CARSON CITY CONSOLIDATED MUNICIPALITY
NOTICE OF MEETING OF THE
CARSON CITY BOARD OF SUPERVISORS
AND CARSON CITY REDEVELOPMENT AUTHORITY

Day: Thursday
Date: November 15, 2007
Time: Beginning at 8:30 a.m.
Location: Community Center, Sierra Room
851 East William Street
Carson City, Nevada

Agenda

Call to Order
Roll Call
Invocation - Pat Propster, Calvary Chapel, Carson City Christian Fellowship
Pledge of Allegiance

Public Comments and Discussion: The public is invited at this time to comment on and discuss any item not on the agenda that is relevant to, or within the authority of, the Carson City Board of Supervisors, the Carson City Liquor and Entertainment Board and the Carson City Redevelopment Authority. No action may be taken on a matter raised under this item of the agenda until the matter itself has been specifically included on an agenda as an item upon which action will be taken. Public comment during individual agenda items will be taken on the item at the time the item is called for hearing.

1. Action on Approval of Minutes

2. Changes to the Agenda

3. Special Presentation

A) Presentation of a proclamation for "The Great American Smoke-Out Day," November 15, 2007.

B) Presentation of a proclamation for "Nevada for Health Care."

4. Consent Agenda

All matters listed under the consent agenda are considered routine and may be acted upon by the Board of Supervisors with one action and without an extensive hearing. Any member of the Board or any citizen may request that an item be taken from the consent agenda, discussed and acted upon separately during this meeting. The Mayor, or the Mayor Pro-Tem, retains discretion in deciding whether or not an item will be pulled off the consent agenda.

4-1. Airport Authority

Action to approve a Lease Agreement between the Carson City Airport Authority and the Nevada Museum of Military History, a Nevada non-profit corporation.

Staff Summary: This Lease is for an aviation and military museum on airport property that is restricted for use as recreational and public purposes.

4-2. Development Services - Engineering

A) Action to approve and authorize the Mayor to sign the Notice of Completion of a Sanitary Sewer Participation Agreement between South Carson LLC, 6490 S. McCarren, Bldg E, Reno, NV 89509 and Carson City for sanitary sewer engineering design and construction on the old alignment of Patrick Street, underneath South Carson Street, between the terminus of the existing sewer line on the east side of South Carson Street to the intersection of Junction Drive and Patrick Street on the west side of South Carson Street. Recorded No. 361866 of the official records of Carson City, Nevada and adopted by the Board of Supervisors on December 7, 2006.

Staff Summary: Staff is requesting that the Board of Supervisors sign the Notice of a Completion of a Sanitary Sewer Participation Agreement.

B) Action to approve and authorize the Mayor to sign the Notice of Completion of a Water, Sanitary Sewer and Storm Sewer Participation Improvement Agreement by and between Carson Gaming LLC, and City of Carson City, a political subdivision of the State of Nevada, for work including, but not limited to the construction of a Water, Sanitary Sewer and Storm Sewer on Curry Street - from Clearview Drive to Wialaki Street, which work includes utility extension for water, sanitary sewer, and storm sewer with roadway restoration. Recorded No. 366344 of the official records of Carson City, Nevada and adopted by the Board of Supervisors on April 6, 2007.

Staff Summary: Staff is requesting that the Board of Supervisors sign the Notice of a Completion of a Water, Sanitary Sewer and Storm Sewer Participation Improvement Agreement.

4-3. Purchasing and Contracts

A) Action to adopt a resolution authorizing the Board of Supervisors to determine that the automated document management system has reached the end of its useful life and will be donated to Computer Corps, a non-profit organization created for charitable purposes as set forth in Nevada Revised Statute 372.3261. (File 0708-065)

Staff Summary: This property is no longer useful to any city department/division and has been transferred to Surplus Property for disposal.

B) Action to accept the recommendation of Public Works to accept the work as completed, to accept the Contract Summary as presented, and to approve this Release of Final Payment in the amount of $8,960.00 for Contract #2005-163 Timberline and Combs Canyon Storm Water Drainage Project with RaPiD Construction, Inc.

