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N L V 1) A The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, December 4, 2013, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Steve Thaler. Staff present: Greg Hill, Jenifer Davidson, Trish Koepnick, Ryan Russell and Bruce Scott. The meeting was called to order at 5:30 p.m. by Chairman Condron. The Pledge of Allegiance was led by Roxanne Stangle. Stangle/Bernard moved for the approval of the agenda as published. Motion carried unanimously. Thaler/Stangle moved for approval of the November 6, 2013 minutes with noted corrections: On page 4, 15 feet should be 50 feet and the Christmas party will be Dec. 13th. Motion carried unanimously. Acknowledgement of Gifts: None Acknowledgement of service awards: None PUBLIC COMMENT: Bob Pohlman referred to data he has collected, which he would like to be put in the record, (Attachment 1) and commented about Minden providing water to Genoa. He also contributed two questions for workshop. (The attachment was included solely at the request of the commentor and does not necessarily represent the opinion and/or information of the Town of Minden or the Board.) Sandy Deyo said he likes the new layout for the Board meeting. STAFF REPORTS: 1. Public Works: report of activities by Greg Hill. Majority of month was spent getting ready for the Christmas weekend. He also gave an update on town water projects as well as Tractor Supply and COD Casino. 2. Engineering Report report by Bruce Scott. The triggered monitoring plan is out in draft for review. They are also putting together a summary of water mains in the Town of Minden by age, as well as a Capital Improvement Projects update. 3. Attorney Report: report by Ryan Russell. Mr. Russell had no formal report. 4. Manager’s Report: report by Jenifer Davidson. Ms. Davidson attended the Valley Vision meeting and solicited ideas from the group concerning potential projects and funding sources. She read a letter of commendation from the Corner Bar in support of items 2, 3 and 4 on the consent calendar. 5. Board member committee reports: Policy and Procedure Review- Steve Thaler noted his item is on the agenda. Event Planning- Roxanne Stangle gave thanks for all the hard work put into this coming weekend and encouraged attendance. Citizen’s Advisory Committee- Roxanne Stangle deferred to Jenifer concerning the input for Jake’s Wetlands Trailhead. Capital Improvement Plan- Matt Bernard said there was nothing new to report. New Development Applications- John Stephans said that he and Town staff met this week with Bently Enterprises representatives concerning some ideas and possible agenda items in January. Minden Water- Charlie Condron said he would like to get the water workshop scheduled. 6. Chairman Report: Mr. Condron reminded the Board about filing requirements that the Board needs to fulfill due by January 15. Board discussion included Board involvement in the Parade of Lights. ---PAGE BREAK--- Minden Town Board Minutes December 4, 2013 Page 2 of 6 CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of November 2013 financial report including claims paid October 25, 2013 through November 21, 2013. 2. Approval of a request by Minden Fest Event Promoters for the Town of Minden to sponsor the Esmeralda Avenue Farmer’s Markets Tuesday evenings from May 20th through September 30th, 2014. Town approval will include closure of Esmeralda between Fourth Street and Fifth Street from 2:00 pm until 8:00 pm. 3. Approval of a request by Minden Fest event Promoters for the Town of Minden to sponsor the Minden Spring Arts and Crafts Festival and Innliner Car Show, June 6-8, 2014. Approval of this request would include waiving fees associated with street closure and providing Town staff support of the event. Town approval will also include closure of Esmeralda between US Highway 395 and Sixth Street; Fifth Street between Esmeralda Avenue and Mono Avenue from 5:00 pm Friday through 7:00 pm Sunday. 4. Approval of a request by Minden Fest event Promoters for the Town of Minden to sponsor the Minden Fall Arts and Crafts Show September 5-7, 2014. Approval of this request would include waiving fees associated with street closure and providing Town staff support of the event. Town approval will also include closure of Esmeralda between US Highway 395 and Sixth Street, and Fifth Street between Esmeralda Avenue and Mono Avenue from 5:00 pm Friday through 7:00 pm Sunday. Ms. Stangle noted that she has an interest in items 2, 3 and 4 and would not be voting on these items. Stephans/Bernard moved for the approval of agenda items 1-4. Motion carried unanimously with Ms. Stangle abstaining. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Town Staff to partner with Minden Rotary to plan a celebration for the thirtieth anniversary of the dedication of the Minden Park Gazebo and contribute an amount of Town funds for the event/s. Appearance by John Hamer, member of Minden Rotary Club. Mr. Hamer and Robin Taylor, current Rotary president, spoke about thoughts for a celebration, possibly in conjunction with the Minden 4th of July event as well as a dinner/reunion. There is a lot of support from the local Rotarians, and this would not be a fundraiser for the Rotary. Board discussion was a consensus of approval; this is just a starting point to get the Board to back the idea and we can fine tune the details. Public comment: Sandy Deyo suggested that international scholarship exchange students could be included. Robert McMillan said that what the Rotary gave us is priceless and this is a great way to say thank you. Following intelligent deliberation by the Board, as well as public comment,Bernard/Stephans moved to approve a request by Town Staff to partner with Minden Rotary to plan a celebration for the thirtieth anniversary of the dedication