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

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.

___________________________

Beth Cook, Acting Secretary

Gardnerville Ranchos General Improvement District Board of Trustees Meeting held February 5, 2020 at 5:00 p.m. @ 931 Mitch Drive, Gardnerville, Nevada

 

Pledge of Allegiance:  

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

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

 Public Comment:  Jim McKalip resident of 720 Lassen Way, mentioned that the County Commissioners will be discussing Rancho Sierra tomorrow and asked that those present please attend and make public comment.

 Agenda Approval:

 Bob McDowell motioned to approve the agenda.  Leann Teter seconded the motion

All ayes.  Motion passed.

 Public Comment: none

 Old Business:  None

New Business:

 I For Possible Action: Review and approve general counsel’s Summary of Tortious Claims for

2019.  Board discussion followed by public comment.  Possible Board Action to review and

approve general counsel’s Summary of Tortious Claims for 2019.  Action Item.

Mike Rowe explained, for the first time in a long time that GRGID has had two open claims against the District. The report indicates no claims were paid and there are two open or unpaid claims for property damage.  This document is a public record and open to anyone who wants to look at it.

Public Comment: none

Brad Newlon motioned to accept District Counsel’s Summary of Tortious Claims

for 2019 and make it part of the District’s records.  John Sheridan seconded the

Motion.  All ayes.  Motion passed.  

II For Possible Action: Board discussion regarding approval of the Chapel Crest Development

on Topaz Lane.  Board discussion followed by public comment.  Possible action to approve

the Chapel Crest Development on Topaz Lane in accordance with the Policies and Procedures

Manual for development amended to the date of the application for approval as per the

authority found in Douglas County Ordinances 147 and 161.

William Nichols managing member of Chapel Crest LLC., explained that originally the church approached them for development because the church had no plans for expansion and the property could be better used for a housing development.  The plan in the beginning was for 8 1/3 acre lots similar to the surrounding homes.  The County has since made a change to the Codes for the Cul-de-sac and therefore Chapel Crest made adjustments to their plans and there are now 7 lots and the direction of the cul-de-sac was revised.  The Church will be hooking up to District water and sewer service and will abandon their well and septic tank.  The project is estimated to be completed by the end of the summer.

John Sheridan motioned to approve the Chapel Crest Development on Topaz Lane in accordance with the Policies and Procedures Manual for development amended to the date of application for approval as per authority found in Douglas County Ordinances 147 and 161.  Bob McDowell seconded the motion.  All ayes.  Motion passed.  

Public Comment: none

VI For Possible Action: Board discussion regarding updating the District’s Policies and Procedures

Manual by adding a financial section regarding the creation of a Committed Fund to assist in

accounting for the Special Assessment.  Board discussion followed by public comment.  Possible

action to approve adding a financial section to the District’s Policies and Procedures Manual

regarding the creation of a Committed Fund to assist in accounting for the Special Assessment.

Greg reviewed the draft Special Assessment Committed Fund which would receive revenues for projects to be approved by the Board.  The Board can decide where the interest goes.  However the auditors stated it would be cleaner to keep the interest within that designated fund that has its own bank account.  Dave James suggested that policy specify the interest is to stay in the Special Assessment Committed Fund and that the motion be amended to note the change.

Public Comment: none

 Bob McDowell motioned to approve the proposed changes as amended to the District’s Policies and Procedures Manual regarding Special Assessment accounting.  John Sheridan seconded the motion.  All ayes.  Motion passed.

VII For Possible Action: Board discussion and possible action to update the Trustees’ Bylaws by

changing the wording regarding meetings.  Board discussion followed by public comment.

possible Board Action to authorize the District Manager to update the Trustees’ Bylaws by

changing the wording regarding meetings.

This change to the manual will allow the board flexibility to have meetings when they desire to instead of a specific day and time.

Public Comment:  none

John Sheridan motioned to authorize the District Manager to update the Trustees’

Bylaws by changing the wording regarding meetings.  Leann Teter seconded the

motion.  All ayes.  Motion passed.

III For Possible Action: Board discussion regarding the 2020 /2021 annual budget.  Board

Discussion followed by public comment.  Possible Board action to approve proposed budget.

Greg reviewed some items of consideration with the Board on his budget proposal.  The District is considering adding a rubber mulch at the park playground instead of bark.  Bark is lighter and blows away in the wind and it absorbs water and can get moldy.  Other items include the street maintenance project, recoating of the water tank, the long valley booster generator and a new utility billing and financial software system.

