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ESMERALDA AVE Town Board Meeting October 1, 2014 ---PAGE BREAK--- The Minden Town Board meeting will be held at 5:30 p.m. on Wednesday, October 1, 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: September 3, 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 Town Board Meeting October 1, 2014 Page 1 ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 2 of 4 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 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. 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. 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 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. Appearance by Jenifer Davidson, Town Manager. Public comment. Town Board Meeting October 1, 2014 Page 2 ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 3 of 4 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. Public comment. 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. Public comment. 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. Public comment. 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. Public comment. 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. Public comment. 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. Public comment. 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. Public comment. 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 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. 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 Town Board Meeting October 1, 2014 Page 3 ---PAGE BREAK--- Minden Town Board Agenda October 1, 2014 Page 4 of 4 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 Town Board Meeting October 1, 2014 Page 4 ---PAGE BREAK--- The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, September 3, 2014, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Charlie Condron, Roxanne Stangle, John Stephans and Steve Thaler. Staff present: Greg Hill, Jenifer Davidson, Trish Koepnick, Ryan Russell, and Jeff Sharp for Bruce Scott. Mr. Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Thaler. Ms. Stangle asked respectfully to remove item 11 from the agenda. Condron/Thaler moved to approve the agenda as amended. Motion carried unanimously. Thaler/Condron moved to approve the minutes of the August 6, 2014 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None PUBLIC COMMENT: A member of the public thanked the Board for the presentation on nitrates at the last meeting. He expressed concerns about the septic tanks and the change in pumping in Johnson Lane, and questioned the status of the bond for Monterra. Bently representatives gave updates on the Bently Farmers Bank project and the Heritage District. A member of the public read a list of concerns at the Monterra Subdivision. BOARD MEMBER REPORTS: Event Planning- Roxanne Stangle Minden Water- Charlie Condron Budget/New Development Applications - John Stephans Citizen’s Advisory Committee- Steve Thaler All items will be discussed under agenda items. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of August 2014 financial report including claims paid July 25, 2014 through August 21, 2014 for fiscal years 2014 and 2015. Condron/Thaler moved to approve the item on the consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 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. Appearance by Jenifer Davidson, Town Manager. As Mr. Hill was on vacation, Ms. Davidson reported on the status of the office repairs, gave an update on the process for Board vacancy, and noted that there will be a ribbon cutting at COD Casino. She noted that she will be bringing funding for the fiber optic share with the County to next month’s Board meeting. She introduced Ted Thran who has just started as the new Town accountant. Mr. Thaler asked to see the CVIC Hall report again in the packet, and felt strongly that the public should be made aware of any applicants for elected official jobs. Public comment: Town Board Meeting October 1, 2014 Page 5 ---PAGE BREAK--- Minden Town Board Meeting Minutes September 3, 2014 Page 2 of 6 Kurt Hildebrand of the Record Courier said he is working with Douglas County Human Resources concerning the applicants for the Board position. 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. Appearance by Jeff Sharp on behalf of Bruce Scott, Town Engineer. Jeff Sharp, filling in for Bruce Scott, gave updates on the Martin Slough trailhead project, the Gateway project, the street sealing project, Buckeye Well, and the County Road sewer project. Board discussion included concern over problems at the trailhead and timelines for the Gateway project. Public comment: None 3. For possible action: Discussion and possible action to direct staff on relation to the implementation of traffic control measures in the area of Deseret and Wildrose. Discussion and possible action may include without limitation a recommendation to the Douglas County Board of Commissioners to adopt a resolution authorizing the placement of stop signs in the area of Deseret and Wildrose Streets, direction to Town Staff to advocate to Douglas County Staff and the Douglas County Board of Commissioners to reduce residential speed limits within the Town, and/or the implementation of any other traffic control measures. Appearance by Jenifer Davidson, Town Manager, and Ryan Russell, Town Attorney. Ms. Davidson said this agenda item was written to give the Board flexibility to discuss other measures that could be taken. Board discussion included speed limit enforcement, pursuing this as a safety issue, changing the speed limit for a specific Minden neighborhood, changing all of Minden to 15 mph and if so getting input from all residents. It was stressed that we need to persuade the County that this is an effort to get people to not use this as a commuter route by slowing them down, and the public was encouraged to support this at the County level. It was also noted that the problem is the volume of traffic; we need more regional roads. Mr. Russell said there would need to be a new resolution for the stop signs and a change of ordinance to address the speed limit. Public comment: Members of the public agreed with and supported the Board, and also said they would not be in support of other traffic control measures such as speed bumps. It was stressed that Wildrose is a unique area with narrower streets and no sidewalks. Following intelligent and thoughtful deliberation, Thaler/Condron moved to recommend to the County to adopt a resolution to locate stop signs as depicted on the map and also direct staff to advocate to Douglas County staff and Board to reduce speed limits to 15 mph within the Town, including the Wildrose and Deseret area. Motion carried unanimously. 4. For possible action: Discussion and possible action to direct staff to remove and replace two cottonwood trees in Minden park. Appearance by Greg Hill, Superintendent of Public Works. As Mr. Hill was not present, Mr. Bernard addressed this issue. He said he does not want the trees to fall down and hurt anyone, but he is not comfortable with cutting them down to save them from falling down. Board discussion included that this is in the best interest of the Town, as we would be negligent if we do not take care of the trees and remove them, according to the recommendation from the arborist. Public comment: Members of the public spoke in favor of this action for safety reasons, and also felt that we should focus on how beautiful and healthy the new trees in the park are. Town Board Meeting October 1, 2014 Page 6 ---PAGE BREAK--- Minden Town Board Meeting Minutes September 3, 2014 Page 3 of 6 Following intelligent and thoughtful deliberation, Condron/Thaler moved to direct staff to remove and replace the two cottonwood trees in Minden Park. Motion carried with Mr. Bernard voting no. Mr. Bernard asked if we could keep some of the wood to burn at Christmas. 5. 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 cottonwood trees located within the right of way at 1569 Sixth Street. Appearance by Anita and Tim Cohee, Owners of 1569 Sixth Street. Anita Cohee noted the property address is actually 1592 Sixth Street, and spoke of the problems that the many enormous trees on her property are creating. She would like to see all of these trees removed. Board discussion included the need to follow our tree policy, if there is a budget for this, how we are limited to addressing trees in the right of way, and the need to address the replacement of the trees. Mr. Russell said that tonight we can only address the removal of the two trees on Esmeralda. Ms. Davidson noted that there is no budget for tree removal as part of this fiscal year. Public comment: None Following intelligent and thoughtful deliberation Thaler/Condron moved to ask the applicant to come back to the next meeting with the entire plan and request. Motion carried with Stephans voting no. