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The Minden Town Board meeting will be held at 5:30 p.m. on Wednesday, November 5, 2014, at 1602 Esmeralda Avenue, Minden, Nevada. NOTICE: NRS 237: The Minden Town Board has adopted a Standard Policy No. 7, which contains a motion regarding Business Impact Statements (BIS). When the Town Board approves its agenda, it also approves a motion which includes ratification of staff action taken pursuant to NRS 237.030 et seq. with respect to items on the Board’s agenda. This includes, without limitation, the conclusion that each rule, ordinance, or regulation which is on the Board’s agenda is without direct and significant economic burden on a business or direct restriction on the formation, operation, or expansion of a business; and that each rule, ordinance, or regulation which is on the Board’s agenda for which a BIS has not been prepared does not impose a direct and significant economic impact on a business or a direct restriction on the formation, operation, or expansion of a business. NOTICE: to persons with disabilities: Reasonable efforts will be made to assist and accommodate individuals with disabilities desiring to attend the meeting. Please contact the Minden Town Office in writing at 1604 Esmeralda Avenue in Minden, Nevada or call [PHONE REDACTED] in advance of the meeting, preferably at least 24 hours prior to the meeting, so that the arrangements may be conveniently made. NOTICE: Items on the Agenda may be taken out of order. The Minden Town Board may combine two or more agenda items for consideration. The Minden Town Board may at any time remove an item from the agenda or delay discussion relating to an item on the agenda. Any restrictions imposed by the Board or its chair on public comment must be reasonable and may restrict time, place and manner of comments but may not restrict comments based on viewpoint. Copies of this notice and agenda have been posted at or before 9:00 a.m. on the third working day before the meeting at the following locations: Minden Administration Office, Minden Post Office, Douglas County Administrative Building, and CVIC Hall bulletin board. Copies of supporting material may be requested from Patricia Koepnick, Office Manager, at 1602 Esmeralda Avenue, Minden, Nevada; by mail addressed to Ms. Koepnick addressed to at the Minden Town Office; by phone at (775) 782- 5976 or by email at [EMAIL REDACTED]. Copies of supporting material are available to the public at the Town Office, on the Town’s website, www.townofminden.com, and at the meeting on the date and place listed above. 5:30 P.M. CALL MEETING TO ORDER PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA APPROVAL OF MINUTES: October 1, 2014 Board Meeting ACKNOWLEDGEMENT OF GIFTS ACKNOWLEDGEMENT OF SERVICE AWARDS 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. 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. The Board Committee assignments and potential presenters on this portion of the agenda are as follows: Event Planning- Roxanne Stangle Minden Water- Charlie Condron Budget/New Development Applications - John Stephans Citizen’s Advisory Committee- Steve Thaler November 5, 2014 Page 1 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda November 5, 2014 Page 2 of 3 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. 1. Approval of the October 2014 financial report including claims paid September 19, 2014 through October 23, 2014 for fiscal years 2015. 2. Approval of the 19th Annual Parade of Lights from Heritage Park to Minden Park on December 6, 2014, and a waiver of the associated street closure fees by the Town of Minden. This event includes closure of the following streets from 3:00 pm to 10:00 pm: Esmeralda from US Highway 395 to Seventh Street; closure of Seventh, Sixth, Fifth and Fourth Streets between US Highway 395 and County Road; and closure of Mono Avenue between Third and Seventh Street. 3. Approval of the Town of Minden 2014 Christmas Celebration, Friday December 5, 2014, and Saturday, December 6, 2014. Approval of this request includes closure of the following streets Friday, December 5th from 12:00 pm to Saturday, December 6th until 10:00 pm: Esmeralda Avenue between Fourth Street and Sixth Street; Fifth Street between Esmeralda Avenue and Mono Avenue. 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. 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Blue Sky Events and the Family Support Council of Douglas County for the Town of Minden to sponsor the Amateur Barbeque Cook-Off (also known as Chillin’ and Grillin’) at the same time as the Minden Arts and Crafts Festival and Innliner Car Show, June 5-7, 2015. Approval of this request would include waiving fees associated with street closure and use of the CVIC Hall Kitchen and providing Town staff support of the event. Town approval would also 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; Forth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; and Mono Avenue between 5th Street and Sixth Street from 6:00 am through 9:00 pm Saturday, June 6, 2015. Appearance by Kerry Hawk with Blue Sky Events. Public comment. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Denise Collins, location scout for Kadota Productions to close Esmeralda Avenue from US Highway 395 to Sixth Street, Mono Avenue from Fifth Street to Sixth Street, and Fifth and Sixth Street from Mono to Esmeralda Avenue for no more than a single block of five consecutive hours total beginning no earlier than 6:30 am and ending no later than 6:30 pm on November 6th, 7th, 8th or 9th to film images to be used in advertising materials for the company. Appearance by Denise Collins, Location Scout and Manager, Scout Tahoe. Public comment. 3. Not for possible action: Presentation by Town Staff with assistance from Andrea Seifert, Public Water System Compliance Supervisor, Nevada Department of Environmental Protection Bureau November 5, 2014 Page 2 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda November 5, 2014 Page 3 of 3 of Safe Drinking Water (NDEP) and Aaron Hughes, Training Specialist, Nevada Rural Water Association (NRWA) on Minden water chemistry and quality. Appearance by Jenifer Davidson, Town Manager, Greg Hill, Superintendent of Public Works, Andrea Seifert, NDEP, and Aaron Hughes NRWA. Public comment. 4. For possible action: Discussion and possible action regarding a presentation by Town Staff on the projected possible water right needs of the Minden Water System based on existing and future development and the possible expansion of the Town’s service area over time. Appearance by Jenifer Davidson, Town Manager and Bruce Scott, Town Engineer. Public comment. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town staff to place a Tank Level Monitor RTU with Ubiquiti Radio Communication on the Douglas County Water Tank located on Johnson Lane for an amount not to exceed $11,000 and to authorize the Chairman to Execute an interlocal agreement, in a form and substance acceptable to Town Counsel, with Douglas County for the Town to install and maintain the same. Appearance by Greg Hill, Minden Superintendent of Public Works and Bruce Scott, Town Engineer. Public comment. 