Public Comment: none 

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

 IV For Possible Action: Board discussion regarding authorizing Trustee John Sheridan to

attend the Congressional Conference in Washington, DC in conjunction with his

appointment to the Federal Advocacy committee of the National League of Cities on behalf

of GRGID.  Board discussion followed by public comment.  Possible action to authorize

Trustee John Sheridan to attend the Congressional Conference in Washington DC in

conjunction with his appointment to the Federal Advocacy Committee of the National League

of Cities on behalf of GRGID.

Greg stated he feels this is a great idea and a benefit to the District that John attend the Congressional conference in Washington, DC.

Public Comment:  none

Brad Newlon motioned to authorize Trustee John Sheridan to attend the Congressional Conference in Washington, D.C. in conjunction with his appointment to the Federal Advocacy Committee of the National League of Cities on behalf of GRGID at a cost not to exceed $3,300.00.  Bob McDowell seconded the motion.  All Ayes.  Motion passed

V For Possible Action: Board Discussion regarding the creation of a Minimum Financial Reserves

Policy to be included in the Policies and Procedures Manual.  Board discussion followed by public comment.  Possible Board Action to approve the creation of a Minimum Financial Reserves Policy to be included in the Policies and Procedures Manual.

Greg reviewed the Minimum Reserve Policy he created to be included in the Policies and Procedures Manual. Dave James suggested to include in the policy that the initial reserve amount be visited annually concurrent with budget.

Public Comment: Jim McKalip thinks a reserve policy is the right thing to do and a good idea.

John Sheridan motioned to authorize the District Manager to create a Minimum

Financial Reserves Policy to be included in the Policies and Procedures Manual and reviewed annually with the budget.  Bob McDowell seconded the motion.  All ayes.

Motion passed.

VIII For Possible Action: Board discussion followed by public comment.  Possible Board Action to approve the updated Community Plan Goals, Policies and Actions.

John Sheridan drafted additions to the current Ranchos Community Plan.  Because the rest of the Board did not have sufficient time to review the document the Board decided to postpone the item until a later meeting.  Leann Teter suggested a workshop for the Ranchos residents.

Leann motioned to table item #8 until a workshop can be scheduled to discuss options with the public.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public comment:

 Ron Bush, 646 Joette Drive, said he would love to attend a workshop.

Susan Stonestreet, 759 Raab, would like to see a workshop.

Consent Calendar: For Possible Action

 Minutes:

Brad Newlon motioned to approve the January 15, 2020 Board meeting minutes.

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

 Public Comment: none

Check Summary:

 Leann Teter motioned to approve the check summary for December 2019. Bob McDowell seconded the motion.  All ayes.  Motion passed.

 Staff Reports:

 District Engineer Michael Bennett reviewed his project tracking schedule for February 2020.

 District Counsel Mike Rowe made his comments in Item 1 of the meeting.

 District Manager Greg reviewed his Manager’s Repost with the Board.  He also informed the Board that the PFAS chemical analysis tests came back negative in the District’s water system.  PFAS are chemicals used in products like Teflon and Scotch guard and in firefighting foam.

 Trustee Reports:

John Sheridan gave an update on the legislature and thanked the Board for approving the conference in Washington, DC.

Bob McDowell reminded all that March is the time to file for anyone considering running for the Board.  Bob has been debating whether he will run again.

Brad complimented Dave James on his first time at chairman.

Dave James feels very strongly about an interconnect between the Ranchos, Minden and Gardnerville for emergency reasons.

Public Comment: none

Adjournment:

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

Motion.  All ayes.  Motion passed.

 Meeting adjourned at 8:00 p.m.   

 By

 _________________________________________

Dawn Hinds

Acting Secretary

 

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held Wednesday January 15, 2020 at 5:00 p.m. at 931 Mitch Drive Gardnerville, NV 89460

Pledge of Allegiance: Led by Bob McDowell

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

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

Public Comment: None

Approval of the agenda:  David James motioned to move item #3 to the last item on the agenda.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

OLD BUSINESS: None

NEW BUSINESS:

1. Board action regarding the adoption of Resolution 20-01 declaring January 2020 as “National Radon Action Month in Gardnerville Ranchos General Improvement District.”

Dave James motioned to adopt Resolution 20-01 proclaiming January 2020 as “National Radon Action Month in Gardnerville Ranchos General Improvement District.”  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  Jim McKolip informed the public where radon kits are available.