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Town Staff to place additional lighting on US Highway 395 at locations approved by Nevada Energy and designated by Town Staff for an amount not to exceed $5,000. This agenda item appears in response to a concern raised by a member of the public during public comment regarding lighting on US Highway 395. Appearance by Jenifer Davidson, Town Manager. Board discussion included the allowance of banners on light poles, and the NV Energy requirements. It was clarified by Ms. Davidson that cobra poles could hold banners and wood poles could not due to weight restrictions. Public comment: A member of the public inquired about the possibility of locating and using the cobra lights that were removed from County Road. Following intelligent and thoughtful deliberation, Condron/Stangle moved to approve a request by Town staff to place additional lighting on US Highway 395 at locations approved by Nevada Energy and designated by Town Staff for an amount not to exceed $5,000. Motion carried unanimously. 7. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to create a Town of Minden Fall street closure event and to set a budget for the event not to exceed $1,500. Approval of this event will also include the closure of Esmeralda Avenue from Fifth Street to Fourth Street, and Fourth and Fifth streets from Mono Avenue to US Highway 395, October 17, 2014 from 3:00pm until 10:00pm. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson reported that the events committee is working on a fall event with details to be worked out. Initial thoughts involve a possible community soup supper and street dance. Tonight we are hoping to set a date, approve a budget and approve the street closure. Board discussion included the short time frame for planning, and if budgeting for this event will compromise other Town events. Public comment: Members of the public expressed interest in the event and encouraged publicity for it. Following intelligent and thoughtful deliberation, Stangle/Thaler moved to approve a request to create a Town of Minden Fall street closure event and to set a budget for the event not to exceed $1,500. Approval of this event will also include the closure of Esmeralda Avenue from Fifth Street to Fourth Street, and Town Board Meeting October 1, 2014 Page 7 ---PAGE BREAK--- Minden Town Board Meeting Minutes September 3, 2014 Page 4 of 6 Fourth and Fifth streets from Mono Avenue to US Highway 395, October 17, 2014 from 3:00pm until 10:00pm. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Ed James of Carson Water Subconservancy District for the Town Manager and a possible member of the Town Board to attend the Carson Water Subconservancy District “Upper Carson River Water Purveyors Meeting,” September 10, 2014. Appearance by Ed James, General Manager, Carson Subconservancy District. Ed James gave a background for this request, including the recommendation of getting water purveyors together to discuss local issues. It is a forum for opening communication, learning of studies such as the USGS groundwater study, and being aware of items they need to budget for. The Upper Carson River group consists of the Ranchos, Minden, Gardnerville, Indian Hills, Douglas County and Carson City, as they are vested by taking water from Minden. The process of the meeting will be driven by the group. Board discussion included if this is a public meeting, who created the areas, what the agenda will be, and the need to be aware of what other water companies are doing. Public comment: A member of the public encouraged attendance and noted that we will be looking at our rates in 2017. Following intelligent and thoughtful deliberation, Thaler/Condron moved for the Town Manager to attend the Carson Water Subconservancy District “Upper Carson River Water Purveyors Meeting,” September 10, 2014. Motion carried unanimously. 9. For possible action: Discussion and possible action to review the Town of Minden Water Conservation Plan and provide direction to Town Staff regarding revision(s) of the plan to be brought back for consideration at a future meeting of the Minden Town Board. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson noted that the plan is required to be updated every 5 years; she would like to get a sense of what the Board would like to put in the conservation plan. Board discussion included discussion over what we want to do and update the policy. There is a need to carefully look at this in light of pumping the water north and asking people to conserve We want everyone on the same page. The concept of water wasting and water being turned off should also be addressed. A water workshop addressing this policy was suggested. Public comment: Members of the public noted the need to address the new regulations for this plan as well as an implementation schedule; more water workshops and public education was encouraged. Staff direction included this item being addressed in a future water workshop. 10. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the Town of Minden Policy and Procedure Regarding Existing Wells Potentially Impacted by Town pumping. Appearance by Jeff Sharp on behalf of Bruce Scott, Town Engineer and Jenifer Davidson, Town Manager. Ms. Davidson gave a synopsis of the policy. Board discussion included the need for a separate policy addressing agricultural wells, if annexation is required, and how to address water rates for larger properties. Public comment: A member of the public questioned the proof of impact needing to be supplied by the well owner. The Board stressed that any concerns of well owners can be brought to the Town for consideration, and spoke in support of more aggressive monitoring, adding that the staff will be directed to share the monitoring data with the well owners. Following intelligent and thoughtful deliberation, Stephans/Thaler moved to direct staff to make the modifications as discussed, making a more aggressive monitoring of the wells a part of this plan. Town Board Meeting October 1, 2014 Page 8 ---PAGE BREAK--- Minden Town Board Meeting Minutes September 3, 2014 Page 5 of 6 11. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Roxanne Stangle to close the Town Administrative Offices and schedule minimum staffing for commercial trash service on December 26, 2014 in recognition of the hard work and dedication of Town Employees. Approval of this request would include the compensation of Town Employees for this additional day off. Appearance by Roxanne Stangle, Vice Chairwoman of the Minden Board Item pulled from agenda 12. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Town Staff to seal the bottom portion of Town Well #7 with concrete for an amount not to exceed $10,000. Appearance by Jeff Sharp on behalf of Bruce Scott, Town Engineer. Mr. Sharp noted that the well is in compliance but it is a recommendation to create more of a buffer; at the bottom there is a zone with higher arsenic content and this could be sealed off. Board discussion included skepticism of the success of this, possible recoup some of the expense in our rates, this being a lot cheaper than treating for arsenic, and being proactive by doing this. This same approach may be tried at Well 8. Public comment: A member of the public approved of this proactive approach and questioned the amount that the arsenic content would drop. Following intelligent and thoughtful deliberation, Condron/Stangle moved to approve a request by Town Staff to seal the bottom portion of Town Well #7 with concrete for an amount not to exceed $10,000. Motion carried unanimously. 13. For possible action: Discussion and possible action to direct staff to assemble a potential offer to purchase the Douglas Ironworks Building. Discussion may include possible uses for the site by the Town, the possible future abandonment of Second Street as part of a planned project for the site, and possible direction to staff to update the Environmental Site Assessment for the property. Appearance by John Stephans, Town Board Member. Mr. Stephans noted that this is on the agenda to see if the Board is interested, as this is the last piece in the Town we could possibly control. Board comments included understanding the concept but needing to have a plan for it first, this not being on the capital improvement plan, and not being a priority with the Citizen’s Advisory committee. It was clarified that the money from the sale of the other property could not be put back into this property as the old yard was a Wholesale Water asset. Public comment: Members of the public felt strongly against abandoning 2nd Street and creating more traffic problems. The Board agreed to put this on the capital improvement plan if they decide to pursue the concept. 