Full Text
Town Board Town Board Town Board Meeting Meeting Meeting December 3, 2014 December 3, 2014 December 3, 2014 ---PAGE BREAK--- The Minden Town Board meeting will be held at 5:30 p.m. on Wednesday, December 3, 2014, at 1602 Esmeralda Avenue, Minden, Nevada. NOTICE: NRS 237: The Minden Town Board has adopted a Standard Policy No. 7, which contains a motion regarding Business Impact Statements (BIS). When the Town Board approves its agenda, it also approves a motion which includes ratification of staff action taken pursuant to NRS 237.030 et seq. with respect to items on the Board’s agenda. This includes, without limitation, the conclusion that each rule, ordinance, or regulation which is on the Board’s agenda is without direct and significant economic burden on a business or direct restriction on the formation, operation, or expansion of a business; and that each rule, ordinance, or regulation which is on the Board’s agenda for which a BIS has not been prepared does not impose a direct and significant economic impact on a business or a direct restriction on the formation, operation, or expansion of a business. NOTICE: to persons with disabilities: Reasonable efforts will be made to assist and accommodate individuals with disabilities desiring to attend the meeting. Please contact the Minden Town Office in writing at 1604 Esmeralda Avenue in Minden, Nevada or call [PHONE REDACTED] in advance of the meeting, preferably at least 24 hours prior to the meeting, so that the arrangements may be conveniently made. NOTICE: Items on the Agenda may be taken out of order. The Minden Town Board may combine two or more agenda items for consideration. The Minden Town Board may at any time remove an item from the agenda or delay discussion relating to an item on the agenda. Any restrictions imposed by the Board or its chair on public comment must be reasonable and may restrict time, place and manner of comments but may not restrict comments based on viewpoint. Copies of this notice and agenda have been posted at or before 9:00 a.m. on the third working day before the meeting at the following locations: Minden Administration Office, Minden Post Office, Douglas County Administrative Building, and CVIC Hall bulletin board. Copies of supporting material may be requested from Patricia Koepnick, Office Manager, at 1602 Esmeralda Avenue, Minden, Nevada; by mail addressed to Ms. Koepnick addressed to at the Minden Town Office; by phone at (775) 782- 5976 or by email at [EMAIL REDACTED]. Copies of supporting material are available to the public at the Town Office, on the Town’s website, www.townofminden.com, and at the meeting on the date and place listed above. 5:30 P.M. CALL MEETING TO ORDER PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA APPROVAL OF MINUTES: November 5, 2014 Board Meeting November 12, 2014 Special Meeting ACKNOWLEDGEMENT OF GIFTS CEREMONIAL PRESENTATIONS 1. TOWN OF MINDEN PROCLAMATION NO. 2014P-001: A Proclamation recognizing Board Member Steven J. Thaler for six years of dedicated service to the Town of Minden. PUBLIC COMMENT: Discussion may be limited to three minutes per person at the discretion of the Chair. No action may be taken on a matter raised under this portion of the agenda until the matter has been specifically included on an agenda as an item upon which action may be taken. BOARD MEMBER REPORTS: Items on the Administrative Agenda will not be discussed during Board Member committee reports. No action may be taken on a matter raised under this portion of the agenda until the matter has been specifically included on an agenda as an item upon which action may be taken. Discussion may include a report on activities of committees or general information of interest to the Board. The Board Committee assignments and potential presenters on this portion of the agenda are as follows: Town of Minden - December 3, 2014 Page 1 ---PAGE BREAK--- Minden Town Board Agenda December 3, 2014 Page 2 of 3 Event Planning- Roxanne Stangle Minden Water- Charlie Condron Budget/New Development Applications - John Stephans Citizen’s Advisory Committee- Steve Thaler CONSENT AGENDA FOR POSSIBLE ACTION: Items may be moved to or from the Consent Agenda at the beginning of the Board meeting during the Approval of the Consent Agenda. Items on the Consent Agenda may be voted on in a block, i.e., with one motion on all those items, one second to the motion, and one vote by the Board members. Items removed from the Consent Agenda will be heard immediately following the Consent Agenda in the order in which they appear in the Consent Agenda. 1. Approval of the November 2014 financial report including claims paid October 24, 2014 through November 20, 2014 for fiscal year 2015. ADMINISTRATIVE AGENDA: The following item(s) are scheduled for public hearing. At the beginning of each item, the Chairman will call the item. Normally, the applicant and/or their representatives are permitted to speak first, and then Town Staff may present a summary of the staff report and recommendation, including any updated information received by the Town after the reports were distributed. Next, Board discussion, and then the Chairman will open the hearing to public comment. For items on which action is to be taken, the Chairman will close the hearing of public comment before a motion is made and a vote is taken. The Chairman has the right to establish reasonable time limits for comments and to allow for rebuttal comments. 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by John Meyer, Douglas County Sheriff’s School Resource Officer at Douglas High School to extend the Resident Only Parking Zone on the West side of Pine Wood Drive to Westwood Park in response to resident complaints regarding parking in the area. Appearance by John Meyer, Douglas County Sheriff’s School Resource Officer at Douglas High School. Public comment. 