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Town of Minden February 6, 2019 Town Board Meeting ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, January 9, 2019, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: John Stephans, Matt Bernard, Bill Driscoll, Roxanne Stangle and Glen Radtke. Staff present: Ryan Russell, JD Frisby, Jeff Cady, Rachel Hamer and Marcie Schurke. Chairman Radtke called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Matt Bernard. PUBLIC COMMENT: Mr. Turner gave public comments on items not related to the agenda. APPROVAL OF AGENDA: Stephans/Bernard moved to approve the January 9, 2019 Agenda. Motion carries unanimously. APPROVAL OF MINUTES: Stephans/Stangle moved and seconded approval of the December 5, 2018 Board Meeting minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None CEREMONIAL PRESENTATIONS 1. TOWN OF MINDEN PROCLAMATION NO. 2019P-001: A proclamation declaring the Month of January as National Radon Action Month in Minden. Mr. Frisby read the proclamation for the Nevada Cooperative Extension for January being National Radon Month in the Town of Minden and presented the Proclamation to the Nevada Cooperative Extension. The Cooperative Extension thanked the Board for their time and invited the public to the meeting later in the month regarding radon. BOARD MEMBER REPORTS: Mr. Radtke said that there is a need for a representative at the League of Cities and Mr. Bernard said that he would attend. Mr. Stephans said that he was willing to work with Staff during the budget cycle. Mr. Driscoll said he would be happy to be a representative to the Carson Valley Chamber. CONSENT AGENDA: 1. Approval of the November 2018 financial report including claims paid October 26, 2018 through November 22, 2018 for Fiscal Year 18/19. 2. Approval of annexation by Mack Land & Cattle Company for a portion of APN 1320-32-201- 006. Chairman Radtke corrected Consent Item #1 to read as Approval of the December 2018 financial report including claims paid November 29, 2018 through December 27, 2018 for Fiscal Year 18/19. Stephans/Stangle moved and seconded approval of the Consent Agenda item #1 with the changes as specified by Mr. Radtke. Motion carries unanimously. Mr. Bernard recused ---PAGE BREAK--- Minden Town Board Minutes January 9, 2019 Page 2 of 4 himself from Consent item Stephans/Stangle moved to approve Consent Agenda item Motion carries 4-0 with Bernard abstaining. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions or deny a request by the Friends of Dangberg Home Ranch for an antique car show event on August 23rd from 3:00pm to 10:00pm and August 24th from 8:00am to 4:00pm. The request includes a request to waive fees associated with street closures and street closures of Esmeralda Avenue from Third Street to Sixth Street; Fourth Street from the alley between US Hwy 395 and Esmeralda to Mono Avenue; Fifth Street from the alley between US Hwy 395 and Esmeralda to Mono Avenue; Mono Avenue between Fifth Street and Sixth Street. Appearance by Mark Jensen from the Dangberg Home Ranch. Mr. Jensen gave a brief overview of the request and the event. This is the first year this event has come forward to the Board. Ms. Stangle asked for the event to notice the nearby homes and businesses when this is happening so they are aware of the closures. Mr. Bernard expressed concern over parking and access during business hours. Public Comment: None After thoughtful and intelligent deliberation Stephans/Bernard moved to approve a request by the Friends of Dangberg Home Ranch for an antique car show event on August 23rd from 3:00pm to 10:00pm and August 24th from 8:00am to 4:00pm. Approval includes a waiver of fees associated with street closures and street closures of Esmeralda Avenue from Third Street to Sixth Street; Fourth Street from the alley between US Hwy 395 and Esmeralda to Mono Avenue; Fifth Street from the alley between US Hwy 395 and Esmeralda to Mono Avenue; Mono Avenue between Fifth Street and Sixth Street. Motion carried unanimously. 2. For possible action: Discussion and possible action to review and provide direction to Town Staff regarding the specification package prepared for the renovation of the restroom facility for the Minden Park Gazebo restrooms. Appearance by JD Frisby, Town Manager. Mr. Frisby gave an explanation on what Staff is proposing and asked for direction regarding a couple items. Mr. Stephans asked to keep more grass in the park and asked about flush-less urinals. Mr. Bernard and Mr. Radtke agreed about the grass and asked about the budget for the project. Public comment: None Board comments to Staff were to look at not including the sidewalk by the ramp and doing waterless urinals but with a stub out for plumbing just in case. The Board asked JD if he had a good understanding of what they were thinking and he said he was ready to move forward with the comments. 3. For possible action: Discussion and possible action to provide direction to Town Staff regarding the proposed process for the development, review, consideration and possible approval of the ---PAGE BREAK--- Minden Town Board Minutes January 9, 2019 Page 3 of 4 Final Fiscal Year 2019/2020 Town of Minden Budget. Appearance by Marcie Schurke, Accountant Sr. and JD Frisby, Town Manager. Mr. Frisby presented the budget cycle calendar to the Board and offered to answer any questions. Mr. Stephans appreciated the work of staff and the communication. Fellow Board members also agreed that having a schedule was helpful and wished to continue with the presented calendar. Mr. Radtke asked for clarification regarding the CIP. Public comment: None The Board asked if Staff had any questions and they agreed that they knew what the next steps were. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny Town of Minden Resolution #2019R-007 augmenting the FY2018/2019 budget. Appearance by Marcie Schurke, Accountant Sr. and JD Frisby, Town Manager. Mr. Frisby said the augment is the roll over from last year and offered to answer any questions. Public comment: None After thoughtful and intelligent deliberation Stephans/Stangle moved and seconded to approve the Town of Minden Resolution #2019R-007 augmenting the FY2018/2019 budget as presented. Motion carried unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny the revised CVIC Hall Rental Policy with an effective date to be determined by the Board. Appearance by Rachel Hamer, Administrative Services Manager. Ms. Hamer offered to answer any questions the Board may have on the proposed policy. The Board thanked Staff for looking at the policy and bringing it forward. Public comment: None After thoughtful and intelligent deliberation Bernard/Stephans moved and seconded to approve the revised CVIC Hall Rental Policy effective January 9, 2019. Motion carried unanimously. 6. 