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August 6, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 6 DATE: __July 31, PREPARED BY: Jenifer Davidson, Town Manager Bruce Scott, Town Engineer SUBJECT: For possible action: Discussion and possible action to recommend to Douglas County approval, approval with conditions, continue or denial of a Major Design review for the development of a commercial site for Sonic Burger located at the intersection of Lucerne Street and U.S. Highway 395 in the Minden-Gardnerville Community Plan Area (APN 1320-30-802- 024). Discussion may include possible approval of an additional restaurant and office buildings for development in a future phase of the project. Appearance by Pat Clark, Principal Engineer for Building Concepts Inc. and Chad Walling on behalf of RO Anderson Engineering on behalf of the Applicant Tom Ortiz with Gen Corp. Public comment. PREVIOUS ACTION: x No previous action for this item. BACKGROUND: Gen Corp, the applicant, submitted a request to Douglas County Community development for a major design review for the development of a commercial lot to include one restaurant at the current phase and office buildings and an additional restaurant in a future phase for Sonic Burger located at the intersection of Lucerne Street and U.S. Highway 395 in the Minden-Gardnerville Community Plan Area (APN 1320-30-802-024). Engineering Analysis Plans for a proposed Sonic Restaurant located on US 396 across Lucerne Street from Nevada State Bank have been submitted by R.O. Anderson Engineering to the Town. The most recent plans which were the subject of this review are dated July 1, 2014. The proposed Sonic building occupies more than a quarter of the property, which is still a single assessor’s parcel. The site plan includes four other proposed future buildings, which are not part of this design review, and we would recommend that any action by the Board specifically exclude review or consideration of these possible future buildings on the property. Overall, staff are concerned that the building layout and circulation pattern are extremely tight and constrained. The circulation pattern shown requires that a customer drive completely around the building to reach the entrance to the drive through, and then drive around the building again to exit the parking lot. The onsite traffic circulation pattern includes travel adjacent to the 395 right-of-way against the southbound highway traffic. Staff are concerned that headlights from this circulation will affect drivers heading south on 395. The proximity for this portion of the Sonic circulation loop (which will include all traffic to and from the drive-in window) is very close to the highway. The traffic onsite circulation in the area adjacent to Lucerne Street is also tight with backing movements from the carhop parking spaces, potentially conflicting with circulation to and from the drive through traffic. It is recommended possible approval by the Board be subject to the following conditions/considerations: ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 6 1) Town Staff review and approval of future improvement plans needed to address water system improvements, which will probably include use of or modification of existing facilities constructed previously by Copper Peak; 2) Town Staff review and approval of improvement plans for storm drainage, onsite detention and retention, as well as sand oil separation prior to discharge into the limited capacity 24-inch pipe at the rear of the parcel; 3) Town Staff review and approval of plans for signage, lighting, or landscaping, all of which are critical for a complete project review. It is our understanding proponents for this project may have this information available for their presentation to the Board; 4) Town Staff strongly encourage the applicant to review and revise the overall traffic circulation pattern for the site. Overall, staff feels the plan tries to compress too much on too small of a footprint. This results in difficult circulation patterns, conflicts in vehicle movements and, in our opinion, an unfriendly customer environment. FISCAL IMPACT: x None for this action. STAFF RECOMMENDATION: Staff recommends the Board recommend to Douglas County approval of a Major Design review for the development of a commercial site for Sonic Burger located at the intersection of Lucerne Street and U.S. Highway 395 in the Minden-Gardnerville Community Plan Area (APN 1320-30-802-024). Discussion may include possible approval of an additional restaurant and office buildings for development in a future phase of the project subject to aforementioned conditions/recommendations prepared by Bruce Scott, Town Engineer. ACTION TAKEN: Approved Continued Denied Approved with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda Item Number 7 DATE: __July 31, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to accept, accept with conditions, continue or deny an offer by Syncon Homes and Monterra 270 LLC to dedicate streets and interior landscaping located within the Monterra Subdivision to the Town of Minden for maintenance and authorize the release of a bond in the amount of $20,000 from V&C Construction to secure the additional work that remained to be completed by Syncon Homes for the project. Appearance by Michelle Godde on behalf of Syncon Homes and Monterra 270 LLC. Public comment. BACKGROUND: The Douglas County Board of Commissioners adopted an ordinance in 2007 which created a Landscape Maintenance Assessment District (LMAD) for the Monterra Planned Development (see attached). The ordinance was revised in July of 2014, at which time the County agreed to maintain the perimeter landscape improvements of the subdivision. The developer is now formally requesting that the Town accept the offer for dedication of the interior streets and landscaping of the subdivision for maintenance. Town staff inspected the streets and landscaping offered for dedication and provided the