2. For possible action: Discussion and possible action to approve, approve with modifications, continue or deny the revised Town of Minden Sidewalk Replacement Cost Sharing Policy. Appearance by Jenifer Davidson, Town Manager. Public comment. 3. For discussion only: Update regarding the Town’s authority to establish speed limits and place traffic control devices in the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Public comment. 4. For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include a Manager’s 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. Public comment. 5. For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include an Engineering Report which may include discussion on streets, sidewalks, drainage, water issues and related items. Discussion may also include an update regarding work completed on the Buckeye Well Project, Heybourne Well Project, County Road Streetscape Improvements and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. Public comment. 6. For possible action: Discussion and possible action to approve, approve with modifications, continue, or deny the priorities and expectations for the 2015 performance evaluation of the Town of Minden - December 3, 2014 Page 2 ---PAGE BREAK--- Minden Town Board Agenda December 3, 2014 Page 3 of 3 Minden Town Manager. Appearance by Ryan Russell, Legal Counsel for the Town of Minden and Jenifer Davidson, Town Manager. Public comment. 7. For possible action: Discussion and possible action to 1) elect the Minden Town Board Chairman for calendar year 2015; and to 2) elect the Minden Town Board Vice-Chairman for calendar year 2015. Public comment. PUBLIC COMMENT: Final period of public comment to allow public comment on any matter within the Town Board’s jurisdiction, control, or advisory power. Discussion may be limited to three minutes per person at the discretion of the Chair. No action may be taken on a matter raised under this portion of the agenda until the matter has been specifically included on an agenda as an item upon which action may be taken. REQUEST FOR AGENDA ITEMS ADJOURNMENT Town of Minden - December 3, 2014 Page 3 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 4 ---PAGE BREAK--- The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, November 5, 2014, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Steve Thaler. Staff present: Greg Hill, Jenifer Davidson, Bruce Scott, Ryan Russell and Trish Koepnick. Mr. Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Mr. Thaler. Condron Thaler moved to approve the agenda. Motion carried unanimously. Stephans/Condron moved to approve the minutes of the October 1, 2014 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None PUBLIC COMMENT: A member of the public spoke of his concern about security concerns for administrative staff, and presented some ideas for consideration including a concave mirror and one way glass, as well as security cameras. Bently Enterprises representatives shared pictures of the changes at Cowboy Corner and gave an update on the status of the Mill District project, as well as the Farmers Bank. The hope is to move in by mid-December. BOARD MEMBER REPORTS: Ms. Stangle reported on Town participation in Safe Street and the plans in progress for the Christmas Kickoff weekend. Mr. Thaler reminded everybody of the County commission meeting being held tomorrow concerning the speed limits and stop signs. Mr. Condron had nothing new to report on Minden water and Mr. Stephans also had nothing new on development. CONSENT AGENDA FOR POSSIBLE ACTION: 1.Approval of the October 2014 financial report including claims paid September 19, 2014 through October 23, 2014 for fiscal years 2015. 2.Approval of the 19th Annual Parade of Lights from Heritage Park to Minden Park on December 6, 2014, and a waiver of the associated street closure fees by the Town of Minden. This event includes closure of the following streets from 3:00 pm to 10:00 pm: Esmeralda from US Highway 395 to Seventh Street; closure of Seventh, Sixth, Fifth and Fourth Streets between US Highway 395 and County Road; and closure of Mono Avenue between Third and Seventh Street. 3.Approval of the Town of Minden 2014 Christmas Celebration, Friday December 5, 2014, and Saturday, December 6, 2014. Approval of this request includes closure of the following streets Friday, December 5th from 12:00 pm to Saturday, December 6th until 10:00 pm: Esmeralda Avenue between Fourth Street and Sixth Street; Fifth Street between Esmeralda Avenue and Mono Avenue. Condron/Thaler moved to approve the Consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1.For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Blue Sky Events and the Family Support Council of Douglas County for the Town of Minden to sponsor the Amateur Barbeque Cook-Off (also known as Chillin’ and Grillin’) at the same time as the Minden Arts and Crafts Festival and Innliner Car Show, June 5-7, 2015. Approval of this request would include waiving fees associated with street closure and use of the Town of Minden - December 3, 2014 Page 5 ---PAGE BREAK--- Minden Town Board Minutes November 5, 2014 Page 2 of 5 CVIC Hall Kitchen and providing Town staff support of the event. Town approval would also include closure of Esmeralda between US Highway 395 and Sixth Street; Fifth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; Forth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; and Mono Avenue between 5th Street and Sixth Street from 6:00 am through 9:00 pm Saturday, June 6, 2015. Appearance by Kerry Hawk with Blue Sky Events. Ms. Stangle excused herself from this item as she is part of Minden Fest. Kerry Hawk noted that they are working with Ms. Stangle with her event, and things are in order for a joint event. Sharla