Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting and Budget Hearing held May 29, 2019 at 6:00 p.m. @ 931 Mitch Drive, Gardnerville, NV 89460

 Pledge of Allegiance:

 Trustees Present: John Sheridan, Dave James, Brad Newlon, Leann Teter and Bob McDowell

 Also Present: Michael Bennett, Mike Rowe, Greg Reed, Dawn Hinds and the public.

Public Comment: None

Greg suggested delaying Item I on the agenda because Alan Reed was running late.

 Approval of the Agenda:

 John Sheridan motioned to delay Item I and hear Item II first and approve the

Agenda with changes.  Dave James seconded the motion.  All ayes.  Motion

passed.

 Old Business: None

New Business:

 II For Possible Action: Board discussion and possible action regarding the 2019/2020

Health Insurance renewal as proposed by L/P Insurance.  Board discussion followed

by public comment. Possible Board action to accept the 2019/2020 Health insurance

renewal proposal prepared by L/P Insurance.

Greg Reed explained that at a previous meeting the Board approved a Health Insurance package where the District would receive a discount by joining the Better Business Bureau.  However, as a government entity, the District is not eligible to join the BBB.

Nate Kerr of L/P Insurance prepared a new package and presented it to the Board.  The District is currently insured by Hometown Health and the Carson City Chamber of Commerce has a similar plan to that offered by the BBB.  This plan shows an increase in premiums; however, it is an age banded plan.  Recently an older employee retired, and a much younger employee was hired.  Because of this age banded plan, the District will see an overall decrease in annual premiums of $7,776.00 with this plan.

Dave James motioned to adopt Health Insurance Package PPO 500 for 2019/2020 as proposed by L/P Insurance.  Leann Teter seconded the motion.  All ayes. Motion passed.

Public Comment: none      

I For Possible Action: Board discussion and possible action regarding the District’s

Insurance renewal package from the Nevada Public Agency Insurance Pool for Fiscal

Year 2019/2020.  Board discussion followed by public comment.  Possible Board action

to approve the Nevada Public Agency Insurance Pool renewal package for fiscal year

2019/2020.

Alan Reed presented his insurance renewal package from the Nevada Public Agency Insurance Pool for fiscal year 2019-2020.  The District’s premium is up ($35,545) 21% from last year ($29,284).  Payroll is down 5% and the building and content limits have increased ($9,190,160) 32% from last year ($6,915,630).  The District currently has 11 vehicles insured.

Brad Newlon motioned to accept the District’s insurance renewal package as

presented from the Nevada Public Agency Insurance Pool for fiscal year

2019/2020. John Sheridan seconded the motion.  All ayes.  Motion passed.

 Public Comment: none

III For Possible Action: Board discussion and possible action to adopt Resolution 19-04

to update the District’s Cross Connection Control Policy as required by the State of

Nevada Bureau of Safe Drinking Water.  Board discussion followed by public comment.

possible Board action to adopt Resolution 19-04 updating the District’s Cross Connection Control Policy as required by the State of Nevada Bureau of Safe Drinking

Water.

The District’s Cross Connection Control Policy needs to be updated every five years.

John Sheridan motioned to adopt Resolution 19-04 to update the District’s

Cross Connection Control Policy as required by the State of Nevada Bureau

of Safe Drinking Water.  Leann Teter seconded the motion.  All ayes.  Motion

passed.

 Public Comment: none

IV For Possible Action: Board discussion and possible action to authorize the District

Manager to enter into a contract with BESST to evaluate the zones in Well #5 for

water quality analyses.  Board discussion followed by public comment.  Possible

action to authorize the District Manager to enter into contract with BESST to evaluate

the zones in Well #5 for water quality analyses.

The goal of this work is to identify zones of discrete arsenic concentrations within the screened interval of the well to determine if there is potential for blocking zones and reducing the overall arsenic concentration pumped from Well 5.

The three test methods and companies explored are as follows:

1. Dynamic Spinner Survey by Pacific Surveys, LLC
2. Dynamic Flow Survey by BESST, Inc.
3. Hydrophysical Logging by COLOG

Lumos and Associates prepared an analysis on the three proposals presented on evaluating the water quality in different zones in Well #5.  Lumos recommends the District contract with BESST to conduct the analysis.  BESST can conduct the study without removing the pump and motor from Well #5, thus saving money and simplifying the process.

Dave James motioned to authorize the District Manager to enter into a contract with BESST to evaluate the zones in Well #5 for water quality analyses at a cost not to exceed $30,000.00.  Leann Teter seconded the motion.  All ayes. Motion passed.

Public Comment: Ron Bush belongs to Ranchos Neighbors for Responsible Growth: This group was formed primarily in opposition to the Ranchos Sierra Project.  The arsenic in Well #5 is of great concern and this test is very important to the group.

V For Possible Action: Board discussion and possible action to authorize the District

Manager to move forward with advertising for the creation of a Special Assessment.

Board Discussion followed by public comment.  Possible board action to authorize the

District Manager to move forward with advertising for the creation of a Special

Assessment.

