Minutes of the

Gardnerville Ranchos General Improvement District

held November 16, 2018 at 6:00 p.m. @

931 Mitch Drive, Gardnerville Nevada 89460

 

Pledge of Allegiance:  Led by Brad Newlon

Trustees Present: Bob McDowell, Brad Newlon and Dave James.  LeAnn Teter and Jeff James were unable to attend the meeting, Bob McDowell will be acting Chairman.

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

Approval of the Agenda:

 Dave James motioned to approve the Agenda.  Brad Newlon seconded the motion.  Three ayes.  Motion passed.

Public Comment: none

I For Possible Action: Board discussion and possible action on potential alternatives to undertake for the Well #4 replacement project; said alternatives may include, but not be limited to:

1. Finalize necessary accessory items and cancel the remaining contract;
2. Proceed with the project per plan, while making minor equipment adjustments to accommodate reduces flow rates;
3. Complete the project at a “bare bones” minimum, which could include leaving the existing building in place

Board discussion followed by public comment.  Possible action to select one of the above alternatives or any combination thereof as developed at the meeting.

Greg Reed explained to the Board briefly that Well 4 is not producing the amount of water that was expected at the beginning of the project.  This is an opportunity for the Board to consider where to go from here.

Michael Bennett introduced Jay Fischer Senior hydrogeologist at Lumos & Associates to the Board, he will be available to answer any questions the Board may have.  Mike explained the District chose the Well 4 site as the preferred location because institutional memory told them that in the past that existing well #4, at the time, had a capacity 700 to 800 gpm.  The site was also favorable because it already had a connection to the existing distribution system and had three phase power and a pump to waste structure already in place. The water quality at the existing Well #4 was good except for sand. Availability of land access and easements were important in finding a well location also.  Once it was determined that the District would replace the existing Well #4 the District did not conduct a test well because all indications were that the existing Well #4 had provided 700 to 800 gpm in the past and any new well in the same area would likely do the same. A test hole was drilled instead to verify three primary objectives: water quality sample, verify soils and verifying void spaces.  The well driller was required to provide a Stinger Screen to be able to conduct hydraulic conductivity testing.  The driller ending up providing a PVC screen instead, which ending up clogging up after 10 gallons per minute and very limited results were obtained.  Hydraulic conductivity testing is basically a measurement of how quickly water can run through the soils.  The test hole showed a very high hydraulic conductivity and all the data seemed to work.  The District did ask for a second opinion at which time the District hired an independent hydrogeologist from Nevada Water Solutions.  He reviewed the data and Mike recalls his report to say that the Well site would be very prolific. Based on this information the Board at that time voted for Lumos to move forward with the design and construction of Well 4.  Mike went on to say that the well is essentially complete.  The pump results are only producing 250 gallons per minute and Lumos is not sure why this is occurring.  Lumos and the District have gone around and around trying to figure out why the well is not producing, and the reality is that the well produces 250 gpm.

Greg reviewed the options in this Agenda item with the Board. Greg informed the Board that they could drill the well deeper, however that will be expensive and there is no guarantee that the well would provide more water; nor is there any guarantee that the water quality will be adequate.

Dave James asked if the District has reviewed all options.  Mike replied that they have looked at all options.  Dr. James asked if there is a penalty to cancel the contract with the well driller KG Walters.  Mike Bennett stated there is no penalty but there are costs associated with construction that the contractor would be entitled to.

Brad Newlon asked if the if the Stinger Screen would have made a difference in Mike’s recommendation or the District’s decision.  Mike said no he does not believe they would have been able to determine with either test what they know now.

Bob McDowell suggested the District complete the new building and forge ahead.  Dave agreed with Bob, however he does not believe the well needs a generator; it will save money for the District.  Brad Newlon believes the District should stay the course and complete the contract without the generator.

Dave James motioned to proceed with the project per plan for well #4, while making minor equipment adjustments to accommodate the reduced flow rates including the elimination of auxiliary generator.  Brad Newlon seconded the motion.  Three ayes.  Motion passed.

Public Comment: Ron Bush asked about the interference between pump #1 and pump #2.  Bush suggested there are other options in the Water Master Plan that the District could consider before they vote to spend another $750,000.00 to complete well #4.

John Sheridan is concerned that Well #1 has already been identified as needing to be replaced and it is considered the District’s Ace in the hole.

Consent Calendar:

 Minutes:

Brad Newlon motioned to approve the minutes from the October 3, 2018 Board meeting.  Dave James seconded the motion.  Three ayes.  Motion passed.

Public Comment: none

Dave James motioned to approve the minutes of the October 24, 2018 Board meeting.  Brad Newlon seconded the motion.  Three ayes.  Motion passed.

Public Comment: none

Staff Reports:

 Michael Bennett advised the board that the Street Maintenance Project is on round 4 of street sweeping and hopefully they can get it done this time.

Mike Rowe had no comments.

Greg Reed mentioned that the District has started  learning the process in street inspections project with Lumos & Associates.

 Trustee Reports:

 Dr. James requested bringing a couple items to the Board; Items already in the Water Master Plan, rerouting well #2 and  the booster pump.

 Public Comment:  Ron Bush  mentioned that he had previously asked about bike lane stripping on Tillman Lane, it has not been done as of yet.

 Adjournment:

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

 Meeting adjourned at 7:30 p.m.

By

______________________________

Dawn Hinds

Acting Secretary

 

 

 

Gardnerville Ranchos

 General Improvement District

Board of Trustees meeting held

November 7, 2018 @ 6:00 p.m. at

931 Mitch Drive, Gardnerville, NV 89460

 

Pledge of Allegiance:  Led by Jeff James

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

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

Approval of the Agenda:

Dave James motioned to approve the Agenda except for the minutes from the previous two board meetings, because of a clerical error. Jeff James seconded the motion.  Four ayes.  Motion passed.

Public Comment:  John Engles, Douglas County Commissioner elect, was present to request the District rescind any more will-serve letters from potential developers in the Ranchos.  The developers are using a new tactic now; when the County turns them down, they file a lawsuit. This could happen with the Rancho Sierra Project, they will be back, and Engles is asking the District to show a pattern regarding future will-serve letters.

 Old Business:  none

New Business:

 I For Possible Action: Board discussion and possible action to authorize the District Manager to enter into a contract with Lumos & Associates for engineering services related

to manhole reconstruction services.  Board discussion followed by public comment.  Possible action to authorize the District Manager to enter into a contract with Lumos & Associates for engineering services related to manhole reconstruction services.  Action Item.

 Mike Bennett explained as identified in the 2016 GRGID Sewer Master Plan, several manholes in the District’s sewer collection system need rehabilitation as a result of damage from corrosion.  The manhole rehabilitation project will mitigate the corrosion damage, prevent future deterioration and extend the life of the existing manholes.  Greg Reed added that this project is in the budget. 

Brad Newlon motioned to authorize the District Manager to enter into a contract

With Lumos & Associates for engineering services related to manhole reconstruction services.  Dave James seconded the motion.  Four ayes.  Motion passed.

Public Comment: none

 II For Possible Action: Board discussion and possible action to authorize the District Manager to purchase a backhoe thumb as included in the 2018/2019 budget.  Board discussion followed by public comment.  Possible action to authorize the District Manager to purchase a backhoe thumb as included in the 2018/2019 budget. Action Item.  

The Operators have been requesting a thumb for the backhoe for over a year.  The current price is $13,500.00.  The thumb is a versatile tool that allows an operator to perform many functions.  The cost of the Backhoe thumb was included in the 2018-2019 fiscal budget.

Jeff James motioned to authorize the District Manager to purchase a backhoe thumb as included in the 2018-2019 budget at a cost not to exceed $14,000.00.  Dave James seconded the motion.  Four ayes.  Motion passed.

Public Comment:  none

III For Possible Action:  Board discussion and possible action to modify the Board of Trustees Rules and Regulations regarding voting by a quorum of the Board.  Board discussion followed by public comment.  Possible action to modify the Board of Trustees Rules and Regulations regarding voting by a quorum of the Board.  Action Item.