6. For possible action: Discussion and possible action to modify the process to vet applicants and to recommend up to three names to the Douglas County Board of Commissioners for consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Appearance by Ryan Russell, Town Attorney. Public comment. 7. 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 and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Public comment. 8. 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 Trailhead project at Jake’s Wetlands, the Buckeye Well Project, the Minden-Gardnerville Sanitation District project on County Road and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. Public comment. 9. For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2014 evaluation of the Minden Town Manager. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Public comment. 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. REQUEST FOR AGENDA ITEMS ADJOURNMENT November 5, 2014 Page 3 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 4 Town Board Meeting ---PAGE BREAK--- The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, October 1, 2014, 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, Bruce Scott, Ryan Russell and Rachel Hamer. Mr. Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Bernard. Mr. Thaler requested to pull consent items 2, 3 and 4 and place them on the Administrative Agenda. Condron/Thaler moved to approve the agenda as amended. Motion carried unanimously. Stephans/Condron moved to approve the minutes of the September 3, 2014 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: Mr. Hill acknowledged Shane Mortensen and Rick Humphrey for their 10 years of dedicated service to the Town. PUBLIC COMMENT: A members of the public commented on the job well done on the recent street sealing in Winhaven and questioned the transfers of water rights to Minden. Representatives of Bently gave the Board an update on the Bently Heritage District and the work on cleaning up the old Cowboy Corner as well as the progress on the Farmers Bank Building. BOARD MEMBER REPORTS: Event Planning- Roxanne Stangle reported that the Fall Event has been cancelled due to timing, but that there are big plans for next year. The Christmas Weekend event is scheduled for the first weekend in December. Minden Water- Charlie Condron reported that they are working on 50-75 year plan for usage and hope to have it to the Board in the next few months. Budget/New Development Applications - John Stephans reported on his meeting with Bently concerning the pedestrian crossing on 395 to the Farmers Bank Building and the progress they have made with NDOT. Citizen’s Advisory Committee- Steve Thaler said there was nothing to report this month. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of August 2014 financial report including claims paid August 22, 2014 through September 18, 2014 for fiscal years 2014 and 2015. 2. 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 5-7, 2015. 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 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 5:00 pm Friday through 7:00 pm Sunday. 3. Approval of a request by Minden Fest event Promoters for the Town of Minden to sponsor the Minden Fall Arts and Crafts Show September 11-13, 2015. Approval of this request would include waiving fees associated with street closure and providing Town staff support of the event. November 5, 2014 Page 5 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 2 of 6 Town approval will also 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 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 Esmeralda Avenue Farmer’s Markets Tuesday evenings from May 19th through September 29th, 2015. Town approval will include closure of Esmeralda between Fourth Street and Fifth Street from 2:00 pm until 8:00 pm. 5. Adoption of Resolution number 2014R-077 augmenting the Town of Minden Fiscal Year 2014- 2015 Capital Equipment/Construction Fund (636) Budget by $420,149.00 for the Minden Gateway Project. Additionally, the Resolution amends the Minden Water Wholesale Fund (639) and the Minden Water Fund (640) for FY13/14 carryover Purchase Orders. Ms. Stangle excused herself from items 2, 3 and 4 as she is part of Minden Fest. As numbers 2, 3 and 4 were pulled from the Consent Agenda, Condron/Stephans moved to approve consent items 1 and 5. Motion carried unanimously. ADMINISTRATIVE AGENDA: Consent items 2, 3 and 4: 2. 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 5-7, 2015. 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 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 5:00 pm Friday through 7:00 pm Sunday. This item was pulled from consent. Board discussion included the processes the Town uses when reserving dates for events, how to deal with competing interests, the need to preserve relationships with long standing events and encourage new ones, and the need for open communication where partnerships could flourish between events. Public Comment included discussion about the availability of Westwood Park, the possibility of collaboration between multiple events, concern over keeping things equitable between non-profit and profit groups. Mr. Thaler moved to continue this item. Motion did not get a second. Following thoughtful and intelligent deliberation, Condron/Stephans moved to approve 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 5-7, 2015. Approval includes waiving fees associated with the street closure and providing Town staff support of the event. Approval also includes 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 5:00 pm Friday through 7:00 pm Sunday. Motion carried with Mr. Thaler voting no and Ms. Stangle abstaining. 3. Approval of a request by Minden Fest Event Promoters for the Town of Minden to sponsor the Minden Fall Arts and Crafts Show September 11-13, 2015. 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 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 5:00 pm Friday through 7:00 pm Sunday. November 5, 2014 Page 6 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 3 of 6 This item was pulled from consent. Board discussion included concern about what a sponsorship entails a desire to have a way for events to share and the Town’s desire to do more for the community not less. Public Comment included the hope to have events on every weekend and concern over priority when events share facilities. Following thoughtful and intelligent deliberation, Condron/Stephans moved to approve a request by Minden Fest Event Promoters for the Town of Minden to sponsor the Minden Fall Arts and Crafts Show September 11-13, 2015. 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 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 5:00 pm Friday through 7:00 pm Sunday. Motion carried unanimously with Ms. Stangle abstaining. 4. 