Gardnerville Ranchos General Improvement District Board of Trustees meeting held January 6, 2021 at 5 pm
at 931 Mitch Drive, Gardnerville, NV 89460 ZOOM Meeting

 

Roll Call:  Brad Newlon, Leann Teter, James McKalip, John Sheridan, Bob McDowell and the public. 

Public Comment: None 

Approval of the Agenda: 

Bob McDowell motioned to approve the Agenda as amended.  Leann Teter seconded the motion. All ayes.  Motion passed.

Public Comment:  None

Old Business:

 New Business:

 I For Possible Action:  Election of Chairman, Vice Chairman and Treasurer for calendar year 2020.

Bob McDowell nominated John Sheridan for Chairman.  John Sheridan declined the nomination.

Leann Teter nominated Brad Newlon for Chairman.

Leann Teter, James McKalip, and John Sheridan voted for Brad Newlon, three ayes.  Brad Newlon and Bob McDowell voted for John Sheridan, two ayes.  Brad Newlon was elected Chairman.  

John Sheridan nominated Bob McDowell for Vice Chairman.  Leann Teter seconded the motion.

All ayes.  Bob McDowell was elected Vice Chairman.

John Sheridan nominated Leann Teter as Treasurer.  Jim McKalip seconded the motion.

All ayes.  Leann Teter was elected Treasurer.

 II For Possible Action: Board discussion regarding adoption of resolution 21-01 declaring January 2021 as “National Radon action Month” in the Gardnerville Ranchos General Improvement District.  Board discussion followed by public comment.  Possible Board Action regarding adoption of Resolution 20-21. Declaring January 2021 as National radon action Month in the Gardnerville Ranchos GID.

The District received a request from the University of Nevada Cooperative Extension to adopt a proclamation declaring January 2021 as “National Radon Action Month”.  Radon Kits will be

available in Gardnerville at the Cooperative Extension Office, Genoa Town Office in Genoa, and the Indian Hills GID office.

Bob McDowell motioned to adopt Resolution 21-01 proclaiming January

2021 as “National radon Action Month” in the Gardnerville Ranchos

General Improvement District.  James McKalip seconded the motion.

All ayes.  Motion passed.

Public Comment: none

III For Possible Action: Board Discussion and possible action to respond to the Nevada League of Cities to support the use of the COVID Tracking Phone Application.  Board discussion followed by public comment.

Mr. Harper was not available to attend the meeting.  The Board did not believe it was in the best interest of the District to support or encourage the COVID phone tracking application as it is a privacy issue.

John Sheridan motioned to dismiss support & encouragement for the Nevada League of Cities Memo and use of the COVID phone tracking application.  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 move forward with the design and implementation of an above ground structure for the Long Valley booster station.  Board discussion followed by public comment.  Possible board Action to authorize the District Manager to move forward with the design and implementation of an above ground structure for the Long Valley Booster.

Greg Reed explained that as a part of the design of the upgrades to the Long Valley Booster Station (LVBPS), the District submitted a set of drawings to the Nevada Bureau of Safe Drinking Water for review.  The NBSDW reviewed the drawings and informed the District that they were denying the project as the booster station was located below ground and it does not meet current NAC 445A requirements.  The NBSDW stated that they would classify the underground booster station as non-compliant and determined that the facility would be classified as a Significant Deficiency in the system in their sanitary survey.   Staff believes the submittal of those drawings was a courtesy as the upgrades to the station were maintenance in nature.

Michael Bennett reviewed three options:

The first option for consideration is to proceed with permitting the current improvement plans as designed in phases.

The second option is to move forward with the design and construction of the above-grade booster station immediately.

The third option for consideration would be to postpone the project indefinitely and reallocate funding to other projects, this will still result in NDEP-NSDW issuing a significant deficiency for LVBPS on the next sanitary survey, which will be followed by a requirement to develop a compliance schedule.

John Sheridan motioned to authorize the District Manager to move forward with the design and implementation of an above ground structure for the Long Valley Booster station and to continue with the easement acquisition.  Bob

McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment: Ron Bush inquired if the District was asking for enough property for the Long Valley Booster Station.   Greg answered that the property the District is trying to acquire is approximately 0.2 to 0.25 acres and is more than big enough for now and in the future.  

V For Possible Action: Board discussion and possible action to authorize the District Manager to join Douglas County, Indian Hills GID, the town of Minden and the Gardnerville Water Company as co-founders of two USGS proposed studies at a cost not to exceed $125,000 over the next three years.  Board discussion followed by public comment.  Possible action to authorize to authorize the District Manager to join Douglas County, Indian Hills GID, the Town of Minden, and the Gardnerville Water Company as co-funders of two USGS proposed studies at a cost not to exceed $125,000 over the next three years.

The USGS has presented two potential studies to Douglas County.  Douglas County has asked if the District, Town of Minden, Indian Hills GID, and the Gardnerville Water Company would consider joining the effort to provide data to assist in funding two project studies.  The studies are “Concept proposal to evaluate the effects of groundwater management options on water resources in the Carson Valley” and “Status of water levels, Arsenic, and Nitrate in the Douglas County Alluvial Aquifer and the Development of an interactive Web based Tool for Visualization of Hydraulic Data”.  Both are three-year studies.

The Board weighed the options and discussed if it would be beneficial to the GRGID to participate in the second study.

Bob McDowell motioned to authorize the District Manager to join Douglas

County, Indian Hills GID the Town of Minden and the Gardnerville Water

Company as co-funders of two USGS proposed studies the cost not to

Exceed $125,000 over the next three years.  

Motion failed for lack of a second.

 John Sheridan motioned to allow the District Manager to reach out to Douglas

County to express that we would like to participate in the arsenic study.  James McKalip seconded the motion.

Motion amended.

 Public Comment:  Susan Stonestreet asked if the District could amend the scope of the study to benefit the District.  Greg stated he believes there is room for adjustments and discussions.

John Sheridan motioned to authorize the District Manager to join Douglas

County, Indian Hills GID, Town of Minden, and the Gardnerville Water Company in the second study, for water contaminates not to exceed $24,000.00 for GRID’s share. All ayes.  Motion passed.  

 John Sheridan motioned to authorize the District Manager to enter into

Communications with Douglas County regarding modifications to the

Concept proposal to evaluate the effects of groundwater management options on water resources in the Carson Valley, to gain approval and support of GRGID trustees.  Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment: none

VI For Possible Action: Board Discussion and Possible Action to authorize the District Manager to solicit proposals from accounting firms for auditing services for the next 5 years.  Board discussion followed by public comment.  Possible Action to authorize the District Manager to solicit proposals from accounting firms for auditing services for the next 5 years.

The District’s current auditing firm, VT Accounting has informed the District that they will be unable to honor their commitment as auditor for the remainder of their contract and have requested that they be relieved from their contract.  VT Accounting stated that they will be short on personnel and unable fulfill their requirements under the contract.

Mike Rowe asked if the Board would like to be involved in the hiring of the new auditor.  Leann Teter volunteered to help Greg hire the new District auditor.

John Sheridan motioned to authorize the District Manager and the District

Treasurer to solicit proposals from accounting firms for auditing services for

the District for the next 5 years.  Bob McDowell seconded the motion.  All

Ayes.  Motion passed.

Public Comment: none

Consent Calendar:

Minutes:

Leann Teter motioned to approve the minutes from the December 2, 2020

board of trustees meeting amending the typo date on the agenda.  Jim

McKalip seconded the motion.  Four ayes.  Motion passed.  Jim McKalip

was not on the Board at that meeting.

