Village of Los Lunas Council Agendas\Minutes

MINUTES VILLAGE OF LOS LUNAS THURSDAY, JUNE 22, 2017 The Board of Trustees of the Village of Los Lunas, County of Valencia, and State of New Mexico met Thursday, June 22, 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 Gino Romero, Councilman Christopher Ortiz, Councilwoman Paulette Sanchez-Montoya and Councilman Gerard Saiz. Mayor: Charles Griego Mayor Pro Tem: Gino Romero Council: Gerard Saiz Christopher Ortiz Paulette Sanchez-Montoya Also present were: Gregory Martin , Debra Sanchez, Sandy Schauer, Robert Anderson, Jim Rickey, Clayton TenEyck, Dina Holcomb, Aiden Holcomb, Ginny Adame, Alice Dasilk, Deborah Fox, Diego Luna, and Juan Baca-Luna. 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. VILLAGE OF LOS LUNAS GALLONS PER CAPITA CALCULATOR (GPCD). 2. VILLAGE OF LOS LUNAS MUNICIPAL WATER CONVERSVATION PLAN. 3. RESOLUTION 17-12 – SUBMIT PROJECT EXTENSION FOR MAP FUNDING 2016/2017. 4. PRESENTTION OF COLLECTIVE BARGAINING AGREEMENT NEGOTIATED BETWEEN THE VILLAGE OF LOS LUNAS AND THE LOS LUNAS FIREFIGHTERS ASSOCIATION. 5. RESOLUTION 17-10 – ADOPTING THE ACCOUNTING POLICIES AND PROCEDURES MANUAL. 6. RESOLUTION 17-11 – INTERIM BUDGET ADJUSTMENTS. 7. FIXED ASSET DISPOSAL. 8. CONTRACT – TREATMENT PROVIDER FOR DWI PROGRAM. 9. CONTRACT – EVALUATOR FOR DWI PROGRAM. 10. DESTRUCTION OF RECORDS – HR DEPARTMENT – I-9 FORMS. 11. CONTRACTS – REQUEST PERMISSION TO ENTER INTO CONTRACT FOR COMMUNITY SERVICES DEPARTMENT. 12. EXECUTIVE SESSION. a. Hire four (4) FT Solid Waste Laborers – Solid Waste Division / Public Works Department. b. Hire five (5) FT Firefighter/EMT’s – Fire Department. c. Hire 1 (1) Human Resource Tech – Administration Department. d. Hire 1 (1) Construction Inspector – Public Works Department. 13. APPROVAL OF MINUTES: a. Minutes from June 8, 2017 Council Meeting 5. 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 Carole Cristiano to lead the Mayor, Council and audience in the Pledge of Allegiance. • APPROVAL OF AGENDA. Mayor Griego asked if there were any changes/corrections to the council agenda – there were none. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve agenda MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. • PUBLIC INPUT FORUM. None. 1. VILLAGE OF LOS LUNAS GALLONS PER CAPITA CALCULATOR (GPCD). Mr. Michael Jaramillo presented item one. The Utility Billing Division in cooperation and guidance with Lee Wilson and Associates have developed a spreadsheet based on gallons per capita (GPCD) calculator. The purpose of this calculator is to give us an idea of what our water consumptive usage is. It is also a requirement from several agencies to make sure we know what we are doing with our water. Mr. Jaramillo introduced Ms. Britne Lee who would be giving a brief presentation on the calculator. Ms. Carole Cristiano also said a few words – they have been using this calculator for the past seven years. It was developed by the State Engineer’s Office, it’s not user friendly when you first look at it. Ms. Cristiano wanted to thank Mayor and Council for allowing staff to take on a new task. Ms. Lee proceeded to present the GPC calculator and how it works, (a power point presentation was also included with presentation). GPC calculator tracks conservation goals, template created by the office of the State Engineer, it analyzes usage by month and year, and entities are required to submit to OSC annually. GPC calculator is required for state funding of water and wastewater projects. Explains in basic terms how per capita use is calculated, total diversion from the water system is divided by population and averaged over 365 days. Ms. Lee continued with the power point presentation. Ms. Christiano explained that they started working on this project over a year ago. This is a complicated and ongoing process. (This item was for information purposes only). 2. VILLAGE OF LOS LUNAS MUNICIPAL WATER CONSERVATION PLAN. Mr. Clayton TenEyck presented item two. The Water Conservation Plan provides information on the current status of the water system and water use in the Village of Los Lunas, it also documents the past and current water conservation programs and presents the plans for further conservation efforts. Last plan was done in 2006 and needs to be updated. To be eligible for any future funding from the New Mexico Water Trust Board, this system needs to be in place. This is a five-year plan, 2017 through 2021. The Village has done a very good job of getting information out to its residents and educating residents and local businesses. Ms. Alice Darilek proceeded to talk about the water conversation plan that the Village is considering. The Village has put measures together, in the last ten years. Village has adopted two ordinances that prevents water waste (fugitive water), and an emergency response ordinance which deals with water use restrictions during times of severe drought or water shortage. Ms. Darilek suggested that Council look at and possibly update and strengthen the two ordinances that she talked about earlier (water waste prevention and emergency response). She also suggested that they look at the new development codes and regulations and update