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 19th through September 29th, 2015. Town approval will include closure of Esmeralda between Fourth Street and Fifth Street from 2:00 pm until 8:00 pm. There was no Board Discussion or Public Comment. Following thoughtful and intelligent deliberation, Condron/Stephans moved to approve a request by Minden Fest Event Promoters for the Town of Minden to sponsor the Esmeralda Avenue Farmer’s Markets Tuesday evenings from May 19th through September 29th, 2015. Town approval will include closure of Esmeralda between Fourth Street and Fifth Street from 2:00 pm until 8:00 pm. Motion carried unanimously with Ms. Stangle abstaining. Regular Administrative agenda items: 1. 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 and other functions of the Town of Minden. Discussion may also include an update regarding the possible placement of stop signs on Wildrose and a possible reduction in speed limits in the area of Wildrose and Deseret. Ms. Davidson gave an update on the Wildrose speeding issue, which is scheduled for a November 6th County Commissioner meeting, and reported on the First Main Street meeting. An updates was also given on the construction progress for the Administrative Office. Ms. Davidson thanked the Board for the opportunity to attend the ICMA Conference this year. Mr. Stephans asked the status of the punch list for Monterra. Mr. Hill relayed that the original punch list is done, however there is more area that the Town is responsible for that needs to be fixed. Once they have it all completed we will discuss releasing the bond. Public Comment- None. 2. 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 Trailhead project at Jake’s Wetlands, the Buckeye Well Project, the Minden-Gardnerville Sanitation District project on County Road and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. November 5, 2014 Page 7 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 4 of 6 Mr. Scott presented the Board with updates on several projects which include Gateway, Martin Slough Trailhead, Heybourne Well, MGSD’s County Road Project and Buckeye Well. As well as potential changes regarding the equipping and output on the Buckeye Well. Board discussion included concern over the County Road project and the patching done on the road. Public comment included questions regarding the status of the lighting along Hwy 395. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Douglas County Staff to participate with and contribute an amount not to exceed $50,000 to Douglas County to place a 12 strand fiber for Douglas County and 12 strand fiber for the Town of Minden in the existing Town of Minden conduit system from an existing vault to the Town of Minden Public Works Facility and to authorize the chairman to execute an agreement for the same. Appearance by Tammy James, Douglas County Communications Manager. Tammy James gave a background and presentation on the laying of fiber connections in the area and how this impacts the Town. Board discussion included where the lines currently run and questions regarding the current conduit that was put in along Buckeye Rd. Tony Prestigiacomo, of FIWI Communications LLC, explained that they will be using the conduit along the road but that there is still the cost to trench, bore put in pull boxes and diverters and actually pull the fiber through. Public comment included concern over the lack of information as well as the cost of this request. Following thoughtful and intelligent deliberation, Thaler/Stephans moved to approve a request by Douglas County Staff to participate with and contribute an amount not to exceed $50,000 to Douglas County to place a 12 strand fiber for Douglas County and 12 strand fiber for the Town of Minden in the existing Town of Minden conduit system from an existing vault to the Town of Minden Public Works Facility and to authorize the chairman to execute an agreement for the same. Motion carried unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Anita and Tim Cohee for the Town to coordinate and possibly participate in the removal of trees located within the right of way at 1592 Sixth Street.. Appearance by Anita and Tim Cohee, Owners of 1592 Sixth Street. Mr. & Mrs. Cohee gave an explanation regarding the request that was brought forward to the Town Staff. Mr. Hill gave an assessment of the existing conditions of the trees on the property to the Board which included the health of the trees, their location and where they have impacted the curb and gutter. Board discussion included the question of how many trees, which trees, and concern over this not being part of the budget. Public Comment – None After thoughtful and intelligent deliberation, Condron/Thaler moved to approve a request by Anita and Tim Cohee for the Town to remove 8 trees in the right of way at 1592 Sixth Street. Motion carried with Ms. Stangle voting no. 5. For possible action: Discussion and possible action to provide direction to Town Staff regarding the proposed revision of the Town of Minden Street Tree Program. Action may include approval, approval with conditions, continuance or denial of the revised Town Minden Street Tree Program. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave a presentation regarding a proposed revised Street Tree Program Policy and the changes that were made from the existing. Board discussion included concern over setting budget amounts, if the Town can be proactive and how the Town will determine priorities. November 5, 2014 Page 8 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 5 of 6 Public comment included concern over how the program will work for residents and removal of older trees around water lines. After thoughtful and intelligent deliberation Stangle/Condron made a motion to approve the revised Town of Minden Street Tree Program. Motion carried unanimously. 6. For possible action: Discussion and possible action to provide direction to Town Staff regarding the proposed Town of Minden Strategic Planning Goals prepared by the Town Manager in response to the Town of Minden 2014 Strategic Planning session. Possible action may include approval, approval with conditions, continuance or denial of the proposed Town of Minden Strategic Planning Goals prepared by the Town Manager. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave a presentation regarding a list of Strategic Planning Goals for the Town with the hope to encourage discussion. Board discussion included the desire to revisit this each year, it can it be built into the Managers evaluation, and what the next steps are. Public comment – None. There was no motion as the Board felt that Staff already knew the direction to take. 7. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by Stonehouse Drilling and Construction, LLC for the Town of Minden Heybourne Well Construction project for an amount not to exceed $246,300.00, and authorize the Chairman to execute an agreement for the same. Appearance by Bruce Scott, Town Engineer. Mr. Scott explained that although this was not the lowest bid, the Town could not accept the other bid since the company did not self-list. Board discussion included questions about why we would not go back out to bid, questions over who the company was as well as questions regarding whether this was still under budget. Staff explained that it was still under budget. Public Comment- None After thoughtful and intelligent deliberation Condron/Stangle moved to accept a bid by Stonehouse Drilling and Construction, LLC for the Town of Minden Heybourne Well Construction project for an amount not to exceed $246,300.00, and authorize the Chairman to execute an agreement for the same. Motion carried unanimously. 