of the Minden Park Gazebo and contribute an amount of Town funds for the event/s to be determined at a later date. Motion carried unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue, deny or make a counter offer to a request by East Fork Professional Firefighters to 1) lease for 3-5 years the upstairs portion of the Minden Firehouse located at 1604 US Highway 395 for an amount not to exceed $400 per month including utilities; and if 2.1 is approved or modified, 2) direct Town Staff to draft a lease agreement/counter offer subject to the terms, conditions, and/or modifications specified by the Town Board and authorize the Chairman to execute the lease agreement for the same. Appearance by Paul Azevedo, Vice President—East Fork Professional Firefighters. ---PAGE BREAK--- Minden Town Board Minutes December 4, 2013 Page 3 of 6 Mr. Azevedo said that he does not represent East Fork Fire District, and that the association needs space mostly for storage. This space fits very well; meetings are after hours so it will not impact parking and they are OK with non ADA compliance. Ms. Davidson recommended a lease term of 2 years with a one year option to renew, terminable upon 60 day notice, as well as recommending an additional $50.00 for utilities to reimburse East Fork. Mr. Russell felt the lease should include that the lease is for the as-is state, they are assuming the ADA noncompliance and the Town is indemnified and held harmless. Board discussion include opportunity to give payback to firefighters, arrangement of no rent but receipts for improvements, not charging anything, in kind services, concern that rent will go into general fund, and the ability of the Town to get out of the lease. Mr. Azevedo would like to see the part about the bathroom taken out. Public comment: None Following intelligent deliberation by the Board, as well as public comment, Stephans/Thaler moved to approve the request by the by East Fork Professional Firefighters for a lease with terms and stipulations as suggested by the Town Manger and Town Attorney for the upstairs portion of the Minden Firehouse located at 1604 US Highway 395 for an amount not to exceed $400 per month including utilities, which is $350 for the lease and $50 for the utilities, and direct Town Staff to draft a lease agreement/counter offer subject to the terms, conditions, and/or modifications specified by the Town Board and authorize the Chairman to execute the lease agreement for the same. Motion carried unanimously. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the Conceptual Plan for the Trailhead and Pedestrian Path located within Phase 7 of the Ranch of Gardnerville Development submitted for consideration by the Ranch at Gardnerville 1, LLC. Appearance by Robert Anderson, Principal Engineer, R O Anderson. Mr. Bernard noted he would not participate as he works for R.O Anderson Engineering. Rob Anderson gave the background for this request; one County condition was this plan had to be approved by the Town Board prior to final map. It is a conceptual plan; it is not required to be built until phase 7, and details will be worked out then. Public comment: Bob Pohlman asked if the cinder block wall required at Jake’s will also be required here. Sandy Deyo asked why there is no bicycle parking here, and who will maintain this? Mr. Anderson said a bicycle rack would be a reasonable request. Deed restriction has the Ranch at Gardnerville maintaining the open space in a natural condition. It is open for discussion on who should maintain this. The landscape will be according to Douglas County standards, and the privacy walls have not been discussed yet at this point. Following intelligent deliberation by the Board, as well as public comment, Thaler/Stangle moved to approve the Conceptual Plan for the Trailhead and Pedestrian Path located within Phase 7 of the Ranch of Gardnerville Development submitted for consideration by the Ranch at Gardnerville 1, LLC as written. Motion carried unanimously. 4. For possible action: Discussion and possible action to review the proposed site design for the trailhead at Jake’s Wetlands and provide direction to Town Staff regarding conditions placed by Douglas County on the project related to the Minor Design Review process which may include direction to request variances to the conditions. Appearance by Jenifer Davidson, Town Manager. The workshop was attended by ten residents who unanimously suggested the Town request the variance for the block wall. They would like to utilize a wood fence, had concerns about the height of the trees and anything that might hamper the view, and safety concerns at the trailhead, preferring low lighting rather than overhead. We have until the end of fiscal year 2015 to utilize the grant funding. Public comment: ---PAGE BREAK--- Minden Town Board Minutes December 4, 2013 Page 4 of 6 Sandy Deyo would like to see indigenous plants of Nevada used and felt that the masonry wall would encourage graffiti. Robert McMillan noted a possible need for bathrooms. Sheila Kendrick suggested a modified bathroom to be built now and opened when staffing is better. Mike Olsen encouraged the Town to contact the new company in town concerning the bathrooms. Board discussion included consideration of bathrooms, sanihuts, and working with Douglas County on a restroom facility along the trail. Following intelligent deliberation by the Board, as well as public comment, Thaler/Stephans moved to direct staff to move forward with a major variance. Motion carried unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the revised Town of Minden Snow Removal Policy. Appearance by Steve Thaler, Minden Town Board Member. Mr. Thaler noted that there were minor changes regarding responsibility, the new policy is shorter in length, easier to read and with a helpful