those as well. The next two items have to deal with high usage by residents or the industrial/institutional users. Identify unusual uses and have staff contact the customer or possible even visit them. Another is deals with rates – have staff look at the current rate structure to see how to strengthen to reward low water usage and discourage high water usage. Education is also a good basic effort to help other conservation measures. Incentives is also a good source in communities – rebates for installing certain plumbing fixtures and/or appliances. If all these measures were implemented, there would be a pump potential water use savings of 8%. Ms. Darilek hopes this information provides a good guide for the Village of Los Lunas. The next step is to adopt a resolution approving that plan and then those two items will go to the New Mexico Office of the State Engineer for approval. (This item was for information purposes only) 3. RESOLUTION 17-12 – SUMMIT PROJECT EXTENSION FOR MAP FUNDING 2016/2017. Mr. Michael Jaramillo presented item three. Mr. Jaramillo is requesting, on behalf of the Village of Los Lunas, a project extension from the New Mexico Department of Transportation for the 2016 MAP program. Because of unforeseen utility relocations, the Village of Los Lunas could not meet the June 30, 2017 deadline for the NM 6 drainage improvement project. The Village is request a one-year extension – funding deadline of June 30, 2018. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve resolution 17-12 MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 4. PRESENTATION OF COLLECTIVE BARGAINING AGREEMENT NEGOTIATED BETWEEN THE VILLAGE OF LOS LUNAS AND THE LOS LUNAS FIREFIGHTERS ASSOCIATION. Fire Chief John Gabaldon presented item four. Chief Gabaldon is seeking approval or disapprove of the recent collective bargaining agreement negotiations that were recently discussed. This is a three-year contract – they are allowed to bring two items annually along with wages, so we are only addressing a portion of the contract today. Chief introduced Ms. Dina Holcomb, attorney for the Village of Los Lunas in labor and employment matters and also collective bargaining. This was a reopener of negotiations – we negotiated wages and up to two other items by each party. The Village brought to the table regarding leave; change the day designation for military leave to hours designation make is equivalent to the rest of the employees who work 40 hours a week/8 hours a day to a Firefighter that does not work that normal 40-hour schedule, equivalent to 120 hours of military leave. We also reached a quick agreement on wage increases. Another change was uniforms – providing a set number of dress shirts/tee shirts/pants to providing a set amount per year – safeguards have been implemented and will go through the purchase order process ($1,000.00/per year for uniforms). Bargaining unit has accepted the changes. No comments from Council. 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 Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 5. RESOLUTION 17-10 – ADOPTING THE ACCOUNTING POLICIES AND PROCEDURES MANUAL. Ms. Monica Clarke presented item five. The accounting and procedures manual has been developed to document internal accounting procedures and practices. This manual is to assure that assets are safeguarded, financial statements are in conformity with accounting principles, and that finances are managed with reasonable stewardship. Monica will be send out a copy of the manual to everyone (personnel who hold a role in the management of the Village’s fiscal operations) to uphold the policies in the manual. Mayor Griego asked if this document would be updated from time to time. Monica responded yes, that it would be updated on an annual basis, it is a living document. It will be posted of the Village website as well. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve resolution 17-10 MOVED: Councilman Romero SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 6. RESOLUTION 17-11 – INTERIM BUDGET ADJUSTMENTS. Ms. Monica Clarke presented item six. There were items that were not captured at mid-year and felt it was appropriate to bring them to Council at this time. The local LEDA needed to be budgeted – 10% of general fund expenditure. There was an increase in GRT. Recreation fund was an increased; local government fund – local fees collected; fund 27 – accrual issue; fund 32 – debt service fund / revenue fund; fund 41 – USD expense loan will be paid off; and employee benefit fund – significant amount of retirees – additional money was received. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve resolution 17-11 MOVED: Councilman Ortiz SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 7. FIXED ASSET DISPOSAL. Ms. Monica Clarke presented item seven. Every year in May, we send a listing of all fixed assets to Department Head and Director for review (furniture, equipment, land, buildings and vehicles). We want to disposed of worn-out, unusable or obsolete items that are no longer in use or no longer economical or safe for continued use by the Village. As a result, these items were submitted by Supervisors and will be disposed of by Department. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve agenda MOVED: Councilman Saiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 8. CONTRACT – TREATMENT PROVIDER FOR DWI PROGRAM. Ms. Ginny Adame presented item eight. Ms. Adame is requesting permission to enter in to contract with Ms. Joann Cordova- Sanchez. She is a licensed Drug and Alcohol Abuse Counselor that has worked for the DWI Program for many years and that provides service for clients that are Spanish speaking only. There has been a decrease in funding which reflects a decrease in amounts and also in contracts. I hope that funding will pick up down the road. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve contract MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 9. CONTRACT – EVALUATION FOR DWI PROGRAM. Ms. Ginny Adame presented item nine. Ms. Adame is requesting permission to enter in to contract with Ms. Concha Montano whom is a nationally recognized trainer and consultant for diversity training, substance abuse prevention, strategic planning, community development, organizational development, evaluation, youth leadership, and team building with 32 years of experience. We received additional funding through House Bill 16 for this program. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve contract MOVED: Councilman Romero SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 10. DESTRUCTION OF RECORDS – HR DEPARTMENT -1-9 FORMS. Ms. Iris Padilla presented item ten. Iris is requesting permission from Council to move forward with the destruction of out date I-9 forms (dated between January 1, 1992 through January 1, 2013). 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 Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 11. CONTRACTS – REQUEST PERMISSION TO ENTER INTO CONTRACT FOR COMMUNITY SERVICES DEPARTMENT. Mr. Marcos Castillo presented item eleven. Marcos is seeking permission to enter in to contract with four individuals, one for Steven Gutierrez - security facility attendant for the Transportation Center; Daniel Cable – Men’s softball official; Alice Romero – Men’s softball official; and Christina Ham – program instructor for aerobics. There were no questions from Council. Mayor Griego asked for a motion from Council. APPROVAL: Motion to approve contracts MOVED: Councilman Romero SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 12. 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 will be discussed in closed session: the hiring of four FT Solid Waste Laborers; five FT Firefighters/EMT; one Human Resource Tech; and one Construction Inspector. APPROVAL: Motion to go into executive session pursuant to NMSA 1978 Section 10-15-1 (H) (2). MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. Adjourned at 7:17p.m. At 8:25p.m., Mayor Griego asked for a motion to reconvene to go back into open session after discussing: the hiring of four FT Solid Waste Laborers; five FT Firefighters/EMT; one Human Resource Tech; and one Construction Inspector. APPROVAL: Motion to reconvene in open session pursuant to NMSA 1978 Section 10-15-1 (H) (2). MOVED: Councilman Romero SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Solid Waste Laborer, Mayor Griego put up the name of Mr. Juan Baca Luna. MOTION: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Solid Waste Laborer, Mayor Griego put up the name of Mr. William Minier. MOTION: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Firefighter/EMT, Mayor Griego put up the name of Chad Morris. MOTION: Motion to approve MOVED: Councilman Romero SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Firefighter/EMT, Mayor Griego put up the name of Chris Garcia. MOTION: Motion to approve MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Firefighter/EMT, Mayor Griego put up the name of Justin Holmquist. MOTION: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Firefighter/EMT, Mayor Griego put up the name of Brian Irving. MOTION: Motion to approve MOVED: Councilman Romero SECONDED: Councilman Saiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Firefighter/EMT, Mayor Griego put up the name of Jennifer Edmonds. MOTION: Motion to approve MOVED: Councilwoman Sanchez-Montoya SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Human Resource Tech, Mayor Griego put up the name of Nadine Jaramillo. MOTION: Motion to approve MOVED: Councilman Saiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. For the position of Construction Inspector, Mayor Griego put up the name of Richard Lovato. MOTION: Motion to approve MOVED: Councilman Saiz SECONDED: Councilwoman Sanchez-Montoya CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 13. MINUTES. Mayor Griego asked if there were corrections or additions to the council minutes of June 8, 2017 – there was none. MOTION: Motion to approve minutes MOVED: Councilman Ortiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero – yes; Councilman Ortiz – yes; Councilman Saiz – yes; Councilwoman Sanchez-Montoya - yes) FOR AND 0 AGAINST. 14. ADJOURNMENT. Council meeting adjourned at 8:30p.m. ______________________________________________ ________________________________________ Gregory D. Martin, Village Administrator Charles Griego, Mayor