 Check Summary:

Leann Teter motioned to approve the check summary from the month

of November 2020.  Bob McDowell seconded the motion.  All ayes.  

Motion passed.

 Reports:

 Staff Reports:

 District engineer:  Michael Bennett reported on the December 2020 project tracking schedule.

District Counsel:  Mike Rowe stated it has been really quiet this month.

District Manager:  Greg Reed reviewed his manager’s report with the Board.

Trustee Reports:

 John Sheridan asked for a moment of silence for the residents in the Ranchos who lost their lives two years ago, one of which was his next-door neighbor.

Leann Teter welcomed Jim McKalip to the Board and reminded the board members to file their financial disclosure by January 15, 2021.

James McKalip heard while campaigning that the majority of the residents are against big growth.

Public Comment:  Ron Bush told everyone happy new year and welcomed Jim McKalip to the Board.

Adjournment:

 Bob McDowell motioned to adjourn the meeting.  Leann Teter seconded the

Motion.  All ayes.  Motion passed.

Meeting adjourned at 7 :45 pm.

 By

 _____________________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Board Meeting held on December 2, 2020 at 5:00 p.m.
@ 931 Mitch Drive, Gardnerville, NV 89460

Zoom Meeting

Pledge of Allegiance:  Brad Newlon

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

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

Public Comment:  None

Approval of Agenda: John Sheridan motioned to approve the agenda.  Leann Teter seconded the motion.  All ayes.  Agenda approved.

OLD BUSINESS: None

NEW BUSINESS

1. Thank you to Dr. David James for his service and contributions to the District in his tenure as a Board member.

Greg presented a plaque to Dr. James.

Public Comment: None

2. Possible action to accept and approve the 2019/2020 fiscal year audit presented by VT Accounting Associates.

Paul Tibma of VT Accounting reviewed the 2019/2020 audit.

Bob McDowell motioned to accept and approve the 2019/2020 fiscal year audit presented by VT Accounting Associates.  Leann Teter seconded the motion.  All ayes.  Motion Passed.

Public Comment: Jim McKalip asked if there is a problem with coverage when an employee is absent.  Greg replied that there is not a problem with coverage, everyone is crossed trained.

3. Possible Board action to authorize the District Manager to go out to bid for, and purchase the Booster Pumps and Motors, Auxiliary Generator and Motor Control Center for the booster station upgrade.

Greg explained that he would like to be able to go out to bid for these particular items.  Lead times for these items range from 16 to 26 weeks.  There will be no purchases made until NDEP comes forward with approval of the project.

Robert McDowell worries about making these purchases until GRGID owns or leases an easement or parcel of land.

John Sheridan motioned to authorize the District Manager to purchase long lead time equipment for the Long Valley Booster System upgrade and those purchases will not be made until approval from NDEP and an easement is purchased from the property owner.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

4. Possible action to adopt a Will Serve Letter Policy workshop date.

In October the Board expressed the need for a workshop for the development of a Will Serve Policy.  Bob McDowell, Jim Mckalip and David James are willing to be part of the committee.  David James is willing to Chair the committee until he is no longer on the Board. The committee will email each other to decide on when to meet.

Public Comment:  Ron Bush would like to listen to the meeting via phone.  Greg explained that would be available.

5. Possible action regarding the status of the Interconnection study between GRGID and the Gardnerville Water Company.

Mike and Greg updated the Board on the Emergency Interconnect project with Gardnerville Water Company.  Mike Bennett gave a presentation of the progress of the project to the Board.

CONSENT CALENDAR

MINUTES

Leann Teter motioned to approve the minutes of the October 7, 2020 meeting.  Brad Newlon seconded the motion.  4 Ayes, Bob McDowell abstained.  Minutes approved.

Leann Teter motioned to approve the minutes of the October 21, 2020 workshop.  John Sheridan seconded the motion.  4 ayes. Bob McDowell abstained.  Minutes approved.

CHECK SUMMARY

Bob McDowell motioned to approve the check summary for the month of September 2020.  John Sheridan seconded the motion.  All ayes. Motion passed.

Leann Teter motioned to approve the check summary for the month of October 2020.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

REPORTS

District Engineer:  Mike Bennett reviewed the October and November tracking schedule.

District Counsel:  Mike Rowe has been working on the acquisition of the easement for the Long Valley Booster Project.

District Manager:  Greg reviewed his Manager’s Report.

BOARD OF TRUSTEES REPORTS

John Sheridan provided paperwork with his interactions to the County regarding the Community Master Plan.  He attended the State and National League of Cities via Zoom.

David James said thank you to staff, fellow trustees and the public for their support during his tenure on the Board.  Each Trustee and the District Manager thanked Dr. James for his service as a Trustee and his leadership.

ADJOURNMENT

David James motioned to adjourn the meeting.  Bob McDowell seconded the motion.  Meeting adjourned at 7:30 P.M.

______________________________

Beth Cook, Acting Secretary

 Gardnerville Ranchos

General Improvement District

Board of Trustees meeting held October 7, 2020 @5.00 p.m. at 931 Mitch Drive

Gardnerville, Nevada 89460

 Zoom Meeting

 

Pledge of Allegiance: Led by John Sheridan

 Trustees Present: John Sheridan, Leann Teter, Brad Newlon and Dave James.  Bob McDowell was not present.

 Also Present: Greg Reed, Dawn Hinds, Mike Rowe, Jonathan Lesperance

 Public Comment: none

 Approval of the Agenda:

 John Sheridan motioned to approve the Agenda.  Leann Teter seconded the

Motion.  All ayes.  Motion passed.

 Old Business:  none

New Business:

 I For Presentation Only:  Douglas County Ballot Question #3.  Presentation only

presented by Maureen Casey of the Douglas County Agricultural and Open Space

Conservation Plan regarding Question #3 on the November ballot requesting a

0.25% sales tax increase to purchase development rights.  No action will be taken

on this item.  

 Maureen Casey, Mark Neddenriep and Jacques Etchegoyhen were present and explained that voting yes on Question 3 is a 1/4 cent sales tax that will buy conservation easements and tie the water to the land for perpetuity.  A conservation easement is a voluntary, legal agreement that permanently limits uses of the land in order to protect its conservation values.  Conservation easements are the only permanent planning tool.  The cost:  The rural, ranching heritage of this county can be retained forever for about $30.00 per family, per year.

 II For Possible Action:  Board discussion regarding the Petition for Annexation for

three lots at River Tree Ranch.  Board discussion followed by public comment.

possible Board action to adopt the Petition for Annexation for three lots at

River Tree Ranch.

The River Tree Ranch is located at the end of Wyatt Lane near the river behind Well #8.  The District has already annexed a portion of the River Tree Ranch and this is an extension of an additional two lots.  Rob Anderson of RO Anderson was present to explain he and Bob Spellberg, the previous District manager, negotiated with the River Tree Ranch to establish the current location of Well # 8 on Wyatt lane and in return the District would service water and sewer to the property in the future.   River Tree Ranch has sold the property and R O Anderson is requesting to annex the additional area, an equivalent of two new residences around 19 acres per lot.  This is not a subdivision.

John Sheridan motioned to approve the Petition for Annexation for two

lots at the River Tree Ranch with any recommended stipulations from Jonathan at Lumos Engineering.  Brad Newlon seconded the motion.  Four ayes.  Motion passed.

