Village of Los Lunas Council Agendas\Minutes

MINUTES VILLAGE OF LOS LUNAS THURSDAY, MARCH 27, 2014 The Board of Trustees of the Village of Los Lunas, County of Valencia, and State of New Mexico met Thursday, March 13, 2014 in regular session at 6:00 PM at the Council Chambers. Roll call was taken and the following were present: Mayor Charles Griego, Councilman Gino Romero, Councilman Gerard Saiz, Councilwoman Paulette Sanchez-Montoya and Councilwoman Amanda Perea. Mayor: Charles Griego Mayor Pro Tem: Amanda Perea Council: Gerard Saiz Paulette Sanchez-Montoya Gino Romero Also present were: Gregory D. Martin, Debra Sanchez, Cynthia Shetter, Delberta & Dick Nemitz, Bob Anderson, Jim Rickey, Len LaClair, Sandy Schauer, James Taylor, Bertha Flores, Greg Clarke, Monica Clarke, Seldon Greer, Deborah Fox, Michael Jaramillo, and Rudy Archuleta. In accordance with Ordinance 114A, the following agenda was prepared and circulated as required:  CALL MEETING TO ORDER.  PLEDGE OF ALLEGIANCE.  APPROVAL OF AGENDA.  PROCLAMATION: MAYORS DAY OF RECOGNITION.  PUBLIC INPUT FORUM. 1. RESOLUTION 14-08 – AUTHORIZED SIGNERS FOR VILLAE OF LOS LUNAS ACCOUNTS. 2. VILLAGE OF LOS LUNAS COMMERCIAL CARD PROGRAM - POLICIES AND PROCEDURES. 3. PRPOSED ORDINANCE 390 – MUNICIPAL HOLD HARMLESS GROSS RECEIPTS TAX. 4. MODIFY UTILITY BILLING DEPARTMENT OPERATIONAL HOURS FROM 8:00A.M. TO 5:00P.M. TO 8:00A.M. TO 4:00P.M. AND CLOSE DRIVE UP WINDOW 5. REQUEST TO FILL VACANCY OF 5 HOUR PER WEEK PART-TIME LIBRARY AIDE IN THE LIBRARY DEPARTMENT. 6. REQUEST TO FILL VACANCY OF CODE ENFORCEMENT OFFICER IN THE CODE ENFORCEMENT DIVISION OF COMMUNITY DEVELOPMENT. 7. JUBILEE SUBDIVISION PHASE 2A-2 FINAL PLAT. 8. TRAVEL (IN-STATE / OUT-OF-STATE). 9. APPROVAL OF MINUES: MARCH 13, 2014. 10. ADJOURNMENT.  CALL MEETING TO ORDER. At 6:00 PM, Mayor Charles Griego brought the meeting to order and welcomed the audience.  PLEDGE OF ALLEGIANCE. Mayor Griego asked Gregory D. Martin to lead the Mayor, Council and audience in the Pledge of Allegiance.  APPROVAL OF AGENDA. Mayor Griego asked the Council if there were any amendments to the Council Agenda – there were none. APPROVAL: Motion to approve agenda MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya – yes) FOR AND 0 AGAINST. Mayor Griego presented the proclamation “Mayors Day of Recognition” to Ms. Bertha Flores, Director of Retired Senior Program.  PUBLIC INPUT FORUM. Mayor Griego asked the audience if there was anyone who wanted to address the Council with an item that was not on the scheduled Council Agenda. Mr. Greg Clarke approached the podium – he wanted to introduce himself to the Mayor and Council. He is the new District III Assistant Engineer and will be working under Mr. Tim Parker, District III Engineer and Pete Rahn. 1. RESOLUTION 14-08 – AUTHORIZED SIGNERS FOR VILLAGE OF LOS LUNAS ACCOUNTS. Ms. Monica Clarke presented item one. Resolution 14-08 designates the signature of the Mayor and the Village Administrator as the signatory authority to execute checks, deposits, withdrawal of funds from depositories. Mayor Griego asked for a motion from Council. MOTION: motion to approve resolution 14-08 MOVED: Councilman Saiz SECONDED: Councilwoman Perea ROLLCALL: vote of 4 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 2. VILLAGE OF LOS LUNAS COMMERCIAL CARD PROGRAM – POLICIES AND PROCEDURES MANUAL. Ms. Monica Clarke presented item two. This is a follow-up item – for information purposes only. The Council directed staff to develop a policies and procedures manual for the newly implemented commercial card program. The reason for the P-Card program is to streamline some of the small purchases and reduce costs. There are restrictions in place for users (purchases, daily spending limits, certain merchants that are blocked, etc.). Mayor Griego asked if this is a daily type situation or emergency use. Monica replied that it will be ongoing. Monica will mail a list of who will be using the P- Cards (directors/supervisors). 3. PROPOSED ORDINANCE 390 – MUNICIPAL HOLD HARMLES GROSS RECEIPTS TAX. Ms. Monica Clarke presented item three. This is a follow-up item from the Council Retreat of October, 2013. Staff was directed to explore the local option tax. Staff drafted a model ordinance but decided to wait to see what the legislature was going to do (bill passed Tax & Revenue Committee but died in appropriations). Staff is asking for directions on how to proceed on the ordinance – also waiting to hear from Mr. Fulginiti from the New Mexico Municipal League. The Village will lose over a million dollars in GRT. The actual loss will take place over 15 years – first year will be six percent and then doubles every year after that. 4. MODIFY UTILITY BILLING DEPARTMENT OPERATIONAL HOURS FROM 8:00A.M. TO 5:00P.M. TO 8:00A.M. TO 4:00P.M. AND CLOSE DRIVE UP WINDOW. Mr. Rudy Archuleta presented item four. Ms. Archuleta expressed there has been several times in the past that water bills have not been getting out on schedule to customers. Tags for shut offs are not being processed on time to hand out to drivers. He wants to modify the time from 8:00am to 5:00pm to 8:00am to 4:00pm – this would help improve overall customer service by providing staff the time to maximize workflow efficiencies, provide internal training and generate the mail bills out in a timely manner and allocate time saved to properly address customer needs. Mr. Archuleta