8. For possible action: Discussion and possible action to 1) review the form and process for the 2014 evaluation of the Minden Town Manager; and 2) to appoint a representative to collect the evaluations of each board member for presentation/approval at the next regular meeting of the Minden Town Board. Appearance by Ryan Russell, Town Attorney. Mr. Russell gave a background on this item as well as the direction that staff hoped to take. Board discussion included the timeline for when evaluations are due as well as positive thoughts on the process in general. The Board determined that the evaluations needed to be handed in to the representative 2 weeks before the next board meeting. Public Comment-None. After thoughtful and intelligent deliberation, the Board moved to approve action to 1) review the form and process for the 2014 evaluation of the Minden Town Manager; and 2) to appoint Town Counsel to collect the evaluations of each board member for presentation/approval at the next regular meeting of the Minden Town Board. Motion carried unanimously. 9. For possible action: Discussion and possible action to approve a process to vet applicants and to recommend up to three names to the Douglas County Board of Commissioners for November 5, 2014 Page 9 Town Board Meeting ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 6 of 6 consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Appearance by Ryan Russell, Town Attorney. Mr. Russell discussed the previous action on this item and informed them of how many applicants the Town received. Board discussion included the desire for personal interviews and meeting on an individual basis, what kind of questions could be asked, what the timeline will look like, and how many candidates that they would like to put forward. Public Comment included questions and suggestions regarding the processing. After thoughtful and intelligent deliberation, Condron/Stephans moved to approve a process whereby each Board Member can conduct individual interviews with each candidate on a date yet to be determined within the next two weeks, and at the November Board Meeting the Board can then recommend up to 3 candidates at that time. Motion carried unanimously. PUBLIC COMMENT: None REQUEST FOR AGENDA ITEMS: None ADJOURNMENT: Mr. Condron moved to adjourn the meeting at 8:46 p.m. Motion carried unanimously. November 5, 2014 Page 10 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 11 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 12 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 13 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 14 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Consent Agenda, Item Number 2 DATE: __October 28, PREPARED BY: Rachel Hamer, Senior Secretary SUBJECT: Approval of the 19th Annual Parade of Lights from Heritage Park to Minden Park on December 6, 2014, and a waiver of the associated street closure fees by the Town of Minden. This event includes closure of the following streets from 3:00 pm to 10:00 pm: Esmeralda from US Highway 395 to Seventh Street; closure of Seventh, Sixth, Fifth and Fourth Streets between US Highway 395 and County Road; and closure of Mono Avenue between Third and Seventh Street. PREVIOUS ACTION: • The street closure fee was waived each year in the past. FISCAL IMPACT: The Town expends approximately $500 in direct labor costs for the Parade of Lights and waives approximately $500 street closure fees. Carson Valley Chamber of Commerce provides insurance coverage for this event. ACTION TAKEN: Approve Continue Deny Approve with conditions: November 5, 2014 Page 15 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 16 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Consent Agenda, Item Number 3 DATE: __October 28, PREPARED BY: Rachel Hamer, Senior Secretary SUBJECT: Approval of the 2014 Town of Minden Christmas Celebration on Friday, December 5, and Saturday, December 6, 2014. Approval of this request includes closure of the following streets Friday, December 5th from 12:00 pm to Saturday, December 6th until 10:00 pm: Esmeralda Avenue between Fourth Street and Sixth Street; Fifth Street between Esmeralda Avenue and Mono Avenue. BACKGROUND: This year the Christmas Celebration will include: The Elks annual Spaghetti Feed and Christmas Tree Bingo in the CVIC Hall (Friday night). Gazebo lighting in Minden Park (Friday night). Live music from the DHS Jazz Band as well as a brass quintet (Friday night). Fire pits, live music, hot cider, cookies, s’mores and more (Friday night). Children’s drawing to help Santa light up Minden (Friday night). The Weihnachts Festival put on by Mindenfest in conjunction with the Minden Christmas Celebration on Saturday in the CVIC Hall with live music. The Carson Valley Chamber of Commerce conducts their Parade of Lights on Saturday night with live music before the parade on Esmeralda Ave. These annual events enhance the quality of life for the residents of Minden and the surrounding area and provide an economic boost for Minden’s businesses. FISCAL IMPACT: The total approved budget for the Christmas Festival is $4,500. ACTION TAKEN: Approve Continue Deny Approve with conditions: November 5, 2014 Page 17 Town Board Meeting ---PAGE BREAK--- 2014 Christmas Event Street Closures Consent #3 November 5, 2014 Page 18 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Minden Town Board Agenda Administrative Agenda, Item Number 1 DATE: October 24, 2014 PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Blue Sky Events and the Family Support Council of Douglas County for the Town of Minden to sponsor the Amateur Barbeque Cook-Off (also known as Chillin’ and Grillin’) at the same time as the Minden Arts and Crafts Festival and Innliner Car Show, June 5-7, 2015. Approval of this request would include waiving fees associated with street closure and use of the CVIC Hall Kitchen 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 from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; Forth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; and Mono Avenue between 5th Street and Sixth Street from 6:00 am through 9:00 pm Saturday, June 6, 2015. Appearance by Kerry Hawk with Blue Sky Events. Public comment. PREVIOUS ACTION: May 1, 2013, Board Meeting: Board approved a request by the Family Support Council to close Fifth Street between Esmeralda Avenue and Mono Avenue in conjunction with a fundraising even in Minden Park called “Chillin’ and Grillin’ Barbecue Cook-off” on Saturday, June 15, 2013 from 8:00 am until 9:00 pm. BACKGROUND: This will be the 3rd year for the Family Support Council Chillin’ and Grillin’ event and the second time the event will be held in Minden Park. If approved, the event will occur at the same time as the Mindenfest Spring Arts and Crafts Festival. Blue Sky Events and Mindenfest agree to share the streets and Town facilities in the interest of both parties. At the October