Greg explained that he and the District engineer and District Counsel have met to come up with language to potentially create a Special Assessment to ensure that future development pays for the increased infrastructure required to accommodate the associated growth.  Creation of a Special Assessment requires written notification in the paper with at least 30 days’ notice because it is a change in rates.

Michael Bennett and Mike Rowe briefly reviewed their contributions to creating the proposal and answered questions from the Board.

Greg added that the Special Assessment is for future homes not existing customers.  Greg will create a specific account for Special Assessment money and that account would be used to improve infrastructure going forward, for example a new water tank, pump station etc.… Greg wants to make this Special Assessment part of policy sooner than later in preparation for future development.

John Sheridan stated he would like to have time to review the details and methodologies before voting.

 Dave James motioned to authorize the District Manager to move forward with advertising for the creation of a Special Assessment.  Leann Teter seconded the motion.  Three ayes.  Brad Newlon and John Sheridan stood opposed.  Motion passed.

 Public Comment:  Susan Stonestreet stated that she has lived in many places and there was always an assessment, it is expected.  She believes an assessment will make the development a little bit smarter.  Ms. Stonestreet also asked the board to consider adding incentives for developers to put in water wise technology and xeriscaping.

VI For Possible Action: Board discussion and possible action to authorize the District Manager to formulate a response to the Douglas County Commissioners regarding

the formation of a Committee to consider the merger/consolidation/dissolution of

County GIDs.  Board discussion followed by public comment.  Possible Board action

to authorize the District Manager to formulate a response to the Douglas County

Commissioners regarding the formation of a committee to consider the merger/

consolidation/dissolution of county GIDs.

Greg explained that in June 2018 the Douglas County Commissioners voted 4 – 1 against the

creation of a committee, however, the current Commissioners are taking this item on

again.  This item was on the May 16^th Agenda and was never heard.  Greg would like to have

a response prepared in advance from the GRGID in case this item comes back before the

Commissioners. Items to consider are: First, the Commissioners have already rejected forming

a committee once.  Second, the Commissioners already have the authority to merge/

consolidate and dissolve GIDS under NRS 318.490. Third, if the commission goes forward

with the creation of their Committee, at least one member of the committee should represent

GIDs.

John Sheridan motioned to authorize the District Manager /Board Chairman to

deliver a response to the Douglas County Commissioners regarding the

formation of a committee to consider the merger/consolidation/dissolution of

County GIDs.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

 Public Comment:  Ron Bush stated this is the sleeper issue of the year.  It is all about control

and money.

VII For Possible Action: Board discussion and possible action to open a public hearing

regarding the District’s tentative budget for fiscal year 2019/2020.  Board discussion

followed by public comment.  Possible Board action to open a public hearing regarding the District’s tentative budget for fiscal year 2019/2020.

Leann Teter motioned to approve opening a public hearing regarding the District’s 2019/2020 final budget. John Sheridan seconded the motion.  All ayes.  Motion passed.

 VIII For Possible Action: Board discussion and possible action to approve the 2019/2020

final budget.  Board discussion followed by public comment.  Possible Board action to

approve the 2019/2020 final budget.

Greg reviewed the final recommended budget with the Board.

Dave James motioned to approve the 2019/2020 final budget.  John Sheridan

seconded the motion.  All ayes.  Motion passed.

 Public Comment: none

Consent Calendar:

 Minutes:

 Leann Teter motioned to approve the minutes from the May  8, 2019 Board

Meeting.  Dave James seconded the motion.  All ayes.  Motion passed.

 Public Comment: none

Check Summary:

Leann Teter motioned to approve the check summary.  Brad Newlon seconded

the motion.  Four ayes.  John Sheridan abstained. Motion passed.

 Staff Reports:

 District Engineer, Michael Bennett reviewed his project tracking schedule dated May 29, 2019.

District Counsel, Mike Rowe has been working with staff on matters on the Agenda and has had discussion with Greg on the creation of a Business Impact Statement.

District Manager, Greg Reed mentioned that the restrooms at the Robert Spellberg Recreational Complex are now open for business.  The Restrooms have an electronic timer which locks the doors in the evening.

Trustee Reports:

 John Sheridan requested the District update the well pumping capacity from each well so there are updated values.  John also asked to attend the Nevada League of Cities annual Conference in San Antonio, Texas in November.

Public Comment: none

 Adjournment:

John Sheridan motioned to adjourn the meeting.  Dave James seconded the

motion.  All ayes.  Motion passed.

Meeting adjourned at 9:55 p.m.

By

____________________________ Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held Wednesday, May 8, 2019 @ 6:00 p.m. at 931 Mitch Drive, Gardnerville, NV 89460

Pledge of Allegiance:  Led by Leann Teter

Trustees Present:  Bob McDowell, Leann Teter, Brad Newlon, David James and John Sheridan.

Also Present:  Greg Reed, Beth Cook, Mike Rowe, Mike Bennett and the public.

Public Comment: None

Approval of the Agenda:  Brad Newlon motioned to remove item 1 on the agenda to be put on an agenda at a future meeting and approve the agenda.  David James seconded the motion.  All ayes.  Agenda approved.