Public Comment:  James McKalip asked if annexation automatically includes a will serve.  Greg stated that if a property is annexed into the District then it is a part of the District and the District will serve that property.

Ron Bush is concerned that annexation and will serve letter are accomplished in one simple act.

III For Possible Action:  Board discussion and possible action to modify the District’s

health insurance benefits for future District employees.  Board discussion followed by

public comment.  Possible action to modify the district’s health insurance benefits of

future District employees.

Greg Reed reviewed proposed new insurance benefits for employees hired after July 1, 2020.

Leann Teter explained that she first brought this up because constituents in the District had asked her why the District pays 100 percent insurance for employees and family and they thought the District is too generous.  Leann is in favor of 100 percent insurance premiums for employees and 50% for spouses and dependents.  Many times, the spouse has insurance through their own work, and it may work out for the employee.

John Sheridan commented that he left Carson City because of the insurance package they provided; he has three small children.  John is concerned that with the 50% split, employees could be hit with an extra $7,000.00 per year.  John would like to keep the benefits package as it is for now.  John is also concerned with employees working the same jobs together and one with a great benefit package and the other paying out pocket for the same insurance.

Brad Newlon says he knows the District must stay competitive.  There are a lot of different variables to be determined not just the insurance package.  Brad is not sure if now is the time to make the change, he does not know what the equity is in changing policy.

No motion was made.  Agenda Item died for lack of a second.

It was requested that this item be brought back next year when there is a new Board.

 Public Comment: none

 IV For Possible Action:  Board discussion and possible action to authorize John Sheridan

to attend the annual Nevada League of Cities conferences at a cost not to exceed $3,000.00.  Board discussion followed by public comment.  Possible Board action

to authorize John Sheridan to attend the annual Nevada League of cities conferences

at a cost not to exceed $3,000.00.

Trustee John Sheridan would like to attend the annual Nevada League of Cities state and national conferences as he did last year.  The $3,000 will be used to pay for his conference attendance fees and any classes he takes as part of the conference.

Brad Newlon motioned to authorize John Sheridan to attend the annual Nevada League of Cities conferences at a cost not to exceed $3,000.  Leann Teter seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

V For Possible Action: Board discussion and possible action to create a Will

Serve Letter Policy.  Board discussion followed by public comment.

possible action of adopt a Will Serve Letter Policy.

Greg stated that he is prepared to develop any policy that the Board desires.  Greg believes that the “will serve letter” is the initial contact between the developer or contractor.  The contractor/builder is asking if the District will supply water and sewer to their project.  If the customer is located within the District’s service boundaries it is the District’s responsibility as a water and sewer utility company to serve them if they meet all requirements as specified by the District.  A customer outside the District would need be annexed in before being provided service, and of course, all annexations are approved by the board.

Mike Rowe discussed his memorandum regarding the possible creation of a Will Serve Letter Policy.

Brad suggested that the District needs an order of operation, however, it needs to be simplistic.

Dave James did not think this item could be resolved in one Board meeting and suggested maybe an AdHoc committee be formed.

Public Comment: Ron Bush agrees with Brad’s idea of order of operation and suggested calling the “will serve” a “Provisional Intent to Serve”.

James McKalip stated during his campaign the main concern of the constituents is growth.

Brad Newlon motioned to form the Order of Operation AdHoc Committee

to be composed of the District Manager, District Counsel, two board members

and no more than two members of the public.  John Sheridan seconded the

motion.  Four ayes.  Motion passed.

VI For Possible Action:  Board discussion and possible action to establish a date

for a workshop on a presentation from the Waterworth software program.

Board discussion followed by public comment.

The District staff and engineer have gone through the Waterworth program and have input the current financials and future needs to identify the District’s future revenue needs and would like to present the data to the Board.

The workshop was scheduled for October 21, 2020 at 5 p.m.

 Consent Calendar:

 Minutes:

 Leann Teter motioned to approve the minutes from the September 2, 2020

Board meeting.  Brad Newlon seconded the motion.  Four ayes.  Motion

Passed.

 Check Summary:

 Leann Teter motioned to approve the Check Summary.  John Sheridan

Seconded the motion.  Four ayes.  Motion passed.

Staff Reports:

 District Engineer: Jonathan Lesperance of Lumos and Associates was present to review the project tracking schedule.

 District Counsel: Mike Rowe says it has been pretty quiet except for the Will Serve letter memo.

 District Manager: Greg Reed mentioned that the consolidated tax distribution is up $3,000 from a year ago for the month of September.

 Trustee Reports:

 John Sheridan thanked the Board for allowing him to go to the Nevada League of Cities conventions and classes.

Public Comment: none

Adjournment:

 John Sheridan motioned to adjourn the meeting.  Leann Teter seconded the

Motion.  Four ayes.  Motion passed.

 By

 _____________________________

Dawn Hinds

Acting Secretary

Gardnerville Ranchos General Improvement District Board of Trustees meeting held September 2, 2020 at 5:00 p.m. @ 931 Mitch Drive Gardnerville, NV 89460

Zoom Meeting

Pledge of Allegiance: John Sheridan

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

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

Public Comment: None

Approval of Agenda: John Sheridan would like agenda item #2 moved to Item #1. Brad Newlon motioned to approve the agenda with modifications. Bob McDowell seconded the motion. Agenda approved.

OLD BUSINESS: None

NEW BUSINESS:

1. Presentation only presented by Edwin James, General Manager with the Carson Water Subconservancy District.

Ed James gave a presentation on the Water Supply Picture for the Carson River watershed.

Public Comment: None.

2. Possible action to approve the Dressler Flats subdivision.

Keith Ruben from R ‘O Anderson is present to request approval for a subdivision at the intersection of Centerville Lane and Dresslerville Road. The development calls for 32 single family lots.

David James motioned to approve Dressler Flats subdivision located at the approximate corner of Dresslerville and Centerville in accordance with Policy and Procedures Manual requirements for development as amended as of the date of the application for approval as per authority found in Douglas County ordinances 147 and 161, subject to Board approval of potential traffic calming measures proposed upon further review by the traffic engineer.

Public Comment: James Mckalip expressed concern over excessive traffic. Ron Bush has concerns over the process of the Will Serve letter

David James, Bob McDowell, John Sheridan aye, Leanne Teter and Brad Newlon nay. Motion passed.

3. Board discussion regarding Community Plan goals, policies and actions.

Greg Reed explained that District Staff has worked with community members to revise the District’s existing Community Plan Goals, Policies and Action. Douglas County would like to complete the Master Plan by the end of 2020.

Bob McDowell motioned to adopt the draft Community Plan Goals, Policies and Actions and authorize the District Manager to deliver the draft to Douglas County for inclusion in their Master Plan Update with changes. John Sheridan seconded the motion. All ayes. Motion passed.

Public Comment: Ron Bush and James McKalip expressed their appreciation with working with this committee

4. Possible Board action to authorize the District Manager to update the District’s Personnel Manual regarding health insurance coverage for Domestic Partners.

Greg explained to the Board that a District employee asked if the District can provide health insurance coverage to his fiancée. The District’s health insurance through Hometown Health will cover “Domestic Partners”.

John Sheridan motioned to authorize the District Manager to update the District’s Personnel Manual regarding health insurance coverage. Leann Teter seconded the motion. All ayes. Motion passed.

Public Comment: None

5. Possible action to authorize the District Manager to execute a contract with Lumos and Associates for the design of Phase 1 of the schedule 40 replacement program at a cost not to exceed $250,000.

