IVGID Board of Trustees Meeting Synopsis 12/13/23
IVGID Board of Trustees Meeting Synopsis 12/13/23
Incline Village General Improvement District Board of Trustees
Matthew Dent, Chairman
Sara Schmitz,Vice Chair
Raymond Tulloch, Treasurer
Michaela Tonking
Dave Noble, Secretary
INCLINE VILLAGE GENERAL IMPROVEMENT DISTRICT BOARD OF TRUSTEES HELD IN INCLINE VILLAGE ON DECEMBER 13, 2023
*Viewing available by clicking the link and choosing BOT Meeting 12.13.23 at https://livestream.com/accounts/3411104
On December 13, 2023, Incline Village Community members provided public comment on various topics during Board of Trustees meeting.
A flexible agenda was requested and approved to allow for the late arrival of Trustee Dent and to move Item G9 up to Item G1 for NV Energy staff who are present.
Interim General Manager Mike Bandelin reported and updated the Board on the launch of a new public portal for Public Records Requests. Staff will be presenting an overview of the NextRequest Portal at the January 10th board meeting.
Mr. Bandelin added that he will be including updates from the Food and Beverage Department, I.T. Department, and Facilities to the January 10th GM report.
The Diamond Peak update provided a preview of the service measures that will be included in the monthly update of the ski venue, now that it is open for the
season.
The General Manager report included updates to the Board on the progress of the RFID access at Burnt Cedar Beach gate and the next steps.
Trustee Schmitz suggested that the resurfacing or reproduction of the Tennis Courts be prioritized and added to the long-range calendar.
Director of Human Resources Erin Feore updated the board on the GM search. She explained that Bob Hall and Associates were tasked to provide IVGID with a wide variety of candidates with varying backgrounds from both the public and private sectors.
Bob Hall and his team initially provided a very impressive but limited list of candidates that did not yield the variety of results that the team had expected. IVGID staff will continue to work with Bob Hall on this recruitment through the first of the year, and in mid-January there will be a follow-up report and update, after the holidays.
Director of Parks and Recreation Shelia Leijon introduced Adia Van Peborgh, who has been supervising the Beaches and has been promoted to Operations and Community Programming, overseeing the Beaches.
Adia provided a brief explanation of the 8 bullet points listed under the Proposed Beach Operation Improvements
• Recommendation to adjust the family tree to include grandchildren in the first degree (Ord.7 Revision)
• Full-time year-round Ambassador positions - benefited
• Fine-tune the onboarding process for beach hosts; higher level training opportunities for Ambassadors
• Stronger compliance with Tahoe Regional Planning Agency (TRPA) regarding the Paddle Board and Kayak rack locations, keeping them out of the stream zones.
• Improved patron communication through LED signage for issues such as pool closures, lifeguards off duty, fire restrictions on red flag days, weather-related impacts, etc.
• Require a guest list for Group Picnic reservations at the beaches
• Due to the New Zealand Mudsnail invasion in South Lake Tahoe, operations at the boat ramp may need to be adjusted. Continued communication with TRPA to implement any changes necessary to ensure the health of the lake.
• Expand on incident reporting and tracking and implement training for newly revised incident reports
Trustee Tulloch and Finance Director Magee provided a brief review on the Treasury Report.
Trustee Tonking requested that the check register have a front page break-out of the checks that are at, and exceed the 50,000 limit for quick review.
The Interim General Manager provided an update to the Board of Trustees regarding the NV Energy Agreement and the revisions to the amendment to restate the site use license agreement with NV Energy. The agreement as modified has been approved by the Board and reinstates the use of Diamond Peak Ski Resort Parking, but prohibits helicopter operations. The Board and Legal Counsel agreed on additional language to ensure that the licensee shall not use the licensed area for refueling or storing of fuel of any kind except for the refueling of non-DOT equipment that can’t travel off-site independently for fueling such as chain saws and excavators.
The Board of Trustees elected the Board Officer positions for 2024 and the trustees will take their new roles on January 1, 2024:
Trustee Sara Schmitz - Chair
Trustee Matthew Dent - Vice Chair
Trustee Raymond Tulloch -Treasurer
Trustee Michaela Tonking - Secretary
The Board discussed Items presented by Interim Finance Manager, Bobby Magee, and approved the State of Nevada Clean Water State Revolving Fund Loan Contracts CW2401 and CW2402 in the aggregate amount of $36,740,000 to complete the financing of the Effluent Pipeline Project, and adopted bond Resolution No. 1906, providing for the Issuance of Sewer Bond Series 2024A in the maximum amount of $36,371,700 and Sewer Bond Series 2024B in the maximum amount of $368,300 (Principal Forgiveness).
The following Public Works projects brought before the Board were approved as modified to include the standardization to the payment section of the agreements:
1) CMAR Agreement - completion of Phase 2 of the Effluent Export Pipeline project, GMP 2 in the amount of $46,744,705.15 for the 2023/2024 Capital
Improvement Project.
2) Sewer Pump Station #1 Construction Contract for Improvements - 2023/2024 Capital Improvement Project, with Contractor: San Joaquin Electrical, Inc. in the amount of $1,113,500.00 to bring the total reduced budget to $1,384,760. Additionally, the board authorized staff to execute change orders for additional work for a one-time 15% of the SPS #1 Improvements construction contract in the amount of $167,000. They also approved the award of the Professional Services Agreement with DOWL, Inc. for construction management services in the amount of $29,620, and authorize engineering staff to perform construction services as required, in an amount not to exceed $25,000, and authorized the Public Works operational staff to perform services if needed for an amount not to exceed
$50,000.
3) The Water Resource Recovery Facility Centrifuge Repair/Reconditioning agreement for the - 2023/2024 Capital Project Fund for Water Resource Recovery Facility Improvements with Centrisys CNP in the amount not to exceed $171,880
4) Additionally the Board approved an increase of $160,000 to the Mt. Golf Cart Path restoration Phase II Capital Improvement Project.
The Board approved the modifications of Board Policy 23.1.0., following a discussion with District Counsel Sergio Rudin.
Item G.10. FlashVote Agreement and Item G.11. Priorities Survey were both tabled until the January 10th meeting.
The remainder of the October 11, 2023, Townhall questions and answers will be provided in the January 10th Agenda Packet in a different format as requested by the Board of Trustees.
The following items were added to the Long Range Calendar:
Flashvote Survey results Jan.10 meeting RFID media
RFP for Legal Services (or short-term agreement with BBK) GM Recruitment update
RFP Food, Beverage, and Bar Beach Year-End Food and Beverage Results
Board Liaison assignments (add/change)
Discussion regarding consolidating Meeting Minutes for the committees' Schedule Townhall forum Quarterly going forward Incline Beach House, and Skate park project status of Club to provide bylaws prepare a memo and bylaws
Contracts Master list with due dates to fill out the Long Range Calendar
The Board of Trustees provided the following updates:
Trustee Tonking provided an update on the Golf Advisory Committee and is working on a service-level recommendation for an upcoming Board meeting in 2024.
Trustee Schmitz – provided information regarding the changes made by TRPA and Washoe County related to zoning, and suggested that when looking at water/sewer rates, the Board should look at the impact on the District’s infrastructure (such as pending ADU changes, higher density zoning changes, and connection fees the district is charging)
Trustee Tulloch updated the Board that the Capital Investment Committee had its first meeting – and he is planning and scheduling the next meeting.
10:07 p.m. - The Board of Trustee Meeting of December 13, 2023 is adjourned to Wednesday, January 10, 2023