Full Text
The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, March 7, 2018, at 1602 Esmeralda Ave, 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, Rachel Hamer. Chairman Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Glen Radtke. PUBLIC COMMENT: None APPROVAL OF AGENDA: Mr. Stephans asked to read Administrative Agenda Item 2 first. Stephans/Radtke moved to approve the March 7, 2018 Agenda with the change in order. Motion carried unanimous. APPROVAL OF MINUTES: Stephans/Radtke moved to approve the February 7, 2018 Board meeting minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None BOARD MEMBER REPORTS: Mr. Souligny recently attended the Carson Valley Arts Council meeting and one of the topics up for discussion was the May the 4th event and our partnership with the Arts Council. At the meeting they also discussed the possibility of increasing the size of the concert series each year as it has become very popular. Mr. Bernard gave an update on the possible urban fishing pond and looks to bring this item forward at the April board meeting. Mr. Stephans relayed that there was already a full schedule for the Blue Angels visit. CONSENT AGENDA: Mr. Souligny asked to place Consent Agenda Items 2, 3, and 4 on the Administrative Agenda. Ms. Stangle asked to place Consent Agenda Item 5 on the Administrative Agenda. 1. Approval of the February 2018 financial report including claims paid January 26, 2018 through February 22, 2018 for Fiscal Year 2018. After thoughtful and intelligent deliberation Stangle/Stephans moved to approve Consent Agenda Item Motion carried unanimously. ADMINISTRATIVE AGENDA: Consent Agenda #2 - Approval of a request by Eduardo and Susan A. Almeida, dba Minden Electric to lease 1604 Esmeralda Avenue, Suite 201 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. ---PAGE BREAK--- Minden Town Board Minutes March 7, 2018 Page 2 of 6 Mr. Souligny asked to discuss the utility rate in the lease agreement and if it was possible to see if this was in need of an increase. Mr. Stephans asked if a slight increase was worth it. Public Comment: Mrs. Almeida thanked the Board for renting the space to them and expressed a desire to work with the Town on whatever agreement was acceptable. 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 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 carries 4-1 with Souligny voting no. Consent Agenda #3 - Approval of a request by Eduardo and Susan A. Almeida, dba Minden Electric to lease 1604 Esmeralda Avenue, Suite 203 for $488 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. Mr. Souligny said his comments regarding item number 1 were the same for this item. Public Comment: None After thoughtful and intelligent deliberation Stangle/Stephans moved to approve a request by Eduardo and Susan A. Almeida, dba Minden Electric to lease 1604 Esmeralda Avenue, Suite 203 for $488 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 carries 4-1 with Souligny voting no. Consent Agenda #4 - Approval of a request by Michelle Harmon, dba 5th Street Salon, to lease 1604 Esmeralda Avenue, Suite 202, Minden, NV for $488 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. Mr. Souligny said his comments regarding this item were the same from the previous 2 items. Public Comment: None After thoughtful and intelligent deliberation Stangle/Stephans moved to approve a request by Michelle Harmon, dba 5th Street Salon, to lease 1604 Esmeralda Avenue, Suite 202, Minden, NV for $488 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 carries 4-1 with Souligny voting no. ---PAGE BREAK--- Minden Town Board Minutes March 7, 2018 Page 3 of 6 Consent Agenda #5 - Approval of a request by C.O.D Casino to close Esmeralda Avenue between Fourth Street and Third Street and Fourth Street from the alleyway between Esmeralda Avenue and US Highway 395 and the alleyway between Esmeralda Avenue and Mono Avenue on May 26th, July 14nd, and September 8th in 2018 and May 25th, July 6th, and September 14th in 2019 from 8:00 am until 3:00 pm for a Car Show event. Approval will include waiving the fees associated with these six events. Ms. Stangle wanted to clarify the request with the map that was submitted. Duane Hayward from the C.O.D. Casino clarified that he would like to match the map and not the letter. Public comment – none After thoughtful and intelligent deliberation Stangle/Radtke moved to approve item #5 from the Consent Calendar so that it coincides with the map that was submitted. (See attached) Motion carried unanimously. 2. For possible action: Discussion and possible action to direct staff to revise, revise with conditions, continue or maintain the existing place of use for Town of Minden water rights to include additional portions of the Carson Valley and Douglas County pursuant to the Strategic Objectives contained in the Town of Minden Strategic Plan to “evaluate and plan for the future of the Town of Minden Wholesale and Retail Water systems.” A map of the existing place of use boundary for Town of Minden Water rights and areas for expansion will be provided with the meeting materials and is available upon request. Appearance by Jenifer Davidson, Town Manager. Mr. Russell explained that in July of last year the Town and the Wholesale customers amended the wholesale interlocal agreements and unified them to one agreement. He gave the background on this item, including Douglas County’s representation that if this item is approved Douglas County will be able to serve its current and future foreseeable needs with the amount of water held by the Town for the County’s benefit, and utilize only the current infrastructure of the wholesale system. Bruce Scott of Resource Concepts Inc., gave more background on the Towns water rights. The map in question is in regards to the area to the West and more specifically around the boundary of the Clear Creek Subdivision. The water rights tied to that area are currently Douglas County permits. Board comments included concern over Town of Minden water rights being dedicated instead of Douglas County water rights, not wanting to accept additional liability from wells, and clarification on whether the line goes to the state line or not. Mr. Scott clarified the boundary as well as that he was not recommending the acceptance of any additional wells. Additional questions were asked regarding the process for changing the place of use. Mr. Scott said that they would not change most of the water rights but just a couple to change the place of use to cover it.. Public comments: A member of the public asked if water that was allocated to us for exclusive use in Johnson Lane could be used in Clear Creek. Mr. Scott said that there is water that can be found that would apply. A representative of the Douglas County District Attorney’s office thanked the Board for their continued cooperation. ---PAGE BREAK--- Minden Town Board Minutes March 7, 2018 Page 4 of 6 After thoughtful and intelligent deliberation Souligny/Stephans moved to direct staff to apply to the State Engineers office to revise the existing place of use for Town of Minden water rights to include additional portions of the Carson Valley and Douglas County consistent with the map presented to the Board at the March 7, 2018 meeting and the water rights to be allocated be the water rights held in trust for Douglas County. Motion carried unanimously. 