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N L V 1) A The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, March 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, Trish Koepnick, Ryan Russell and Bruce Scott. Chairman Bernard called the meeting to order at 5:30 P.M. The Pledge of Allegiance was led by John Stephans. Ms. Davidson noted that consent agenda item number 2 was requested to be removed from the agenda. Condron/Stangle moved to approve the agenda as amended. Motion carried unanimously. Thaler/Condron moved to approve the minutes of the January 22, 2014 Water Workshop and the February 5, 2014 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Ms. Davidson noted the donation of $2,000 by Minden for updates to the CVIC Hall. ACKNOWLEDGEMENT OF SERVICE AWARDS None PUBLIC COMMENT: Robert McMillan read a letter from the newspaper concerning senior citizens. STAFF REPORTS 1. Public Works: report by Greg Hill Mr. Hill gave an update on Well 7, Buckeye Well 9, Jake’s Wetlands, and the Heybourne Booster. 2. Engineering Report: report by Bruce Scott Preliminary plans have been submitted to the County on the trailhead and work proceeds on the design portion of Gateway with NDOT. They are reviewing data in order to plan well drilling that will result in lower arsenic levels. 3. Manager’s Report: report by Jenifer Davidson Ms. Davidson said that staff is working on a grant for improvements to County Road from 8th to 10th street. We are awaiting the official grant award letter for the 2nd trailhead grant. 4. Board member committee reports: Event Planning- Roxanne Stangle said we are moving forward on planning on Carson Valley Days breakfast and 4th of July. A commitment has been given by all board members for both. Minden Water- Charlie Condron said that the 2nd water workshop has been deferred until mid-April. Budget Planning - John Stephans said we are off to a good start on the process for the new budget. New Development Applications- John Stephans said the old Town maintenance facility is having an appraisal done by Bently. Citizen’s Advisory Committee- Steve Thaler noted the item on tonight’s agenda. 5. Chairman Report: None CONSENT AGENDA FOR POSSIBLE ACTION 1. Approval of February 2014 financial report including claims paid January 24, 2014 through February 20, 2014. ---PAGE BREAK--- Minden Town Board Minutes March 5, 2014 Page 2 of 4 2. Approval of a request to set a lease amount ($488) and approve a new lease for Debra White-Orr, dba 5th Street Salon, in the CVIC Hall Annex, 1604 Esmeralda Avenue, Suite 202 effective May 1, 2014. The proposed new lease would provide for a one-year lease term with a renewal option. (Removed from the consent agenda) 3. Approval of the First Amendment to the Contract for Services of Independent Contractor, made by and between Amber Waldburger (“Contractor”) and the Town of Minden (“Town”), an unincorporated town and a political subdivision of the State of Nevada. Condron/Thaler moved to approve items 1 and 3 (Item 2 was removed) of the consent agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to provide additional direction to staff on the Board’s motion for staff to propose a resolution to locate stop signs where staff feels they would be best suited with consideration for the input provided by the Citizens and the Citizen’s Advisory Committee. Discussion may include alternative means of addressing the issue regarding speeding in the area. Appearance by Jenifer Davidson, Minden Town Manager. Ms. Davidson gave an update including the summary of the engineer’s report, which does not support the use of stop signs for speed control. Staff recognizes an issue; the Board was asked to consider possible alternatives to address resident’s concerns of speeding. One alternative is radar speed limit signs; these would be solar powered speed limit signs that display the actual speed of passing vehicles and can collect data. Board discussion included collecting more data, figuring out the best solution without jumping into something too quickly Board discussion included support for radar signs that collect data and working with Gardnerville on a joint solution to this issue. Public Comment: Various members of the public expounded on the need to address this issue and encouraged the Board to move forward with public safety in mind. A show of hands from the audience showed support for the radar signs. Following intelligent and thoughtful deliberation, Thaler/Stangle moved to direct staff to bring back a proposal for placement of traffic control devices within the Town of Minden and work with the County and Gardnerville to address the speeding issue regionally. Motion carried unanimously. 2. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by Bruce MacKay Pump & Well Service in the amount of $68,660 for a test well located at the Town of Minden Heybourne Booster Station site and authorize the Chairman to execute an agreement for the same on behalf of the Town. Appearance by Jenifer Davidson, Minden Town Manager. Ms. Davidson said that staff recommended the approval. Public comment: A member of the public commented on wholesale water and the building of wells. Following intelligent and thoughtful deliberation, Condron/Thaler moved to approve a bid by Bruce MacKay Pump & Well Service in the amount of $68,660 for a test well located at the Town of Minden Heybourne Booster Station site and authorize the Chairman to execute an agreement for the same on behalf of the Town. Motion carried unanimously. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to send the Town Manager and a designated representative of the Town ---PAGE BREAK--- Minden Town Board Minutes March 5, 2014 Page 3 of 4 Board to attend the National Main Streets Conference May 18-20th, 2014 in Detroit Michigan. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson noted that at the Strategic Planning Workshop there was an emphasis placed on investigating a Main Street program. This conference would be the first step and she asked the Board to consider sending a representative from the Town Board to attend with her. The conference is designed for managers and board members. Board discussion included how this would be a good first step to gather information, addressing all of our “Main Streets”, the investment in the Town, input we might get from businesses in Minden, what we can learn from Gardnerville and their volunteer Board, and the possibility of having a business owner attend. Public comment: Various members of the public encouraged the Board to support this, noting that the key to the program is volunteers. They also encouraged the Board to use this program to create a walkable Minden. Following intelligent and thoughtful deliberation, Thaler/Condron moved to approve a request to send the Town Manager and a designated representative of the Town Board to attend the National Main Streets Conference May 18-20th, 2014 in Detroit, Michigan, with conditional approval of a third party from the business community if it is in the budget. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a change order to the contract with A&A Construction, Inc. for an amount not to exceed $4,355.60 for work performed in conjunction with the Town of Minden Well 7 rehabilitation project. Appearance by Bruce Scott, Town Engineer. Mr. Scott gave the background of the need for the change order, and Mr. Hill gave explanations on how he authorized additional fittings, assuming there was a contingency built into the budget for the project. Mr. Scott said that typically we would have a contingency on the agreement so there would be flexibility within the approved budget. Public comment: None Following intelligent and thoughtful deliberation, Condron/Stangle moved to approve a change order to the contract with A&A Construction, Inc. for an amount not to exceed $4,355.60 for work performed in conjunction with the Town of Minden Well 7 rehabilitation project. Motion carried unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the proposed dedication of waterline easements to the Town of Minden related to the Minden Tractor Supply Project. Appearance by Bruce Scott, Town Engineer. Mr. Scott noted that existing water and sewer facilities had been in the way of the building construction of Tractor Supply. Improvements are verified to be properly installed and new easements are recorded. Public comment: None. Ms. Davidson read a letter dated 4-13-2013 written by Robb Hellwinkel. She added that the conditions he is requesting are part of the staff recommendation. Following intelligent and thoughtful deliberation Stangle/Condron moved to accept dedication of waterline easements to the Town of Minden related to the Minden Tractor Supply Project. Motion carried unanimously. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request by Town Staff to participate in the Douglas County Employee Compensation Study at a cost to the Town not to exceed $2,000. Appearance by Jenifer Davidson, Minden Town Manager. ---PAGE BREAK--- Minden Town Board Minutes March 5, 2014 Page 4 of 4 Ms. Davidson said that the Town follows County Personnel Policy; this includes doing reviews and comparisons of compensation. The cost for the Town’s participation in this study is based on the Town’s number of employees. Ms. Davidson read a letter from the Douglas County Human Resources Director encouraging Town participation. Public Comment: A member of the public questioned why the Town would pay for this when the information should be made public without paying. Ms. Davidson noted that without our participation the study would not target any Town employees; to have the most relevant action we would have to include our employees. Board discussion included the value of this type of study, and the importance of getting good representation to have employees put into the right categories. Following intelligent and thoughtful deliberation, Thaler/Stephans moved to approve a request by Town Staff to participate in the Douglas County Employee Compensation Study at a cost to the Town not to exceed $2,000. Motion carried unanimously. Final Public Comment: Sandy Deyo requested the Board to keep a close eye on the road district and who is going to control which roads, as it might cost the Town a lot of money. Request for agenda items: None Mr. Stephans motioned for adjournment at 8:07 p.m.