visual of the streets. It leaves an opportunity for the chairman and/or manager to ask for more to be done. Ms. Davidson said that the costs reflect a budget for an extreme weather scenario to hire private contractors to remove the snow. Also, page one section 4a needs to say the whole Town, not just the historic downtown. Mr. Hill said the biggest challenge is the lack of space to pile snow in the downtown. Brine is being looked at as an option but there are pros and cons to it. The change to 4 inches is appropriate because the 6 inches can be hard to remove. It comes down to public safety and making sure that people can get places. Greg said that the overall picture of weather, etc. is taken into consideration. Board discussion centered on the need to plow or not plow. Public comment: Robert McMillan appreciated moving snow to the center of the road and opening up everyone’s driveway; he felt the snow did not need to be removed. Sandy Deyo suggested that we address removal of vehicles in order to plow the streets. Following intelligent deliberation by the Board, as well as public comment, Stangle/Stephans moved to approve the revised Town of Minden Snow Removal Policy. Motion carried with Bernard voting no. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to accept a bid by the lowest responsive and responsible bidder to drill a new production well located at 1330 Buckeye Road for an amount not to exceed $250,000. Appearance by Jenifer Davidson, Town Manager. Mr. Scott recommended the low bid approval. Board discussion included the diversity of the bid line items. Following intelligent deliberation by the Board, as well as public comment, Bernard/Stangle moved to approve aa bid by the Hydro Resources – West, Inc to drill a new production well located at 1330 Buckeye Road for the amount in their bid. Motion carried unanimously. 7. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to set priorities and expectations for the 2014 performance evaluation of the Minden Town Manager. Appearance by Ryan Russell, Legal Counsel for the Town of Minden and Jenifer Davidson, Town Manager. Mr. Russell noted that this is a requirement in the manager’s contract. Suggestions have been provided with a list of recommendations of priorities and expectations for next year. Board discussion included job description, evaluation, compensation and the measurement of these, as well as setting goals according to her contract. ---PAGE BREAK--- Minden Town Board Minutes December 4, 2013 Page 5 of 6 Mr. Russell suggested that now is the time to fix any issues, and suggested approving what is before them and authorizing a collaborative process concerning priorities and goals. Any input from the Board can be given to Mr. Russell. Public comment: None Following intelligent deliberation by the Board, as well as public comment, Bernard/Stangle moved to approve the priorities and expectations as presented in the Town manager’s report with the addition of priorities and expectations for performance of the essential job functions listed in the job description of the Minden Town Manager and to further authorize the Chairman to work with the Town manager and Town counsel to add or modify these priorities and expectations following a meeting in order to finalize and execute the priorities and expectations for the coming year. Ms. Davidson was in agreement with this process. 8. For discussion only: Discussion and possible action to approve, approve with conditions, continue, or deny a request to 1) elect the Minden Town Board Chairman for calendar year 2014; and to 2) elect the Minden Town Board Vice-Chairman for calendar year 2014. Mr. Russell said that the public was noticed for the possible action and it was appropriate to proceed with the election. Following intelligent deliberation by the Board, as well as public comment, Stephans/Thaler nominated Mr. Bernard for Town Board Chair and Thaler/Stephans nominated Ms. Stangle for Town Board Vice Chair. Public comment: None Motion carried unanimously. PUBLIC COMMENT Sandy Deyo said that the Board does a great job and is concerned about the Town people; likes the arrangement and wishes they would all speak into the microphones. REQUEST FOR AGENDA ITEMS: None ADJOURNMENT: Ms. Stangle moved to adjourn at 8:53 p.m. ---PAGE BREAK--- Minden Town Board Minutes December 4, 2013 Page 6 of 6 Attachment 1 (as requested by Bob Pohlman; this attachment was included solely at the request of the commenter and does not necessarily represent the opinion and/or information of the Town of Minden or the Board.) Interlocking Agreement between Minden, Douglas County, Indian Hills, and Carson City The agreement provides that Minden supplying water to Douglas County based on design requirements from the North Douglas County Water System Analysis by Manhard Engineering in 2009 Flow in gpm Phase I Build out Usage in gpm Used in Avg Max Total Cap acre feet East Valley 1,600 2,500 2,100 2,500 1,278 North County 500 1,550 50 130 470 165 West Valley 500 950 350 1,050 1,300 365 Indian Hills 1,400 2,500 846 Carson City 2,500 2,500 Not Designated 1,000 2,000 7,500 12,000 In Trust Water Rights Transfers to Minden (in acre feet) Carson City East Valley North County Indian Hills Future Development Water Usage through Regional Water Tie-line Existing vacant lots in Development 371 416 af Existing Industrial Developments 69 77 af Converting East Valley Wells 980 1,098 af Big George Subdivision 365 408 af Riverview Shopping Center 264 296 af Clear Creek Golf Course 384 430 af West Valley 200 224 af Total 2,950 af Within Minden’s Water District Monterra 240 269 af La Costa 38 155 af Ranch at Gardnerville 633 709 af Edgewood Co. Subdivision 17 19 af Total 1,152 af Edgewood (Park Cattle) 1800 acres Nevada Northwest LLC Mack Ranch Robert Pohlman 781-3291 [EMAIL REDACTED]