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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, March 1, 2017, at 1602 Esmeralda Avenue, Minden, Nevada. Board Members present: Matt Bernard, Glen Radtke, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: Jenifer Davidson, JD Frisby, Trish Koepnick, Ted Thran and Ryan Russell. Chairman Souligny called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Bernard. PUBLIC COMMENT: A representative from Bently gave an update on the Bently Heritage project. Ms. Stangle spoke as a community member and invited everyone to her open house at Tumblewind on March 31 celebrating 50 years of business. APPROVAL OF AGENDA Stephans/Bernard moved to approve the March 1, 2017 agenda as published. Motion carried unanimously. APPROVAL OF MINUTES: Stephans/Radtke moved to approve the minutes of the February 1, 2017 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: Mr. Bernard reported on Main Street Minden meetings, and Mr. Souligny reported on the Visitor’s Authority meeting. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the February 2017 financial report including claims paid January 20, 2017 through February 16, 2017 for Fiscal Year 2017. 2. Approval of a request by Mike Schiller and the Douglas Center for Hope and Healing for a street closure on August 18, 2017 from 3:00 p.m. to 11:30 p.m. for the Main Street Event: Car Show & Shine and Brats and Brews event. Approval of this event would include closure of Esmeralda Avenue from Sixth Street to US Hwy 395; Fourth Street from Mono Avenue to US Highway 395; and Fifth Street from Mono Avenue to US Highway 395. 3. Approval of a request to waive the fees associated with the use of Minden Park by ReMax Realty Affiliates John Fisher and Jeanne Koerner for a community barbeque “Burgers for Badges” event on September 9, 2017. Stangle/Radtke moved to approve the consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to provide direction to Town Staff regarding a presentation by Sunrise Engineering, Inc. on the status and elements of the Town of Minden Water Master Plan. Discussion may include the future needs of the Minden Wholesale and Retail Water Systems including infrastructure, water treatment and personnel, and operational efficiency. Appearance by JD Frisby, Superintendent of Public Works and Steve Hall, Sunrise Engineering, Inc., Project Manager. ---PAGE BREAK--- Minden Town Board Minutes March 1, 2017 Page 2 of 5 Mr. Hall gave a presentation and asked for Board input to let Sunrise know they are going in the right direction. Board discussion included metering, household use, schedule for the study to be completed and encouragement to go forward in this direction. Public comment: Members of the public noted lack of complexity and asked if the master plan was just for the Town. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Main Street Minden to contribute $45,000 in Fiscal Year 2018 to the Main Street Minden Program. Appearance by Connie Billington, Executive Director, Main Street Minden. Ms. Billington gave a presentation concerning this request and reported on Main Street Minden activities. She noted that the Main Street programs can take 3-5 years to become self-funded. Bobbie Thompson and JoJo Townsend also gave background for this request in relation to business and economic vitality, and the work being done to make sure this program is successful. Board discussion included financial independence for the program and the plan to get there, the need for revenue to not solely be gifts, budget concerns, and justification for Minden to contribute $45,000 when there is not a specific plan. Public comment: None Following thoughtful and intelligent deliberation Bernard/Stangle moved to continue this item until the April meeting. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to co-sponsor/host with the Carson Valley Visitor’s Authority (CVVA) and Main Street Minden a stop on the 2017 Hot August Nights Poker Run, August 10, 2017, from 8:00 a.m. to 4:00 p.m. This event will include closure of: 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; contribute an amount not to exceed two hundred seventy five dollars ($275) to Main Street Minden to be used to purchase lunches for volunteers parking cars at the event; and waive street closure and trash pickup fees, and provide Town Staff and Town equipment to support the event. Appearance by Connie Billington, Executive Director, Main Street Minden. Board discussion included the value of this event and support of this increased contribution. Public comment: None Following thoughtful and intelligent deliberation Stephans/Stangle moved to approve the request to co-sponsor/host with the Carson Valley Visitor’s Authority (CVVA) and Main Street Minden a stop on the 2017 Hot August Nights Poker Run, August 10, 2017, from 8:00 a.m. to 4:00 p.m. This event will include closure of: 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 contribute an amount not to exceed two hundred seventy five dollars ($275) to Main Street Minden to be used to purchase lunches for volunteers parking cars at the event; and waive street closure and trash pickup fees, and provide Town Staff and Town equipment to support the event. Motion carried unanimously. ---PAGE BREAK--- Minden Town Board Minutes March 1, 2017 Page 3 of 5 4. For possible action: Discussion and possible action to recommend to Douglas County Staff approval, approval with conditions, continuance or denial of 1) DA17-001, a Major Design Review to construct and operate a senior living community; 2) DA17-002, a Minor Variance for reduction of parking for constructing and operating a senior living community; 3) DA17-003 a Major Variance for building height for constructing a senior living community; and 4) DA17-004 a Special Use Permit for constructing and operating a senior living community. The subject property is located at 925 Ironwood Drive in Minden NV, APN1320-30-613-001. If approved, the community would consist of a single building with 90 independent living units, 40 assisted living units, kitchen and dining facilities, a theatre, a pool and community areas. Appearance by Brian McRae, Principle Engineer, Lumos & Associates Inc. Mr. Randall Long, Principle Engineer with Lumos and Associates, gave the background on this request as well as the details for the Verandah Senior Living Center. Board discussion included questions about the driveway on the eastern side as well as trash service. Public comment: Members of the public asked about ownership, recommended sound mitigation because of Highway 395, asked if there would be walkable sidewalk on 395, parking and emergency vehicle access, objected to a three story facility because of possible issues in the case of power failure, and had flood mapping questions. Following thoughtful and intelligent deliberation, Bernard/Stephans moved to approve DA17- 001, a Major Design Review to construct and operate a senior living community, DA17-002, a Minor Variance for reduction of parking for constructing and operating a senior living community, DA17-003 a Major Variance for building height for constructing a senior living community and DA17-004 a Special Use Permit for constructing and operating a senior living community, contingent on the conditions noted in the Town staff review and evaluation of request. Motion carried unanimously. 