Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees Meeting held December 6, 2017 @ 6:00 pm 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, Mike Rowe, Mike Bennett, Beth Cook
Approval of Agenda: Bob McDowell motioned to approve the agenda. David James seconded the motion. All ayes. Agenda approved.
Public Comment: None
Approval of Minutes. Brad Newlon motioned to approve the minutes of the November 1, 2017 meeting. David James seconded the motion. Three ayes. Bob McDowell and Jeff James abstained as they were not present at the November meeting. Minutes approved
Public Comment: None
REPORTS
District Engineer: Mike Bennett of Lumos and Associates reviewed the December 2017 tracking schedule.
District Counsel: Mike Rowe continues to work on Well 4. He developed a temporary easement for access construction and staging so the Alfonso property can be used as necessary to construct Well 4. This will precede the permanent easement which will be developed at a later time.
Mike and Greg have been working on recreating a file on a 1993 easement that was granted to the District by Fred Dressler. That easement was for the big tank plus the waterline for the property that is being developed at the end of Tillman. It needed to be documented so the District would know what the responsibilities are when the property is developed. The agreement is, when the property is developed, the District will move the waterline to the westerly 25 feet of the property.
Mike received a letter from the Fire Chief asking that the Board recscind an agreement relating to a parcel of land off of Tillman that had been deeded over to the Fire District in 1997. At that time the Fire District had plans to build a fire station on that parcel. The District has no authority over changing the deed since it no longer owns the property. Mike turned it back over to the Fire District and the County to handle.
Mike got a phone call from Bill Nichols. He is purchasing some property behind the church on Tillman. He is hoping to develop 8 lots on this parcel. Bill wanted Mike to write the annexation agreement. Mike would like the Board to make a decision as to whether he should write the agreement so there would be no conflict of interest in the matter. David James suggested the Board hold off on a decision until the development of the property gets closer. Mike will put it as an item on the agenda.
District Manager: Greg Reed stated that things are going well within the District. The open house for Bob went well, and Bob seemed to enjoy himself. Greg is spending minimal time at Round Hill, with the majority of time spent there at night or on the weekends.
Public Comment: None
NEW BUSINESS
- Board discussion on a presentation of the current status of the Carson Water Subconservancy District. Action Item.
Ed James, General Manager of the Carson Water Subconservancy District was present to discuss the current status of the organization. No action was taken.
Public Comment: None
- Board discussion regarding the results of the recent workshops held to solicit ideas for future activities at Mitch Park.
Greg stated that GRGID held 2 separate public hearings to gather input from the residents for ideas to complete Mitch Park. The first meeting was sparsely attended and no one attended the second meeting. He presented a list of ideas that had previously been discussed up to this point. Jeff James stated as he has in the past that he would like permanent restrooms at the park. Brad and Bob were concerned about the additional employees and the additional cost this would require for some of these projects. Leann would like to know the cost of an exercise station and the cost of restrooms.
David James motioned the District Manager to research the cost for permanent restrooms and exercise stations. Jeff James seconded the motion. All ayes. Motion passed
Public Comment: None
- Board discussion regarding awarding a contract for drilling the well to replace Well 4. Action item.
Greg provided a breakdown of the bid that was received for drilling the well to replace Well 4. The bid was significantly higher than the engineer’s estimate by $250,000. He feels that with the current bid the cost of the new well could reach $1.3 million. Mike Bennett explained that there was only 1 bid and the reason the bid was so high was because of some constraints with the size of the drill site, accessibility issues, hauling off cuttings, disposing of drilling fluids and abandoning the existing well. Greg stated that another possibility is to wait until later summer of 2018 to re-bid the project hoping to receive more than 1 bid. This would postpone the project until fall of 2018 when the drilling would occur during the winter months when pumping is lower. If Well 4 is not available for a period of time during irrigation season, Well 5 with its water quality issues would have to be used. David James suggested it might be best to do the project all at once under 1 performance bond. He also wondered how much of a risk to the District would there be to use Well 5. Bob worried that the owner of the easement property may change his mind. He would like to see the easement contract signed before the project begins. Brad would like to see the project go back out to bid at a later time. David would like to delay the project in hopes to not have to use Well 5 and finalize the easement agreement.
David James motioned to reject the bid with the intent to put out additional bids at a later date. Brad Newlon seconded the motion. All ayes. Motion passed.
Public Comment: None
- Board discussion regarding the assignment of the new Chevy Traverse to the District Manager and adopt a policy or policies related to the use of the vehicle by the District Manager.
Greg researched various ways the Board could allocate the new vehicle to him. This would give the Board the opportunity to assign use of the vehicle for the manager and adopt a policy or policies related to the use of the vehicle by the manager.
David James motioned to adopt a policy stating company owned vehicles may be assigned to individuals to use for company business and be used by on-call employees to travel to and from work and to respond to emergencies. Bob McDowell seconded the motion. 4 ayes, 1 nay from Brad Newlon. Motion passed.
Public Comment: None
CONSENT CALENDAR
Brad Newlon motioned to approve the consent calendar. Jeff James seconded the motion. All ayes. Motion approved.
Public Comment: None
REPORTS
David James inquired about how much and how long the District’s fuel reserves would last in the event of an emergency.
Bob McDowell asked if there was a procedure in place for when fuel is taken out of the tanks out back. At this time there is no program in place. Bob is also concerned with ice on the pond and the District’s liability. Greg will check with Pool Pact regarding the District’s liability.
Public Comment: None
ADJOURNMENT
Brad Newlon motioned to adjourn the meeting. Jeff James seconded the motion. All ayes. Meeting adjourned at 8:30 p.m.
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Beth Cook, Acting Secretary