Mike Bennett explained that this project consists of installing approximately 22,100 feet of C900 PVC pipe to replace the existing asbestos cement main.

Bob McDowell motioned to authorize the District Manager to execute a contract with Lumos & Associates for the design of Phase 1 of the schedule 40 replacement program at a cost not to exceed $250,000. Leann Teter seconded the motion. Leann Teter, Bob McDowell, John Sheridan aye. Brad Newlon, David James nay. Motion passed.

Public Comment: None

CONSENT CALENDAR

MINUTES

John Sheridan motioned to approve the minutes of the August 5, 2020 Board Meeting. Bob McDowell seconded the motion. All ayes. Minutes approved.

Public Comment: None

CHECK SUMMARY

Leann Teter motioned to approve the check summary for July 2020. Brad Newlon seconded the motion. All ayes. Motion passed.

REPORTS

District Engineer

Mike Bennett reviewed the tracking schedule.

District Counsel:

Mike worked with Greg on the Domestic Partner issue.

District Manager

Greg reviewed the Manager’s Report.

BOARD REPORTS

None

ADJOURNMENT

Bob McDowell motioned to adjourn the meeting. John Sheridan seconded the motion. All ayes. Meeting adjourned at 8:10 p.m.

_____________________________

Beth Cook, Acting Secretary

Gardnerville Ranchos General Improvement District

Board of Trustees Meeting held

August 5, 2020, at 5 p.m. @ 931 Mitch Drive, Gardnerville, Nevada

 Zoom Meeting

 

Pledge of Allegiance:  Led by Bob McDowell

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

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

 Public Comment: none

 Agenda Approval:  

John Sheridan motioned to approve the Agenda.  Bob McDowell seconded the motion.

All Ayes.  Motion passed.

 Old Business: none

New Business:

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

execute a contract for the replacement of the District’s financial and utility billing software systems with Caselle.  Board discussion followed by public comment.  Possible

action to authorize the District Manager to execute a contract for the replacement of the District’s financial and utility billing software systems with Caselle.  Action Item.

 Greg reviewed the contract agreements with Caselle, Inc. with the Board.  Greg recommended going with the hosted option at a cost of $86,453.20.

 Bob McDowell motioned to authorize the District Manager to execute a

contract for the replacement of the District’s financial and utility billing

software systems with Caselle, Inc., cost not to exceed. $90,000.00.  John Sheridan seconded the motion.  All ayes.  Motion passed.

 Public Comment:  Jim McKalip asked if there would be additional labor costs during the transition. Greg Reed did not foresee any additional labor costs.

 II For Possible Action:  Board discussion and possible action to modify the District’s

Insurance benefits for future District employees.  Board discussion followed by public

comment.  Possible action to modify the district’s insurance benefits for future District

employees.

Currently the District pays 100 percent for the employee, spouses, and family.  Insurance costs continue to rise every year and it has often come up in previous discussions that the Employee benefits should be reviewed.  Any changes to the current policy would only effect new hires not current employees.

Suggested options are as follows:

Hired after July 1, 2020:

District will pay 100% Insurance premiums for employees for medical, dental and vision.

District will pay 75% of insurance premiums for employees’ spouses and dependents at

Time of hire.  Employees will pay remaining 25%.  Any change in premiums over time

Will be split 50% / 50% by the District and employee.

OR,

District will pay 100% insurance premiums for employees medical, dental and vision.

District will pay 50% insurance premiums for employees’ spouses and dependents at

Time of hire.  Employees will pay remaining 50%.

OR,

District will pay 80% of insurance premiums for employees’ spouses and dependents at

Time of hire.  Employees will pay remaining 20%.

Public Comment:

 Ron Bush, 646 Joette asked if the District offered a retirement benefit to employees.

This was a discussion item only; no action was taken.

III For possible Action:  Board discussion regarding Community Plan Goals, Policies and

Actions.  Board discussion followed by public comment.  Possible Board Action to

authorize the District manager to schedule two public workshops for the

Community Plan Goals, Policies and Actions.  Action Item.

 Greg explained that the District had made plans in March, before the shutdown, for two work shops to discuss the Community Plan Goals, Policies and Actions.  District staff recommends that we conduct two public hearings and allow the public to attend with the appropriate social distancing and masks.  The public will call ahead and reserve a time to have their voice heard.

 Bob McDowell motioned to authorize the District Manager to schedule two

Public workshops for the Community Plan Goals, Policies and Actions to be

conducted in accordance with Douglas County Covid 19 guidelines.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

 Public comment:

 Jim McKalip stated you could do a zoom and call-in public meeting as an option.

Ron Bush stated most folks will not have access to this document to view other than the website.  He asked for the options be available to leave comments on the website and by email if necessary.

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

Manager to move forward with Phase 1 of the Schedule 40 Replacement Program.

Board discussion followed by public comment.  Possible action to authorize the

District Manager to move forward with Phase1 of the Schedule 40 replacement Program

Action Item.

 Greg brought up the question; should the District consider accelerating the first phase of the Schedule 40 replacement project to take advantage of the low interest rates or wait until the District’s two SRF loans are paid?  Current interest rates are 1.5% to 2.25%. Michael Bennett reviewed a memorandum, created by Lumos and Associates and District Staff, to indicate the potential financial advantages in moving forward with Phase 1 of the schedule 40 replacement project.  If the District does decide to move forward with Phase 1, further phases will be evaluated on a case by case basis.

Dave James motioned to authorize the District Manager to move forward

with Phase 1 of the Schedule 40 replacement Project.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

 Public Comment: none

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

Manager to execute a contract with Lumos and Associates to conduct a feasibility

study for the interconnection with the Gardnerville Water Company.  Board discussion

followed by public comment.  Possible action to authorize the district Manager to

execute a contract with Lumos & associates to conduct a feasibility study for the

interconnection with the Gardnerville Water Company. Action Item.

 The District has previously discussed the possibility of interconnection with the Gardnerville Water Company.  The District needs to decide which interconnection site is appropriate.  There are two possible interconnection sites: one at the intersection of Waterloo Lane and Centerville and one at the intersection of Riverview Drive and Highway 395.  The 395 connection is 850 feet and includes a significant river crossing.  The Centerville connection is 8,500 feet and includes an easier river crossing.  Mike Bennett reviewed his proposal with the Board.  Once the District can determine which connection is more feasible, the District can present a request for grant funding to the Carson Water Sub conservancy District.

Bob McDowell motioned to authorize the District Manager to execute a contract with Lumos and Associated to conduct a feasibility study for the

interconnection with the Gardnerville Water Company.  John Sheridan

seconded the motion.  Four ayes.  One Nay.  Motion passed.  Brad Newlon

stood opposed.  

 Public Comment: Ron Bush mentioned there are already some connections hanging from the Riverview bridge and the County has a scheduled 4 lane expansion for that bridge in the future.

Greg reiterated that this is an Emergency interconnection and anytime you have an opportunity to connect into another utility it would be advantageous to do so.

VI For Possible Action:  Board discussion and possible action to suspend accrual of

late fees and/or shut offs for nan-payment of water and sewer bills for a period of

time not to exceed 180 days.  Board discussion followed by public comment.

Possible action to suspend accrual of late fees and/or shut offs for non-payment of

water and sewer bills for a period not to exceed 180 days.

Greg Reed explained that there is currently one resident struggling with the ability to pay bills because of the Covid 19 shutdown at this time and the District is working with that customer.  The Board agreed to suspend  late fees for Covid 19 affected customers until the end of the year or until the state – imposed lockdown is released whichever comes first.