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 & JD Frisby, Town Manager. Mr. Cady and Frisby gave an update on various Town functions. The recycling bin will be delivered on Tuesday. Mr. Frisby asked for direction regarding design standards. Mr. Radtke asked the Board to discuss the process for the design standards. Several Board members said that they would like to look at it sooner rather than later and there is the possibility ---PAGE BREAK--- Minden Town Board Minutes January 9, 2019 Page 4 of 4 of looking at the engineering pool to see what the Town might be able to get back to help Staff. The Board discussed putting it out to the pool for assistance and to put together a scope. The discussion was to bring back the results of the SOQ from the pool for the Board to review. Public comment: Mr. Pohlman asked for clarification on what the Town would rather have versus what the County is currently doing. After thoughtful and intelligent deliberation Bernard/Stephans moved and seconded to direct Staff to prepare a Statement of Qualification to complete the Town’s guidelines and when a candidate has been selected to bring it back to the Board for review and approval. Motion carried unanimously. PUBLIC COMMENT: Mr. Turner continued his public comment on various items. ADJOURNMENT: Ms. Stangle moved to adjourn the meeting at 6:33pm. ---PAGE BREAK--- General AdVal Trash Cap Equip Wholesale Water Deposit 24,785.52 $ - $ 54,290.70 $ 517.95 $ 9,715.06 $ 7,831.64 $ - $ Fund Account Number (Verify Fund Account) Vendor Invoice Number Description Claim Amount Total M-T-D 1/3/2019 635 635.912.510.150 Trash Board Compensation Stephans, John Jan 2019 Board Compensation 500.00 $ 5,100.00 $ 500.00 $ 1/3/2019 635 635.912.510.150 Trash Board Compensation Driscoll, Bill Jan 2019 Board Compensation 500.00 $ 5,100.00 $ 1,000.00 $ 1/3/2019 635 635.912.510.150 Trash Board Compensation Bernard, Matt Jan 2019 Board Compensation 500.00 $ 5,100.00 $ 1,500.00 $ 1/3/2019 635 635.912.510.150 Trash Board Compensation Radtke, Glen Jan 2019 Chairman Board Compensation 550.00 $ 5,100.00 $ 2,050.00 $ 1/3/2019 635 635.912.510.150 Trash Board Compensation Stangle, Roxanne Jan 2019 Board Compensation 500.00 $ 5,100.00 $ 2,550.00 $ 1/3/2019 630 630.916.532.015 General Maint & Repair Sierra Pacific Turf Supply, 0541829-IN Fertilizer 1,463.00 $ 47,500.52 $ 4,013.00 $ 1/3/2019 630 630.916.532.015 General Maint & Repair Sierra Pacific Turf Supply, 0541833-IN Pre-Mergant 1,600.00 $ 47,500.52 $ 5,613.00 $ 1/3/2019 630 630.917.532.001 General Op. Supplies Parts House 836390 shop supplies 42.94 $ (1,654.53) $ 5,655.94 $ 1/3/2019 630 630.916.520.118 General Vehicle Maintenance OuParts House 836489 truck 4208 maintenance 33.98 $ 5,015.53 $ 5,689.92 $ 1/3/2019 630 630.917.532.015 General Maint & Repair Parts House 836740 garage door maintenance bmf 3.99 $ 1,082.45 $ 5,693.91 $ 1/3/2019 630 630.917.532.015 General Maint & Repair Parts House 836837 garage door maintenance bmf 21.45 $ 1,082.45 $ 5,715.36 $ 1/3/2019 630 630.916.520.118 General Vehicle Maintenance OuParts House 838021 truck 4007 maintenance 36.95 $ 5,015.53 $ 5,752.31 $ 1/3/2019 630 630.915.520.118 General Veh Maint Outside RepaParts House 838457 sweeper 3003 bulbs 8.98 $ 1,124.28 $ 5,761.29 $ 1/3/2019 630 630.916.520.118 General Vehicle Maintenance OuParts House 838462 truck 4007 maintenance 113.58 $ 5,015.53 $ 5,874.87 $ 1/3/2019 635 635.912.520.118 Trash Veh. Maint Outside Parts House 838478 truck 5016 maintenance 167.49 $ 25,400.46 $ 6,042.36 $ 1/3/2019 630 630.917.520.118 General Veh Maint - Outside Parts House 838561 truck 5217 maintenance (61.00) $ 3,237.01 $ 5,981.36 $ 1/3/2019 630 630.916.532.015 General Maint & Repair Parts House 838656 mower maintenance 38.24 $ 47,500.52 $ 6,019.60 $ 1/3/2019 640 640.913.520.118 Water Veh. Maint Outside Parts House 838657 truck 2802 maintenance 4.65 $ 4,392.67 $ 6,024.25 $ 1/3/2019 639 639.919.520.118 Wholesale Veh. Maint Outside Parts House 4.65 $ 892.67 $ 6,028.90 $ 1/3/2019 630 630.915.532.015 General Maint & Repair Parts House 838814 crack sealer maintenance 20.53 $ (52,527.40) $ 6,049.43 $ 1/3/2019 630 630.915.532.015 General Maint & Repair Parts House 838876 crack sealer maintenance 31.45 $ (52,527.40) $ 6,080.88 $ 1/3/2019 630 630.916.520.118 General Vehicle Maintenance OuParts House 839241 truck 4007 maintenance 17.25 $ 5,015.53 $ 6,098.13 $ 1/3/2019 635 635.912.520.078 Trash Printing & Binding A.B.E. Printing 16063 newsletters 357.50 $ 754.83 $ 6,455.63 $ 1/3/2019 640 640.913.520.078 Water Printing & Binding A.B.E. Printing newsletters 357.50 $ 454.84 $ 6,813.13 $ 1/3/2019 630 630.916.521.100 General Pro Services Elevator Corp [PHONE REDACTED] Elevator Maintenance 846.19 $ 2,105.38 $ 7,659.32 $ 1/3/2019 636 636.918.521.100 Cap Equip Professional Services Brue Alan Race PO 2019-00000064 P4P Update 517.95 $ 57,879.02 $ 8,177.27 $ 1/3/2019 639 639.919.520.055 Wholesale Telephone Expense Frontier 783-7569 1/2019 Phone for heybourne booster 12/28/18-1/27/1 103.12 $ 1,237.90 $ 8,280.39 $ 1/3/2019 630 630.916.532.015 General Maint & Repair Desert Star Landscaping TOM1218 landscaping 3,480.00 $ 47,500.52 $ 11,760.39 $ 1/3/2019 640 640.913.520.136 Water Rents & Leases Equip Pitney Bowes [PHONE REDACTED] postage meter lease 187.32 $ (715.15) $ 11,947.71 $ 1/3/2019 635 635.912.520.136 Trash Rents & Leases Equip Pitney Bowes 09/1/18-12/31/18 187.32 $ (1,839.99) $ 12,135.03 $ 1/10/2019 635 635.912.520.116 Trash Veh. Maint Co Shop Douglas County Vehicle Maint 12/1-12/31/18 31070 31142 2,392.24 $ (7,019.62) $ 14,527.27 $ 1/10/2019 635 635.912.533.802 Trash Small Equip Otto Enbironmental Systems N INV-18120 Trash Totes 26,973.40 $ (6,973.40) $ 41,500.67 $ 1/10/2019 630 630.911.533.800 General Office Supplies Pitney Bowes [PHONE REDACTED] Postage Machine Ink 113.04 $ 1,876.01 $ 41,613.71 $ 1/10/2019 630 630.911.520.200 General Training & Education Douglas County Procurement 12/2018 Frisby NACO Conference 250.00 $ 4,510.00 $ 41,863.71 $ 1/10/2019 630 630.916.532.001 General Op. Supplies Douglas County Procurement 12/2018 M. Brown CVIC Misc 26.55 $ 1,489.34 $ 41,890.26 $ 1/10/2019 640 640.913.521.200 Water Engineering Sunrise Engineering Inc. 0099310 Engineering Service Water System Amendme 2,748.50 $ 17,521.50 $ 44,638.76 $ 1/10/2019 630 630.911.550.034 General Special Events Douglas County Procurement 12/2018 A. Brown Gazebo Lighting 115.52 $ 11,565.83 $ 44,754.28 $ 1/10/2019 635 635.912.521.140 Trash Physicals Douglas County Procurement 12/2018 A. Brown CDL Physicals 150.00 $ 350.00 $ 44,904.28 $ 1/10/2019 635 635.912.520.052 Trash Applicant License Douglas County Procurement 12/2018 A. Brown Smith CDL 88.25 $ 261.75 $ 44,992.53 $ 1/10/2019 635 635.912.532.015 Trash Maint & Repair Douglas County Procurement 12/2018 A. Brown Dumpster Repair & Paint 1,158.18 $ 1,499.13 $ 46,150.71 $ 1/10/2019 640 640.913.532.015 Water Maint & Repair Douglas County Procurement 12/2018 A. Brown Buckeye Booster Heater 269.00 $ 156.24 $ 46,419.71 $ 1/10/2019 630 630.916.520.088 General Utilities Minden Gardnerville Sanitation VR911-850 CVIC Hall 311.33 $ 8,158.80 $ 46,731.04 $ 1/10/2019 630 630.916.520.088 General Utilities Minden Gardnerville Sanitation VR911-851 BMF 93.84 $ 8,158.80 $ 46,824.88 $ 1/10/2019 640 640.913.520.088 Water Utilities Minden Gardnerville Sanitation VR911-852 93.84 $ 2,197.04 $ 46,918.72 $ 1/10/2019 635 635.912.520.088 Trash Utilities Minden Gardnerville Sanitation VR911-853 93.84 $ 2,778.77 $ 47,012.56 $ 1/10/2019 630 630.911.521.100 General Professional Services Allison Mackenzie Ltd. 182904 General Town Matters 2,743.57 $ 56,740.87 $ 49,756.13 $ 1/10/2019 639 639.919.521.106 Wholesale Water Rights Admin Resource Concepts, Inc. 18-1842 Douglas County Water Rights 991.25 $ (10,439.35) $ 50,747.38 $ 1/10/2019 639 639.919.521.106 Wholesale Water Rights Admin Resource Concepts, Inc. 18-1840 DOCO Water Rights Research 1,508.75 $ (10,439.35) $ 