Public Comment:  None

Old Business: None

New Business

2. Possible action to assist the C.C. Meneley school in relocating the crosswalks at their campus on Muir Drive.

Cade Baligad was present to explain that he has been in contact with the County regarding relocating and adding crosswalks on Muir Drive.  The County has asked that Mr. Baligad get approval from the District concerning maintaining the crosswalks.  The District is prepared to maintain the crosswalks once they are approved.  Mr. Baligad is also requesting that the District provide engineering services such as a drawing  for the crosswalks.  The existing signs can be moved, and one additional sign will be added.  Mike Bennett added that the drawings that are needed would be covered in the Engineering retainer.

David James motioned to have the District show its support by committing to  painting the crosswalks and providing the signage at the District’s expense aside from engineering expenses.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

3. Possible action to assign Board Members and/or staff to the Carson Valley Chamber of Commerce, Nevada League of Cities and Municipalities, Nevada Public Agency Insurance Pool, Liaison to County Commission, and Government Boards within the County.

Greg Reed stated that any of these that the Board doesn’t pick up, he will cover as he has in the past.

John Sheridan would like to participate in the Nevada League of Cities.  David James would like to continue with the Chamber of Commerce.  Bob McDowell would like to attend the County Commissioners meeting when he is made aware by Greg of items pertinent to the District on the agenda.

Brad Newlon motioned to approve the assignments to the  committees with John Sheridan serving as liaison to the Nevada League of Cities, David James with the Chamber of Commerce, and Greg Reed filling the needs on the other committees with advisement to Bob.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  None

4. Possible action to accept the 2019/2020 Health Insurance renewal as proposed by L/P Insurance.

Greg Reed reviewed the various options of medical insurance available to the District.  He explained that the District currently has Hometown Health.  To renew a similar plan, it would cost the District an additional $22,715.  But, if the District joins the Better Business Bureau at a cost of $600.00 per year, the District could get the same exact plan with an increase of $5,960.  District Staff believes the best option would be to adopt the Hometown Health Option 1 after joining the BBB.

John Sheridan motioned to accept option 1 Hometown Health PPO 500 plan offered through Insurance with the expectation to join the Better Business Bureau.  David James seconded the motion.  All ayes.  Motion passed.

Public Comment:  None

5. Possible action to direct the District Manager to finalize the 2019/2020 tentative budget.

Greg reviewed the 2019/2020 tentative budget with the Board.

David James motioned to direct the District Manager to finalize the fiscal year 2019/2020 tentative budget.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

6. Possible action to update the District’s Cross Connection Control Policy as required by the State of Nevada Bureau of Safe Drinking Water.

Greg Reed explained that every 3 to 5 years the State conducts a sanitary survey and they evaluate certain programs the District has in place.  They found 3 items that needed to be addressed.  One, update the Cross-Connection Control Manual, second,  update the Emergency Response Plan and third, update the Operations and Maintenance Manual.  Greg made the updated changes to the Cross-Connection Manual for the Board to approve.  Then Greg will bring it back to the Board as a Resolution.

John Sheridan motioned to adopt the recommended changes to the District’s Cross Connection Control Policy with recommended changes to paragraph 2-34 and 2-36.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment: None

7. Possible action to accept the 2018 Water Quality Report.

Greg put together a draft of the Water Quality Report.  He left 2 areas open that the District could insert additional items if the Board wishes.  Upcoming changes to drinking water regulations will require this report be posted 2 times per year instead of one.

Leann Teter motioned to adopt the 2018 Water Quality Report.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment:  None

8. Possible action to authorize the District Manager to purchase a water meter for installation in the Long Valley Booster.

Greg explained that in order to determine the best option for refurbishment of the station, the District needs data on the pumping capacity of the station.  He provided a quote of $6595.00 for a magnetic meter.  There is money in the 2018/2019 budget, or the Board can elect to wait and add this item to the 2019/2020 budget.

David James motioned to authorize the District Manager to purchase a water meter for installation in the Long Valley Booster Station in the 2018/2019 budger.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  None

9. Possible action to authorize the District Manager to enter into a contract for the 2019/2020 Street Maintenance Project to the lowest responsible bidder.

Greg provided the Board Members with the bids for the street project.  After Lumos checked to see if their contractor’s license is of good standing, the lowest bidder was Sierra Nevada Construction.

Leann Teter motioned to authorize the District Manager to enter into a contract for the 2019/2020 street maintenance project with Sierra Nevada Construction.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

10. Possible action to authorize the District Manager to enter into contracts for the 2019/2020 manhole rehabilitation project and inspection to the lowest bidders.

Mike Bennett explained that one bid was received.  Express Sewer and Drain is a Nevada contractor license of good standing.  There was also a bid from BCTS for inspection services included.  As Lumos was going through the bid, Express Sewer did not follow the instructions for the Addendum and did not include it in the bid package resulting in the numbers not adding up.  Mike Bennett recommended that the District change the overall bid amount to $89,600.00 and reduce the contingency by the Addendum amount.  Mike Rowe suggests the District get an acknowledgment in writing stating  Mike’s recommendation.  David James would like to have Express Sewer rewrite the bid with the correct numbers as proposed.

