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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, June 7, 2017, at 1602 Esmeralda Avenue, Minden, Nevada. Board Members present: Matt Bernard, Glen Radtke, Bill Souligny, and Roxanne Stangle. Staff present: Jenifer Davidson, JD Frisby, Trish Koepnick, and Ryan Russell. Chairman Souligny called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Bernard. PUBLIC COMMENT: A representative from the Bently Heritage project gave an update. APPROVAL OF AGENDA Radtke/Stangle moved to approve the June 7, 2017 agenda as published. Motion carried unanimously. APPROVAL OF MINUTES Bernard/Radtke moved to approve the minutes of the May 3, 2017 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Ms. Davidson acknowledged the generous contributions to the community for the Carson Valley Days by Model Dairy. She added that next month we will be recognizing CVI’s contribution for the 4th of July. EMPLOYEE AWARD: Patricia Koepnick, Administrative Services Manager, was presented with Recognition of Excellence award. BOARD MEMBER REPORTS: Mr. Bernard reported on the May the 4th event; Ms. Stangle reported on the fundraiser for the Adamson family and gave credit for the Town’s contribution. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the May 2017 financial report including claims paid April 21, 2017 through May 25, 2017 for Fiscal Year 2017. Bernard/Stangle moved to approve the Consent Agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny streets, storm drain and water system improvements for Phases 3 and 4A of La Costa at Monte Vista Subdivision (SIP 16-018). Appearance by Rob Anderson, Principal Engineer, RO Anderson Engineering on behalf of Custom Craft Builders, LLC. Mr. Bernard recused himself as he works in a private capacity for RO Anderson. Mr. Anderson introduced the item, noting the walk-through, inspections and sampling results are complete. JD suggested approval of final acceptance conditioned on the results of the reports and water samples. Public comment: None Following thoughtful and intelligent deliberation Radtke/Stangle moved to accept streets, storm drain and water system improvements for Phases 3 and 4A of La Costa at Monte Vista Subdivision (SIP 16-018), conditioned on final acceptance by Mr. Frisby. Motion carried unanimously with Bernard abstaining. 2. For possible action: Discussion and possible action to review and accept, accept with conditions continue or deny the 2017 Water System Analysis prepared by Sunrise Engineering. ---PAGE BREAK--- Minden Town Board Minutes June 7, 2017 Page 2 of 3 Appearance by JD Frisby, Minden Superintendent of Public Works and Joseph Phillips and Cody Howick, Sunrise Engineering. Joe Phillips gave background for this analysis, noting that this draft has a few numbers to clean up but the recommendations will stay the same. He introduced Cody Howick who gave a report on the analysis. Mr. Howick noted that the overall system is in great shape with some minor recommendations. Elements analyzed included water rights, source, storage, treatment and distribution. Board questions included asking JD his opinion of the phasing, costs related to replacing asbestos pipes, and redundancy to meet our requirements for wholesale. Public comment: None Following thoughtful and intelligent deliberation Bernard/Stangle moved to accept the draft as presented with the direction to staff to bring the final draft back for review and approval by the Board. Motion carried unanimously. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the revised Town of Minden Employee Merit System reducing the current 0-6% merit range to 0-3% and granting an annual cost of living adjustment effective July 1st in the amount of 2% each year through Fiscal Year 2023-2024, and 0-2% based on the CPI index and Town of Minden revenues every Fiscal Year thereafter. If approved a cost of living adjustment of 2% would take effect in the first full pay period after July 1, 2017 for all employees of the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson recommended parity with the County and noted this is a fiscally responsible move. She noted that one benefit for the employees is that the pay ranges will also be adjusted with the COLA. Board comments included comfort with the staff recommendation, while having a preference for merit with no COLA and the ability to give top performers a higher level of pay raise. Public comment: None Following thoughtful and intelligent deliberation Radtke/Bernard moved to approve the agenda item as presented. Motion carried unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to repair and seal the roof on the administration building for an amount not to exceed $37,000. Appearance by Jenifer Davidson, Town Manager and JD Frisby, Minden Superintendent of Public Works. Ms. Davidson gave the background for this item noting that the entire cost of the roof repair will not be covered by the insurance as this is an improvement and not a repair. The recommendation is to seal the roof; this comes with a 15 year guarantee. Board comments included hope that this roof upgrade would reduce rates as liability is reduced. Public comment: None Following thoughtful and intelligent deliberation Bernard/Stangle moved to approve a request to repair and seal the roof on the administration building for an amount not to exceed $37,000. Motion carried unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the policy renewal from Nevada Public Agency Insurance Pool (POOL) and authorization of payment to POOL in the amount of Forty-Nine Thousand One Hundred and One Dollars ($49,101) for Fiscal Year 2017-2018. Possible action may include directing Town Staff to research alternative options for liability insurance and report back to the Board in time for the Board to take action on liability insurance for Fiscal Year 2018-2019. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave the background for this item, noting the increase in the premium and frustration in dealing with claim issues with the POOL PACT. ---PAGE BREAK--- Minden Town Board Minutes June 7, 2017 Page 3 of 3 Alan Reed of Warren Reed Insurance gave an analysis of where the Town is today in relation to the POOL, explained the background for the POOL as well as the upcoming year premium increase of 14%, He reported on some increased liability coverage that is very beneficial, and said that he has our backs in terms of service. Board comments included thanking Alan for his presentation and his response to staff frustration over the recent claim process. Public comment: None Following thoughtful and intelligent deliberation Stangle/Radtke moved to approve the policy renewal from Nevada Public Agency Insurance Pool (POOL), authorization of payment to POOL in the amount of Forty-Nine Thousand One Hundred and One Dollars ($49,101) for Fiscal Year 2017-2018, and directed Town Staff to research alternative options for liability insurance and report back to the Board in time for the Board to take action on liability insurance for Fiscal Year 2018-2019. Motion carried unanimously. 6. For possible action: Discussion and possible action to review the existing and provide direction to Town Staff regarding the Town of Minden Plan for Prosperity and Design Guidelines. Appearance by Jenifer Davidson Town Manager, and JD Frisby, Minden Superintendent of Public Works. Mr. Souligny introduced this item and noting he requested it to be on the agenda. Ms. Davidson said she is hoping for direction on whether to update the Plan for Prosperity and create Minden design guidelines, noting this could be a process. Board discussion included board review, possible workshop, concern about Town design guidelines in relation to those of the County and waiting to see what Douglas County brings forward in their review of Design Criteria and Improvement Standards. Public comment: A member of Minden Main Street expressed a desire to be very involved with design concepts. Jen suggested looking at the Plan for Prosperity first and then proceeding with the design guidelines. Following thoughtful and intelligent deliberation Bernard/Stangle move to schedule a workshop to discuss the Minden Plan for Prosperity. Motion carried unanimously. 7. 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 and Mr. Frisby referred to their written reports and asked if there are any questions. Public comment: none 8. 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. Ms. Davidson noted that the majority of bills now on the list on list have passed and waiting for the Governor’s signature; included in these is the Main Street legislation. Public comment: A member of the public commented on the Main Street bill. FINAL PUBLIC COMMENT: NONE ADJOURNMENT: Mr. Bernard moved to adjourn the meeting at 7:58 p.m.