meeting, the Town Board agreed to sponsor the Mindenfest event and waive fees. Because the Chillin’ and Grillin’ event will be held at the same time, and the two parties will be sharing Town facilities, it is Staff recommendation that the fee waiver be extended to this event as well. Also at the October meeting, the Board approved the closure of the following streets for the Mindenfest Event: 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 5:00 pm Friday through 7:00 pm Sunday. Attached is a map showing the streets which have already been approved under the Mindenfest application and the additional streets now requested by Blue Sky Events and the Family Support Council. FISCAL IMPACT: For the purposes of this request, sponsorship would include: waiver of street closure fee for 1 day ($500 total) and hourly rental fees associated with use of the CVIC Hall ($250 maximum). It should be noted the Board approved a non-profit discount (50%) for this event in 2013. The total fee for that first year was $250. November 5, 2014 Page 19 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Minden Town Board Agenda Administrative Agenda, Item Number 1 STAFF RECOMMENDATION: Staff recommends the Board approve a request by Blue Sky Events and the Family Support Council of Douglas County for the Town of Minden to sponsor the Amateur Barbeque Cook-Off (also known as Chillin’ and Grillin’) at the same time as the Minden Arts and Crafts Festival and Innliner Car Show, June 5-7, 2015. It is further recommended by Town Staff that approval of this request include waiving fees associated with street closure and use of the CVIC Hall Kitchen and providing Town staff support of the event. Town approval should also 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; Forth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; and Mono Avenue between 5th Street and Sixth Street from 6:00 am through 9:00 pm Saturday, June 6, 2015. ACTION TAKEN: Approved Continued Denied Approved with November 5, 2014 Page 20 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 21 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 22 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 23 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 24 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 25 Town Board Meeting ---PAGE BREAK--- Items in Yellow Yellow Yellow are existing approved street closures. Items in Red Red Red are street closures that are being requested. November 5, 2014 Page 26 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Minden Town Board Agenda Administrative Agenda, Item Number 2 DATE: October 28, 2014 PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Denise Collins, location scout for Kadota Productions to close Esmeralda Avenue from US Highway 395 to Sixth Street, Mono Avenue from Fifth Street to Sixth Street, and Fifth and Sixth Street from Mono to Esmeralda Avenue for no more than a single block of five consecutive hours total beginning no earlier than 6:30 am and ending no later than 6:30 pm on November 6th, 7th, 8th or 9th to film images to be used in advertising materials for the company. Appearance by Denise Collins, Location Scout and Manager, Scout Tahoe. Public comment. PREVIOUS ACTION: No prior action for this item. BACKGROUND: The Town Manager was contacted by Ms. Collins, the location scout for Kadota Productions, regarding the possibility of using the Minden Park to shoot still images to be used in advertising materials for a client. Ms. Collins inquired about the possible use of the streets. She was unsure at the time if the photographer would like to shoot the images in the park, or in the streets, and which streets might be used. Because the use of the streets was a possibility, the Town Manager informed Ms. Collins that a request would need to come to the Board for consideration. Ms. Collins indicated that if the production company desired to close the streets, they would only need to do so for no more than half a day on November 6th, 7th, 8th or 9th. Ms. Collins was asked to bring the specific details including the street/s, the date and times of the closure to the Board meeting for consideration. Per policy, Ms. Collins has been advised each residence and business impacted must be notified in advance of closure and that the production company must adhere to the Town traffic control plan. FISCAL IMPACT: If the applicant chooses to conduct a portion of the shoot in Minden Streets they will be charged a $500 street closure fee. STAFF RECOMMENDATION: Staff recommends the Board approve the request by Denise Collins, location scout for Kadota Productions to close Esmeralda Avenue from US Highway 395 to Sixth Street, Mono Avenue from Fifth Street to Sixth Street, and Fifth and Sixth Street from Mono to Esmeralda Avenue for no more than a single block of five consecutive hours total beginning no earlier than 6:30 am and ending no later than 6:30 pm on November 6th, 7th, 8th or 9th to film images to be used in advertising materials for the company. Staff further recommends the approval be limited to a specific date, time and location so as to minimize the impact on residents and Esmeralda businesses. ACTION TAKEN: Approved Continued Denied Approved with November 5, 2014 Page 27 Town Board Meeting ---PAGE BREAK--- Please return to: Town of Minden 1604 Esmeralda Ave. Suite 101 Minden, NV 89423 Phone: [PHONE REDACTED] Fax: [PHONE REDACTED] X:\common\file cabinet\CVIC Hall\Applications and Rental Info\Street Closure Application & Info\Street_Closure_App_2014.doc 5/22/2014 TOWN OF MINDEN Street Closure / Special Event Application This application and deposit must be on file in Town of Minden in order to guarantee event approval. Name of Organization Contact Person Brief Description of Activity to be conducted Home phone Work phone Email Address Mailing Address City and State Zip Code Physical Address City and State Zip Code Requested Date (Day 1) Requested opening time Requested opening time Anticipated #of People Requested Date (Day 2) Requested opening time Requested opening time Anticipated #of People Requested Date (Day 3) Requested opening time Requested opening time Anticipated #of People PERMITS REQUIRED Will the activity involve alcohol consumption? Yes___ No___ If yes, will alcohol be sold? Yes___ No___ If alcohol is to be sold, a permit must be obtained from the Sheriff's Office at [PHONE REDACTED]. If alcohol is to be sold and you plan on outdoor music entertainment, contact the Sheriff’s Office for a Permit for Special Event Entertainment Endorsement. (Takes 4-6 weeks to process). If your event has 500+ people, you will need an Outdoor Festival Permit. (Takes 4-6 weeks to process). Will the activity involve selling food? Yes___ No___ If food is to be sold, please contact the Health Department at [PHONE REDACTED] for permit requirements. PLEASE INDICATE STREETS REQUESTED FOR CLOSURE ON THE ATTACHED MAP. PARK AMENITIES Check all the that will be needed for your event: Electricity at Gazebo: Electricity on at 5th Street: Tables: Chairs: Microphones: If so, how many? CD Player: Nature and duration of any amplified What (if any) vehicles will be brought into the