Bob McDowell motioned to suspend accrual of late fees and shutoffs for

non-payment of water and sewer bills until the end of 2020 or the release

of the state-imposed lockdown, whichever comes first.  Leann Teter seconded

the motion.  All ayes.  Motion passed.

Public Comment:  none

Consent Calendar:

 Brad Newlon motioned to approve the minutes from the July 1, 2020 board

meeting.  Leann Teter seconded the motion.  All ayes.  Motion passed.

 Leann Teter motioned to approve the check summary.  Bob McDowell

seconded the motion.  All ayes.  Motion passed.

 Staff Reports.

 District Engineer: Michael Bennett reviewed his project tracking schedule for the month of

August 2020.

 District Counsel: Mike Rowe reported that Greg received a request from VT Accounting and Associates relating to any pending or possible claims against the District and there are none. Mike Rowe has written a letter to VT Accounting stating such.

 District Manager:  Greg is tracking the consolidated tax distribution.  The District is close to where we were a year ago, down just slightly.

Trustee Reports:

 John Sheridan asked what plan Greg has for opening the office now that there are no more phases.  Greg stated that the District will be following what the County dictates.

Leann Teter mentioned part of the County offices are open and customers wear masks, however some County offices are by appointment only.

Public Comment:

Jim McKalip complimented Greg and Staff for the packets, there is great information in it.

Ron Bush appreciates the packets also and having them delivered to the door-step.

Adjournment:

 Bob McDowell motioned to adjourn.  Leann Teter Seconded the motion.

All ayes.  Motion passed.

 Meeting adjourned at 8 p.m.

 By

 _______________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos GID Board of Trustees Meeting held July 1, 2020 at 5:00 P.M.

Video Zoom Meeting

Pledge of Allegiance: Led by John Sheridan

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

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

Public Comment:  None

Approval of the agenda:  Leann Teter motioned to approve the agenda.  John Sheridan seconded the motion  All ayes.  Agenda approved.

Public Comment: None

OLD BUSINESS: None

NEW BUSINESS

1. Possible action to authorize the District Manager to enter into a contract for the replacement of the District’s financial and utility billing software system.

Greg Reed explained the District Staff participated in two utility billing software demonstrations last week.  Staff had also had the opportunity to visit two water utility companies using the packages that were short listed. Greg would like to request a final proposal from the company the Board decides on.  Bob McDowell wanted Greg to explain the difference in cost when a program is hosted at GRGID as opposed to the company hosting.  Greg explained that it is significantly more expensive to host at GRGID.   John Sheridan feels that hosting at GRGID in the long term would save money overall.

Bob McDowell recommended that the Board authorize the District Manager to negotiate a contract for the replacement of the District’s financial and utility billing software systems with Caselle and bring back a final program with the cost.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment:  Jim Mckalip would like to know how the other utility companies have their system hosted.  Greg will check into that.

2. Possible action to authorize the District Manager to apply for a 75%/25% Risk Management Grant from Pool/Pact for fencing around four well sites.

Greg would like to request to install security fencing around Well #1,2,4,6.  This would mitigate risk for entry to those properties.  Bob McDowell would like to know how often a staff member visits those sites.  They are visited 5 days or more per week.  David James would rather see plain chain link instead of chain link with slats.

Brad Newlon motioned to authorize the District manager to apply for a 75%/25% Risk Management Grant from Pool/Pact for fencing around four well sites.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  None

3. Possible action to authorize the District Manager to adopt the 2020 Water System Status and Outlook

Greg put together a summary of a system status report as requested by Bob McDowell. The purpose of the document is to give the Trustees a common document to reply to questions about the status of GRGID’s water system

John Sheridan made a motion to adopt the 2020 Water System Status and Outlook.  Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment:  Ron Bush would like this updated every year.  Greg stated it could be updated at any time.

4. Possible action to authorize the District Manager to move forward with the Schedule 40 Replacement Program

Greg would like to replace schedule 40 in the ground because it is going to be problematic in the future.  Currently the District has 2 SRF loans that will be completely paid off by 2025.  Interest rates at this time are favorable and he would like the Board to decide if the District should wait until the SRF loans are paid off or pursue a loan at this time.  John Sheridan asked if there is an early pay off penalty for the SRF loans.  Greg stated there is no penalty.  The 2% loans are at a fixed rate.  Mike Bennett stated that this project would probably be broken down into one project per year for approximately 4 years.  David James would like to see the funding go along with each phase of the project.  Mike Rowe wanted to make the Board aware of the State’s previous opposition to paying off the loans. Greg stated that the State is not opposed to refinancing of the loans

Brad Newlon motioned to table this item to allow the District Manager time to look into specific options to present to the Board.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  James Mckallip thinks the low interest rates at this time should be considered and the inevitability of the project itself.

CONSENT CALENDAR

MINUTES

Item one of the May 2020 minutes does not have a second.

Leann Teter motioned to approve the May 27, 2020 minutes as amended.  Bob McDowell seconded the motion.  All ayes.  Minutes approved.

Public Comment:  None

CHECK SUMMARY:  

Bob McDowell motioned to approve the May 2020 check summary.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

REPORTS

District Engineer:  Mike Bennett reviewed the tracking schedule.

District Counsel:  Mike has nothing to report.

District Manager:  Greg reviewed the Manager’s report

Public Comment: None

REPORTS

John Sheridan attended the Carson Water Subconservancy District Board meeting.  He provided Greg an update to that meeting.

Brad Newlon got an email from Hunter Moses who is willing to help the District upgrade the pump track.

David James: David gave the Board a Covid19 update.

Public Comment:  Ron Bush stated that he sent a memo to David James and Greg advising the County was considering hiring an outside consultant to create the 2020 Master Plan Update.  This was approved by the Commissioners. He would like the GRID Community plan to be part of that update.  David James will discuss this issue with Greg.

ADJOURNMENT

John Sheridan motioned to adjourn the meeting.  Bob McDowell seconded the motion.  All ayes.  Meeting adjourned at 6:55 p.m.

_______________________

Beth Cook, Acting Secretary

 Minutes of the Gardnerville Ranchos General Improvement District

Board of Trustees Meeting held May 27, 2020 at 5 p.m.

Budget Meeting followed at 6 p.m., May 27, 2020 at

931 Mitch Drive, Gardnerville, Nevada

 

Video Zoom Meeting

 Pledge of Allegiance:  Led by Dave James

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

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

 Public Comment: none

 Approval of the Agenda:

 Leann Teter motioned to approve the Agenda.  Bob McDowell seconded the motion.  All ayes.  Motion passed.

 New Business:

 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 2020/2021.  Board discussion followed by public comment.  Possible

action to approve the Nevada Public Agency Insurance Pool Insurance renewal package

for fiscal year 2020/2021.

Alan Reed presented the District’s insurance renewal package from the Nevada Public Agency Insurance Pool for fiscal year 2020-2021.  The policy Premium for 2020-2021 is $38,084 an increase of approximately 7.14 % from last year’s premium of $35,545.

John Sheridan motioned to accept the District’s insurance renewal package

from the Nevada Public Agency Insurance Pool for fiscal year 2020-2021.

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

 Public Comment: none

II For Possible Action: Board discussion and possible action to adopt Resolution 20-6

regarding changes to the District’s Personnel Manual regarding  employee uniforms.  Board discussion followed by public comment.  Possible action to adopt Resolution 20-6 regarding changes to the District’s Personnel Manual regarding

employee uniforms.  

