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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, April 4, 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 John Stephans. PUBLIC COMMENT: A member of the public asked for a moment of silence for the passing of Charlie Condron, a former Board member. A resident brought up concern over the cost of the water meters and the difference between the Town’s costs and the costs from other GID’s. A representative of Bently Enterprises gave a brief update on the Bently Heritage project. A representative from Minden Rotary gave an update on the Weathervane project. APPROVAL OF AGENDA: Souligny/Radtke moved to approve the April 4, 2018 agenda. Motion carries unanimously. APPROVAL OF MINUTES: Radtke/Stephans moved to approve the March 7, 2018 Board meeting minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: None CONSENT AGENDA: 1. Approval of the March 2018 financial report including claims paid February 23, 2018 through March 22, 2018 for Fiscal Year 2018. 2. Approval of a request by Town Staff to close the following streets for the Town of Minden 4th of July Celebration and Children’s Patriotic Bike Parade from 8:00am until 4:00pm on Wednesday, July 4, 2018: Esmeralda Avenue and Mono Avenue from Fifth Street to Sixth Street, and Fifth Street and Sixth Street from Esmeralda Avenue to Mono Avenue. After thoughtful and intelligent deliberation, Souligny/Stangle moved to approve the consent agenda. Motion carries unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to change the date of the June and July 2018 regular meetings of the Minden Town Board from Wednesday June 6th and July 4th to Wednesday June 13th and July 11th due to scheduling conflicts. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson offered to answer any questions. ---PAGE BREAK--- Minden Town Board Minutes April 4, 2018 Page 2 of 6 Public comment: None After thoughtful and intelligent deliberation Stephans/Radtke moved to approve a request to change the date of the June and July 2018 regular meetings of the Minden Town Board from Wednesday June 6th and July 4th to Wednesday June 13th and July 11th due to scheduling conflicts. Motion carries unanimously. 2. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a responsive bid from Qualcon, Contractors Inc. for the Fiscal Year 2017/2018 Lucerne Street Rehabilitation Project for an amount not to exceed $861,875 and approve Change Order #1 to the contract removing landscaping portion ($62,100) from the project. Possible action may include conditioning acceptance of the bid contingent on acceptance of Change Order #1 to the contract by Qualcon Contractors Inc. If approved the Board may also authorize the Chairman to execute an agreement and change order for the same on behalf of the Town. Appearance by JD Frisby, Town Superintendent of Public Works. Mr. Frisby gave the background on this item as well as explaining the reasoning behind the change order. Concern was expressed over the total costs and Staff was trying to lower costs to assist with contingency. Question was raised as to when it would be done and how. Question was also raised on whether collector roads are all owned by the County and who owns the road. Clarification was given as to the difference of owning the road and accepting maintenance acceptance of roads. Concern was also asked about future developments and how water lines could be extended to avoid cutting in. Mr. Frisby gave the board the time frames for this project. Public comment: A member of the public told the Board, the County has a three year rule regarding street cutting on newly rehabbed roads and another person encouraged the Board to move forward and fix the road. After thoughtful and intelligent deliberation Stephans/Radtke moved to approve a responsive bid from Qualcon, Contractors Inc. for the Fiscal Year 2017/2018 Lucerne Street Rehabilitation Project for an amount not to exceed $861,875 and approve Change Order #1 to the contract removing landscaping portion ($62,100) from the project. Possible action may include conditioning acceptance of the bid contingent on acceptance of Change Order #1 to the contract by Qualcon Contractors Inc. If approved, the Board may also authorize the Chairman to execute an agreement and change order for the same on behalf of the Town. Motion carries unanimously. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Chairman Matt Bernard and Town Staff regarding a capital improvement project proposal prepared by Town Board Chairman, Matt Bernard, for the Town to acquire a portion (11.21 Acres) of the Seeman Ranch property located off of Buckeye Road (APN#1320- 29-402-014) from Douglas County to construct and maintain a urban fishing pond also known as the potential Martin Slough Fishing Pond Project. Appearance by Matt Bernard, Chairman. Mr. Bernard gave an explanation regarding this property and how it came to the County from the Seeman Ranch. He gave a presentation regarding the options the Town may have in regard to this ---PAGE BREAK--- Minden Town Board Minutes April 4, 2018 Page 3 of 6 property that the County may not be able to do. This project would abut the Martin Slough Multi- Modal Trail and possible use of existing Town water rights. He asked permission from the Board to ask the County for the property. Board comments included concern over costs, the desirable location and turning nothing into something that everyone can enjoy, and creating an opportunity to enhance not just the Town but provide an asset to the whole Valley. Mr. Bernard clarified that he would be interested in obtaining the entire 11.21 acres not just a portion. Public comment: A member of the public expressed a desire to have a fishing pond close to home which would also provide something for young people to do. Another member of the public expressed agreement with this project and had questions regarding the timeline for the trail and if it is possible to move forward. After thoughtful and intelligent deliberation Stephans/ Stangle moved to approve the Chairman to interface with Douglas County to explore the possibility of acquiring a portion (11.21 Acres) of the Seeman Ranch property located off of Buckeye Road (APN#1320-29- 402-014) from Douglas County to construct and maintain a urban fishing pond also known as the potential Martin Slough Fishing Pond Project. Motion carries unanimously. 4. For possible action: Discussion and possible action to provide staff direction regarding conceptual designs for the possible remodel or elimination and replacement of the restroom facilities under the gazebo in Minden Park. Discussion and possible action may include selecting a design, directing staff to place the project on the Town of Minden Capital Improvement Plan and setting a budget for the project. Appearance by JD Frisby, Town Superintendent and Jenifer Davidson, Town Manager. Mr. Frisby gave a presentation regarding the options the Board has in regard to the restroom facilities and whether they would like to move forward with renovations, a new facility outside of the Gazebo or to not address it at all. Some Board comments included a desire to continue with the beauty of the park and not have out buildings taking away from it. Concern was expressed over aspects of the ADA compliance and when it needs to be fixed. Questions were also brought up if an above ground bathroom was added where it would be located and a desire to hear from the neighborhood and public. Public comment: A member of the public agreed with renovation of the existing restrooms. Another member of the public explained that ADA compliance comes into effect with private business renovations when applying for a building permit with Douglas County. Other members of the public expressed a strong desire for the Town to keep up with ADA. After thoughtful and intelligent deliberation Sougliny/Bernard moved to provide direction to staff to remodel the restroom facilities under the Minden Park Gazebo following design number 2, option C as presented in the backup material and to place the project on the CIP for FY19. Motion approved 3-2 with Stangle and Radtke opposed. 5. 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 2019. Possible action may include discussion and approval of all or a portion of the projects on the Capital Improvement Plan. Capital Improvement projects for discussion may include but not be limited to the ---PAGE BREAK--- Minden Town Board Minutes April 4, 2018 Page 4 of 6 following: Minden Park splash pad, Minden Park restrooms, Westwood Park restrooms and upgrades, Jake’s Wetland and trailhead upgrades, sidewalk and streetscape improvements, Minden Gateway improvements, the Martin Slough Fishing Pond Project, and undergrounding utilities on US Highway 395. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson asked the Board for direction regarding the Capital Improvement Plan. Staff had identified projects that were set for this coming fiscal year which include road rehab on Lucerne and a portion of Mahogany, street sealing, fire flow, fixed meter reads, conversion of natural gas generator, portable generator and splash pad and to include restrooms in Minden Park. The Board sought clarification on a few of the projects and several members of the Board expressed concern over the dwindling 636 Fund. Several members agreed on pushing out some of the items to allow some time and it was discussed to plan better for road rehabilitation Public comment: A member of the public asked about the project on Hwy 88. After thoughtful and intelligent deliberation Stephans/Stangle moved to adopt the CIP for FY 2019 including road rehabilitation, sidewalk and pathway upgrades, street sealing, fire flow, fixed meter reads, conversion of natural gas generator to diesel for Well the splash pad at Minden Park and the renovation of the Minden Park restrooms. Motion carries unanimously. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the Town of Minden Fiscal Year 2018/2019 tentative budget. Appearance by Ted Thran, Town Accountant and Jenifer Davidson Town Manager. Mr. Thran thanked the Board members for sitting down individually with him to go over the budget line by line, he also offered to sit with anyone from the public if they had concerns or questions as well. He gave a presentation regarding the tentative budget and offered to answer any questions they might have. The question was raised regarding the possibility of solar to assist with power costs, the notation of the change in the Trash Fund FTE’s, and thanking Staff for walking through the budget with them. Public comment: None After thoughtful and intelligent deliberation Radtke/ Souligny moved to approve the Town of Minden Fiscal Year 2018/2019 tentative budget as presented subject to all action taken previously this evening. Motion carries unanimously. 7. For possible action: Discussion and possible action regarding the resignation and departure of Jenifer Davidson as Minden Town Manager. Discussion and possible action may include, without limitation, discussion and possible action to accept Ms. Davidson’s resignation and designate a date upon which said resignation shall be effective. Appearance by Matt Bernard, Chairman. The Board thanked Ms. Davidson for her six years and everything that she has done for the Town and congratulated her for her success and wished her well with the new position. There was discussion about accepting her resignation and making Friday her last day. ---PAGE BREAK--- Minden Town Board Minutes April 4, 2018 Page 5 of 6 Public comment: Members of the public expressed their thanks to Ms. Davidson for all her work and wished her success in her new career. After thoughtful and intelligent deliberation Stephans/Radtke moved to accept Jenifer Davidson’s resignation effective April 6th, 2018 and both parties waive the 30 day requirement for notice of termination. Motion carries unanimously. 8. For possible action: Discussion and possible in regard to filling the vacancy which shall result from the departure of Jenifer Davidson as Minden Town Manager. Discussion and possible action may include, without limitation, adoption of a process to find and select a replacement to fill the vacancy, discussion of and possible modification to the organizational chart of the Town of Minden, discussion and possible appointment of a committee to review and provide input to the Board on the governing documents of the Town, including Douglas County Code, Policies, Procedures, Norms and Procedures, Bylaws, and the job description of Town Manager, in relation to the position of Town Manager, and/or discussion and possible action to implement interim measures to fulfill the duties of Town Manager, including possible appointment of an individual(s) to act as temporary Town Manager until such time as the position can be filled or the Board takes other action in regard to the position. Appearance by Matt Bernard, Chairman. Mr. Bernard opened it up to the Board for comments and ideas as to how to move forward. Discussion revolved around appointing an interim manager and Mr. Frisby’s name was brought up for the position. The Board asked if he was interested in the position and Mr. Frisby agreed that he would be honored. Concern was voiced over the timelines and the need to fill positions in a timely manner. Clarification was sought on the process of filling the Town Manager position. Mr. Russell relayed that applications do not have to be solicited but the filling of the position would need to be agenized at a public meeting. Discussion also included a desire to work with JD regarding his needs for the engineering aspects of the Town and balancing it with the responsibilities of the Town Manager. Public comment: A member of the public expressed support of Mr. Frisby as interim Town Manager. After thoughtful and intelligent deliberation Stangle/Souligny moved to appoint JD Frisby as the interim Town Manager effective April 7th with direction with the Town Chairman to work with Town Counsel to finalize the terms of an interim agreement within the range and perimeters of the public job description for the Town Manager in a form acceptable to Town Counsel with the interim agreement to be further reviewed and approved at the next Town Board meeting and again reviewed no later the following month with possible consideration of a possible permanent agreement at that time. Motion carried unanimously. 9. 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. JD Frisby gave an update on the functions and projects that Public Works is occupied with and congratulated three members of the water team on passing their tests this month. Public comment: None ---PAGE BREAK--- Minden Town Board Minutes April 4, 2018 Page 6 of 6 PUBLIC COMMENT: Michelle Brown who works in a capacity for the Town of Minden thanked Ms. Davidson for her service and said she looks forward to working with Mr. Frisby. ADJOURNMENT: Mr. Souligny moved to adjourn the meeting at 7:57pm.