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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, February 5, 2020, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: Matt Bernard, Roxanne Stangle, John Stephans, Bill Driscoll and Susie Jackson. Staff present: Ryan Russell, JD Frisby, Jeff Cady, Seth Altamirano and Rachel Hamer. Chairman Stephans called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Bill Driscoll. PUBLIC COMMENT: Mr. Turner gave public comments on socialist ideals, property rights and Agenda 21. APPROVAL OF AGENDA: Bernard/Jackson moved to approve the February 5, 2020 Agenda. Motion carries unanimously. APPROVAL OF MINUTES: Driscoll/Jackson moved and seconded approval of the January 8, 2020 Board Meeting Minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None at the time. BOARD MEMBER REPORTS: Mr. Driscoll gave an update on the Chamber and that the last meeting was Bill Chernocks’ last meeting. CONSENT AGENDA: 1. Approval of the January 2020 financial report including claims paid December 27, 2019 through January 23, 2020 for Fiscal Year 19/20. Bernard/Stangle moved and seconded approval of the Consent Agenda. Motion carries unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to issue, issue with conditions, continue or deny TOWN OF MINDEN PROCLAMATION NO. 2020P-002: A proclamation declaring the week of February 2-8, 2020, as BURN AWARENESS WEEK in Minden, NV. Appearance by Robert Pohlman. Mr. Pohlman read the proclamation and gave additional information. Mr. Driscoll relayed his support of Shriners and the work that they do for children with burns. Mrs. Jackson and Ms. Stangle agreed with their thanks. Public Comment: None ---PAGE BREAK--- Minden Town Board Minutes February 5, 2020 Page 2 of 4 After thoughtful and intelligent deliberation Jackson/Stangle moved and seconded approval of TOWN OF MINDEN PROCLAMATION NO. 2020P-002: A proclamation declaring the week of February 2-8, 2020, as BURN AWARENESS WEEK in Minden, NV. Motion carries unanimously. 2. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a responsive bid from Gerhardt & Berry Construction, Inc. for the Fiscal Year 2019/2020 Waterline Replacement Project for an amount of $409,765.00 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 gave a brief description of the project and offered to answer any questions the Board may have. The Board did not have any questions. Public comment: None After thoughtful and intelligent deliberation Bernard/Stangle moved and seconded approval of a responsive bid from Gerhardt & Berry Construction, Inc. for the Fiscal Year 2019/2020 Waterline Replacement Project for an amount of $409,765.00. Approval includes authorization by the Chairman to execute an agreement for this project in a form acceptable to Town Counsel. Said Agreement also authorizes the Town Manager to execute change orders up to 10% of the contract amount. Motion carries unanimously. 3. For Possible Action: Discussion and possible action to accept, accept with conditions, continue or deny a reasonable and responsive bid for the 2020 Street Rehabilitation Project from Qualcon Contractors, Inc. in the amount of $477,207.00. If approved the Board may also authorize the Chairman to execute an agreement for the same on behalf of the Town. 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 gave a brief explanation of the project and the budgetary changes. Mr. Bernard thanked Mr. Frisby for doing much of the engineering in house and passing the cost savings on to the Town. Mr. Stephans asked if Staff was confident in the numbers since we are over budget. He wanted to make sure that the Board was aware of any possible overages and where the money was coming from. Public comment: None After thoughtful and intelligent deliberation Driscoll/Bernard moved and seconded approval of a reasonable and responsive bid for the 2020 Street ---PAGE BREAK--- Minden Town Board Minutes February 5, 2020 Page 3 of 4 Rehabilitation Project from Qualcon Contractors, Inc. in the amount of $477,207.00. Approval also includes authorization by the Chairman to execute an agreement for the same on behalf of the Town. Said Agreement may authorize the Town Manager to execute change orders up to 10% of the contract amount. Motion carries unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, or deny a response to the FY19 Audit Findings Report. Appearance by Seth Altamirano, Town Accountant Senior. Mr. Altamirano gave a brief explanation of the reasons for the audit and the Towns response to the findings. He made note that the Auditors did not find errors but that these were findings due to lack of documentation. Comments included appreciation of Staff and their diligence. Public comment: None 5. After thoughtful and intelligent deliberation Jackson/Stangle moved and seconded approval of the Town’s response in the form of a proposed action plan. Motion carries unanimously. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the Town of Minden’s proposed equipment acquisition list for Fiscal Year 2020/2021. This action may include discussion and approval of all or a portion of the equipment on the acquisition list. Appearance by JD Frisby, Town Manager. Mr. Frisby gave an explanation regarding the requested vehicles and equipment and a cost explanation and fund allocation of each. Mr. Stephans asked questions regarding the trash fund and the transfer of the funds to streets and where the reserve levels would be if all the requested vehicles were approved. Ms. Jackson and Ms. Stangle relayed comments regarding the wear and tear of the vehicles and expressed the need to keep things up for safety. Mr. Bernard expressed concern over the trash fund transfer. Mr. Frisby mentioned that there may be a cap on the ability to transfer out but that Staff would follow up. Mr. Stephans expressed a need to address this before it gets worse and the desire to make the transfer each year. Public comment: Mr. Pohlman asked the Board to look at the future needs for Trash with the addition of new homes. ---PAGE BREAK--- Minden Town Board Minutes February 5, 2020 Page 4 of 4 After thoughtful and intelligent deliberation Bernard/Stangle moved and seconded approval of the Town of Minden’s proposed equipment acquisition list for Fiscal Year 2020/2021 as presented. Motion carries unanimously. 7. 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 Jeff Cady, Public Works Superintendent and JD Frisby, Town Manager. Mr. Cady offered to answer any questions the Board may have. Ms. Stangle asked where Staff was in the metering project. Mr. Frisby gave an update of various projects and offered to answer any questions that the Board may have. Public comment: None PUBLIC COMMENT: Mr. Turner gave comments regarding socialism. ADJOURNMENT: Ms. Stangle moved to adjourn the meeting at 6:33pm.