Hales thanked the Board for the cooperation and said it has been a pleasure working with Ms. Stangle. They are hoping for 600 people to attend the event and are already advertising. Board comments included hoping that this would become a signature event in Minden, and kudos for everybody working together to make this happen. Public comment: None. Thaler/Condron moved to approve the request by Blue Sky Events and the Family Support Council of Douglas County for the Town of Minden to sponsor the Amateur Barbeque Cook-Off (also known as Chillin’ and Grillin’) at the same time as the Minden Arts and Crafts Festival and Innliner Car Show, June 5-7, 2015. Approval of this request would include waiving fees associated with street closure and use of the CVIC Hall Kitchen and providing Town staff support of the event. Town approval would also include closure of Esmeralda between US Highway 395 and Sixth Street; Fifth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; Forth Street from Mono Ave to the alley between Esmeralda Ave and US Hwy 395; and Mono Avenue between 5th Street and Sixth Street from 6:00 am through 9:00 pm Saturday, June 6, 2015. Motion carried unanimously with Stangle abstaining. 2.For possible action: Discussion and possible action to approve, approve with conditions, continue or a deny a request by Denise Collins, location scout for Kadota Productions to close Esmeralda Avenue from US Highway 395 to Sixth Street, Mono Avenue from Fifth Street to Sixth Street, and Fifth and Sixth Street from Mono to Esmeralda Avenue for no more than a single block of five consecutive hours total beginning no earlier than 6:30 am and ending no later than 6:30 pm on November 6th, 7th, 8th or 9th to film images to be used in advertising materials for the company. Appearance by Denise Collins, Location Scout and Manager, Scout Tahoe. Denise Collins gave background information for this request, noting that it would be a photo shoot for a sporting goods company. Public comment: A member of the public inquired if anything would be covered or changed on the street, and was told that nothing would be altered. Condron/Stangle moved to approve the request by Denise Collins, location scout for Kadota Productions, to close Esmeralda Avenue from US Highway 395 to Sixth Street, Mono Avenue from Fifth Street to Sixth Street, and Fifth and Sixth Street from Mono to Esmeralda Avenue for no more than a single block of five consecutive hours total beginning no earlier than 6:30 am and ending no later than 6:30 pm on November 6th, 7th, 8th or 9th to film images to be used in advertising materials for the company. Motion carried unanimously. 3.Not for possible action: Presentation by Town Staff with assistance from Andrea Seifert, Public Water System Compliance Supervisor, Nevada Department of Environmental Protection Bureau of Safe Drinking Water (NDEP) and Aaron Hughes, Training Specialist, Nevada Rural Water Association (NRWA) on Minden water chemistry and quality. Appearance by Jenifer Davidson, Town Manager, Greg Hill, Superintendent of Public Works, Andrea Seifert, NDEP, and Aaron Hughes NRWA. Town of Minden - December 3, 2014 Page 6 ---PAGE BREAK--- Minden Town Board Minutes November 5, 2014 Page 3 of 5 Ms. Davidson introduced the item. She gave a brief overview of the Town water system, with additional input from Mr. Scott. A PowerPoint presentation that included the town’s system of water connections, loopings, and blending of water as well as the sampling required. There is no treatment currently required as the Town meets all state standards for safe drinking water. Iron bacteria is a naturally occurring nuisance bacteria that can cause foul odor and corrosion, but is not harmful to the consumer. It is random in nature and it is not known why it is in some homes and not others. Jenifer Carr gave a presentation on Minden’s compliance with safe drinking water regulation. Aaron Hughes with NRWA noted there are several things that consumers can do inside their homes to lessen the chance of iron bacteria problems. Board discussion included how Minden compared to other systems in total coliform, and appreciation for the presentations. Public comment: Several members of the public commented on the issue. Comments included the possibility of looping of the water system, educating the public concerning this iron bacteria, what can be done to alleviate the possible effects of iron bacteria, frustration with home owner ability to get acceptable responses, including if the correct building codes are being followed, and hope for a collaborative resolution.. 4.For possible action: Discussion and possible action regarding a presentation by Town Staff on the projected possible water right needs of the Minden Water System based on existing and future development and the possible expansion of the Town’s service area over time. Appearance by Jenifer Davidson, Town Manager and Bruce Scott, Town Engineer. Condron presented the item and said the bottom line is about how much water we can share with others. Public comment: A member of the public requested clarification on the 1200 acre feet of water in the original agreement with the County; they are Town water rights and are included in the 9400 acre feet that the Town holds. Board decided that no action is needed and this can be used as a guide. 