Full Text
The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, February 7, 2018, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: John Stephans, Matt Bernard, Bill Souligny, Roxanne Stangle and Glen Radtke. Staff present: Jenifer Davidson, Ryan Russell, JD Frisby, Ted Thran, Rachel Hamer. Chairman Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Roxanne Stangle. PUBLIC COMMENT: A representative of Bently gave an update on the Bently Heritage Project and the electrical car charging stations. APPROVAL OF AGENDA: Mr. Souligny requested to move Consent Agenda Item #2 to the Administrative Agenda. After thoughtful and intelligent deliberation Souligny/Stangle moved to approve the February 7, 2018 Agenda with Consent Agenda Item #2 being placed on the Administrative Agenda. Motion carried unanimously. APPROVAL OF MINUTES: After thoughtful and intelligent deliberation Stephans/Radtke moved to approve the January 3, 2018 Board meeting minutes. Motion carried unanimously. After thoughtful and intelligent deliberation Radtke/Stangle moved to approve the January 11, 2018 Special Board meeting minutes. Motion approved with a 3-0 vote, Stephans and Souligny abstained from voting as they were not present for the meeting. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: Mr. Stephans gave a report on the Chamber of Commerce meeting and let the Board know that the Blue Angels are coming and will be here for 3 days and the Chamber is looking for things for them to do. Stephans mentioned a possibility of making breakfast for the Angels and the support staff. Mr. Bernard gave the Board an update on his activities regarding the possible urban fishing pond. CONSENT AGENDA: 1. Approval of the January 2018 financial report including claims paid December 22, 2017 through January 25, 2018 for Fiscal Year 2018. After thoughtful and intelligent deliberation Stangle/Radtke moved to approve the consent agenda item #1 as written. Motion carried unanimously. ADMINISTRATIVE AGENDA: Consent Agenda #1 - Approval of a request by Douglas County Parks and Recreation to waive park rental fees, provide staff to monitor the park, assist with cleanup of the events and provide trash dumpsters at no charge for each concert in the park and to contribute Town Funds not to exceed $5,000 in fiscal year 2018-2019 to sponsor the 2018 Summer Concert Series, and two concerts in the 2019 Summer Concert Series. Approval of the request will include: closure of ---PAGE BREAK--- Minden Town Board Minutes February 7, 2018 Page 2 of 7 Fifth Street between Esmeralda and Mono Avenue from 7:00am to 9:00pm and Esmeralda Avenue from 5th Street to 6th Street from 5:00pm to 9:00pm May 25th, June 15h, July 6th, August 3th and August 24th for the 2018 Summer Concert Series. Mr. Souligny asked a clarifying question regarding the total cost of the events each year. Public comment: None After thoughtful and intelligent deliberation Souligny/Stangle moved to approve a request by Douglas County Parks and Recreation to waive park rental fees, provide staff to monitor the park, assist with cleanup of the events and provide trash dumpsters at no charge for each concert in the park and to contribute Town Funds not to exceed $5,000 in fiscal year 2018-2019 to sponsor the 2018 Summer Concert Series, and two concerts in the 2019 Summer Concert Series. Approval of the request will include: closure of Fifth Street between Esmeralda and Mono Avenue from 7:00am to 9:00pm and Esmeralda Avenue from 5th Street to 6th Street from 5:00pm to 9:00pm May 25th, June 15h, July 6th, August 3th and August 24th for the 2018 Summer Concert Series. Motion carried unanimously. 1. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Carson Valley Reforestation and Beautification Foundation, a Nevada non-profit corporation, to partner with the Town of Minden on maintenance and beautification projects in the Town and for the Town to contribute $400 to the Foundation to replace a pine tree near the intersection of Genoa Lane and US Highway 395. Appearance by Ron James, on behalf of Carson Valley Reforestation and Beautification Foundation. Linda Bellmore explained the reasons for the Foundation’s request. Linda explained their desire to hold a tree trimming workshop for residents in Minden Park as a way to give back to the Town. The Board expressed concern over the fact that the trees in question are not within the Town boundaries. Public comment: None After thoughtful and intelligent deliberation Stephans/Radtke moved to deny a request of $400.00 by Carson Valley Reforestation and Beautification Foundation. Motion carried unanimously. 2. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny water system improvements for the Bently Enterprises LLC Quercus Rick House project located off Orbit Way, A.P.N.’s 1320-27-301-026 &-028. Appearance by Jeremy Hutchings, Director of Engineering, RO Anderson Engineering, on behalf of the applicant. Chairman Bernard recused himself from this item as he works in a capacity for RO Anderson. Mr. Hutchings opened it up to the Board for any questions they may have. Board comments included questions on the cost of maintenance for the added infrastructure and how often maintenance would be needed. ---PAGE BREAK--- Minden Town Board Minutes February 7, 2018 Page 3 of 7 Public Comment: None After thoughtful and intelligent deliberation Sougliny/Stangle moved to accept water system improvements for the Bently Enterprises LLC Quercus Rick House project located off Orbit Way, A.P.N.’s 1320-27-301-026 &-028. Motion carried 4-0 with Bernard abstaining. