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7 , h c oTow nta f Minden NEVADA A Special Meeting of the Minden Town Board was held at 7:00 a.m. on Thursday, July 22, 2010, at the Town Board and Manager’s Office, CVIC Hall Annex, 1604 Esmeralda Avenue, Suite 201, Minden, Nevada. Board members present: Ross Chichester, Bob Hadfield, Dave Sheets, John Stephans, and Steve Thaler. Staff present: George Keele, Trish Koepnick, Bruce Scott, and Roger Van Alyne. 1. Meeting was called to order by Robert Hadfield. 2. Pledge of Allegiance was led by Bob Hadfield. 3. Stephans/Chichester moved for approval of agenda as published. Motion carried unanimously. 4. Public Comment: None 5. Discussion and possible action to Examine and Award, Continue, or Reject bid for the Buckeye Road/East Valley Water Line Improvements to the lowest responsive and responsible bidder. Staff recommends award to V&C Construction, in the amount of $772,729.20; and if bid is awarded, authorize Chairman to execute an Agreement for same. Appearance by Town Engineer. Mr. Scott said that the V&C bid came in $350,000 less than the engineer’s estimate. This is mainly a labor job because we have purchased materials. V&C is the local company that took over the job on the 16 inch Buckeye waterline when the school district kicked the contractor off the job. They have a multi-million dollar bonding capacity; there will be a certified payroll requirement for prevailing wage. Coordination with Ferguson (suppliers) and the delivery of materials will be established with anticipated start time in early to mid-August. The piping will be done at the tank end first and come down Buckeye to Orchard. We do not anticipate any water flow or de-watering issues. Public comment: a. Bob Pohlman asked for dust control on Heybourne Road when the dirt is pulled out of Monterra. Mr. Sheets noted that we seem to have a great working relationship with V&C and he is pleased with the bid. Chichester/Stephans moved to approve the low bidder V&C Construction in the amount of $772,729.20; and authorize the Chairman to sign a contract. Motion carried unanimously. 6. Discussion and possible action to Approve, Approve with Conditions, Continue, or Deny a request from Q&D Construction, on behalf of the Town, to solicit from vendors proposals to provide the pre-engineered metal buildings in the proposed Buckeye Maintenance Facility. Appearance by Town Manager and Town Engineer. Mr. Van Alyne said that we had a meeting with Q&D and Ganther Melby to evaluate the status of the new maintenance facility. The current estimate is 3.2 million dollars; we had a dialogue on making changes to save on overall costs. The redesign of the site work for the new booster station will help reduce the costs of the maintenance ---PAGE BREAK--- Minden Town Board Special Meeting Workshop July 22, 2010 Page 2 of 3 facility. Among items discussed was that if we can solicit proposals for the metal building soon we could help reduce costs. This does not obligate anything at this time. Mr. Scott said that it is critical to get this information in order to come up with tight bid costs for the facility. The front portion is offices and reception, etc., the second part is a metal building for storage that is attached, and the third is a garage type metal building. The information from the proposals will help us decide on phasing and is a step toward making a decision on how and if we phase. The current booster pump station on Buckeye Road is not big enough to handle the substantial increase in size in regards to piping, pumps, etc. If we relocate the booster pump station off of Buckeye Road, it will allow us to keep the existing pump station in service longer and will provide a better site layout. This will require a small surface easement from Edgewood Company and will allow us to be further from Bently. The plan shown tonight reflects proposed changes from Q&D. It allows circulation in front and helps the costs of the maintenance facility by separating the Booster pump station improvements from the facility. We are about $700,000 less than our preliminary estimates because of the savings on the pipe bid and the savings from the waterline construction bids that have been awarded. The estimate on the tank is 2.5 million dollars and the well site would be in the triangular landscaping area. Mr. Stephans questioned why the costs went up from the budgeted two million dollars. Mr. Chichester said we need to look at ways to mitigate back down to the budgeted amount. Mr. Van Alyne said that we are looking at this aggressively and the changes on the booster station will lower the facility costs. We have already lowered costs by eliminating finished flooring in some areas, looking at reducing electrical costs, and doing some installs and purchases ourselves. We will be reducing to two enclosed bays from five. There is not a lot of fluff in these buildings. Mr. Scott said that when we get some hard costs we can bring the information to the board and talk about possible phasing and what to do to get to original budgeting. Public Comment: a. Bill Souligny questioned the possible revenue coming from the existing shop. Mr. Hadfield said that we are working on different options, and Mr. Keele said there definitely will be revenue from old facility. b. Robert McMillan questioned what consideration has been given to the flood plain and the access if it is flooded. Mr. Scott said that we have definitely planned for that because of both Douglas County and FEMA. We will be raising the building above the flood plain and making sure that we will not be adversely affected by a 100 or 500 year flood. We will be able to get to Buckeye Road. Mr. Hadfield said that he is confident that the equipment will be able to get to the town. Chichester/Sheets moved to approve the request of Q&D Construction on behalf of the Town, to solicit from vendors proposals to provide the pre-engineered metal buildings in the proposed Buckeye Maintenance Facility. Motion carried unanimously Mr. Hadfield said that before adjournment he would like everyone to know that we received half of the 10 million dollars from Carson City, and presumed it is invested well through the county. Since we have the money and we are starting the construction process, accounts should be set up and the money should be ready to flow. The Town Board felt that there should be a factor for future concerns in the water rate. Mr. Van Alyne sad he has been approached to do that very thing. He is also involved in how to set up fund 640 for retail and wholesale. He has been in contact with the county treasurer about the initial 5 million, which we will need for immediate construction, and we are looking at investment of remainder. On a side note, Mr. Hadfield expressed concern about property taxes and the public perception of abatements, etc. Assessed valuation declines does not necessarily mean decline in the taxes. Mr. Scott outlined what was going on in terms of construction projects. The water tank is out to bid with award of bid on the August agenda. Next project will be the pipeline on the north side of Buckeye from Heybourne to Booster pump station which will be a winter project. We are working on the design for line ---PAGE BREAK--- Minden Town Board Special Meeting Workshop July 22, 2010 Page 3 of 3 called Lucerne waterline, which will have quite a bit of paving and probably go to bid this winter. We anticipate bidding equipment for the booster pump stations before the buildings. Bob Pohlman asked the status of the appraisal for the Winhaven Garden property. Mr. Van Alyne said that we have the appraisal and the status will be discussed at the August board meeting. Mr. Pohlman said that next year’s association budget will be up for approval in September. 7. Adjournment: Chichester/Thaler motioned to adjourn the meeting at 8:40 a.m.