52,256.13 $ 1/10/2019 630 630.911.521.200 General Engineering Resource Concepts, Inc. 18-1841 Klauber Ranch 1,351.25 $ 6,843.75 $ 53,607.38 $ 1/10/2019 639 639.919.521.200 Wholesale Engineering Resource Concepts, Inc. 18-1839 Wholesale Water 407.50 $ 12,042.50 $ 54,014.88 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Ace Hardware 129675 Shop Heaters 39.98 $ 1,082.45 $ 54,054.86 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Ace Hardware 129754 Gate Repair 37.33 $ 1,082.45 $ 54,092.19 $ 1/10/2019 639 639.919.532.015 Wholesale Maint & Repair Ace Hardware 129771 Wwater well house maintenance 20.60 $ 29,702.78 $ 54,112.79 $ 1/10/2019 635 635.912.532.015 Trash Maint & Repair Ace Hardware 129785 Dumpster Maintenance 28.17 $ 1,499.13 $ 54,140.96 $ 1/10/2019 630 630.916.532.015 General Maint & Repair Ace Hardware 129815 CVIC Hall Maintenance 4.29 $ 47,500.52 $ 54,145.25 $ 1/10/2019 639 639.919.532.015 Wholesale Maint & Repair Ace Hardware 129865 Wwater well maintenance 27.77 $ 29,702.78 $ 54,173.02 $ 1/10/2019 630 630.917.532.001 General Op. Supplies Ace Hardware 129927 Drill Bit 44.99 $ (1,654.53) $ 54,218.01 $ 1/10/2019 630 630.917.532.001 General Op. Supplies Ace Hardware 129928 Drill Bit Return (44.99) $ (1,654.53) $ 54,173.02 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Bing Materials 184641 Base for Shop 136.22 $ 1,082.45 $ 54,309.24 $ 1/10/2019 639 639.919.520.194 Wholesale Cell Phones AT&T Mobility 832479668x01022019 Cellular Service 269.34 $ 2,379.05 $ 54,578.58 $ 1/10/2019 640 640.913.520.194 Water Cell Phones AT&T Mobility Cellular Service 269.34 $ 379.06 $ 54,847.92 $ 1/10/2019 635 635.912.520.194 Trash Cellular Phone AT&T Mobility Cellular Service 269.35 $ (620.95) $ 55,117.27 $ 1/10/2019 630 630.915.532.015 General Maint & Repair Construction Sealants and Sup r125442 crack seal 4,527.50 $ (52,527.40) $ 59,644.77 $ 1/10/2019 630 630.911.520.055 General Telephone Expense Frontier 1/1/19 TOM 782-2495, 782-5976 436.02 $ 1,996.33 $ 60,080.79 $ 1/10/2019 635 635.912.520.055 Trash Telephone Expense Frontier 782-2957, 782-5097 142.45 $ 654.93 $ 60,223.24 $ 1/10/2019 639 639.919.520.055 Wholesale Telephone Expense Frontier 142.44 $ 1,237.90 $ 60,365.68 $ 1/10/2019 640 640.913.520.055 Water Telephone Expense Frontier 142.46 $ 2,154.95 $ 60,508.14 $ 1/10/2019 630 630.916.532.003 General Gas & Oil Flyers Energy, LLC CFS1787677 Fuel-Parks 123.47 $ 937.03 $ 60,631.61 $ 1/10/2019 635 635.912.532.003 Trash Gas & Oil Flyers Energy, LLC Fuel-Trash 944.03 $ 15,926.09 $ 61,575.64 $ 1/10/2019 640 640.913.532.003 Water Gas & Oil Flyers Energy, LLC Fuel-Rwater 44.62 $ 1,621.08 $ 61,620.26 $ 1/10/2019 639 639.919.532.003 Wholesale Gas & Oil Flyers Energy, LLC Fuel-Wwater 44.61 $ 2,025.15 $ 61,664.87 $ 1/10/2019 630 630.917.532.001 General Op. Supplies Meeks Lumber & Hardware 1139618I Dump Truck 2902 Tarp 28.49 $ (1,654.53) $ 61,693.36 $ 1/10/2019 630 630.916.532.001 General Op. Supplies Inland Supply 1015186 CVIC Hall Supplies 500.04 $ 1,489.34 $ 62,193.40 $ 1/10/2019 630 630.916.532.001 General Op. Supplies Inland Supply 1015855 CVIC Hall Supplies 253.37 $ 1,489.34 $ 62,446.77 $ 1/10/2019 630 630.916.532.001 General Op. Supplies Inland Supply 1016085 CVIC Hall Supplies 53.32 $ 1,489.34 $ 62,500.09 $ 1/10/2019 630 630.916.532.001 General Op. Supplies Inland Supply F000965 Finance Charge 7.50 $ 1,489.34 $ 62,507.59 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Alsco-Reno LREN1428161 Shirts 65.72 $ 1,082.45 $ 62,573.31 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Alsco-Reno LREN1430238 Shirts 50.44 $ 1,082.45 $ 62,623.75 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Alsco-Reno LREN1432331 Shirts 50.44 $ 1,082.45 $ 62,674.19 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Alsco-Reno LREN1434420 Shirts 50.44 $ 1,082.45 $ 62,724.63 $ 1/10/2019 630 630.917.532.015 General Maint & Repair Alsco-Reno LREN1428160 Mops Mats 14.70 $ 1,082.45 $ 62,739.33 $ 1/10/2019 630 630.916.532.015 General Maint & Repair Alsco-Reno LREN1430237 Mops Mats 14.70 $ 47,500.52 $ 62,754.03 $ 1/10/2019 630 630.916.532.015 General Maint & Repair Alsco-Reno LREN1432330 Mops Mats 14.70 $ 47,500.52 $ 62,768.73 $ 1/10/2019 630 630.916.532.015 General Maint & Repair Alsco-Reno LREN1434419 Mops Mats 14.70 $ 47,500.52 $ 62,783.43 $ 1/10/2019 635 635.912.520.136 Trash Rents & Leases Equip Ricoh USA, Inc. 62050040 contract Lease 25285772 103.01 $ (1,839.99) $ 62,886.44 $ 1/10/2019 635 635.912.520.136 Trash Rents & Leases Equip Ricoh USA, Inc. 62050026 Support 21.84 $ (1,839.99) $ 62,908.28 $ 1/10/2019 630 630.915.532.015 General Maint & Repair Carson City Treasurer 48577 street sweeper spoils 403.70 $ (52,527.40) $ 63,311.98 $ 1/10/2019 635 635.912.520.197 Trash Landfill Carson City Treasurer 48576 12/18 Landfill 12,678.82 $ 86,081.90 $ 75,587.10 $ 1/10/2019 630 630.915.532.015 General Maint & Repair Douglas County Procurement 12/2018 Cady Roads 244.15 $ (52,527.40) $ 75,831.25 $ 1/10/2019 630 630.911.532.040 General Employee Awards xmas party 500.00 $ - $ 76,331.25 $ 1/10/2019 630 630.917.532.015 General Maint & Repair shop supplies 215.85 $ 1,082.45 $ 76,547.10 $ 1/10/2019 630 630.916.532.015 General Maint & Repair cvic hall 49.97 $ 47,500.52 $ 76,597.07 $ 1/10/2019 639 639.919.532.015 Wholesale Maint & Repair wwater booster fan 159.95 $ 29,702.78 $ 76,757.02 $ 1/10/2019 630 630.911.533.800 General Office Supplies Douglas County Procurement 12/2018 Hamer Office supplies 130.24 $ 1,876.01 $ 76,887.26 $ 1/10/2019 630 630.911.550.034 General Special Events events 489.72 $ 11,565.83 $ 77,376.98 $ Consent #1 - January 2019 Paid Claims Paid M-T-D DATE Date Paid Funds Available After Claims Paid ---PAGE BREAK--- 1/10/2019 630 630.916.550.001 General Misc Expenses board meetings 30.19 $ (30.19) $ 77,407.17 $ 1/10/2019 630 630.916.532.015 General Maint & Repair CVIC Hall Maintenance 19.27 $ 47,500.52 $ 77,426.44 $ 1/10/2019 630 630.916.532.001 General Op. Supplies CVIC Hall Operating supplies 39.13 $ 1,489.34 $ 77,465.57 $ 1/17/2019 639 639.919.562.000 Wholesale Capital Projects Bryant Electric 857 Well 2 Wiring Portable Generator Project #19 3,284.25 $ 211,863.00 $ 80,749.82 $ 1/17/2019 630 630.917.533.806 General Software IWorQ Systems 158783 Work Order Mgmt Software 150.00 $ (2,158.80) $ 80,899.82 $ 1/17/2019 635 635.912.533.806 Trash Software 150.00 $ 4,349.12 $ 81,049.82 $ 1/17/2019 640 640.913.533.806 Water Software 150.00 $ 4,349.13 $ 81,199.82 $ 1/17/2019 639 639.919.533.806 Wholesale Software 150.00 $ 850.00 $ 81,349.82 $ 1/17/2019 630 630.917.532.003 General Gas & Oil Flyers Energy, LLC 19-832203 5W-40 Motor Oil for shop 416.19 $ (1,353.84) $ 81,766.01 $ 1/17/2019 639 639.919.532.003 Wholesale Gas & Oil 19-835906 Oil for the Wells 331.44 $ 2,025.15 $ 82,097.45 $ 1/17/2019 635 635.912.532.015 Trash Maint & Repair Clark Pest Control Inc. 23350636 Pest away services BMF 100.00 $ 1,499.13 $ 82,197.45 $ 1/17/2019 630 630.917.532.015 General Maint & Repair 100.00 $ 1,082.45 $ 82,297.45 $ 1/17/2019 639 639.919.521.100 Wholesale Pro. Services Sierra Controls LLC 120096 Well 3/Buckeye Booster Troubleshooting 1,154.53 $ 27,606.64 $ 83,451.98 $ 1/17/2019 635 635.912.533.806 Trash Software CivicPlus 179799 Website 826.88 $ 4,349.12 $ 84,278.86 $ 1/17/2019 640 640.913.533.806 Water Software Website 826.87 $ 4,349.13 $ 85,105.73 $ 1/17/2019 630 630.916.520.187 General Internet Expense