1. For possible action: Discussion and possible action to provide direction to Town Staff regarding the existing and future urban service area boundary for the Town pursuant to the Strategic Objectives contained in the Town of Minden Strategic Plan to “evaluate and plan for the future of the Town of Minden Wholesale and Retail Water systems.” Appearance by Jenifer Davidson, Town Manager. Ms. Davidson gave a background on this item and presented several options on moving forward. Board comments included the desire to fall in with option #3 as presented by staff to work with the County and Gardnerville and in conjunction with the Plan for Prosperity. The option would also give the Town the option to hear development plans in the area and to have the opportunity to make comments. Public comment: A member of the public expressed a desire for the Board to look at the receiving areas on the Master Plan and to not allow high density housing. After thoughtful and intelligent deliberation Souligny/Stephans move to direct Staff to proceed with option #3 as set forth in the backup material for Administrative Item Motion carries unanimously. 3. For possible action: Discussion and possible action to provide direction to Staff regarding a staff presentation on the 2018 Financial State of the Town and on the development of the FY2018/2019 operating and capital budgets for the Town of Minden. The tentative budget will NOT be approved at this meeting. Consideration of the FY18/19 tentative budget is currently scheduled for the regular Town Board meeting in April. Appearance by Ted Thran, Town Accountant and Jenifer Davidson, Town Manager. Mr. Thran gave a presentation for the Board in regards to the Financial State of the Town. The presentation included highlights of where the Town is strong as well as identifying some of the areas to examine as possible liabilities. Staff asked for the Board to give direction on some of their priorities when building the budgets. The Board asked questions regarding previous budgetary actions regarding road maintenance, the priorities for the Wholesale Capital Projects list and clarification on the merit scale. The Board expressed concern with the water treatment analysis and not moving on the mobile generator in case of emergency. The Board conveyed a desire to set priorities by following the recommendations of the water system analysis. Ms. Davidson mentioned the possibility of applying for a grant to assist with funding for the mobile generator. Public comment: A member of the public asked to look at the budget details of the past 5 years and recommended a letter be drafted to the public regarding the budget. He asked questions regarding the wholesale water fund and how many employees each fund has as well as the ---PAGE BREAK--- Minden Town Board Minutes March 7, 2018 Page 5 of 6 possibility of looking into outsourcing trash collection. Staff agreed to provide him with the 5 year budget as well as the wholesale employee allocations. Several Board members reiterated their concerns on the water treatment analysis and did not wish to proceed at this time with it. After thoughtful and intelligent deliberation Stephans/Souligny direct to the staff to proceed to prepare the tentative budget consistent with the discussion. Motion carries unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, or modify the 2017 evaluation of the Minden Town Manager and determine a 0-3% merit increase based on performance. Possible action may also include adopting the Town Manager’s priorities and expectations for 2018. Appearance by Ryan Russell, Legal Counsel for the Town of Minden. Mr. Russell explained to the Board the results of the evaluation for Ms. Davidson. He gave the highest, lowest, and average score for each of the essential job functions as outlined by the Board, and opened it up to the Board to make any comments or discuss any particular item as needed. 3.34% is the average of all of the individual scores. A member of the Board mentioned that he hoped that any scores of 2 were brought to Jenifer to allow her to address it. There was some question as to whether Jenifer is able to review the evaluation before the meeting, and another Board Member felt that under a 3 does not have to be a bad score. Jenifer thanked the Board for the opportunity. Public comment: None After thoughtful and intelligent deliberation Sougliny/Stangle moved to approve the evaluation with a 3% increase, and to carry over the essential job functions as her priorities and expectations under her contract for the next evaluation cycle. Motion carries unanimous. 5. 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. Ms. Davidson opened it up to the Board for any questions. Mr. Stephans gave some explanation regarding history of the Cost Allocation and expressed his frustration with the level of service for what is being paid particularly with more talk from the County regarding dissolving the Town. Ms. Stangle asked if staff can draw up a list of everything that the Town has done for the County. She would like to ask the County to acknowledge what the Town does for everyone who lives here. Mr. Souligny said he felt the Town was being tapped for revenue but had been ignored, and perhaps it was time to look at incorporation. ---PAGE BREAK--- Minden Town Board Minutes March 7, 2018 Page 6 of 6 Mr. Bernard agreed with Ms. Stangle that a formalized list of all that the Town provides to point out to the County would be a good course of action. Ms. Davidson asked for permission to attend NDOT’s I-11 workshops. Several members of the Board relayed no issues with her going. JD gave an update on all of the functions of Public Works and the statuses of several projects. Public comment: None PUBLIC COMMENT: None ADJOURNMENT: Ms. Stangle moved to adjourn the meeting at 8:13pm.