The District requires field employees to wear steel toe boots while working in the field.  To date, employees have been required to purchase boots on their own.  This policy would specify how any such boot purchases could be made and employees reimbursed.  Employees will be reimbursed up to $200.00 per year to purchase boots after approval from the District.  This policy will cost the District $1,000.00 per year.  The District currently supplies uniforms to its field personnel.  However, there is no policy in the Personnel Manual as to how those uniform allowances are made.  Resolution 20-06 will clarify how those uniform allowances are made.

Leann Teter motioned to adopt Resolution 20-06 related to proposed changes

to the District’s Personnel Manual regarding employee uniforms.  Bob McDowell seconded the motion.  All Ayes.   Motion passed.

 Public Comment: none

 III For Possible action: Board discussion and possible action regarding the evaluation of

the District Manager’s Goals for fiscal year 2019-2020 for a possible salary / benefit

adjustment for fiscal year 2020-2021.  Board Discussion followed by public comment.

possible action to adjust District Manager’s Salary/benefits for fiscal year 2020-2021.

 The Board reviewed Greg’s Goals and Objectives for the 2019/2020 fiscal year.  District staff received a 2.3% COLA and up to a 3% merit to be determined by the District Manager for Fiscal Year 2020/2021.  The District Manager is requesting the same 2.3% COLA and up to a 3% merit as to be determined by the Board. Greg also asked for an increase in Administrative leave from the current 40 hours to 80 hours per year.

Bob McDowell motioned to grant the District Manager a 2.3% COLA and a 2.5%

merit and an extra 40 hours Administrative leave for a total of 80

hours.  Motion failed for lack of a second.

 David James motion to grant the District Manager a 2.3% COLA and a 3% merit

increase and Administrative leave be increased to 80 hours for the 2020/2021

fiscal year.  Bob McDowell seconded the motion.  Three ayes.  Two Nays. Brad Newlon and John Sheridan stood opposed.  Motion passed.   

 Public Comment:  James McKalip said he frequently attends County Commissioners meetings and when they are discussing important Ranchos topics, he sees Greg in attendance.  Mr. McKalip says from a citizen’s point of view Greg does a great job.

IV For possible Action: Board Discussion and possible action to open a public hearing

Regarding the District’s Tentative budget tor fiscal year 2020-2021.  Board discussion

Followed by public comment.  Possible action a public hearing regarding the

District’s budget.  

Leann Motioned to open public hearing.  Brad second the motion.  All Ayes.  Motion passed.

V For Possible Action:  Board discussion and possible action to approve the 2020-2021

Final budget.  Board discussion followed by public comment.  Possible Board Action to

Approve the 2020-2021 final budget.

Greg reviewed the 2020-2021 budget with the Board.

Bob McDowell motioned to approve the 2020/2021 final budget.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: none

Public Hearing closed at 6:03 p.m.

Consent Calendar:

Minutes:

Bob McDowell motion to approve the minutes of May 6, 2020 with a minor

amendment.  Brad Newlon seconded the motion.  Four ayes. Leann abstained she was not present at the meeting. Motion passed.

 Public Comment: none

Check Summary:

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

motion.  All ayes.  Motion passed

 Public Comment: none

Staff Reports:

Michael Bennett reviewed his May project tracking schedule with the Board.

Mike Rowe wrote Resolution 20-06 but the month has been really quiet with the shutdown.

District Manager: Greg Reed reviewed his Manager’s report with the Board.

Trustee Reports:

Leann thanked everyone for their hard work.

Bob McDowell complimented the Board and how well they work together.

Brad is hoping for a face to face meeting in July.

John Sheridan said when he was out walking the neighborhood prior to the election he had a little altercation with a passerby who did not approve of the candidate he was supporting.  He did have to call the police and there were witnesses on his behalf.

Public Comment:  Ron Bush asked if it would be possible for the public to join the meetings by zoom.  David James stated hacking may be a concern, but hopefully things will be back to normal soon.   However, it may be something for the District to consider depending on when regular meetings can be held.

James McKalip complimented the Board in dealing with Zoom and understands the concern about hacking.

Adjournment:

John Sheridan motioned to adjourn.  Bob McDowell seconded the motion.

All ayes.  Motion passed.

 Meeting was adjourned at 6:30 p.m.

By

 _______________________________

Dawn Hinds

Acting Secretary

 

Gardnerville Ranchos General Improvement District Board of Trustees Zoom Video Meeting held Wednesday May 6, 2020 at 6:00 @ 931 Mitch Drive, Gardnerville, NV

Pledge of Allegiance: Led by Bob McDowell

Trustees Present: Brad Newlon, David James, John Sheridan, Bob McDowell.  LeAnn Teter was not present.

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

Approval of the Agenda: Bob McDowell motioned to approve the agenda.  John Sheridan seconded the motion.  All ayes.  Agenda approved

Public Comment: None

NEW BUSINESS

1. Possible action to adopt Resolution 20-05 updating the District’s Policies and Procedures (P&P) Manual by adding a Reserve Policy to financial Section 12 that will be reviewed annually during the budget process.

Greg presented resolution 20-05 which will be added to the Financial Section 12 of the District’s P & P manual. Mike Rowe will change the signature page to reflect that Leann Teter was absent.

John Sheridan motioned to adopt Resolution 20-05 creating a Minimum Financial Reserves Policy to be included in the Financial Section 12 of the Policy and Procedures Manual and reviewed annually with the creation of the budget subject to suggested amendments.  Bob McDowell seconded the motion.  All ayes. Motion passed.

Public Comment:  James Mckalip supports this policy.

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

Mike Bennett reviewed the bid tabulation.

Bob McDowell motioned to authorize the District Manager to enter into a contract for the 2019/2020 street maintenance project to the lowest responsible bidder, Sierra Nevada Construction, at a cost not to exceed $443,000.00.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

3. Possible action to accept the 2020/2021 Health insurance renewal proposal prepared by L/P Insurance.

Greg explained that given the uncertainties of the current situation, he recommends that the District stay with the renewal package.

John Sheridan motioned to adopt the 2020/2021 Health Insurance Renewal PPO 25-CO 1600 A D0500x2 as presented by L.P Insurance.  Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment: None

4. Possible action to authorize the District Manager to submit a letter to Gardnerville Water Company to consider development of an emergency interconnection between our two utilities and to pursue the opportunity of grant funding for the interconnection with the Carson Water Subconservancy District.

Greg drafted a letter to submit to Gardnerville Water Company for discussion.  If the letter is accepted, Greg will reach out to the General Manager at the Carson Water Subconservancy District to determine if there might be grant funding to finance the interconnection.  John Sheridan is concerned with some of the language in the letter stating if the funding is approved through the CWSD, they will own the capacity rights. Greg spoke to Ed James of the CWSD and he explained that the connection was for public utilities to bring water from one utility to another and not for private use. The Subconservancy will maintain ownership of the capacity of that line. Greg would like to change the wording to state that the Subconservancy would have no authority to dictate when the water could be traded between the two utilities.  If the District could not get that type of language change, the District would pursue other options for funding.   Brad Newlon mentioned that the District should be cautious when moving forward.  At this point this letter is step 1 of a long process. David James feels this is something the Board should do as an operational defense.

John Sheridan motioned to authorize the District Manager to submit a letter to Gardnerville Water Company to consider development of an emergency interconnection between our two utilities and to pursue the opportunity of grant funding for the interconnection with the Carson Water Subconservancy District.  Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment: James Mckalip feels this is an important first step.