2. Board action regarding the adoption of Resolution 20-02 changing Section 2.2.2 “Payment of Bills and Penalty for Non-Payment” and Appendix B of the District’s Policies and Procedures Manual relating to payment of bills and penalty for non-payment.

John Sheridan motioned to adopt Resolution 20-02 changing Section 2.2.2 “Payment of Bills and Penalty for Non-Payment” and Appendix B of the District’s Policies and Procedures Manual relating to payment of bills and penalty for non-payment.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment:  Ron Bush stated that the time of the Board Meeting in section 5.1 in the Board of Trustees Bylaws needs to be changed from 6:00 to 5:00 p.m.  Greg stated that in order to make the change it will have to come before the Board in the form of a Resolution.

3. Action to approve the development at the southern end of Tillman Lane.

Susan Pansky and Ken Dorr from Dorr Consulting, LLC presented the newly proposed Ranchos Sierra project.  The new project has no variances and fewer homes.  Susan Pansky went over the changes that were made to the project.  Susan explained that a retention basin on Tillman would be landscaped as a passive park and maintained by the Homeowners association or the landscape association.  A trailhead parcel will be dedicated for motorized and non-motorized vehicles to have access to the forest land abutting the development.  The developer will pay for their portion of intersection improvements at Hwy 88 and Kimmerling and Hwy 395 and Riverview.  David James expressed concern about the main waterline that runs through the project.  Ken Dorr stated that the waterline will be rerouted along Tillman and Heritage directly to the water tank at the end of Tillman.  That water main will not need be relocated until Phase 2 or 3.  Greg explained that  Special Assessment money could be used to pay for the relocation of this waterline.  Some concern was expressed whether  the bridge at Heritage Lane and the road leading out to Hwy 88 is strong enough to carry  heavy equipment and emergency vehicles.  Ken Dorr explained that most of the heavy construction trucks and emergency vehicles will be coming from the north end of the project via Tillman Lane.  The developer is required to pay for their share of  repairs to pavement damage or bridge damage done to either Tillman Lane or Heritage Lane.  John Sheridan stated that the Special Assessment fee may not cover the cost of the relocation of the waterline.  Greg explained that if the cost becomes an issue, it will be addressed at a Board meeting at a later date.  John is also disappointed at the lack of open space in the project.  Susan said that a retention pond on Tillman will be turned into a passive park.  Ranchos Sierra will have no problem adding stop signs within the development if necessary.  John also expressed concern over dust mitigation.  He would like a phone number to be provided so residents can get in touch with the contractors directly.

John Sheridan motioned to recommend approval  and development of Rancho Sierra LLC located at the southern end of Tillman in accordance with the Policy and Procedures Manual requirements for development as amended to the date of the application for approval as per authority found in Douglas County Ordinances 147 pertinent to water, sewer, roads and storm drains and Douglas County Ordinance 161 specifically pertaining to parks with the following conditions. Condition 1: In order to ease the traffic burden upon the Tillman/Kimmerling intersection and other local roads, request the County consider all construction personnel and construction-related vehicles less than 6000 lbs. in Gross Vehicle Weight to access the site via the Dressler/Heritage entrance from the south and not Tillman Lane after Phase 2 is complete. Condition 2: To better address public safety, request the County to require installation of a four-way stop sign at the intersection of Tillman and new road #6, as determined by Douglas County Engineering and GRGID engineering staff.  Condition 3: To enable more expedient and effective communication, request the County require the creation and publication of a public access telephone number and a designated contact person to be accessible throughout the construction period regarding traffic and dust mitigation complaints.  Condition 4:  District staff prepare a letter to Douglas County Community Development citing these recommendations in this motion and that a memorandum of this motion be considered that Ranchos Sierra LLC and the property at the southern end of Tillman will maintain the detention basin and passive park.  In addition, a memorandum for the allocation of the expense of the water main to be spelled out and split between GRGID and Rancho Sierra and who is responsible for potions of the relocation.  Dave James seconded the motion.  All ayes.  Motion passed.

Public Comment:  Jim Mckolip has a concern over the secondary access for construction vehicles. He would like GRGID to work with the County to get the Heritage Lane in good shape for heavy vehicles to travel on. He would also like the District to develop a xeriscape program.  Joseph Pool has questions how the GID is going to provide the capacity of water to serve this project.  Denny Caster read the engineers study provided by Lumos and Associates.  She does not understand how GRGID could provide a will serve letter to the project based on the information in the study.  Ron Bush thanked Rancho Sierra LLC and their team for working with his group.  Ron also provided written public comment regarding Rancho Sierra.  (See attached).