Three Trustees constitute a quorum to conduct a meeting.  Currently the Trustee Rules and Regulations state under 9.1 Voting: Approval of a motion before the Board shall require the affirmative vote of a majority of the members present.  For a motion to pass, three trustees have to vote in favor of a motion for the motion to pass even if only three trustees are present.  It is recommended the wording be changed to read:  Approval of a motion before the Board shall Require the Affirmative vote of a majority of the members of the Board.

Dave James motioned to authorize the District Manager and District Counsel to

Prepare a resolution to come back before the Board for consideration of modifying the Trustees’ Rules and Regulations.

Public Comment:  none

Consent Calendar:

Minutes:  The minutes will be re-noticed for approval at the next Board Meeting.

Check Summary:

Jeff James motioned to approve the check summary for the month of August 2018.  Brad Newlon seconded the motion.  Four ayes.  Motion passed.

Public Comment: none

Staff Reports:

District Engineer:  Mike Bennett reviewed his project tracking schedule for the month of November 2018.  Mike Bennett informed the Board that the drilling on Well 4 is complete and test pumping is underway.  The test pumping has produced unforeseen results with a constant rate of 250 to 300 gpm, well under the 800 to 1,000 gpm that was expected.  Mike stated a boundary condition may be stopping the water from flowing in from all directions.  He will bring a hydrologist back to the Board at a later date to discuss these issues.

District Counsel: Mike Rowe has been researching the open meeting law and working on the changes to the Trustee Rules and Regulations.

District Manager Greg suggested that the Board meet again before the regularly scheduled December meeting to make a decision on how to proceed with the Well.  A meeting was scheduled for November 16, 2018 at 6 p.m. to discuss Well 4.

Trustee Reports:

 Leann Teter welcomed John Sheridan trustee elect to the Board.

Public Comment: none

Jeff James motioned to adjourn the meeting.  Brad Newlon seconded the motion

Four ayes.  Motion passed.

 Public Comment: none

Meeting adjourned at 7:20 p.m.

By

___________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Special Board Meeting held on Wednesday October 24, 2018  at 6:00 p.m. @ 931 Mitch Drive, Gardnerville Nevada 89460

 

Present:  David James, Brad Newlon, Leann Teter, and Bob McDowell.  Jeff James was not present

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

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

Public Comment: None

NEW BUSINESS

1. Possible action to accept the donation of a flag pole, lighting and American flag and approve the installation of the pole at the 3-million-gallon water storage tank site.

Greg Reed reviewed the detail sheets for the flag pole and the proposed lighting for the flag.  The foundation has been constructed and the pole is scheduled to arrive Thursday October 25^th.

The lighting is powered through a solar panel.  There are 2 possible lighting solutions available. The first attaches to the base of the pole and points up toward the flag.  The second attaches to the top of the flag and points down.  Greg suggests the first option because it would be easier to replace or repair if needed.  Greg stated that the nearest house is 0.65 miles from the flag pole.

Ken Paxton agreed with Greg regarding the light that attaches to the pole from below would be the best idea as far as labor and repair expense.

David James stated that he would like to see two lights on the pole and he will contribute the money for the second light.

David James motioned to accept the first option lighting as proposed for proper illumination of the flag that is being installed at the 3-million-gallon water storage tank.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

ADJOURNMENT

Brad Newlon motioned to adjourn the meeting.  David James seconded the motion.  All ayes.  Meeting adjourned at 6:15 p.m.

Public Comment: None

___________________________

Beth Cook, Acting Secretary

Minutes of the

Gardnerville Ranchos General Improvement District

Board of Trustees meeting held

October 3, 2018 @ 6:00 p.m. at

931 Mitch Drive, Gardnerville, NV 89460

 Pledge of Allegiance: Led by Brad Newlon

Trustees Present: Leann Teter, Bob McDowell, Brad Newlon, Dave James and Jeff James.

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

Agenda: Brad Newlon motioned to approve the Agenda.  Dave James

seconded the motion.  All ayes.  Motion passed.

Public Comment: None

Old Business: None

New Business:

 I For Possible Action:  Board discussion and possible action to accept the donation of a flag pole and American flag and approve the installation of pole at the 3.0-million-gallon water storage tank site.  Board discussion followed by public comment.  Possible action to accept the donation of a flag pole and American flag and approve the installation of the pole at the 3.0-million-gallon water storage tank site.  Action Item.

 Mike Pailliotet has proposed that the District consider accepting a donation of a flag pole and flag for installation at the well site.  The proposed flag pole will be 30 to 35 feet tall with a 6 foot by 10-foot flag.  Mike would like for the pole to be installed by November 3, 2018 for the Sand Pits Community Clean-up day.  Total donation with flag, pole and lighting estimated at $3000.00.

Greg Reed explained that the District has an easement where the well site is located and has gotten permission from the property owner, Bently, to have a pole and flag installed.   The District can install the pole according to the flag pole foundation installation specifications.  estimated cost for District personnel to install the flag pole with concrete is $2000.00.

Dave James asked if the proposal tonight included lighting for the pole.  Mike Pailliotet stated that it did not, but he is waiting for someone to get back to him on lighting.  Bob McDowell replied that this seems like an incomplete proposal because there are no details on lighting.  McDowell is also concerned about the District’s responsibility and daily care for the flag.

Dave James stated that the lighting will be a separate vote and there should be a public hearing to give the community a chance to say if they want the flag displayed with lights.

Dave James motioned to authorize the District Manager to accept the donation

of a flag pole and American flag and prepare for the installation of the pole at the 3.0-million-gallon water storage tank site subject to the review of the final specifications of the pad.  Brad Newlon seconded the motion.  All ayes.

Motion passed.

 Public Comment:  Jeannie likes the idea of the flag but not the extra cost and maintenance.

 Dave James motioned to authorize the District to allocate $2000.00 for the

installation of a pole, utilizing the District Personnel and up to 6 yards of concrete. Brad Newlon seconded the motion.  All ayes.  Motion passed.  

 Public Comment:  None

There will be a special meeting held on October 24, 2018 at 6:00 p.m. to discuss the lighting of the pole.

II For Possible Action:  Board discussion and possible action on a request from Mr. and Mrs.

Donald Jeffrey that GRGID assume responsibility for the storm drain basin on the west side of the Cedar Creek Subdivision.  Board discussion followed by public comment. Possible action to assume responsibility for the storm drain basin on the west side of the

Cedar Creek Subdivision Action Item.  

On July 1, 2015 the District considered the acceptance of Cedar Creek improvements for maintenance.  At that meeting, the Board agreed to accept the streets, street lights, storm drains and the eastern most storm drain basin for maintenance within the Cedar Creek subdivision.   The westernmost storm drain basin acceptance was explicitly denied due to lack of access for maintenance and the Board required that the Cedar Creek Homeowners Association retain ownership and maintenance of that basin.

Sue Jeffery explained that the property where Cedar Creek is located went into foreclosure and at the time the decision was made to not accept the western basin, there were probably only 10 homes built in the 68-home subdivision.    The subdivision owners wanted to build a house on the site where the western storm drain basin is located, and they went to the county and got approval to alter the plans and build a home.  During the building permit submittal, it was verified the proposed home would not encroach into the easement.  However, there is no access to the storm drain basin as it borders two other properties, there is only access from the Cedar Creek side.  It creates a problem for the homeowners because the subdivision is built out and 75 percent of the owners had no knowledge of this problem before purchasing their homes.

Greg stated that there is landscaping over the easement and therefore no access to the Storm drain basin.  Currently the HOA owns that basin and are responsible for the basin.

Brad suggested Mrs. Jeffery talk to the County as they were the ones who accepted the variance of the building permit.  Mike Bennett also added that originally the entire subdivision was intended to be completely owned and maintained by the Homeowners Association, therefore, there were not standards put in place that would allow the maintenance by public entities.

Jeff James motioned to respectfully deny the request to accept maintenance of

the western most drainage basin within the Cedar Creek Subdivision.  Bob

McDowell seconded the motion.  All ayes.  Motion passed.  

 Public Comment: Barry Conlin asks what it takes to maintain a storm basin.  Greg explained that the District does weed control and cleans the debris out of the storm basins within the District.  Should the basins fill up with sediment the District will remove that also.