WSCA-County Verizon Nov-26 to Dec-25 ipad tablets 282.87 $ (2,147.12) $ 85,388.60 $ 1/17/2019 640 640.913.520.060 Water Postage / PO Box Rent Pitney Bowes Purchase Powe TOMinden 1/2019 postage charge 673.67 $ 531.63 $ 86,062.27 $ 1/17/2019 635 635.912.520.060 Trash Postage / PO Box Rent 1,347.32 $ (627.85) $ 87,409.59 $ 1/17/2019 640 640.913.520.136 Water Rents & Leases Equip Ricoh USA, Inc. [PHONE REDACTED] Usage blk&white and color 95.79 $ (715.15) $ 87,505.38 $ 1/17/2019 635 635.912.520.136 Trash Rents & Leases Equip Buckeye and Esmeralda 95.79 $ (1,839.99) $ 87,601.17 $ 1/17/2019 630 630.911.521.100 General Professional Services Douglas County Clerk-Treasur 110618TOM Election Fees 642.39 $ 56,740.87 $ 88,243.56 $ 1/17/2019 640 640.913.521.100 Water Pro. Services TLC Integration Systems 422 Loggers Well 1 Retail Water 1,800.00 $ 23,200.00 $ 90,043.56 $ 1/24/2019 639 639.919.520.088 Wholesale Utilities Southwest Gas [PHONE REDACTED]-1-19 Bougain Pump 41.12 $ 149,914.33 $ 90,084.68 $ 1/24/2019 630 630.916.520.088 General Utilities Southwest Gas [PHONE REDACTED] 1-19 CVIC Hall 378.67 $ 8,158.80 $ 90,463.35 $ 1/24/2019 639 639.919.520.088 Wholesale Utilities Southwest Gas [PHONE REDACTED] 1-19 1330 Buckeye Booster 394.91 $ 149,914.33 $ 90,858.26 $ 1/24/2019 630 630.915.520.088 General Utilities Southwest Gas [PHONE REDACTED] 1-19 Buckeye Stoarge 74.10 $ 37,188.19 $ 90,932.36 $ 1/24/2019 630 630.916.520.088 General Utilities Southwest Gas [PHONE REDACTED] 1-20 Buckeye Stoarge 74.10 $ 8,158.80 $ 91,006.46 $ 1/24/2019 639 639.919.520.088 Wholesale Utilities Southwest Gas [PHONE REDACTED] 1-19 1330 Buckeye Road 107.65 $ 149,914.33 $ 91,114.11 $ 1/24/2019 640 640.913.520.088 Water Utilities Southwest Gas [PHONE REDACTED] 1-20 1331 Buckeye Road 107.65 $ 2,197.04 $ 91,221.76 $ 1/24/2019 635 635.912.520.088 Trash Utilities Southwest Gas [PHONE REDACTED] 1-21 1332 Buckeye Road 322.94 $ 2,778.77 $ 91,544.70 $ 1/24/2019 630 630.915.520.088 General Utilities Southwest Gas [PHONE REDACTED] 1-22 1333 Buckeye Road 35.87 $ 37,188.19 $ 91,580.57 $ 1/24/2019 630 630.916.520.088 General Utilities Southwest Gas [PHONE REDACTED] 1-23 1334 Buckeye Road 71.77 $ 8,158.80 $ 91,652.34 $ 1/24/2019 630 630.917.520.088 General Utilities Southwest Gas [PHONE REDACTED] 1-24 1335 Buckeye Road 71.77 $ 527.25 $ 91,724.11 $ 1/24/2019 630 630.916.520.187 General Internet Expense Spectrum Business 552991011619 Internet 89.98 $ (2,147.12) $ 91,814.09 $ 1/24/2019 630 630.916.532.015 General Maint & Repair ProtoKleen 6235 Steam Cleaning CVIC Exhaust 495.00 $ 47,500.52 $ 92,309.09 $ 1/24/2019 630 630.917.532.003 General Gas & Oil Flyers Energy, LLC CFS1808879 Fuel-Public Works 90.36 $ (1,353.84) $ 92,399.45 $ 1/24/2019 630 630.916.532.003 General Gas & Oil Flyers Energy, LLC CFS1808880 Fuel- Parks 244.91 $ 937.03 $ 92,644.36 $ 1/24/2019 630 630.915.532.003 General Gas & Oil Flyers Energy, LLC CFS1808881 Fuel- Streets 113.59 $ 150.53 $ 92,757.95 $ 1/24/2019 635 635.912.532.003 Trash Gas & Oil Flyers Energy, LLC CFS1808882 Fuel- Trash 935.44 $ 15,926.09 $ 93,693.39 $ 1/24/2019 640 640.913.532.003 Water Gas & Oil Flyers Energy, LLC CFS1808883 Fuel- Rwater 60.43 $ 1,621.08 $ 93,753.82 $ 1/24/2019 639 639.919.532.003 Wholesale Gas & Oil Flyers Energy, LLC CFS1808884 Fuel-WWater 60.43 $ 2,025.15 $ 93,814.25 $ 1/24/2019 630 630.916.532.015 General Maint & Repair Clark Pest Control Inc. 23357237 Pest away services CVIC Hall 115.00 $ 47,500.52 $ 93,929.25 $ 1/24/2019 639 639.919.520.120 Wholesale Lab Testing UNR Board of Regents Nevad 63977 Water Samples 510.75 $ 7,160.12 $ 94,440.00 $ 1/24/2019 630 630.917.511.187 General Uniform Allowance Smith, Judge Walmart 1/10/19 Reimbursement for Pant Purchase 43.84 $ (125.73) $ 94,483.84 $ 1/24/2019 630 630.917.511.187 General Uniform Allowance Smith, Judge Walmart 1/10/19 Reimbursement for Pant Purchase 46.89 $ (125.73) $ 94,530.73 $ 1/24/2019 635 635.912.532.015 Trash Maint & Repair Consolidated Fabricators, Corp 195220 Dumpster lids 2,151.70 $ 1,499.13 $ 96,682.43 $ 1/24/2019 635 635.912.532.015 Trash Maint & Repair 195558 Dumpster lid ears 54.74 $ 1,499.13 $ 96,737.17 $ 96,737.17 $ Total Claims Paid ---PAGE BREAK--- February 6, 2019, Minden Town Board Meeting Consent Agenda, Item Number 2 DATE: __January 23, 2019 PREPARED BY: Rachel Hamer, Administrative Services Manager SUBJECT: Approval of a request by Douglas County Parks and Recreation to waive park rental fees, provide staff to monitor the park, assist with cleanup of the events and provide trash dumpsters at no charge for each concert in the park and to contribute Town Funds not to exceed $5,000 in fiscal year 2019-2020 to sponsor the 2019 Summer Concert Series, and two concerts in the 2020 Summer Concert Series. Approval of the request will include: closure of Fifth Street between Esmeralda and Mono Avenue from 7:00am to 9:00pm and Esmeralda Avenue from 5th Street to 6th Street from 5:00pm to 9:00pm May 24th, June 21st , July 5th, August 2nd and August 30th for the 2019 Summer Concert Series. PREVIOUS ACTION: The Town has waived the fees for this event for over 17 years and has approved sponsorship of the event since the 2011 concert series. BACKGROUND: The Douglas County Parks & Recreation GE Family Concert series has called Minden Park home since its inception. In addition to the requested funding, sponsorship by the Town of Minden would include waiving street closure and rental fees for Minden Park, providing staff to monitor the Park during each concert, and providing trash dumpsters at no charge for each concert. Street closure fees are $500.00 per day, usage of the park comes with street closures. The Town provides two staff members to support the series, averaging 4 hours per concert, yielding a direct cost to the Town of approximately $130 per concert. The Town also provides trash dumpsters, additional trash cans, and bags for the trash cans. The total cost of trash service is approximately $92 per concert. Also it should be noted eight regular duty hours are dedicated to assisting with the facilitation and set up of each concert. FISCAL IMPACT: The waiver of street closure fees would be $2500.00. The direct costs to the Town including labor, trash service and the requested funding for fiscal year 2019-2020 would total $6110.00. The total direct and indirect cost to the Town would be $8610.00 if the full amount of the request is approved. ACTION TAKEN: Approved Continued Denied Approved with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- February 6, 2019, Minden Town Board Meeting Administrative Agenda, Item Number 1 DATE: __January 26, 2019 PREPARED BY: JD Frisby, Town Manager SUBJECT: For possible action: Discussion and possible action in relation to possible alternate well sites in the Heybourne Meadows Subdivision boundary for an additional Town of Minden well. Discussion and possible action may include without limitation direction to Staff to initiate discussions with landowners of possible locations for the acquisition of a property interest in such land within the Heybourne Meadows Subdivision boundary upon which to locate and operate an additional well. Appearance by JD Frisby. Public comment. PREVIOUS ACTION: November 7, 2018, Board Meeting: Board directed Town Staff to explore the possibility of relocating the well site located within the Heybourne Meadows Subdivision to a location within