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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, April 5, 2017, at 1602 Esmeralda Avenue, Minden, Nevada. Board Members present: Matt Bernard, Glen Radtke, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: Jenifer Davidson, JD Frisby, Trish Koepnick, Ted Thran and Ryan Russell. Chairman Souligny called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Stephans. PUBLIC COMMENT: A Bently Heritage representative gave an update on the Bently project. A Minden resident thanked the staff for a great job communicating during the waterline project and presented a piece of 1928 water pipe to the Board. A Minden resident remarked about the brightness of the light recently replaced by NV Energy. He also encouraged the Town to function as a water board to protect Minden’s water. APPROVAL OF AGENDA Bernard/Stephans moved to approve the April 5, 2017 agenda as published. Motion carried unanimously. APPROVAL OF MINUTES: Stephans/Stangle moved to approve the minutes of the March 1, 2017 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None EMPLOYEE AWARD Christopher Murphy, Utility Technician II with the Town of Minden was presented with a Recognition of Excellence award for his performance at the Town of Minden. He was recently awarded Rural Water Operator of the year for Nevada. BOARD MEMBER REPORTS: Mr. Stephans, Mr. Bernard, Mr. Souligny and Mr. Radtke reported on their respective attendance at meetings during the month. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the March 2017 financial report including claims paid February 17, 2017 through March 23, 2017 for Fiscal Year 2017. Stephans/Bernard moved to approve the consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to donate by resolution the tables and chairs owned by the Town of Minden and previously used in the CVIC Hall to the Family Support Council. Appearance by Steve Decker, Executive Director of the Family Support Council. Mr. Decker thanked the Board for inviting him and noted that they would accept all of the tables and chairs and share with other non-profits within the community who might also need tables and chairs. No Board questions. Public comment: None Following thoughtful and intelligent deliberation Stephans/Stangle moved to approve a request to donate by resolution the tables and chairs owned by the Town of Minden and previously used in the CVIC Hall to the Family Support Council. Motion carried unanimously. ---PAGE BREAK--- Minden Town Board Minutes April 5, 2017 Page 2 of 6 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Main Street Minden to contribute $45,000 in Fiscal Year 2018 to the Main Street Minden Program in recognition of the continued long term partnership between the Town of Minden and Main Street Minden for the economic vitality and quality of life programs for our Town. Appearance by Connie Billington, Executive Director, Main Street Minden. Bobbie Thompson, President of Minden Main Street and Ms. Billington encouraged the Board to realize the value to the program and gave a presentation in regards to benefits to the community, budget and future projections. A long term commitment from the Town was requested. Board comment included questions on town budget figures in relation to this, concerns about how to get Main Street operating on its own, the overlap of the two local Main Street programs, hesitation on a long term commitment, and the need for more fundraisers and promotions. Public comment: Aspire High School representatives spoke in support of Minden Main Street. They appreciated the opportunity for character development that has been offered with the community service projects they have been involved in with Minden Main Street. Tom Dallaire, Gardnerville Town Manager, spoke in regards to the Main Street program being considered by the legislature, and the benefits of the program he has seen in Gardnerville. A volunteer from Main Street Gardnerville commented on the great cooperative effort between the Town and the Main Street volunteers. Following thoughtful and intelligent deliberation Stephans/Radtke moved to approve a request by Main Street Minden to contribute $45,000 in Fiscal Year 2018 to the Main Street Minden Program in recognition of the continued long term partnership between the Town of Minden and Main Street Minden, and to review future contributions on a yearly basis. Motion carried unanimously. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny an Agreement by and between Park Ranch Holdings, LLC and the Town of Minden regarding the use of Park Heritage Ranch Supplemental Irrigation Wells (Application Numbers 86380T, 86381T, 86382T, 86383T, 86384T, 86385T, 86386T, 86387T) and if approved authorize the Chairman to execute the agreement and a letter of support by the Town of Minden of permanent applications by Park Ranch Holdings, LLC to the State Engineer for the same subject to this agreement. Appearance by Jenifer Davidson, Town Manager. Mr. Bernard recused himself as he works in a private capacity for the Park Ranch and RO Anderson. Ms. Davidson gave the background concerning this agenda item. She thanked Mr. Park and Mr. Anderson for their effort in getting to this point. Public comment: None Following thoughtful and intelligent deliberation Stephans/Stangle moved to approve the Agreement by and between Park Ranch Holdings, LLC and the Town of Minden regarding the use of Park Heritage Ranch Supplemental Irrigation Wells (Application Numbers 86380T, 86381T, 86382T, 86383T, 86384T, 86385T, 86386T, 86387T) and if approved authorize the Chairman to execute the agreement and a letter of support by the Town of Minden of permanent applications by Park Ranch Holdings, LLC to the State Engineer for the same subject to this agreement. Motion carried unanimously. 