5. For possible action: Discussion and possible action to provide direction to Staff regarding a staff presentation on the 2017 Financial State of the Town and on the development of the FY2017/2018 operating and capital budgets for the Town of Minden. The tentative budget will NOT be approved at this meeting. Consideration of the FY17/18 tentative budget is currently scheduled for the regular Town Board meeting April. Appearance by Ted Thran Town Accountant and Jenifer Davidson Town Manager. Ted Thran gave the presentation and asked for input from the Board, noting he was available if there were any questions. Board discussion included the possible addition of a line item for board discretion, trash and water department questions including possible rate hikes, and street rehabilitation Mr. Souligny thanked the staff for an excellent job. Ms. Davidson noted that we use very conservative estimates for budget planning and also commended staff for the increase in trash revenues. Mr. Frisby noted that Lucerne improvements could be quite expensive, possibly up to $500,000. A complete plan on this will be brought to the Board for discussion. Public comment: None ---PAGE BREAK--- Minden Town Board Minutes March 1, 2017 Page 4 of 5 6. For possible action: Discussion and possible action to provide direction to Town Staff regarding a presentation by Town Staff on the structural analysis of the Minden Park Gazebo conducted by BJG Architecture & Engineering and the recommended structural upgrades to the gazebo. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby spoke about working with a structural engineer in an effort to make it more stable in preparation for the weathervane. The engineer gave recommendations concerning improving the horizontal bracing on the top. Board discussion included the possibility of not doing the weathervane on the gazebo in light of not realizing the possible cost and what a big project this would be. It was suggested that we start a conversation with Minden Rotary regarding this, and that the gazebo will still need to be made safe for our crew to work on. Public comment: A member of the public suggested using the weathervane at Gateway as an art piece. Following thoughtful and intelligent deliberation Stangle/Radtke moved to continue this item and directed staff to take the recommendations to start a dialogue with the Rotary Club. Motion carried unanimously. 7. For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2016 evaluation of the Minden Town Manager and determine a 0- 6% merit increase based on performance. Possible action may also include adopting the Town of Minden Strategic Plan as the Town Manager’s priorities and expectations for 2017. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Mr. Russell said that the ratings for Ms. Davidson were very consistent, with nothing less than scores of 3. Board comments included support of the work Ms. Davidson has done, noting the respect and support of staff; commendations were given for a good job done. There was discussion concerning whether to continue syncing the strategic planning with goals for the Manager, and how this fits in with her contract. Mr. Russell noted that it does not need to be tied to strategic plan but the change would need to be addressed at the next meeting. Public comment: None. Following thoughtful and intelligent deliberation Stephans/Stangle moved to approve the evaluation and recommend a 5% merit increase. Motion carried unanimously. Following thoughtful and intelligent deliberation Stangle/Radtke moved to put the setting of Ms. Davidson’s goals and priorities on April’s agenda as discussion and possible action. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to permanently relocate the Town of Minden Administrative Offices from 1604 Esmeralda Avenue to 1330 Buckeye Road in Minden. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave the background for this request noting that the administration office is relocated temporarily to the maintenance yard. ---PAGE BREAK--- Minden Town Board Minutes March 1, 2017 Page 5 of 5 Board discussion included the belief that the Town office belongs in the township of Minden, the need to be business and customer friendly, while understanding the advantages of combining operations at one facility. There was also discussion regarding security issues, installation of a counter, the cost to remodel and more efficient use of space. Public comment: Members of the public expressed strong feelings regarding keeping the Town Administration office in downtown Minden. Following thoughtful and intelligent deliberation Stangle/Bernard moved to deny the request to permanently relocate the Town of Minden Administrative Offices from 1604 Esmeralda Avenue to 1330 Buckeye Road in Minden. Motion carried 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 Jenifer Davidson, Town Manager and JD Frisby, Superintendent of Public Works. Ms. Davidson reported on staff progress in the area of bill pay. Mr. Frisby gave updates on the alley line replacement, the progress on the well work, and crack sealing. Public comment: None 10. For possible action: Discussion and possible action to provide direction to Town Staff regarding Town Staff report on a bill(s) or bill draft request(s) (“BDR”) listed on the Nevada Legislature website (http://www.leg.state.nv.us/Session/79th2017/) for the 79th (2017) Nevada Legislative which may affect the Town of Minden or its Board. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave an update on the legislative session, noting the bills that she is tracking with particular attention to those that concern water issues. Board comments included questions on the source of some of the referenced legislation. Public comment: None FINAL PUBLIC COMMENT: A member of the public commended the board and staff for the beauty at Jake’s Wetlands and gave commendations to a staff member. Another member of the public expressed appreciation for the new sound system. ADJOURNMENT: Mr. Radtke moved to adjourn the meeting at 8:51.