the Town boundaries. BACKGROUND: The Town of Minden currently owns a parcel located in Phase I of the Heybourne Meadows Subdivision (formerly known as The Ranch at Gardnerville). This parcel was dedicated to the Town in 2012 for a future well site. This site is located within the Towns water service boundary but not within the physical Town Boundaries. At the November Town Board meeting, Town Staff discussed in Staff reports the possible options of working with one or possibly two landowners with this area and relocate the well site to within the Town Boundary. Based on the direction presented at that meeting, the Town Staff has worked with property owners and their consultants to come up with two possible options. FISCAL IMPACT: Unknown at this time and will depend on Board direction. Town would incur all cost if rezoning or any land use elements are required to be changed to facilitate a well site. STAFF RECOMMENDATION: Staff recommends the Board provide additional direction the Town Staff regarding the options presented of a possible new well site. Possible action may include providing direction to Town Staff the ability to work with property owners in determining a necessary lot size and logistics of converting parcel into a well site. ACTION TAKEN: Approve Continue Deny Approve with conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- February 6, 2019, Minden Town Board Meeting Administrative Agenda, Item Number 2 DATE: January 23, 2019 PREPARED BY: Rachel Hamer, Administrative Services Manager SUBJECT: For possible action: Discussion and possible action to regarding a request by Douglas County for the Town of Minden to commit to possibly contributing to the construction of Muller Parkway, at such future time that project shall commence, and in an amount to be determined by the Board at the time any request is formally brought forth. Appearance by JD Frisby. Public comment. PREVIOUS ACTION: November 7, 2018 Minden Town Board Meeting: The Board directed Staff to draft a letter of support signed by the Chairman of the Board addressed to the Douglas County Board of Commissioners supporting the construction of Muller Parkway. BACKGROUND: Muller Parkway has been identified as a priority for the Minden Town Board and is an integral part of the update to the Plan for Prosperity and the Valley Vision. STAFF RECOMMENDATION: Staff recommends that the Board give direction to Staff in regards to a request by Douglas County for the Town of Minden to commit to possibly contributing to the construction of Muller Parkway. ACTION TAKEN: Approve Continue Deny Approve with conditions: ---PAGE BREAK--- February 6, 2019 Minden Town Board Meeting Administrative Agenda, Item Number 3 DATE: __January 31, 2019_____ PREPARED BY: Rachel Hamer, Administrative Services Manager SUBJECT: For possible action: Discussion and possible action to accept, accept with conditions or deny a proposal from Northern Nevada Hardwood Floors to refinish the floors of the CVIC Hall in an amount not to exceed $19,105.00. Appearance by Rachel Hamer, Administrative Services Manager. Public comment. PREVIOUS ACTION: None BACKGROUND: In July of 2018 the floors of the CVIC Hall were refinished by another company for the cost of $3141.00. After a month of usage, Staff found that there were pieces of the finish peeling off. The company returned and attempted to fix the problems. As time has gone on, the floor was peeling all over. Staff contacted the company to have them remove the peeling layer. After several days of sanding and attempting to remove it, it was apparent it would not work. Staff reached out other flooring companies to determine the next steps. The Town sought out two proposals. Northern Nevada Hardwood Floors came in lower with a cost of $5.00 per square foot and the second was from Celtic Hardwood Flooring with $6.00 per square foot. Both companies agreed that the floors need to be completely stripped and refinished. Staff has identified time in the calendar that could accommodate the 1-1 ½ weeks of work. FISCAL IMPACT: The cost would be taken out of Maintenance and Repair in the General Fund. Town Staff has also reached out to the original company in requesting a full refund. RECOMMENDATION: Staff recommends the Board approve a proposal from Northern Nevada Hardwood Floors to refinish the floors of the CVIC Hall in an amount not to exceed $19,105.00. ACTION TAKEN: Approved Continued Denied Approved with Conditions: ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- February 6, 2019 Minden Town Board Meeting Administrative Agenda, Item Number 4 DATE: __January 23, PREPARED BY: JD Frisby, Town Manager Marcie Schurke, Town Accountant Jeff Cady, Town Superintendent of Public Works SUBJECT: For possible action: Discussion and possible action to adopt, adopt with conditions, continue or deny a Town of Minden Capital Improvement Plan for Fiscal Year 2020. Possible action may include discussion and approval of all or a portion of the projects on the Capital Improvement Plan. Capital Improvement projects for discussion may include but not be limited to the following: Westwood Park restrooms and upgrades, Jake’s Wetland and trailhead upgrades, sidewalk and streetscape improvements, Minden Gateway improvements, the Martin Slough Fishing Pond Project, and undergrounding utilities on US Highway 395. Appearance by Marcie Schurke, Senior Accountant and JD Frisby, Town Manager. Public comment. PREVIOUS ACTION: Each year the Board reviews the proposed Capital Improvement Plan for the upcoming Fiscal Year. BACKGROUND: The Town of Minden Capital Improvement Plan (CIP) is an important planning tool that is used to link the Town's physical development planning with fiscal planning. This plan improves the link between capital improvement requests and the Town’s Strategic Planning Goals. As part of the Town's budget process, Nevada State law requires the annual submission of a 5-year CIP, as well as the specific fiscal year Board approved projects with available funding (NRS 354.5945). Pursuant to NRS, if a project is not included in the fiscal year budget, the Board may not take any action on the project until a subsequent fiscal year. Exceptions can be made for emergency maintenance and repair projects. Each year during the Town of Minden Strategic Planning meeting (typically in the fall) Town Staff bring the Board approved Town of Minden Capital Improvement Plan to the Board for discussion. At this meeting the Board reviews and provides direction to Town Staff regarding existing projects, discusses the need/desire for new projects and prioritizes a final list for budget planning purposes. Attached for Board information is the Staff recommended Town of Minden 10 year Capital Improvement Plan and a project description and budget for each of the below referenced projects. Based on previous direction from the Board, Town Staff assembled and prioritized the following Capital Improvement Projects for FY20: Road Rehabilitation Projects Sidewalk and Pathway Upgrades Street Sealing Program Purchase of Capital Equipment (Retail Water) Water Line Replacements Westwood Park Improvements (Wholesale Water) VFD replacement for Buckeye Booster ---PAGE BREAK--- February 6, 2019 Minden Town Board Meeting Administrative Agenda, Item Number 4 (Wholesale Water) Well Rehab Other potential projects for the Board to consider might