Village of Los Lunas Council Agendas\Minutes

MINUTES VILLAGE OF LOS LUNAS THURSDAY, MARCH 9, 2017 The Board of Trustees of the Village of Los Lunas, County of Valencia, and State of New Mexico met Thursday, March 9, 2017 in regular session at 6:00 PM at the Council Chambers. Roll call was taken and the following were present: Mayor Charles Griego, Councilman Christopher Ortiz, Councilman Gino Romero, Councilman Gerard Saiz, and Councilwoman Paulette Sanchez-Montoya. Mayor: Charles Griego Mayor Pro Tem: Paulette Sanchez-Montoya Council: Gerard Saiz Christopher Ortiz Gino Romero Also present were: Gregory Martin , Debra Sanchez, Sandy Schauer, Bob Anderson, Jim Rickey, Chris Garner, Lawrence Kellmer, Deborah Fox, James Rich, and Monica Clarke. In accordance with Ordinance 114A, the following agenda was prepared and circulated as required: • CALL MEETING TO ORDER. • PLEDGE OF ALLEGIANCE. • APPROVAL OF AGENDA. • PUBLIC INPUT FORUM. 1. FISCAL YEAR 2016-2016 FINANCIAL STATEMENTS. 2. ORDINANCE 276-2016-10 – AN ORDINANCE PROVIDING FOR THE CHANCE IN ZONING OF A DESIGNATED AREA WITHIN THE MUNICIPALITY OF LOS LUNAS, COUNTY OF VALENCIA, STATE OF NEW MEXICO. 3. LIQUOR LICENSE APPROVAL FOR 3409 HIGHWAY 47 SUITE D – MILAGRO VALUT. 4. ONE-YEAR EXTENSION OF SAN JUAN/CHAMA PROJECT (SJCP) LEASES. 5. DONATION – THREE PLICE MOTORCYCLES FROM THE CITY OF ALBUQUERQUE. 6. RESOLUTION 17-06 – MID YEAR BUDGET ADJUSTMENTS. 7. RESOLUTION 17-05 – SUBMIT APPLICATION FOR COOP FUNDING 2017/2018. 8. RESOLUTION 17-04 – SUBMIT APPLICATION FOR MAP FUDING 2017/2018. 9. DESTRUCTION – HUMAN RESOURCES / FILES. 10. EXECUTIVE SESSION. a. Hire Utility Billing Clerk/Cashier – Public Works Department. 11. APPROVAL OF MINUTES: a) Minutes from February 23, 2017 Council Meeting. b) Minutes from February 23, 2017 NM 6 Bridge Replacement Project Workshop. 12. 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 Ms. Sandy Schauer to lead the Mayor, Council and audience in the Pledge of Allegiance. • APPROVAL OF AGENDA. Mayor Griego announced at the request of the applicant, item two was removed from the agenda and item six would be moving in to that position, item two. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve amended agenda MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya) FOR AND 0 AGAINST. • PUBLIC INPUT FORUM. Mayor Griego asked if there was anyone in the audience who wanted to speak to the Council about an item that was not on the agenda. Mr. Ralph Mims approached the podium – he wanted to invite everyone to the grand opening of Church’s Chicken on Saturday, March 11th at 11:00am. Mr. Lawrence Kilmer inquired about item two – Mayor responded that it had been removed at the request of the applicant. 1. FISCAL YEAR 2015-2016 FINANCIAL STATEMENTS. Ms. Monica Clarke presented item one. The audit was turned in to the State Auditor’s office by December 15, 2016. Mr. Chris Garner, Axiom, went over the financial highlights and findings with the Council. An exit conference was conducted back in December with Monica, Greg and the Mayor. There are two reports that are included in the financial statement, the first one is the Independent Auditors Report, which is an unmodified opinion; and the second report is a Yellow Book Audit (required by the State Auditor’s Office). This report is about internal controls, auditor takes samples of disbursements. The next is audit results – the auditors are not finding problems with numbers, the numbers are good in your financial statement and you can rely on the numbers that are given to you throughout the year. The last is findings – every year they come in and follow up on the last year’s findings. There were two prior findings that were resolved this year: there was the public monies and the late audit. There are four findings this year, one related to PERA ($556.00 of employee amounts that were paid and $304.00 in employer). The second is cash disbursements, the purchase order was dated after the fact; and there needs to be a verification of goods received – employee(s) are not signing off on receipt of goods. The third is regarding travel – policy has been modified but policy was not being followed prior to modification (only 80% of disbursement should have been given out). The last one was regarding a budget adjustment; there was an oversight ($20,000.00 adjustment). Reconciliation and adjustments need to be accurate. Mayor Griego asked Council if they had any questions – there was none. Mayor Griego thanked staff for all their hard work. Mayor Griego asked for a motion from council. APPROVAL: Motion to approve MOVED: Councilman Saiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 2. RESOLUTION 17-06 – MID YEAR BUDGET ADJUSTMENTS. Ms. Monica Clarke presented item two. After meeting with department directors/supervisors, and it was determined that adjustments needed to be done – these changes came after the final budget had been completed (new grants, revenues, and expenditures). Monica went over the fund accounts with the Council. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 3. LIQUOR LICENSE APPROVAL FOR 3409 HIGHWAY 47 SUITE D – MILAGRO VALUT. Mayor Griego asked for a motion from Council to close and reconvene in a public hearing. APPROVAL: Motion to approve MOVED: Councilman Saiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 4. ONE-YEAR EXTENSION OF SAN JUAN/CHAMA PROJECT (SJCP) LEASES. Mr. Larry Guggino presented item four. Spartan Technology currently leases San Juan Chama rights from the Village of Los Lunas to offset water they have been pumping and is required by the Office of State Engineer – lease began in 2016/ten year lease. Lease has to be renewed every year – ten-year lease with one-year options. If there is a time, the Village needs the water, it does not have to renew the lease. Spartan Technology has asked the Village to renew their lease effective March 30, 2017 thru March 29, 2028. If the lease is approved, then Spartan pays an $800.00 processing fee and $52.00/acre ft. – they are only leasing about 5-acre ft. from the Village, so it is about $260.00. Lee Wilson & Associates recommends extending this water lease for a year. The Village has approximately 400-acre feet in the San Juan Chama. Mayor Griego asked Council if they had any questions – there were none. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve the extension for the San Juan Chama leases MOVED: Councilman Romero SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 5. DONATION – THREE POLICE MOTORCYCLES FROM THE CITY OF ALBUQUERQUE. Officer James Rich presented item five. The City of Albuquerque has donated three police motorcycles to the Los Lunas Police Department. The motorcycles are valued at $12,000.00 each. The Los Lunas Police Department would like to accept this donation. They will be used by the police department traffic unit. In the past, the Village has accepted donations from Rio Rancho Police Department at no cost. Officer Rich stood for any questions – there was none. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 6. RESOLUTION 17-05 – SUBMIT APPLICATION FOR COOP FUNDING 2017/2018. Mr. Michael Jaramillo presented item six. The Village of Los Lunas has been invited to submit a project proposal to the New Mexico Highway and Transportation Department to participate in the 2017/2018 Cooperative Agreement funding program. The Village is required to match a percentage of 25% of the total cost of the project and the scope of the work is intended for Panda, Panay and Pandery Drive in the Artistic Home division. APPROVAL: Motion to approve resolution 17-05 MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 7. RESOLUTION 17-04 – SUBMIT APPLICATION FOR MAP FUNDING 2017/2018. Mr. Michael Jaramillo presented item seven. The Village of Los Lunas has been invited to submit a project proposal to the New Mexico Highway and Transportation Department to participate in the 2017/2018 Municipal Arterial Program. The Village will be required to match a percentage of 25% of the total cost of the project and scope of the work is intended to continue with Carson Drive Phase VIII to Castillo Road. APPROVAL: Motion to approve MOVED: Councilman Saiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 8. DESTRUCTION – HUMAN RESOURCES / FILES. Mr. Gregory Martin presented item eight. These are files from Human Resources pertaining to applications, non-PERA contributing personnel documents for summer youth for 2007/2008/2009/2010, applications for summer youth for 2011/2012 and 2013, and hold harmless agreements for 2007 thru 2012. Mayor asked if Council had any questions- there were none. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve MOVED: Councilman Saiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez- Montoya - yes) FOR AND 0 AGAINST. 9. EXECUTIVE SESSION. Mayor Griego announced that the Council would be going into executive session pursuant to NMSA 1978 Section 10-15-1, that the following matters would be discussed in closed session: the hiring of a Utility Billing Clerk/Cashier. APPROVAL: Motion to go into executive session pursuant to NMSA 1978 Section 10-15-1 (H) (2). MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. Adjourned at 6:49 p.m. At 7:16 p.m., Mayor Griego asked for a motion to reconvene to go back into open session after discussing: the hiring of a Utility Billing Clerk/Cashier. APPROVAL: Motion to reconvene in open session pursuant to NMSA 1978 Section 10-15-1 (H) (2). MOVED: Councilman Romero SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. After discussion, Mayor Griego put up the name of Isaac Jaramillo. MOTION: Motion to approve MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya) FOR AND 0 AGAINST. 10. MINUTES. Mayor Griego asked if there were corrections or additions to the council minutes of February 23, 2017 – there was none. MOTION: Motion to approve minutes MOVED: Councilman Ortiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya) FOR AND 0 AGAINST. Mayor Griego asked if there were corrections or additions to the workshop minutes of February 23, 2017 – there was none. MOTION: Motion to approve minutes MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya) FOR AND 0 AGAINST. 11. ADJOURNMENT. Council meeting adjourned at 7:18 p.m. ______________________________________________ ________________________________ GREGORY D. MARTIN, VILLAGE ADMINISTRATOR CHARLES GRIEGO, MAYOR  MINUTES VILLAGE OF LOS LUNAS THURSDAY, MARCH 9, 2017 PUBLIC HEARING (Commenced at 6:24 P.M.) 3. LIQUOR LICENSE APPROVAL FOR 3409 HIGHWAY 47 SUITE D – MILAGRO VALUT. Ms. Christina Ainsworth presented item one. This is change and transfer in ownership and location for liquor license 1057 to a property located on Hwy 47 Suite D. This is for on-premises consumption and only for operating a lounge. The applicant informed Ms. Ainsworth of a correction, what is stated on the agenda says Valencia County License Ventures should be New Zone as the applicant. There was no opposition from residents. Mayor Griego asked if there were any comments – Mr. Roach approached the podium. He spoke in favor (the owner) of the license. Has owned numerous businesses in the past. Mayor Griego asked to close the public hearing and Council would go back in to open meeting. MOTION: motion to close public hearing and go back in to regular meeting MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Ortiz ROLLCALL: vote of 4 (Councilman Ortiz – yes; Councilman Romero – yes; Councilwoman Sanchez-Montoya – yes; Councilman Saiz – yes) FOR AND 0 AGAINST. Public hearing closed at 6:27 P.M.