4. Presentation by Douglas County Community Development Director Tom Dallaire regarding the recently adopted Master Plan Amendment.  No action.

Tom Dallaire provided a power point presentation of the 20-year Master plan including amendments.

5. Election of Chairman, Vice Chairman, and Treasurer for calendar year 2020.

The Chair, Vice Chair and Treasurer have all been at their position for one year.  They can be replaced, or they can stay and serve one more year.

Bob McDowell motioned to nominate Dave James as Chairman.  Brad Newlon to remain Vice Chair and Bob McDowell will move to Treasurer.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

CONSENT CALENDAR

MINUTES

Brad Newlon motioned to approve the minutes of the December 4, 2019.  Dave James seconded the motion.  All ayes.  Minutes approved.

CHECK SUMMARY

Leann Teter motioned to approve the check summary  Brad Newlon seconded the motion.  All ayes.  Motion approved.

Public Comment: None

REPORTS

District Engineer:  Mike Bennett reviewed the tracking schedule for January 2020.

District Counsel:  Mike Rowe spent the month drafting resolutions for tonight’s meeting.

District Manager:  Greg Reed reviewed the Manager’s report for January 2020.

David James would like an agenda item regarding forming a study group on xeriscaping.

REPORTS

Board of Trustees

Bob McDowell:  Bob would like the Board and Staff to have a talk about strategic approach on water future.

John Sheridan:  John shared a power point presentation of his trip to San Antonio TX for the National  Nevada League of Cities conference.

ADJOURNMENT

Dave James motioned to adjourn the meeting.  Leann Teter seconded the motion.  All ayes.  Meeting adjourned at 9:05 p.m.

______________________________

Beth Cook, Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held December 4, 2019 at 5:00 p.m. @ 931 Mitch Drive, Gardnerville, Nevada 89460

Pledge of Allegiance:

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

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

Public Comment: Ron Bush voiced his consternation with District Staff and the Board for their lack of representation of the citizens who attended the County Master Plan meetings.

Approval of the Agenda:

Leann Teter motioned to approve the agenda.  Dave James seconded the

Motion.

Old Business: none

New Business:

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

to write off $19.21 in debt as uncollectable.  Board discussion followed by public

comment.  Possible Board Action to authorize District staff to write off $19.21 in

as uncollectable.

Greg Reed explained that it is a Board decision to write off uncollectable debts as stated in the Policies and Procedures Manual.  The District has minimal write offs because, in part, of the ability to turn off water for non-payment of bills.

Leann Teter motioned to authorize District staff to write off $19.21 in debt

as uncollectable.  John Sheridan seconded the motion.  All ayes.  Motion

passed.

Public Comment:  none

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

changes to Section 2.2 and Appendix B of the District’s Policies and Procedures

Manual regarding late charges for water and sewer charges.  Board discussion

followed by public comment.  Possible Board Action to authorize the District Manager

to approve the proposed changes to Section 2.2 and Appendix B of the District’s

Policies and Procedures Manual regarding late charges for water and sewer charges.

Greg explained currently the Policies and Procedures state a customer is late after 30 days however the actual time between bills going out and bills being late is not actually 30 days.  Staff requested it be changed to the 30^th of the month.  Brad questioned what we would do in February since there are not 30 days, so Leann suggested the wording be changed to the last day of the month.  The Board agreed and the wording will be changed to the last day of the month.

Brad Newlon motioned to approve the proposed changes to Section 2.2 and

Appendix B of the District Policies and Procedures manual regarding late

charges for water and sewer charges to note the change from the 30^th of

the month to the “last” day of the month.  John Sheridan seconded the

Motion.  All ayes.  Motion passed.

Public Comment: none

III For Possible Action: Board discussion and possible action to create a fund to account

for the revenues received from the recently enacted Special Assessment.  Board

discussion followed by public comment.  Possible Board action to create a fund to

account for the revenues received from the recently enacted Special Assessment.

The District has recently created a Special Assessment to be used for the construction of infrastructure for future development.  District Staff has recommended that the Board create a committed fund for the receipt of special assessment revenues and the construction of future infrastructure.    Committed funds can only be used for the specific purposes determined by formal action of the Board.  Revenues from the Special Assessment will be deposited into the Special Assessment account and funds can only be removed by specific action of the Board for a specific project.

