Village of Los Lunas Council Agendas\Minutes

VILLAGE OF LOS LUNAS REGULAR COUNCIL MEETING AGENDA THURSDAY, AUGUST 24, 2023 – 6:00PM COUNCIL CHAMBERS – 660 MAIN STREET LOS LUNAS, NM 87031 ATTENTION: Village Council meetings are also streamed live via Microsoft TEAMS. You may connect with codes that are available on our website (www.loslunasnm.gov) and/or https://www.loslunasnm.gov/meeting. PLEASE TURN OFF OR MUTE ALL ELECTRONIC DEVICES DURING THE MEETING. YOUR COOPERATION IS APPRECIATED. The Village of Los Lunas Council is pleased to have residents of the community take time to attend Village Council Meetings. Attendance and participation is encouraged. Individuals wishing to be heard during Public Input and Public Hearing proceedings are encouraged to be prepared and will be limited to three (3) minutes in order to allow everyone the opportunity to be heard. PUBLIC COMMENTS ARE EXPECTED TO BE CONSTRUCTIVE AND DEVOID OF CHARACTER ASSASSINATION. Questions raised on non-agenda items may be answered at a later date in order to facilitate proper research. Written comments are welcome and should be given to the Village Administrator prior to the start of the meeting. Written materials will not be accepted during regular agenda items in the interest of time. ♦ CALL MEETING TO ORDER. ♦ PLEDGE OF ALLEGIANCE. ♦ APPROVAL OF AGENDA. ♦ PUBLIC INPUT FORUM. ERIN CALLAHAN 1. ALBUQUERQUE REGIONAL ECONOMIC ALLIANCE (AREA) 2023 UPDATE. DANIELLE CASEY TAB 1. ACTION REQUESTED OF COUNCIL: INFOMRATIONAL ONLY. BACKGROUND AND RATIONALE: The Village of Los Lunas works with AREA through a partnership agreement to assist us with economic development activities, including representing properties in our municipal limit to regional projects, convening economic development advisory councils, and providing a database for demographic information throughout the region. Danielle Casey, President and CEO of AREA, will be providing an update on their activities over the past year. ERIN CALLAHAN & 2. MEMORANDUM OF UNDERSTANDING WITH SANDOVAL COUNTY REGARDING I40 TRADEPORT CORRIDOR DORA DOMINGUEZ MOBILITY PLAN. TAB 2. ACTION REQUESTED OF COUNCIL: Approve or disapprove. BACKGROUND AND RATIONALE: This MOU with Sandoval County would allow the Village of Los Lunas to be a partner agency in an Interstate 40 TradePort Corridor and Mobility Plan for Central New Mexico. This valuable effort and partnership will create greater visibility and outreach to support community-wide business development, and to recruit domestic and foreign companies and direct investment into the local economy. GREGORY D. MARTIN 3. AQUATICS CENTER NEEDS ANALYSIS AND CONCEPTUAL PLAN PROPOSAL TAB 3. ACTION REQUESTED OF COUNCIL: Approve or disapprove. BACKGROUND AND RATIONALE: Village Councilor Romero and Village Administrator Martin have been in discussion with consultants regarding planning for a possible Aquatics Center in Los Lunas. The Village has received a proposal from The Sports Facilities Companies and Councilman Hunsaker (consultants) to help the Village Council and Village staff more fully understand the market opportunity, project feasibility, and overall financial viability of such a project in Los Lunas. If approved, the consultants will perform a Needs Analysis based on input from a steering committee, community members and stakeholders, and area demographics. As part of the study, consultants will also prepare a Conceptual Plan (possible facility options) and Cost Analysis (estimated construction and operations costs) based on conceptual designs and operations protocol for the proposed project. Results of this study will give the Village and other community partners and stakeholders data and information they need to make informed decisions about if, when, and how to move forward with the project.  4. EXECUTIVE SESSION – pursuant to NMSA 1978 Section §10-15-1(H), the following matters may be discussed in closed session: TAB 4. a) Hire FT Police Officer – Police Department. b) Hire FT Police Clerk – Police Department. c) Hire FT Facility Maintenance Technician III – Facility Maintenance Division / Parks and Recreation d) Hire FT Facility Maintenance Technician II – Facility Maintenance Division / Parks and Recreation Department. e) Hire FT Park Technician I - Parks Division / Parks and Recreation Department. f) Hire FT Construction/Safety Inspector – Streets Division / Public Works Department. g) OF 5. APPROVAL Hire PT Museum Technician – Museum Division / Library Department. MINUTES. TAB 5. a) Minutes from August 10, 2023, Council Meeting. b) Minutes from Quasi-Judicial Workshop, July 127 2023. c) Minutes from Compensation & Classification Workshop, August 3, 2023. 6. ADJOURNMENT. If you are an individual with a disability who needs a reader, ampli�ier, quali�ied sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact the Deputy Clerk �ive (5) days prior to council meeting at 839-3840.  