Staff Summary: Project consisted of constructing flood control facilities in the Timberline and Combs Canyon watersheds between Murphy Drive and Silver Oak Golf Course. The construction included two detention basins, a flood plain berm, conveyance piping, ditching and structures to direct and control the flood waters. This project is complete to the satisfaction of the Construction Manager and final payment is due.

4-4. Parks and Recreation

Action to accept the dedication of John Mankins Park property from Silver Oak Development Company, Assessor Parcel Number 7-462-13, as per the Silver Oak Planned Unit Development Subdivision Neighborhood Park Agreement, and accept a $25,000 payment from the developer to "buy out" the first year of a two-year maintenance requirement of the developer for the park site, and $25,000 for the second year payment one year from the date of the first payment to total $50,000 for the two year maintenance "buy out."

Staff Summary: The Parks and Recreation Department has accepted the construction of John Mankins Park in the Silver Oak subdivision. This three-acre neighborhood park was a requirement of the original development agreement between Carson City and Silver Oak Development Company executed in 1997. Subsequently Carson City entered into a Neighborhood Park Agreement with the developer in 2005 outlining more specific processes with the construction of the park and the transfer of ownership and maintenance to the City. Parks and Recreation Department staff has also negotiated a "buy out" of the two year maintenance requirement of the developer to maintain the park, and we are asking the Board of Supervisors to approve the acceptance of the first year of maintenance costs as projected. If this is approved the Parks and Recreation Department will compare costs of contracting the maintenance versus performing it "in house." This payment will allow us to control the maintenance operations there and make the facility consistent with levels of maintenance in other parks in our system, and ensure a safe and enjoyable park for our citizens. This process has been successful in the past with the park developments at Long Ranch Estates, Empire Ranch, and Northridge subdivisions, whereas we did a "buy out" of their maintenance obligations.

(End of Consent Agenda)

Ordinances, Resolutions, and Other Items

5. City Manager

Presentation by Jeff Fontaine, Executive Director for the Nevada Association of Counties (NACO) on the organizations recent activities. 

Staff Summary: Jeff Fontaine will be present to provide an overview of NACO activities.

6. Purchasing and Contracts

A) Action to determine the lowest responsive and responsible bidder pursuant to NRS Chapter 338 and award Contract #2007-065 Carson City Fairgrounds/Fuji Park - Rodeo Arena Improvements, Phase IV, Part 2 Project to the lowest responsive and responsible bidder.          LATE MATERIALS

Staff Summary: The Carson City Fairgrounds/Fuji Park B Rodeo Arena Improvements, Phase IV, Part 2 Project consists of reassembling and reorienting the former rodeo arena grandstands and bleachers in the new locations shown on the drawings; finish grading of the new rodeo arena; construction of new chutes and pens; construction of a restroom facility, multipurpose barn, covered show arena, announcers booth, and wash racks; installation of new fencing, sidewalks, and concrete plaza; applicable utilities; storm water management and erosion control BMP's. Bids will be opened November 8, 2007, at 11:10 am and the bid results will be provided to the Board of Supervisors for review by 5:00 pm and staff will provide a written recommendation prior to the meeting. The original bid date of November 1, 2007, was postponed due to numerous corrections and clarifications made to the contract bid documents.

B) Action to determine the lowest responsive and responsible bidder pursuant to NRS Chapter 338 and award Contract #2007-073 Carson City Freeway Phase 2A Utility Relocations, Highway 50 East Project to the lowest responsive and responsible bidder.                               LATE MATERIALS

Staff Summary: Carson City is in the process of relocating their facilities as part of the Carson City Freeway Utility Relocations Project and the above described contract is necessary for relocations in Highway 50 East on both sides of the Freeway corridor. Project includes construction of approximately 78 linear feet of sanitary sewer and approximately 805 linear feet of water main, approximately 310 linear feet of water and sewer abandonment and appurtenances in Carson City. Bids will be opened November 13, 2007, at 11:10 am and the bid results will be provided to the Board of Supervisors by 5:00 pm and staff will provide a written recommendation prior to the meeting.

