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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, September 6, 2017, at 1602 Esmeralda Avenue, Minden, Nevada. Board Members present: John Stephans, Matt Bernard, Bill Souligny, Roxanne Stangle and Glen Radtke. Staff present: Jenifer Davidson, Ryan Russell, JD Frisby, Rachel Hamer and Michelle Brown. Chairman Souligny called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Radtke. PUBLIC COMMENT: A representative of Bently Enterprises gave an update on the Bently Heritage Project as well as the status on the start-up for Well #1 and Well #11. The Carson Valley Chamber of Commerce presented the Picon Cup trophy for their Annual Golf Tournament to the Town for their 1st place win. Main Street Minden thanked the Town Staff for their assistance with the set up and take down of Hot August Nights Poker Run. Minden/Tahoe Airport gave an update of some recent press they received. APPROVAL OF AGENDA: Bernard/Stangle moved to approve the September 6, 2017 agenda with Administrative Agenda item #4 being pulled. Motion carried unanimously. APPROVAL OF MINUTES: Stephans/Radtke moved to approve the minutes of the August 2, 2017 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: None CONSENT AGENDA: 1. Approval of the August 2017 financial report including claims paid July 21, 2017 through August 24, 2017 for Fiscal Year 2017. 2. TOWN OF MINDEN PROCLAMATION NO. 2017P-001: A proclamation recognizing the Business Council of Douglas County for 25 years of dedicated service to the Town of Minden. Stangle/Stephans moved to approve the Consent Agenda as written. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town Staff to partner with the Douglas High School Leadership class to host a 2017 Homecoming event in Minden Park on Wednesday October 4, 2017. Approval of this request would include setting a budget for Town participation in the event of $500 and waiving fees associated with street closure, use of Minden Park, use of Town equipment and assistance with the event by Town Staff. Town approval will also include closure of Esmeralda Avenue and Mono Avenue between Sixth Street and Fourth ---PAGE BREAK--- Minden Town Board Minutes September 6, 2017 Page 2 of 5 Street; and Sixth Street, Fifth Street and Fourth Street from Mono Avenue to Esmeralda Avenue from 2:00 pm through 8:00 pm on the day of the event. Appearance by Jenifer Davidson Town Manager, and Karen Lamb on behalf of Douglas High School Leadership Class Karen Lamb gave the background on the request and explained what they hoped to accomplish with the event, and thanked the Board for their continuing support. Students Josh Herup and Lilly Anderson gave the Board the details for the event. The Board thanked them for coming forward and encouraged their efforts. Public comment: None After thoughtful and intelligent deliberation Bernard/Stangle moved to approve the request by Town Staff to partner with the Douglas High School Leadership class to host a 2017 Homecoming event in Minden Park on Wednesday October 4, 2017. Approval of this request includes a budget for Town participation in the event of $500 and waiving fees associated with street closure, use of Minden Park, use of Town equipment and assistance with the event by Town Staff. Town approval also includes closure of Esmeralda Avenue and Mono Avenue between Sixth Street and Fourth Street; and Sixth Street, Fifth Street and Fourth Street from Mono Avenue to Esmeralda Avenue from 2:00 pm through 8:00 pm on the day of the event. Motion carried unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Main Street Minden for the Town of Minden to sponsor and approve a 5k Fun Run/Walk, also known as the “First Annual Carson Valley Turkey Trot.” Approval of this request would include approval of the route for the event and waiving the fees associated with the use of Minden Park, Town equipment and an intermittent street closure impacting multiple streets in the Town of Minden between Spruce Street and Olua Street and US Highway 395 and Wildrose Drive and Mackland Avenue for small periods of time between the hours of 7:00 am and 11:30 am ON THANKSGIVING, THURSDAY NOVEMBER 23, 2017. Where possible impact to residential homes on the route will be mitigated by encouraging participants to utilize sidewalks. Volunteers will be posted at intersections to assist participants with safe crossings along the route. Traffic control and safety plans for the event will be reviewed and approved by the Douglas County Sheriff’s Office and Town of Minden Staff. It is anticipated that no street or intersection will be closed for longer than 5 minutes at a time. Appearance Connie Billington, Executive Director of Main Street. Connie Billington and Kate Savage from the Carson Valley Food Closet gave a presentation on the Carson Valley Turkey Trot and requested the fees be waived for the temporary street closures. Board comments included questions regarding the need for Staff assistance and whether or not this is part of the partnership with Main Street Minden and if this would count as one of their credits. Ms. Savage clarified that all proceeds for the event are going to the Food Closet and D.A.W.G. and that Main Street Minden is assisting them with this process. Public comment: None ---PAGE BREAK--- Minden Town Board Minutes September 6, 2017 Page 3 of 5 After thoughtful and intelligent deliberation Bernard/Stephans moved to approve a request by Main Street Minden for the Town of Minden to sponsor and approve a 5k Fun Run/Walk, also known as the “First Annual Carson Valley Turkey Trot.” Approval of this request includes approval of the route for the event and waiving the fees associated with the use of Minden Park, Town equipment and an intermittent street closure impacting multiple streets in the Town of Minden between Spruce Street and Olua Street and US Highway 395 and Wildrose Drive and Mackland Avenue for small periods of time between the hours of 7:00 am and 11:30 am ON THANKSGIVING, THURSDAY NOVEMBER 23, 2017. Motion carried unanimously. 3. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny the water system improvements for Esplanade at the Ranch, to be dedicated to the Town by Jenuane Communities LLC and KDH Builders LLC. Appearance by a representative on behalf of Jenuane Communities LLC and KDH Builders LLC. Mr. Bernard disclosed that he works for RO Anderson which has provided services to this development. Clay Hendrix of Jenuane Communities and KDH Builders said he was there to answer any questions the Board may have regarding the request. The Board sought clarification from Staff on the liability disclaimer. Ms. Davidson explained that this appears on each water permit that is issued. Public Comment: None After thoughtful and intelligent deliberation Stephans/Radtke moved to approve a request for the water system improvements for Esplanade at the Ranch, to be dedicated to the Town by Jenuane Communities LLC and KDH Builders LLC. Motion carried unanimously. 4. For possible action: Discussion and possible action to provide direction to Town Staff regarding a scope of work for design and engineering services for the Fiscal Year 2017/2018 Lucerne Street Rehabilitation Project. Possible action may include providing direction to Town Staff regarding the possible removal, modification and/or refurbishment of the landscape median on Lucerne. Appearance by JD Frisby, Town Superintendent of Public Works. Item was removed from the agenda. 5. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by Kustom Koatings Inc. for the Fiscal Year 2017/2018 Town of Minden Street Sealing Project for $75,251.62. Possible action may include also accepting the additive alternate bid item to stripe the streets after sealing for $2,376.00. The total Fiscal Year 2017/2018 Town of Minden Street Sealing Project budget is $75,000. If the bid and bid alternate are accepted the total cost of the project would be $77,627.62. Appearance by JD Frisby, Town Superintendent of Public Works. Mr. Frisby gave the background on this request. Kustom Koatings’ bid was the only one the Town received. ---PAGE BREAK--- Minden Town Board Minutes September 6, 2017 Page 4 of 5 The Board expressed pleasure in working with Kustom Koatings over the years. The Board asked about crack filling and the timelines. Public comment: None After thoughtful and intelligent deliberation Stangle/Radtke moved to approve a bid by Kustom Koatings Inc. for the Fiscal Year 2017/2018 Town of Minden Street Sealing Project for $75,251.62, and to include the additive alternate bid item to stripe the streets after sealing for $2,376.00. The total cost of the project is $77,627.62. Motion carried unanimously. 6. For possible action: Discussion and possible action to provide direction to Town Staff regarding the dissemination of 10 VIP Tent guest passes for the 2017 Minden Tahoe Airport Aviation Roundup donated to the Town by the Airport in recognition of the Town’s $3,500 sponsorship of the event. Appearance by Jenifer Davidson, Minden Town Manager. Ms. Davidson asked for direction on how to disseminate the passes. The Board discussed giving them to a veteran’s organization. Mr. Stephans mentioned that he is with the local VFW POST 85/83 and would bring them to distribute amongst the group. Public comment: None After thoughtful and intelligent deliberation Bernard/Stephans moved to provide VFW Post 85/83 12 VIP Tent guest passes for the 2017 Minden Tahoe Airport Aviation Roundup donated to the Town by the Airport in recognition of the Town’s $3,500 sponsorship of the event. Motion carried unanimously. 7. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to send a Board Member and the Town Manager to the 2017 Nevada League of Cities Conference October 9-13th in Mesquite, Nevada, for an amount not to exceed $3,500 in conference registration fees and travel expenses. Appearance by Jenifer Davidson, Town Manager and Glen Radtke, Board Member. Ms. Davidson gave the background on this request and Mr. Radtke mentioned that he will be unable to attend. Public comment: None After thoughtful and intelligent deliberation Stangle/Radtke moved to approve the Town Manager to go to the 2017 Nevada League of Cities Conference October 9-13th in Mesquite, Nevada for an amount not to exceed $3,500 in conference registration fees and travel expenses. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to change the date of the October and November 2017 regular meetings of the Minden Town Board from Wednesday October 4th and November 1st to Tuesday October 3rd and Wednesday November 8th due to scheduling conflicts. Appearance by Jenifer Davidson, Town Manager. Mr. Souligny explained the desire to move the dates as there are several scheduling conflicts. ---PAGE BREAK--- Minden Town Board Minutes September 6, 2017 Page 5 of 5 Public comment: None After thoughtful and intelligent deliberation Radtke/Stephans moved to approve a request to change the dates of the October and November 2017 regular meetings of the Minden Town Board from Wednesday October 4th and November 1st to Tuesday October 3rd and Wednesday November 8th due to scheduling conflicts. 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. Ms. Davidson and Mr. Frisby opened the floor to the Board for any questions they may have. Mr. Souligny followed up on the Bill Pay project. Public comment: None PUBLIC COMMENT: None ADJOURNMENT: Mr. Radtke moved to adjourn the meeting at 6:21p.m.