14. For possible action: Discussion and possible action to approve, approve with conditions continue or deny a request by Town Staff for the Town Manager and a the Chairman of the Town Board to attend the Nevada League of Cities Conference in Las Vegas Nevada September 23rd through the 25th 2014 for an amount not exceed $2,000. Appearance by Jenifer Davidson, Minden Town Manager. Ms. Davidson noted that she had been offered a complimentary conference registration as the League is pursuing the Town to join the League of Cities. However, while she felt that it is important, she already has another conference this month and this was very short notice. Town Board Meeting October 1, 2014 Page 9 ---PAGE BREAK--- Minden Town Board Meeting Minutes September 3, 2014 Page 6 of 6 Board discussion included the possibility of a rain check on the offer, and the Town manager being able to choose to go to conferences without asking approval from the Board. Public comment: None Following intelligent and thoughtful deliberation, Condron/Stangle moved to deny a request by Town Staff for the Town Manager and a the Chairman of the Town Board to attend the Nevada League of Cities Conference in Las Vegas Nevada September 23rd through the 25th 2014, and ask for a possible rain check for next year’s conference at Lake Tahoe. Motion carried unanimously. PUBLIC COMMENT: None REQUEST FOR AGENDA ITEMS Mr. Bernard requested looking at a policy to address training requirements and accountability when an employee leaves the employment of the Town of Minden. Mr. Condron asked for a discussion item from staff with a report showing the historical information on the landscaped areas we take care of, what we plan to be taking on, and staffing requirements. ADJOURNMENT Mr. Condron moved to adjourn the meeting at 9:20 p.m. Town Board Meeting October 1, 2014 Page 10 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 11 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 12 ---PAGE BREAK--- General AdVal Trash Cap Equip Wholesale Water Deposit 31,601.12 $ - $ 15,997.17 $ 11,028.27 $ 30,791.47 $ 19,395.49 $ 300.00 $ Fund Account Number (Verify Fund Account) Vendor Invoice Number Description Claim Amount Total M-T-D 8/28/2014 630 630.916.532.015 General Maint & Repair Christine Fixman Jakes Maintenance 800.00 $ 28,486.37 $ 800.00 $ 8/28/2014 630 630.916.532.015 General Maint & Repair Christine Fixman Roundabout 200.00 $ 28,486.37 $ 1,000.00 $ 8/28/2014 630 630.916.532.015 General Maint & Repair Christine Fixman County Rd Extra 500.00 $ 28,486.37 $ 1,500.00 $ 8/28/2014 630 630.000.220.000 General Refundable Dep. (CVIC) Strategic Marketing Group 1355 Refund deposit 300.00 $ (11,150.00) $ 1,800.00 $ 8/28/2014 635 635.912.532.003 Trash Gas & Oil Flyers Energy CFS080954 fuel 1,198.98 $ 25,671.52 $ 2,998.98 $ 8/28/2014 630 630.916.532.003 General Gas & Oil Flyers Energy fuel 413.35 $ 4,988.31 $ 3,412.33 $ 8/28/2014 630 630.915.532.003 General Gas & Oil Flyers Energy fuel 102.88 $ 1,003.49 $ 3,515.21 $ 8/28/2014 640 640.913.532.003 Water Gas & Oil Flyers Energy fuel 117.26 $ 2,508.94 $ 3,632.47 $ 8/28/2014 639 639.919.532.003 Wholesale Gas & Oil Flyers Energy fuel 117.27 $ 4,508.93 $ 3,749.74 $ 8/28/2014 630 630.915.532.015 General Maint & Repair Scott Smith 13-4009 reimbursement/share program 1,220.00 $ 431,672.70 $ 4,969.74 $ 8/28/2014 630 630.915.520.088 General Utilities NV Energy 417232 08-14 electric 5,201.73 $ 41,552.00 $ 10,171.47 $ 8/28/2014 639 639.919.520.088 Wholesale Utilities NV Energy electric 22,843.52 $ 198,113.70 $ 33,014.99 $ 8/28/2014 635 635.912.520.088 Trash Utilities NV Energy electric 228.99 $ 4,020.05 $ 33,243.98 $ 8/28/2014 630 630.916.520.088 General Utilities NV Energy electric 765.59 $ 17,399.19 $ 34,009.57 $ 8/28/2014 640 640.913.520.088 Water Utilities NV Energy electric 76.33 $ 2,789.24 $ 34,085.90 $ 8/28/2014 630 630.917.520.088 General Utilities NV Energy electric 50.89 $ 893.34 $ 34,136.79 $ 9/4/2014 630 630.915.532.015 General Maint & Repair Bing Materials 143453 sidewalk at MP 358.75 $ 431,672.70 $ 34,495.54 $ 9/4/2014 630 630.916.532.001 General Op. Supplies Grainger [PHONE REDACTED] batteries 33.00 $ 4,081.59 $ 34,528.54 $ 9/4/2014 630 630.916.532.001 General Op. Supplies Grainger [PHONE REDACTED] bulbs 58.56 $ 4,081.59 $ 34,587.10 $ 9/4/2014 639 639.919.520.159 Wholesale Petrol Tank Reg. Fees NV Division of Environmental 12-000132 petroleum fund 100.00 $ - $ 34,687.10 $ 9/4/2014 630 630.917.532.015 General Maint & Repair Parts House 571648 patch kit 2.49 $ 2,561.81 $ 34,689.59 $ 9/4/2014 630 630.911.550.001 General Misc Expenses Alpen Sierra Coffee 175645 coffee 36.75 $ 2,800.73 $ 34,726.34 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Inland Supply 107456 CVIC Supply 276.78 $ 28,486.37 $ 35,003.12 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Inland Supply 107456 Parks Supply 226.24 $ 28,486.37 $ 35,229.36 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Inland Supply 107794 CVIC Supply 206.08 $ 28,486.37 $ 35,435.44 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Alsco Reno LREN950412 Mops Mats 37.52 $ 28,486.37 $ 35,472.96 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Alsco Reno LREN952606 Mops Mats 37.52 $ 28,486.37 $ 35,510.48 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Alsco Reno LREN954834 Mops Mats 37.52 $ 28,486.37 $ 35,548.00 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Alsco Reno LREN956996 Mops Mats 37.52 $ 28,486.37 $ 35,585.52 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Alsco Reno LREN959158 Mops Mats 37.52 $ 28,486.37 $ 35,623.04 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Alsco Reno LREN950410 Uniforms 12.91 $ 28,486.37 $ 35,635.95 $ 9/4/2014 639 639.919.532.028 Wholesale Uniforms Alsco Reno LREN952604 Uniforms 12.91 $ 1,221.46 $ 35,648.86 $ 9/4/2014 639 639.919.532.028 Wholesale Uniforms Alsco Reno LREN954832 Uniforms 12.91 $ 1,221.46 $ 35,661.77 $ 9/4/2014 639 639.919.532.028 Wholesale Uniforms Alsco Reno LREN956994 Uniforms 12.91 $ 1,221.46 $ 35,674.68 $ 9/4/2014 639 639.919.532.028 Wholesale Uniforms Alsco Reno LREN959156 Uniforms 12.91 $ 1,221.46 $ 35,687.59 $ 9/4/2014 636 636.918.562.000 Cap Equip Capital Projects RCI 14-01105 Trailhead 13P01 9010 3,163.07 $ 531,290.82 $ 38,850.66 $ 9/4/2014 630 630.911.521.200 General Engineering RCI 14-01094 General Business 789.75 $ 17,617.25 $ 39,640.41 $ 9/4/2014 636 636.918.562.000 Cap Equip Capital Projects RCI 14-01106 Minden Gateway landscaping 14P03 2,770.25 $ 531,290.82 $ 42,410.66 $ 9/4/2014 639 639.919.521.200 Wholesale Engineering RCI 14-01098 Wholesale Water 379.00 $ 22,810.25 $ 42,789.66 $ 9/4/2014 639 639.919.521.200 Wholesale Engineering RCI 14-01107 DC Water Rights 311.25 $ 22,810.25 $ 43,100.91 $ 9/4/2014 640 640.913.521.200 Water Engineering RCI 14-01095 Retail Water 1,970.00 $ 4,264.06 $ 45,070.91 $ 9/4/2014 630 630.911.521.200 General Engineering RCI 14-01096 July Meeting 250.00 $ 17,617.25 $ 45,320.91 $ 9/4/2014 640 640.913.521.200 Water Engineering RCI 14-01103 Heybourne Well 5,498.70 $ 4,264.06 $ 50,819.61 $ 9/4/2014 640 640.913.562.000 Water Capital Projects RCI 14-01104 Buckeye Well 14W07 5,074.22 $ 912,667.47 $ 55,893.83 $ 9/4/2014 630 630.911.521.200 General Engineering RCI 14-0100 Ranch @ Gardnerville 455.00 $ 17,617.25 $ 56,348.83 $ 9/4/2014 636 636.918.562.000 Cap Equip Capital Projects RCI 14-01099 Street Scape County Rd 09-D01 9010 5,094.95 $ 531,290.82 $ 61,443.78 $ 9/4/2014 640 640.913.521.200 Water Engineering RCI 14-010 Ranch @ Gardnerville Water System 821.25 $ 4,264.06 $ 62,265.03 $ 9/4/2014 630 630.911.521.200 General Engineering RCI 14-01101 Sonic Drive In 861.25 $ 17,617.25 $ 63,126.28 $ 9/4/2014 630 630.915.532.015 General Maint & Repair RCI` 14-01097 Street Sealing 1,490.25 $ 431,672.70 $ 64,616.53 $ 9/4/2014 640 640.913.532.001 Water Op. Supplies Western NV supply 15944469 hydrant repair 135.00 $ 17,275.65 $ 64,751.53 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Western NV supply 14978704 office sump pump 238.25 $ 28,486.37 $ 64,989.78 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Western NV supply 45988891 office sump pump 25.87 $ 28,486.37 $ 65,015.65 $ 9/4/2014 640 640.913.532.015 Water Maint & Repair Western NV supply 15992015 stock 689.60 $ 50,287.45 $ 65,705.25 $ 9/4/2014 640 640.913.532.015 Water Maint & Repair Western NV supply 15991178 saddles fittings 4,011.90 $ 50,287.45 $ 69,717.15 $ 9/4/2014 640 640.913.533.802 Water Small Equip Western NV supply 15991686 EZ Out 28.31 $ (82.70) $ 69,745.46 $ 9/4/2014 630 630.916.532.015 General Maint & Repair A one Cleaning widow 2956 Upstairs Windows 95.00 $ 28,486.37 $ 69,840.46 $ 9/4/2014 639 639.919.520.120 Wholesale Lab Testing WET LAB 53296 testing 760.00 $ 5,952.00 $ 70,600.46 $ 9/4/2014 630 630.917.532.028 General Uniforms T's In motion 14-1664 Workshirts and Printing 240.19 $ 1,629.77 $ 70,840.65 $ 9/4/2014 635 635.912.532.028 Trash Uniforms T's In motion Workshirts and Printing 240.19 $ 2,974.66 $ 71,080.84 $ 9/4/2014 639 639.919.532.028 Wholesale Uniforms T's In motion Workshirts and Printing 240.19 $ 1,221.46 $ 71,321.03 $ 9/4/2014 640 640.913.532.028 Water Uniforms T's In motion Workshirts and Printing 240.19 $ 370.25 $ 71,561.22 $ 9/4/2014 630 630.917.532.028 General Uniforms T's In motion 14-1665 Workshirts and Embrodary 285.14 $ 1,629.77 $ 71,846.36 $ 9/4/2014 635 635.912.532.028 Trash Uniforms T's In motion Workshirts and Embrodary 285.15 $ 2,974.66 $ 72,131.51 $ 9/4/2014 639 639.919.532.028 Wholesale Uniforms T's In motion Workshirts and Embrodary 285.14 $ 1,221.46 $ 72,416.65 $ 9/4/2014 640 640.913.532.028 Water Uniforms T's In motion Workshirts and Embrodary 285.15 $ 370.25 $ 72,701.80 $ 9/4/2014 640 640.913.532.015 Water Maint & Repair Fastenal NVMIN43495 pipe locator 7.56 $ 50,287.45 $ 72,709.36 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Fastenal NVMIN43539 screws sump pump job 3.00 $ 28,486.37 $ 72,712.36 $ 9/4/2014 640 640.913.533.802 Water Small Equip Fastenal NVMIN43539 broom 29.40 $ (82.70) $ 72,741.76 $ 9/4/2014 639 639.919.533.802 Wholesale Small Equip Fastenal NVMIN43556 tape measure 14.99 $ 6,824.43 $ 72,756.75 $ 9/4/2014 640 640.913.533.802 Water Small Equip Fastenal NVMIN43556 tape measure 