C) Action to determine that Hungerford & Terry, Inc. is the lowest responsive and responsible bidder pursuant to NRS Chapter 332 and award Contract No. 0708-046 Packaged Arsenic Water Treatment Plant Equipment to Hungerford & Terry, Inc. for a bid cost of $834,665.00 and a contingency amount of $42,000.00 for a not to exceed cost of $876,665.00 from the Water Fund.

Staff Summary: The work to be performed under this Contract shall consist of furnishing one (1) packaged arsenic water treatment plant which shall include treatment vessels, inlet distributor/waste collectors, underdrain distributors, support gravel, control and isolating valves, filter face piping, system interconnecting piping, chemical feed equipment, rapid mixer, packaged reclaim water pumpstation, flowmeters, motorized valves, accessories, control panels, and various miscellaneous appurtenances.

7. Development Services - Planning and Zoning

A) Action to introduce, on first reading, an ordinance to change the zoning of APN 003-283-05 from Downtown Mixed Use (DT-MU) to Public (P) located on North Carson Street, north of W. Robinson Street and east of N. Curry Street and west of N. Carson Street. (File ZMA 07-141)

Staff Summary: The subject site is approximately 26,320 square feet in overall size and is centrally located within downtown Carson City. A pedestrian plaza is currently located on site which was built within the past few years. The subject parcel is owned by the State of Nevada and is adjacent to the Nevada State Museum, which is zoned Public. As part of the Nevada State Museum expansion project, the applicant is required to change zoning of the subject parcel from Downtown Mixed Use (DT-MU) to Public (P). The intent is ultimately to combine the two lots owned by the State of Nevada and for the newly created lot to have a consistent zoning designation of Public.

B) Action to introduce, on first reading, an ordinance amending Carson City Municipal Code Title 18 Zoning, Chapter 18.02, Administrative Provisions, Section 18.02.035, Commissions and Board Applications, modifying the application submittal deadline date for Planning Commission Applications, and modifying the time limits for obtaining a complete application for Planning Commission review, and other matters properly related thereto. (File ZCA-07-159)

Staff Summary: This proposed amendment to the Zoning Ordinance would modify the deadline date for Planning Commission applications and modify the time limits for obtaining a complete application for Planning Commission review.

8. Development Services

Presentation on the functions and responsibilities of the Development Services Department.

Staff Summary: Staff will make a presentation on the Development Services Department.

Redevelopment Authority

Action on Approval of Minutes

9. Office of Business Development

A) Action to approve the Owner Participation Agreement with City Management Services, owner Robert Rothe, doing business as Carson Southgate, LLC, to provide financial assistance, on a reimbursement basis only, for the rehabilitation of the vacant, blighted former Wal-Mart building in the Southgate Shopping Center to allow for the occupancy of a 55,000 square-foot, nationally-recognized sporting goods store.

Staff Summary: This Owner Participation Agreement with City Management Services, doing business as Carson City Southgate, LLC will facilitate the completion of negotiations with a nationally recognized sporting goods store to execute a long-term lease to develop 55,000 square feet of retail space on the site of the former, and now blighted, vacant Wal-Mart building. On October 18, 2007, the Redevelopment Authority (RA) directed staff and Mr. Rothe to return with a redevelopment incentive package consistent with the goals of its Redevelopment Plan and NRS Chapter 279, the Redevelopment of Communities. This package includes an annual $200,000 sales tax reimbursement to make it economically possible for the property owner to attract a Class A tenant that will generate more than $450,000 in new sales tax annual for Carson City, an approximate net of $250,000 in new sales taxes annually. The RA's approval of an owner participation agreement is intended to secure the Redevelopment Authority's investment in the project with a second position on the property, a ten-year, declining lien, and a go-dark provision. The new tenant will provide new construction to replace the severely inadequate existing structure and enter into a ten-year lease to do business in Carson City.