park? Other Special Needs: ADDITIONAL SERVICES The Following must be coordinated with Town personnel prior to the event: Resident Notification: Residents and businesses in the immediate area of the event must be notified of the street closure. Attach proof of such notification. Trash: Number of dumpsters requested: Indicate placement on attached map with a Requested days / times for dumpsters to be emptied: Signs / Barricades: Event coordinator is responsible for obtaining and placing signs and barricades as necessary. Kadota Productions Michelle Everhart/Denise Collins Possible street closure to photograph talent riding bicycles on street or sidewalks [PHONE REDACTED] [EMAIL REDACTED] 3528 Redwood Ave, Los Angeles, CA 90066 for Dick's Sporting Goods same as above 1 day between Nov 6,7,8 or 9th 6:30am to 6:30pm TBD 50 X X Parking TBD after pre-scout on Nov 4th 0 November 5, 2014 Page 28 Town Board Meeting ---PAGE BREAK--- Please return to: Town of Minden 1604 Esmeralda Ave. Suite 101 Minden, NV 89423 Phone: [PHONE REDACTED] Fax: [PHONE REDACTED] X:\common\file cabinet\CVIC Hall\Applications and Rental Info\Street Closure Application & Info\Street_Closure_App_2014.doc 5/22/2014 Minden Park Restrooms: Town personnel are responsible for maintaining restrooms at a charge to the event. Sanihuts: If an event has at least 500 people expected to attend, Sanihuts must be supplied by the applicant. Indicate placement on attached map with a Sanihuts needed Patron Parking: No alleys are to be blocked; access to residences must be maintained. Parking lot adjacent to CVIC Hall has priority use for CVIC Hall renters. Cleaning of streets after the event: Event coordinator is responsible for clean up of streets and surrounding area after the event. This may include a large portion of the downtown corridor. What provisions have been made for cleanup? Proof of liability insurance is required, and bonded security guards may be mandated at the discretion of the Board. Attach proof of notification to residents and businesses in the immediate area of the event. APPLICANT CERTIFIES THAT NO MODIFICATIONS / CHANGES WILLBE MADE TO ANY EQUIPMENT OF THE TOWN OF MINDEN DURING THE EVENT. THE TOWN DOES NOT ACCEPT RESPONISBILITY FOR LOST OR DAMAGED ARTICLES IN CONNECTION WITH YOUR EVENT. Signature of applicant Date TO BE FILLED OUT BY OFFICE PERSONNEL ONLY: Number of days of street closure at $500 / day: Charges for Street Closure: $ Number of times event dumpsters were emptied: Charges for Trash Removal: Town Staff Hours for Cleanup / Maintenance: Charges for Staff Hours: $ Remarks: EXPECTED FEES DUE Calendar_____ Scanned: ACTUAL FEES Amount of Insurance Required: Proof Rec’d: Security Required: Proof Rec’d: (attached) Dep. Rec’d: Check No. Date: QB Credit No. QB Sales No. QB Inv No. Name on Deposit Check / Credit Card: Payment Rec’d: Check No. Date: Deposit Returned: QB Credit Refunded 0 no cleanup needed November 5, 2014 Page 29 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 30 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 3 DATE: __October 27, PREPARED BY: Jenifer Davidson, Town Manager Greg Hill, Superintendent of Public Works SUBJECT: Not for possible action: Presentation by Town Staff with assistance from Andrea Seifert, Public Water System Compliance Supervisor, Nevada Department of Environmental Protection Bureau of Safe Drinking Water (NDEP) and Aaron Hughes, Training Specialist, Nevada Rural Water Association (NRWA) on Minden water chemistry and quality. Appearance by Jenifer Davidson, Town Manager, Greg Hill, Superintendent of Public Works, Andrea Seifert, NDEP, and Aaron Hughes NRWA. Public comment. PREVIOUS ACTION: June 2014: The Town of Minden Consumer Confidence Report for Calendar Year 2013 was made available to the public for review. BACKGROUND: Town staff prepared an informational presentation summarizing the Town of Minden water chemistry and quality with the assistance of the Nevada Department of Environmental Protection Bureau of Safe Drinking Water and the Nevada Rural Water Association. The presentation will include the following: The 2014 Town of Minden Consumer Confidence Report (Calendar Year 2013) Samples taken from the Town of Minden Water System (Calendar Year 2014) Safe Drinking Water Standards Iron Bacteria “Facts, and Suggestions for Treatment” November 5, 2014 Page 31 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 32 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Minden Town Board Meeting Administrative Agenda, Item Number 4 DATE: __October 29, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action regarding a presentation by Town Staff on the projected possible water right needs of the Minden Water System based on existing and future development and the possible expansion of the Town’s service area over time. Appearance by Jenifer Davidson, Town Manager and Bruce Scott, Town Engineer. Public comment. PREVIOUS ACTION: January 22, 2014, Water Workshop: The Board discussed the need to explore the possible water right needs of the Minden Retail system based on existing and future development and the possible expansion of the Town’s service area over time. BACKGROUND: The information presented in the attached map created by Town Staff is intended to be used as a tool for future planning purposes by the Town Board. This information was assembled in response to a request made by the Board at the January Water workshop. FISCAL IMPACT: Unknown. STAFF RECOMMENDATION: Staff recommends the Board review and possibly provide direction to Staff regarding Staff projected possible water right needs of the Minden Retail system based on existing and future development and the expansion of the Town’s service area over time. ACTION TAKEN: Approved Continued Denied Approved with conditions: November 5, 2014 Page 33 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 34 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Minden Town Board Agenda Administrative Agenda, Item Number 5 DATE: __October 27, PREPARED BY: Jenifer Davidson, Town Manager Bruce Scott, Town Engineer SUBJECT: For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town staff to place a Tank Level Monitor RTU with Ubiquiti Radio Communication on the Douglas County Water Tank located on Johnson Lane for an amount not to exceed $11,000 and to authorize the Chairman to Execute an interlocal agreement, in a form and substance acceptable to Town Counsel, with Douglas County for the Town to install and maintain the same. Appearance by Greg Hill, Minden Superintendent of Public Works and Bruce Scott, Town Engineer. Public comment. PREVIOUS ACTION: No previous action for this item. BACKGROUND: The Heybourne Booster Station was constructed on the north side of Minden to allow for the pumping of water to Carson City, IHGID, and Douglas County. The Booster Station became fully operational in the spring of 2014. The Douglas County Johnson Lane tank serves as an important reserve supply providing additional water for peaking in the Johnson Lane area and thereby reducing the need for direct supply for an increment of the total system peaking requirements from Town of Minden wells. When the Johnson