4. For possible action: First public hearing. Discussion and possible action to approve, approve with conditions, continue or deny Town of Minden Resolution Number TOM2017R-01 to increase by an amount not to exceed 10% Town trash removal rates for all classes of service. Possible action may also include increasing the cost for an extra can from $3.90 per quarter to $7.00 and establishing a cost of service based user charge for the residential dumpster program. Appearance by Jenifer Davidson, Town Manager and Ted Thran Town Accountant. Ms. Davidson gave the background for this request and explained the two options. ---PAGE BREAK--- Minden Town Board Minutes April 5, 2017 Page 3 of 6 Board comments included hesitancy to charge residents for the dumpster service, the possible need to charge more for the extra residential cans to capture revenue, lack of support for a full 10% increase, encouragement to find ways to reduce costs, reminder about the extra trash day and green waste being free services, and uncertainty about the future of Minden recycling. Ms. Davidson recognized the impact of a 10% increase but reminded the Board that this has been a need for several years. Public comment: A member of the public recommended request for proposals for Gardnerville or Douglas Disposal to take over the trash service, presented the last Town audit showing the savings in trash and questioned the need for the increase as well as staffing figures. Ms. Davidson noted that we do not do our own audit and that the trash figures did not double. Board comments included confidence in our Town accountant and the figures presented by staff tonight. Following thoughtful and intelligent deliberation Stephans/Radtke moved to approve the first reading of Town of Minden Resolution Number TOM2017R-01 to increasing by an amount not to exceed 10% Town trash removal rates for all classes of service and increasing the cost for an extra can from $3.90 per quarter to $7.00 (Option A) and direct staff to bring the same back for a second and potentially final hearing at the next board meeting. Motion carried with Member Bernard opposing. 5. For possible action: First public hearing. Discussion and possible action to approve, approve with conditions continue or deny Town of Minden Resolution Number TOM2017R-02 establishing a fee for the purchase, installation, maintenance and eventual replacement of a water meter on each existing and new connection to the Town of Minden Water system and requiring said meter to be installed on all connections by 2025. Discussion and possible action may also include adopting, adopting with conditions, continuing or denying the Universal Water Metering Program. Appearance by Jenifer Davidson, Minden Town Manager. Ms. Davidson gave the background of this item, noting the steps being taken to let the residents know about the program and the staff work in setting up payment plans for the meter installation on our billing. Public comment: A member of the public strongly urged the Board to protect our water and the possibility of raising rates. Another member of the public suggested putting the announcement for this in HOA bulletins. Following thoughtful and intelligent deliberation Stangle/Stephans moved to recommend approve Town of Minden Resolution Number TOM2017R-02 establishing a fee for the purchase, installation, maintenance and eventual replacement of a water meter on each existing and new connection to the Town of Minden Water system and requiring said meter to be installed on all connections by 2025, and to include adopting the Universal Water Metering Program, and directed staff to bring it back for a second and potentially final hearing. Motion carried unanimously. 6. For possible action: First public hearing. Discussion and possible action to approve, approve with conditions, continue or deny Town of Minden Resolution Number TOM2017R-03 to increase by an amount not to exceed 5% Retail Water Rates for residential customers of the Town of Minden. The proposed increase would not impact Town of Minden Commercial Customers. Appearance by Jenifer Davidson, Town Manager and Ted Thran Town Accountant. Ms. Davidson noted this concept was addressed in the State of the Town presentation, and that the increase is for the residential rate only. Public comment: Members of the public asked for clarification on residential and commercial rate and suggested ways to keep the cost increase down. Following thoughtful and intelligent deliberation, Bernard/Radtke moved to approve the first hearing of Town of Minden Resolution Number TOM2017R-03 to increase by an amount not to exceed 5% Retail ---PAGE BREAK--- Minden Town Board Minutes April 5, 2017 Page 4 of 6 Water Rates for residential customers of the Town of Minden, and directed staff to bring it back for a second and potentially final hearing. Motion carried unanimously. 7. For possible action: Discussion and possible action to provide direction to Town Staff regarding the amortization over time of Water Capacity Fees for future commercial customers of the Town of Minden Water System. Appearance by William Souligny, Chairman of the Town Board. Mr. Souligny expressed a desire for Minden to be more pro-business and felt the possible amortization of capacity fees could be helpful to give businesses a boost. Board discussion included the possibility of doing this on a case by case basis, whether or not to address this with a policy, and the possibility of businesses petitioning the Town for amortization approval. Public comment: Members of the public expressed support for the case by case basis with no need for a policy, and support for the concept as it is a huge step forward in support of local businesses in conjunction with the adjustment in connection fees. Following thoughtful and intelligent deliberation, Stephans/Radtke moved to direct staff to consider in good faith any request for amortization given the financial and other parameters within the Town and bring a recommendation back to the Town on a case by case basis. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to eliminate one Maintenance Specialist position and create one Maintenance Specialist Senior position, effective July 1, 2017. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave the background on this and noted this is a housekeeping measure. Public comment: none Following thoughtful and intelligent deliberation, Radtke/Stangle moved to approve a request to eliminate one Maintenance Specialist position and create one Maintenance Specialist Senior position, effective July 1, 2017. 9. For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny the Town of Minden Capital Improvement Plan for Fiscal Year 2018. Possible action may include discussion and approval of all or a portion of the projects on the Capital Improvement Plan. Appearance by Jenifer Davidson, Town Manager. Jen noted the list in the packet and asked the Board if they had additional project requests. Mr. Frisby gave a presentation concerning the needed improvements on Lucerne Street; he noted that we would be combining the 2016-17 and the 2017-18 budgets to make these improvements, with the work starting after July 1, 2017. He said that the trees in the medians are causing many problems. There are different options concerning how to re-plan the road and he is proposing using concrete treated base which would cost more but has had good results. Board comments included support of tree removal on Lucerne, possible Westwood Park improvements, and closing 5th Street. There was a desire to see a Minden fishing pond addressed in next years’ capital improvement budget, with Mr. Bernard spearheading this project. It was also noted that this involves possible liability and maintenance issues. Public comment: Members of the public commented on the lack of ADA on one corner at Ironwood and Lucerne, asked for clarification on the new process of adding concrete to asphalt, and expressed appreciation to the Board for their due diligence taking care of the Lucerne problem. Following thoughtful and intelligent deliberation, Stangle/Radtke moved to approve the Town of Minden Capital Improvement Plan for fiscal year 2018, keeping the six items under discussion, continuing to ---PAGE BREAK--- Minden Town Board Minutes April 5, 2017 Page 5 of 6 research the four for the future, and directed staff to work with Mr. Bernard to explore the feasibility of a fishing pond. Motion carried unanimously. 10. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a Town of Minden Fiscal Year 2017/2018 tentative budget. Consideration of the FY17/18 final budget is currently scheduled for the regular Town Board meeting in May. Appearance by Ted Thran, Town Accountant and Jenifer Davidson Town Manager Mr. Thran gave a presentation on the budget. Board comments included questions about cost allocation. Public comment: A member of the public remarked that audited financial statements should be accurate and presented a slide show regarding employee costs. Following thoughtful and intelligent deliberation, Radtke/Stangle moved to approve the Town of Minden Fiscal Year 2017/2018 tentative budget. Motion carried unanimously. 11. For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny the Town Manager’s priorities and expectations for 2017. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Mr. Russell gave the background for this item. He noted that pursuant to contract there are two components; day to day operation fulfilling standard job description components, and the goals and priorities which is the basis of a merit increase. Ms. Davidson’s goals and priorities are currently based on the strategic plan goals. This is a collaborative process between the Board and the manager to see what the goals and priorities are based on; the contract requires a mutual adoption between the Board and the Manager. Mr. Russell stressed the need to stay within the contract, or approach changing the contract. Board comments included measuring the day to day operations of the Town and having the essential job function as the goals and expectations. Public comment: None Following thoughtful and intelligent deliberation, Bernard/Stangle moved to adopt the Manager’s essential job functions as the basis for the goals and expectations portion of her evaluation for the coming year, conditioned on a revised evaluation form being considered between the Town Manager and the Board at the next meeting. The Town Manager consented to that action. 12. For possible action: Discussion and possible action to direct staff in relation to Staff Reports. Discussion shall include a Staff Report on the activities, progress on or status of assigned tasks and projects, or general information regarding operations and projects related to trash, retail and wholesale water service, and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager and JD Frisby, Superintendent of Public Works. In addition to the report in packet, Ms. Davidson gave an update concerning preparation in regard to potential flooding events that are expected sometime around Memorial Day. She also gave an update on the status of the two offices. Public comment: none 13. For possible action: Discussion and possible action to provide direction to Town Staff regarding Town Staff report on a bill(s) or bill draft request(s) (“BDR”) listed on the Nevada Legislature website (http://www.leg.state.nv.us/Session/79th2017/) for the 79th (2017) Nevada Legislative which may affect the Town of Minden or its Board. Appearance by Jenifer Davidson, Town Manager. Jen asked for direction on attending the legislature regarding the Main Street bill. Public comment: None ---PAGE BREAK--- Minden Town Board Minutes April 5, 2017 Page 6 of 6 Stephans/Bernard moved to send the Town manager to the April 11 meeting at the state legislature discussing the Main Street program that might be funded by the legislature. Motion carried unanimously. FINAL PUBLIC COMMENT: Mr. Pohlman suggested the Town operate as two separate boards in relation to the Town water. ADJOURNMENT: Mr. Stephans moved to adjourn the meeting at 9:03.