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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, May 4, 2022, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: Susan Jackson, Steven Thaler, Roxanne Stangle, and Bill Driscoll. Staff present: Ryan Russell, JD Frisby, Jeff Cady and Rachel Hamer. Chairman Driscoll called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Member Jackson. PUBLIC COMMENT: None APPROVAL OF AGENDA: Jackson/Thaler moved and seconded approval of the May 4, 2022 Agenda as presented. Motion carries unanimously. APPROVAL OF MINUTES: Thaler/Jackson moved and seconded approval of the April 6, 2022 Board Meeting Minutes. Motion carries unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: Member Stangle relayed that the Farmers Market is set to start May 17th. Chairman Driscoll relayed an update on the GGG and their events. CONSENT AGENDA: 1. Approval of the April 2022 financial report including claims paid March 25, 2022 through April 21, 2022 for Fiscal Year 21/22. 2. Approval of an outdoor festival entertainment event application by Carson Valley Active 20-30 Club #85 for the 112th annual Carson Valley Days June 9th – 12th , 2022. This event includes closure of the following streets from 6:00 am to 1:00 pm, Saturday June 11th, 2022, for the Carson Valley Days parade: County Road from Hwy 88 to Sixth Street, Sixth Street from County Road to US HWY 395 and Esmeralda Avenue from Sixth Street to US HWY 395. Approval of this event also includes concurrent closure of Fifth Street from Esmeralda Avenue to Mono Avenue for the 10th annual Town of Minden Carson Valley Days Breakfast. 3. Approval of a request to close Fourth Street between Esmeralda Avenue and the alley and waive the associated fees for the Tenth Anniversary Celebration of the Corner Bar, July 16, 2022 from 1:00 pm until 10:00 pm. Thaler/Stangle moved and seconded approval of the Consent Agenda. Motion carries unanimously. ---PAGE BREAK--- Minden Town Board Minutes May 4, 2022 Page 2 of 4 ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny improvements such as water system and storm drains, as well as dedication of streets located within The Village at Monte Vista Subdivision, Phase 2 & 3 to the Town of Minden for maintenance. Appearance by Robert O Anderson, Principal Engineer, RO Anderson Engineering. Mr. Anderson on behalf of Santa Ynez Construction, offered to answer any questions that the Board may have in regards to this request. Public Comment: None After thoughtful and intelligent deliberation, Thaler/Jackson, moved and seconded to accept a request for the Town to take over maintenance of improvements such as water system and storm drains, as well as dedication of streets located within The Village at Monte Vista Subdivision, Phase 2 & 3. Motion carries unanimously. 2. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a responsive bid for the 2022 Waterline Replacement Project from one of the following 3 options. Option 1- Gerhardt & Berry Construction, Inc. for an amount of $2,174,824.00 which just includes the Base Bid items. Option 2 - Gerhardt & Berry Construction, Inc. for an amount of $2,260,474.00 which includes Base Bid plus Bid Alternate B. Option 3 – Four Point Engineering for an amount of $2,622,143.00 which includes Base Bid plus Bid Alternate A. 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. Mr. Frisby presented the bids to the Board that were received for the waterline replacement and gave an explanation of each of the options that are coming before the Board. Public Comment: None After thoughtful and intelligent deliberation, Thaler/Stangle moved and seconded to accept a responsive bid for the 2022 Waterline Replacement Project for Option 2 with Bid alternate B with Gerhardt & Berry Construction, Inc for an amount of $2,260,474.00. Approval includes Board authorization for 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. Motion carries unanimously. 3. For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny a Town of Minden Capital Improvement Plan for Fiscal Year 2023. ---PAGE BREAK--- Minden Town Board Minutes May 4, 2022 Page 3 of 4 Possible action may include discussion and approval of all or a portion of the projects on the Capital Improvement Plan. Appearance by Seth Altamirano, Town Accountant and JD Frisby, Town Manager. Mr. Frisby and Mr. Altamirano gave presentations on the final CIP and offered to answer any questions that the board may have. Public Comment: Mr. Pohlman asked regarding the Undergrounding of Utilities and how that would be funded. After thoughtful and intelligent deliberation, Jackson/Thaler moved to approve the Town of Minden Capital Improvement Plan for Fiscal Year 2023. Motion carries unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a Town of Minden Fiscal Year 2022/2023 Final Budget. Appearance by Seth Altamirano, Town Accountant and JD Frisby, Town Manager Mr. Frisby and Mr. Altamirano gave a presentation on the final budget for fiscal year 22/23 and offered to answer any questions the board may have. Member Thaler asked for minor changes to the presentation next year to make the information a little more clear when doing comparisons with actuals. Public Comment: Mr. Pohlman asked for clarification on the wholesale reserves. After thoughtful and intelligent deliberation, Jackson/Thaler moved and seconded to approve the Town of Minden Fiscal Year 2022/2023 Final Budget as presented. Motion carries unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2022 evaluation of the Minden Town Manager and determine a 0-3% merit increase based on performance. Possible action may also include adopting the Town Manager’s priorities and expectations for 2022-2023. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Mr. Russell gave the Board the accumulated scores received for the 2022 evaluation of the Minden Town Manager, JD Frisby. He relayed that the scores received were very high and the comments were very positive. Member Jackson relayed her thanks and for representing the Town is such a good manner. Vice-Chair Thaler relayed his appreciation of Mr. Frisby and what he brings to the Town. Chairman Driscoll echoed the comments regarding Mr. Frisby and is thankful to him, he also relayed Mr. Davis’s comments as well. Member Stangle thanked JD for his leadership and would like to see that the Town is compensating accurately and allowed to give more if they wish. Public Comment: None ---PAGE BREAK--- Minden Town Board Minutes May 4, 2022 Page 4 of 4 After thoughtful and intelligent deliberation, Thaler/Stangle moved and seconded to approve the 2022 evaluation of the Minden Town Manager and to approve a 3% merit increase. Motion carries unanimously. 6. For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny proposed changes to the Town of Minden Bylaws. Appearance by JD Frisby, Town Manager. Mr. Frisby presented the reasons as to why this item has come before the Board and why Staff looks to make the proposed changes to the agenda submission timeline. After thoughtful and intelligent deliberation, Jackson/Thaler moved and seconded approval of the proposed changes to the Town of Minden Bylaws. Motion carries 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 Jeff Cady, Public Works Superintendent and JD Frisby, Town Manager. Mr. Cady and Mr. Frisby gave updates to the Board on various information, Staffing and project updates. Vice Chairman Thaler asked a question regarding bear trash receptacles and if golf carts can go on the path. Mr. Frisby relayed that there are no motorized vehicles. Additional questions were asked about funding from the State and what the Town can possibly obtain for future projects. Public Comment: Mr. Pohlman gave public comment regarding the upcoming Town Board member. ADJOURNMENT: Chairman Driscoll adjourned the meeting at 6:25pm.