Brad Newlon motioned to authorize the District Manager to enter in a contract for the 2019/2020 manhole rehabilitation project noting the adjustments to the bid that will be put in writing in the contract plus the approval of BCTS contract not to exceed $5,930.00.  John Sheridan seconded the motion.  4 ayes, 1 nay (David James).  Motion passed.

Public Comment

11. Possible action to adjust the District Manager’s salary for fiscal year 2019/2020.

Greg Reed reviewed his 2018/2019 goals and objectives and presented his 2019/2020 goals with objectives.  He would like any adjustments that are made to his salary become effective at the end of this fiscal year so he will be consistent with the rest of the District employees.  Bob McDowell suggested the District develop a program for future financing for road maintenance.  Brad Newlon suggested the District consider various proposals for the empty property across from C.C. Meneley.

John Sheridan motioned to approve the goals for fiscal year 2019/2020 including the 2 additional suggestions made by the Board, with a salary adjustment of 2% cost of living and a 3% salary increase shifting the effective date to July 2019 from October 2019.  David James seconded the motion.  All ayes.  Motion passed.

Public Comment: None

CONSENT CALENDAR

MINUTES

Brad Newlon motioned to approve the minutes of the April 2019 meeting with changes.  Leann Teter seconded the motion.  4 ayes,  Bob McDowell abstained because he did not attend that meeting.

Public Comment: None

CHECK SUMMARY

Brad Newlon motioned to approve the check summary.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

REPORTS

District Engineer:  Mike Bennett reviewed the May 2019 tracking schedule.

District Counsel: Mike Rowe reported that he, Mike Bennett and Greg met over the special assessment memo and the formula for those special assessments.  Mike is also working on some discrepancies over easements on Topaz.

District Manager:  Greg reviewed his May 2019 Manager’s report.

REPORTS

David James stated that the Chamber of Commerce is in the process of electing a new Board.  He is concerned about  discarded spoil at the Holstein Farms project.  The permit for the spoil being stored there had a 3-month cap which is to end in July.  His concern is, now that the property is up for sale, the discarded spoil may not be cleared or properly compacted.  Greg addressed a letter to Holstein Farms LLC, and he will distribute a copy of the letter to the Board.  David would like this issue to be an item on the next agenda.

ADJOURNMENT

John Sheridan motioned to adjourn the meeting.  Leann Teter seconded the motion.  All ayes.  Meeting adjourned at 8:45 p.m.

________________________________

Beth Cook, Acting Secretary

Minutes of the

Gardnerville Ranchos General Improvement District

Board of Trustees meeting held April 3, 2019 at

6:30 p.m. @ 931 Mitch Drive

Gardnerville, Nevada 89460

 

Pledge of Allegiance: Led by Leann Teter

 Trustees Present: John Sheridan, Dave James, Leann Teter and Brad Newlon.  Bob McDowell was absent.

 Also Present: Greg Reed, Dawn Hinds, Mike Rowe and Michael Bennett and the public

 Public Comment: Cade Baligad asked how Mitch Park was coming along and if the District was ready to consider another project in the area across from C.C. Meneley.  Cade suggested the District could begin with a parking lot across from the school.  The parking lot would provide access to the property and provide parking for the parents of children attending C.C. Meneley.

 Approval of the Agenda:

 Dave James requested that the budget discussion be moved from item 7 to Item 3 as he needs to leave at 8:15 this evening.

John Sheridan motioned to move Item 7 to follow Item 2.  Leann Teter

seconded the motion.  Four ayes.  Motion passed.

 Dave James motioned to approve the Agenda as amended.  John Sheridan

seconded the motion.  Four ayes.  Motion passed.

 

Public Comment: none

 Old Business: none

 New Business:

 

I For Possible Action: Board discussion regarding modification of the District’s

Personnel Manual regarding the dispensation of sick time upon separation from the

District.  Board discussion followed by public comment. Possible action to modify the

District’s Personnel Manual regarding the dispensation of sick time upon separation

from the District. Action Item.

 

This item is a carryover from last month’s Board Meeting.  Greg conducted a survey of other local government entities regarding their sick leave payout.  Upon completion of the survey Greg came up with 5 potential modifications to the District Policy on dispensation of sick time which he reviewed with the Board.  The Board discussed these options and, in the end, decided to keep the District’s dispensation of sick time as is currently written.

Dave James motioned to retain the existing sick time policy.  Leann Teter

seconded the motion.  Four ayes.  Motion passed.  

 Public Comment: none

II For Possible Action: Board discussion regarding a request from retiring District

employee Doug Shaffer for payment of additional sick time and compensation for

insurance premiums.  Board discussion followed by public comment. Possible action

to authorize the District Manager to dispense payment of additional sick time and

compensation for insurance premiums for retiring District employee Doug Shaffer or

any combination thereof.  Action Item.

 Greg explained this is a carryover from last month’s meeting.  Doug is asking for an additional sick time payout and medical payments until he can collect Medicare in September 2019; in the past the Board has distributed additional sick time and insurance premium payments to a District retiree.

Dave James mentioned that because of the previous motion they could not consider a change in sick payout for Doug, but the Board could consider a onetime appreciation or retirement bonus.

Brad was concerned about the constituents and setting a precedence for future retirees that may want to come to Board with requests.  Brad mentioned that the previous retiree who received payout was a different employee situation.