5. Possible action to adopt changes to the District’s Personnel Manual regarding employee uniforms.

Greg explained that to date employees have been required to purchase their steel toe shoes on their own.  The District currently supplies uniforms to its field personnel.  There is no policy in the District’s Personnel Manual as to how those uniform allowances are made.  This policy will clarify how these allowances are made.

Bob McDowell motioned to adopt proposed changes to the District’s Personnel Manual regarding employee uniforms.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment:  James Mckalip stated that it is important to provide the employees with those items they are required to wear by the District.

6. Possible action to suspend accrual of late fees and/or shut off’s for non-payment of water and sewer bills for a period of time not to exceed 180 days.

Bob McDowell suggested changing the wording from suspend to defer.  David James would like to have an individual petition to request for a suspension of their late fees.  Greg would like clarification of how the decision to suspend the late fees is made.

Bob McDowell motioned the Board to establish a policy for a period of time of 90 days for the date of acceptance of this motion.   The customer must contact the office to request the waiver.  John Sheridan seconded the motion .  All ayes.  Motion passed

Public Comment: None

7. Possible action to authorize the District Manager to execute a contract with Lumos & Associates for the design of an upgrade to the Long Valley Booster Station.

Mike Bennett reviewed the Long Valley Booster pump station proposal with the Board

John Sheridan motioned to authorize the District Manager to execute a contract with Lumos and Associates for the design of an upgrade to the Long Valley Booster Station at a cost not to exceed $64,200.00 Brad Newlon seconded the motion.  All ayes.  Motion passed

Public Comment: None

CONSENT CALENDAR

MINUTES

Brad Newlon motioned to approve the minutes of the April 1, 2020 Board Meeting.  Bob McDowell seconded the motion.  All ayes.  Minutes approved.

CHECK SUMMARY

John Sheridan motioned to approve the check summary for the month of April, Brad Newlon seconded the motion.  All ayes.  Motion passed

Public Comment: None

REPORTS

District Engineer:  reviewed tracking schedule for May 2020

District Counsel:  Mike explained that April was a quiet month.  He wrote Resolution 20-05 to present to the Board

District Manager:  Greg reviewed the Manager’s Report and included a new report that will detail the District’s receipts of consolidated tax revenue.  The District Manager noted that our Operations Supervisor, Tony Daniels, was awarded the Nevada Rural Water Association’s Bruce Smith Memorial Water Operator of the Year for 2020.  Tony will receive a plaque from NVRWA.  Congratulations Tony!

Board of Trustees

Bob McDowell: Bob would like a short summary of the status of the District’s future water supply and quality.

John Sheridan;  Met with Ed James of the Carson Water Subconservancy District.

Public Comment:  None

ADJOURNMENT

Bob McDowell motioned to adjourn the meeting. John Sheridan seconded the motion.  All ayes.  Meeting adjourned at 6:55

_______________________________

Beth Cook, Acting Secretary

Gardnerville Ranchos General Improvement District Board of Trustees Meeting held April 1, 2020 at 931 Mitch Drive Gardnerville, NV 89460 

Zoom Video Meeting

Pledge of Allegiance:  Led by John Sheridan

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

Public Comment:  Jim McCallip asked that there be some discussion later how much the shutdown will affect the budget.  Greg stated that there will be discussion during Item 1.

Chairman James recommended that items II, III and VII on the Agenda be tabled until a later date.

Item II, Resolution 20-5 is still in the process of being drafted.

Leann Teter motioned to Table Item Number II until a further meeting.  John

Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: none

Item III, xeriscaping.  Mr. James does not believe this is a good time to pursue the program and have a subcommittee meeting during the State regulations for sheltering in place.

Brad Newlon motioned to table the Item number III.  Bob McDowell seconded the motion.  All ayes.  Motion passed.  

Public Comment: none

Item VII, C.C. Meneley Parking Lot.  Chairman James commented that there have been previous talks with the school regarding this item. Information is in the Board packets and he suggested tabling this item indefinitely since this is not an immediate priority for the Board.

John Sheridan motioned to table item VII.  Leann Teter seconded the motion.  All

ayes. Motion passed.

Public Comment: none

Agenda Approval:

Bob McDowell motioned to approve the Agenda as amended.  Leann Teter seconded the motion as amended.  All ayes.  Motion passed.

Public Comment: none

New Business:

I For Possible Action:  Board discussion and possible action to adopt the 2020/2021

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

Action to adopt the 2020/2021.

Greg Reed reviewed the 2020/2021 tentative budget with the Board.  Greg does not see the ad valorum tax changing much for the next budget year, however, if the revaluation of properties takes a significant hit over time the District could see the ad valorum affected.  The consolidated, tax depending on what happens with the business shut down over time, could change significantly.  Water and sewer are rate driven and those figures should not change significantly.

Bob McDowell motioned to approve the 2020/2021 Tentative Budget.  John

Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: none

II For Possible Action:  Board Discussion regarding adoption of Resolution 20-5 updating

the District’s Policies and Procedures Manual by adding a Reserve Policy to financial

Section 12 that will be reviewed annually during the budget process.  Board discussion

followed by public comment.  Possible action to adopt Resolution 20-5 updating the

District’s Policies and Procedures Manual by adding a reserve Policy to financial Section

12 that will be reviewed annually during the budget process.

Item tabled.

III For possible action: Board discussion regarding creation of a subcommittee to consider

creation of xeriscaping procedures within the District.  Board discussion followed by

public comment.  Possible Board action to create a subcommittee to consider creation

of xeriscaping procedures within the District.

Item tabled.

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 Board Action to incorporate the 2020/2021 recommendations of the

Pavement Management Plan created by Lumos & Associates.

Greg reviewed the 2020/2021 pavement management plan.  He explained that this year is mostly maintenance.  There are no roads to be rebuilt in 2020/2021.  Additional roads are slated for rebuilding in the 2021/2022 pavement cycle.

Bob McDowell motioned to adopt the 2020/2021 Pavement Management Plan and

authorize the District Manager to solicit bids for the 2020/2021 Paving Plan. Brad

Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: Jim McCallip is glad that the GRGID takes such good care of their roads.  It is particularly important.

V For Possible Action Board discussion and possible action regarding the 2020/2021

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

public comment.  Possible Board Action to accept the 2020/2021 Health Insurance Renewal

proposal prepared by L/P Insurance.

Greg reviewed the eight L/P Insurance plan options with the Board.  Currently the District pays just under 160,000.00 in health insurance for the 8 employees and their families. Greg explained that he was still discussing options with the employees and they were not quite sure which insurance to pick.  He explained that tabling the Item could be an option, however, it was ultimately up to the Board.  The Board agreed.

Leann Teter motioned to table the LP insurance item.  Brad seconded the motion.

All ayes.  Motion passed.  

Public Comment:  none

VI For Possible Action.  Board discussion and possible action to accept the Water Quality Report

for 2019.  Board discussion followed by public comment.  Possible Board action to accept the

2019 Water quality Report.

Greg presented the draft 2019 Consumer Confidence report for Board review.  The Board had read the report and had comments and changes in wording and clarification in a couple areas.

John Sheridan motioned to approve the 2019 Consumer Confidence Report as

Amended for Publication.  Bob McDowell seconded the motion.  All ayes.

Motion passed.

