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The Minden Town Board meeting was held starting at 5:30 p.m. on Wednesday, May 2, 2018, at 1602 Esmeralda Ave, Minden, Nevada. Board Members present: John Stephans, Matt Bernard, Bill Souligny, Roxanne Stangle and Glen Radtke. Staff present: Ryan Russell, JD Frisby, Jeff Cady, Ted Thran, and Rachel Hamer. Chairman Bernard called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by Bill Souligny. PUBLIC COMMENT: A representative of Bently Heritage gave an update on the opening of the project. The public opening will most likely be in the Fall. APPROVAL OF AGENDA: Radtke/Stangle moved to approve the May 2, 2018 agenda. Motion carries unanimously. APPROVAL OF MINUTES: Radtke/Stangle moved to approve the April 4, 2018 Board meeting minutes. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Mr. Frisby relayed a thank you to all the businesses and groups that have donated to the May the Fourth Event. He also thanked Alicia Dickerson for writing the grant that was submitted to NDEP and was accepted and awarded. The Town received over $11,000. BOARD MEMBER REPORTS: Mr. Souligny gave an update on the Carson Valley Arts Council and information on the upcoming programs and concerts as well as a Douglas County High School Drama Club sponsorship request. He mentioned another festival that will be held at TJ’s Corral in September. CONSENT AGENDA: 1. Approval of the March 2018 financial report including claims paid March 23, 2018 through April 19, 2018 for Fiscal Year 2018. 2. Approval of an outdoor festival entertainment event application by Carson Valley Active 20-30 Club #85 for the 108th annual Carson Valley Days June 6th – 10th. This event includes closure of the following streets from 6:00 am to 1:00 pm, Saturday June 9th, for the Carson Valley Days parade: Sixth Street from County Road to US HWY 395 and Esmeralda Avenue from Sixth Street to US HWY 395. Approval of this event also includes concurrent closure of Fifth Street from Esmeralda Avenue to Mono Avenue for the 7th annual Town of Minden Carson Valley Days Breakfast. Mr. Souligny requested to pull #1 from the consent agenda. After thoughtful and intelligent deliberation, Stangle/Stephans moved to approve the remaining Consent Agenda item. Motion carries unanimously. ADMINISTRATIVE AGENDA: ---PAGE BREAK--- Minden Town Board Minutes May 2, 2018 Page 2 of 5 1. Consent Agenda Item #1 - Approval of the March 2018 financial report including claims paid March 23, 2018 through April 19, 2018 for Fiscal Year 2018. Mr. Souligny asked for clarification regarding the payment for Desert Star Landscaping, the Traffic Control Sign payment and questions on a couple other claims. Public Comment: None After thoughtful and intelligent deliberation Sougliny/Stangle moved to approve the March 2018 financial report including claims paid March 23, 2018 through April 19, 2018 for Fiscal Year 2018. Motion carries unanimously. 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a funding request by the Carson Valley Visitor’s Authority in an amount to be determined by the Town Board regarding the possible placement of wayfinding signs in the Carson Valley. Appearance by Jan Vandermade, Executive Director. Jan Vandermade gave a presentation regarding the Wayfinding Sign Project and what the Carson Valley Visitors Authority looks to accomplish with the project. They are requesting $10,000 from the Town. Mr. Frisby explained to the Board that it would be possible to allocate the requested $10,000 from Main Street Minden toward this project as there is an existing resolution for the Valley Vision that would allow for it. The Board expressed concerns regarding the allocation of the $10,000 not going to the Plan for Prosperity as originally planned and timelines for the project. Lisa Granahan from Douglas County gave an explanation to the Board on how the money, if allocated for the project, would be processed thru the County. Disappointment was expressed that the money earmarked for Main Street Minden was not allocated in the right time frame and the Board expressed frustration over the complication of trying to obtain it from the County before the end of the fiscal year. Public Comment: A member of the public commented on the funding of the Plan for Prosperity. Another member of the public expressed support regarding the project. After thoughtful and intelligent deliberation Radtke/Stephans moved to approve a request by Town Staff to write a letter to the Douglas County Manager requesting $10,000 previously approved by Douglas County for Main Street Minden program to be distributed to the Carson Valley Visitor’s Authority, by means of the Valley Vision Fund, for placement of wayfinding signs in the Carson Valley. - Motion carries unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to sponsor the 2018 Minden-Tahoe Airport’s Aviation Roundup and to possibly contribute an amount to be determined by the Town Board to the event. If approved, the Board may direct Staff on the distribution of any VIP Passes from sponsorship of the event. Appearance by Bill Chernock, Executive Director of the Carson Valley Chamber of Commerce. ---PAGE BREAK--- Minden Town Board Minutes May 2, 2018 Page 3 of 5 Mr. Chernock gave a presentation regarding the 2018 Aviation Roundup. It was their intent to bring this event forward every other year, however the Blue Angels reached out to the Minden Tahoe Airport with an opening in October. He explained that they are looking for a sponsorship in the amount of $5,000. Board comments included support of the event and clarification on where the funds could be pulled from. Discussion also revolved around what the Town would do with the tickets and passes and if they should give the passes to the same group as last year. Public comment: None After thoughtful and intelligent deliberation Stephans/Souligny moved to donate $5000 to Aviation Roundup. Motion carries unanimously. After thoughtful and intelligent deliberation Stangle/Radtke moved to give any tickets or passes to the local 85/83 VFW group. Motion carries unanimously. 3. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a responsive bid from Four Point Engineering for the Fiscal Year 2017/2018 Alley Waterline Replacement project for an amount of $232,668,with the project total not to exceed the budgeted amount. If approved the Board may also authorize the Chairman to execute an agreement for this project in a form acceptable to Town Counsel. Said Agreement may authorize the Town Manager to execute change orders up to 10% of the contract amount. Appearance by JD Frisby, Interim Town Manager. Mr. Frisby gave the Board information on the project and offered to answer any questions they may have. A Board member asked if we had worked with this company before and another asked Mr. Frisby to explain the language on change orders. Mr. Frisby explained on why projects would need this in keeping it moving forward without excessive delays. Other questions were asked regarding the accounting and how the project will be managed. Public comment: None After thoughtful and intelligent deliberation Stephans/Radtke moved to approve a responsive bid from Four Point Engineering for the Fiscal Year 2017/2018 Alley Waterline Replacement project for an amount of $232,668 and to authorize the Chairman to execute an agreement for this project in a form acceptable to Town Counsel. Said Agreement may authorize the Town Manager to execute change orders up to 10% of the contract amount. 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 2018/2019 final budget. Appearance by Ted Thran, Town accountant and JD Frisby, Interim Town Manager. Mr. Thran said there are no changes from last month and that he would answer any questions the Board may have. Public comment: None ---PAGE BREAK--- Minden Town Board Minutes May 2, 2018 Page 4 of 5 After thoughtful and discussion Sougliny/Radtke moved to approve the Town of Minden Fiscal Year 2018/2019 final budget. Motion carries unanimously. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a Proposed Employment Contract between the Town of Minden and JD Frisby as Town Manager. Discussion and possible action may include, without limitation, ratification of the terms of Mr. Frisby’s interim employment as Town Manager, and possible approval of an Employment Contract with an annual base salary of up to $98,280 and attendant benefits as set forth in the Proposed Employment Agreement. Appearance by Matt Bernard, Chairman. Mr. Bernard brought back to the Board a proposed permanent agreement as the Town has already approved the final budget for the upcoming year. He explained the reasons why the salary range was set as such. Board member comments included concern over specific items on the contract and the timelines in which this position would be filled, questions on the 90 day severance, and concern over the elimination on the Superintendent position. Comments were also made regarding the need for the continuing education and concern over overburdening staff. In response to some of the comments Mr. Bernard expressed to the Board how they came to the agreement and the justifications for some of the items contained in it. Mr. Frisby responded to some of the questions the Board had. Mr. Russell clarified that the organizational chart is not on the agenda and that there is not a term on this contract as presented. Another Board member expressed gratitude that the Town has an employee on staff that could fill this position and agreed with the other Board Members on not going over budget with salary numbers. Public comment: Two members of the public expressed their support of Mr. Frisby and are thankful that the Town has the ability to bring Staff up from the ranks. After thoughtful and intelligent deliberation Stangle/Radtke moved to offer the contract for Town Manager as negotiated with the Chairman to JD Frisby as presented. Motion carries unanimously. 6. For possible action: Discussion and possible action, in the event Item 5 above is approved, to adopt, adopt with conditions, continue or deny proposed goals and expectations for use in the annual review and evaluation of Town Manager in accordance the Employment Agreement for that position. Appearance by Matt Bernard, Chairman. Mr. Bernard opened it up to the board for comments and questions. Public comment: None After thoughtful and intelligent deliberation Stephans/Radtke move to approve the proposed goals and expectations for use in the annual review and evaluation of Town Manager in accordance the Employment Agreement for that position. Motion carries unanimously. ---PAGE BREAK--- Minden Town Board Minutes May 2, 2018 Page 5 of 5 7. For possible action: Discussion and possible action to direct staff in relation to Staff Reports. Discussion shall include a Staff Report on the activities, progress on or status of assigned tasks and projects, or general information regarding operations and projects related to trash, retail and wholesale water service, and other functions of the Town of Minden. Appearance by JD Frisby, Interim Town Manager. Mr. Frisby gave an update on the Lucerne project and Minden Park. Mr. Cady gave updates on different functions of Public Works. Mr. Souligny asked to hide the data on the CIP report. Public comment: None PUBLIC COMMENT: None ADJOURNMENT: Mr. Soulingy moved to adjourn the meeting at 7:38pm.