Dave James motioned to follow District Policy as stated.  Leann Teter seconded

the motion.  Four ayes.  Motion passed.

 Public Comment:   none

 VII For Possible Action: Board discussion and possible action to adopt the 2019/2020

Tentative Budget.  Board discussion followed by public comment. Possible Board action

to adopt the 2019/2020 Tentative Budget. Action Item.

 Greg reviewed the 2019-2020 tentative budget with the Board.  The tentative budget includes funding for road maintenance in keeping with prior year’s processes, salary increases, sewer main rehabilitation, purchasing spare pumps and motors for all four lift stations and creating a lawn area at the Robert Spellberg Recreation Complex.

John Sheridan motioned to adopt the fiscal year 2019-2020 tentative budget.

Dave James seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

III For Possible Action: Board discussion regarding Resolution 2019-03 regarding updating

The District’s Personnel Manual by creating the position of Operations Supervisor.

Board discussion followed by public comment. Possible action to adopt Resolution

2019-03 approving changes to the District Personnel Manual by creating the position of

Operations Supervisor. Action Item.

 Resolution 19-03 will create a new position of Operations Supervisor.  This is a carryover from the last board meeting.

 John Sheridan motioned to adopt Resolution 19-03 approving changes to the

District Personnel Manual by creating the position of Operations Supervisor.

Leann Teter seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

 IV For Possible Action: Board discussion and possible action regarding the Pavement

Management Plan created by Lumos & associates.  Board discussion followed by public

comment.  Possible action to incorporate the 2019/2020 recommendations of the

Pavement Management Plan created by Lumos & Associates. Action Item.

Greg reviewed the pavement management plan with the Board.  The District’s roads currently have an average PCI of 76.  Greg asked the Board what their philosophy is: Does the district want to maintain the 76 PCI or consider dropping it to a 70 PCI, which is still good.  Mike Bennett explained that the Pavement Management Program is a decision-making tool.  A typical design life of a road is usually 20 plus years, with proper maintenance that span 30 plus years.  Mike stated it is cheaper to maintain a high-quality road than it is to maintain or try to bring a low-quality road up to higher quality.

Dave James motioned to accept the recommendations of the Pavement

Management Plan created by Lumos and Associates for the 2019 – 2020

fiscal year.  Leann Teter seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

 V For Possible Action: Board discussion and possible action to adopt the network security assessment conducted by Gridsmart.  Board discussion followed by public comment.

possible action to adopt the network security assessment conducted by Gridsmart.

Action Item.

 Greg explained the District was eligible for a network security assessment through the Nevada Pool/Pact.  The assessment was free.  Overall the District network security was in pretty good shape.  They didn’t try to do any malicious hacking, but they did try to get into the network internally and externally.

John Sheridan motioned to adopt the network security assessment conducted

By Gridsmart.  Leann Teter seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

 VI For Possible Action: Board discussion on assignments to various Boards.  Board discussion followed by public comment. Possible Board action to assign Board

members and/or staff to the Carson valley Chamber of commerce, Nevada League of

Cities and Municipalities, Nevada Public Agency Insurance Pool, Liaison to County

Commission and Government boards within the County. Action Item.

 Dave James motioned to continue this item until the May meeting.  Leann

Teter seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none  

 Consent Calendar: For Possible Action:

 Minutes:

 Leann Teter motioned to approve the minutes from the March 6, 2019 Board

meeting.  Dave James seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

 Check Summary:

 Leann Teter motioned to approve the consent calendar.  Dave James seconded

the motion.  Four ayes.  Motion passed.

 Public Comment: none

 Staff Reports:

 District Engineer Michael Bennett reviewed his project tracking schedule for April 2019.

District Counsel Mike Rowe stated it has been a quiet month and he worked on Resolution 19-03 and reviewed the special assessment memorandum.

District Manager Greg Reed commented that the District has heard from MGSD that a portion of the settlement money the District has paid to them will be refunded in May.  They successfully claimed the incident with the digester on their insurance and were paid back.  The District’s portion will be a little over $200,000.00 which will be deposited into the sewer fund.

 Trustee Reports:

 Public Comment: none

 Adjournment:

 John Sheridan motioned to adjourn.  Leann Teter seconded the motion.  Four ayes.  Motion passed.

 Meeting adjorned at 8:20 p.m.

 By

  

__________________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held Wednesday March 6, 2019 @ 6:00 p.m. at 931 Mitch Drive, Gardnerville, NV.

 Pledge of Allegiance:  Led by Leann Teter

Trustees Present:  John Sheridan, Brad Newlon, David James, Leann Teter and Bob McDowell.

Also Present:  Greg Reed, Beth Cook, Mike Rowe, Mike Bennett and the public.

Public Comment:  None

Approval of the agenda:  Leann Teter motioned to approve the agenda for the March 6, 2019 agenda.  Brad Newlon seconded the motion.  All ayes.  Agenda approved.

NEW BUSINESS

1. Possible action to authorize the District Manager to dispense payment of additional sick time and compensation for insurance premiums for retiring District employee Doug Shaffer or any combination thereof.