attached punch list to the developer to be addressed prior to acceptance. It should be noted Town Staff also inspected ADA access concerns raised during public comment at the two corners of Sanford Drive and Monterra. If the request is approved, ADA access at this intersection would need to be addressed as part of the Town’s overall sidewalk maintenance and ADA compliance plan. FISCAL IMPACT: If approved the Town would assume the costs of maintaining these roads. Because the roads were recently sealed (early summer of 2014) they will be added to the routine repair and replacement schedule. Town staff accounted for acceptance of these roads as part of the five year Town of Minden Capital Improvement plan. STAFF RECOMMENDATION: Staff recommends the Board accept the offer by Syncon Homes and Monterra 270 LLC to dedicate streets and interior landscaping located within the Monterra Subdivision to the Town of Minden for maintenance and authorize the release of a bond in the amount of $20,000 from V&C Construction subject to the Developer completing the additional work that remained as identified by Town Staff. ACTION TAKEN: Approved Continued Denied Approved with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda Item Number 8 DATE: __July 31, PREPARED BY: Jenifer Davidson, Town Manager Bruce Scott, Town Engineer SUBJECT: For possible action: Discussion and possible action to provide direction to staff regarding the site improvement plan for the County Road Streetscape Improvements between Eighth Street and Tenth Street, including without limitation the possible continuation of Ninth Street from Mono to County Road. Appearance by Bruce Scott, Town Engineer. Public comment. PREVIOUS ACTION: x Various streetscape projects have been approved in phases along County Road since 2006. x May 7, 2014, Board Meeting: Board approved the Town of Minden proposed capital projects list for Fiscal Year 2014-2015 including streetscape improvements on County Road between Eighth Street and Tenth Street. BACKGROUND: In 2006-2008 the Town of Minden obtained a FHWA grant administered by NDOT for the initial phase of the County Road project, which included the piping, sidewalk, landscaping, and lighting of five blocks of County Road between First Street and Eighth Street. The blocks completed under that project were: x First to Second; Second to Third; Third to Fourth; Fifth to Sixth; Seventh to Eighth The blocks between Fourth and Fifth and Sixth to Seventh were completed under separate contracts with Town funds. The current project includes the blocks between Eighth Street and Tenth Street with ditch piping, sidewalk, landscaping, and lighting to match the other completed blocks along County Road. Town staff prepared two site plans for consideration by the Board. Site plan includes the possible continuation of Ninth Street from Mono to County Road for discussion by the Board. Site Plan leaves Ninth Street in its current configuration (dead ending at County Road). It should be noted the Town Manager applied for funding for this project through the Transportation Alternatives Program (TAP) in the spring of 2014. The project was ranked Fifth by the application review committee. It is unlikely the project will receive funding as part of this program this fiscal year; however, the committee felt strongly the project was and encouraged the Town Manager to reapply in a year when the Town would not be competing with other Douglas County projects. FISCAL IMPACT: The Board approved a total budget of $300,000 for the current Phase of the County Road Project as part of the Fiscal Year 2015 CIP. Staff will have prepared preliminary cost estimates for each site improvement plan for discussion at the meeting. STAFF RECOMMENDATION: Staff recommends the Board review, discuss and provide direction to staff regarding the site improvement plans for the County Road Streetscape ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda Item Number 8 Improvements between Eighth Street and Tenth Street, including without limitation the possible continuation of Ninth Street from Mono to County Road. ACTION TAKEN: Approve Continue Deny Approve with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 9 DATE: __July 29, 2014___ PREPARED BY: Rachel Hamer, Secretary Senior SUBJECT: For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by V&C Construction Company for the Minden Gateway Project for an amount not to exceed $414,479.00, and authorize the Chairman to execute an agreement for the same. Appearance by Bruce Scott, Town Engineer. Public comment. PREVIOUS ACTION: x August 3, 2011 Board Meeting (Engineering Report): Bruce Scott advised the Board that the grant for the improvements at the intersection of Highway 88/395 has been approved for $220,000 subject to a $100,000 match. x September 7, 2011 Board Meeting (Engineering Report): Bruce Scott advised that the County has indicated they would support the use of economic development money as part of the match needed for the NDOT grant at the Gateway entrance to Minden. x December 7, 2011 Board Meeting: Board discussed history of commitments for use and additional ideas for use of remaining funds including landscaping and sidewalk improvements between Minden Gateway and US Highway 395, banner poles or other capital improvements intended to enhance the economic revitalization of downtown. x January 2, 2012 Board Meeting: Board approved a request to 1) reverse previous decision to commit $1,500 of economic development money from Douglas County to be designated for use on cruise nights; and 2) to commit the now remaining $75,000 of economic development money from Douglas County for uses such as landscaping, sidewalk improvements between Minden Gateway and US Highway 395 and related improvements to enhance the economic revitalization of downtown; and if approved, Direct staff to apply for the funds through the Douglas County Manager's Office. x March 6, 2013, Board Meeting: Board reviewed the existing site plan