Lane tank level begins to drop, the Town needs to be sure well production increases to maintain the tank level and the fire reserve. If the tank lowers during peak demand periods, the Town needs to be aware so that additional water can be pumped at the Heybourne Booster Station to refill the tank to meet the next peak demand period. This telemetry will send a signal to the Heybourne Booster station notifying of the need for additional pumping to refill the tank. Understanding what is happening at the Johnson Lane tank is critical to efficient management of the Town’s production wells and balance in the supply system. Since Carson City tied into the regional wholesale system it was determined by Town Staff that the placement of additional SCADA equipment located on the Johnson Lane tank would permit Town Staff to run the booster station more efficiently and effectively in response to the fluctuating demand of the wholesale water customers. FISCAL IMPACT: If approved Town Staff would purchase the requested equipment for an amount not to exceed $11,000 for the Wholesale Water Fund. STAFF RECOMMENDATION: Staff recommends the Board approve a request by Town staff to place a Tank Level Monitor RTU with Ubiquiti Radio Communication on the Douglas County Water Tank located on Johnson Lane for an amount not to exceed $11,000 and to authorize the Chairman to Execute an interlocal agreement, in a form and substance acceptable to Town Counsel, with Douglas County for the Town to install and maintain the same. ACTION TAKEN: Approve Continue Deny Approve with conditions: November 5, 2014 Page 35 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 36 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 6 DATE: __October 27, PREPARED BY: Jenifer Davidson, Town Manager Ryan Russell, Town Attorney SUBJECT: For possible action: Discussion and possible action to modify the process to vet applicants and to recommend up to three names to the Douglas County Board of Commissioners for consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Appearance by Ryan Russell, Town Attorney. Public comment. PREVIOUS ACTION: April 2, 2014, Board Meeting: The Board provided direction to staff to make a recommendation for a process for seeking a qualified resident to fill a vacancy which will result from the departure of Steve Thaler during his current term as a Town Board Member. June 4, 2014, Board Meeting: Board recommended to Douglas County approval of a process to fill the future vacancy on the Minden Town Board which will result from the departure of Steve Thaler during his current term. October 1, 2014, Board Meeting: Board approved a process whereby each Board member would separately interview each of the qualified applicants and bring the names of their top candidates back to the Board for discussion and final selection at the November meeting. BACKGROUND: At the June 4th meeting, the Minden Board recommended utilizing the following procedure, subsequently approved by the Douglas County Board of Commissioners, to fill the future vacancy on the Minden Town Board resulting from the departure of Steve Thaler during his current term: 1) Town Staff will announce the upcoming vacancy and describe the procedure to be used by the Town and County to fill the vacancy. 2) Staff will call for applications to fill the vacancy in August or September of 2014. Interested individuals will be asked to submit contact information, a resume and a letter of interest to Douglas County Human Resources. 3) The deadline to submit an application for consideration will be October 1, 2014. 4) The Town Board process for vetting applicants will be determined at the regularly scheduled meeting of the Town Board in October of 2014. 5) At the regular meeting in November of 2014, the Minden Town Board will recommend up to three names to the Board of County Commissioners for consideration for final appointment. The Board of County Commissioners will make the appointment in December of 2014, to be effective immediately upon Steve Thaler vacating his seat on the Town Board. At the October meeting the Board approved a process for vetting the applicants. The process was subsequently further reviewed by the Town Attorney, who recommended that all selection activity, including any interview, be done in open meeting. As such, this matter is back before the Board for modification based upon the advice of counsel. November 5, 2014 Page 37 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 6 The deadline for the Town to submit its selection of an applicant(s) to the Douglas County Board of County Commissioners for consideration and final appointment to the Minden Board will be November 14th. The following is a list of the qualified applicants for the position: Rick Ackerson Sheila Kendrick Debra S. Lang Robert Pohlman Robert Pumphrey Christopher Shorten William Souligny Brent Tessman Patricia Toft Because of the open meeting law posting requirement, if the Town Board chooses to set a special meeting to allow the applicants to present, and to otherwise deliberate and take action on the potential appointment, the soonest it could do so would be November 12th. At such a special open meeting, the Board is not required to interview each of the applicants and may choose to narrow the list of individuals to less than nine. The applicants have been strongly encouraged to attend the November 5th Board meeting to share concerns so that the Board may take those comments under advisement prior to making a decision regarding the modification of the selection process moving forward. STAFF RECOMMENDATION: Staff recommends the Board discuss and revise the process for vetting the applicants and narrowing the list to no more than three names to be submitted to the Board of County Commissioners for consideration for final appointment. Because the deadline for submission of the name/s to the Commissioners for consideration is November 14, 2014, Staff recommends that the Board consider setting a special meeting for November 12th, 13th or 14th to interview some or all of the applicants and make its selection of up to three candidates to recommend to the Douglas County Board of Commissioners. ACTION TAKEN: Approved Continued Denied Approved with conditions: November 5, 2014 Page 38 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Administrative Agenda Item 7 DATE: __October 29, PREPARED BY: Jenifer Davidson, Town Manager Greg Hill, Superintendent of Public Works SUBJECT: 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 and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Public comment. ACTION TAKEN: Approve Continue Deny Approve with conditions: November 5, 2014 Page 39 Town Board Meeting ---PAGE BREAK--- November 2014 Public Works Report PROJECT UPDATES Well # 7 - We are working with RCI and Carson Pumps to block parts of the screens to lower arsenic levels. Martin Slough Trail Head – The Trail Head is complete. Buckeye Well- The pre-construction meeting was held 9/22/14 with work to begin on 10/1/14. The construction area was surveyed and staked. Work is on hold until the pump motor base arrives. Heybourne Well- The preconstruction meeting