Brad suggested there be a history of the creation of this Special Assessment line item. Greg explained that the District can create a Financial Policies and Procedures Manual explaining the creation of this fund and how the fund is to be used.

Dave James motioned to create a committed fund to account for revenues

received from the recently enacted Special Assessment and to establish

within the policies and procedures manual a Financial Policies and

Procedures Manual. John Sheridan seconded the motion.  All ayes.  Motion

passed.

Public Comment: Susan Stonestreet asked where the interest from this committed fund will go as it could be a considerable amount.  Greg explained he would have to ask the auditors because they will assign interest to each fund based on the amount of money that is in each fund.

Ron Bush stated that since future infrastructure improvements will be necessary to accommodate future development, it is appropriate that such future developments are funded by future development.  He urged the Board to develop language to put into the policies and procedures manual stating this fund is for construction not ongoing maintenance and operations.

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

Manager to attend the 2020 Nevada Water Resources Association’s Annual

Conference February 10-13 in Las Vegas.  Board discussion followed by public

comment.  Possible Board Action to authorize the District Manager to attend the

2020 Nevada Water Resources Association’s Annual conference February 10-13 in

Las Vegas.

eed has requested to attend the Nevada Water Resources Association’s Annual Conference February 10 – 13 in Las Vegas.  Ed James from the Carson Water Sub Conservancy District has asked Greg to give a presentation at the Conference regarding operations at small utilities.

John Sheridan motioned to authorize the District Manager’s attendance at

The Nevada Water Resources Association’s Annual Conference February 10 –

13 in Las Vegas; funds not to exceed $1700.00.  Leann Teter seconded the

Motion.  All ayes.  Motion passed.

Public Comment: none

Consent Calendar:

Minutes:

Dave James motioned to approve the Minutes from the November board meeting.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: none

Check Summary:

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

the motion.  All ayes.  Motion passed.

Public Comment: none

Reports:

District Engineer:  Michael Bennett reviewed his project tracking schedule for the month of December 2019.

District Counsel: Mike Rowe mentioned that the soil conservation service has requested again this year the District pass a resolution recognizing January as Radon Abatement Month. Mike has written a resolution to be brought to the January 2020 meeting.

District Manager: Greg Reed reviewed his December Managers Report with the Board.

Trustee Reports:

John Sheridan expressed concerns he is having coping with his role on the Board, work and family and is considering giving up his position on the Board; he however does not want to disappoint the electorate in the District.

Dave James encouraged John to stick with the Board.  Dave asked Greg if the larger parcel of GRGID land approved for sale has been put up for sale.  Greg explained the property has not been listed yet.  As for the other properties; the District is in the process of compiling a list of  the residents that are within 600 feet of each property.  Those homeowners will then be sent a survey to get their opinions of what they would like to see done with the vacant lots.

Bob McDowell, Leann Teter and Brad Newlon also encouraged John to stick it out.

Public Comment:

Jim McCallip stated he goes to County Commissioner’s meetings and fights the good fight.  Growth should be done intelligently, what’s lacking in the County is planning, nobody plans.

Susan Stonestreet inquired about the excess property and asked if anyone had looked into it for well sites as she has not heard anything about it since summer.

Ron Bush questioned the accuracy of the 2018 Water System Annual Report, prepared October, 2019.

Adjournment:

John Sheridan motioned to adjourn the meeting.  Dave James seconded the

Motion.  All ayes.  Motion passed

Meeting adjourned at 7:15 p.m.

 

By

__________________________________

Dawn Hinds

Acting Secretary

Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held Tuesday November 12, 2019 at 5:00 p.m. at 931 Mitch Drive, Gardnerville Nevada

Pledge of Allegiance.

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

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

Public Comment:  John Engels stood to report that there is fake news circulating regarding him owning a vacation rental in California.  He clarified that he inherited the property and it has since been sold.

Ron Bush requested that the Board move agenda item 8 to item 2 because many of the public were here to listen to John’s presentation.

David James motioned to approve the agenda with changes.  John Sheridan seconded the motion.  All ayes.  Motion passed.

NEW BUSINESS

1. Possible action to accept and approve the 2018/2019 fiscal year audit presented by VT Accounting Associates.  Action Item.

Paul Tibma from VT Accounting was present to review the 2018/2019 audit.  He noted that there was one material weakness where a batch of checks were dated 2018 and should have been 2019 and should have been caught with the reconciliation process.  District staff is working with VT to correct the problem .  Replacement of the utility billing and financial package software will help the District in simplifying the reconciliation process.

