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The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, August 2, 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, Ted Thran and Rachel Hamer Chairman Souligny called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Ms Stangle. PUBLIC COMMENT: A representative of Bently Enterprises gave an update on the Bently Heritage project. They are shooting for a public opening next spring. An update was given on the Minden/Tahoe Airport Air Show. Another member of the public thanked the staff and Board for their support of his grandson during an illness. APPROVAL OF AGENDA: Stangle/Radtke moved to approve the August 2, 2017 agenda as published. Motion carried unanimously. APPROVAL OF MINUTES: Radtke/Stangle moved to approve the minutes of the July 5, 2017 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: None CONSENT AGENDA: 1. Approval of the July 2017 financial report including claims paid June 23, 2017 through July 20, 2017 for Fiscal Year 2017. Bernard/Stangle moved to approve. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Eduardo and Susan A. Almeida, dba Minden Electric to lease 1604 Esmeralda Avenue, Suite 201, Minden, NV for $438 plus a $50 flat rate for utilities per month or an amount to be determined by the Board. Possible action may include authorizing the Chairman to execute a lease agreement with a one year lease term and a one year renewal option for the same in a format acceptable to Town Counsel. Appearance by Edurado Almeida, Minden Electric. Mr. Almeida explained why the business has come forward with this request as the business has expanded and they are looking for room to grow. Board comments included thanks to Minden Electric for being good renters but expressed concern over lack of meeting space outside of the Room. Public Comment: None ---PAGE BREAK--- Minden Town Board Minutes August 2, 2017 Page 2 of 5 After thoughtful and intelligent deliberation Stephans/Stangle moved to approve a request by Eduardo and Susan A. Almeida, dba Minden Electric to lease 1604 Esmeralda Avenue, Suite 201, Minden, NV for $438 plus a $50 flat rate for utilities per month or an amount to be determined by the Board. Possible action may include authorizing the Chairman to execute a lease agreement with a one year lease term and a one year renewal option for the same in a format acceptable to Town Counsel. Motion carried unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Karen Tye, a resident of Genoa Nevada, to purchase .08 Acre Feet of groundwater rights from the Town of Minden for $1,032, equivalent to $12,900 per acre foot previously set by the Town Board, plus all fees and costs associated with effecting the transfer of water rights incurred by the Town of Minden; and if approved, authorize the Chairman to execute the necessary documentation and agreement for the same in a format acceptable to Town Counsel. Appearance by Karen Tye. Ms. Tye explained why she came forward to the Town to purchase the water rights. Board Comments included clarification on where the property is located at, where it would be used, and if this binds us in any way to future requests. Mr. Russell stated that each of these requests can be taken as they come in and the Board can consider them individually. The Board also asked how Ms. Tye came to request the water rights from Minden instead of Douglas County. Public Comment: None After thoughtful and intelligent deliberation Stephans/Bernard approved a request by Karen Tye, a resident of Genoa, Nevada, to purchase .08 Acre Feet of groundwater rights from the Town of Minden for $1,032, equivalent to $12,900 per acre foot previously set by the Town Board, plus all fees and costs associated with effecting the transfer of water rights incurred by the Town of Minden; and if approved, authorize the Chairman to execute the necessary documentation and agreement for the same in a format acceptable to Town Counsel. Motion carried unanimously. 3. Not for possible action: Discussion and presentation by Leadership Douglas County regarding the Leadership Class Project and the Community Foundation. Appearance by representatives of the Douglas County Leadership Class. Sally Grant and Connie Billington of the 2017 Douglas County Leadership Class gave a presentation regarding the class project for the year. The goal was to assist with local non-profit organizations and funding needs, and the possible partnership with other organizations to manage estate endowments. The Board thanked them for the presentation. Public Comment: A member of the public expressed financial concerns with the low amount of start up for starting an endowment. 4. For possible action: Discussion and possible action to reconsider and recommend to Douglas County approval, approval with conditions, continue or denial of a revised and updated Master Plan Amendment application TOM-MPA-2017-02 under Douglas County (DA 17-028) in the Minden Community Plan. The subject application by And Away They ---PAGE BREAK--- Minden Town Board Minutes August 2, 2017 Page 3 of 5 Go, LLC is a request to amend the designated land use for (APNs 1320-30-702-026, 027, 028, and 029) from Commercial to Multi-Family Residential and the Zoning Map from TC (Tourist Commercial) and NC (Neighborhood Commercial) to MFR (Multi-Family Residential). The revised application includes a conceptual development plan for consideration and recommendation to Douglas County by the Town Board. Appearance by Keith Rueben, Director of Planning, RO Anderson Engineering. Mr. Bernard recused himself as he works for RO Anderson. Mr. Rueben gave the background on this request. Mr. Rueben explained that because there was no action from the Town Board nor the Planning Commission on this zoning change, they wanted to bring this back with some of the comments and concerns addressed for possible approval. Board discussion included the desire to keep the parcel single family homes, concern over the street size where the cul-de-sacs are and the size of the lots. Members of the Board thanked them for bringing this back with changes to address some of their previous concerns, but mentioned apprehensions about re-zoning if it was to sell and this conceptual plan being reverted back to all multi-family and what type of housing this would be. Public Comment: A member of the public mentioned the need to have the wider roads and the need to address traffic concerns if this conceptual plan goes forward. The Board went over the staff recommendation and sought clarification. Second Public Comment: None After thoughtful and intelligent deliberation Radtke/Stangle moved to recommend to Douglas County approval of a revised and updated Master Plan Amendment application TOM-MPA- 2017-02 under Douglas County (DA 17-028) in the Minden Community Plan. The subject application by And Away They Go, LLC is a request to amend the designated land use for (APNs 1320-30-702-026, 027, 028, and 029) from Commercial to Multi-Family Residential and the Zoning Map from TC (Tourist Commercial) and NC (Neighborhood Commercial) to MFR (Multi-Family Residential) with the condition that the Specific Plan include the conditions listed by Town Staff. Motion carried unanimously with Mr. Bernard recusing himself. 