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Commission approves routine financial reports and event contracts; all motions pass unanimously
Summary
The Nevada Commission for the Reconstruction of the VNT Railway unanimously approved minutes, accounts payable, the adjusted FY2025 budget report and several contracts and agreements related to website work and holiday event services.
Nevada Commission for the Reconstruction of the VNT Railway commissioners unanimously approved a set of routine financial and contract items during an October meeting called to order at 9:03 a.m.
The actions included approval of minutes from the Aug. 27, 2025 meeting; acceptance of accounts payable checks totaling $63,610.28 paid during July; acceptance of the adjusted fiscal year 2025 budget report for the period ending July 31, 2025; an amendment to the commission's website contract; a revenue-sharing agreement for photos with Santa; authorization to execute a holiday-decorations agreement; and an amendment to the Polar Express production contract for additional show nights.
The votes were taken individually. For each motion the commission recorded a mover and a second, and every motion carried without opposition.
Key approved items
• Minutes (Aug. 27, 2025): Motion to approve carried unanimously. The motion was moved by Secretary Hicks and seconded by Treasurer Cruz. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes.
• Accounts payable: The commission approved checks totaling $63,610.28 paid from July 1 through July 30, 2025. The motion was moved by Treasurer Cruz and seconded by Secretary Hicks. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes.
• Adjusted FY2025 budget report (period ending 07/31/2025): The commission approved the budget report as presented. The motion was moved by Treasurer Cruz and seconded by Secretary Hicks. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes.
• Website contract amendment (KPS3): The commission authorized an amendment to the website design and development contract using the Nevada statewide contract (solicitation 99SWCS2340). Staff said $2,000 of additional work has already been completed and requested authorization to approve additional funds not to exceed $10,000 to avoid repeated small approvals. The amendment results in a new contract not-to-exceed amount of $66,750. The motion was moved by Secretary Hicks and seconded by Treasurer Cruz. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes.
• Revenue-sharing agreement with Storytime Event Photography: The commission approved a revenue-sharing agreement under which the commission will receive 35% of gross sales for photos with Santa at the Eastgate Depot during the 2025 Polar Express events. Staff estimated the value of the agreement at under $12,250 based on prior years (2019–2024). The motion was moved by Secretary Hicks and seconded by Treasurer Cruz. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes.
• Authorization to execute Celadon Events agreement (decorations): The commission authorized Chairman Mitchell, after consultation with the Carson City District Attorney’s Office, to fully execute a proposed agreement with Celadon Events for Christmas decorations at the Eastgate Depot for the 2025 Polar Express events, not to exceed $10,000. The motion was moved by Secretary Hicks and seconded by Treasurer Cruz. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes. Staff said if the final terms are materially different from prior years, the agreement will return to the commission for approval.
• Amendment to CJ Wilson LLC contract (Polar Express production): The commission approved an amendment to contract CY24C004 with CJ Wilson LLC, increasing the contract amount by $12,770 to cover two additional Polar Express production nights. The amendment results in a new not-to-exceed amount of $128,545. CJ Wilson stated it is not seeking retroactive payment for the 2024 season. The motion was moved by Secretary Hicks and seconded by Treasurer Cruz. Vote tally: Mitchell — yes; Cruz — yes; Hicks — yes.
What the votes mean
Commission leadership described the website and event contract changes as largely operational: staff sought flexibility to handle unforeseen but limited costs so projects can proceed without multiple small amendments. The holiday-event agreements are time-sensitive because vendors must complete planning and ordering ahead of the Polar Express schedule.
The commission held public comment opportunities on each item; no members of the public provided testimony on the action items during the meeting.
Ending note
The meeting record shows the commission took no dissenting votes on action items and recessed briefly before concluding the remaining informational reports and scheduling the next meeting for Wednesday, Oct. 22 (time to be confirmed).
