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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, March 4, 2015, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: Jenifer Davidson, Greg Hill, Trish Koepnick, Bruce Scott, Ryan Russell and Ted Thran. Ms. Stangle called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Condron. PUBLIC COMMENT: A Bently representative gave an update on the Bently Heritage Project. A member of the public noted that it was nice to see the Minden pillars fixed. Stephans/Bernard moved to approve the agenda. Motion carried unanimously. Stephans/Condron moved to approve the minutes of the February 4, 2015 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None BOARD MEMBER REPORTS: Event Planning- Bill Souligny encouraged Board input on doing a new fall event or a new event of some nature. He noted that the Pops orchestra will be playing in Gardnerville on the 4th of July. Minden Water- Matt Bernard said that this will be addressed on the agenda tonight under strategic planning. New Development Applications - John Stephans noted that there was nothing at this time. Citizen’s Advisory Committee/Main Street Steering Committee- Charlie Condron reported about the latest meeting of the Main Street steering committee ran very well. Budget- John Stephans/Bill Souligny noted the reserve item on strategic planning as well as an upcoming workshop. Possible dates and times were discussed. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the February 2015 financial report including claims paid January 23, 2015 through February 19, 2015 for fiscal year 2015. Condron/Souligny moved to approve the February 2015 financial report including claims paid January 23, 2015 through February 19, 2015 for fiscal year 2015. Motion carried unanimously. ADMINISTRATIVE AGENDA 1. For possible action: Discussion and possible action to provide direction to Town Staff regarding the World War II Memorial and flagpole in Minden Park which was damaged during a wind storm. Appearance by Jenifer Davidson, Town Manager and Greg Hill, Superintendent of Public Works. Ms. Davidson noted that the flagpole is the subject of an insurance claim, and tonight’s discussion includes possible consideration a larger vision in Minden Park. Mr. Hill gave a history of the flag pole and its’ height. He presented a conceptual drawing with a lower flag base and repositioning of the memorial plaques. He noted this is an ideal time to repair the adjacent concrete, recommended an aluminum flag pole and cited costs based on height. Board discussion included power in the area, height of the flag, lighting, getting this done quickly, and keeping the flag at the same height it was. ---PAGE BREAK--- Minden Town Board Minutes March 4, 2015 Page 2 of 4 Public comment: Members of the public noted the possible trigger of ADA components, possible need for permits, as well as the suggestion to consider not replacing the flag pole as we now have flags at Gateway Park. Following thoughtful and intelligent deliberation, Bernard/Souligny moved to direct staff to coordinate and follow through the process, working with the insurance company to replace the flag pole as depicted in Mr. Hill’s first picture, incorporating the World War 2 memorial, with the flag at the same height as the last one, with authority to spend up to $30,000. Motion carried unanimously. 2. For possible action: Discussion and possible action to provide direction to Town Staff regarding a Staff informational presentation on Main Street Programs and the possible creation of a Main Street Program in Minden. Discussion may include an update regarding activities of the Main Street Minden Steering Committee. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave an informational presentation on Main Street programs. Board discussion included how this would be structured in conjunction with the Town Board, and the heritage tourism aspect of this program. Public comment: None. 3. For possible action: Discussion and possible action to provide direction to Town Staff regarding Joint Resolution 2014R-004, A JOINT RESOLUTION BETWEEN DOUGLAS COUNTY AND THE TOWNS OF GARDNERVILLE AND MINDEN TO CONFIRM THE PRINCIPLES AND KEY CONCEPTS FOR THE VALLEY VISION PLAN AND TO COMMIT TO THE IDENTIFICATION OF FUNDS FOR ITS IMPLEMENTATION AS APPROPRIATE. Discussion and possible action may include identification by the Minden Town Board of priority projects for implementation under the vision. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson noted the key concepts of the Valley Vision Plan as related to the Minden strategic plans. She would like to prioritize the Minden goals and take back to Valley Vision to make a comprehensive list for all entities in Valley Vision. Board discussion included submitting grant applications in order to get money to do the projects, incorporating Valley Vision as a budget item and starting to set money aside to show commitment to some of the bigger issues. Top priorities included the bypass and undergrounding utilities on Hwy 395, trails, and pursuing grant money for the large projects. Public comment: Members of the public applauded the job that Ms. Davidson has done on this, spoke in favor of trails and walkability in our area, noted the high cost of these goals and urged consideration for needs within Town boundaries. Ms. Davidson noted that she had sufficient direction; she will take this to the other committee members with the ultimate goal of bringing back a revised list of goals to confirm in the future. 4. For possible action: Discussion and possible action to adopt, adopt with conditions, continue, or deny the revised Town of Minden Strategic Planning Goals and Action Plan prepared by the Town Manager in response to the Town of Minden 2015 Strategic Planning Session. Appearance by Jenifer Davidson, Town Manager. The feedback from the planning session has been compiled and is in the packet for Board consideration. Board discussion included taking a look at the Strategic Plan more frequently, feeling comfortable with this as a working document, Board prioritization of the list, tracking on the wholesale water element and keeping water as a high priority. Public comment: None. Following thoughtful and intelligent deliberation, Condron/Bernard moved to adopt the revised Town of Minden Strategic Planning goals as presented with the conditions that the water planning goal includes ---PAGE BREAK--- Minden Town Board Minutes March 4, 2015 Page 3 of 4 setting water workshops and Town staff be directed to bring a proposed priority list to the next meeting of the Board. Motion carried unanimously. 