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The Minden Town Board training was held at 4:45 pm followed by the regular meeting on Wednesday, July 6, 2016, at 1602 Esmeralda Avenue, Minden, Nevada. Board Members present: Matt Bernard, Glen Radtke, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: JD Frisby, Trish Koepnick, and Ryan Russell, Bruce Scott and Ted Thran. Chairman Stephans called the Training session to order at 4:45 P.M. PUBLIC COMMENT: NONE TRAINING AGENDA: 1. Not for possible action: Annual training regarding Open Meeting Law conducted by Ryan Russell, Town Attorney. Training given by Mr. Russell. 2. Not for possible action: Annual training regarding Ethics in Government conducted by Ryan Russell, Town Attorney. Training given by Mr. Russell 3. Not for possible action: Review of Town Board Norms and Procedures adopted by a resolution of the Town Board in 2014 revised in 2015 and confirmed annually thereafter. Appearance by Ryan Russell, Town Attorney. Training was given by Mr. Russell. PUBLIC COMMENT: None ADJOURNMENT OF TRAINING: John Stephans moved to adjourn the training. Chairman Stephans called the regular meeting to order at 5:32 p.m. The Pledge of Allegiance was led by Board Member Stangle. PUBLIC COMMENT: Bill Chernock representing the Chamber of Commerce presented the Carson Valley Days Picon trophy to Town staff. A Bently representative gave an update on the Bently project including issues with power sources and lighting. APPROVAL OF AGENDA Bernard/Souligny moved to approve the June 1, 2016 agenda. Motion carried unanimously. APPROVAL OF MINUTES Souligny/Stangle moved to approve the minutes of the June 1, 2016 Board meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: Mr. Stephans acknowledged the contributions by Model Dairy and Carson Valley Inn to our recent events. BOARD MEMBER REPORTS: None CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the June 2016 financial report including claims paid May 20, 2016 through June 23, 2016 for fiscal year 2016. Moved to Administrative agenda ---PAGE BREAK--- Minden Town Board Minutes July 6, 2016 Page 2 of 4 ADMINISTRATIVE AGENDA: 1. Approval of the June 2016 financial report including claims paid May 20, 2016 through June 23, 2016 for fiscal year 2016. Public Comment: None Souligny/Stangle moved to approve claims after clarification on the Well 11 payment. Motion carried unanimously. Agenda Item 4 was moved to be heard first. 4. For possible action: Discussion and possible action to adopt, adopt with changes and/or conditions, continue or deny the Wholesale Water Rates effective July 7, 2016 for Fiscal Year 2017 through Fiscal Year 2022 as recommended in the Wholesale Water System Rates and Financial Plan prepared by Municipal Financial Services and accepted by the Town of Minden in February of 2016. Appearance by Ryan Russell, Town Attorney. Mr. Thran clarified on how the three cents was reduced to arrive at the proposed rate. Public comment: A member of the public questioned how much water the Town is obligated to provide. After thoughtful and intelligent deliberation Bernard/Souligny moved approve the wholesale Water Rates effective July 7, 2016 for Fiscal Year 2017 through Fiscal Year 2022 as recommended in the Wholesale Water System Rates and Financial Plan prepared by Municipal Financial Services and accepted by the Town of Minden in February of 2016 and implement the same effective July 7, 2016, with the condition that the study be adjusted to reflect a year one rate of $0.68 with the scheduled increases adjusted accordingly, and direct Minden staff to work with the staffs of all Minden wholesale customers to review the existing interlocal agreements for wholesale water service and propose any necessary or desirable modifications thereto. Motion carried unanimously. 1. Not for possible action: Presentation regarding the financial status, overall progress to date, and future plans of the Main Street Minden Program. Appearance by Connie Billington, Executive Director, Main Street Minden. Ms. Billington reported that Minden Main Street has met 59% of the in kind hours for Minden. She also gave an update on the Main Street Board status, noted that she has been given full status as director and reported on other recent activities promoting Main Street. She would like to see if she needed to provide a report herself or it could be given by Ms. Stangle as the Town board’s liaison with Main Street. Public comment: None 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to reconsider and reduce the amount of liquidated damages assessed to Herback General Engineering, LLC from $10,180 for the 2015-2016 Street Rehabilitation Project. Appearance by Peter Griffin, Project Manager/Estimator, Herback General Engineering. ---PAGE