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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, June 13, 2018, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: John Stephans, Matt Bernard, Bill Souligny, Roxanne Stangle and Glen Radtke. Staff present: Ryan Russell, JD Frisby, Jeff Cady, and Rachel Hamer. Chairman Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Roxanne Stangle. PUBLIC COMMENT: John Hamer from Minden Rotary presented the weathervane for Minden Park to the Board. Another member of the public wished to donate books to the Town and strongly encouraged the Board Members to read them. Mr. Pohlman gave an update on the Citizens Advisory meeting last week for the update to the Plan of Prosperity and mentioned a couple of the key items that were discussed. APPROVAL OF AGENDA: Radtke/Souligny moved to approve the June 13, 2018 agenda. Motion carries unanimously. APPROVAL OF MINUTES: Mr. Souligny made a comment regarding a comment in the minutes that the data be hidden on the CIP Report, he said he did not mean to hide information but to merely condense the information to make the report easier to read. Radtke/Souligny moved to approve the May 2, 2018 Board meeting minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Mr. Frisby relayed a thank you to Model Dairy for their generous donation for the Carson Valley Days Breakfast. BOARD MEMBER REPORTS: Mr. Souligny was unable to attend the CVAC Meeting. Roxanne wished to thank all of the employees and Board Members who worked the breakfast; JD, Jeff, Rachel, Michelle, Alicia, Ronnie, Joe, Mike, Lucas, Judge, Chris, Jason, Alex, Glen, Matt, Bill and a special thank you to volunteers Eddie Almeida and Ted Thran. Mr. Bernard has relayed to the Board that they are looking to bring the Seaman Ranch Pond to the BOCC at the July 5th meeting to discuss possible acquisition of this property and will bring an update to the Board at the next meeting. Mr. Radtke asked if a fellow Board member would be able to attend the League of Cities meetings as he is unable to attend at this time. Mr. Souligny volunteered to help and attend the meetings in his place. CONSENT AGENDA: 1. Approval of the May 2018 financial report including claims paid April 20, 2018 through May 31, 2018 for Fiscal Year 2018. 2. Approval of the policy renewal from Nevada Public Agency Insurance Pool (POOL) and authorization of payment to POOL in the amount of fifty three thousand two hundred and seventy two dollars and ninety nine cents ($53,272.99) for Fiscal Year 2018-2019. ---PAGE BREAK--- Minden Town Board Minutes June 13, 2018 Page 2 of 5 3. Approval of the policy renewal from Nevada Public Agency Insurance Pool (POOL) and authorization of payment to POOL in the amount of fifty three thousand two hundred and seventy two dollars and ninety nine cents ($53,272.99) for Fiscal Year 2018-2019. After thoughtful and intelligent deliberation, Radtke/Stangle moved to approve the Consent Agenda item. Motion carries unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to formally accept, accept with conditions, continue or deny water system improvements for Heybourne Meadows Phase IIE, formally known as the Ranch at Gardnerville Phase IIE. Appearance by Rob Anderson, Principal Engineer, RO Anderson Engineering. Matt Bernard recused himself from this item as he works in a capacity for Mr. Anderson. Mr. Anderson explained the status of where this part of the project is at. This portion of the water system is pipeline that has been in use for a number of years. He is asking for approval without the requirement of a permit being issued before the improvements are accepted as this is a unique situation. Mr. Souligny mentioned that he would prefer to stay with the policy that the Town has in place with regards to permits being issued before infrastructure is accepted, however it is understood that this situation may be an exception to this rule. Public Comment: None After thoughtful and intelligent deliberation Souligny/Stangle approved the water system improvements for Heybourne Meadows Phase IIE, formally known as the Ranch at Gardnerville Phase IIE without exceptions. Motion carries 4-0 with Bernard abstaining. 2. For possible action: Discussion and possible action to direct staff in relation to a presentation by the Carson Water Subconservancy District’s request for a letter in support regarding the Bureau of Reclamation WaterSmart grant. Appearance by Ed James, General Manager of Carson Water Subconservancy District. Mr. James gave some background and more information regarding this request and why they are seeking the grant funds for a study on water storage. Letters of support are a requirement of the grant application and they have received a letter already from the State Engineer. Board comments included questions in regards to what water they could store, if the water rights are all allocated and spoken for what could be stored and what benefit would the Town gain. Mr. James said he could see an environmental benefit. Several Board members expressed concern over writing a letter of support for something they don’t fully understand. Public comment: A member of the public recommended the Board read a book and mentioned it contained information on climate change and dams. A couple Board Members said that they have no problem with Staff attending the meetings but unsure of committing to a letter at this time. ---PAGE BREAK--- Minden Town Board Minutes June 13, 2018 Page 3 of 5 No motion or action taken. 3. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a proposal from Splash Pad USA for the Fiscal Year 2018/2019 Minden Park Splash Pad project for an amount of $52,900.00, with the project total not to exceed the budgeted amount. If approved the Board may also authorize the Chairman to execute an agreement for this project in a form acceptable to Town Counsel. 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 explained how we got the proposals and the desire to move forward. He offered to answer any questions the Board may have. Mr. Souligny mentioned he was concerned about moving forward on the project and thought that there may be other uses for this money. Public comment: A Minden resident thanked the Board for bringing the splash pad to the area and looks forward to the revitalization of the Downtown Area. Another resident asked the Board to think of all the positive reasons for putting in the splash pad. After thoughtful and intelligent deliberation Stangle/Radtke move to approve a proposal from Splash Pad USA for the Fiscal Year 2018/2019 Minden Park Splash Pad project for an amount of $52,900.00, with the project total not to exceed the budgeted amount. If approved the Board may also authorize the Chairman to execute an agreement for this project in a form acceptable to Town Counsel. Said Agreement may authorize the Town Manager to execute change orders up to 10% of the contract amount. Motion carries with 3-2 vote with Bernard, Stangle, and Radtke voting yes and Stephans and Souligny voting no. 4. For Possible Action: Discussion and possible action to approve, approve with conditions, continue or deny an Independent Consultant Agreement between the Town of Minden and Ted Thran. Possible action on this item may include, without limitation, approval of an hourly rate for consulting services in an amount not to exceed $45.00. Appearance by JD Frisby, Town Manager. Mr. Frisby relayed that Mr. Thran had taken another position with a private company, but Staff have a desire to continue to work with him in the interim for consulting. Mr. Stephans brought up concern with an open ended contract with no limit, and expressed a desire for clarification on where the Town Managers responsibilities are with accounting functions. Mr. Russell explained that there is a 30 day termination clause in this contract. Other Board members expressed concern with an open ended contract as well but were eager to have Mr. Thran’s experience. Public comment: None After thoughtful and intelligent deliberation Stephans/Stangle moved to approve with conditions, a contract with Ted Thran at $45.00 an hour up to 20 hours a month for the first six months on a 30 day contract. Motion carries unanimously. ---PAGE BREAK--- Minden Town Board Minutes June 13, 2018 Page 4 of 5 5. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny street closures for a stop on the 2018 Hot August Nights Poker Run, August 9, 2018, from 8:00 a.m. to 4:00 p.m. Street Closures include: Esmeralda Avenue between Sixth Street and Fourth Street; Fifth Street between Esmeralda Avenue and Mono Avenue; Mono Avenue between Fifth Street and Sixth Street; and Sixth Street between Mono Avenue and Esmeralda Avenue. Appearance by JD Frisby, Town Manager. Mr. Frisby mentioned that this is the first time this event has been before the Board as well as not being requested by another entity. He added as a reminder that the budget set for this event was going to increase each year. Mr. Stephans sought clarification on the set budget not being included in this request, it was relayed that the budget for the event was set at a previous meeting and that this was primarily for the street closures. Public comment: None After thoughtful and intelligent deliberation Stangle/Radtke moved to approve street closures for a stop on the 2018 Hot August Nights Poker Run, August 9, 2018, from 8:00 a.m. to 4:00 p.m. Street Closures include: Esmeralda Avenue between Sixth Street and Fourth Street; Fifth Street between Esmeralda Avenue and Mono Avenue; Mono Avenue between Fifth Street and Sixth Street; and Sixth Street between Mono Avenue and Esmeralda Avenue. Motion carries unanimously. 6. 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 JD Frisby, Town Manager and Jeff Cady, Acting Public Works Supervisor. Mr. Frisby gave an update on the Plan for Prosperity and the workshops and meetings last week. The Board expressed concern with not having enough time with Mr. Race and the need to have time to review the draft version. The Board expressed a desire to meet with Mr. Race again to ensure they are on the same page with the vision. Mr. Cady gave an update on the functions of Public Works. The Board thanked Mr. Cady for being a good ambassador for the Town with residents who’s meter pits have been replaced in their driveways as well as maintaining good relationships with the Fire Department. Mr. Souligny asked a few questions regarding the place of use and if there are any future plans to change anything with the chlorine system in the Heybourne Booster Station. Mr. Frisby brought up the Lucerne Project and thanked Qualcon for being good to work with and was pleased with the progress. PUBLIC COMMENT: A member of the public asked the Board if they knew what the yellow ring around the flag was for. ---PAGE BREAK--- Minden Town Board Minutes June 13, 2018 Page 5 of 5 ADJOURNMENT: Ms. Stangle moved to adjourn the meeting at 6:49pm.