24.99 $ (82.70) $ 72,781.74 $ 9/4/2014 630 630.911.510.150 General Board Compensation Charlie condron September Board Compensation 500.00 $ 2,550.00 $ 73,281.74 $ 9/4/2014 630 630.911.510.150 General Board Compensation John Stephans 500.00 $ 2,550.00 $ 73,781.74 $ 9/4/2014 630 630.911.510.150 General Board Compensation Roxanne Stangle 500.00 $ 2,550.00 $ 74,281.74 $ 9/4/2014 630 630.911.510.150 General Board Compensation Steve Thaler 500.00 $ 2,550.00 $ 74,781.74 $ 9/4/2014 630 630.911.510.150 General Board Compensation Matt Bernard 550.00 $ 2,550.00 $ 75,331.74 $ 9/4/2014 630 630.916.532.015 General Maint & Repair Curtis & Sons Construction 52852 minden park 24.25 $ 28,486.37 $ 75,355.99 $ 9/4/2014 630 630.911.520.200 General Training & Education Business Council of DOCO 3188 Registration of Thran, Condron, Stangle 135.00 $ 2,945.00 $ 75,490.99 $ 9/4/2014 639 639.919.520.055 Wholesale Telephone Expense Frontier 783-5569 Heybourne Booster Phone 80.13 $ 992.73 $ 75,571.12 $ 9/4/2014 630 630.911.550.034 General Special Events Minden Rotary Minden Gazebo Event 1,500.00 $ 6,345.24 $ 77,071.12 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Meeks Lumber 8268471 epoxy nozzle 97.98 $ 28,486.37 $ 77,169.10 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Meeks Lumber 8283941 Pipe Wrap 205.96 $ 28,486.37 $ 77,375.06 $ October 1, 2014 - Consent #1 - Claims Paid 8/22/14 through 9/18/14 Paid M-T-D Date Date Paid Funds Available After Claims Paid Town Board Meeting October 1, 2014 Page 13 ---PAGE BREAK--- October 1, 2014 - Consent #1 - Claims Paid 8/22/14 through 9/18/14 9/11/2014 639 639.919.532.015 Wholesale Maint & Repair Ace Hardware 089707/1 Well 8 cement 5.47 $ 21,869.33 $ 77,380.53 $ 9/11/2014 630 630.915.532.001 General Op. Supplies Ace Hardware 089850/1 wasp spray 12.94 $ 463.08 $ 77,393.47 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Ace Hardware 089847/1 cord Sump Pump 6.49 $ 28,486.37 $ 77,399.96 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Ace Hardware 089887/1 Supply 23.48 $ 28,486.37 $ 77,423.44 $ 9/11/2014 630 630.916.532.015 General Maint & Repair mops 090021/1 Mops 10.98 $ 28,486.37 $ 77,434.42 $ 9/11/2014 635 635.912.533.806 Trash Software Caselle Inc 60016 Contract Support 92.50 $ 3,130.00 $ 77,526.92 $ 9/11/2014 640 640.913.533.806 Water Software Caselle Inc 92.50 $ 3,630.00 $ 77,619.42 $ 9/11/2014 639 639.919.520.088 Wholesale Utilities NV Energy 723206600998 08-14 Well 7 996.26 $ 198,113.70 $ 78,615.68 $ 9/11/2014 630 630.911.533.800 General Office Supplies Procurement-Koepnick Office Supplies 202.41 $ 2,273.55 $ 78,818.09 $ 9/11/2014 630 630.916.521.100 General Pro Services Procurement-Koepnick Clearwire 55.98 $ 9,494.93 $ 78,874.07 $ 9/11/2014 630 630.911.533.800 General Office Supplies Procurement-Koepnick Office Supplies 217.48 $ 2,273.55 $ 79,091.55 $ 9/11/2014 630 630.911.550.001 General Misc Expenses Procurement-Koepnick Board Meeting 81.02 $ 2,800.73 $ 79,172.57 $ 9/11/2014 639 639.919.520.120 Wholesale Lab Testing UNR Board of Regents 54774 Water Testing TAD 247.00 $ 5,952.00 $ 79,419.57 $ 9/11/2014 639 639.919.520.120 Wholesale Lab Testing UNR Board of Regents 54985 Water Testing TAD 1,005.00 $ 5,952.00 $ 80,424.57 $ 9/11/2014 630 630.917.532.028 General Uniforms Interstate Safety & Supply 1166670 safety supply 123.50 $ 1,629.77 $ 80,548.07 $ 9/11/2014 630 630.911.520.136 General Rents & Leases Equip Pit Sto[ Pots 5267 porta potties 130.00 $ 6,778.30 $ 80,678.07 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Sierra Steam Carpets 1407 Carpet STE 202 79.95 $ 28,486.37 $ 80,758.02 $ 9/11/2014 639 639.919.531.006 Wholesale Chemicals Carus SLS10010747 Chlorine Heybourne 1,530.74 $ 1,089.77 $ 82,288.76 $ 9/11/2014 630 630.916.533.802 General Small Equip Procurement-Davidson Microphones 3,978.17 $ 6,021.83 $ 86,266.93 $ 9/11/2014 630 630.911.520.200 General Training & Education Procurement-Davidson Conference Registration 920.00 $ 2,945.00 $ 87,186.93 $ 9/11/2014 630 630.911.520.064 General Travel Procurement-Davidson Conference Air 604.70 $ 2,395.30 $ 87,791.63 $ 9/11/2014 630 630.917.521.151 General Drug Testing State of NV Public Safety 33597 Fingerprinting 40.00 $ 382.50 $ 87,831.63 $ 9/11/2014 635 635.912.532.003 Trash Gas & Oil Flyers Energy CFS0878540 Fuel 902.60 $ 25,671.52 $ 88,734.23 $ 9/11/2014 630 630.916.532.003 General Gas & Oil Flyers Energy Fuel 204.63 $ 4,988.31 $ 88,938.86 $ 9/11/2014 630 630.915.532.003 General Gas & Oil Flyers Energy Fuel 124.79 $ 1,003.49 $ 89,063.65 $ 9/11/2014 630 630.917.532.003 General Gas & Oil Flyers Energy Fuel 59.26 $ 2,883.67 $ 89,122.91 $ 9/11/2014 640 640.913.532.003 Water Gas & Oil Flyers Energy Fuel 71.20 $ 2,508.94 $ 89,194.11 $ 9/11/2014 639 639.919.532.003 Wholesale Gas & Oil Flyers Energy Fuel 71.20 $ 4,508.93 $ 89,265.31 $ 9/11/2014 630 630.911.550.001 General Misc Expenses Alpen Sierra Coffee 29-Jun Coffee 44.00 $ 2,800.73 $ 89,309.31 $ 9/11/2014 630 630.916.520.118 General Vehicle Maintenance Out Procrurement-Hill 14-Aug parks truck 3,110.53 $ (975.60) $ 92,419.84 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Procrurement-Hill CVIC 682.77 $ 28,486.37 $ 93,102.61 $ 9/11/2014 630 630.916.532.015 General Maint & Repair Ahern Rentals 13651312-1 Office Carpet 172.48 $ 28,486.37 $ 93,275.09 $ 9/11/2014 639 639.919.520.194 Wholesale Cell Phones AT&T Mobility 8X09022014 Cellular Service 101.45 $ 1,296.41 $ 93,376.54 $ 9/11/2014 640 640.913.520.194 Water Cell Phones AT&T Mobility Cellular Service 101.45 $ 1,796.41 $ 93,477.99 $ 9/11/2014 635 635.912.520.194 Trash Cellular Phone AT&T Mobility Cellular Service 101.45 $ 596.41 $ 93,579.44 $ 9/11/2014 630 630.911.520.055 General Telephone Expense Frontier 782-2495, 782-5796 321.93 $ 5,261.45 $ 93,901.37 $ 9/11/2014 635 635.912.520.055 Trash Telephone Expense Frontier 782-2957, 782-5097 120.47 $ 953.00 $ 94,021.84 $ 9/11/2014 639 639.919.520.055 Wholesale Telephone Expense Frontier 120.48 $ 992.73 $ 94,142.32 $ 9/11/2014 640 640.913.520.055 Water Telephone Expense Frontier 120.48 $ 2,652.98 $ 94,262.80 $ 9/11/2014 635 635.912.520.118 Trash Veh. Maint Outside GCR Tire 205.00 $ 25,239.60 $ 94,467.80 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10150814 Landfill 806.20 $ 118,596.39 $ 95,274.00 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10151600 Landfill 624.66 $ 118,596.39 $ 95,898.66 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10151604 Landfill 280.14 $ 118,596.39 $ 96,178.80 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10152073 Landfill 482.56 $ 118,596.39 $ 96,661.36 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10152176 Landfill 799.82 $ 118,596.39 $ 97,461.18 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10152400 Landfill 535.34 $ 118,596.39 $ 97,996.52 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10153453 Landfill 812.00 $ 118,596.39 $ 98,808.52 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10153459 Landfill 250.56 $ 118,596.39 $ 99,059.08 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10154193 Landfill 478.50 $ 118,596.39 $ 99,537.58 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10154281 Landfill 889.72 $ 118,596.39 $ 100,427.30 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10154512 Landfill 508.08 $ 118,596.39 $ 100,935.38 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10155004 Landfill 295.80 $ 118,596.39 $ 101,231.18 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10156196 Landfill 802.14 $ 118,596.39 $ 102,033.32 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10156434 Landfill 485.46 $ 118,596.39 $ 102,518.78 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10156552 Landfill 434.42 $ 118,596.39 $ 102,953.20 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10156710 Landfill 502.86 $ 118,596.39 $ 103,456.06 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10157008 Landfill 787.64 $ 118,596.39 $ 104,243.70 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10157896 Landfill 491.84 $ 118,596.39 $ 104,735.54 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10158453 Landfill 577.10 $ 118,596.39 $ 105,312.64 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10158553 Landfill 846.22 $ 118,596.39 $ 106,158.86 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10158814 Landfill 526.06 $ 118,596.39 $ 106,684.92 $ 9/11/2014 635 635.912.520.197 Trash Landfill Carson City Treasurer 10159376 Landfill 367.72 $ 118,596.39 $ 107,052.64 $ 9/17/2014 B of A Merchant Services August Statement 113.15 $ 107,165.79 $ 9/18/2014 630 630.911.520.055 General Telephone Expense Frontier 4274613 Long Distance 10.00 $ 5,261.45 $ 107,175.79 $ 9/18/2014 630 630.911.520.136 General Rents & Leases Equip Pitney Bowes 5418364 rental charges 3rd quarter 358.29 $ 6,778.30 $ 107,534.08 $ 9/18/2014 630 630.916.532.015 General Maint & Repair Air Filters Sales and Service 15044 Filters 64.86 $ 28,486.37 $ 107,598.94 $ 9/18/2014 639 639.919.531.006 Wholesale Chemicals Carus Sierra Chemical SLS1001972 Chlorine Heybourne 1,530.74 $ 1,089.77 $ 109,129.68 $ 9/18/2014 630 630.916.532.015 General Maint & Repair Central Systems 191159 light lense cvic 40.00 $ 28,486.37 $ 109,169.68 $ 9/18/2014 630 630.916.520.118 General Vehicle Maintenance Out Oreilly Auto 3530-347976 turn signal flasher 19.99 $ (975.60) $ 109,189.67 $ 9/18/2014 635 635.912.520.197 