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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, May 6, 2020, in a Zoom meeting as well as, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: Matt Bernard, Roxanne Stangle, John Stephans, Bill Driscoll and Susie Jackson. Staff present: Ryan Russell, JD Frisby, Jeff Cady, Seth Altamirano and Rachel Hamer. Chairman Stephans called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Susie Jackson. PUBLIC COMMENT: Mr. Turner gave public comment regarding the current pandemic. Mr. Pohlman gave comments on Consent Item #5 regarding the breakfast and concern over events for the public. Mr. Frisby read into the minutes a letter from Randy Harris regarding Administrative Agenda Item #3 APPROVAL OF AGENDA: Driscoll/Bernard moved to approve the May 6, 2020 Agenda. Motion carries unanimously. APPROVAL OF MINUTES: Jackson/Stangle moved and seconded approval of the March 4, 2020 Board Meeting Minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Both Ace Hardware and Bently Heritage donated hand sanitizer to the Town for the employees. BOARD MEMBER REPORTS: Ms. Stangle relayed that the Farmer’s Markets will move forward and she is working with the State on the new rules. CONSENT AGENDA: 1. Approval of the March and April 2020 financial report including claims paid February 21, 2020 through April 23, 2020 for Fiscal Year 19/20. 2. Approval of a request by Town Staff to close streets for a stop on the 2020 Hot August Nights Poker Run, August 6, 2020, from 8:00 a.m. to 4:00 p.m. Street Closures include: Esmeralda Avenue between Sixth Street and Fourth Street; Fifth Street between Esmeralda Avenue and Mono Avenue; Mono Avenue between Fifth Street and Sixth Street; and Sixth Street between Mono Avenue and Esmeralda Avenue. 3. Approval of a request by Jenny McQuain and The Corner Bar to change the previously approved “Funds for Kylee” fundraiser date from March 28, 2020 to July 18, 2020. 4. Approval of a request by Douglas County Parks and Recreation to change the previously approved Concert in the Park date from May 29, 2020 to September 11, 2020. 5. Approval of an outdoor festival entertainment event application by Carson Valley Active 20-30 Club #85 for the 110th annual Carson Valley Days June 11th – 14th. This event ---PAGE BREAK--- Minden Town Board Minutes May 6, 2020 Page 2 of 5 includes closure of the following streets from 6:00 am to 1:00 pm, Saturday June 13th, for the Carson Valley Days parade: Sixth Street from County Road to US HWY 395 and Esmeralda Avenue from Sixth Street to US HWY 395. Approval of this event also includes concurrent closure of Fifth Street from Esmeralda Avenue to Mono Avenue for the 9th annual Town of Minden Carson Valley Days Breakfast. Bernard/Driscoll moved and seconded approval of the Consent Agenda. Motion carries unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to donate by resolution the Westwood Park playground equipment owned by the Town of Minden to the Family Support Council. Appearance by JD Frisby, Town Manager. Mr. Frisby gave a short explanation regarding the request. The Staff will be taking it apart and doing the demo. After thoughtful and intelligent deliberation, Jackson/Bernard moved and seconded approval of a request to donate by resolution the Westwood Park playground equipment owned by the Town of Minden to the Family Support Council. Motion carries unanimously. 2. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny improvements such as water system and storm drains located within the Monterra Phase 3 Residential Planned Development to the Town of Minden for maintenance. Appearance by Rob Anderson, RO Anderson Engineering. Mr. Bernard recused himself from the item as he works in a capacity for RO Anderson. Mr. Frisby presented the item for Mr. Anderson and explained that there are already meters spinning and this is just a little late to come for approval. The request does not include the streets. After thoughtful and intelligent deliberation, Driscoll/Jackson moved and seconded to accept improvements such as water system and storm drains located within the Monterra Phase 3 Residential Planned Development to the Town of Minden for maintenance. Motion carries 4-0 with Bernard abstaining. 3. For possible action: Discussion and possible action to recommend to Douglas County approval, approval with conditions, continuance or denial of a Land Division Tentative Parcel Map Application DP 20-0068, for 1652 Hwy 395 Minden RE-I LLC in Minden (aka Sonic), APN 1320-30-802-030. Appearance by Taylor Cain, Managing Member. ---PAGE BREAK--- Minden Town Board Minutes May 6, 2020 Page 3 of 5 A presentation by Taylor Cain was given regarding the parcel division request. This property includes Sonic Drive-In, the Human Bean and a vacant lot in the back. They offered to answer any questions that the Board may have. Mr. Bernard made comments regarding Mr. Harris’s comments about parking. Mr. Driscoll agreed with the parking concerns but did not have an issue with the parcel split. Comments were made regarding the trash enclosures and ensuring that businesses have adequate facilities. After thoughtful and intelligent deliberation Bernard/Stangle moved and seconded approval of a Land Division Tentative Parcel Map Application DP 20- 0068, for 1652 Hwy 395 Minden RE-I LLC in Minden (aka Sonic), APN 1320-30- 802-030. Motion carries unanimously. 4. For possible action: Discussion and possible action in relation to a new proposed well site in the Heybourne Meadows Subdivision boundary for an additional future Town of Minden well. Appearance by JD Frisby. Mr. Frisby gave the background on the item as well as the process and status of the proposal. He offered to answer any questions that the Board may have. The Board expressed gratitude for an update on the project and did not have further questions. 