also explained that they wanted to eliminate the drive-up window. Councilwoman Perea did not agree with changing the hours but she had no problem with closing the drive-up window. Councilwoman Perea commented on the poor customer service in the Water Department – she has received multiple complaints. Councilman Romero asked if they knew how many customers were using the drive-up window. Ms. Archuleta did not know. Council suggested that Mr. Archuleta implement some type of notification/handouts/posted on website and get feedback from public. There is a concern about ADA accessibility for customers walking in, that’s why they use the drive-up. Council directed Mr. Archuleta to also modify and bring back to Council at a later date. Mayor Griego asked if there was a motion forthcoming from Council. MOTION: motion to disapprove (but would like to revisit at a later date) MOVED: Councilman Saiz SECONDED: Councilwoman Perea ROLLCALL: vote of 0 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya) FOR AND 4 AGAINST. 5. REQUEST TO FILL VACANCY OF 5 HOUR PER WEEK PART-TIME LIBRARY AIDE IN THE LIBRARY DEPARTMENT. Ms. Cynthia Shetter presented item five. This is a position that has been vacated by a part-time employee who is experiencing health issues – she was out on medical leave and subsequently resigned. She was employed for five hours per week. In the interim, Ms. Hilary Maez was assisting in the part-time position and ensuring that we would be fully staffed on Mondays. Ms. Shetter is requesting that she be able to staff this part-time position so that the Library can meet the needs of the public. Mayor Griego asked if there was motion from Council. MOTION: motion to approve MOVED: Councilwoman Perea SECONDED: Councilman Romero ROLLCALL: vote of 4 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 6. REQUEST TO FILL VACANCY OF CODE ENFORCEMENT OFFICER IN THE CODE ENFORCEMENT OF COMMUNITY DEVELOPMENT. Ms. Christina Ainsworth and Mr. Adolph Lopez presented item six. Code Enforcement has implemented cross-training the enforcement team and combining job duties to eliminate specialized positions. This system has allowed the department to work more efficiently over the last four years. They are operating in a strained manner; they are managing but need the extra position filled. Mayor Griego recommended that the department wait to staff position until they could visit the budget. Ms. Ainsworth asked if they could possibly initiate the process (preliminary) so when and if the position is approved, they could proceed with the hiring. Mayor Griego said he did not have a problem with it, but no one would be hired. Councilman Saiz spoke in support of staffing the position. Mayor Griego recommended that Council revisit position after budget cycle – fill in July if budget permits. MOTION: recommend to hold off until July 2014 budget cycle MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Romero ROLLCALL: vote of 3 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – no; Councilwoman Sanchez-Montoya - yes) FOR AND 1 AGAINST. 7. JUBILEE SUBDIVISION PHASE 2A-2 FINAL PLAT. Public hearing. MOTION: motion to approve final plat MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya ROLLCALL: vote of 4 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 8. TRAVEL. Mayor Griego asked if there was a motion regarding in-state and out-of-state travel. MOTION: motion to approve all travel MOVED: Councilman Saiz SECONDED: Councilwoman Perea ROLLCALL: vote of 4 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 9. APPROVAL OF MINUTES. Mayor Griego asked if there were corrections or additions to the minutes of March 13, 2014. Councilwoman Perea noted corrections needed. MOTION: Motion to approve minutes of March 13, 2014 as amended MOVED: Councilwoman Perea SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilwoman Perea – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 10. ADJOURNMENT. Council meeting adjourned at 7:30 p.m. ________________________________ _________________________________________ GREGORY D. MARTIN, VILLAGE ADMINISTRATOR CHARLES GRIEGO, MAYOR  MINUTES VILLAGE OF LOS LUNAS THURSDAY, MARCH 27, 2014 PUBLIC HEARING (Commenced at 7:16P.M.) 7. JUBILEE SUBDIVISION PHASE 2A-2 FINAL PLAT. Mayor Griego announced the Council would go into public hearing. Ms. Christina Ainsworth presented item seven. Planning and Zoning has recommended approval of the final plat for Jubilee subdivision for 21 lots. It is part of the Huning Ranch master plan – this is a private subdivision with private streets and the association pays for any maintenance. It is very well maintained and a very nice subdivision. Mr. Sheldon Greer approached the podium and spoke in favor of the final plat. Preliminary plat was approved by Planning and Zoning and final plat is to be approved by Mayor and Council. There have been no settlement issues in the Jubilee Subdivision to date. Mayor Griego announced that this was a public hearing – no one approached the podium to speak for or against the final plat. Mayor Griego asked to close the public hearing and Council would go back in to open meeting. MOTION: motion to approve MOVED: Councilwoman Perea SECONDED: Councilwoman Sanchez-Montoya ROLLCALL: vote of 4 (Councilwoman Perea – yes; Councilman Saiz – yes; Councilman Sanchez-Montoya - yes) FOR AND 0 AGAINST. Public hearing closed at 7:23P.M.