5.For possible action: Discussion and possible action to approve, approve with conditions, or deny a request by Town staff to place a Tank Level Monitor RTU with Ubiquiti Radio Communication on the Douglas County Water Tank located on Johnson Lane for an amount not to exceed $11,000 and to authorize the Chairman to Execute an interlocal agreement, in a form and substance acceptable to Town Counsel, with Douglas County for the Town to install and maintain the same. Appearance by Greg Hill, Minden Superintendent of Public Works and Bruce Scott, Town Engineer. Mr. Scott said that staff is recommending approval, as this will give us the ability to have active participation and better fulfill our obligations in the interlocal agreement as a water wholesaler. Board discussion included the limits of the Town’s obligation to provide this type of infrastructure and where the Minden system ends, that Douglas County has not been asked to help pay for this as it is a tool to use to better manage our system, and the thought that Douglas County should be the steward of their tank, as we have spent enough money for others. Board also voiced opinions about the need to do this to be a better wholesaler; as well as noting that the wholesale customers will be paying for it. Mr. Russell noted that this will not give us more liability. Public comment: Town of Minden - December 3, 2014 Page 7 ---PAGE BREAK--- Minden Town Board Minutes November 5, 2014 Page 4 of 5 Members of the public asked the Board to remember that the upgrade will be paid for with water rates as determined in the cycle, as well as the opinion that if the County owns the tank it is their responsibility. Stephans/Condron moved to place a Tank Level Monitor RTU with Ubiquiti Radio Communication on the Douglas County Water Tank located on Johnson Lane for an amount not to exceed $11,000 and to authorize the Chairman to Execute an interlocal agreement, in a form and substance acceptable to Town Counsel, with Douglas County for the Town to install and maintain the same. Motion carried with Mr. Bernard opposing. 6.For possible action: Discussion and possible action to modify the process to vet applicants and to recommend up to three names to the Douglas County Board of Commissioners for consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Appearance by Ryan Russell, Town Attorney. Mr. Russell gave an update on the process, including the changes that occurred after the last meeting and the need to decide the process at this meeting. Board discussion included the possibility of interviewing all nine candidates or narrowing the field of candidates at the current meeting after open deliberation, presenting one name to the County commission supported by all five board members, and the process to be followed when the candidates are interviewed. Public comment: Various members of the public commented on the process including the need to get genuine answers, encouragement to narrow the field this evening, and the need to find a person who will work with the Board and can think on their feet. The Board opted to nominate each member’s top candidates (up to five) at this meeting, with the three candidates with the most votes being brought back for the interview process. Each Board member gave their list of candidates; the highest numbers of votes were received by Sheila Kendrick, Robert Pumphrey, and Bill Souligny. Condron/Stangle moved to interview Sheila Kendrick, Robert Pumphrey, and Bill Souligny at a special meeting 5:00 p.m. on November 12, limiting each candidate to a grand total of 25 minutes with them speaking and subsequently answering questions from the Board. Motion carried with Thaler voting no. 7.For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include a Manager’s 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. Ms. Davidson gave a reminder about the Wildrose issue at the County commission meeting the next day. Mr. Hill gave updates on the drilling of the Heybourne well and the Gateway Park. He also gave an update on the status of the bee removal from the trees being cut down at Minden Park, and offered to make benches out of the wood from the trees. Public comment: None. 8.For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include an Engineering Report which may include discussion on streets, sidewalks, drainage, water issues and related items. Discussion may also include an update regarding work completed on the Trailhead project at Jake’s Wetlands, the Buckeye Well Project, the Minden- Gardnerville Sanitation District project on County Road and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. Town of Minden - December 3, 2014 Page 8 ---PAGE BREAK--- Minden Town Board Minutes November 5, 2014 Page 5 of 5 Mr. Scott referred to his written report and said there is nothing new to add. Public comment: None. 9.For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2014 evaluation of the Minden Town Manager. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Mr. Russell reviewed the process for the manager’s evaluation, noting he had received evaluations form each Board member. The process would include a possible merit, but would be separated from a renewal of contract. He presented the Board with the scores in each category, and gave the total score as two categories, expectations and goals. Each Board member commented on the job that Ms. Davidson has done including appreciation for her hard work, exceeding Board expectations, and raising the bar of expectations. Public comment: A member of the public noted that Ms. Davidson’s employees reflect her positive leadership, and expressed concern on the disconnect of the Board on the scores. Thaler/Condron moved to approve a 5% merit increase for Ms. Davidson based on her evaluation exceeding expectations, with direction for Ms. Davidson to bring proposed priorities and expectations for the coming year to the next meeting. Motion carried unanimously. PUBLIC COMMENT: A member of the public noted the need to take a hard look at how much water has been transferred versus how much we are pumping to our wholesale customers. A member of the public also suggested the possibility of recognizing the contributions of Mr. Don Bently for his major contributions to our community. REQUEST FOR AGENDA ITEMS: None ADJOURNMENT: Ms. Stangle moved to adjourn the meeting at 9:10 pm. Town of Minden - December 3, 2014 Page 9 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 10 ---PAGE BREAK--- A special meeting of the Minden Town Board was held at 5:00 p.m. on Wednesday, November 12, 2014, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Steve Thaler. Staff present: Jenifer Davidson and Ryan Russell. Mr. Bernard called the meeting to order at 5:00 p.m. The Pledge of Allegiance was led by Ms. Stangle. Condron/Stangle moved to approve the agenda. Motion carried unanimously. PUBLIC COMMENT: A member of the public, Mr. Ron Lange, expressed his support of Ms. Kendrick’s application to the Minden Town Board. Mr. Lange respectfully requested that his written letter of support be made part of the public record. A copy of that letter is attached hereto. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to interview applicants for possible recommendation to the Douglas County Board of Commissioners for consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Discussion shall include, in random order, interviews by the Board of the following applicants: Sheila Kendrick, Robert Pumphrey and William Souligny. Action may include formal recommendation of up to three names to the Douglas County Board of Commissioners for consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Each applicant shall be given 25 minutes to present themself and be interviewed by the board. The Board may deliberate and take possible action once all three interviews are complete. Appearance by Matt Bernard, Chairman of the Town Board. Public comment. The Chairman respectfully requested that Vice Chairwoman Stangle randomly draw the names of the applicants from a cup to determine the order of proceedings. Each applicant was given 25 minutes to present and be interviewed by the board in the following order: Robert Pumphrey, Sheila Kendrick and William Souligny. Each applicant provided information about their respective backgrounds, qualifications, interests and motivation for applying for the Board. Each applicant further answered similar questions about their vision for the Town of Minden and possible appointment to the Board. At the conclusion of the interviews, Board discussion included the difficulty in choosing between the three exceptional candidates, and the qualities of each. Public comment included discussion about the history and services of the Town, the future of the Town, and encouragement to look to the future of the Town and its needs when evaluating each of the candidates. Also under the public comment portion of this item, Ms. Davidson stated Minden Resident Ross Chichester contacted her office and requested that the Board be advised of his support for Mr. Souligny’s application. Following thoughtful and intelligent deliberation, Stephans/Condron moved to formally recommend William Souligny to the Douglas County Board of Commissioners for consideration of final appointment to the Minden Town Board upon departure of Steve Thaler during his current term. Motion carried unanimously. PUBLIC COMMENT: Public comment included discussion regarding the deliberation process and how the final selection was made. ADJOURNMENT: Mr. Condron moved to adjourn the meeting at 7:14 p.m. Motion carried unanimously. Town of Minden - December 3, 2014 Page 11 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 12 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 13 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 14 ---PAGE BREAK--- TOWN OF MINDEN PROCLAMATION NO. 2014P-001 A PROCLAMATION RECOGNIZING BOARD MEMBER STEVEN J. THALER FOR SIX YEARS OF DEDICATED SERVICE TO THE TOWN OF MINDEN WHEREAS, Steven J. Thaler has served as Minden Town Advisory Board Member for six years after being appointed by the Douglas County Board of Commissioners in January of 2009 and being elected to a four year term of office in January of 2012; and WHEREAS, Board Member Thaler served in a leadership capacity for the Town as the Vice Chairman of the Minden Town Board from January through December of 2011; and WHEREAS, during Board Member Thaler’s years of public service, he was appointed to various committees, serving as the Board representative to the Minden Citizen’s Advisory Committee, Policy and Procedure Review Committee, and delegate to the Carson Valley Arts Council; and WHEREAS, Board Member Thaler recognized the need for the Town of Minden to partner with Douglas County, Indian Hills, and Carson City to create an affordable solution which collectively addressed the water treatment needs of the region; and WHEREAS, Board Member Thaler’s knowledge of local government budgeting, policy and procedures proved invaluable in the Town’s efforts to successfully achieve its goals; and WHEREAS, due to his commitment to improving quality of life for Minden residents, Board member Thaler was a strong proponent of the Town of Minden County Streetscape Project, Trailhead at Jakes Wetlands, the Martin Slough Trail Improvements, the Valley Vison Plan, and the Gateway Center Right-of-Way improvements; and WHEREAS, Board Member Thaler enhances the lives of families in our community as evidenced by his support of community events including the Town Christmas Celebration, the Parade of Lights, the Town Fourth of July Celebration, the Carson Valley Days Breakfast in Minden Park, the Carson Valley Days Parade and Concerts in the Park; and WHEREAS, Board Member Thaler always had a final comment or question for board member consideration and discussion; NOW, THEREFORE, BE IT PROCLAIMED by the Minden Town Advisory Board along with Town of Minden Staff and residents, that Board Member Steven J. Thaler is commended for his commitment and dedication to the Town of Minden. We wish Steve all the best as he takes on