Greg Reed explained that Doug has been an employee of the District for 17 years.  He is the Lead Person in charge of the outside crews.  Doug has approximately 750 sick time hours on the books.  He has asked for additional sick time in payout and compensation for insurance premiums.  Greg explained that per policy the employee can accrue 15 sick days per year, and they are able to bank those hours over time.  In the past the Trustees have made some accommodations for another employee that has retired.  Currently the policy states that the employee can get paid 50% of their accrued sick days up to 90 days (720 hours)  at 50% pay which amounts to 22.5 days of sick time pay out.  Greg responded to Doug’s letter stating that he cannot grant Doug’s request for full payment of sick time because that goes against the current policy in the manual, but he will present it before the Board of Trustees for their consideration.  In addition, Doug is asking to be compensated for his insurance premiums from May through September while he is on his wife’s insurance for a total of $1148.00.  This is also in conflict with the Personnel Manual, so Greg is requesting the Board consider this request also.  The decision the Board makes could set a precedent for the District.  Mike Rowe explained that the Board does have the ability and the authority to waive the policy if they so choose.  David James suggested the Board give Doug a bonus in an equal amount to cover his insurance, instead of stating it is for insurance and therefore that will not set a precedent for the District.  John Sheridan feels that the District should stay with the current policy, but he agrees with Dr. James that a bonus would  be appropriate.

David James motioned to separate the 2 items.  One item pertaining to the sick time payout and the second item regarding the insurance payout.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Item One:  David James suggested the Board give Doug a bonus for his performance of $6000.00 – $7000.00  as a lump sum to do as he wishes.

Item Two:  David James suggested Doug receive sick leave based on the provisions of the Personnel Manual.

Brad Newlon would like to compute numbers before a decision is made.  The total comes out to $7560.00 per the Policy Manual.  Doug is requesting full pay of $30,240.00.  John does not want to go against what the policy states, but he feels Doug should be compensated for his performance possibly up to 50% more which would be an additional $7500.00.  Brad feels the full payment is unrealistic, but he does think that some sort of additional bonus is feasible.  David does think the District should revisit the sick time payout policy at a future date.  He suggested Doug receive sick leave based on the current policy.  Leann stated that changing the policy would give the employees incentive to stay with the District.

David James motioned that Doug receive the prescribed sick leave based on what is stated in the Personnel Manual.  John Sheridan seconded the motion.  All ayes.  Motion passed.

David James suggested the policy be changed and that Doug receive an additional bonus of $12,000.00.  Bob McDowell suggested $5000.00.  Leann suggested and additional $8000.00.  John suggested $9000.00.  Greg stated that the Board does not have to make a decision on either item today because the sick leave policy could be changed between now and May 10^th when Doug leaves.

David motioned to table the second item regarding  consideration of a retirement bonus until a later date.  John Sheridan seconded the motion.  All ayes.  Motion passed.

 

2. Possible action to adopt Resolution 2019-02 approving changes to the District Personnel Manual as suggested by District Staff.

Greg explained that Resolution 2019-02 details changes from the prior step salary advancement method to the newly adopted Min/Midpoint/Max compensation system developed by Pontifex.

Brad Newlon wanted it noted that he was against changing the current step salary advancement system.

John Sheridan motioned to adopt Resolution 19-02 approving changes to the District’s Personnel Manual.  David James seconded the motion.  4 ayes. 1 nay (Brad Newlon).  Motion passed.

Public Comment: None

 

3. Possible action to authorize the District Manager to create the position of Operation Supervisor and eliminate the position of District Lead Person.

Greg stated that with Doug retiring he would like to change his title to a more modern title by combining the District Lead Person and the District Foreman position to one position.  He would like to rename the position from District Lead Person to Operations Supervisor.

Bob would like Greg to add “minor construction” to the list of responsibilities of the Operations Supervisor.

Brad Newlon motioned to authorize the District Manager to create the position of Operations Supervisor and eliminate the position of District Lead Person.  John Sheridan seconded the motion. All ayes.  Motion passed.

Public Comment: Ron Bush asked if Greg would be eliminating a position or combining 2 positions.  Greg replied that he is creating a new position and eliminating 2 positions.

 

4. Possible action to approve changes to the District’s Personnel Manual as suggested by District staff.

 

Greg explained that with the creation of the position of Operation supervisor, the Personnel Manual will need to be updated.

David James motioned approve the proposed changes to the District’s Personnel Manual.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None.

 

5. Possible action to adopt the Pavement Management Plan created by Lumos and Associates.

Mike Bennett of Lumos and Associates reviewed the 2019 Pavement Management Plan.  Overall the road conditions in the District are “very good”.  The plan indicates that the District will need to spend additional money on the roads to maintain their current conditions.

Brad Newlon motioned to adopt the District Pavement Management Program developed by Lumos and Associates.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  Ron Bush asked how the Capital Improvement Plan relates to maintaining pot holes throughout the District.  Greg stated that they are 2 separate issues.  The pot hole situations will be handled on an individual basis.

6. Possible Board action to approve working with L/P Insurance on a new large group health insurance plan through Nevada League of Cities and Municipalities

Greg explained to the Board that the District is currently enrolled in a small group plan with age-banded premiums.  Consolidated large group plans are now allowed again.  L/P Insurance along with the League are asking us to consider a new consolidated plan  that would provide better coverage than we have now and would cost approximately $700.00 less per year that the District is currently paying.