Board of Supervisors

B) Action to approve the Owner Participation Agreement with City Management Services, owner Robert Rothe, doing business as Carson Southgate, LLC, to provide financial assistance, on a reimbursement basis only, for the rehabilitation of the vacant, blighted former Wal-Mart building in the Southgate Shopping Center to allow for the occupancy of a 55,000 square-foot, nationally-recognized sporting goods store.

Staff Summary: This Owner Participation Agreement with City Management Services, doing business as Carson City Southgate, LLC will facilitate the completion of negotiations with a nationally recognized sporting goods store to execute a long-term lease to develop 55,000 square feet of retail space on the site of the former, and now blighted, vacant Wal-Mart building. On October 18, 2007, the Redevelopment Authority (RA) directed staff and Mr. Rothe to return with a redevelopment incentive package consistent with the goals of its Redevelopment Plan and NRS Chapter 279, the Redevelopment of Communities. This package includes an annual $200,000 sales tax reimbursement to make it economically possible for the property owner to attract a Class A tenant that will generate more than $450,000 in new sales tax annual for Carson City, an approximate net of $250,000 in new sales taxes annually. The RA's approval of an owner participation agreement is intended to secure the Redevelopment Authority's investment in the project with a second position on the property, a ten-year, declining lien, and a go-dark provision. The new tenant will provide new construction to replace the severely inadequate existing structure and enter into a ten-year lease to do business in Carson City.

10. Public Works

Action to approve a Resolution Consenting to Relinquishment and Land Transfer Agreement between Carson City and the Nevada Department of Transportation (NDOT). 

Staff Summary: This agreement is the second action related to transferring ownership from NDOT to Carson City for the NDOT streets west of Carson Street. The Board and RTC previously approved the Interlocal Agreement and this Resolution more fully describes the streets to be transferred. A second Resolution will be done in December for Carson River Road, Fifth Street-east of Fairview, and the Deer Run Road bridge.

11. Parks and Recreation

A) Action to adopt and approve the Cooperative (Stewardship) Agreement between the Carson City Board of Supervisors, Carson City, Nevada; and the State of Nevada - Department of Transportation for the Carson City Freeway's "Ultimate" Landscaping for Phase 1 (Northern Leg).

Staff Summary: Through the ongoing efforts of Gardeners Reclaiming Our Waysides (GROW), Carson City has received federal and state funds to provide landscaping and irrigation system improvements, including hardscape elements at the Carson City Freeway's Phase 1 (Northern Leg) interchanges and grade separations. If the Board of Supervisors approves this Cooperative (Stewardship) Agreement, Carson City will assume project management, design, bidding, and construction responsibilities for this project.

B) Presentation of a $20,000 donation check by Mary Fischer, President of Gardeners Reclaiming Our Waysides (GROW) to Mayor Marv Teixeira for design and construction costs related to the Carson City Freeway's "Ultimate" Landscaping Project for Phase 1 (Northern Leg). 

Staff Summary: Over the past eight years, Gardeners Reclaiming Our Waysides (GROW) has been collecting local funds to assist the City with design and construction costs to landscape the Carson City Freeway's interchanges and gateways along the freeway's northern leg. These donated funds will be used to construct landscaping and irrigation system improvements, including hardscape elements within a project area which includes the Carmine Street Grade Separation to the North Carson Street Interchange.

C) Action to adopt on second reading, Bill No. 138, an ordinance amending the Carson City Municipal Code Title 13, Parks and Recreation, Chapter 13.02, Parks, by adding Section 13.02.270, Mobile Business Operations in Parks, and other matters properly related thereto.

Staff Summary: This ordinance allows the Parks and Recreation Department to regulate mobile businesses such as mobile canteens and vendors who wish to conduct business in city parks. Mobile businesses would have to obtain permits from the Parks and Recreation Department, who would institute rules, regulations and fees recommended by the Parks and Recreation Commission and approved by the Board of Supervisors. Locations for mobile businesses would also be designated and approved by the Parks and Recreation Department.

D) Update and discussion regarding the Tahoe Bike Path project and draft concept document.