Brad Newlon motioned to approve the 2018/2019 fiscal year audit.  John Sheridan seconded the motion.  All ayes.  Motion passed.

Public Comment: None

2. Presentation Only.  Presentation by Trustee John Sheridan regarding the Carson Valley aquifer.  No action will be taken on this item.

John Sheridan presented his research on the geological properties within the GRGID service area per the USGS report, as well as on the Douglas County Master Plan Receiving areas within the GRGID service area.  After the presentation the floor was opened for questions.

3. Possible action to adopt the Business Impact Statement for the creation of a Special Assessment.

Greg explained the Business Impact Statement was adopted by the Board at the October 2019 meeting and mailed to various trade associations and businesses that may be affected by the proposed rule.  The District received one phone call regarding the special assessment.

David James motioned to adopt the Business Impact Statement for the creation of a Special Assessment.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment: None

4. Possible action to authorize the District Manager to enter into a contract with Lumos & Associates for the design of a pressure regulating valve at a cost not to exceed $55,000.

Greg explained that the 3-million-gallon tank needs to be drained and repainted on the inside.  In order to do this the District needs to move water from the high side to the low side.  The installation of a pressure regulating valve would allow the District to minimize operational problems within the system.  The cost of the regulator will be included in next year’s budget.

John Sheridan motioned to authorize the District Manager to enter into a contract with Lumos and Associates for the design of a pressure regulating valve at a cost not to exceed $55,000.

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

Public Comment: None

5. Possible action to authorize the District Manager to record a deed restriction for the Robert Spellberg Recreation Complex as required by the State of Nevada Division of Parks for their participation in the 50/50 matching grant for restrooms at the park.

Greg explained that the Nevada Division of Parks is waiting for a deed restriction stating that the property will be used only as a recreational facility.

Brad Newlon motioned to authorize the District Manager to record a deed restriction for the Robert Spellberg Recreation Complex as required by the State of Nevada Division of Parks for their participation in the 50/50 matching grant for restrooms at the park.  Leann Teter seconded the motion.  All ayes.  Motion passed.

Public Comment: None

6. Possible Board action to open public hearing regarding the creation of a Special Assessment.

Leann Teter motioned to approve opening a public hearing regarding the creation of a Special Assessment.  John Sheridan seconded the motion.  All ayes.  Motion passed

Public Comment: None

7. Possible Board action to adopt Resolution 19-05 for the creation of a Special Assessment.

Mike Bennett explained that He will change the Special Assessment Fee Policy to include any parcel “annexed” into the District.

Public Comment: None

John Sheridan motioned to adopt Resolution 19-05 for the creation of a Special Assessment.  David James seconded the motion.  All ayes.  Motion passed.

Public Comment: None

8. Possible Board action to close the public hearing regarding the creation of a Special Assessment.

Leann Teter motioned to approve closing the public hearing regarding the creation of a Special Assessment.  Brad Newlon seconded the motion.  All ayes.  Motion passed.

Public Comment: None

MINUTES

Leann Teter motioned to approve the minutes of the October 2, 2019 meeting.  John Sheridan seconded the motion.  All ayes.  Minutes approved.

Public Comment: None

CHECK SUMMARY

David James motioned to approve the check summary for August 2019.  Leann Teter seconded the motion.

Leann Teter motioned to approve the check summary for September 2019.  Brad Newlon seconded the motion.  All ayes.  Check summaries approved.

REPORTS

District Engineer:

Mike Bennett reviewed the November tracking scheduled.

District Counsel:

Mike Rowe stated that he spent much of the month creating Resolution 19-05.

District Manager:

Greg Reed reviewed the November 2019 Manager’s report.

REPORTS

John Sheridan:  John stated that he is continuing to work on the parking lot at C.C. Meneley. He wrote a letter to the principal of C.C. Meneley and has contact info to get in touch with a person at the County.

David James:  David would like to form an exploratory committee to research funding or grants for zero scaping in the District.

Leann Teter:  Leann commended John for his interesting presentation.

Brad Newlon:  Brad would like the District to pursue updating the contract for MGSD.

ADJOURNMENT

Leann Teter motioned to adjourn the meeting.  Brad Newlon seconded the motion.  All ayes.  Meeting adjourned at 8:00 p.m.

_____________________________

Beth Cook, Acting Secretary