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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, April 3, 2024, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: Bill Driscoll, Bryan Davis, Steven Thaler, and Larry Walsh. Staff present: Ryan Russell, JD Frisby, Jeff Cady, Marcie Schurke, and Rachel Hamer. Chairman Davis called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Bill Driscoll. PUBLIC COMMENT: None APPROVAL OF AGENDA: Thaler/Driscoll moved and seconded approval of the, April 3, 2024, Agenda as presented. Motion carries unanimously. APPROVAL OF MINUTES: Walsh/Driscoll moved and seconded approval of the March 6, 2024, Board Meeting Minutes. Motion carries unanimously. ACKNOWLEDGEMENT OF GIFTS: Mr. Frisby relayed that Sheila Byington’s family gave the Town a book of antique postcards that were given to her by a resident many years ago, some of which were from Minden, Germany. He also informed the Board that Model Dairy has signed on to donate to the Town of Minden events again this year. BOARD MEMBER REPORTS: None CONSENT AGENDA: Items may be moved to or from the Consent Agenda at the beginning of the Board meeting during the Approval of the Consent Agenda. Items on the Consent Agenda may be voted on in a block, i.e., with one motion on all those items, one second to the motion, and one vote by the Board members. Items removed from the Consent Agenda will be heard immediately following the Consent Agenda in the order in which they appear in the Consent Agenda. Public comment. Public Comment: None 1. Approval of the March 2024 financial report including claims paid February 24, 2024 through March 22, 2024 for Fiscal Year 23/24. Driscoll/Thaler moved and seconded approval of the Consent Agenda as presented. Motion carries unanimously. ADMINISTRATIVE AGENDA: The following item(s) are scheduled for public hearing. At the beginning of each item, the Chairman will call the item. Normally, the applicant and/or its representatives are permitted to speak first, and then Town Staff may present a summary of the staff report and recommendation, including any updated information received by the Town after the reports were distributed. Next, Board discussion, and then the Chairman will open the hearing ---PAGE BREAK--- Minden Town Board Minutes April 3, 2024 Page 2 of 6 to public comment. For items on which action is to be taken, the Chairman will close the hearing of public comment before a motion is made and a vote is taken. The Chairman has the right to establish reasonable time limits for comments and to allow for rebuttal comments. 1. For possible action: Discussion and possible action to recommend to Douglas County approval, approval with conditions, continue, or denial of Development Applications DP24-0004, a Zoning Map Amendment and DP23-0245, a Special Use Permit, for the Douglas County Judicial Law Enforcement Center, which includes APN 1320-28-000-045. Appearance by: Robert Anderson, President and Principle Engineer for R.O. Anderson Engineering. Mr. Anderson gave a presentation on the project and what the applicant is seeking. He discussed the Zoning Map Amendment findings and addressed items such as utilities, traffic, drainage, etc. He also addressed the Special Use Permit and some of the changes they have made to this project since the last meeting. Mr. Anderson anticipates the formal design review to come forward in time for the May Board Meeting. As this is a continued item from the previous months’ meeting, he offered to answer any questions the Board may have. He relayed that the public is welcome to view plans at his office if there is interest. Board comments included covering the Staff recommendations as outlined in the item backup and coversheet. Member Walsh asked for clarification regarding the name of the building. It will use the word Justice not Judicial. Public comment: Mimi Moss gave public comment regarding the elevations and brought up the placement of the CUP building, as well as what type of equipment will be put on top of the building. Mr. Pohlman gave public comment regarding the annexation of the building to Minden. After thoughtful and intelligent deliberation, Thaler/Walsh moved and seconded recommending approval to Douglas County for Development Applications DP24- 0004, a Zoning Map Amendment and DP23-0245, a Special Use Permit, for the Douglas County Judicial Law Enforcement Center, which includes APN 1320-28-000- 045, subject to the following Town Staff’s conditions: • Major Design Review be submitted upon completion of the JLEC design for Board review and approval of the design elements of this site. To include but not limited to; public facilities, water system improvements, site plan, building elevations, etc. To be designed to the requirements of the Minden Design Standards. • The Applicant will also comply with the applicable design standards for the Town/County including but not limited to street signs, lights, curb, sidewalk and gutter for the project. • Future buildout of the remaining portions of this parcel shall be taken into consideration in future applications. Motion carries unanimously. ---PAGE BREAK--- Minden Town Board Minutes April 3, 2024 Page 3 of 6 2. For Possible Action: Discussion and possible action to accept, accept with conditions, continue or deny a reasonable and responsive bid for the 2024 Bougainvillea Dr. Rehabilitation Project from Qualcon Construction Inc. in the amount of $460,092.00. This bid includes the repave of a section of Bougainvillea Drive as well as a waterline replacement for the Winhaven HOA under the section of replaced road. If approved, the Board may also authorize the Town Manager to execute an agreement for the same, in a form acceptable to Town Council, 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 discussed the bid process for this project, how many bidders, and how the Winhaven waterline replacement works in tandem with this project. The Winhaven HOA will reimburse the Town after the completion of the project, per the existing water agreement. He offered to answer any questions the Board may have. Public comment: None After thoughtful and intelligent deliberation, Driscoll/Walsh moved and seconded approval of a responsive bid for the 2024 Bougainvillea Drive Rehabilitation Project from Qualcon Construction Inc., in the amount of $460,092.00. This bid includes the repaving of a section of Bougainvillea Drive as well as a waterline replacement for the Winhaven HOA under the section of replaced road. Approval includes authorization for the Town Manager to execute an agreement for the same, in a form acceptable to Town Council, 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. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny Town of Minden Resolution TOM2024R-003 augmenting the FY2023/2024 budget. Appearance by JD Frisby, Town Manager. Mr. Frisby relayed the need for this resolution is to cover the overage from the Bougainvillea Road Rehabilitation project. Public Comment: None After thoughtful and intelligent deliberation, Walsh/Thaler moved and seconded approval of Town of Minden Resolution TOM2024R-003 augmenting the FY2023/2024 budget. Motion carries unanimously. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny the Town of Minden Fiscal Year 2024-2025 tentative budget. Appearance by Marcie Schurke, Town Senior Accountant and JD Frisby, Town Manager. Ms. Schurke gave a presentation on the tentative budget. She discussed revenue and expenditures from each of the Town of Minden funds. She highlighted the differences from the current fiscal year to the proposed upcoming budget for next fiscal year. ---PAGE BREAK--- Minden Town Board Minutes April 3, 2024 Page 4 of 6 Board comments included, thanking Marcie for meeting with them to discuss the budget in more depth. Chairman Davis mentioned a desire to increase the budget to Jake’s Wetlands Improvements on the CIP by $50,000. Fellow Board members agreed with making that change to the budget. Public comment: None After thoughtful and intelligent deliberation, Davis/Walsh moved and seconded approval of the Town of Minden Fiscal Year 2024-2025 tentative budget with and increase to the CIP fund for $50,000 to the Jake’s Wetlands Improvement Project. Motion carries unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to review and provide direction to Town Staff regarding the proposed site improvement plan for the Tenth Street Streetscape Improvement Project. Appearance by JD Frisby, Town Manager. Mr. Frisby gave a little background on the project and explained each of the options that the Board needs to consider. He brought up the pro’s and con’s of each design. Member Thaler brought up the concept of making the improvements look more like what was done on County Road, and if the ditch could be filled in. Mr. Frisby relayed there is a concern with removing ditches for several reasons, and there is a desire to still landscape the improvements to keep it looking contiguous without encroaching on private property. Public comment: Matt Bernard gave public comment and relayed he is in favor of option 5 with the shrinking of the road. Mimi Moss gave public comment agreeing with option 5. Dave Brady gave public comment and relaying he wished to see the cost of the undergrounding of utilities before making a decision. After thoughtful and intelligent deliberation, Thaler/Walsh moved and seconded approval of Option #5 as outlined by Staff. Motion carries unanimously. 6. For possible action: Discussion and possible action to direct Staff in regards to a possible memorial dedication to Minden Town Board Member Susan Jackson. Appearance by JD Frisby, Town Manager. Mr. Frisby relayed that Staff was thinking of dedicating the pavilion at Jake’s Wetlands, and asked the Board for direction. Board Members agreed with the dedication of the pavilion at Jake’s, and to collaborate with Susie’s family for the language used on the plaque. Public comment: Mimi Moss gave public comment regarding the placement of a plaque for the pavilion and where it would have the most impact. Robbie Jacobsen gave public comment in support of the concept, and thanked the Board for bringing this forward. ---PAGE BREAK--- Minden Town Board Minutes April 3, 2024 Page 5 of 6 Mr. Frisby relayed concern over moving the proposed location of the plaque to the area directly by the trail. Staff feels that it may take away from prior dedication to her father. Mr. Frisby wanted to make sure that this was done to compliment the area, and felt that Susie would echo that sentiment. No Motion. 7. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a process on how the Town Board wishes to address the vacancy on the Minden Town Board previously held by Susan Jackson. Appearance by JD Frisby, Town Manager. Mr. Frisby and Mr. Russell gave the background and requirements of what the options are. Vice Chairman Walsh relayed that he is inclined to stick with the existing 4 positions, Members Driscoll and Thaler are inclined to fill the position. Chairman Davis relayed he is also inclined to leave the position open, but realizes this puts them at a tie. Public comment: Dave Brady gave public comment that he agreed with filling the position, and there are a lot qualified candidates who would be willing to step forward. After thoughtful and intelligent deliberation, Thaler/Driscoll moved and seconded direction to staff to advertise for applicants to fill the vacant position on the Town Board expeditiously, for interview, presentation, and selection at the next board meeting, and then to recommend the name to the Douglas County Board of Commissioners. Motion carries unanimously. 8. For possible action: Discussion and possible action to 1) review the form and process for the 2023-2024 evaluation of the Minden Town Manager; and 2) to appoint a representative to collect the evaluations from each Board Member for presentation/approval at a future meeting of the Minden Town Board. Appearance by Rachel Hamer, Administrative Service Manager. Ms. Hamer relayed Staff is looking for direction, if changes to the evaluation form are desired, and who they would like to collect the evaluations and compile scores. In previous years, Mr. Russell had been appointed to collect and compile the evaluations. Public comment: None After thoughtful and intelligent deliberation, Walsh/Thaler moved and seconded approve the form and process as presented, and to direct the Board to complete the evaluations and return to Town Counsel one week before the next board meeting. Motion carries 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 ---PAGE BREAK--- Minden Town Board Minutes April 3, 2024 Page 6 of 6 Minden. Appearance by Jeff Cady, Public Works Superintendent and JD Frisby, Town Manager. Mr. Cady gave an update on several items regarding public works. Mr. Frisby also updated the Board on several items including the repair and resurface to the pillars on 6th Street and County Road. Public comment: None ADJOURNMENT: Chairman Davis adjourned the meeting at 7:18 p.m.