Full Text
The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, November 3, 2021, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: Susan Jackson, Bryan Davis, Steven Thaler and Bill Driscoll. Staff present: Ryan Russell, JD Frisby, Jeff Cady and Rachel Hamer. Chairwoman Jackson called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Member Bryan Davis. PUBLIC COMMENT: Mr. Pohlman gave public comment regarding bear activity and the need for education. Mr. Turner gave public comment on various topics including but not limited to 5G and COVID-19 and cited several sources. Alicia Main from the Carson Valley Chamber of Commerce introduced the new Chamber Manager, Sara Bemer. She relayed to the Board some of the upcoming events. Jen Nalder, from Main Street Gardnerville, gave public comment regarding Paint the Town Pink and thanked the Board for their support of Wreaths Across America in the past. APPROVAL OF AGENDA: Thaler/Driscoll moved and seconded approval of the November 3, 2021 Agenda. Motion carries unanimously. APPROVAL OF MINUTES: Driscoll/Davis moved and seconded approval of the October 6, 2021 Board Meeting Minutes. Motion carries unanimously. ACKNOWLEDGEMENT OF GIFTS: Mr. Frisby acknowledged the High School Girls Golf Team, who are currently state champions and thanked the Board for allowing him the time to work with them as their coach. He presented a signed photo of the team to the Town. BOARD MEMBER REPORTS: Mr. Thaler relayed more about the exploits of the bears that are moving about in the neighborhood. CONSENT AGENDA: 1. Approval of the October 2021 financial report including claims paid September 24, 2021 through October 21, 2021 for Fiscal Year 21/22. 2. Approval of a donation to Main Street Gardnerville for Wreaths Across America for the Gardnerville Garden Cemetery in an amount not to exceed $1,000.00. Davis/Thaler moved and seconded approval of the Consent Agenda. Motion carries unanimously. ---PAGE BREAK--- Minden Town Board Minutes November 3, 2021 Page 2 of 5 ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with changes or deny a letter of support for the Carson Valley Arts Council. Approval may include recommendations on the frequency in which the Arts Council comes back to the Board regarding continued support. Appearance by Brian Fitzgerald, President of the Carson Valley Arts Council. Mr. Fitzgerald came before the Board and asked for direction on the proposed letter of support. Staff was asking for direction on who the letter should come from, if there is an expiration, and if there were any changes that need to be made. Public Comment: None After thoughtful and intelligent deliberation, Thaler/Driscoll moved and seconded approval of the proposed letter of support with the addition of the Board Member signatures. Motion carries unanimously. 2. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny improvements such as water system and storm drains for The Downs at Monte Vista to the Town of Minden for maintenance. Appearance by Rob Anderson, RO Anderson Engineering. Mr. Anderson gave a brief explanation regarding these improvements and the request. No comments from the Board. Public Comment: Mr. Pohlman asked if the detention basin was going to be maintained by the Town. Mr. Anderson relayed that it would be maintained by the HOA. After thoughtful and intelligent deliberation, Thaler/Davis moved and seconded approval of the water system improvements for The Downs at Monte Vista to the Town of Minden for maintenance as soon as the first water connection is made and paid for and improvements have been tested/inspected as deemed necessary by Town Staff. Motion carries unanimously. 3. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a reasonable and responsive bid for the Seeman Ranch Park Project from Four Point Engineering in the amount of $1,301,214.45. Possible action may include acceptance with conditions that may include directing staff to work with the Contractor to reduce items within the bid schedule to reduce the total amount to a level more consistent with the approved budget for this project. If approved, the Board may also authorize the Town Manager to execute an agreement for the same, in a form acceptable to Town Council, on behalf of the Town. Said Agreement may authorize the Town Manager to execute change orders up to 10% of the contract amount. Appearance by JD Frisby, Town Manager. ---PAGE BREAK--- Minden Town Board Minutes November 3, 2021 Page 3 of 5 Mr. Frisby gave an overview of the bid and process and relayed that this came in substantially higher than anticipated and that possible cuts were based off of priorities set forth by the Board to slim the budget down where possible. Staff is looking for direction from the Board to see if they are willing to cut features from the proposed plan in order to come to a budget that can work. Member Thaler asked for clarification on what the remaining budget looks like. He also asked if the project could be phased or do add-alternates. Mr. Frisby relayed information on funding and how that will be discussed as well as how this has worked out with the donations that the Town has received toward the project. Mr. Davis wished to see the project move forward and Member Driscoll wished to see the dog park as part of a plan even if it is pushed to a later date. Chairwoman Jackson asked when Staff thinks the project will be completed. Mr. Frisby relayed that he felt that the schedule would be the first of December as the beginning of construction and that they would look to be done around March. Public Comment: Mr. Souligny gave public comment in support of the project, but expressed