III For Possible Action: Board discussion and possible action on Douglas County’s proposed

Ordnance regarding vacation home rentals.  Board discussion followed by public comment.  Possible action on Douglas county’s proposed Ordinance regarding vacation home rentals.

Douglas County has created a draft Ordinance regarding vacation home rental.  While the county may believe that they are giving the district the ability to control vacation rentals within our boundaries, there does not appear to be anything in either NRS 318 nor in the Ordinances that created the District that gives us the authority to regulate vacation home rentals.

Bob McDowell motioned to authorize the District Manager to send a letter to

Douglas County informing the County that the GRGID has no authority to approve or deny vacation rental permit applications.  Dave James seconded the

motion.  All ayes.  Motion passed.

 Public Comment: none

IV For Possible Action:  Board discussion and possible action to adopt the new wage scale classification system as recommended by Pontifex Consulting Group, LLC.  Board discussion followed by public comment.  Possible action to adopt the new wage and salary classification system as recommended by Pontifex Consulting Group, LLC. Action Item.

 Greg explained this item was discussed at the May 30, 2018 board meeting and at that time the Board denied adopting the new wage classification system.  The Board also indicated a desire to poll the surrounding agencies and determine their overall salary structures to determine if they were using step structures or other structures.  The Pontifex study identified that our two office clerical staff were significantly below the market value for those positions.  On the current step system both are currently either at the top of their grade or 1 step away.  This means they will no longer be eligible to receive merit increases; they will only receive cost of living adjustments.  The Min/Mid/Max structure proposed by Pontifex solved the problems identified in the Pontifex study by placing both office staff in the middle of their respective salary ranges, thereby giving them room to move within that range and still receive merit raises when appropriate.

Dave James stated he felt this was a very viable system and is equitable to all staff members.

Brad Newlon does not trust the Pontifex study and he feels if it’s not broke don’t fix it.

Bob McDowell thinks the wage scale is broken in certain areas and he feels the Pontifex study will fix the problem.

Leann Teter was wondering if the operators would have to take a pay cut because they would be lowered on their wage scales.  Greg replied that everyone will stay at the same pay.

Jeff James asked how raises would be given; would they be a percentage?  Greg replied that with the new range system you would have more flexibility and that raises would be given by a percentage.  Currently each step is a set amount and there is not as much flexibility.

Dave James motioned to adopt wage class system recommended by Pontifex

Consulting Group, LLC.  Jeff James seconded the motion.  Four ayes.  Brad Newlon stood opposed.  Motion passed.

Public Comment:  none

V For Possible Action:  Board discussion and possible action regarding a possible salary and /or benefit adjustment for fiscal year 2018-2019 for the District Manager.  Board Discussion followed by public comment.  Possible action to adjust the District Manager’s salary and/or benefits for fiscal year 2018-2019.  Action Item.

At the May 30, 2018 Board meeting, the Board tabled any consideration of changes to the compensation package of the District Manager until his one-year anniversary.  The anniversary of the District Manager is October 2, 2018.  The District Manager believes that any consideration of salary and benefits is strictly a Board decision.  The Board discussed it and decided Greg Reed would receive a 2.1% cost of living adjustment and a 2.5% merit increase.  In addition, the Board gave Greg one more week vacation, for a total of three weeks.

Jeff James motioned to award the District Manager a 2.1% cost of living and a 2.5% merit raise as well as an additional week vacation effective immediately. Dave James seconded the motion.  All ayes.  Motion passed.

Public Comment: none

Leann Teter excused herself from the meeting and Bob McDowell took over as Chairman.

Consent Calendar:

Minutes: Brad Newlon motioned to approve the August 29, 2019 Board meeting Minutes.

Jeff James seconded the motion.  Three ayes.  Motion Passed.

 Public Comment: none

Dave James motioned to approve the September 17, 2018 Board meeting minutes.  Brad Newlon seconded the motion.  Three ayes.  Jeff James abstained.

Motion passed.

 Public Comment: none

Check Summary:

 Jeff James motioned to approve the check summary.  Brad Newlon seconded the motion.  Four ayes.  Motion passed.

 Public Comment: none

 Reports:

 Engineer Report:  Mike Bennett reviewed his project tracking schedule for the month of October.

District Counsel:  Mike Rowe researched the Vacation Home Rental Ordinance and advised Greg on his findings.

District Manager: Greg mentioned that there was a notice in the paper that several Douglas County entities, GRGID included, received state grant money for bathrooms.  Greg also mentioned that the cost of all the District’s health insurance plans will remain the same for the upcoming year.  Health Insurance pools will also be available again and will most likely be available through the Nevada League of Cities.

Trustee Reports:

 Dave James asked to have a meeting with Greg and Mike Rowe later in the Month in preparation for the upcoming MGSD meeting.

Public Comment: none

Adjournment:

 Dave James motioned to adjourn the meeting. Jeff James seconded the motion.

Four ayes.  Motion passed.

 Meeting adjourned at 8:45 p.m.

 

By

________________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Special Meeting on Monday September 17, 2018 @ 6:00 p.m. at 931 Mitch Drive, Gardnerville, NV 89460

Trustees Present: David James, Brad Newlon, Leann Teter, and Bob McDowell. Jeff James was not present.

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

Pledge of Allegiance: Led by Bob McDowell

Approval of agenda: Bob McDowell motioned to approve the agenda. David James seconded the motion. All ayes. Motion passed.

Public Comment: None

NEW BUSINESS

1. Possible action to award a contract for the construction of a replacement well #4 to K.G. Walters at a cost not to exceed $1,450,000.00.

Mike Bennett of Lumos and Associates presented a breakdown of the lowest responsible bidder, K.G. Walters. The bidding last year came in at nearly $100,000.00 more. Mike explained that in addition to the well, a generator and well pump will need to be purchased separately. The estimated cost for that equipment will be approximately $130,000.00. This could bring the total cost of the project to $1,600,000.00. The contractor was concerned about having to replace any landscaping that may get damaged during the project, so that was taken out of the bid and will be done in house. The contractor will dispose of any sand or gravel in the retention pond near well 5.

Brad Newlon expressed concern about the difference of the engineers estimated cost of building the well building verses the contractor’s cost. Brad feels that the contractor’s estimate of $279,000 seems high. Mike explained that the engineers estimate was too low, and the contractor’s bid is appropriate for this type of building. Brad asked what the plan was when or if any other wells were to be built or replaced. Greg explained the District will continue to build up reserves in the water fund over time and Mike is working on the assessment fee for future growth within the District. The condition of the wells and the ones that may need to be replaced are in the Water Master Plan.

Bob McDowell motioned to authorize the District Manager to award a contract for the construction of a replacement well 4 to the lowest responsible bidder, K. G. Walters at $1,385,987.00 and allow Greg Reed to approve change orders for up to 5% of the contract at a price not to exceed $1,450.000.00. David James seconded the motion. All ayes. Motion passed.

Public Comment: None

ADJOURNMENT

Brad Newlon motioned to adjourn the meeting. David James seconded the motion. All ayes. Meeting adjourned at 6:30 p.m.

_______________________________

Beth Cook, Acting Secretary

Minutes of the

Gardnerville Ranchos General Improvement District

Board of Trustees meeting held

August 29, 2018 @ 6:pm at

931 Mitch Drive, Gardnerville, NV

Pledge of Allegiance: Led by Jeff James

Trustees Present: Jeff James, Dave James, Brad Newlon and Bob McDowell. Leann Teter was unable

to attend. Bob McDowell is acting Chairman.

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

Agenda:

Dave James motioned to approve the Agenda. Jeff James seconded the motion.

Four ayes. Motion passed.

Public Comment: none

Public Comment: (No Action) This portion of the meeting is open to the public to speak on any topic not on tonight’s agenda and must be limited to five minutes.

John Engels is not a resident of the Ranchos and wants to be more involved and stated that water is critical to Nevada and there is a huge demand for it. There is not enough water to accommodate everyone from over the hill and the topic regarding water is often neglected.

Old Business: None

New Business:

I For Possible Action: Board discussion and possible action to enter into a contract

with Lumos and Associates to develop a Comprehensive Pavement Management

Plan. Board discussion followed by public comment. Possible action to enter into a

contract with Lumos and Associates to develop a Comprehensive Pavement

Management Plan not to exceed $59,000.00 Action Item.

