, contracts, or agreements in excess of the limits described above must be presented to two members of the Board for signature and approval. 7. Regardless of the amount, any contract for construction of a public works project must be awarded by the Board. The Board may authorize the Manager to execute the agreement on its behalf. TOWN OF MINDEN INTERNAL CONTROLS ---PAGE BREAK--- Procedure to Process Claims for Payment: 8. The Manager/Town Accountant verifies that there are sufficient funds for payment, and that the purchase was appropriate and approved. Once signed the claim is scanned and archived by the Town for future review if needed. It is then delivered to Douglas County Finance for further processing and payment. 9. Each month the Town Manager provides to the Board an accounting of expenditures for the preceding month and an overall status of the annual budget (the claims spreadsheet). This accounting requires official Board action and approval. TOWN OF MINDEN INTERNAL CONTROLS ---PAGE BREAK--- Procedure to Process Claims for Payment: 10. The Town Administrative Services Manager, the Town Accountant and the Town Manager run a budget performance report to review the year-to-date (YTD) revenue and expenses. This performance report is reconciled and balanced against the claims spreadsheet prepared and maintained by Town Staff. 11. The Town Administrative Services Manager, the Town Accountant and the Town Manager compare YTD expenditures for the current fiscal year vs the previous fiscal year to identify existing or emerging trends and problems. TOWN OF MINDEN INTERNAL CONTROLS ---PAGE BREAK--- Additional Internal Controls: All supplies not immediately utilized are regularly inventoried by Town Staff and randomly audited by the Town Accountant. The majority of supplies are tracked through work-orders, POs or tied specifically to capital equipment or projects with capital asset numbers and/or project numbers. This information is contained in the description line when the claim is paid. Capital equipment is inventoried and accounted for annually by Town Staff and County Staff. TOWN OF MINDEN INTERNAL CONTROLS