concern over the funding and cost. Mr. Bernard gave public comment and expressed a desire to see the project move forward and hoped the Town would put as much money into it as possible. After thoughtful and intelligent deliberation, Thaler/Davis moved to accept a reasonable and responsive bid for the Seeman Ranch Park Project from Four Point Engineering in the amount of $1,301,214.45 with the condition that they work with Staff to reduce items within the bid schedule to reduce the total amount that is to be approved by the Town Board as set forth in Administrative Agenda Item number four. Approval also includes authorization for the Town Manager to execute an agreement for the same, in a form acceptable to Town Counsel, on behalf of the Town. Authorization also allows the Town Manager to approve change orders not to exceed the total amount budgeted by the Board. Motion carries unanimously. 4. For possible action: (Applicable only if Item 3 was approved): Discussion and possible action to approve, approve with conditions, continue or deny a budget reallocation of the Capital Projects budget to address any amount(s) to be expended on the Seeman Ranch Park Project which exceed the current amount budgeted for that project. Previously approved budget items that may be used for this reallocation include but are not limited to the 2022 Street Rehab project, and/or Capital Project reserves. Appearance by JD Frisby, Town Manager. Mr. Frisby explained that he is looking for direction from the Board to work on finding capital for the project which has come in over budget. He showed what Staff has brought forward as possible cuts to the costs. He relayed that the Town could also push road rehab back a couple months into next fiscal year as a way of allocating funding without pulling from reserves. ---PAGE BREAK--- Minden Town Board Minutes November 3, 2021 Page 4 of 5 Member Thaler asked for clarification on how much money is needed. Member Davis asked if there is a desire to dip into reserves instead of pushing the road rehab project back. Mr. Driscoll asked for the confidence in the numbers of what is needed as well as the projected greater than anticipated fund roll over from last FY. Member Thaler expressed concern with the specific dollar amount and it gives no room for if there is an issue. He expressed a concern over pushing street rehab out as this is a priority. Public comment: Mr. Souligny gave public comment and expressed concern about shuffling money around. He mentioned that road rehab is an important part of the Town’s services, but that it is better to push back three months rather than dip into reserves. Mr. Pohlman said that it would be ok with him that the road project gets moved back a couple months. After thoughtful and intelligent deliberation, Thaler/Driscoll moved and seconded approval of moving the funds allocated to the FY 21-22 Street Rehab Project to the Seeman Ranch Park Project with a total budget not to exceed $1,025,000.00. Motion carries unanimously. 5. For possible action: Discussion and possible action to provide direction to staff to work with Douglas County regarding the future acquisition of land within the 60 acres along Buckeye Road allocated in the Buckeye Farm Specific Plan for the future growth of Douglas County Facilities. Possible action may be direction to staff to bring any future proposed layouts of this parcel or possible future Town properties back to the Town Board for consideration. Appearance by JD Frisby, Town Manager. Mr. Frisby asked for Board direction as to if the Board would like to come to the table to look at property. Member Thaler asked if the property is being donated and Mr. Frisby relayed that no, this would have to be purchased. Mr. Frisby asked the Board if there is a desire for us to not only sit at the table for these discussions but is the Town interested in looking at a portion of the property. The Board expressed a desire to be at the table and that it was important to look at long term planning and also asked which other entities were looking at possible acquisition. There is no commitment at this time Public Comment: Barbara Smallwood gave public comment regarding the timeline that was established and that there is not much time left since the agreement was put into place in 2019. Mr. Pohlman gave public comment regarding Buckeye Road not being an emergency road. If turned into an emergency road, they would need to raise the road which would have affects on the park project as well. After thoughtful and intelligent deliberation, Davis/Thaler moved and seconded direction to Staff to work with Douglas County regarding acquisition of property allocated in the Buckeye Farm Specific Plan for the future growth of Douglas County facilities. Motion carries unanimously. 6. 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 ---PAGE BREAK--- Minden Town Board Minutes November 3, 2021 Page 5 of 5 assigned tasks and projects, or general information regarding operations and projects related to trash, retail and wholesale water service, and other functions of the Town of Minden. Appearance by Jeff Cady, Public Works Superintendent and JD Frisby, Town Manager. Mr. Cady and Mr. Frisby gave an update on items of interest to the Town. Items included; Christmas, bears, the Martin Slough Trail and offered to answer any questions the Board may have. Public Comment: Barbara Smallwood brought up the dog park and mentioned the cost of signs was understated in the planning in Gardnerville. She also mentioned the design standards as it pertains to the Buckeye Farms project. ADJOURNMENT: Chairwoman Jackson adjourned the meeting at 7:20p.m.