This plan would give the District a quantitative analysis of the District’s road systems and develop a plan of maintenance and repair that is in keeping with that quantative analysis. The District does currently have a road maintenance program which uses a qualitative analysis of the streets within the District on a five-year rotating basis. Mike Bennett explained that a Pavement Management Plan is a tool for long

Term planning and budgeting to help managers make more consistent, cost effective, and defensible decisions about what work to do and when to do it. It helps decision making by providing information about inventory, condition and cost of various work options. District Staff would be trained through online inspector classes to be familiar with what the different distresses (cracks, potholes, etc.…) are in roadways. Street Saver is the platform that Lumos will be using. There is an annual licensing fee of $1,500.00 per agency and there will be a small increase in the retainer to cover design and evaluation of inspection results. The District has a Water Resource Master Plan, a Water Master plan and a Sewer Master Plan. The Pavement Maintenance Plan is a master plan for the streets.

Jeff James motioned to enter into a contract with Lumos and Associates to develop a

Comprehensive Pavement Management Plan at a cost not to exceed $59,000.00. Dave

James seconded the motion. Four ayes. Motion passed.

Public Comment: Jim McKalip of Lassen Way, stated he is very happy with the roads. He was curious if there were other bidders for this contract.

Ron Bush asked if there were going to be additional training costs for District employees and what is the inspection criteria. Mike stated it is visual observation where the methodology is called random sampling. There will inspection units per segment of road that are laid out in a random pattern. The inspector will identify areas of distress then measure and quantify the areas, and analyze them within the unit and come up with a rating for that segment.

Greg explained that Lumos is the District’s engineer and they provide professional services for the District and GRGID is not required to go out to bid for professional services. Furthermore, NRS 625, specifically states that the selection of an Engineer must be qualification based, not based on competitive fees.

II Board discussion and possible action to enter into a contract with Lumos and Associates to develop a special assessment process for future development projects. Board discussion followed by public comment. Possible action to enter into a contract with Lumos and Associates to develop a special assessment process for future development projects at a cost not to exceed $8,000.00. Action Item.

The Rancho Sierra Project which was denied by the County this summer will be back at some point along with other development. When development occurs, the District needs to be prepared and have a mechanism in place to determine costs of future infrastructure improvements. This is an opportunity for the District to be proactive in determining the proper assessment and allocations for the future (see attached Proposal for Engineering Services). The District will continue to charge water/sewer connection fees, but for all new parcels annexed into the District there will also be a special assessment for future growth.

Dave James motioned to authorize the District Manager to enter into a contract

with Lumos and Associates to develop a special assessment process for future

development projects at a cost not to exceed $8,000.00. Brad Newlon seconded

the motion. Four ayes. Motion passed.

Public Comment: Jim McKalip thinks this is a good idea you can’t do enough planning.

John Sheridan is concerned about special assessments for sewer. Mike Bennett explained that the sewer lines are appropriate for 20 year build out as the District does not treat the sewer, sewer is treated in Minden by MGSD.

Ron Bush wants to encourage the Board to consider a similar sewer study in the future.

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

Manager to enter into an agreement with XIO to try a cloud-based SCADA

monitoring system at our Springfield lift station for a period of four months on a

trial basis at no cost until after the trial period has expired. Board discussion followed

by public comment. Possible action to authorize the District Manager to enter a

agreement with XIO to try a cloud-based SCADA monitoring system at our Springfield

lift station for a period of four months on a trial basis at no cost until after

the trial period has expired. Action Item.

Greg Reed explained that the District currently has a conventional SCADA system with programmable logic controllers. SCADA stands for Supervisory Control and Data Acquisition. This system operates the pumps and lift stations within the District through a computer in the office. The system is currently maintained by Sierra controls and costs about $50,000.00 a year. A cloud-based system would be an alternative and would in the long run be a cheaper way to go after initial set up fees. The cost of the system for the lift station is $10,207.00 that includes all XiO supplied hardware and all programming. The cloud service fee is $39.00 per month per controller and includes all programming, ongoing support, alarms, report generation, unlimited access to the secure website and an extended warranty on the FIU control module—Soft-I/O as long as the cloud fee is current. XiO has been trying to get the District to try out the product and has offered a period of four months trial basis at no cost to the District until the trial period has expired. If we like it at that time we would pay for it. If we don’t like it, we ship it back at no cost. This cost is for only one lift station. The selling point for this product is that if anything goes wrong with the product the District will ship it back and a new one will be returned within 48 hours. The entire system, if all wells and lift stations were on the cloud-based system, would be around $7,000.00 per year.

Jeff James likes the option to try a project for free.

Dave James is concerned about a cloud-based system going down. Greg stated that the lift station is an independent system and it operates at the lift station, there are generators to run the lift station if the power should go out. The Cloud-system is only a monitoring system and if it went down it would not affect the lift station operation.

Brad Newlon suggested bringing this back to the Board three months after the initial installation for board discussion.

Brad Newlon motioned to authorize the District Manager to enter into an

agreement with XiO to try out a cloud-based SCADA monitoring system at

our Springfield lift station for a period of four months on a trial basis at no

cost until after the trial period has expired; results of will be agenized three

months after initial installation. Jeff James seconded the motion. Four ayes.

Motion passed.

Public Comment: none

IV For Possible Action: Board discussion and possible action on a review of the Petition

for Inclusion of Real Property into Gardnerville Ranchos General Improvement District

for Damascus Road Christian Assembly of God on Tillman Lane. Board discussion

followed by public comment. Possible action of a review of the Petition for Inclusion of real property into Gardnerville Ranchos General Improvement District for the Damascus Road Christian Assembly of God on Tillman Lane. Action Item.

Public Comment: none

There is not currently an annexation agreement with the church; the District has a petition for annexation. This is just a review and discussion to bring the board up to speed on the item. The Church will have to prepare an annexation agreement in accordance with the District’s Policy and Procedures Manual. Items to address in the agreement include allocating the Church’s well to the District and building the infrastructure in accordance with District specifications.

Consent Calendar:

Minutes:

Brad Newlon motioned to approve the minutes of the August 1, 2018 board meeting.

Dave James second the motion. Three ayes. Motion passed. Jeff James abstained

as he did not attend that meeting.

Public Comment: none

Check Summary:

Brad Newlon motioned to approve the check summary. Jeff James seconded the

motion. Four ayes. Motion passed.

Staff Reports:

District Engineer: Michael Bennett reviewed his project tracking schedule with the Board.

District Counsel: Mike Rowe has been working the audit response letter which is the packet (see attached)

District Manager: The District has had a couple of complaints about credit card fees through email and Greg has been responding to them and explaining that these fees are assessed by the credit card companies, not the District.

Greg has a meeting with Frank at MGSD. They will be talking about setting up a meeting at their next meeting.

Well 4 replacement Bids will be opened tomorrow. Greg suggested holding a special meeting in September to award the bid. The Board will have a special meeting September 17, 2018 at 6:00 p.m. to award the bid for the Well 4 replacement project.

Trustee Reports:

Jeff James asked about the grant at the park for the restrooms. Greg stated the District has been awarded the grant and he is waiting for final paperwork.

Dave James stated he has four tickets to the Chamber Gala in November 3, 2018 and he will not be able to attend. He offered the tickets to Greg in the event he would like to attend.

Brad Newlon wished Leann well. She has had foot surgery and was unable to attend. Brad thanked all the public who attended the meeting.

Bob McDowell wanted all to be aware of an ordinance for new vacation rental rules. Greg will follow up on the ordnance and bring the information back at another meeting.

Public Comment: John Engels told the Board he appreciates their hospitality. He wanted to clear up a rumor he is not opposed to development. He is not opposed to development just a type of development. He is concerned for the aquifers and that they are over appropriated. He is big on being cautious and protective of our water supply.

Bev Anderson told the Board that the second reading on vacation rentals is coming up on September 6, 2018. The County will vote on weather they will bring vacation rentals to the valley.

Ron Bush asked about striping for bicycle lanes on Tillman. Mike Bennett said he would check into it and let Greg know.