Staff Summary: The State of Nevada Resource and Conservation Grant Program (Question 1), approved by the voters in 2002, allocated $5 million to Carson City, Washoe County, and Douglas County towards the Lake Tahoe Bike Path System. The Working Group, comprised of several jurisdictional agencies, hired EDAW as the consultant to work on a feasibility study and two demonstration projects. One phase of the project is to define the vision, guiding principles, and goals.

12. City Manager

A) Action to approve a revised job description for the position of City Manager.

Staff Summary: Per direction from the Board, this revised job description includes a provision that the City Manager must reside within Carson City and language that addresses a code of professional conduct and a requirement that the City Manager provide information to the Board regarding the administrative, financial and operational condition of the City.

B) Update on the current and future financial condition of the Carson City General Fund. 

Staff Summary: Staff would like to provide monthly updates on actual budget results, revised projections and cost reduction strategies being implemented to address the deficit included in the 2007/2008 General Fund Budget. No action is requested at this time.

13. Human Resources

A) Action to amend the terms of the hiring freeze approved on October 18, 2007.

Staff summary: This item has been placed on the agenda in order to discuss and take action on proposals to exempt judicial positions, grant funded positions and positions funded through fees and charges from the hiring freeze.

B) Action to determine the position of Environmental Control Officer is critical to City operations and to authorize the position to be filled immediately.

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Public Works Department is asking that the Board find that the position of Environmental Control Officer is critical to City operations and authorize the position to be filled. This position principally performs the following duties: 1. Implements Federally mandated Wastewater Pretreatment Program; 2. Inspection and monitoring of commercial and industrial businesses for sewer discharges; 3. Sampling of waste water flows for compliance with Federal and local discharge requirements; 4. Permitting of commercial and industrial businesses; 5. Building plan reviews and Business License review and approval; 6. Hazardous materials response support to Fire Department; 7. Water quality sampling and monitoring for compliance with Federal and State Drinking Water Standards; 8. Sample Landfill water monitoring wells and methane probes for compliance with federal and State solid waste regulations; 9. Inspecting and monitoring landfill operations for compliance with Federal and State regulations and operate the Household Hazardous Waste Program.

C) Action to determine the two positions of Street Maintenance Technicians are critical to City operations and to authorize the positions to be filled as soon as practical. 

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Public Works Department is asking that the Board find that the two positions of Street Maintenance Technicians are critical to City operations and were approved by the Regional Transportation Commission in August, 2007. These positions principally perform the following duties: 1. Snow Plowing; 2. Crack Sealing; 3. Slurry Sealing; 4. Sidewalk and Curb Repair; 5. General Street/Road Repair.

D) Action to determine the position of part-time Recreation Aide/Sports is critical to City operations and to authorize the position to be filled as soon as practical.

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Parks and Recreation Department is asking that the Board find that the position of part-time Recreation Aide/Sports is critical to City operations and authorize the position to be filled. The Recreation Division currently has a request for four Recreation Aide/Sports positions. This provides assistance to the operations of the Parks and Recreation Department's Youth Basketball and Youth Volleyball. Duties include facility supervision, score keeping, timekeeping, and officiating.

E) Action to determine the position of part-time Lifeguard is critical to City operations and to authorize the position to be filled as soon as practical. 

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Parks and Recreation Department is asking that the Board find that the position of part-time Lifeguard is critical to City operations and authorize the position to be filled. The Recreation Division currently has a request for two Lifeguard positions. Duties include life guarding and swim lesson instructions.

F) Action to determine the position of part-time Recreation Aide/Latch Key is critical to City operations and to authorize the position to be filled as soon as practical. 

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Parks and Recreation Department is asking that the Board find that the position of part-time Recreation Aide/Latch Key is critical to City operations and authorize the position to be filled. This position principally performs the following duties: Provides educational, recreational and basic care to students enrolled in our Latch Key programs.