5. For possible action: Discussion and possible action, to approve, approve with conditions, continue or deny a request by Town Staff to utilize Farr West Engineering to design the Town of Minden Waterline Replacement in US Hwy 395 in the amount of $32,200. If approved the Board may also authorize the Town Manager to execute an agreement for the same on behalf of the Town. Appearance by JD Frisby, Town Manager. Mr. Frisby gave an explanation as to why this is coming to the Board even though it was not scheduled for this fiscal year. Staff is working with NDOT to progress ahead of them before they do the repave on Hwy 395. He offered to answer any questions that the Board may have. Mrs. Jackson asked questions regarding the timeline for the project. After thoughtful and intelligent deliberation, Jackson/Stangle moved and seconded a request by Town Staff to utilize Farr West Engineering to design the Town of Minden Waterline Replacement in US Hwy 395 in the amount of $32,200. The motion included authorization for the Town Manager to execute an agreement for the same on behalf of the Town. Motion carries unanimously. ---PAGE BREAK--- Minden Town Board Minutes May 6, 2020 Page 4 of 5 6. For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny a Town of Minden Capital Improvement Plan for Fiscal Year 2021. Possible action may include discussion and approval of all or a portion of the projects on the Capital Improvement Plan. Appearance by Seth Altamirano, Town Accountant and JD Frisby, Town Manager. Mr. Altamirano brought forward the proposed CIP Plan for the upcoming fiscal year and gave a brief overview of the proposed items particularly scheduled in 2020/2021. Mr. Frisby gave an explanation regarding the street rehab amounts being lower than average. Board comments included appreciation for funds being allocated toward the Urban Fishing Pond and the need to the road rehab with the waterline replacements. After thoughtful and intelligent deliberation, Driscoll/Bernard moved and seconded approval of the proposed Town of Minden Capital Improvement Plan for Fiscal Year 2021. Motion carries unanimously. 7. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a Town of Minden Fiscal Year 2020/2021 Final Budget. Appearance by Seth Altamirano, Town Accountant. Mr. Altamirano gave a brief explanation regarding the status of the budget and how the current situation is affecting Town funds. He then gave the presentation of the proposed final budget for FY 20/21. He offered to answer any questions the Board may have. Mr. Stephans mentioned the need to keep an eye on the state numbers for the general fund. Mr. Frisby also mentioned the large projects out of the General Fund generally occur after January and the Town can assess how the fund is looking and make adjustments as needed. Mr. Bernard thanked Staff for keeping a close eye on the budget and thankful that the Town of Minden is as sound as it is. Mrs. Jackson thanked Staff for explaining the budget in a way that she can follow. Mr. Stephans and Ms. Stangle agreed. After thoughtful and intelligent deliberation, Bernard/Driscoll moved and seconded approval of the Town of Minden Fiscal Year 2020/2021 Final Budget as presented. Motion carries unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2019 evaluation of the Minden Town Manager and determine a 0-3% merit increase based on performance. Possible action may also include adopting the Town Manager’s priorities and expectations for 2020. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. ---PAGE BREAK--- Minden Town Board Minutes May 6, 2020 Page 5 of 5 Mr. Russell relayed the results of the combined evaluations from the Board Members in each category with high and low scores. Mr. Bernard and Mr. Driscoll expressed their appreciation of Mr. Frisby and his hard work. Ms. Stangle is grateful for his ability to bring forth a great team and Ms. Jackson and Mr. Stephans agreed. Mr. Driscoll recommended a 3% increase. After thoughtful and intelligent deliberation, Bernard/Jackson moved and seconded approval of the 2019 evaluation for JD Frisby with a 3% merit increase, and to adopt the Town Manager essential job functions as the priorities and expectations for 2020. Motion carries unanimously. 9. For possible action: Discussion and possible action to direct staff in relation to Staff Reports. Discussion shall include a Staff Report on the activities, progress on or status of assigned tasks and projects, or general information regarding operations and projects related to trash, retail and wholesale water service, and other functions of the Town of Minden. Appearance by Jeff Cady, Public Works Superintendent and JD Frisby, Town Manager. Mr. Frisby offered to answer any questions that the Board may have on the Staff Reports included in the packet. Staff is seeking direction on the upcoming breakfast and Mr. Frisby relayed some of the concerns with the Breakfast and the timing of the Governor’s phasing plan. He also mentioned several other items of interest regarding park projects and budget. Mr. Stephans mentioned that the Town could cancel the breakfast and move the funds that are saved toward the 4th of July so that the Town does not have to seek donations from businesses. Mr. Driscoll agreed, and talked about doing a fall festival instead. Ms. Stangle agreed to not ask for donations, cancel Carson Valley Days, but not cancel 4th of July. Mrs. Jackson agreed that a fall event might be nice and expressed concern about asking for donations. She discussed the speed in which the state is being opened is slow and there is concern about the timing on this. Mr. Bernard reluctantly agreed with the Carson Valley Days Breakfast being cancelled however, he is not ready to give up on the 4th of July. Mr. Bernard asked if the Board would be willing to allow him to work with other foundations and businesses regarding the Seeman Pond and find possible partnerships. He also brought up frustration regarding the removal of tree in Westwood. PUBLIC COMMENT: Mr. Turner cited several books and conspiracies surrounding COVID- 19. Mr. Pohlman asked if the Board had seen the article in the recent paper regarding the Park Proposal and the relation of the Plan for Prosperity and the Towns need to take charge of what they would like to see with development. ADJOURNMENT: Mr. Bernard moved to adjourn the meeting at 7:13pm.