Adjournment:

Dave James motioned to adjourn the meeting. Jeff James seconded the motion.

Four ayes. Motion passed.

Meeting adjourned at 8:25 p.m.

By

____________________________________

Dawn Hinds

Acting Secretary

Minutes of the

Gardnerville Ranchos General Improvement District

Board of Trustees meeting held

Tuesday July 10, 2018, @ 6:00 pm at

931 Mitch Drive, Gardnerville, NV 89460

Trustees Present: Leann Teter, Bob McDowell and Dave James. Jeff James and Brad Newlon were absent.

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

Approval of the Agenda:

Bob McDowell motioned to approve the Agenda. Dave James seconded the

Motion. Three ayes. Motion passed.

Public Comment:

Approximately 35 Rancho residents attended the meeting to voice their concerns regarding the proposed Rancho Sierra Subdivision. Residents spoke of their concerns that the Subdivision will negatively impact water supply and quality, roads, schools, traffic and fire and police departments. There is a County Board of Commissioners meeting August 2, 2018, 10:00am at the CVIC Hall in Minden everyone is urged to attend.

Old Business: none

New Business:

I For Possible Action: Board discussion and possible action regarding a request for

District assistance with a community clean-up project in the “sand pit” area in

November or December. Board discussion followed by public comment. Possible

action to approve supporting a community clean-up project in the “sand pit” area

in November or December. Action Item.

Mike Pailliotet is working with the schools in the Ranchos to coordinate a clean up day near the sand pits. Mike is asking for assistance from the District in the form of labor, equipment or a trash dumpster.

District employees will not be required to work on this project, however, they can if they wish. The District could support compensating employees if they decide to work on the project.

Susan McNeal, principal at Scarselli Elementary and several teachers there are trying to teach the kids about community service. The sand pits behind the school is the perfect place for a community cleanup project. Mike added it would be great to have three 40 or 50-yard dumpsters. There is also no signage, a couple no dumping signs could help keep the messes away. Saturday, November 3, 2018, is the tentative date for the cleanup.

Greg Reed replied that the District could find money in the budget for a dumpster and some “no dumping signs” could be installed at the end of the District roads.

The Board was very interested in this project and wanted to participate the item will be continued for more discussion.

Dave James motioned to continue this item at the next meeting. Bob

McDowell seconded the motion. Three ayes. Motion passed.

Public Comment: none

II For Possible Action: Board discussion and possible action to accept a temporary

Construction, storage and access easement and a permanent access and well

easement from Mr. and Mrs. Alfonso for the Well #4 replacement project. Board

discussion followed by public comment. Possible action to accept a temporary

construction, storage and access easement and a permanent access and well

easement from Mr. and Mrs. Alfonso for the Well #4 replacement project.

Action Item.

The temporary access, construction and storage easement and a permanent access and well easement from Mr. and Mrs. Alfonso for the Well #4 replacement project has been prepared for approval.

Dave James motioned to accept the temporary, construction, storage

and access easement and well easement from Mr. and Mrs. Alfonso

for the Well #4 replacement project. Bob McDowell seconded the motion.

Three ayes. Motion passed.

Public Comment: none

III For Possible Action: Board discussion and possible action to appoint a Trustee to

serve with the Board Chair, District Manager and District Counsel for an initial

meeting with a similar committee from the Minden Gardnerville Sanitation District.

Board discussion followed by public comment. Possible action to appoint a Trustee to

serve with the Board Chair, District manager and District counsel for an initial

meeting with a similar committee from the Minden Gardnerville Sanitation District.

Actin Item.

The District has requested to meet with MGSD to discuss the terms of the contract between the District and MGSD. MGSD has requested a preliminary meeting prior to convening a subcommittee to discuss the potential for renegotiation the contracts. MGSD has suggested the members consist of both District Managers, legal counsel, the Board Chairs and one other board member.

Bob McDowell mentioned that he would also like to attend the preliminary meeting. Mike Rowe said that as long as MGSD didn’t mind he did not see a problem with it.

Dave James motioned that he be the additional trustee at the preliminary

meeting. Bob McDowell seconded the motion. Three ayes. Motion passed.

Public Comment: none

IV For Possible Action: Board discussion and possible action to deny the purchase of

2.827 acres of land from the Damascus Church at 974 Tillman Lane for $270,000.

Board discussion followed by public comment. Possible action to deny the purchase

of 2.827 acres of land from the Damascus Church at 974 Tillman Lane. Action Item.

Bill Nichols has asked the District if we would be willing to reject the purchase of a 2.827 acres of land from the Damascus Church located at 974 Tillman Lane being offered at $270,000. The land is currently zoned Public Facilities. Nichols intends to develop lots for single family housing. To continue with the development, he will need a Master Plan Amendment and zoning change from Douglas County. Douglas County has instructed Mr. Nichols that a zoning change is more likely to be favorably reviewed if public facilities deny the purchase of the property for public use.

Bob McDowell asked if the District can forsee any use for this property. Greg stated that the District has enough land for public services in the future. There is already a large park and room for a new office building if needed and room in other areas for communication services.

Dave James believes that the District should seriously negotiate something with the Damascus Church and encourage them to annex into the District. Mike Rowe had previously written a Petition of Annexation with Board approval. Dr. James wants to have more discussion with the church regarding annexation and would like to continue the item pending more discussions with Damascus Church representatives. Greg stated that there is time for more discussion.

Dave James motioned to continue this item. Bob McDowell seconded the

Motion. Three ayes. Motion passed.

Public Comment: Chuck Hill stated that $270,000 is not a good deal for the church property; the price is too high.

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

September 2018 Board Meeting. Board discussion followed by public comment.

Possible action to reschedule the September 2018 Board Meeting. Action Item.

Greg Reed has requested the September 5, 2018 Board meeting be changed as he has vacation plans out of the area for that week.

The Board meeting was rescheduled for Thursday, August 30, 2018 at 6:00 p.m.

Dave James motioned to change the September Board meeting to August 30,

2018. Bob McDowell seconded the motion. Three ayes. Motion passed.

Public Comment: none

Consent Calendar: For Possible Action.

Approval of the Minutes:

Bob McDowell motioned to approve the minutes from the June Board

meeting. Bob McDowell seconded the motion. Two ayes. Leann Teter

abstained as she did not attend the June meeting. Motion Passed.

Public Comment: none

Check Summary:

Bob McDowell motioned to approve the check summary for the month of

May 2018. Dave James seconded the motion. Three ayes. Motion

passed.

Public Comment: none

Staff Reports:

Michael Bennett reviewed the project tracking schedule for the month of July.

Mike Rowe discussed his meeting with Greg, Mike and Kristen of Lumos and Associates regarding the possibilities of developing an impact fee. The legality of that will have to be thoroughly checked. The statute does not allow anybody other than Counties or Cities to impose impact fees.

Greg Reed announced that the District was denied the grant for the restrooms at the Bob Spellberg Recreational Complex.

FEMA also denied the request for reimbursement from the storms last February stating they had not received the documentation requested. Greg replied back to FEMA saying he disagreed as the District sent everything requested, more than once.

Trustee Reports:

Bob McDowell asked for advice on how to better understand zoning and the District’s legal role and responsibility.

Dave James responded that we are often asked by the County to input on projects to get a sense of what the community thinks. Dave suggested Bob obtain a copy of Ordinance 161 and 147 which explains the District’s jurisdiction. The District is clearly not burdened with zoning.

Mike Rowe stated the District has an advisory opinion. The county typically askes a developer etc… to come the District for an opinion on their project which goes into the record and helps the County Commissioners with decisions brought before them.

Public Comment:

Chuck Hill is worried about the Rancho Sierra Subdivision homeowners association will not be able to take care of the streets, sidewalks and street lights and that the District will have to take it over.

Bob Spellberg suggested if the District wanted more control over what goes on in the District above water and sewer it could become a city or a town.

Adjournment:

Dave James motioned to adjourn. Bob McDowell seconded the motion.

Three ayes. Motion passed.

Public Comment: none

Meeting adjourned at 8:15 p.m.