was on 10/28/14 with work to begin on 11/3/14. Gateway- Drainage pipe has been installed, extra fill dirt has been removed and structural work will begin soon. County Road Sewer Line Replacement- The project is nearing completion. The Town has replaced the old service lines as the project proceeded as well as installed several meter pits while they were exposed. V & C Construction replaced 4 other service lines that were leaking. The section of 8” water main that moved during installation of the new sewer main has been repaired. Required bacti testing is complete with the exception of hydrant #112 which we are waiting to see if we need to take a second test. Paving should be completed this week. November 5, 2014 Page 40 Town Board Meeting ---PAGE BREAK--- Public Works Report for November 2014 Trash Curbside Containers Residential 7 delivered 0 picked up Green Waste 7 delivered1 picked up Residential Dumpsters 27 out for 128 dumps Commercial Dumpster 5 routine repairs / 0 painted / 3 exchanged New Accounts Special Events 2-2yd Swim Center Water Routine Water Meter Reads Routine Water Samples Routine Valve & Hydrant Maintenance The Ranch @ G-ville Flushed all Dead Ends Monterra Flushed all Dead Ends and Hydrants 1791 Linden Installed Water Meter Bently Park Way South Irrigation Replaced MXU 1044 Pinion Pine Replaced MXU 1053 Pinion Pine Replaced MXU 1619 HWY 395 Replaced Meter/MXU Well #7 Adjusted High PSI Valve Well #5 Reoaired Coolant Leak on Genset 1577 County Marked Meter Pit 1620 HWY 395 Installed Water Meter Bently Park Way South Irrigation Replaced 2” Turbo Meter and MXU 1045 Pinion Pine Installed Water Meter 1603 HWY 395 Replaced Meter Pit That Was Damaged by Contractor 1024 Wisteria Checked Leak by Pit it was on customers side 1779 Blue Spruce Installed Meter Pit 1224/1226 Lasso Final Inspection 1116 Las Brisas Final Inspection 1221 Lasso Installed Water Meter 1540 A County Road Replaced Service Line 1749 Westwood Checked Meter Pit for Damage 1540 B County Road Replaced Service Line 1548 County Road Replaced Service Line 1552 County Road Replaced Service Line 1560 County Road Replaced Service Line 1561 County Road Replaced Service Line 1569 County Road Replaced Service Line and Meter Pit 1092 Daphne Checked Leak by Pit That was on Customers Side 1700 Mackland Repaired Leak at Valve November 5, 2014 Page 41 Town Board Meeting ---PAGE BREAK--- Water - continued 1763 Fox Glove Picked up Extra Meter Pit Lid Found by Resident 1811 Bougainvillea Installed Water Meter Well #4 Repaired Sensor at Brine Tank That Monitors Fuel Leaks for Genset 1639 Belarra Check Leak at Meter Pit Amber Way Tank Annual Inspection 1774 Ironwood Water Turn Off for Repairs 1119 Montecito Final Inspection . .CVIC/Building Routine maintenance and repairs Grounds Routine Maintenance Routine pruning Routine fertilizer application Routine herbicide application Jakes Wetlands Rebuilt Both Aerator Pumps Streets Routine Sweeping Routine Street Light Inspection Routine herbicide application Vehicle Maint. 4509 Replaced Worn Steer Tires 3806 Rotated Drive Tires 3906 Serviced Rotated /Balanced Tires 2498 Replaced Hydraulic Pump November 5, 2014 Page 42 Town Board Meeting ---PAGE BREAK--- MAY JUNE JULY AUGUST DEPARTMENT 2014 2014 2014 2014 TRASH 345.5 21.59% 336.75 24.41% 398.75 21.20% 326 26.15% WATER – Retail 56.75 3.55% 127.25 9.22% 192.75 10.25% 70.75 5.68% WATER – Wholesale (includes pumping & admin) 253.5 15.84% 178.25 12.92% 259 13.77% 136.75 10.97% BUILDINGS 39.75 2.48% 17.25 1.25% 35.75 1.90% 34 2.73% GROUNDS 361.75 22.61% 344.5 24.97% 433.25 23.04% 291.25 23.37% CVIC 12.75 0.80% 7.5 0.54% 12 0.64% 0.5 0.04% STREETS 103.5 6.47% 72 5.22% 97.25 5.17% 109.75 8.80% VEHICLE MAINT. 128.25 8.01% 59 4.28% 83.5 4.44% 25.5 2.05% PROJECTS / OTHER 0 0.00% 0 0.00% 0.5 0.03% 1.5 0.12% EVENTS 62 3.87% 127.75 9.26% 91.75 4.88% 46.75 3.75% ADMIN 236.5 14.78% 109.5 7.94% 276.25 14.69% 203.75 16.35% Total Hours Worked 1600.25 100.00% 1379.75 100.00% 1880.75 100.00% 1246.5 100.00% Overtime / Comp Earned 46 46 / 7 96 26.5 / 8.0 Time off / CompTime Used 111.25 / 27 206.25 / 7 283.0 / 1.0 280.50 / 27.50 Hours worked by the Public Works Department 09-22-14 thru 10-26-14 = 1918.5 Hours September October November December DEPARTMENT 2014 2014 2014 2014 TRASH 330.5 27.40% 424.5 26.89% WATER – Retail 111.25 9.22% 138 8.74% WATER – Wholesale (includes pumping & admin) 105.75 8.77% 155.5 9.85% BUILDINGS 46.5 3.86% 15.5 0.98% GROUNDS 274 22.72% 239 15.14% CVIC 14.25 1.18% 28.25 1.79% STREETS 81 6.72% 190.25 12.05% VEHICLE MAINT. 43 3.57% 73.25 4.64% PROJECTS / OTHER 0 0.00% 3 0.19% EVENTS 4.5 0.37% 7.75 0.49% ADMIN 195.25 16.19% 303.5 19.23% Total Hours Worked 1206 100.00% 1578.5 100.00% Overtime / Comp Earned 10.5 / 12.0 16.0 / 15.0 Time off / CompTime Used 333.5 / 0 309.0 / 0 November 5, 2014 Page 43 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 44 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Administrative Agenda Item 8 DATE: __October 29, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: 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 Trailhead project at Jake’s Wetlands, the Buckeye Well Project, the Minden-Gardnerville Sanitation District project on County Road and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. Public comment. ACTION TAKEN: Approve Continue Deny Approve with conditions: November 5, 2014 Page 45 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 46 Town Board Meeting ---PAGE BREAK--- November 5, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 9 DATE: __October 22, PREPARED BY: Jenifer Davidson, Town Manager Ryan Russell, Town Attorney SUBJECT: For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2014 evaluation of the Minden Town Manager. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Public comment. PREVIOUS ACTION: November 6, 2013 Board Meeting: The Board approved the Town Manager’s 2013 evaluation. December 4, 2013 Board Meeting: Per the Town Manager’s contract, the Board set the Town Manager’s 2014 goals. October 1, 2014 Board Meeting: The Board reviewed the form and process for the 2014 evaluation of the Minden Town Manager; and appointed the Town Attorney to collect the evaluations of each board member for summary, discussion, and possible action at the next regular meeting of the Minden Town Board. BACKGROUND: At the October meeting, the Board appointed the Town Attorney to collect the evaluations from each Board Member and report on the same at the next regular Board meeting. FISCAL IMPACT: No impact at this time. For budgeting purposes a 4% Merit increase was built into the approved Fiscal Year 2015 Budget. STAFF RECOMMENDATION: Staff recommends the Board take action on the evaluation by specifically discussing and approving a final evaluation. The Board should then make any decision regarding merit pay stemming from the evaluation, if any. Finally, within 30 days of the approved evaluation the Board should set the Town Manager’s priorities and expectations for the coming year. ACTION TAKEN: Approve Continue Deny Approve with conditions: November 5, 2014 Page 47 Town Board Meeting ---PAGE BREAK--- November 5, 2014 Page 48 Town Board Meeting