Latch Key is a before and after school recreational enrichment program that is held at all Carson City public elementary schools, except Empire, and observes the school district holiday calendar. The program is designed to provide elementary aged children with creative structure while their parents work. Homework assistance, arts and crafts, sports games and special events are the basis of the program. The Parks and Recreation Department strives to create a quality program by maintaining a 1-10 instructor per student ratio. This ratio represents a best practice scenario that ensures that students are properly supervised. Latch Key is extremely popular by parents who depend on our services for supervision of their children while parents are working. The program is self sustaining and covers its direct costs including the personnel costs associated with the Recreation Aide positions. The five school sites are currently all filled with waiting lists. We have a standing request for six positions, as past experience has shown that the position has a frequent turn over rate. Positions will only be filled as needed up to the six position limit. If more positions are needed additional requests will be made. Without prior approval from the Board of Supervisors vacancies cannot be filled in a timely manner.

G) Action to determine the position of Open Space Assistant to be critical to City operations and to authorize the position to be filled as soon as practical.

Staff Summary: On October 8, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters, be filled without specific Board approval. The Parks and Recreation Department is asking that the Board find that the position of Open Space Assistant, to be funded exclusively from the Open Space account, is critical to City operations and authorize the position to be filled. This position principally performs the following duties: 1. Assist in developing resources management plans for all designated City owned natural areas; this includes fuels management and reforestation. 2. Coordinates the preparation of open space, trails, parks and recreation environmental documents and project planning. 3. Coordinates environmental review and permit process functions with external and internal agencies. 4. Research, apply, and administer grants for management development of open space, trails, parks, and recreation. 5. Conducts field surveys, studies and inspections of soil conditions, and plant ecology in determining suitability and project planning.

H) Action to determine the position of Public Health Nurse is Critical to City Operations and to authorize the position be filled as soon as possible. 

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Health and Human Services Dept is asking that the Board find the position of Public Health Nurse is critical to City operations and authorize the position to be filled. This position will perform the following duties: 1. Responsible for ensuring that all nursing grant program objectives are met; plans and executes nursing strategies for our clinic population to meet grant objectives; 2. Provides oversight for immunizations to the Carson City Public Health clinic population, which includes Medicaid and indigent individuals and families; 3. Performs comprehensive individual and family assessments such as health history, physical, psychosocial, substance abuse and access to health care; 3. Develops and provides outreach to underserved populations in the County; this can include providing special clinics in other County locations; 4. Prepares immunization protocols for use by clinic: orders and manages all clinic vaccine and supplies; 5. Assists in planning and responding to public health emergencies to include conducting exercises, training, and other duties as needed.

I) Action to determine the position of HIV/Chronic Disease Prevention Manager is Critical to City Operations and to authorize the position be filled as soon as possible. 

Staff Summary: On October 18, 2007, the Board of Supervisors approved a hiring freeze on all open City positions and asked that no vacant positions, with the exception of Sheriffs Deputies and Firefighters be filled without specific Board approval. The Health and Human Services Dept is asking that the Board find the position of HIV/Chronic Disease Prevention Manager is critical to City operations and authorize the position to be filled. This position will perform the following duties: 1. Coordinate HIV Prevention and Control Services for those persons who use or are eligible for Ryan White programs and services; 2. Provides case management services for individuals living with HIV/AIDS who need help dealing with barriers related to chemical dependency, mental illness, housing etc; 3. Work collaboratively with other staff and agencies to provide advocacy and referrals for HIV/AIDS, diabetes, and other chronic disease clients; 4. Conduct and coordinate outreach activities for HIV prevention (education, condom distribution, etc.), diabetes and other chronic diseases of importance in this community; 5. Coordinate with HIV Speakers Bureau for presentations at our facility and community/workplace sites; 6. Conduct specific activities in Carson City area, in collaboration with other agencies, to raise awareness and provide education on diabetes, obesity and the importance of proper nutrition and physical activity; 7. Advocate for policies which support diabetes, arthritis and other chronic disease awareness programs in community groups and coalitions; 8. Submit quarterly reports to the Nevada State Health Division outlining progress on above stated activities; 9. Performs other duties as assigned, including response to public health emergencies as needed.

14. Board of Supervisors

Non-Action Items:
Internal communications and administrative matters
Correspondence to the Board of Supervisors
Status reports and comments from the members of the Board
Staff comments and status report

15. Action to Adjourn