By

__________________________________

Dawn Hinds

Acting Secretary

Minutes of the

Gardnerville Ranchos General Improvement District

Board of Trustees meeting held

May 8, 2018 at 6 p.m. @

931 Mitch Drive, Gardnerville, NV 89460

Pledge of Allegiance:

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

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

Approval of the Agenda:

Dave James motioned to approve the Agenda. Bob McDowell seconded the

motion. All ayes. Motion passed.

Public Comment: none

Old Business:

I For Possible Action: Board discussion and possible action to approve a 10 lot

subdivision named Holstein Court of ½+/-acre lots located at 1291 Centerville

Lane, Gardnerville (APN 1220-09-401-001), including, without limitation, a paved

550’ street, extension of utilities, storm drain discharge plan and other

improvements submitted by Holstein Ranch, LLC. Board discussion followed by

public comment. Possible action to approve the Holstein Ranch, LLC development located at 1291 Centerville Lane, Gardnerville. Action Item.

Rob Anderson attended the meeting representing the developer Holstein Ranch, LLC. Rob reviewed the 10-lot residential subdivision. The improvements include a new paved cul-de-sac with curb, gutter and sidewalk. Public water, sewer, power, gas and phone improvements and a storm drain are to be connected to the existing detention pond currently maintained by the Gardnerville Ranchos GID. The existing detention pond will be slightly deepened.

Dave James asked if the barn on the property has been classified as a historical building. Rob was not aware of the barn being classified as historical or any pending registration for that purpose.

Greg Reed added that the District will be looking at the creation of an Impact Fee for future expansion which could possibly affect this project.

Jeff James motioned to approve the Holstein Ranch, LLC development located

at 1291 Centerville Lane, Gardnerville. Brad Newlon seconded the motion.

Four ayes. Dave James abstained. Motion passed.

Public Comment: none

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

District Manager to enter into a contract for the 2018/2019 Street Maintenance

Project to the lowest responsible bidder. Board discussion followed by public comment. Possible action to authorize the District Manager to enter into a contract for the 2018/2019 Street Maintenance Project to the lowest responsible bidder. Action Item.

Mike Bennett announced out of three bids Sierra Nevada Construction (SNC) came in with the lowest bid of $673,007.00. SNC, a Nevada Contractor licensee, is of good standing and their bid was found complete. Therefore, Lumos recommends that the award be considered to SNC for the amount of $673,007.00.

Bob McDowell motioned to recommend to select the successful lowest

responsible bidder and authorize the District Manager to enter into a contract

with Sierra Nevada Construction for the 2018-2019 Street Maintenance Project in the amount of $673,007.00. Brad Newlon seconded the motion. All ayes.

Motion passed.

Public Comment: none

III For Possible Action: Board discussion and possible action on a request to locate

a flag pole and a flag on District property at the site of our big tank. Board

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

location of a flag pole and flag on District property at the site of our big tank.

Action Item.

Mike Pailliotet was present to request the board approve the proposed installation of a flag pole and a flag at the big tank. Mr. Pailliotet explained that recently a US Flag was installed on top of Ceremony Hill by a local Army Veteran. After a few days it began to fall apart due to the high winds on the hill. Mike took it upon himself to raise money for a new flag via Facebook. Money was raised and a new flag was purchased and installed. Shortly after, the US Forestry Department was forced to take down the flag citing that it violated proper display rules. It was not illuminated at night. Mr. Pailliotet has reached out to local land owners trying to find a new home for the flag with no success. Pailliotet is asking the District to consider letting a group of Ranchos neighbors install a commercial grade, storm rated 20’ flag pole, a 5.5 x 9 ft heavy duty flag and professional grade solar lighting at either tank location. First choice being the large tank at the end of Tillman Lane.

Greg stated they would look for a spot inside the fence at the big tank and the flag would be locked. The only access to the flag would be during the day when the office is open.

Brad loved the idea of the flag and thought perhaps it should be bigger. Dave James was also in favor of the flag and asked if there are any issues as far as liability when having private citizens donate their time to work on District property. Mike Rowe stated that the District should check with the risk management group at the Insurance Pool.

Annabelle Monte, from the Carson Ranger District, was present to explain that their Ranger District had to take the flag down due to several reasons. Most importantly was the violation of the flag code; not being lit at night. Monte explained that if someone wanted to put a monument onto public system lands you need to have a special use permit and follow a special process to authorize it. Lastly, Ceremony Hill is a very culturally sensitive area for the Washoe Tribe and there are concerns for tribal relations.

Dave James suggested tabling this item until the next board meeting so Greg can talk to the Insurance Pool regarding liability issues.

Dave James motioned to table this item pending staff review on feasibility and reschedule for the July 10, 2018 meeting. Jeff James seconded the motion.

All ayes. Motion passed.

Public Comment: none

IV For Possible Action: Board discussion and possible action to adopt Resolution

18-05 to modify Appendix E of the District’s Policy and Procedures Manual,

Procedures for Annexation to add new requirements for the acquisition of

water rights from developers. Board discussion followed by public comment.

Possible Board Action to adopt Resolution 18-05 to modify Appendix E of the

District’s Policies and Procedures Manual, Procedures for Annexation to add new

requirements for acquisition of water rights from developers. Action Item.

Mike Rowe explained Resolution 18-05 is to modify Appendix E of the District’s Policies and Procedures Manual to add new requirements for the acquisition of water rights from developers.

Brad Newlon motioned to adopt Resolution 18-05 to modify Appendix E

of the District’s Policy and Procedures Manual, Procedures for Annexation

to add new requirements for the acquisition of water rights from developers.

Dave James 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 pursue the installation of a sign at the Robert Spellberg Recreation

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

the District Manager to pursue the installation of a sign at the Robert Spellberg

Recreation Complex. Action Item.

Greg has given the Board prices for sign designs for the Robert Spellberg Recreation Complex. The new design is similar in size to the signs located at the entrances to the Ranchos.

Carson Valley Signs foam board sign 9,540 for two 4,770 for one

Yesco aluminum sign 4,370 for two 2,185 for one

Dave James suggested one sign at the entrance by the fire department. Jeff James agreed as that is the main entrance to the park.

Jeff James motioned to authorize the District Manager to pursue installation

of one foam board sign at the Robert Spellberg Recreation Complex from Carson Valley Signs not to exceed $5000.00. Dave James seconded the

motion. All ayes. Motion passed.

Public Comment: none

Consent Calendar:

Minutes: Board action on approval of the Minutes from the April 4, 2018 board meeting.

Brad Newlon motioned to approve the Minutes from the April board meeting.

Jeff James seconded the motion. Four ayes. Bob McDowell abstained as he

did not attend the April meeting. Motion passed.

Public Comment: none

Check Summary: Board action on approval of the check summary for the month of

April, 2018.

Dave James motioned to approve the Check Summary. Brad Newlon seconded

the motion. All ayes. Motion passed.

Public Comment: none

Staff Reports:

Mike Bennett reviewed his project tracking schedule for the month of April.

Mike Rowe told the board that Rowe and Hales will dissolve as of June 1^st, 2018. Mike’s partner Jim is going to take a position with a firm at the lake. Mike will continue working as a sole proprietor. Mike introduced Pat Etechebehere as his insurance coverage coverage counsel.

The District received water rights deeds to the District for Sun Crest Development.

The District received a request from the county clerk for fees for election expenses. Beginning next year, the District will be charged to maintain the updated role of qualified electors in the District. The annual fee will be $1,052.10.

Greg Reed asked for questions on his Manager’s Report. The Rancho Sierra Project was approved by the County Planning Commission and now will go forward to the County Commissioners.

Jeff James asked how the restrooms at the park were coming along. Greg told him we are still waiting to see if the District gets the grant. The restrooms depend on the District receiving the grant.

Trustee Reports: none

Public Comment: none

Adjournment:

Dave James motioned to adjourn the meeting. Brad Newlon

seconded the motion. All ayes. Motion passed

Meeting adjourned at 7:55 p.m.

By

__________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held Wednesday April 4, 2018 at 6:00 p.m. @ 931 Mitch Drive, Gardnerville, NV 89460

Pledge of Allegiance: Led by Brad Newlon

Trustees Present: Jeff James, David James, Brad Newlon and Leann Teter. Bob McDowell was not present.