Trash Landfill Bently Ranch 141405 wastewood 10.40 $ 118,596.39 $ 109,200.07 $ 9/18/2014 635 635.912.520.197 Trash Landfill Bently Ranch 141548 wastewood 10.70 $ 118,596.39 $ 109,210.77 $ 9/18/2014 635 635.912.520.197 Trash Landfill Bently Ranch 141466 wastewood 15.90 $ 118,596.39 $ 109,226.67 $ 9/18/2014 630 630.911.521.100 General Professional Services Tyco Integrated Secruity 22726237 Quarterly Service 587.95 $ 49,076.86 $ 109,814.62 $ 9/18/2014 630 630.911.520.136 General Rents & Leases Equip Ricoh USA [PHONE REDACTED] Usage 68.17 $ 6,778.30 $ 109,882.79 $ 9/18/2014 630 630.911.521.100 General Professional Services Tyco Integrated Secruity 22726231 Service 175.26 $ 49,076.86 $ 110,058.05 $ 9/18/2014 630 630.916.532.001 General Op. Supplies The Flag store 23834 flag replacements 238.40 $ 4,081.59 $ 110,296.45 $ 9/18/2014 630 630.911.521.100 General Professional Services Allison MacKenzie Pavlakis 157316 General Business 8,091.00 $ 49,076.86 $ 118,387.45 $ 9/18/2014 630 630.911.550.034 General Special Events DOCO Parks and Rec Sponsorship of Concerts in the Park 5,000.00 $ 6,345.24 $ 123,387.45 $ 9/18/2014 640 640.913.520.078 Water Printing & Binding ABE Printing 11922 Printing Billing Paper 250.00 $ 950.00 $ 123,637.45 $ 9/18/2014 635 635.912.520.078 Trash Printing & Binding ABE Printing Printing Billing Paper 249.00 $ 1,251.00 $ 123,886.45 $ 9/18/2014 630 630.000.220.000 General Refundable Dep. (CVIC) Hollis, George 1333refund deposit 300.00 $ (11,150.00) $ 124,186.45 $ 9/18/2014 630 630.915.532.015 General Maint & Repair Grainger [PHONE REDACTED] street light bulbs 537.12 $ 431,672.70 $ 124,723.57 $ 9/18/2014 639 639.919.520.088 Wholesale Utilities Southwest Gas 14-Sep boug pump 44.70 $ 198,113.70 $ 124,768.27 $ 9/18/2014 639 639.919.520.088 Wholesale Utilities Southwest Gas 14-Sep 1613 Water street b 33.04 $ 198,113.70 $ 124,801.31 $ 9/18/2014 639 639.919.520.088 Wholesale Utilities Southwest Gas 14-Sep 1330 Buckeye Booster 30.10 $ 198,113.70 $ 124,831.41 $ 9/18/2014 630 630.915.520.088 General Utilities Southwest Gas 14-Sep Buckeye Storage 15.05 $ 41,552.00 $ 124,846.46 $ Town Board Meeting October 1, 2014 Page 14 ---PAGE BREAK--- October 1, 2014 - Consent #1 - Claims Paid 8/22/14 through 9/18/14 9/18/2014 630 630.916.520.088 General Utilities Southwest Gas 14-Sep 15.05 $ 17,399.19 $ 124,861.51 $ 9/18/2014 639 639.919.520.088 Wholesale Utilities Southwest Gas 14-Sep 1330 Buckeye Facility 8.35 $ 198,113.70 $ 124,869.86 $ 9/18/2014 640 640.913.520.088 Water Utilities Southwest Gas 14-Sep 8.35 $ 2,789.24 $ 124,878.21 $ 9/18/2014 635 635.912.520.088 Trash Utilities Southwest Gas 14-Sep 25.04 $ 4,020.05 $ 124,903.25 $ 9/18/2014 630 630.915.520.088 General Utilities Southwest Gas 2.78 $ 41,552.00 $ 124,906.03 $ 9/18/2014 630 630.916.520.088 General Utilities Southwest Gas 5.56 $ 17,399.19 $ 124,911.59 $ 9/18/2014 630 630.917.520.088 General Utilities Southwest Gas 5.56 $ 893.34 $ 124,917.15 $ 9/18/2014 630 630.916.520.088 General Utilities Southwest Gas 61.65 $ 17,399.19 $ 124,978.80 $ October 1, 2014 - Consent #1 - Claims Paid 8/22/14 through 9/18/14 124,978.80 $ Town Board Meeting October 1, 2014 Page 15 ---PAGE BREAK--- ---PAGE BREAK--- October 1, 2014 Minden Town Board Agenda Consent Agenda, Item Number 2 DATE: September 24, 2014 PREPARED BY: Trish Koepnick, Office Manager SUBJECT: 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; Forth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395 from 5:00 pm Friday through 7:00 pm Sunday. PREVIOUS ACTION: April 7, 2010 Board Meeting: Board approves request to sponsor 25th Annual Spring Arts and Crafts Festival and Car Show, June 5-6, 2010; 26th Annual Fall Arts and Crafts Show, September 11-12, 2010; and the Minden Wiehnachts Fest (Christmas Festival), December 3-4, 2010. February 2, 2011 Board Meeting: Board approves a request for the Town of Minden to sponsor: 1) the 26th Annual Minden Spring Arts and Crafts Festival and Car Show, June 4-5, 2011; 2) the 27th Annual Minden Fall Arts and Crafts Show, September 10-11, 2011; and 3) the Minden Wiehnachts Fest (Christmas Festival), December 2-3, 2011. March 7, 2012 Board meeting: Board approved the request for the Town of Minden to sponsor the 27th Annual Minden Spring Arts and Crafts Festival and Car Show, June 2- 3, 2012 and the Minden Fall Arts and Crafts Show, July 28-29, 2012. February 6, 2013 Board Meeting: Board approved a request for the Town of Minden to sponsor the 28th Annual Minden Spring Arts and Crafts Festival and Innliner Car Show, June 1-2, 2013 to include waiving fees associated with street closure and providing Town staff support of each event. Town approval included closure of Esmeralda between US Highway 395 and Sixth Street, and Fifth Street between Esmeralda Avenue and Mono Avenue. December 4, 2013 Board Meeting: Board approved 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 6-8, 2014. Approval included waiving fees associated with street closure and providing Town staff support of the event. Town approval also included closure of Esmeralda between US Highway 395 and Sixth Street; Fifth Street between Esmeralda Avenue and Mono Avenue from 5:00 pm Friday through 7:00 pm Sunday. BACKGROUND: The Spring Arts and Crafts Festival, scheduled for June 5-7, 2015, will occupy a portion of Esmeralda Avenue from Fifth Street to US Highway 395 from approximately 5 p.m. Friday, June 6th, until 5 p.m. Sunday, June 8th. The Car Show will occur on Saturday only, and share the street closure with the Arts and Crafts Festival. Street closures may also include portions of 5th Street between Esmeralda Avenue and Mono Avenue between 5th Street and 6th Street. Town Board Meeting October 1, 2014 Page 16 ---PAGE BREAK--- October 1, 2014 Minden Town Board Agenda Consent Agenda, Item Number 2 In the past, the Town’s sponsorship included, but was not limited to: direct labor costs to support each event, waiving street closure fees, and insurance coverage. This year Town Staff will also work with Minden Fest to comply with the requirements of a formal traffic control plan. FISCAL IMPACT: For the purposes of this request, sponsorship would include: waiver of street closure fee for 3 days ($500 each day $1500.00 total) and waiver of dumpster fees for 2 dumpsters, emptied once ($37.00). Also the applicant is requesting to use the following Town equipment for the event: approximately 24 chairs, 12 or more barricades, and an unknown quantity of no parking signs. ACTION TAKEN: Approved Continued Denied Approved with Town Board Meeting October 1, 2014 Page 17 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 18 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 19 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 20 ---PAGE BREAK--- ---PAGE BREAK--- October 1, 2014 Minden Town Board Agenda Consent Agenda, Item Number 3 DATE: __September 24, PREPARED BY: Trish Koepnick, Office Manager SUBJECT: 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. PREVIOUS ACTION: April 7, 2010 Board Meeting: Board approves request to sponsor 25th Annual Spring Arts and Crafts Festival and Car Show, June 5-6, 2010; 26th Annual Fall Arts and Crafts Show, September 11-12, 2010; and the Minden Wiehnachts Fest (Christmas Festival), December 3-4, 2010. February 2, 2011 Board Meeting: Board approves a request for the Town of Minden to sponsor: 1) the 26th Annual Minden Spring Arts and Crafts Festival and Car Show, June 4-5, 2011; 2) the 27th Annual Minden Fall Arts and Crafts Show, September 10-11, 2011; and 3) the Minden Wiehnachts Fest (Christmas Festival), December 2-3, 2011. March 7, 2012 Board meeting: Board approved the request for the Town of Minden to sponsor the 27th Annual Minden Spring Arts and Crafts Festival and Car Show, June 2- 3, 2012 and the Minden Fall Arts and Crafts Show, July 28-29, 2012. February 6, 2013 Board Meeting: Board approved a request for the Town of Minden to sponsor the 28th Annual Minden Spring Arts and Crafts Festival and Innliner Car Show, June 1-2, 2013 to include waiving fees associated with street closure and providing Town staff support of each event. Town approval included closure of Esmeralda between US Highway 395 and Sixth Street, and Fifth Street between Esmeralda Avenue and Mono Avenue. December 4, 2013 Board Meeting Board approved a request by Minden Fest event Promoters for the Town of Minden to sponsor the Minden Fall Arts and Crafts Show September 5-7, 2014. Town approval included 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, and Fifth Street between Esmeralda Avenue and Mono Avenue from 5:00 pm Friday through 7:00 pm Sunday BACKGROUND: The Fall Arts and Crafts Festival, scheduled for September 11-13, 2015, will occupy a portion of Esmeralda Avenue from Fifth Street to US Highway 395 from approximately 5p.m. Friday, September 11 until 5 p.m. Sunday, September 13. In the past, the Town’s sponsorship included, but was not limited to: direct labor costs to support each event, waiving street closure fees, and insurance coverage. This year Town Staff will also work with Minden Fest to comply with the requirements of a formal traffic control plan. Town Board Meeting October 1, 2014 Page 21 ---PAGE BREAK--- October 1, 2014 Minden Town Board Agenda Consent Agenda, Item Number 3 FISCAL IMPACT: For the purposes of this