Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees Meeting held Tuesday December 11, 2018 at 6:00 p.m. at 931 Mitch Drive, Gardnerville, NV 89460
Pledge of Allegiance: Led by Jeff James
Trustees Present: Jeff James, David James, Brad Newlon, Leann Teter and Bob McDowell.
Also Present: Greg Reed, Beth Cook, Mike Rowe, Mike Bennett and the public.
Approval of Agenda: Bob McDowell motioned to approve the agenda. Jeff James seconded the motion. All Ayes. Agenda approved.
Public Comment: None
OLD BUSINESS: None
NEW BUSINESS:
- Possible action to accept and approve the 2017/2018 fiscal year audit presented by VT Accounting Associates.
Paul Tibma of VT Accounting reviewed the 2017/2018 Fiscal year audit. Paul stated that a change that was made this year is that VT used an outside consultant to review the financial statements and offer suggestions to VT Accounting.
Jeff James motioned to accept and approve the 2017/2018 fiscal year audit for the Gardnerville Ranchos GID as presented by VT Accounting Associates. Brad Newlon seconded the motion. All ayes. Motion approved.
Public Comment: None
- Possible action to adopt Resolution 18-07 to amend the Board of Trustees’ Rules and Regulations regarding voting by a quorum of the Board.
David James motioned to adopt Resolution 18-07 which updates the District’s Board of Trustees’ Rules and Regulations. All ayes. Motion approved.
Public Comment: None
- Possible action to authorize the District Manager to pursue the acquisition of a new accounting/utility billing software system.
Greg explained the District’s current utility billing system is very old. It has functioned well over the years, but the hardware for that system will no longer be supported after September of 2019. In order to keep the current system in place the District will have to upgrade the existing hardware or enter into a third-party agreement to continue support. Greg would like to consider upgrading the software as well. He feels this will be a 12-16-month process to solicit proposals from various vendors for a new system. He would like to come before the Board at different milestones to update them on the process. Brad suggested Greg investigate other agencies to see what they are using. Starting the process now is a good thing because it could take some time. A ballpark cost depending on what the District gets for a system, could be anywhere from $50,000 to $150,000 depending on the size.
David James motioned to authorize the District Manager to pursue the acquisition of a new accounting/utility billing software system. Bob McDowell seconded the motion. All ayes. Motion passed.
Public Comment: None
- Possible action to adopt Resolution 18-06 recognizing outgoing Trustee Jeff James for his 12 years of dedicated service to the District.
Brad Newlon read the resolution to Jeff. Jeff thanked the Board and Staff for all their help through the years. He enjoyed his time on the Board.
Public Comment: None
CONSENT CALENDAR
Minutes:
David James motioned to approve the November 7, 2018 minutes. Jeff James seconded the motion. Bob McDowell abstained from the motion because he did not attend the meeting.
4 ayes. Minutes approved
David James motioned to approve the November 16, 2018 minutes. Brad Newlon seconded the motion. Leann Teter abstained because she did not attend the meeting.
4 ayes. Minutes approved.
Check Summary:
Brad Newlon motioned to approve the check summary. Bob McDowell seconded the motion. All ayes. Summary approved.
Public Comment: None
REPORTS
District Engineer: Mike Bennett reviewed the October 2018 tracking schedule. Bob McDowell feels that some utility districts in other areas have done a special assessment (impact) fee study. Mike explained that the District needs to decide what parameters the District wants to go into this with before the study begins. David James asked about the changes for Well 4. Mike stated that there is no recent activity on Well 4. The contractor is waiting to see what modifications the District has decided on before they start up again. Dave would like for Mike to provide to the Board the economic benefit that the changes would be for the District. Dave asked Greg if the funds that were put aside for Well 4 be redirected to some other project. Greg stated that would be a decision the Board would need to make, but yes it can be done.
District Counsel: Mike stated that it has been very quiet. The only extra activity was to write the 2 resolutions for tonight’s meeting.
District Manager: Greg reviewed the Manager’s report. Greg added that a cyber security analysis will be done in February. Greg invited the Board to attend the District’s Christmas luncheon on Friday December 21st.
TRUSTEE REPORTS
David James wondered about the status the new office generator. The generator is sitting out back. It has been installed and it is ready to start up.
Brad Newlon would like District staff to check the corner of Muir and Russell. The corner is deteriorating. Brad thanked Jeff for his service to the District.
Leann Teter stated that some of the residents were questioning why they do not have sidewalks and others do. Greg explained that sidewalks depended on when the development was built.
Public Comment: Debbie Caster of Springfield Drive was wondering why there is dirt on Holstein Court from the Suncrest Subdivision. Greg stated that the dirt is temporary and should be moved soon.
ADJOURNMENT
Jeff James motioned to adjourn the meeting. David James seconded the motion. All ayes. Meeting adjourned at 7:25 p.m.
Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees Meeting held Tuesday December 11, 2018 at 6:00 p.m. at 931 Mitch Drive, Gardnerville, NV 89460
Pledge of Allegiance: Led by Jeff James
Trustees Present: Jeff James, David James, Brad Newlon, Leann Teter and Bob McDowell.
Also Present: Greg Reed, Beth Cook, Mike Rowe, Mike Bennett and the public.
Approval of Agenda: Bob McDowell motioned to approve the agenda. Jeff James seconded the motion. All Ayes. Agenda approved.
Public Comment: None
OLD BUSINESS: None
NEW BUSINESS:
- Possible action to accept and approve the 2017/2018 fiscal year audit presented by VT Accounting Associates.
Paul Tibma of VT Accounting reviewed the 2017/2018 Fiscal year audit. Paul stated that a change that was made this year is that VT used an outside consultant to review the financial statements and offer suggestions to VT Accounting.
Jeff James motioned to accept and approve the 2017/2018 fiscal year audit for the Gardnerville Ranchos GID as presented by VT Accounting Associates. Brad Newlon seconded the motion. All ayes. Motion approved.
Public Comment: None
- Possible action to adopt Resolution 18-07 to amend the Board of Trustees’ Rules and Regulations regarding voting by a quorum of the Board.
David James motioned to adopt Resolution 18-07 which updates the District’s Board of Trustees’ Rules and Regulations. All ayes. Motion approved.
Public Comment: None
- Possible action to authorize the District Manager to pursue the acquisition of a new accounting/utility billing software system.
Greg explained the District’s current utility billing system is very old. It has functioned well over the years, but the hardware for that system will no longer be supported after September of 2019. In order to keep the current system in place the District will have to upgrade the existing hardware or enter into a third-party agreement to continue support. Greg would like to consider upgrading the software as well. He feels this will be a 12-16-month process to solicit proposals from various vendors for a new system. He would like to come before the Board at different milestones to update them on the process. Brad suggested Greg investigate other agencies to see what they are using. Starting the process now is a good thing because it could take some time. A ballpark cost depending on what the District gets for a system, could be anywhere from $50,000 to $150,000 depending on the size.
David James motioned to authorize the District Manager to pursue the acquisition of a new accounting/utility billing software system. Bob McDowell seconded the motion. All ayes. Motion passed.
Public Comment: None
- Possible action to adopt Resolution 18-06 recognizing outgoing Trustee Jeff James for his 12 years of dedicated service to the District.
Brad Newlon read the resolution to Jeff. Jeff thanked the Board and Staff for all their help through the years. He enjoyed his time on the Board.
Public Comment: None
CONSENT CALENDAR
Minutes:
David James motioned to approve the November 7, 2018 minutes. Jeff James seconded the motion. Bob McDowell abstained from the motion because he did not attend the meeting.
4 ayes. Minutes approved
David James motioned to approve the November 16, 2018 minutes. Brad Newlon seconded the motion. Leann Teter abstained because she did not attend the meeting.
4 ayes. Minutes approved.
Check Summary:
Brad Newlon motioned to approve the check summary. Bob McDowell seconded the motion. All ayes. Summary approved.
Public Comment: None
REPORTS
District Engineer: Mike Bennett reviewed the October 2018 tracking schedule. Bob McDowell feels that some utility districts in other areas have done a special assessment (impact) fee study. Mike explained that the District needs to decide what parameters the District wants to go into this with before the study begins. David James asked about the changes for Well 4. Mike stated that there is no recent activity on Well 4. The contractor is waiting to see what modifications the District has decided on before they start up again. Dave would like for Mike to provide to the Board the economic benefit that the changes would be for the District. Dave asked Greg if the funds that were put aside for Well 4 be redirected to some other project. Greg stated that would be a decision the Board would need to make, but yes it can be done.
District Counsel: Mike stated that it has been very quiet. The only extra activity was to write the 2 resolutions for tonight’s meeting.
District Manager: Greg reviewed the Manager’s report. Greg added that a cyber security analysis will be done in February. Greg invited the Board to attend the District’s Christmas luncheon on Friday December 21st.
TRUSTEE REPORTS
David James wondered about the status the new office generator. The generator is sitting out back. It has been installed and it is ready to start up.
Brad Newlon would like District staff to check the corner of Muir and Russell. The corner is deteriorating. Brad thanked Jeff for his service to the District.
Leann Teter stated that some of the residents were questioning why they do not have sidewalks and others do. Greg explained that sidewalks depended on when the development was built.
Public Comment: Debbie Caster of Springfield Drive was wondering why there is dirt on Holstein Court from the Suncrest Subdivision. Greg stated that the dirt is temporary and should be moved soon.
ADJOURNMENT
Jeff James motioned to adjourn the meeting. David James seconded the motion. All ayes. Meeting adjourned at 7:25 p.m.