include: 10th Street to US 395 Sidewalk Connection Jake's Wetlands Trailhead Improvements Minden Gateway Improvements Martin Slough Fishing Pond US Highway 395 Underground and Streetscape Street Sweeper FISCAL IMPACT: The projects selected by the Board will be included in the FY2020 Budget with funds designated from the appropriate fund. STAFF RECOMMENDATION: Staff recommends the Board approve a Town of Minden Capital Improvement Plan for Fiscal Year 2020. Approval may include discussion and approval of all or a portion of the projects on the Capital Improvement Plan. Capital Improvement Projects for discussion may include but not be limited to the following: Westwood Park restrooms and upgrades, Jake’s Wetland and trailhead upgrades, sidewalk and streetscape improvements, Minden Gateway improvements, the Martin Slough Fishing Pond Project, and undergrounding utilities on US Highway 395. ACTION TAKEN: Approved Continued Denied Approved with conditions: ---PAGE BREAK--- TOWN OF MINDEN (FY19/20 Budget Planning) Project 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024 2024/2025 2025/2026 2026/2027 2027/2028 2028/2029 Total Transportation Sidewalks and Pathways Minden Sidewalk Repairs/ADA Ramps 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 300,000 $ Minden Curb And Gutter Repairs 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 200,000 $ Sidewalks and Pathways Total 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 500,000 $ Street Sealing Street Sealing 30,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 930,000 $ Street Sealing Total 30,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 930,000 $ Street Rehabilitation (actual streets included in project will vary based on bids and other factors) Street Rehabilitation Project 420,000 $ 320,000 $ 325,000 $ 330,000 $ 335,000 $ 340,000 $ 345,000 $ 350,000 $ 355,000 $ 360,000 $ 3,480,000 $ Street Rehabilitation Total 420,000 $ 320,000 $ 325,000 $ 330,000 $ 335,000 $ 340,000 $ 345,000 $ 350,000 $ 355,000 $ 360,000 $ 3,480,000 $ Stormwater Hwy 88 Hazard Mitigation (unknown status) - $ 40,000 $ - $ - $ - $ - $ - $ - $ - $ - $ 40,000 $ Stormwater Total - $ 40,000 $ - $ - $ - $ - $ - $ - $ - $ - $ 40,000 $ Transportation Total 500,000 $ 510,000 $ 475,000 $ 480,000 $ 485,000 $ 490,000 $ 495,000 $ 500,000 $ 505,000 $ 510,000 $ 4,950,000 $ Water Resources Water System Retail Replace AC 4" Pipe 330,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 330,000 $ Replace AC 6" Pipe 245,000 $ - $ - $ - $ - $ 350,000 $ - $ 350,000 $ 2,428,000 $ - $ 3,373,000 $ Replace AC 8" Pipe - $ - $ - $ - $ - $ - $ - $ - $ 3,050,000 $ - $ 3,050,000 $ Replace AC 10" Pipe - $ - $ - $ 75,000 $ - $ - $ - $ - $ - $ - $ 75,000 $ Replace AC 12" Pipe - $ - $ - $ 30,000 $ - $ - $ - $ - $ - $ - $ 30,000 $ Retail Water System Total 575,000 $ - $ - $ 105,000 $ - $ 350,000 $ - $ 350,000 $ 5,478,000 $ - $ 6,858,000 $ Water System Wholesale Buckeye Booster Variable Frequency Drive Replacement 75,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 75,000 $ Well Rehabilitation 50,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 50,000 $ Ranch at Gardnerville test Well - $ - $ - $ - $ 110,000 $ - $ - $ - $ - $ - $ 110,000 $ Ranch at Gardnerville Well - $ - $ - $ - $ 1,000,000 $ - $ - $ - $ - $ - $ 1,000,000 $ 24" Heybourne Road Extension for Ranch at Gardnerville Well - $ - $ - $ - $ 1,500,000 $ - $ - $ - $ - $ - $ 1,500,000 $ Wholesale Water System Total 125,000 $ - $ - $ - $ 2,610,000 $ - $ - $ - $ - $ - $ 2,735,000 $ Water Resources Total 125,000 $ - $ - $ - $ 2,610,000 $ - $ - $ - $ - $ - $ 2,735,000 $ Capital Equipment 4-Post Auto Lift for Public Works Shop 35,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 35,000 $ Brush Cutter Attachment for Skid Steer 10,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 10,000 $ Crack Sealer 72,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 72,000 $ Street Sweeper - $ 250,650 $ - $ - $ - $ - $ - $ - $ - $ - $ 250,650 $ Capital Equipment Total 117,000 $ 250,650 $ - $ - $ - $ - $ - $ - $ - $ - $ 367,650 $ Facilities, Parks, Open Space, Trails, & Streetscape Westwood Park Upgrade (Restrooms and playground equip) 350,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 350,000 $ 10th Street to US 395 Sidewalk Connection - $ - $ 350,000 $ - $ - $ - $ - $ - $ - $ - $ 350,000 $ Jake's Wetlands Trailhead Improvements - $ - $ - $ 200,000 $ - $ - $ - $ - $ - $ - $ 200,000 $ Minden Gateway Improvements - $ - $ - $ 200,000 $ - $ - $ - $ - $ - $ - $ 200,000 $ Martin Slough Fishing Pond - $ - $ - $ - $ - $ 250,000 $ - $ - $ - $ - $ 250,000 $ US Highway 395 Underground and Streetscape Phase I - $ - $ - $ - $ - $ - $ 3,200,000 $ - $ - $ - $ 3,200,000 $ US Highway 395 Undergrounding Phase II - $ - $ - $ - $ - $ - $ - $ 10,000,000 $ - $ - $ 10,000,000 $ CVIC Hall Roof Repair - $ 75,000 $ - $ - $ - $ - $ - $ - $ - $ - $ 75,000 $ Facilities, Parks, Open Space, Trails and Streetscape Total 350,000 $ 75,000 $ 350,000 $ 400,000 $ - $ 250,000 $ 3,200,000 $ 10,000,000 $ - $ - $ 14,625,000 $ TOM Ten Year CIP Jan 2019 Draft Page 1 ---PAGE BREAK--- February 6, 2019, Minden Town Board Meeting Administrative Agenda, Item Number 5 DATE: January 23, 2019 PREPARED BY: Rachel Hamer, Administrative Services Manager SUBJECT: 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 & JD Frisby, Town Manager. Public comment. ACTION TAKEN: Approve Continue Deny Approve with conditions: ---PAGE BREAK--- February 6, 2019 Staff Report Wednesday, January 2, 2019 8:16 AM TO: Minden Town Board FROM: JD Frisby, Town Manager SUBJECT: Manager’s Report LAST UPDATED: January 26, 2019 The Manager’s Report includes a report on the Manager’s activities, progress on or status of projects or tasks assigned to the Manager, and general information of interest to the Board. EVENTS • Event planning will begin in February. Staff will be reaching out to Carson Valley Arts Council for coordination on May the 4th event. Status of electronic online payment system: • Xpress Bill pay is live and the Staff is doing a soft opening. Staff is going to do a presentation to the Board at the October meeting to show a brief overview of the process to set up an account. Residents will be receiving information in the December billing. • Soft opening of Xpress Bill pay overall is going well. Staff still intends to send out notifications to residents in the fourth quarter billing. • As of November 30th, there are 145 residents/businesses who have signed up for paperless billing. • All residents and businesses have been sent information regarding online bill pay. Status of water meter installations and payment plans: • Letters advising of the new universal metering program requirements were delivered to residents at the end of July. To date 76 residents signed up for payment plans and 66 residents paid for their meter fee in full. These numbers do not reflect the number of residents who paid through the sale of their home. There are currently 426 homes that are unmetered. To stay on track with the 2025 deadline Town Staff intend to install 100 meters per year until the meter project is complete. • In addition, the Town Water Operations Manager is completing a visual inspection of each of the locations where meters will need to be installed. Several locations do not have meter pits and will require extensive work in preparation for a meter. Once these inspections have been completed Town Staff will put together a meter installation project with a budget to bring to the Board for direction, most likely as part of the FY18/19 Budget planning process. • The water team is also working to replace old MXU's on a number of connections which would not be compatible with the proposed fixed meter reading system upgrade (see below). Staff anticipates this work will be completed this year and prior to the installation of the proposed new meter reading system (if approved). Minden Park and Restroom conceptual plan: • Town Staff will also bring a proposed submittal package to the Board for consideration at the January meeting. If submittals are accepted, Town Staff will finalize design, contract documents, and specifications in hope to award the bid at the March Board meeting. ---PAGE BREAK--- • Town Staff is hoping to finalize the Construction Drawings and Contract Documents by February 8th. If staff can get this work completed the tentative schedule for bidding will be as follows: ○ Advertise – February 11th ○ PreBid Meeting – February 19th ○ Bid Opening – February 26th ○ Bid Award – March 6th ○ Construction Period – March 18th – April 19th Other Capital Improvement Projects, listed in order of priority established by the Town Board: • Routine Maintenance[Annually]: The Board directed that the recommendations from the Water System Analysis be incorporated into the routine maintenance of the water system infrastructure in the update of the 10 year capital improvement plan. Town Staff will bring a number of "routine maintenance" items to the Board for consideration during the FY19 planning cycle including but not limited to: Upgrades/ improvements to fire flow and pressures on Carval Court (from the water system analysis), replacement of generator and conversion from natural gas to diesel at Well 5, purchase of portable generator for water system emergencies (as recommended from water system analysis), upgrade to a fixed water meter reading system, sidewalk and pathways repair and replacement plan for Westwood (Staff intend to alternate neighborhoods annually), sidewalk tripping hazard maintenance throughout Town, Street sealing and street rehabilitation program. • Westwood Park [FY19/20]: The Board prioritized this project as “next on the list” for budget planning purposes. Discussion will be had in the upcoming budget planning cycle in which at that time the Board will set a conceptual budget for the project including design and engineering. Prior to proceeding to the design phase the project will again be placed on the agenda for Board discussion and direction. Staff will seek input from the Board regarding the potential elements of the design. • 10th Street (sidewalk connection from County Road to 395) [FY22/23]: The Board indicated 10th street would be priority The Board did not brainstorm this project. If/when this project were to become “next in line” perhaps during the budget planning session for the coming fiscal year, Town Staff would bring this project to the board for discussion and direction. Town Staff would be interested in knowing if the Board wanted something similar to the County Road streetscape projects or if it would be just a simple sidewalk project. Staff would recommend the property owners impacted by the project be contacted for input prior to conceptual design. • Jake’s Wetlands Trail Project [FY23/24]: Because of where this item fell on the priority list, this project will not be discussed conceptually or otherwise until a later strategic planning session. • Gateway [FY23/24]: Because of where this item fell on the priority list, this project will not be discussed conceptually or otherwise until a later strategic planning session. • Martin Slough Fishing Pond [FY25/26, depending on grants and costs]: Pursuant to Board direction Staff will continue to work with Mr. Bernard to explore the feasibility of this project. It is possible that this project’s priority may change based on the information gathered regarding the possibility of partnering with the County on the project, environmental and stormwater impacts, possibility of deepening the pond, funding sources, liability and maintenance concerns. Town Staff will work with Mr. Bernard to share this information and seek Board direction when appropriate. Town Staff has had discussion with County Staff regarding the current update of the trail easements that have been prolonging the Town from moving forward with any projects. No good update has been given but the County Managers Office has directed Town Staff to begin work if that was the Town's desire. Town Staff is currently looking at ways to excavate the pond to a desired depth for a better fish habitat. • Undergrounding Utilities on 395 [FY26/27 and beyond]: Because of where this item fell on the priority list, this project will not be discussed conceptually or otherwise until next strategic planning session. Town Staff will continue to explore opportunities for funding for this project which may include seeking Board direction on setting aside funding for a matching grant amount from augments funds each year. Staff has coordinated with NV Energy to remove overhead power to existing light pole at Lucerne intersection and will ---PAGE BREAK--- run conduit as part of the Lucerne St. Project. Staff has installed conduit prior to asphalt going in on Lucerne and are ready for NV energy to reset pole and energize. Recycling DropOff in Minden: • Recycle bin has been completed and final payment has been made. As soon as payment is received by the vendor they will release the bin for pickup. Town Staff is coordinating with DDI for pick in the next month. • Recycling bin is on site and it is open to the public. Update of the Plans for Prosperity: • RaceStudios has completed the Plan portion under budget by an estimated $50k. Town Staff along with Gardnerville has worked with RaceStudios to amend his scope to incorporate Design Guidelines as a reference to the Plan for Prosperity. If approved, this added work will not exceed the original budgeted amount. • Upon receiving the final invoice from RaceStudios, the Town ended up with a $27,215 savings on what was originally budgeted for this project. Street Rehabilitation: • Town Staff is working on getting plan sets done for this upcoming years Street Rehab project. Staff is hoping to be able to complete everything in house. • Town Staff is currently finalizing the construction drawings, contract documents and specifications. It is Staff's hope to have the bidding process complete and awarded at the March Board meeting. • Town Staff is finished with the Construction Drawings and Contract Documents for this project. This year's project will begin between the two Longleaf entrances on Mahogany Drive and extend just past Ironwood (budget permitting). The tentative schedule for bidding will be as follows: ○ Advertise – February 11th ○ PreBid Meeting – February 19th ○ Bid Opening – February 26th ○ Bid Award – March 6th • Construction Period – 45 days Staffing Update: • During the last month one of our Town Sanitation Specialists submitted their resignation. This vacancy along with the Town Engineer position are currently being advertised. • Interviews for the Town Sanitation position will take place on February 5th. Town Staff is optimistic about the Candidates