request, sponsorship would include: waiver of street closure fee for 3 days ($500 each day $1500.00 total) and waiver of dumpster fees for 2 dumpsters, emptied once ($37.00). Also the applicant is requesting to use the following Town equipment for the event: approximately 24 chairs, 12 or more barricades, and an unknown quantity of no parking signs. ACTION TAKEN: Approved Continued Denied Approved with Town Board Meeting October 1, 2014 Page 22 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 23 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 24 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 25 ---PAGE BREAK--- ---PAGE BREAK--- October 1, Minden Town Board Agenda Consent Agenda, Item Number 4 DATE: September 24, 2014 PREPARED BY: Trish Koepnick SUBJECT: 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. PREVIOUS ACTION: Various approvals for Farmer’s Markets since 2007. February 4, 2009 Board Meeting: Board approved with conditions Farmer’s Markets on Esmeralda Street on Tuesdays from June through September 2009. Could not find a record of a formal request being made in 2010. March 2, 2011 Board Meeting: Board approves request to sponsor Esmeralda Avenue Farmer's Markets on multiple dates in 2011. March 7, 2012 Board meeting. Board approved the request for the Town of Minden to sponsor the Esmeralda Avenue Farmer’s Markets on multiple dates in 2012. Town approval included closure of Esmeralda between Fourth Street and Fifth Street. February 6, 2013, Board Meeting: Board approved a request for the Town of Minden to sponsor the Esmeralda Avenue Farmer’s Markets on multiple dates in 2012. Town approval included closure of Esmeralda between Fourth Street and Fifth Street. December 4, 2013 Board Meeting Board: Board approved a request by Minden Fest Event Promoters for the Town of Minden to sponsor the Esmeralda Avenue Farmer’s Markets Tuesday evenings from May 20th through September 30th, 2014. Town approval will include closure of Esmeralda between Fourth Street and Fifth Street from 2:00 pm until 8:00 pm. BACKGROUND: Event promoters, Minden Fest, host Farmer’s Markets Tuesday evenings from May through September, generally between 4th Street and 5th Street. Minden Fest closes Esmeralda Avenue at 2 p.m., the Market officially opens for business around 4 p.m., and the Market closes between 7 and 8 p.m., depending on the customers. The 2015 Farmers Market will run from May 19th through September 29th. The Town provides barricades and general support. Minden Fest places and removes the barricades. This year Town Staff will work with Minden Fest to comply with the requirements of a formal traffic control plan. FISCAL IMPACT: For each occurrence, the Town will absorb minimal labor costs (staff support occurs during normal working hours; including emptying the dumpster and making sure the barricades are available) and will waive fees valued at $500.00 per day ($11,500 total) street closure fee and $17.60 for emptying a dumpster ($425.50 total), per event.*** ACTION TAKEN: Approved Continued Denied Approved with Town Board Meeting October 1, 2014 Page 26 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 27 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 28 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 29 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Consent Agenda, Item Number 5 DATE: __September 24, PREPARED BY: Ted Thran, Town Accountant SUBJECT: 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. PREVIOUS ACTION: • None for this item. BACKGROUND: In accordance with Nevada Revised Statues (NRS), certain actions related to the adopted budget must be approved by the governing body and reported to the State of Nevada. Among these actions are augmentations to the adopted budget, specifically, increases or decreases to revenues or expenditures under certain conditions. This item requests approval of a resolution for budget augmentation/amendments Construction of the Minden Gateway project was originally budgeted in the 13/14 Fiscal year in the Capital Equipment /Construction Fund (636). The contract for Construction was not awarded until this Fiscal year 14/15. Construction is to be completed during the Fiscal year 14/15. The Minden Water Wholesale fund (639) and the Minden Water Fund (640) are being amended for FY 13/14 carryover Purchase Orders. FISCAL IMPACT: These adjustments are internal to each Fund. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town Board Meeting October 1, 2014 Page 30 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 31 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 32 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 33 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 34 ---PAGE BREAK--- ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda Item 1 DATE: __September 24, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: 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. Appearance by Jenifer Davidson, Town Manager. Public comment. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town Board Meeting October 1, 2014 Page 35 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 36 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 37 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 38 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 39 ---PAGE BREAK--- ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda Item 2 DATE: __September 24, 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: Town Board Meeting October 1, 2014 Page 40 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 41 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 3 DATE: __September 24, 2014______ PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: 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. Public comment. PREVIOUS ACTION: March 2012, Budget Workshop: Town Staff requested the Board consider including an amount in the Fiscal Year 2012/2013 budget for a fiber installation project to tie the Town of Minden Buckeye Maintenance Facility into the County Network. Staff were directed by the Board at that time bring a project back to the Board for consideration. BACKGROUND: The Douglas County Board of Commissioners approved a Master Service Agreement between Douglas County and FIWI Communications LLC, that will connect the six stands of fiber within the Digital 395/Praxis fiber network with a cost of $100,000 for installation and construction at their September 18, 2014 meeting. The Town of Minden has been approached to participate with the County in the project so that the Town of Minden Buckeye Maintenance Facility can be tied into the County’s network. FISCAL IMPACT: The total budget for the Buckeye Maintenance Facility was $2,952,201. The total cost of the facility was $2,921,674. Staff proposes the savings of $30,527 be applied to this project. The difference would be taken from Fund 636. STAFF RECOMMENDATION: Staff recommends the Board 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 ACTION TAKEN: Approve Continue Deny Approve with conditions: Town Board Meeting October 1, 2014 Page 42 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 43 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 44 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 45 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 46 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 47 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 48 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 49 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 50 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 51 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 52 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 53 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 54 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 55 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 56 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 57 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 58 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 59 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 60 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 61 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 62 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 63 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 64 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 65 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 66 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 67 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 68 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 69 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 70 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 71 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 4 DATE: __September 24, 2014 PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: 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. Public comment. PREVIOUS ACTION: September 2, 2009, Board Meeting: The Board approved the Town of Minden Street Tree Policy. February 1, 2012, Board Meeting: The Board approved a request by a homeowner to remove four cottonwood trees in the Town right-of-way at 1580 Mono Avenue at an expense not to exceed $3,600. September 3, 2014, Board Meeting: The Board directed staff to