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

Public Comment: None

Approval of the Agenda: Jeff James motioned to approve the agenda. Dave James seconded the motion. All ayes. Agenda approved.

Public Comment: None

Approval of the Minutes: Brad Newlon motioned to approve the minutes of the March 7, 2018. Dave James seconded the motion. All ayes. Minutes approved.

Public Comment: None

REPORTS

District Engineer: Michael Bennett of Lumos and Associates reviewed the tracking schedule for April 2018.

District Counsel: Mike stated that there are various items on the agenda that he will be commenting on. Mike summarized the recent opinion that was issued by the Nevada Supreme Court. This was an appeal from the District Court regarding the denial of a public records request by the Comstock Residents Association and Joe McCarthy who have been opposed to the Comstock Mining activities around Gold Hill. The court reversed the District Courts decision. They found that an individual public board member is a public entity. They remanded the matter back to the District Court in Lyon County for findings on whether or not the requested emails and phone records on the commissioners individual accounts were public records in the provision of public services. The court then granted the county the right to oppose those requests, but they have to do it with convincing evidence. Mike pointed out that this could mean if the District’s board members are conducting GRGID business on their private email or cellphones, those records could be subject to production if you were to be subpoenaed by the court. Mike also stated that the Federal District Court upheld the County’s denial of the special use permit for the Great Life Church on Dresslerville and Long Valley.

District Manager: Greg Reed reviewed the Manager’s Report with the board. He also stated that there has been another request for a small development of 10 homes next to Suncrest.

1. Possible action on the presentation from a representative of Rancho Sierra LLC for the new development at the southern end of Tillman Lane.

Ken Dorr and Susan Pansky of Dorr Consulting LLC were present to discuss their proposal. They provided maps that detail the proposed layout of the project. This is an 80 acre parcel with a proposed total of 353 residential lots. Tillman Lane will be the primary access with secondary access being Heritage Lane leading out to Dressler and highway 88. The project would be parceled off in 6 phases with more than one builder. David James inquired about the proposed time frame. Phase 1A and 1B are estimated to be completed no later than the year 2022. Phase 3 is expected to be complete no later than 2028, and the following phases completed by 2030. Brad Newlon asked what the square footage of the homes would be. Susan stated that single family homes would be 1340 – 1800 square feet and two story homes would be 2600 square feet. He was also concerned who would be responsible for Heritage Rd while it was gravel. Susan stated the builder would be responsible for maintaining it. David James asked Mike Bennett if a new well would be drilled for water for this development. Mike replied that a well is not proposed, but Phase 3 will need additional storage. Greg stated that staff has not had an opportunity to review all the items on this proposal.

David James motioned to approve to the plan subject to review by staff. Jeff James seconded the motion. All ayes. Motion passed.

Public Comment: John Sheridan of James Rd. asked Mike Bennett about storage required by Phase 3. Greg stated that there is space around the big tank and an additional tank could be put there.

2. Possible action to authorize the District Manager to deliver a written request to MGSD to initiate negotiations regarding a replacement agreement for the 1974 agreement and 1990 supplement to that agreement.

Greg Reed attached a draft letter that he would like to deliver to MGSD regarding renegotiating the contract the District has with them. Renegotiation was recommended at last year’s mediation by the mediator but MGSD refused to renegotiate. Greg would welcome any recommended comments or changes to the letter by the Board. Mike Rowe explained that the agreement is completely outdated. This draft is a first step in communicating with MGSD regarding this matter and the District will see where it goes. This is all voluntary, and if it is rejected by MGSD, staff will come up with another option and present it to the Board.

Jeff James motioned to authorize the District Manager to deliver a written request to MGSD to initiate negotiations regarding a replacement agreement for the 1974 agreement and 1990 supplement to that agreement. Brad Newlon seconded the motion. All ayes. Motion passed.

Public Comment: None

3. Possible action to adopt Resolution 18-03 modifying the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations.

Greg Reed explained that Resolution 18-03 would change the way checks are overseen. This Resolution will allow Trustees to see a summary of every check that is written by the District, the purpose of the check, and allow the Trustees to verify the check information against the statement from the bank. All checks that are written will still require two signatures. Mike Rowe commented this will be an additional item on the agenda as Check Summary.

David James motioned to adopt Resolution 180-03 modifying the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations. Jeff James seconded the motion. All ayes. Motion passed.

Public Comment: None

4. Possible action to adopt Resolution 18-04 to modify the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations.

Greg Reed explained that this Resolution will change the order of business for the Board so that an individual that had a specific item on the agenda would not have to sit through a portion of the meeting that didn’t concern them. Mike Rowe stated that although the action sheet doesn’t reflect the check summary as an item on the agenda, the Resolution does.

David James motioned to adopt Resolution 18-04 modifying the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations. Brad Newlon seconded the motion. All ayes. Motion passed.

Public Comment: None.

5. Possible action regarding the District’s tentative budget for fiscal year 2018-2019.

Greg Reed reviewed the tentative budget for fiscal year 2018-2019 with the Board. This budget includes funding for Well 4, road maintenance, increases in salary, sewer main rehabilitation, the bathroom at the Recreation Complex and installation of the high speed radio tower project.

David James motioned to adopt fiscal year 2018-2019 tentative budget. 3 ayes. Jeff James had to step out to answer a medical call. Motion passed.

Public Comment: None.

6. Possible action to authorize the District Manager to pursue installation of a sign/signs at the Robert Spellberg Recreation Complex.

Greg Reed included a rendition of the sign design in the packet. The sign was reduced in size and is similar to the size of the signs located at the entrance to the Ranchos at Kimmerling, Dresslerville and Riverview. The signs will be installed by staff. Brad Newlon would like Greg to explore other bids. He is also concerned with vandalism. David James is comfortable with one sign.

Brad Newlon motioned to table the item to a future meeting when Greg has more information. Leann Teter seconded the motion. 3 ayes. Motion passed.

Public Comment: John Sheridan stated the District possibly purchase less expensive or not so elaborate signs for the Complex.

7. Possible action to authorize the District Manager to enter into a contract with Pontifex Consultants, LLC to conduct a wage and salary study at a cost not to exceed $2000.

Greg Reed stated that the last wage and salary study was done in 2006. Pontifex has done surveys for a number of local Counties. This would give the District a 3^rd party independent review of job descriptions and wages. David James stated that there is an advantage to using a firm that has worked in the area. He feels the price is reasonable. Brad Newlon would rather see this study done in house by making comparisons with other GID’s and not spend the money. Leann Teter agreed with Brad. David James replied that even if the study comes back stating the District is doing a good job, it is a validation to the employees.

David James motioned to authorize the District Manager to enter into a contract with Pontifex Consultants, LLC to conduct a wage and salary study at a cost not to exceed $2000.00. Leann Teter seconded the motion. 2 ayes. Brad Newlon, nay. Motion passed.

Public Comment: John Sheridan feels that this survey could boost morale for the employees within the District.

8. Possible action to approve the proposed changes to Appendix E of the District Policies and Procedure Manual, Procedures for Annexation.

Greg Reed explained that this change provides clarification of the definition of sufficient quality and quantity of water prior to annexation.

Brad Newlon motioned to approve the proposed changes to Appendix E of the District Policies and Procedures Manual, Procedures for Annexation. David James seconded the motion. 3 ayes. Motion passed.

Public Comment: None

9. Possible action to authorize District Staff to write off $20.00 in debt as uncollectable.

Documents were included in the packet reviewing details of an uncollectible debt. The District has not written off a debt as uncollectable since 2009.

David James motioned to authorize District Staff to write off $20.00 in debt as uncollectable. Brad Newlon seconded the motion. All ayes. Motion passed.

Public Comment: None.

OLD BUSINESS

David James would like an update with Well 4. Mike Bennet replied that it is planned to go out to bid in either August or September with an intent to start abandoning the existing well and drilling a new well by the end of October. There is already an easement in place for the test well and Mike Rowe has documents signed saying they would allow an easement for the production well.

Greg stated that the easement agreement hasn’t been finalized with the homeowner yet because the design has not been finalized. The homeowner is aware that the District is going to change the location of the building.

CONSENT CALENDAR

Brad Newlon motioned to approve the consent calendar. David James seconded the motion. All ayes. Motion passed.

