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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, November 8, 2017, at the CVIC Hall at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: John Stephans, Matt Bernard, Bill Souligny, Roxanne Stangle and Glen Radtke. Staff present: Jenifer Davidson, Ryan Russell, JD Frisby, Ted Thran, Rachel Hamer. Chairman Souligny called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Stephans. PUBLIC COMMENT: A member of the public commented on the desire to have the maintenance budget looked at regarding the crack sealing of the streets and a possible bridge over Jakes Wetland pond. APPROVAL OF AGENDA: Bernard/Stangle moved to approve the November 8, 2017 Agenda. Motion carried unanimously. APPROVAL OF MINUTES: Radtke/Stangle moved to approve the minutes of the October 3, 2017 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: Mr. Souligny relayed what happened at the most recent board meeting for the Carson Valley Arts Council. CONSENT AGENDA: 1. Approval of the October 2017 financial report including claims paid September 22, 2017 through October 26, 2017 for Fiscal Year 2018. 2. Adoption of Town of Minden Resolution number 2017R-75 augmenting Fiscal Year 2017/2018 Town of Minden General Fund (630) and Minden Capital Projects Fund (636) budgets and amending the Minden Water Retail Fund (640) budget for FY 16/17 Carryover Purchase Orders. 3. Approval of the 2017 Town of Minden Christmas Celebration on Friday, December 1, 2017 and the 22nd annual Parade of Lights from Heritage Park to Minden Park Saturday, December 2, 2017. Approval of this request includes closure of the following streets on Friday December 1st from 12:00 pm until 10:00 pm: Esmeralda Avenue between Fourth Street and Sixth Street; Fifth Street between Mono Avenue and the alley between Highway 395 and Esmeralda Ave. Approval also includes closure of the following streets on Saturday December 2nd, 2017 from 3:00 pm to 10:00 pm: Esmeralda from US Highway 395 to Eighth Street; closure of Eighth, Seventh, Sixth, Fifth and Fourth Streets between US Highway 395 and County Road; third street between US Highway 395 and Mono, and closure of Mono Avenue between Third and Eighth Street. Stangle/Bernard moved to approve the Consent Agenda as written. Motion carried unanimously. ADMINISTRATIVE AGENDA: ---PAGE BREAK--- Minden Town Board Minutes November 8, 2017 Page 2 of 6 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Partnership of Community Resources for the Town to participate in the “Plant the Promise” campaign by planting and maintaining red tulips to demonstrate the Town’s commitment to remain a healthy and drug free community. Appearance by Kendyl Rioux on behalf of Partnership of Community Resources. Ms. Rioux and her students Erik Harsh and Logan Flanders gave a presentation on the program, and expressed a desire to partner with the Town. Public comment: A member of the public suggested putting them in the planters on Esmeralda. After thoughtful and intelligent deliberation, Stephans/ Radtke moved to approve request by Partnership of Community Resources for the Town to participate in the “Plant the Promise” campaign by planting and maintaining 75 red tulips to demonstrate the Town’s commitment to remain a healthy and drug free community. Motion carried unanimously. 2. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny water system improvements for Heybourne Meadows Phase IID, formally known as the Ranch at Gardnerville Phase IID. Appearance by Rob Anderson, Principal Engineer, RO Anderson Engineering. Mr. Bernard recused himself as he works in a private capacity for RO Anderson. Mr. Anderson gave an update on the project and offered to answer any questions the Board might have. Public comment: A member of the public asked who was going to build the homes. Board comments included the desire to have the one connection fee collected before approving the water improvements, and questions regarding how the previous phase was denied and whether it will need to come back before the Board. After thoughtful and intelligent deliberation Souligny/Stephans moved to deny water system improvements for Heybourne Meadows Phase IID, formally known as the Ranch at Gardnerville Phase IID until at least one water permit has been issued. After clarification from the Town Attorney, the Motion was withdrawn and Souligny/Stephans moved to approve the water improvements for Heybourne Meadows Phase 2D with the conditions of a water permit being issued within that phase and at the next Board meeting bringing back Phase IIC of the project. Motion carried unanimously with Bernard abstaining. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to add a new capital improvement project to the budget for Fiscal Year 2018/2019 to include possible removal of the large planter in Minden Park with the evergreen tree adjacent to the flag pole and replace both with a splash pad. Discussion and possible action may include the review and approval of a design and an engineer’s estimate of probable cost for the project. Appearance by JD Frisby, Town Superintendent of Public Works. Mr. Frisby gave an explanation of the proposed changes to Minden Park and presented some conceptual maps with possible ideas for a splash pad. Staff also relayed the potential relocation areas for the dedicated tree in Minden Park. ---PAGE BREAK--- Minden Town Board Minutes November 8, 2017 Page 3 of 6 Board comments included questions on the design in mind and the desire to hear from the public. Public comment: Members of the public asked what the policies would look like for the splash pad, concern over the removal of the tree, frustration that a splash pad would not fit the feeling of the park, the significance and history of the dedicated tree, the desire to bring families to the center of Town and the feeling a splash pad would provide such a draw. Minden residents Lucas and Charlotte Bonar wrote letters to the Board in support of approval of the splash pad which wer asked to be made part of the record. Those letters are attached heretoBoard discussion included the desire to relocate the tree, the need for improvements and enhancements, and expressed thanks to the Hellwinkel Family for their understanding of the removal of the tree. After thoughtful and intelligent deliberation Stangle/Radtke moved to approve the request to add a new capital improvement project for FY 2018/2019 Budget to include the removal of the tree adjacent to the flagpole in Minden Park and replace it with a splash pad, with the condition that the removed tree is to be transplanted in Bougainvillea Park with a dedicated plaque. Motion carried unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a “License Agreement Between the County of Douglas, Nevada, the Town of Minden, Nevada and Mobilitie, LLC for the Limited Use of Certain Public Rights-of-Way” to install and maintain communication equipment on a Town of Minden owned street-light for an annual licensing fee for 10 years and authorize the Chairman to execute the same in a format acceptable to Town Counsel. Appearance by David Griffith, Permitting Manager, Mobilitie LLC. Mr. Griffith gave a presentation on the program for Sprint and what they are looking to do with expanding coverage with the use of smaller equipment. He explained that the equipment would be placed at Hwy 88 and County Road and would expand the coverage for Sprint customers. Board comments included concern over any licensing fee. Public comment: Concern was expressed over the longevity of the agreement. After thoughtful and intelligent deliberation Radtke/Stephans moved to approve a “License Agreement Between the County of Douglas, Nevada, the Town of Minden, Nevada and Mobilitie, LLC for the Limited Use of Certain Public Rights-of-Way” to install and maintain communication equipment on a Town of Minden owned street-light for an annual licensing fee for 10 years with the motion predicated on this having no effect on any future motions. Motion passed 4-1 with Stephans voting no. 5. For possible action: Discussion and possible action to provide direction to Town Staff regarding a presentation on the Town of Minden pilot recycling program and the possible costs and options to implement a recycling program in Minden. Appearance by Jenifer Davidson, Town Manager and Ted Thran, Town Accountant. Ms. Davidson gave the presentation on the findings of the pilot program for curbside recycling. She gave an explanation on the high cost of recycling which is mainly attributed to the hand sorting that must be done. DDI is not considering continuing this program and the Town would need to look at other locations to take the recyclables. ---PAGE BREAK--- Minden Town Board Minutes November 8, 2017 Page 4 of 6 The Board discussed other ways to make it convenient for residents if we aren’t able to do curbside. There was also discussion on possible drop off locations for recycling and look at creating a permanent location at the Buckeye Maintenance Facility. Public comment: A member of the public enjoyed the convenience of recycling and how much less gets thrown away. Another resident talked about the desire to do what we can to make our community and planet a little better. After thoughtful and intelligent deliberation Stephans/Bernard moved to direct staff to look into the feasibility and cost of transportation of recycled paper, cardboard and aluminum with the direction to look at the possible placement of a receptacle for recyclables outside the gate at the Buckeye Maintenance Facility. Motion carried unanimously. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town Staff to take over the Hot August Night’s Poker Run lunch stop and “May the 4th Be With You” events in Minden from Main Street Minden. Possible approval may include approving a budget for each event. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson explained that this is before the Board as the Main Street Minden organization has dissolved and there was questions regarding the two main events that have been held in the Town. The Board asked where the costs come from and who had paid this in the past, what the desired budget would be, what is being asking for, and concern over the over dedication of staff time. Public comment: An representative from the Visitors Authority expressed the desire to continue to work with the Town and would love to see the events stay within the Town. After thoughtful and intelligent deliberation Bernard/Stangle approve the request by Town Staff to take over the Hot August Nights Poker Run Lunch Stop in coordination with the Carson Valley Visitors Authority and work out the same agreement that was in place with Minden Main Street through 2021 and to take over the May the 4th Event subject to the Town Manager seeking possible partnerships and to come back to the Board at a later date to determine the Budget. Motion carried unanimously. 7. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a responsive bid by Houston Smith Construction, Inc. to renovate the CVIC Hall and restroom facilities for an amount not to exceed the previously approved budget for the project; and if approved authorize the Chairman to execute an agreement for the same on behalf of the Town. Appearance by JD Frisby, Town Superintendent of Public Works. Mr. Frisby gave the Board the opportunity to ask questions regarding the bid tabulations. Public comment: None After thoughtful and intelligent deliberation Radtke/Stangle moved to approve the responsive bid by Houston Smith Construction, Inc. to renovate the CVIC Hall and restroom facilities for an amount not to exceed the previously approved budget for the project; and if approved authorize the Chairman to execute an agreement for the same on behalf of the Town. Motion carried unanimously. ---PAGE BREAK--- Minden Town Board Minutes November 8, 2017 Page 5 of 6 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the request to increase the Town of Minden employee health insurance premium contributions for calendar year 2018 for both the High Deductible (HSA) and Preferred Provider Organization (PPO) Plans. Possible action may include directing staff to fully fund or partially fund health insurance premium increases on a one-time basis or to take no action and allow the increases to be borne by the employees. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave an explanation on the history of why this request has come forward and the changes that are coming with the new calendar year. She explained the difference in what the cost would be if the Town went with the staff recommendation of a 70/30 split on the cost of dependent increase or if the Town followed suit with the County as a 100% funding of the increase. The Boards comments included the desire to keep up with the County if not lead the way in taking care of employees, questions over the any possible merit savings, concern over the need to be mindful of costs, and asked for clarification regarding the difference of total coverage of dependents or coverage of the premium increase for dependents. Public comment: Wendy Lang the director of Douglas County Human Resources gave the Board more background information regarding the increase and expressed the willingness to answer any additional questions they might have. After thoughtful and intelligent deliberation Stangle/Radtke moved to approve the recommendation by staff to continue the policy of funding 100% of employee only lowest cost health insurance plan and a 70%/30% split cost for dependants on the lowest cost plan. Motion carried unanimously. Roxanne Stangle excused herself at 7:57pm. Four board members remained and a quorum was sustained. 9. For possible action: Discussion and possible action to amend, amend with conditions, continue or deny the Strategic Objective and Action Plan related to the Wholesale and Retail Water Systems on the 2017/2018 Town of Minden Strategic Plan. This item appears on the agenda pursuant to Board direction to Town Staff to provide the Board an opportunity to further review, discuss and provide direction to Town Staff regarding all or portions of this strategic objective. Appearance by Jenifer Davidson, Minden Town Manager. Board comments included the desire to create a draft policy for the strategic plan before the plan of prosperity and planning a session as soon as possible. There was also a desire for a water workshop, the need to look at the Town boundaries, as well as service boundaries and possible areas to grow. The Board discussed having a workshop on December 13th, 2017. Public comment: A member of the public brought up concern over the housing element of the master plan changes. After thoughtful and intelligent deliberation Soulginy/Bernard moved to continue this matter to be heard at a meeting to be held the week of December 11th, 2017. Motion passed 4-0. ---PAGE BREAK--- Minden Town Board Minutes November 8, 2017 Page 6 of 6 10. 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. Staff reports have been combined and much of the work this month has been on the draft scope of work for the update to the Plan for Prosperity. Ms. Davidson gave an update on where the Town is in that process. Mr. Frisby gave an update on the current projects including the update on the scope of work for the road rehab project at Lucerne and hoped to bring that forward for the December meeting. He gave an update on Well #11, the alley line replacement project, Well crack sealing, vehicle maintenance, Christmas decorations, meter installations, hydrant and valve maintenance, pumping, and the rotary weather vane monument. Board comments included questions on the water improvements for Heybourne Meadows. Public comment: None PUBLIC COMMENT: None ADJOURNMENT: Bernard moved to adjourn the meeting at 8:37 p.m.