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Matthew Kruse, Eagle Scout Candidate, to partner with the Town of Minden to build an observation nook on the peninsula at Jake’s Wetlands and for the Town to set a budget for the project not to exceed $5,000 in Fiscal Year 2018/2019. Appearance by Matthew Kruse and JD Frisby, Minden Superintendent of Public Works. Matthew Kruse gave the Board an explanation of what the project would entail. He explained that the amount requested is just for materials and not for labor. Board members congratulated Mr. Kruse on the bringing this forward. Public comment: None After thoughtful and intelligent deliberation Stangle/Radtke a request by Matthew Kruse, Eagle Scout Candidate, to partner with the Town of Minden to build an observation nook on the peninsula at Jake’s Wetlands and for the Town to set a budget for the project not to exceed $5,000 in Fiscal Year 2018/2019. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the event proposal and budget prepared by the Carson Valley Arts Council and Town Staff for the 2018 Town of Minden May the 4th event in Minden Park. If approved, the Town will waive fees associated with a street closure and use of Minden Park, provide staff support and use of Town equipment and contribute $2,000 to the Arts Council for the event. Approval of this request will also include: closure of Fifth Street and Fourth Street between Esmeralda and Mono Avenue from 2:00pm to 9:00pm and Esmeralda Avenue from Fourth Street to Sixth Street from 3:00pm to 8:00pm on May 4, 2018. Appearance by Brian Fitzgerald, President of the Arts Council and Jenifer Davidson, Town Manager. Ms. Davidson and Mr. Fitzgerald gave the background on the event and opened it up to the Board for any questions that they may have. Board comments included questions on the request regarding security of the event, concern over the closure of Esmeralda Ave from 4th Street to 5th Street. Public comment: None After thoughtful and intelligent deliberation Stangle/Radtke moved to approve the event proposal and budget prepared by the Carson Valley Arts Council and Town Staff for the 2018 Town of Minden May the 4th event in Minden Park. Approval includes the waiver of the fees associated with a street closure and use of Minden Park, provide staff support and use of Town equipment and contribute $2,000 to the Arts Council for the event. Approval of this request will also include: closure of Fifth Street between Esmeralda and Mono Avenue from 2:00pm to 9:00pm on May 4, 2018. Motion carried unanimously. ---PAGE BREAK--- Minden Town Board Minutes February 7, 2018 Page 4 of 7 5. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by the Carson Valley Arts Council to direct Town Staff to draft a letter in support of an NEA Art Works grant application by the Carson Valley Arts Council for preliminary architectural work including design, renderings and cost estimates for the Arts Council Building located at 1572 U.S. Highway 395, Minden NV. Appearance by Brian Fitzgerald, President of the Arts Council and Jenifer Davidson, Town Manager. Mr. Fitzgerald explained his is asking for a letter of support for them to move forward with their grant application. Board comments included a desire to have the letter of support come from the Chairman. Public comment: None After thoughtful and intelligent deliberation Radtke/Sougliny moved to direct Town Staff to draft a letter in support of an NEA Art Works grant application by the Carson Valley Arts Council for preliminary architectural work including design, renderings and cost estimates for the Arts Council Building located at 1572 U.S. Highway 395, Minden NV. Motion carried unanimously. 6. For possible action: Discussion and possible action to discuss and review, revise, revise with conditions or continue action on the updates to the Plans for Prosperity (“the Plans”) for the Town of Minden. Discussion and possible action may include, but not be limited to, providing direction to Town Staffs and RACESTUDIO regarding the process to update the Plans for Prosperity. Discussion and possible action may also include the identification and prioritization of the critical issues to be addressed in the Plans, including but not limited to; Towns Urban Service Boundary as identified in the Douglas County Master Plan, specific policies, goals or action plans related to transportation, land use, economic development, urban services, and community character in the Towns. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave a presentation on the update to the plan for prosperity in which she identified what has changed from the original plan up until now. She held a workshop style open discussion for the Board to make comments on anything that they wish to stay in the plan, what needs to be updated and what needs to be removed from the plan entirely. Board comments included concerns on the feasibility of achieving some of the economic objectives, the need to attract families to the community and the need for residents to have access to higher education in order to have a skilled workforce. Several members of the Board expressed a desire to have wider streets, curb, gutter and sidewalk in neighborhoods, more open space and to have the ideal neighborhood not just be for old Town, but to embrace the look of Winhaven, Westwood and Mackland as well. The Board also discussed looking at the Town boundaries and if it would expand to Zerolene, East Valley Road, the Airport and/or along the river. The Board all agreed that it is important to have this conversation when planning for the future and that this could be addressed at a future water workshop. Public comment: Members of the Citizen’s Advisory Committee commented on the need of incorporating the arts into planning as an economic driver, the desire to fill in the vacant spaces ---PAGE BREAK--- Minden Town Board Minutes February 7, 2018 Page 5 of 7 that are available already, street scape and promoting the bypass, disincentives for leaving empty lots, trails, the Town’s urban service boundaries, receiving areas and building standards as well as Muller Parkway and possible industrial zoning. 