5. For possible action: Discussion and possible action to a) adopt of priorities and expectations for the performance evaluation of the Minden Town Manager; and b) direct staff to propose modifications to the existing agreement between the Town and the Town Manager, including without limitation, the term of the agreement, tying the performance priorities and expectations f the Town Manager to the Strategic Planning Goals of the Town, and adjusting the time for conducting the annual evaluation of the Town Manager. Appearance by Jenifer Davidson, Town Manager. Mr. Russell noted that right now there is a two year contract term with an annual evaluation that ties to the anniversary hiring date. The current contract renewal is based on essential job functions and job description; merit increase is based on performance of goals and expectations given her. The modification of the agreement would link goals of the Town manager as well as the timeline of the evaluation to coincide with the Strategic Plan. Board discussion included considering an evaluation revision to a two part instrument; one to reflect on expected job duties, and also some way to reflect on accomplishments of strategic planning goals. The Board also discussed aligning the contract with budget, and the need to have a full year to accomplish the goals. Public comment: Members of the public felt that the manager should reach out and learn the desires of the residents, and the Board should see what is used by other entities to evaluate their managers. Following thoughtful and intelligent deliberation, Bernard/Condron moved to approve the newly adopted Strategic Planning goals as the priorities and expectations for the Town manager, and direct Town counsel to work with Mr. Condron to bring back the proposed revisions to the agreement for review and approval by the Board. Motion carried unanimously. 6. 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, the Town budget planning cycle and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson reported that as a result of the improvements at Well 7, that arsenic levels are better. We may want to look at what other wells might benefit from this type of treatment. Staff was commended for doing an exceptional job during the significant storm event Feb. 6, as well as thanks to the Board members who worked to coordinate with the Town staff. The firehouse will most likely be brought back to the Board for a future discussion, as we need to figure out what to do with the building regarding repairs. An update was given on the Buckeye Well; the cleaning of Well 1 is tentatively scheduled for June. Public comment: A member of the public noted how busy the contractors are currently, and that storm damages are slowly being fixed. 7. 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 Buckeye Well Project, Heybourne Well Project, County Road Streetscape Improvements and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. ---PAGE BREAK--- Minden Town Board Minutes March 4, 2015 Page 4 of 4 Mr. Scott gave an update on issuance of well permits; everything is in place from a purveyor and water rights standpoint. He gave an update on Minden Gateway and asked the Board on direction regarding liquidated damages for the contractor, asking to hold them accountable but take the circumstances into account. The Board agreed this is something to be determined on a case by case basis, and in this case as the contractor worked in good faith to get the job done, there is not enough cause to pursue charging for liquidated damages. Public comment: A member of the public agreed with the Board that there was no harm done, and there should be no charges. 8. For discussion only: Discussion regarding Town Staff report on a bill(s) or bill draft request(s) (“BDR”) listed on the Nevada Legislature website for the 78th (2015) Nevada Legislative which may affect the Town of Minden or its Board including, without limitation: a. Senate Bill 51: AN ACT relating to economic development; creating the Nevada Main Street Program within the Office of Economic Development of the Office of the Governor; setting forth the requirements for the operation of the Program; making an appropriation; and providing other matters properly relating thereto. b. Senate Bill 65: AN ACT relating to the use of water; revising provisions relating to the adjudication of vested water rights; revising provisions relating to applications, permits and certificates for the appropriation of public waters; revising provisions relating to underground water and wells; revising provisions relating to the planning and development of water resources; providing a penalty; and providing other matters properly relating thereto. a. Senate Bill 81: AN ACT relating to water; revising provisions relating to the designation and regulation of groundwater basins by the State Engineer; revising provisions relating to the appropriation of water for beneficial use; and providing other matters properly relating thereto. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson noted that Bills SB81 and SB65 were significantly changed, and these should be continued for discussion with staff monitoring any further changes. SB 51 is a bill concerning Nevada Main Street program; Town staff was in attendance at presentation concerning this on February 19 and is in support of this moving forward. Public comment: None. PUBLIC COMMENT: Members of the public questioned if there is any news on Sonic, asked if anything new is coming into Gateway, noted that the new Gateway sign is gorgeous but wondered if there is any way that the traffic control unit could be moved as it blocks the view. REQUEST FOR AGENDA ITEMS: Mr. Stephans asked to set a date for the dedication to the Minden Gateway park. ADJOURNMENT: Mr. Condron moved to adjourn the meeting at 7:41.