his next role as a Douglas County Commissioner. Adopted this 3rd day of December 2014 MINDEN TOWN ADVISORY BOARD Matt Bernard, Chairman Roxanne Stangle, Vice Chair Charles Condron John Stephans Town of Minden - December 3, 2014 Page 15 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 16 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 17 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 18 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 19 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 20 ---PAGE BREAK--- December 3, 2014 Minden Town Board Meeting Administrative Agenda, Item Number 1 DATE: November 25, 2014 PREPARED BY: Jenifer Davidson, Minden Town Manager SUBJECT: For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by John Meyer, Douglas County Sheriff’s School Resource Officer at Douglas High School to extend the Resident Only Parking Zone on the West side of Pinewood Drive to Westwood Park in response to resident complaints regarding parking in the area. Appearance by John Meyer, Douglas County Sheriff’s School Resource Officer at Douglas High School. Public comment. PREVIOUS ACTION: June 1, 1994, Board Meeting: Board approved a request to designate residential parking only on Pinewood Drive. May 5, 1999, Board Meeting: Board adopted a resolution designating Residential Parking Only at 1760 Pinewood Drive, Westwood Manor, adding to the Douglas County Parking Ordinance #554, Douglas County Code 10.12.050 Regulations for parking within the Town of Minden, by Appendix C. June 7, 2006, Board Meeting: Board approved a request to paint the curb green/residential parking only at 1751 Pinewood Drive. BACKGROUND: This is the first of two hearings on a request to designate resident only parking as required by Douglas County Code. The Board must consider and notice this item again in a subsequent meeting before taking final action. Douglas County Code (DCC) 10.12.050 allows for the designation of resident only parking within the unincorporated Town limits subject to defined conditions and action by the Board. In summary, the designation of resident only parking may be granted if: 1) the home is located within one hundred feet (100’) of a commercial establishment, office or public gathering place, or is adversely affected by the operation of such a place or establishment; 2) the resident does not have space for two vehicles in off-street parking; 3) the resident can show compelling reason for reservation of this additional space; or, 4) the area otherwise meets the criteria of Nevada Revised Statutes or Douglas County Code for resident only parking. In accordance with DCC, Town staff conducted a preliminary study to determine if the request meets the established criteria. Staff has determined that the property currently meets the criteria for a resident only parking designation. The property is located within one hundred feet (100’) of two public gathering places, Douglas High School and Westwood Park, and the residents can show compelling reason for reservation of the space. If the request is granted, according to code, the applicant will need to pay the Town Seventy-Five Dollars ($75) for signage. Also, the applicant is required to pay actual cost of any replacement signage needed in the future. Because the request is made on behalf of a neighborhood, Town Staff are seeking direction from the Board regarding the fees. Town of Minden - December 3, 2014 Page 21 ---PAGE BREAK--- December 3, 2014 Minden Town Board Meeting Administrative Agenda, Item Number 1 FISCAL IMPACT: The fee paid by the applicant is established by Douglas County Code, but does not cover costs associated with procurement and installation of the signs which are closer to $350 each. STAFF RECOMMENDATION: Staff recommends the Board consider Staff’s preliminary study done on relation to the request by John Meyer, Douglas County Sheriff’s School Resource Officer at Douglas High School, to extend the Resident Only Parking Zone on the West side of Pinewood Drive to Westwood Park in response to resident complaints regarding parking in the area and direct staff to bring the matter back for consideration of approval at the next regular public meeting of the Board. At that meeting, the Board will vote on the request and announce its decision immediately. Staff also recommends the Board waive the fees associated with the request. ACTION TAKEN: Approved Continued Denied Approved with Conditions: Town of Minden - December 3, 2014 Page 22 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 23 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 24 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 25 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 26 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 27 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 28 ---PAGE BREAK--- December 3, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 2 DATE: __November 24, 2014 PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to approve, approve with modifications, continue or deny the revised Town of Minden Sidewalk Replacement Cost Sharing Policy. Appearance by Jenifer Davidson, Town Manager. Public comment. PREVIOUS ACTION: September 2, 2009, Board Meeting: The Board approved the Town of Minden Sidewalk Repair Cost Sharing Subsidy Program. BACKGROUND: The Town of Minden Sidewalk Repair Cost Sharing Subsidy Program was approved in 2009. The program “promotes the replacement of damaged sidewalks and encourages residents to repair any damaged sidewalk that abuts their property.” The goal of the program is to create a safe, walkable community. Town staff reviewed the program and made the suggested changes to make the policy more consistent with the revised Town of Minden Street Tree Program and the Town budget planning cycle. FISCAL IMPACT: Town Staff