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A special meeting of the Minden Town Board was held at 4:30pm on Tuesday, January 22, 2013, at the Town of Minden Maintenance Facility at 1330 Buckeye Road in Minden, Nevada. Board Members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans, and Steve Thaler. Staff Present: Jenifer Davidson, George Keele, Bruce Scott, Tim Russell, and Rachel Hamer. The meeting was called to order at 4:30pm by Chairman Condron. The Pledge of Allegiance was led by Roxanne Stangle. Thaler/Bernard moved for the approval of the agenda as published. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None PUBLIC COMMENT: Robert Pohlman produced a copy of the interlocal agreement signed in 2010. Stated in negotiations with Douglas County, Indian Hills and Carson City there should be a third column listed for the retail customers so that they know what their rates will be. He wished to have this on record. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to review and approve the final draft of a “Rate Study in Conjunction with Town Staff for the Town of Minden Wholesale and Retail Water Systems.” Appearance by Tom Pavletic and Marv Winer of Municipal Financial Services and Jenifer Davidson, Town Manager. Marv Winer was not present for the presentation. Mr. Pavletic started the presentation by explaining the methodology that was used to create the rates in the draft, and the projections for the next 5 years. Mr. Scott mentioned in regards to the historical pumping figures that although we wanted to be conservative, 2012 had much larger use, however he believes this was an anomaly. Mr. Stephans questioned whether these figures were based on 100% pumping, and if not, do we have the capabilities to pump at 100%? Ms. Davidson said that the figures were not set for 100%, however this could be up for discussion. Mr. Scott stated that yes there is the capability. Mr. Thaler asked whether this was based on today’s pumping capabilities. Mr. Scott said that we could, but would need to add additional wells. Mr. Pavletic continued the presentation with Chapter 2 data regarding the rate development. Mr. Scott mentioned that after 2-3 years of actual usage, we will be able to pull actual numbers and not projections when revisiting rates in the future. Mr. Pavletic led a discussion concerning the repair and replacement component of the rate. Mr. Stevens expressed concerns over the past two years of depreciation that had not been collected or addressed. He stated that there was a problem of playing catch-up and that a sudden large increase could hurt a lot of people. Mr. Russell mentioned that in 5 years we will be making more money to offset the costs. Mr. Condron added that the board could spend hours looking at what we want to change before negotiations. But that it was not a discussion for tonight. Mr. Scott and Mr. Pavletic advised future treatment costs/needs are not addressed in the study. ---PAGE BREAK--- Town of Minden Special Board Meeting January 22, 2013 Page 3 of 3 Mr. Condron stated that in the spirit of cooperation something needs to be done with treatment and that when we negotiate, all players will participate in this cost. Mr. Scott said that Indian Hills, Douglas County and Carson City do not have enough cash in the bank to pay for treatment. Much of this would come from grants, loans or borrowing. If there was a major federal mandate it would usually come with an extended time frame to help with communities that do not have the money to do it right away. Ms. Davidson stated that all the partners in the water system will have to step up and help as it will be too expensive on their own. Pooling together to treat is going to be less expensive than the alternative. Mr. Pavletic then explained the “Utility Methodology” used in a portion of the study. Mr. Condron opened it up for public comment on the wholesale portion of the discussion. There was no public comment. Mr. Pavletic then led the discussion on the retail rates and the cost of service analysis conducted by his firm. He noted that there is a big difference between commercial and residential use. Mr. Pavletic explained the rate study did not include components for payback to the retail fund and treatment. He suggested these expenditures be discussed during negotiations. Mr. Condron opened it up for questions and comments on the retail portion of the discussion. No public comments or questions. Stephans/ Thaler moved to approved the final draft of a “Rate Study in Conjunction with Town Staff for the Town of Minden Wholesale and Retail Water Systems,” as presented. Motioned carried unanimously. The Board expressed their thanks to Mr. Pavletic and Town Staff for all their hard work on the report. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to set goals and define the evaluation process for the 2013 performance evaluation of the Minden Town Manager. Appearance by Charles Condron, Minden Town Board Chairman. Mr. Condron stated that we are trying to accomplish what was in the contract for the Town Manager. The purpose of this item was to define and prioritize the goals and at a later date determine the evaluation process. He asked that each board member state the goals they believe would be not just a reflection of the town manager, but goals for the Town. Mr. Bernard stated that he would like to see Ms. Davidson include her recommendations for the board agenda items, and although it may not be identical to what we think; however, it is normal procedure for a manager. He also said that he felt that grants are something that Minden should work harder toward. Mr. Stephans agreed with Mr. Bernard on both points. He stated that he felt the most important goal was working towards reconciliations with the County. He asked to see dollars and percentages of projects, specifically with Capital Improvement Projects. He suggested that although this may be a goal for Ms. Davidson, it is also a goal for the Town Board as they all have fiduciary responsibility to the Town. He reiterated that he would like to see her recommendations; she has a voice as well, and that she may have a statement that could change his vote. Ms. Stangle stated that what she felt were important goals were grants and communication. Also very important was to meet with businesses and people in the community, learning about their concerns and understanding the needs of the community. Ms. Stangle also mentioned cross training and becoming more familiar with our employees’ job duties and processes, which in turn helps to build trust and teamwork. Mr. Thaler agreed there is a fiduciary responsibility in regards to the budget. He encouraged working to make sure that our budget is balanced, acknowledging that the County many times is a month or two behind. Secondly, to make sure that you hear what the employees have to say, and that you are a voice to them as well. Mr. Thaler agreed with Mr. Bernard in regards to potential grants, and looking outside the box for grants that may be available to the Town. Lastly, since the legislative session is coming up, he requested that Ms. Davidson spend time there. As the state/county has set their budget, there will inevitably be some, “pass down,” which can certainly affect our town. Mr. Thaler relayed that as we tighten our revenues and expenses it will be very critical what these other agencies do. He ---PAGE BREAK--- Town of Minden Special Board Meeting January 22, 2013 Page 3 of 3 also mentioned that he agreed that it would not be a bad thing to have her recommendations available as well, even if her recommendation is that there is no recommendation from the staff level. Mr. Condron agreed with Mr. Thaler on the Budget component. He also wanted to continue the single board member committee budget subcommittees, and that he believes it is the budget that drives us. Mr. Condron also mentioned the rate negotiations as a critical component. He felt that there needed to be enough Board input before negotiations so that anything brought back would be acceptable and that they could accept and move forward. Mr. Condron expressed the need for a 5-8 year capital improvement plan that goes beyond wholesale water which can be accompanied by obtaining grant funding. He noted that there was a need to review and redefine policies and procedures for Minden. The Board members held a discussion on which items where feasible as well as those that were already part of the Town Managers Primary Functions. Legislative action and Policies were taken off the list. Ms. Davidson requested more specific information on the remaining items in regards to their measurability. The Board continued the discussion on working out specific measurements for the goals that were currently listed in an appropriate time frame. The Board members all agreed that time and energy needs to be spent on improving the look of the Town and that is something that needs to be a focus. The Chairman asked the Board if he could continue to work through the goals that were listed with Jenifer and bring them to the Board at a later meeting. All Board members agreed. Mr. Condron said in regards to rating Ms. Davidson that they could look at other towns and governmental agency’s managers for ideas and guidance. ADJOURNMENT Stangle/Thaler moved to adjourn the meeting at 8:19 p.m. Motion carried unanimously.