and discussed alternatives. No action was taken on this item. x June 5, 2013, Board Meeting: Board reviewed alternatives to the original site plan and directed staff to seek input from the Citizen’s Advisory Committee. The Board also discussed how to proceed with seeking the grant funds from NDOT for the project. x November 6, 2013, Board Meeting: Board reviewed alternatives to the original site plan and directed staff to assemble a final plan for review and approval at a subsequent meeting of the Minden Board. x January 8, 2014, Board Meeting: Board approved a final site improvement plan. BACKGROUND: Discussion regarding site improvements for the NDOT right-of-way portion of the Gateway center began in 2008. The bids for this project closed on July 29, 2014. FISCAL IMPACT: The Town’s commitment to the project is $335,000 this includes the $75,000 contribution from Douglas County and the $40,000 Mavrik contribution. These project costs were included in the FY13/14 Capital Improvements Plan Budget. The lowest bid came in ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 9 $79,479 over budget. Staff will seek direction from the Board regarding a possible revision to the site plan or an increase in the budget. STAFF RECOMMENDATION: Staff recommends the accept a bid a bid by V&C Construction Company for the Minden Gateway Project for an amount not to exceed $414,479.00, and authorize the Chairman to execute an agreement for the same. ACTION TAKEN: Approved Continued Denied Approved with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- August 6, 2013 Minden Town Board Meeting Administrative Agenda, Item Number 10 DATE: __July 31, PREPARED BY: Rachel Hamer – Secretary Senior SUBJECT: For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by Kustom Koatings for the 2014 Town of Minden Street Sealing Project for an amount not to exceed $78,648.38, and authorize the Chairman to execute an agreement for the same. Appearance by Bruce Scott, Town Engineer. Public comment. PREVIOUS ACTION: x Each year the Town Board selects an area for street sealing based on the schedule for street rehabilitation and staff recommendation. BACKGROUND: Resource Concepts, Inc. (RCI), the Town’s Engineer, monitors the pavement condition of the Town’s streets and roads and has developed a scope of work for the 2014 Street Sealing Project. RCI advertised an invitation requesting bids for the “2014 Street Sealing” project, consisting of Gilsonite sealing within the La Costa and Winhaven subdivisions, as well as sealing of the sections of Esmeralda Avenue and Third Street that were included in the street rehabilitation project last year. The project was advertised in the Record Courier on July 11, 2014 and July 18, 2014. Two bids for the project were received and opened on July 29, 2014. The bids are shown on the attached Bid Tabulation Form. Based on a review of the bids, the lowest responsive and responsible bidder is Kustom Koatings, Inc. RCI recommends that a contract for construction of the project be awarded to Kustom Koatings, Inc. in the amount of $78,648.38. FISCAL IMPACT: As part of the 2014 CIP Budget authorized by the Board a total budget of $100,000 was allocated for Street Sealing Work. The bid provided by Kustom Koatings, Inc. of $78,648.38, leaves $21,351.62 remaining in the budget. RECOMMENDATION: Staff recommends the Minden Board accept a bid by Kustom Koatings, Inc. for the Town of Minden 2014 Street Sealing Project in the amount of $78,648.38 and authorize the Chairman to execute Agreement for the same on behalf of the Town. ACTION TAKEN: Approved Continued Denied Approved with Conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- August 6, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 11 DATE: __July 29, PREPARED BY: Rachel Hamer, Secretary Senior Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by Coons Construction, LLC for the 2014 Buckeye Well Project for an amount not to exceed $344,017.00, and authorize the Chairman to execute an agreement for same. Appearance by Bruce Scott, Town Engineer. Public comment. PREVIOUS ACTION: x June 6, 2012, Board Meeting: Board accepted a bid by Aqua Drilling for a test well at the Buckeye Maintenance Facility in an amount not to exceed $40,000 and to authorize the Chairman of the Minden Town Board to execute an agreement for same on behalf of the Town. x July 3, 2013, Board Meeting: Board continued the request to accept a bid by Aqua Drilling for a test well at the Heybourne Booster Station in the amount of $56,552.67 and directed staff to evaluate the proximity of a potential Heybourne well site to a Bently well site to determine if the two wells might conflict and to report back to the Board on the feasibility of the Buckeye well site. x August 7, 2013, Board Meeting: Board accepted a bid by Aqua Drilling for a test well at the Buckeye Booster Station in the amount of $61,096.84 and authorized the Chairman to execute Agreement for the same on behalf of the Town. x December 4, 2013, Board Meeting: The Board accepted a bid by Hydro Resources – West, Inc for the production well at 1330 Buckeye Road in the amount not to exceed $229,745.00. BACKGROUND: This is the final phase of the Buckeye Well Project. The project consists primarily of the construction of a new building, electrical and mechanical improvements, site improvements including piping, landscaping and utilities, and installation of a well pump and controls system with associated piping and appurtenances. FISCAL IMPACT: Funds will be taken from money budgeted for a well at the Buckeye Booster Station. The total cost of the project will not exceed the budget approved by the Board. RECOMMENDATION: Staff recommends the Town Board accept a bid by Coons Construction, LLC for the 2014 Buckeye Well Project for an amount not to exceed $344,017.00, and authorize the Chairman to execute an agreement for same. ACTION TAKEN: Approve Continue Deny Approve with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK---