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The Minden Town Board meeting will be held at 5:30 p.m. on Wednesday, May 6, 2015, 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 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. APPROVAL OF AGENDA APPROVAL OF MINUTES: February 18, 2015, Special Board Meeting, Public Workshop March 18, 2015, Special Board Meeting April 1, 2015, Board Meeting ACKNOWLEDGEMENT OF GIFTS ACKNOWLEDGEMENT OF SERVICE AWARDS ---PAGE BREAK--- Minden Town Board Agenda May 6, 2015 Page 2 of 4 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- Bill Souligny Minden Water- Matt Bernard New Development Applications - John Stephans Citizen’s Advisory Committee/Main Street Steering Committee- Charlie Condron Budget- John Stephans/Bill Souligny 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 April 2015 financial report including claims paid March 20, 2015 through April 23, 2015 for fiscal year 2015. 2. Approval of an outdoor festival entertainment event application by Carson Valley Active 20-30 Club #85 for the 105th annual Carson Valley Days June 12th – 14th. This event 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 4th annual Town of Minden Carson Valley Days Breakfast. 3. Approval of a request by Town Staff to close the following streets for the Town of Minden 4th of July Celebration and Children’s Patriotic Bike Parade from 8:00am until 4:00pm on Saturday July 4, 2015: Esmeralda Avenue and Mono Avenue from Fifth Street to Sixth Street, and Fifth Street and Sixth Street from Esmeralda Avenue to 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 provide direction to Town Staff regarding the level of involvement by the Town in the Main Street Minden Program. Discussion may include possible direction to Staff regarding the structure of the program, Town Board expectations of the program and the possible creation of an agreement for services with the program to waive fees associated with the use of Town Staff, facilities and equipment. Appearance by Jenifer Davidson, Town Manager. Public comment. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by the Minden Main Street Steering Committee for the Town to ---PAGE BREAK--- Minden Town Board Agenda May 6, 2015 Page 3 of 4 sponsor a street closure event on May 12, 2015. Approval of this request would include waiving fees associated with street closure and providing Town staff support of the event. Town approval would also include closure of Esmeralda between Fifth Street and Fourth Street and Fifth Street from Mono Ave to Esmeralda Ave from 2:00 pm to 7:00pm. Appearance by Sheila Kendrick, member of the Minden Main Street Steering Committee. Public comment. 3. For possible action: Discussion and possible action to provide direction to Town Staff regarding the Minden owned portion of the Fire Station located at 1604 US Highway 395 North. Discussion and possible action may include, without limitation, a report on the insurance claim made by the Town for repair work to be completed on the Minden owned portion of the Fire Station, which was damaged during a wind storm, the status of the insurance policies held by the Town for that property, the status of any lease for that property, and the Board’s desires or vision for the future of that property. Appearance by Jenifer Davidson, Town Manager. Public comment. 4. For possible action: Discussion and possible action to provide direction to Town Staff to draft a proposed plan to reduce the total amount of water used to maintain Town parks and facilities and bring the proposed plan to the Board for consideration and possible adoption at a regularly scheduled meeting of the Town Board. Appearance by Matt Bernard, Board Member. Public comment. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town Staff to pay an amount not to exceed $10,000 to relocate a signal light control pedestal from the intersection of US Highway 395 and State Route 88 which is obscuring the view of improvements placed by the Town in the right-of-way portion of the Minden Gateway Center. Appearance by Jenifer Davidson, Town Manager. Public comment. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to 1) accept or reject a bid by Herback General Engineering, LLC for the Town’s 2015 Street Rehabilitation Project with bid alternate B in the amount of $298,128 and authorize Town Staff to work with the bidder to complete additional improvements in a total amount not to exceed the previously approved budget of $340,000; and if 6.1 is approved, 2) authorize the Chairman to execute an agreement for the same on behalf of the Town. Appearance by Bruce Scott, Town Engineer, Resource Concepts Inc. Public comment. 7. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a request to examine bids for the 2015 Heybourne Well, Well #10, Well House project and award the project to the lowest responsive and responsible bidder in an amount not to exceed $516,820; and if 7.1 is approved, authorize the Chairman to execute an Agreement for same. Appearance by Bruce Scott, Town Engineer. Public comment. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the Town of Minden’s proposed capital projects list for Fiscal Year 2015-2016. This action may include discussion and approval of all or a portion of projects on the capital projects list. Appearance by Ted Thran, Town Accountant and Jenifer Davidson, Town Manager. Public comment. 9. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the Town of Minden Fiscal Year 2015-2016 Final Budget. Approval of this request would create two additional fulltime Maintenance Technician I positions effective July 1, 2015. Appearance by Ted Thran, Town Accountant and Jenifer Davidson, Town Manager. Public comment. ---PAGE BREAK--- Minden Town Board Agenda May 6, 2015 Page 4 of 4 10. For possible action: Discussion and possible action to provide direction to Town Staff regarding the process to select Independent Contractors to perform supplemental Landscape Maintenance Services in designated areas of Town consistent with the Board approved Fiscal Year 2015-2016 Final Budget. Possible discussion and action may include authorizing the Town Manager to recruit and execute an agreement(s) with the most responsive bidder(s) for the same. Appearance by Jenifer Davidson, Town Manager. Public comment. 11. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a proposed revised Purchasing Practices and Approval Authority Policy for the Minden Town Manager and Town Accountant effective May 6, 2015. Discussion and possible action may include discussion and approval of accounts payable authorization for the Minden Town Manager and Town Accountant for utility related claims and authorization in an amount not to exceed $10,000 for a single item or service on all other claim types. Appearance by John Stephans, Vice-Chairman. Public comment. 12. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny proposed modifications to the existing agreement between the Town and the Town Manager, including without limitation, the term of the agreement, tying the performance goals and priorities of the Town Manager to the Strategic Planning goals and priorities of the Town, and adjusting the time for conducting the annual evaluation of the Town Manager. Discussion and possible action may include review of the goals and priorities of the Town Manager, including without limitation, a discussion and possible adoption of a definition of the communication expectation between the Town Manager and individual Board Members. Appearance by Charlie Condron, Minden Town Board Member and Ryan Russell, Town Attorney. Public comment. 13. For possible action: Discussion and possible action to direct staff in 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 Buckeye Well Project, Heybourne Well Project, and County Road Streetscape Improvements. Appearance by Bruce Scott, Town Engineer. Public comment. 14. For possible action: Discussion and possible action to direct staff in 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, the Town budget planning cycle and other functions of the Town of Minden. Discussion may also include an update regarding the placement of speed tables on Wildrose and Deseret. Appearance by Jenifer Davidson, Town Manager. Public comment. 15. For discussion only: Discussion and possible action to provide direction to Town Staff regarding a Town Staff report on a bill(s) or bill draft request(s) (“BDR”) listed on the Nevada Legislature website for the 78th (2015) Nevada Legislative which may affect the Town of Minden or its Board. 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