5. For possible action: Discussion and possible action to provide direction to Town Staff regarding the Minden Park Gazebo project including the status of the conceptual design for a courtyard expansion of the Park to include, but not be limited to, permanent/ semi- permanent closing of all or portions of 5th Street. Appearance by Jenifer Davidson, Town Manager and JD Frisby, Minden Superintendent of Public Works. Ms. Davidson explained why Staff had not brought this item before the Board earlier as there was feedback from the neighborhood that was not favorable to closing 5th Street. Board comments included; not wanting to close 5th Street, the concern over the condition of the restrooms under the gazebo, closing the restrooms altogether or possible re-location of the restrooms. Public Comment: Several residents expressed concerns about the closure of 5th Street with traffic issues, parking concerns and possible property values dropping. Some stated they had no desire to ---PAGE BREAK--- Minden Town Board Minutes August 2, 2017 Page 4 of 5 keep the restrooms open and others mentioned they were ok with leaving the temporary bathrooms on the street. After thoughtful and intelligent deliberation Stephans made a motion to give direction to cancel the permanent or semi-permanent closure of 5th Street and bathrooms in the Gazebo get closed down and the space used for storage. No second on the motion. No Action. The Board further discussed the options for direction to Staff on this item. After thoughtful and intelligent deliberation Souligny/Bernard made a motion to not proceed with the closure of 5th street, to defer consideration for bathrooms and retro fit gazebo for the strategic planning session in September. Motion carried with Stephans voting no. 6. For possible action: Discussion and possible action to create, adopt, approve, modify, amend, continue or deny a policy concerning the process through which staff expends funds from an approved budget for capital project(s). Discussion and possible action may include, without limitation, direction to staff on the specificity in capital budgets, manners in which the board is apprised of the status of capital projects and expenditure of funds therefor, and specific items which may require board approval. Appearance by William Souligny, Board Chairman. Mr. Souligny deferred to Mr. Stephans. Mr. Stephans explained the desire to keep better track of line items for projects for the Town, and to show the percentages of amounts paid and percentages for project completion. Other Board comments included the desire to get a better understanding of the process and the need to be more specific with the Board’s direction regarding the breakdown of how the budget for the projects are built for Staff to move forward on. Ms. Davidson mentioned that there are steps that Staff can add to the process to better clarify the information and increase communication as well as how the budgeting works for capital projects. Public comment: None Ms. Davidson brought forward a budget document at Mr. Stephan’s request regarding the percentage paid to the percentage completion and asked if this was something the Board would like to see collectively and at what frequency. After thoughtful and intelligent deliberation Stephans/Bernard moved to direct Staff to provide the Town of Minden Engineering and Capital Improvement Budget at a frequency of at least every month as part of the packet or to the Board more frequently if there are dramatic spikes with costs either way. The motion carried with Ms. Stangle voting no. 7. For possible action: Discussion and possible action to review and provide direction to Town Staff regarding the Town of Minden Development Application and Engineering Review Fee Schedule adopted in December 2016. Possible action may include directing Staff to revise the adopted Town of Minden Development Application and Engineering Review Fee Schedule to waive Master Plan Amendment application fees submitted during the Master Plan update process. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson brought this forward to the Board to discuss Douglas County’s policy of waiving fees during this Master Plan Amendment cycle. ---PAGE BREAK--- Minden Town Board Minutes August 2, 2017 Page 5 of 5 Board Comments included the desire to keep aligned with Douglas County. Public comment: None After thoughtful and intelligent deliberation Bernard/Radtke moved to provide direction to Staff to a revised adopted schedule to be consistent with the fee waivers of Douglas County and direct that the imposed fees for the current cycle be returned. Motion carried unanimously. 8. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Main Street Minden to provide a credit of $750 for one street closure event, and one free use of the CVIC Hall or Minden Park due to the displacement of Main Street Minden program for three months while repairs were made to suite 201. Appearance by Vice Chairman Matt Bernard, appointed representative to Main Street Minden. Mr. Bernard explained that Main Street Minden accepted Town Staff’s original offer. Public comment: None After thoughtful and intelligent deliberation Bernard/Radtke approved a request by Main Street Minden to provide a credit of $750 for one street closure event, and one free use of the CVIC Hall or Minden Park due to the displacement of Main Street Minden program for three months while repairs were made to suite 201. 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. Staff gave an update on several Public Works functions. The Board asked if there was a schedule for crack sealing and when the best time of year was. Public comment: None PUBLIC COMMENT: None ADJOURNAMENT: Mr. Bernard made a motion to adjourn the meeting at 7:57 P.M.