Public Comment: None.

REPORTS

Leann Teter stated that she will not be able to attend the League of Cities meeting on Monday. Greg plans on attending.

ADJOURNMENT

David James motioned to adjourn the meeting. Brad Newlon seconded the motion. All ayes. Meeting adjourned at 7:30 P.M.

_____________________________________

Beth Cook, Acting Secretary

Minutes of the

Gardnerville Ranchos General Improvement District

Board of Trustees Meeting held

March 7, 2018 at 6:00 pm @

931 Mitch Drive, Gardnerville Nevada 89460

Pledge of Allegiance: Jeff James

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

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

Public Comment: Arlouise White stated she heard that Bing’s Pit was going to be closing and that it will be made into a pond. Greg Reed said that he knows that Bing does have a limited life left. The amount of aggregate that they can pull out will run out some time in the near future. It is not known by the District staff or Board what will happen to the pit at this time.

Approval of the Agenda:

Brad Newlon motioned to approve the Agenda. Dave James seconded the

motion. All ayes. Motion passed.

Public Comment: none

Approval of the Minutes:

Bob McDowell motioned to approve the minutes from the February meeting.

Jeff James seconded the motion. All ayes. Motion passed.

Public Comment: none

Staff Reports:

District Engineer: Michael Bennett of Lumos and Associates reviewed his project tracking schedule for the month of March. (see attached project tracking schedule)

District Counsel: Mike Rowe and Greg Reed have begun the process of planning a strategy for the renegotiation of the MGSD contract and will keep the Board posted on his progress.

District Manager: Greg Reed mentioned that there will be three openings coming up for the Board of Trustees next year and because Jeff James will be termed out there will be an open position. Leann Teter and Brad Newlon have filed again to renew their positions. (see attached Manager’s Report)

I. For Possible Action: Board discussion and possible action on utilization of the Intelligent

Rate process for accepting credit and debit cards for payment of District water and

sewer charges. Board discussion followed by public comment. Possible Board Action

to approve utilization of the Intelligent Rate process for accepting credit and debit cards

for payment of District water and sewer charges. Action Item.

Greg explained to the Board that the District has had the authority from the Board to take credit cards for 10 years and the District has been picking up the credit card fees for 10 years. Credit card fees run $20,000 to $25,000 per year for the District. The District currently offsets the credit card fees with penalty fees paid by those customers who do not pay their bills on time.

Tyler Bolton from EDGE Merchant Processing has a new program Intelligent Rate (CardX) available to governmental agencies that allow the fees paid to use the debit/credit cards to be paid by the customer at the time of the transaction. The CardX program updates its internal system with the hard costs of the credit card fees regularly. There are over $5000 hard costs for credit and debit cards and the costs are vastly different per card. Frequent flyer cards are much costlier than a debit card for example. Estimated annual savings to the District are $20,156.89. There is an upfront cost for the magnetic card reader which is around $100.00 and the cost for a computer for the office.

The Board discussed the program and decided it was a good product and time to proceed with the implementation of the program. Greg mentioned the District would put out notices in the office, website and bills etc.…to give advance warning of the upcoming new fees. Tyler also stated that there is a mandatory month and a half wait period before new customers can begin the program set up so those companies can notify their customers.

Jeff James motioned to authorize the District Manager to enter into a contract

with EDGE Merchant Processing for the utilization of the Intelligent Rate

program. Bob McDowell seconded the motion. All ayes. Motion passed.

Public Comment: none

II. For Possible Action: Board discussion and possible action to modify the Gardnerville

Ranchos General Improvement District Board of Trustees Rules and Regulations. Board

Discussion followed by public comment. Possible Board Action to authorize the

Development of Resolution 18-03 modifying the Gardnerville Ranchos General

Improvement District Board of Trustees Rules and Regulations. Action Item.

Greg has suggested changing the order of business in the meetings to put the reports from staff at the back of the meeting as a courtesy to the people who have Agenda items. Those people can be heard at the beginning of the meeting and not have to listen to staff reports unless they desire to stay. Greg wants to replace initialing of the payables by each Board member during the first part of the meeting and instead present a check summary accounting for all checks written in the previous month with a corresponding bank statement on the Consent Calendar. A system is already in place where there must be two signatures each check; the District Manager and a Board member or two Board members.

Jeff James stated he thought it was a great idea to change the check process and also liked the idea of changing the order of the meeting item.

Dave James asked if the Agenda Item could be split into two items. Dave suggested making the check approval process a separate Agenda item instead of being part of the consent calendar.

Dave James motioned to authorize the creation of a resolution modifying

the Gardnerville Ranchos General Improvement District Board of Trustees

Rules and Regulations to amend the order of presentation of the Trustees Agenda to the proposal presented by Staff. Bob McDowell seconded the

motion. All ayes. Motion passed.

Public Comment: None

Dave James motioned to authorize the creation of a resolution modifying

the Gardnerville Ranchos General Improvement District Board of Trustees

Rules and Regulations to adopt a check summary of all checks written by the

District with a detailed purpose for each check for presentation to the Board with associated bank Statements to be presented as an Agenda item. Jeff James seconded the motion. All ayes. Motion passed.

Public Comment: None

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

Manager to pursue the installation of a restroom facility at the Robert Spellberg

Recreation Complex. Board discussion followed by public comment. Possible action

to authorize the District Manager to pursue the installation of a restroom facility at the

Robert Spellberg Recreation Complex. Action Item.

Greg explained that the restrooms presented on the Agenda are self-contained and pre-fabricated. The facilities are constructed of concrete and are vandalism resistant with fixtures that are stainless steel. Restroom will have automatic locks so that they can be closed after hours. A similar structure was installed by Indian Hills GID in 2017. Total construction costs would be approximately $65,000. Greg is looking into a 50/50 matching grant available from Nevada State Parks making the total out of pocket costs by the District $32,500. If approved this item would be included in the 2018-2019 budget and would be constructed this fall or next spring.

Dave James asked if the restrooms were heated and if there would be issues with freezing. Greg explained that they can be heated, however, in Indian Hills they have a space heater in the room that has the plumbing. The plumbing is located in a service room in the back of the restrooms not accessible to the public. Dave is in favor of the restrooms with the stipulation that they are only built subject to receiving a grant from the Nevada State Parks. Bob McDowell suggested a restroom with two units. Greg added that he plans to have a floor drain in the middle for easy clean up with fixtures that can be cleaned easily with minimal efforts.

Jeff James motioned to authorize the District Manager to pursue the

installation of a double restroom facility at the Robert Spellberg Recreation Complex contingent on the 50/50 grant from the Nevada State Parks. Dave

James seconded the motion. All ayes. Motion passed.

Public Comment: none

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

Manager to attend the American Water Works Association annual conference in Las

Vegas from June 11–14, 2018. Board discussion followed by public comment.

Possible Board Action to authorize the District Manager to attend the American Water

Works Association annual conference in Las Vegas from June 11-14, 2018. Action Item.

The American Water Works Association Annual Conference and Exposition is scheduled to be held in Las Vegas. This conference is attended by 15,000+ members. The purpose of the conference is to allow the District Manager to attend classes and maintain education requirements for water operator license certification renewal.

Bob McDowell motioned to authorize the District Manager to attend the 2018

American Water Works Association Annual Conference and Exposition in Las

Vegas from June 11 to 24, 2018. Brad Newlon seconded the motion. All ayes.

Motion passed.

Public Comment: none

Consent Calendar:

Jeff James motioned to approve the Consent Calendar. Dave James seconded

The motion. All ayes. Motion passed.

Public Comment: none

Trustee Reports:

Bob McDowell will not be able to attend the April meeting and will not be back until May 7, 2018. He does not want to miss two meetings in a row. The Board changed the May meeting to Tuesday, May 8, 2018. The Budget meeting and regular June meeting were then changed to Wednesday, May 30, 2018. The July meeting was also changed to Tuesday, July 10 because the first Wednesday of July is Independence Day.

Adjournment:

Brad Newlon motioned to adjourn the meeting. Jeff James seconded the

Motion. All ayes. Motion passed.

Public Comment: none

By

________________________

Dawn Hinds

Acting Secretary