David James motioned to authorize the District Manager to work with L/P Insurance through the Nevada League of Cities to develop a group health insurance plan for fiscal year 2020.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment: None

 

7. Possible Board action to reschedule the May and June 2019 Board meetings.

Bob McDowell will be unable to attend the May 1, 2019 meeting.  May 20 – May 31, 2019 are the available dates for the District to hold a public hearing top adopt the final budget.

David James motioned to move one meeting to May 8, 2019 and the second meeting to May 29, 2019. This would include the final budget meeting and the June Meeting.  Leann Teter seconded the motion.  All ayes.  Motion passed.  David James reminded the Board that the July 5^th meeting has been moved to June 29^th.

Public Comment: None

CONSENT CALENDAR

MINUTES

Leann Teter motioned to approve the minutes of February 6, 2019 with changes.  All ayes.  Minutes approved

CHECK SUMMARY

David James motioned to approve the check summary.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

REPORTS

District Engineer:  Mike Bennett reviewed the March 2019 tracking schedule.

Mike Rowe: Mike Rowe worked on Resolution 19-02.  He also reviewed the special assessment memo and it will probably be on next months agenda.

Greg Reed:  Greg reviewed his report and discussed Senate bill 231 that will be going through the legislature soon.  He also included a summary of the water and sewer rates in Carson Valley.

Public Comment: None

REPORTS

None

Public Comment: None

ADJOURNMENT:  Leann Teter motioned to approve the meeting.  John Sheridan seconded the motion.  All ayes.  Meeting adjourned at 9:00 p.m

____________________________

Beth Cook, Acting Secretary

Gardnerville Ranchos General Improvement District
Board of Trustees Meeting
held February 6, 2019 @ 6:00 p.m.
931 Mitch Drive,
Gardnerville, NV 89460

Pledge of Allegiance: led by John Sheridan

Trustees Present: Bob McDowell, Leann Teter, Dave James, John Sheridan and Brad Newlon

Also Present: Greg Reed, Dawn Hinds, Mike Rowe, Michael Bennett and the public

Public Comment: John Engles suggested that anyone who hasn’t read the recently released “Tire Gate report” should read it.

Approval of the Agenda:

Dave James motioned to approve the Agenda. Leann Teter seconded the
motion. All ayes. Motion passed.

Public Comment: none

Old Business: none

New Business:

I For Possible Action: Review and approve district counsel’s summary of tortious claims
for 2018. Board discussion followed by public comment. Possible Board action to
review and approve district counsel’s summary of tortious claims for 2018. Action Item.

Mike Rowe reported that NRS requires that a summary of claims report must be filed with the governing body on or before February 1st of each year. The report indicated that no claims were paid and there are no open or unpaid claims.

Dave James motioned to review and approve the District Counsel’s summary of Tortious Claims and make it part of the District’s Records. John Sheridan seconded the motion. All ayes. Motion passed.

Public Comment: none

II For Possible Action: Board discussion regarding Resolution 2019-01 regarding updating
the District’s Policy and Procedures Manual. Board discussion followed by public comment. Possible action to adopt Resolution 2019-01 approving changes to the District Policy and Procedures Manual as suggested by District staff and the District Engineer. Action Item.

Greg explained that this was discussed at last months meeting and this is a resolution to accept the changes made last month. Most changes are housekeeping items.

John Sheridan motioned to accept resolution 2019-01 regarding updating
the District Policy and Procedures Manual and eliminating “on a quarterly basis for Flat rate customers”. Leann seconded the motion. All ayes. Motion passed.

Public Comment: John Engles asked if the GRGID water rates are on the Website. Greg Reed replied that they are and are included in the District’s Policy and Procedures Manual.

III For Possible Action: Board discussion regarding updating the District’s Personnel
Manual. Board discussion followed by public comment. Possible action to approve
changes to the District’s Personnel Manual as suggested by District Staff. Action Item.

This item was discussed last month. Most of the changes to the policy are in wording, regarding changes from a step system to into a minimum, maximum pay range. There are also changes to 6.1.2. Holiday Pay regarding sick leave the day before or after a Holiday. An employee must report for work the day before and the day after a holiday to receive pay for a holiday, excepting only when a holiday falls within an approved vacation period, or when sick leave use is accompanied by valid written documentation by a physician or other licensed medical professional. Therefore, if someone calls in sick without a valid excuse they will not be paid. 7.1.1 was also changed from Ninety 90 days to Thirty 30 days regarding time for an employee to be eligible for insurance.

Brad Newlon motioned to approve the changes to the District Personnel
Manual. Dave James seconded the motion. All ayes. Motion Passed.

Public Comment: none

IV For Possible Action: Board discussion and possible action to authorize the District
Manager and Lumos to complete a zone testing program at Well #5. Board discussion
followed by Public comment. Possible board Action to authorize the District Manager and Lumos to complete a zone testing program at Well#5. Action Item.