7. For possible action: Discussion and possible action to appoint, appoint with conditions, continue or not appoint a replacement member from the January 2018 list of previously qualified applicants to the Citizens Advisory Committee to assist the Town with the update of the Minden Plan for Prosperity. Appearance by Jenifer Davidson, Town Manager. The Board expressed a desire to make sure to have residents of the Town on this committee. Chairman Bernard opened the floor to prospective candidates who were in the audience to present their case. Mr. Chene and Mr. Miner were both in the audience. The Board voted as follows: Souligny – Chene ; Stangle – Flanders ; Bernard – Miner ; Radtke – Flanders ; Stephans - Chene Chairman Bernard changed his vote to Spencer Flanders. Public comment: A member of the public relayed to the Board that the current Citizen’s Advisory Committee does have residents of Minden and Gardnerville on it. After thoughtful and intelligent deliberation Radtke/Stangle moved to appoint Spencer Flanders to the Citizen’s Advisory Committee to assist the Town with the update to the Plan for Prosperity. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the By-laws and Procedures for the Citizen’s Advisory Committee to assist the Town with the update of the Minden Plan for Prosperity. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson offered to answer any questions that the Board may have. The Board agreed that this was aligned with the direction the Board had agreed on for the Citizen’s Advisory Committee. Public comment: None After thoughtful and intelligent deliberation Stangle/Radtke moved to approve the By-laws and Procedures for the Citizen’s Advisory Committee to assist the Town with the update of the Minden Plan for Prosperity. Motion carried unanimously. 9. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny Town of Minden Resolution #2018R-006 augmenting the FY2017/2018 budget. Appearance by Jenifer Davidson, Town Manager. Jenifer explained the budget process and why this item is coming forward, and offered to answer any questions. ---PAGE BREAK--- Minden Town Board Minutes February 7, 2018 Page 6 of 7 Members of the Board asked questions as to why money is moved to other line items and expressed appreciation that the Board discusses these and having the checks and balances. Public comment: None After thoughtful and intelligent deliberation Stephans/Radtke moved to approve the Town of Minden Resolution #2018R-006 augmenting the FY2017/2018 budget. Motion carried unanimously. 10. For possible action: Discussion and possible action to provide direction regarding a presentation by Town Staff on the Town of Minden Financial Policies and Administrative Procedures and Internal Controls. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave a presentation regarding the Town’s purchasing policy. Board comments included appreciation that the Town is doing a good job of managing the internal controls in place. Public comment: None No Action Taken 11. For possible action: Discussion and possible action to 1) review the form and process for the 2017 evaluation of the Minden Town Manager; and 2) to appoint a representative to collect the evaluations from each Board Member for presentation/approval at a future meeting of the Minden Town Board. Appearance by Ryan Russell, Town Attorney. Mr. Russell explained the process and that historically he has been the person identified to collect the forms. Board comments included a desire to keep with what has been working for the last couple years. Public comment: None After thoughtful and intelligent deliberation Stephans/Radtke moved to continue the form and process for the Town Manager’s evaluation from 2017. To appoint the Town Attorney to collect the evaluations in the next two weeks to set it for next months meeting of the Town Board. Motion carried unanimously. 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. Ms. Davidson reported on the upcoming Westwood Park Workshop, the Citizen’s Advisory Committee meeting, and the rotary monument. Ms. Hamer gave an update on the online bill pay program. ---PAGE BREAK--- Minden Town Board Minutes February 7, 2018 Page 7 of 7 Mr. Frisby gave an explanation on the need for the diesel generator at Well He provided updates on the crack sealing, the Gazebo reinforcement, the recycling program drop off location, the Lucerne design review, and the Bently waterline. Public comment: None No Action Taken PUBLIC COMMENT: A representative from Bently invited the public to the grand opening of the Bently Ranch butcher shop. ADJOURNMENT: Mr. Souligny moved to adjourn the meeting at 9:06pm.