VII For Possible Action.  Board discussion regarding the addition of a parking lot across from

CC Meneley.  In the District’s figure goals and objectives.  Board discussion followed by public

comment.  Possible Board action or authorize the District Manager to include the addition of a

parking lot across from CC Meneley in the District’s future goals.

Item tabled.

VIII For Possible Action.  Board discussion regarding the reconfiguration of the Long Valley

Booster Station.  Board discussion followed by public comment.  Possible Board Action to

authorize the District manager to proceed with a 2020 Capital improvement Project for the

Long Valley Booster station.

Greg Reed and Michael Bennett reviewed the details of three options for the reconfiguration of the Long Valley Booster Station.

Alternative 1 – Add back up power only.  Total Project cost $ 244,000

Alternative 2 – Replace pumps and add backup power.  Total project cost $ 514,000

Alternative 3 – Replace BPS above-grade, add backup power.  Total project cost $ 1,494,000

John Sheridan motioned to authorize the District Manager to move forward with

Design Option 2 of a replacement configuration of the Long Valley Booster System,

considering Design Option 3 as an eventual option.  Bob McDowell seconded the

motion.  All ayes.  Motion passed.

Public Comment: none

Consent Calendar:

Minutes:

Brad Newlon motioned to approve the Minutes from the March 4, 2020 meeting.

Leann Teter seconded the Motion.  Four ayes.  Dave James abstained. Motion passed.  

Public Comment: none

Check Summary:

Bob McDowell motioned to approve the check summary. Leann Teter seconded the

Motion.  All ayes.  Motion passed.

Public Comment:  none

Staff Reports:

District Engineer: Mike Bennett reviewed the project tracking schedule for the month of April.

District Counsel: Mike Rowe stated with the current situation not much is going on.

District Manager: Greg reviewed his briefly his Managers report.  Greg mentioned that he had no feed back from Hunter Moses regarding the pump track and his offer to help maintain it properly.  Brad stated that he was a former student of his and he would shoot Hunter an email.

Trustee Reports:

Brad thanked Dave James for his help setting up the Zoom meeting.

John Sheridan complimented Bob McDowell on his efforts to make the Water Quality report more readable.

 Public Comment: none

Dave James thanked everyone for participating in the Zoom meeting.

Adjournment:

Bob McDowell motioned to adjourn the meeting.  Leann Teter seconded the motion.

All ayes.  Motion passed.

Meeting adjourned at 7:05 p.m.

By

_________________________________________

Dawn Hinds

Acting Secretary

 

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees Meeting held Wednesday, March 4, 2020 at 5:00 P.M. @ 931 Mitch Drive, Gardnerville NV.

Pledge of Allegiance:  Led by Leann Teter

Trustees Present:  John Sheridan, Brad Newlon, Leann Teter and Bob McDowell.  David James was absent due to illness.

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

Public Comment:  Ron Bush discussed the tour he had of the Rancho Sierra Project.  He would like the Board to consider an in-depth study of the condition of the water system. Greg believes the study should be County wide.

Approval of the Agenda:  Leann Teter motioned to approve the agenda.  Bob McDowell seconded the motion.  All ayes.  Agenda Approved.

NEW BUSINESS

1. Action to adopt Resolution 20-03 adding a financial section 12 to the District’s P&P Manual regarding the creation of a Committed Fund to assist in accounting for the Special Assessment and incorporating Resolution 19-05 into the financial section.

John Sheridan suggested Greg verify the date Resolution 19-05 was approved.

Leann Teter motioned to adopt Resolution 20-03 updating the District’s Policies and Procedures Manual by adding a financial section 12 regarding the creation of a Committed Fund to assist in accounting for the Special Assessment and addition of Resolution 19-05 to section 12. John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

2.  Board action to adopt Resolution 20-04 updating the Trustees’ Rules and Regulations by changing the wording regarding meetings.

John Sheridan motioned to adopt Resolution 20-04 authorizing the District Manager to update the Trustees’ Rules and Regulations by changing the wording regarding meetings as attached. Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment: None

3.  Board action to approve the proposed budget considerations.

Greg reviewed the proposed draft budget with the Board.  John Sheridan would like for Greg to have an in-depth study on the water system in the Ranchos and have it included in the 2020/2021 budget.  Bob McDowell questioned why the District is budgeting $50,000 of sod for Mitch Park when the District is encouraging xeriscaping.   Greg explained the pond was designed to irrigate most of the landscaping in the park. Brad Newlon would like money added to the budget to work on a re-design of the pump track at Mitch Park.  He also suggested putting money into the budget for a parking lot at CC Meneley.

Bob McDowell motioned to approve the proposed budget considerations for the 2020/2021 budget.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  Cade Baligad thanked the Board for considering a parking lot at CC Meneley.  Ron Bush suggested the District do a demonstration garden to display the concepts of xeriscaping.

4.  Board action to authorize the District Manager to deliver the updated Community Plan Goals, Policies and Actions to Douglas County for inclusion in the Master Plan Update.

John Sheridan discussed the Gardnerville Ranchos Community Plan to be delivered to Douglas County.  He would like to have a public workshop to gather some input from the community.  Ron Bush feels that the District should hold a public workshop to show the County the Gardnerville Ranchos has done its due diligence.

John Sheridan motioned to accept the draft as presented and to adopt the updated Community Plan Goals, Policies and Actions as written and authorized the District Manager to move forward with a public workshop.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment: None

5.  Board action to adopt a Minimum Financial Reserves Policy to be included in the Financial Section 12 of the Policies and Procedures Manual and reviewed annually with the creation of the budget.

Greg researched several varieties of financial reserve programs.  He believes the best reserve policy would be the AWWA x2.

John Sheridan motioned to adopt the AWWA x2 minimum financial reserves policy to be included in the Financial Section 12 of the Policy and Procedures Manual and review annually with the creation of the budget. Bob McDowell seconded the motion.  All ayes. Motion passed.

Public Comment: None

6.  Board action to create a subcommittee to consider creation of xeriscaping procedures with the District.

Leann Teter motioned to table this item for a future meeting.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

7.  Board action to authorize the District Manager to solicit bids and purchase a diesel fuel storage tank.

Greg explained that the Board approved the purchase of a gasoline storage tank and a diesel storage tank in the 2019/2020 budget.  Since then, it has been determined that the District would be better served by purchasing a diesel storage tank and continuing to purchase gasoline in the open market.

John Sheridan motioned to authorize the District Manager to solicit bids and purchase a 4000-gallon diesel fuel storage tank.  Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment: None

CONSENT CALENDAR

Minutes:  Leann Teter motioned to approve the minutes of the February 5, 2020 meeting. Bob McDowell seconded the motion.  All ayes.  Minutes approved.

Public Comment: None

Check Summary: Leann Teter motioned to approve the check summary. Bob McDowell seconded the motion.  All ayes.  Motion passed.

Public Comment:  None

REPORTS

District Engineer:  Mike Bennett reviewed the tracking schedule.

District Counsel:  Mike Rowe wrote the 2 resolutions on the agenda tonight.  He prepared a letter to Rancho Sierra regarding the conditions required by the Board.  He expects the letter to be signed and returned soon.

District Manager:  Greg reviewed the Manager’s report.

PUBLIC COMMENT: Susan Stonestreet proposes a playground for seniors.

REPORTS: None

ADJOURNMENT:  Leann Teter motioned to adjourn the meeting. John Sheridan seconded the motion.  All ayes.  Meeting adjourned at 7:30 p.m.

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Beth Cook, Acting Secretary