seek a formal application from Anita and Tim Cohee and continued the request for the Town to coordinate and possibly participate in the removal of cottonwood trees located within the right of way at 1569 Sixth Street to a subsequent meeting of the Town Board. BACKGROUND: The applicant requests Town participation in the removal of trees at 1592 Sixth Street. An application to participate in the Town of Minden Street Tree Program is attached for reference by the Board. The scope of the request has changed from the last Board meeting. Because the applicant does not wish to replace the trees at the time of removal, the Board may choose to apply the Town of Minden Street Tree Program to this situation or may consider this request on its own. The last Town resident to make a non-conforming application to the Street Tree Program did so in February of 2012. The owner of that property contributed $1,500 towards the removal of the trees at that time; the Town contributed an amount not to exceed $3,600. The Town of Minden Street Tree Program was approved in 2009 (see attached). The program “encourages the replacement of diseased trees and species of trees that are considered hazardous or not suitable for planting along the right-of-way, including cottonwoods, elms and willows.” The goal of the program is to provide residents an economical solution to replace existing trees and encourage the planting of additional trees along the right-of-way. Staff evaluated the condition of the cottonwood trees at this location at the request of the homeowner. Some decay was noted at the bottom of one tree and a beehive had taken up residence in the hollow portion of multiple trees nearest the walkway to the home. Staff recommended the trees be trimmed to mitigate risk of falling limbs and sealed the hollow portion of the tree to help with the bee issue. Staff will provide the Board with information regarding the condition of the elm trees included in the request at the meeting. FISCAL IMPACT: Town staff requested quotes from four vendors to provide the Board with an approximate cost to remove the trees. The lowest estimate to remove the trees located within the right-of-way was $7,000. The Town did not include an amount in the Fiscal Year 2014/2015 Town Board Meeting October 1, 2014 Page 72 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 4 budget for this program. It should be noted the Town recently paid $1,800 to have these trees trimmed by a tree service. STAFF RECOMMENDATION: Staff recommends the Board approve the request by Anita and Tim Cohee for the Town to coordinate the removal of cottonwood trees located within the right of way at 1592 Sixth Street with the removal of the trees in Minden Park. If the Board chooses to contribute an amount to the removal of the trees, staff recommends the Board reduce that amount by the cost of the recent trimming of the trees. ACTION TAKEN: Approved Continued Denied Approved with conditions: Town Board Meeting October 1, 2014 Page 73 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 74 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 75 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 76 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 77 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 78 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 79 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 80 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 81 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 82 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 83 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 5 DATE: __September 24, 2014 PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: 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 of Minden Street Tree Program. Appearance by Jenifer Davidson, Town Manager. Public comment. PREVIOUS ACTION: September 2, 2009, Board Meeting: The Board approved the Town of Minden Street Tree Policy. BACKGROUND: The Town of Minden Street Tree Program was approved in 2009 (please refer to backup material for agenda item 4 for the original program description). The program “encourages the replacement of diseased trees and species of trees that are considered hazardous or not suitable for planting along the right-of-way, including cottonwoods, elms and willows.” The goal of the program is to provide residents an economical solution to replace existing trees and encourage the planting of additional trees along the right-of-way. Town staff reviewed the program requirements and made the suggested changes to make the policy more consistent with the Town of Minden 50/50 sidewalk repair and replacement program. FISCAL IMPACT: Town Staff proposes that no more than $10,000 be set aside each year in the budget for this program. Because applications must now be submitted prior to the fiscal year cycle, requests can be considered by the Board as part of the fiscal year budgeting process. STAFF RECOMMENDATION: Staff recommends the Board approve the revised Town Minden Street Tree Program policy. ACTION TAKEN: Approved Continued Denied Approved with conditions: Town Board Meeting October 1, 2014 Page 84 ---PAGE BREAK--- 9/25/2014 Town of Minden Street Tree 50/50 Cost Sharing Program Revised October 1, 2014 The Town of Minden encourages the planting of street trees along the right-of-way and in the parkways within the annexed Town of Minden boundaries. Tree-lined streets provide a number of benefits to the residents of Minden. This is a 50/50 cost sharing program which may be used to remove and/or replace existing trees located within the Town right- of-way that have been determined by Town Staff to be diseased or hazardous. This program may also be used to plant trees where none previously existed. To qualify, trees selected for removal/replacement must be planted in a designated Town right-of-way (Town will determine right-of-way adjacent to your property). The Town of Minden's Arborist will assess the condition of any existing tree(s) proposed for removal or replacement to determine if the request is appropriate. If new trees are to be planted, the Town Arborist will also assess the suitability of the proposed species type and planting site(s) of the new tree(s). There is a recommended tree species list available for review upon request. The Street Tree Program will plant new trees once a year, generally in the October/November time period. Property owners may apply to participate in the Street Tree Program by completing a Street Tree Program application. Applications must submitted for consideration by Town Staff no later than April 1st of the planting year. Town Staff will coordinate the removal, replacement and planting of new trees located within the Town right-of-way as part of this program. It will be the property owner's responsibility to care for and maintain the tree(s) after planting. The Town's Arborist will be available to discuss with the property owner the type of care necessary to keep the tree(s) healthy. Town Staff will perform periodic health checks on the tree(s) for up to two years, and advise the property owner if additional care is needed. Due to limited available funding, the Street Tree Program is offered on a first-come, first- served basis. For this reason, the Town Staff reserves the right to limit the scope of each individual application and the number of applications approved annually. The cost to remove, replace, and/or install new trees will be split with the applicant. The applicant must pay for their portion of the work to be completed upon approval of the application and prior to the work proceeding. Town Board Meeting October 1, 2014 Page 85 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 6 DATE: __September 24, 2014______ PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: 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. Public comment. PREVIOUS ACTION: February 26, 2014, Board Meeting: The Board held a Strategic Planning workshop. The notes from the workshop are attached. BACKGROUND: A strategic planning session was held on February 26, 2014. The notes from this meeting are attached for reference. The Town Manager subsequently assembled and prioritized the attached Strategic Planning Goals in response to the session for review and consideration by the Board. FISCAL IMPACT: No impact at this time. STAFF RECOMMENDATION: Staff recommends the Board 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. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town Board Meeting October 1, 2014 Page 86 ---PAGE BREAK--- Town of Minden Board Strategic Planning Meeting February 26, 2014 1 Town Strategic Planning: 1. Description of the Minden we are trying to create: A community that is rich in heritage A historically minded, economically vibrant small town Encouraging and thriving prosperous community A. Vision Elements: Walk around community that is environmentally beautiful and healthy. Family oriented small town with history & heritage. Improved Infrastructure & water related connections. B. Accomplishments: County Road Walkway Building of maintenance yard for the Town of Minden Minden Gateway Lights around Minden Park Community Events: Brings families & community together Stop signs around town Partnering for trails Businesses moving in Valley Vision: Joint Resolution Water System Sound fiscal management 2. What we see as important: A. Infrastructure Restructure wholesale water system function. Define Minden’s role in the expanding regional system. (5 votes) Implement trash recycling program. (2 votes) Town Board Meeting October 1, 2014 Page 87 ---PAGE BREAK--- Town of Minden Board Strategic Planning Meeting February 26, 2014 2 Expand street lighting through all Minden neighborhoods. Maintain road standards B. Fiscal Management 1, 3, 5, 10 year planning to include enterprise fund & general fund. (4 votes) All personnel are well trained and a succession plan is in place. (4 votes) Enterprise and general funds have reserves that meet needs. C. Partnerships Look into a Main Street program to help established businesses work better together. (4 votes) Involvement in future transportation planning, initiated by the County. (2 votes) Improve communications with Chamber, Business Council, Town Boards, County, etc. Aggressively pursue grant opportunities. D. Planning Future Development – Keep “Plan for Prosperity” & stick to plan. (2 votes) Buy into Valley Vision Plan (2 votes) Light up the rest of HWY 395 to Ironwood – Festival lighting (1 vote) Switch to LED lights Maintain facilities & parks with high standards Encourage family friendly neighborhoods Focus on energy efficiency, i.e., possibly exploring solar energy E. Quality of Life Mueller Parkway construction (6 votes) Continue to find ways to fund & construct trails to and through open spaces. (1 vote) Preserving & protecting our natural environment. (1 vote) Plan open space to enhance wildlife fishing pond) while keeping maintenance affordable. Public access to river. 3. How do we get there? Proposed Action Steps: A. Restructure Wholesale Water: Organizing and conducting water workshops to define how Minden wants to be a part of the system and define policy. Town Board Meeting October 1, 2014 Page 88 ---PAGE BREAK--- Town of Minden Board Strategic Planning Meeting February 26, 2014 3 B. Small Town Service: Find effective means to communicate with residents. Define what the town does in a brochure. Establish a mechanism for recognizing exceptional service. Continue to seek customer service feedback. C. Small Town Historical Nature: Continue/partner to create our own event, i.e. concert in the park. Work with business community to restore what we have. Partner with other areas of town, not just Minden Park. D. Multiple year Fiscal Projections: Town Manager prepares projections. Project revenue/expenses over 1, 3, 5, 10 year via budget workshops. All board members and public to have input. Set priorities for reserves. E. Personnel Training: Work together with personnel to develop a plan to hire replacements. Develop organizational charts. Develop continuity binders & mentoring program. Work with Town Manager to plan “stepping up” with equity and equal opportunity. F. Mueller Parkway Construction: Partner with other entities that support this effort, supporting Valley Vision. Participate in revision of transportation plan through staff as directed by Board. Poll residents and businesses as to their reaction to Parkway. G. Main Street Program: Send Town Manager to training. Define what Main Street Program would include. Poll businesses as to their interest. Work hand-in-hand with Gardnerville Main Street program to possibly share program manager (DC employee) in order to save costs and improve efficiency. Town Board Meeting October 1, 2014 Page 89 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 90 ---PAGE BREAK--- ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 7 DATE: __February 25, PREPARED BY: Jenifer Davidson, Town Manager Tim Russell, Town Engineer SUBJECT: 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. Public comment. PREVIOUS ACTION: July 3, 2013, Board Meeting: The Board continued a request to 1) accept a bid by Aqua Drilling for a test well at the Heybourne Booster Station in the amount of $56,552.67; and to 2) authorize the Chairman to execute Agreement for same on behalf of the Town. The board was, at least in part, concerned about the close proximity of the proposed test well to the location of the site for the agricultural well held by Bently Enterprises. During that meeting, it was further discussed that the Bently well at issue may actually be a municipal well which Bently may seek to tie into the Town’s water system. At that time, the Board directed staff to bring additional information and justification regarding the need for a well at this location to the Board for future consideration, and continued the item on that basis. February 5, 2014, Board Meeting: Board approved a request by Town Staff to seek bids for a test well located at the Town of Minden Heybourne Booster Station site. March 5, 2014, Board Meeting: Board approved a bid by Bruce MacKay Pump & Well Service in the amount of $68,660 for a test well located at the Town of Minden Heybourne Booster Station site and authorized the Chairman to execute an agreement for the same on behalf of the Town. BACKGROUND: The following is a summary of the total projected capacity of the Town of Minden System versus the total estimated peak demand of the Town’s regional wholesale customers (Douglas County, Indian Hills and Carson City): Current Capacity WELL #1 1,300 GPM WELL #2 2,000 GPM WELL #3 2,000 GPM WELL #4 1,800 GPM WELL #5 1,500 GPM WELL #7 1,000 GPM* WELL #8 1,200 GPM TOTAL 10,800 GPM *Adjusted to reflect possible reduction with changes to improve water quality. Town Board Meeting October 1, 2014 Page 91 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 7 Projects to be completed BUCKEYE WELL #9 2,500 GPM* HEYBOURNE WELL #10 1,800 GPM** TOTAL 4,300 GPM *Adjusted to reflect potential change in equipping with adjustments to Well **Estimates based on information assembled from test well data. TOTAL ESTIMATED PEAK DEMAND (including Minden) = 10,200 GPM Town Staff recommended and the Board approved a system design with sufficient ability to cover the peak needs in the event Well #2 and Well #3 become simultaneously incapacitated for an extended period of time. This design would also help diminish damage to pumps and motors during peak demand caused by prolonged repetitive use. It should be noted the Town of Minden water tank can provide 3,000 GPM for 8 hours. The tank takes the same amount of time to refill as it does to empty. TOTAL PROJECTED CAPACITY (ideal system) = 14,200 GPM TOTAL PROJECTED CAPACITY (Total current capacity plus projects to be completed) = 15,100 GPM Two bids were submitted in response to the request. A bid comparison sheet had been assembled and attached for reference. The lowest bidder was deemed non-responsive. FISCAL IMPACT: The total cost of the final Heybourne well (including the test well) at the Heybourne location is estimated to be $850,000. A portion of the cost will be paid for with savings from the Buckeye Well project (approximately $300,000 to $400,000). Staff recommends the remaining portion be paid from reserves in fund 640. STAFF RECOMMENDATION: Staff recommends the Board 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. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town Board Meeting October 1, 2014 Page 92 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 93 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 94 ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 8 DATE: __September 24, PREPARED BY: Rachel Hamer, Senior Secretary SUBJECT: 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. 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. BACKGROUND: The Board shall appoint a representative to collect the evaluations from each Board Member and report on the same at the next regular Board meeting. At that meeting, the Board will take action on the evaluation by specifically discussing and approving a final evaluation. The Board will then make any decision regarding merit pay stemming from the evaluation, if any. Within 30 days of the approved evaluation the Board will set the Town Manager’s priorities and expectations for the coming year. FISCAL IMPACT: No impact at this time. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town Board Meeting October 1, 2014 Page 95 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 96 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 97 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 98 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 99 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 100 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 101 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 102 ---PAGE BREAK--- Town Board Meeting October 1, 2014 Page 103 ---PAGE BREAK--- ---PAGE BREAK--- October 1, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 9 DATE: __September 24, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: 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 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. 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. STAFF RECOMMENDATION: Staff recommends the Board discuss and approve a 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. ACTION TAKEN: Approved Continued Denied Approved with conditions: Town Board Meeting October 1, 2014 Page 104