proposes that no more than $10,000 be set aside each year in the budget for this program. Because applications must now be submitted prior to the fiscal year cycle, requests can be considered by the Board as part of the fiscal year budgeting process. STAFF RECOMMENDATION: Staff recommends the Board approve the revised Town Minden Street Tree Program policy. ACTION TAKEN: Approved Continued Denied Approved with conditions: Town of Minden - December 3, 2014 Page 29 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 30 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 31 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 32 ---PAGE BREAK--- December 3, 2014 Minden Town Board Meeting Administrative Agenda, Item Number 3 DATE: __November 24, PREPARED BY: Jenifer Davidson, Town Manager Ryan Russell, Town Attorney SUBJECT: For discussion only: Update regarding the Town’s authority to establish speed limits and place traffic control devices in the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Public comment. PREVIOUS ACTION: February 5, 2014, Board Meeting: Board directed staff to draft a proposed resolution to locate stop signs at locations to be determined by staff having considered the input from the Citizen’s Advisory Committee and to bring that resolution back to the Board for approval and recommendation for a resolution to the Douglas County Board of Commissioners. March 5, 2014, Board Meeting: Board directed staff to bring back a proposal for placement of traffic control devices within the Town of Minden and to work with the County and Town of Gardnerville to address the speeding issue regionally. April 2, 2014, Board Meeting: Board approved a request by Staff to purchase radar signs to be placed at locations in the Town at Staff’s discretion. May, June, July Board Meetings: Staff reported to the Board regarding the traffic data collected by the radar signs. August 6, 2014, Board Meeting: Board directed staff to draft a proposed resolution to locate stop signs and possibly amend the ordinance to lower the speed limit in conjunction with working with Douglas County. September 3, 2014 Board Meeting: Board recommended to Douglas County to adopt a resolution to locate stop signs as depicted on the map and also directed staff to advocate to Douglas County staff and Board to reduce speed limits to 15 mph within the Town, including the Wildrose and Deseret area. November 6, Board of County Commissioners Meeting: Board continued both the item on the resolution on stop signs and the item on the ordinance regarding speed limits and directed staff to bring back all matters necessary to vest all traffic control measures in the Town(s) on all roads which are not state, federal, or county controlled. BACKGROUND: The Town of Minden Citizen’s Advisory Committee was formed in 2013 and meets regularly to discuss the needs and concerns of the Town. Among the first items brought forward by the Committee for discussion were complaints from residents living on Wildrose and Deseret Drive regarding speeding and public safety. This item appears on the agenda to provide the Board and members of the public an update regarding the status of the requests brought to the County Commission for Consideration. Town of Minden - December 3, 2014 Page 33 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 34 ---PAGE BREAK--- December 3, 2014, Minden Town Board Meeting Administrative Agenda Item 4 DATE: __November 21, PREPARED BY: Jenifer Davidson, Town Manager Greg Hill, Superintendent of Public Works SUBJECT: For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include a Manager’s 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. Public comment. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town of Minden - December 3, 2014 Page 35 ---PAGE BREAK--- December 2014 Public Works Report PROJECT UPDATES Heybourne Well- Stonehouse Drilling completed the well and conducted pump testing this month. The town collected a full range of water chemistry samples. Results from both are pending. C.O.D. – Street Lights have been installed Buckeye Well – Coons Construction is on site and installing the piping to connect the new well to the existing pipeline Gateway Project – V& C Construction has completed installation of the drainage piping, sidewalk, curbing and footings for the pillars and sign. The landscaping contractor has installed the irrigations and will be installing trees and sod soon. Minden Park – Sierra Peaks Tree Service Completed removing the last two Cottonwood Trees from Minden Park Hwy 395 Street Lights – Application for five additional street lights has been submitted to NV Energy. Project is waiting for approval, work will be done by NV Energy Town of Minden - December 3, 2014 Page 36 ---PAGE BREAK--- Public Works Report for December 2014 Trash Curbside Containers Residential 9 delivered 3 picked up Green Waste 6 delivered 0picked up Residential Dumpsters 22 out for 100 dumps Commercial Dumpster 0 routine repairs / 0 painted / 3 exchanged New Accounts Special event Water 1774 Ironwood Dr. – turn off water for customer repair 1119 Montecito – final inspection 1122 Las Brisas – water service line inspection 1760 Foxglove – water turn on 1603 Hwy 395 – replace faulty MXU 1768 Heather Ct. – replace faulty MXU 1758 Hwy 395 Units C & D – turn water on 1118 Las Brisas – water service inspection 1119 & 1121 Montecito – install meter idler for construction Westwood Home Owners Association – turn off all irrigation services 1053 Camellia Ct – Install water meter 1058 Wisteria – install water meter 1680 Mackland – customer complains of smelly water. Customer just installed new bathroom faucets. Suggested that customer disinfect the new fixtures. 1597 Tenth Street – Customer has black spots on toilet and shower. 