Lumos and Associates has prepared a proposal for Task 1 to conduct a zone testing program for Well #5. Total Task 1 cost $8,300.00. The District must determine if Well #5 can be more fully utilized by developing a water quality analysis by depth in the well. The zone test is the first step in that analysis. The proposed Well 5 zone testing will provide assistance to the GRGID to hire consultants to provide sampling and water quality data within Well 5 with the intention of identifying zones of high arsenic. Total cost of the project is estimated to be in the range of $50k -$75k. Mike explained the intent of the assessment is to identify zones of discrete arsenic concentrations within the screened interval. The information can assist the District in determining if blocking areas of higher arsenic concentration would be a viable means to reduce the overall arsenic concentration pumped from Well 5.

Brad Newlon asked what the blending process entailed. Greg explained that Well #5 is a last resort well. All other wells will usually be pumping when Well 5 water is added to the system. The water from all wells is blended together in the storage tanks at the end of Tillman lane then distributed to the consumers.

Dave James is concerned about the variation of arsenic readings at Well#5 and would like Mike to provide information on an arsenic plant.

John Sheridan motioned to authorize the District Manager and Lumos to complete a zone testing program on Well #5 at a cost not to exceed $75,000.
Leann Teter seconded the motion. All ayes. Motion passed.

Public Comment: Ron Bush asked if there would be a higher concentration of arsenic for consumers near Well #5 as compared to customers on the golf course? Greg replied the water is pumped from the wells to be stored in the storage tanks at the end of Tillman. The water blends in the storage tanks. If well 5 is running it is primarily used as a last resort to fill the tanks.

V For Possible Action: Board discussion and possible action to authorize the District Manager to enter into a contract with Lumos to determine options for upgrading the
Long Valley booster station. Board discussion followed by public comment. Possible
Board action to authorize the District Manager to enter into a contract with Lumos to
determine options for upgrading the Long Valley booster station. Action Item.

Lumos and Associates has submitted a proposal for engineering services to prepare an analysis of alternatives for upgrading the Long Valley Booster Pump Station. Mike Bennett explained he will provide options for potential upgrades to the system and/or replacement. There are many avenues the District could take to improve or replace the Long Valley Booster. This Alternatives Analysis will provide the Board with options including Budgetary costs for each option. Cost to complete Task 1 is $12,500.00.

This analysis and the Well #5 analysis will work in conjunction to improve pumping capacity for the high side pressure zone and are both part of the District’s Water Master Plan. The booster moves water now but because it does not have backup power generation, we cannot count it in supply calculation. Greg explained that the District has the capacity and does not have a shortage of water. The District does not have the mathematical calculation to submit to the state that says this is how much water we produce. This is what the District is attempting to fix with the two proposed projects.

Dave James motioned to authorize the District Manager to enter into a contract with Lumos to determine options for upgrading the Long Valley Booster Station at a cost not to exceed $12,500.00. John Sheridan seconded
the motion. All ayes. Motion passed.

Public Comment: James McKalip stated that all new development is on the high side and could be a tremendous strain on the system.

VI For Possible Action: Board discussion regarding the 2019-2020 annual budget. Board
discussion followed by public comment. Possible Board action to approve the proposed budget considerations. Action Item.

Greg Reed reviewed the proposed 2019-2020 budget with the Board. This item is informative unless the Board decides to act.

No action was taken on this item.

Public Comment: Ron Bush assumes that recoating of the water tank will be done when usage is low and asked if there would be an increased use of Well #5 the entire time the tank is down. If that is the case, then he would like to see the results of the study and possible mitigations that need to be in place before the District is potentially forced into a situation of having to increase use of well 5. Greg explained that he would like to have the pressure regulating valve in the system next year prior to the recoating of the tank so that water can be cycled. The valve would allow the District to maintain the pressure in the high side while maintaining water flow in the low side thus feeding everything off the low tank which we currently can’t do. That would alleviate the need to increase the use of Well 5.

Consent Calendar:

Approval of the Minutes:

Leann motioned to approve the minutes from the January 9, 2019 Board
meeting. Dave James seconded the motion. All ayes. Motion passed.

Public Comment: none

Check Summary:

Leann Teter motioned to approve the check summary. Brad Newlon seconded
the motion. All ayes. Motion passed.

Public Comment: none

Staff Reports:

District Engineer: Michael Bennett reviewed his project tracking schedule for the Month of February.

District Counsel: Mike Rowe stated he has been working on items one and two this month.

District Manager: Greg Reed explained that the proposed work on the Long Valley Booster Station is not for future growth considerations. It is for current capacity in the system.

Trustee Reports:

John Sheridan thanked Greg for taking him on a tour of the District and its facilities.

Dave James thanked the staff and the public for their attendance. Public input is very important to the Board.

Bob McDowell will not be at the April meeting and will not be back until May 7, 2019 as he will be on vacation in Hawaii. He suggested moving the May meeting. No decision was made to change the meeting.

Public Comment: John Engles announced that the County Commissioners’ meeting will convene at 9 am tomorrow and will begin with water rates.

Adjournment:

Brad Newlon motioned to adjourn the meeting. Dave James seconded the motion. All ayes. Motion passed.

Meeting was adjourned at 8:20 p.m.

By

_____________________________
Dawn Hinds
Acting Secretary