who have applied. • Town Engineer position recruitment will close January 31st. Miscellaneous Update: • Contractor for the Heybourne Meadows subdivision has been excavating dirt out of the Town of Gardnerville's proposed wetland site near our future Well site in Gardnerville. They have requested town approval to cut the pond closer to the well site then Town Staff initially allowed. This is due to the fact that they did not get the required quantity of fill dirt they initially thought they would. At this request Town Staff mentioned the desire to relocate the existing well site to within the Minden Town Boundary. This may be possible and Town Staff may look for direction from the Board on proceeding with this effort. • Town Staff has begun putting together Request for Qualifications (RFQ) for the Design Guidelines. They will be also work on a Request for Proposals (RFP) for the ADA Assessment upon completion of the RFQ. ---PAGE BREAK--- Town of Minden Engineering and Captial Project Budget for FY2018/19 Adopted FY19 Budget CO Budget from FY19 Total Budget Engineer Estimate Bid FY2018 CO Jul Aug Sept 1st Qtr Oct Nov Dec 2nd Qtr Jan 3rd Qtr 4th Qtr Total % of Budget % Complete General Engineering 10,000 $ - $ 10,000 $ - $ N/A - $ - $ - $ - $ - $ - $ - $ - $ 1,351 $ 1,351 $ - $ 1,351 $ 13.51% Pass Through Engineering Fees - $ - $ - $ N/A - $ - $ - $ $ - - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ #DIV/0! Engineering Review Fees (Revenue) - $ - $ - $ N/A N/A - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ General Administration Total 10,000 $ - $ 10,000 $ N/A - $ - $ - $ - $ - $ - $ - $ - $ - $ 1,351 $ 1,351 $ - $ 1,351 $ 13.51% Adopted FY19 Budget CO Budget from FY19 Total Budget Engineer Estimate Bid FY18 CO Expense Jul Aug Sept 1st Qtr Oct Nov Dec 2nd Qtr Jan 3rd Qtr 4th Qtr Total % of Budget % Complete Crack Fill 15,287 $ - $ 15,287 $ TBD - $ - $ - $ - $ $ - - $ - $ - $ - $ - $ 4,528 $ 4,528 $ - $ 4,528 $ 29.62% 25.00% Street Sealing Program 100,000 $ - $ 100,000 $ TBD - $ - $ - $ - $ - $ - $ 100,000 $ - $ - $ 100,000 $ - $ - $ - $ 100,000 $ 100.00% 100.00% Transportation Maint & Repair Total 115,287 $ - $ 115,287 $ - $ - $ - $ - $ - $ - $ 100,000 $ - $ - $ 100,000 $ 4,528 $ 4,528 $ - $ 104,528 $ 129.62% General Fund (630) Capital Projects and Routine Street/Sidewalks Maintenance General Administration (Fund 630 911) Transportation Maintenance and Repair (Fund 630 915) General Administration, not project related (630.911.521.200) Street Sealing 630.915.532.015 General Road M 630.915.532.015 Capital Projects Budget Tracking for FY18-19 Page 1 ---PAGE BREAK--- Town of Minden Engineering and Captial Project Budget for FY2018/19 Adopted FY19 Budget CO Budget from FY18 Total Budget Engineer Estimate Bid FY18 CO Expense Jul Aug Sept 1st Qtr Oct Nov Dec 2nd Qtr Jan 3rd Qtr 4th Qtr Total % of Budget % Complete Street Rehabilitation Construction 287,000 $ - $ 287,000 $ TBD - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Engineering Fees for Design and Bidding 31,000 $ - $ 31,000 $ TBD - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 75.00% Engineering Fees - Construction Management - $ - $ - $ TBD - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Geotechnical Report - $ - $ - $ TBD - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Subtotal Street Rehabilitation 318,000 $ - $ 318,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% ADA, Sidewalks, Pathways, Curb & Gutters 50,000 $ - $ 50,000 $ TBD - $ - $ - $ - $ $ - - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 5.00% Total Transportation Projects 368,000 $ - $ 368,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% Plan for Prosperity - $ 32,000 $ 32,000 $ - $ - $ - $ - $ - $ - $ - $ 11,686 $ 4,917 $ - $ 16,603 $ 518 $ 518 $ - $ 17,121 $ 53.50% 100.00% Splash Pad Construction 80,000 $ - $ 80,000 $ - $ - $ - $ - $ - $ 53,891 $ 53,891 $ 1,530 $ 6,388 $ 3,850 $ 11,767 $ - $ - $ - $ 65,658 $ 82.07% 100.00% Subtotal Splash Pad 80,000 $ - $ 80,000 $ - $ - $ - $ - $ - $ 53,891 $ 53,891 $ 1,530 $ 6,388 $ 3,850 $ 11,767 $ - $ - $ - $ 65,658 $ 82.07% 100.00% Gazebo Rennovation Structural Uprgardes for stabilization - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Restroom Construction 235,000 $ - $ 235,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Renovation Construction - $ - $ - $ TBD - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Subtotal Gazebo 235,000 $ - $ 235,000 $ - $ - $ 18,716 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 18,716 $ 7.96% 0.00% Total Parks and Building Projects 315,000 $ - $ 315,000 $ - $ - $ 18,716 $ - $ - $ 53,891 $ 53,891 $ 1,530 $ 6,388 $ 3,850 $ 11,767 $ - $ - $ - $ 84,374 $ 26.79% Capital Projects Fund (636) Capital Projects Sidewalks and Pathways 636.918.562.000 Parks and Buildings Fund 636.918.562.000 Street Rehabilitation 636.918.562.000 Captital Projects (Fund 636) Professional Services 636.918.521.100 Capital Projects Budget Tracking for FY18-19 Page 2 ---PAGE BREAK--- Town of Minden Engineering and Captial Project Budget for FY2018/19 Adopted FY19 Budget CO Budget from FY18 Total Budget Engineer Estimate Bid FY18 CO Expense Jul Aug Sept 1st Qtr Oct Nov Dec 2nd Qtr Jan 3rd Qtr 4th Qtr Total % of Budget % Complete Retail General Engineering $ 20,000 $ - $ 20,000 $ - $ - $ - $ - $ 108 $ - $ 108 $ 199 $ 1,344 $ - $ 1,543 $ 2,749 $ 2,749 $ - $ 4,399 22% General Engineering Retail Total $ 20,000 $ - $ 20,000 $ - $ - $ - $ - $ 108 $ - $ 108 $ 199 $ 1,344 $ - $ 1,543 $ 2,749 $ 2,749 $ - $ 4,399 $ 0 Fireflow Improvments (from Water System Analysis) 150,000 $ - $ 150,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0.00% Fixed Meter Read System 350,000 $ - $ 350,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 20.00% Total Retail Water System Projects 500,000 $ - $ 500,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% Wholesale General Engineering 15,000 $ - $ 15,000 $ - $ - $ - $ - $ 935 $ 250 $ 1,185 $ - $ 641 $ - $ 641 $ 1,131 $ 1,131 $ - $ 2,958 $ 19.72% Pass Through Engineering Fees - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ N/A General Engineering Wholesale Total 15,000 $ - $ 15,000 $ - $ - $ - $ - $ 935 $ 250 $ 1,185 $ - $ 641 $ - $ 641 $ 1,131 $ 1,131 $ - $ 2,958 $ 20% Adopted FY19 Budget CO Budget from FY18 Total Budget Engineer Estimate Bid FY17 CO Expense Jul Aug Sept 1st Qtr Oct Nov Dec 2nd Qtr Jan 3rd Qtr 4th Qtr Total % of Budget % Complete Convert Natural Gas Generator to Diesel Well 5 100,000 $ - $ 100,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 0.00% 0% Portable Generator (and wiring for Well 2) 125,000 $ - $ 125,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 9,853 $ 9,853 $ 3,284 $ 3,284 $ - $ 13,137 $ 10.51% 50% Total Wholesale Water System Projects 225,000 $ - $ 225,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 9,853 $ 9,853 $ 3,284 $ 3,284 $ - $ 13,137 $ 5.84% 0% Total Water Resources 760,000 $ - $ 760,000 $ - $ - $ - $ - $ 1,043 $ 250 $ 1,293 $ 199 $ 1,986 $ 9,853 $ 12,037 $ 7,164 $ 7,164 $ - $ 20,494 $ 3% Water System Wholesale Capital Projects 639.919.562.000 Water System Wholesale Admin, not project related 639.919.521.200 Water System Retail Capital Projects 640.913.562.000 Water System Retail Admin- not Project Related 640.913.521.200 Water Resources Water Resources Funds (639 & 640) Capital Projects Capital Projects Budget Tracking for FY18-19 Page 3