1647 Lantana – Water turn off 1037 Pinion Pine – turn off water 1767 Bougainvillea Dr. – turn off water 1641 Minden Village Loop – turn off irrigation Gardnerville Ranch Sub-Division – conduct routine flushing Amber way Tank – repair altitude valve , tank was overflowing Advised customer on how to remove them CVIC/Building Routine maintenance and repairs Repaired lock on upstairs men’s room door Install Holiday decorations Town of Minden - December 3, 2014 Page 37 ---PAGE BREAK--- Grounds Routine Maintenance Routine pruning Routine aeration Routine fertilizer application Routine herbicide application Jakes – rebuild both aerator pumps- both pumps were not working Install Holiday decorations Streets Routine Sweeping Routine Street Light Inspection Routine herbicide application Install Holiday decorations Hours worked by the Public Works Department 10-27 thru 11-23-14 = 1686.5 Hours September October November December DEPARTMENT 2014 2014 2014 2014 TRASH 330.5 27.40% 424.5 26.89% 334.25 25.06% WATER – Retail 111.25 9.22% 138 8.74% 52.75 3.95% WATER – Wholesale (includes pumping & admin) 105.75 8.77% 155.5 9.85% 134.75 10.10% BUILDINGS 46.5 3.86% 15.5 0.98% 15 1.12% GROUNDS 274 22.72% 239 15.14% 103 7.72% CVIC 14.25 1.18% 28.25 1.79% 4.25 0.32% STREETS 81 6.72% 190.25 12.05% 52.5 3.94% VEHICLE MAINT. 43 3.57% 73.25 4.64% 64.75 4.85% PROJECTS / OTHER 0 0.00% 3 0.19% 7.75 0.58% EVENTS 4.5 0.37% 7.75 0.49% 355 26.61% ADMIN 195.25 16.19% 303.5 19.23% 210 15.74% Total Hours Worked 1206 100.00% 1578.5 100.00% 1334 100.00% Overtime / Comp Earned 10.5 / 12.0 16.0 / 15.0 13.0 /21.5 Time off / CompTime Used 333.5 / 0 309.0 / 0 306.0 / 12.0 Town of Minden - December 3, 2014 Page 38 ---PAGE BREAK--- December 3, 2014, Minden Town Board Meeting Administrative Agenda Item 5 DATE: __November 21, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to direct staff on relation to Staff Reports. Discussion shall include an Engineering Report which may include discussion on streets, sidewalks, drainage, water issues and related items. Discussion may also include an update regarding work completed on the Buckeye Well Project, Heybourne Well Project, County Road Streetscape Improvements and the Gateway Center Improvements. Appearance by Bruce Scott, Town Engineer. Public comment. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town of Minden - December 3, 2014 Page 39 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 40 ---PAGE BREAK--- December 3, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 6 DATE: __November 21, PREPARED BY: Ryan Russell, Town Attorney Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to approve, approve with modifications, continue, or deny the priorities and expectations for the 2015 performance evaluation of the Minden Town Manager. Appearance by Ryan Russell, Legal Counsel for the Town of Minden and Jenifer Davidson, Town Manager. Public comment. PREVIOUS ACTION: October 1, 2014 Board Meeting: The Board reviewed the form and process for the 2014 evaluation of the Minden Town Manager; and appointed the Town Attorney to collect the evaluations of each board member for summary, discussion, and possible action at the next regular meeting of the Minden Town Board. November 5, 2014, Board Meeting: Board conducted the 2014 evaluation of the Minden Manager and approved a 5% merit adjustment. BACKGROUND: Jenifer Davidson was appointed Minden Town Manager effective November 21, 2011. In section 10c. of the renewed “Employment Contract Between the Town of Minden and Jenifer Davidson” the Town agreed that it would schedule and participate in a “session to develop specific criteria for priorities and expectations to serve as the basis for EMPLOYEE’S annual evaluation” within the first 30 days after the date of the employee’s annual evaluation. MANAGER RECOMMENDATIONS FOR PRIORITIES AND EXPECATIONS: Attend the 2015 National Main Street Conference and report back to the Board regarding the information gathered while at the conference relevant to the Town. Draft and present a formal proposal regarding the possible creation of a Minden Main Street program for consideration by the Board. Conduct a new Board Member orientation and provide the new Board Member with the tools and information he will need in his role as Minden Town Board Member. Plan and participate in a strategic planning session with the Minden Board. The Town Manager will also prioritize implementation and pursuit of the strategic plan adopted by the Board as a result of this workshop. Review the Town of Minden organizational structure in conjunction with the retirement of key personnel and the compensation and classification study, and bring a recommendation regarding both to the Board for consideration. Update the Town of Minden Capital Improvement Plan. ACTION TAKEN: Approve Continue Deny Approve with conditions: Town of Minden - December 3, 2014 Page 41 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 42 ---PAGE BREAK--- December 3, 2014, Minden Town Board Meeting Administrative Agenda, Item Number 7 DATE: __November 21, PREPARED BY: Jenifer Davidson, Town Manager SUBJECT: For possible action: Discussion and possible action to 1) elect the Minden Town Board Chairman for calendar year 2015; and to 2) elect the Minden Town Board Vice-Chairman for calendar year 2015. Public comment. BACKGROUND: As stated in Article 4 “Officers” section A “Number” of the Bylaws for Town Meetings and Other Matters of Internal Governance of the Town of Minden (NRS 269.600): “The officers of the Town Board shall consist of chair and vice chair selected at the December meeting each year to serve a one year rotating term commencing January 1 of the succeeding year.” ACTION TAKEN: Approve Continue Deny Approve with conditions: Town of Minden - December 3, 2014 Page 43 ---PAGE BREAK--- Town of Minden - December 3, 2014 Page 44