BREAK--- Minden Town Board Minutes July 6, 2016 Page 3 of 4 Mr. Griffin gave the background for this request, speaking of notification issues and asking for fair consideration in light of the delay in accessing work site. Board discussion included discussion of previous Board action which already reduced the liquidated damages costs, the allowance given for weather, the need to cover additional town costs, and support for the staff recommendation. Public comment: None After thoughtful and intelligent deliberation, Souligny/Stangle moved to deny the request to reconsider and reduce the amount of liquidated damages assessed to Herback General Engineering, LLC from $10,180 for the 2015-2016 Street Rehabilitation Project. Motion carried unanimously. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town Staff to postpone final selection of qualified firms which submitted Statements of Qualifications (SOQs) in response to a formal Request for SOQs for various professional services in support of Town of Minden Public Works. Discussion may include an update regarding the process to review and evaluate Statements of Qualifications by the Technical Review and Selection Committee. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby noted that he has received large number of SOQs, and out of fairness to the applicants and the rest of the committee he is requesting additional time for the selection process. Board discussion included noting that it is a compliment to Minden that there are so many applicants. Public Comment: None Following thoughtful and intelligent deliberation, Souligny/Bernard moved to approve a request by Town Staff to postpone final selection of qualified firms which submitted Statements of Qualifications (SOQs) in response to a formal Request for SOQs for various professional services in support of Town of Minden Public Works, noting we will not consider any addition applicants but only postponing the selection. Motion carried unanimously. 5. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a change order in an amount not to exceed $5,000 for additional road rehabilitation work to be completed through the 2016 Street Rehabilitation Project by Qualcon Constructors. The work to be completed includes repair and replacement of pavement damaged by the removal of the speed table located on Wildrose between the Town border and Second Street. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby noted that the speed tables were torn out today and there is money in the budget to cover this additional work. Public comment: None Following thoughtful and intelligent deliberation, Bernard/Stangle moved to approve a change order in an amount not to exceed $5,000 for additional road rehabilitation work to be completed through the 2016 Street Rehabilitation Project by Qualcon Constructors. The work to be completed includes repair and replacement of pavement damaged by the removal of the speed table located on Wildrose between the Town border and Second Street. ---PAGE BREAK--- Minden Town Board Minutes July 6, 2016 Page 4 of 4 6. For possible action: Discussion and possible action to accept, accept with conditions, continue or deny a bid by Kustom Koatings for the 2016 Town of Minden Street Sealing Project for $69,875.98, with the total amount not to exceed $75,000 for the project, and authorize the Chairman to execute an agreement for the same. Appearance by JD Frisby, Superintendent of Public Works. Mr. Frisby noted that this follows our four year rotational plan; the focus this year is on Old Town. He noted that he is pleased that the street striping is included in the budget. Board discussion included the high dollar amount of the other bid. Public comment: None Following thoughtful and intelligent deliberation, Stangle/Radtke moved to approve a bid by Kustom Koatings for the 2016 Town of Minden Street Sealing Project for $69,875.98, with the total amount not to exceed $75,000 for the project, and authorize the Chairman to execute an agreement for the same. Motion carried unanimously. 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, Superintendent of Public Works. Bruce Scott noted work with Bently on the design of Well 11 and noted he is pleased with the Well 10 performance in June. Mr. Frisby gave an update on the speed table, noted that Well 10 is operating very well at full capacity, and said the County Road project is noticed to proceed as the ditch will be dry by end of next week. He noted that the 4th of July and Carson Valley Days events went really well and expressed appreciation to the staff. The Board commented on the great time they had on the 4th of July and enjoyed their time with the staff. Public comment: none FINAL PUBLIC COMMENT: none ADJOURNMENT Mr. Bernard moved to adjourn at 6:41p.m.