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
- 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 10th 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.
- 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
- 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.
- 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.
- 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.
- 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
- 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 5th meeting has been moved to June 29th.
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