INTERNAL AGENDA REQUEST FORM DATE OF COUNCIL MEETING (08/24/2023) (AGENDA REQUESTS ARE DUE TUESDAY @ NOON ONE WEEK PRIOR TO COUNCIL MEETING) AGENDA TITLE: Albuquerque Regional Economic Alliance (AREA) 2023 Update ACTION REQUESTED OF COUNCIL: Information only BACKGROUND AND RATIONALE: The Village of Los Lunas works with AREA through a partnership agreement to assist us with economic development activities, including representing properties in our municipal limit to regional projects, convening economic development advisory councils, and providing a database for demographic information throughout the region. Danielle Casey, President and CEO of AREA, will be providing an update on their activities over the past year. PRESENTER(S): Erin Callahan and Danielle Casey  INTERNAL AGENDA REQUEST FORM DATE OF COUNCIL MEETING (08/24/2023) (AGENDA REQUESTS ARE DUE TUESDAY @ NOON ONE WEEK PRIOR TO COUNCIL MEETING) AGENDA TITLE: Memorandum of Understanding with Sandoval County regarding I40 TradePort Corridor Mobility Plan ACTION REQUESTED OF COUNCIL: Approve or Disapprove BACKGROUND AND RATIONALE: This MOU with Sandoval County would allow the Village of Los Lunas to be a partner agency in an Interstate 40 TradePort Corridor and Mobility Plan for Central New Mexico. This valuable effort and partnership will create greater visibility and outreach to support community-wide business development, and to recruit domestic and foreign companies and direct investment into the local economy. PRESENTER(S): Erin Callahan and Dora Dominguez (Sandoval County Economic Development)  MEMORANDUM OF UNDERSTANDING (MOU) between Sandoval County and Village of Los Lunas This Memorandum of Understanding (MOU) is entered into by and between Sandoval County, a political subdivision of the State of New Mexico and Village of Los Lunas, a political subdivision of the State of New Mexico, on the date of the last signature, as reflected below. WHEREAS, Sandoval County and Village of Los Lunas agree that regional mobility and transportation is an important component of a successful economic development program; and WHEREAS, Sandoval County and Village of Los Lunas agree that by combining efforts, the partnership will create greater visibility and outreach to support community-wide business development, and to recruit domestic and foreign companies and domestic and foreign direct investment into the local economy; and WHEREAS, both Sandoval County and the Village of Los Lunas Council have approved funding for FY 24 to support an Interstate 40 Trade TradePort Corridor and Mobility Plan for Central New Mexico; and WHEREAS, Sandoval County has had a consultant under contract since April of 2023 to develop a transportation and mobility study for Central New Mexico; and WHEREAS, Sandoval County intends to continue the services of the contractor through June 30, 2024; and WHEREAS, the Village of Los Lunas is an agreement with both the choice of Contractor and the Service provided by the Contractor; and NOW, THEREFORE, Sandoval County and the Village of Los Lunas agree to the following in regard to a partnership to develop a Trade Port Corridor and Mobility Strategy Plan for Central New Mexico. 1. PURPOSE & SCOPE The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they relate to the development of a Trade Port Corridor Coalition and Mobility Strategy Plan for Central New Mexico. This MOU will be coordinated through Sandoval County’s Economic Development Department ("SCEDD") and Los Lunas Community Development Department. Additionally, agreed under the Mobility Plan Partnership Bernalillo County, New Mexico is named as the lead agency for the UsDOT for Regional Infrastructure Accelerator Designation application. The I-40 TradePort Corridor Coalition is a group of multi-state public and private partners from California, Arizona and New Mexico that have agreed to work together to develop a nationally significant state of the art innovative energy focused development project along the I-40/BNSF logistics corridor. This structured collaborative model can set a standard for systemic, multi-state public private partnerships that aim to solve the on-going national supply chain crisis. These TradePorts are public private investment systems, with strategic and modest public investments supporting clean energy, logistics, transportation and industrial investment infrastructure. In particular, this MOU is also intended to: • Develop the framework by which Interstate Corridor Partners within the Greater Metro Area will work together • Define the roles and responsibilities of each party • Define the time period of the partnership • Define the desired outcome of the partnership 2. VILLAGE OF LOS LUNAS RESPONSIBILTIES UNDER THIS MOU A. Generate awareness of the international trade services provided throughout the Village of Los Lunas and Valencia County. B. Make available Village Elected Officials and Senior Management for meetings exposure and opportunities for local businesses. C. Secure additional project letters of support as requested for use in Regional Infrastructure Accelerator Designation application. D. Collaborate with the Trade Corridor Partners on the development of start-up, expansion, and recruitment leads generated as a result of TradePort Corridor and Mobility Strategy Plan for Central New Mexico. E. Allocate additional resources, as available, such as space for meetings and seminars, as well as promotional opportunities throughout the Village of Los Lunas public relations activities. F. Provide $10,000.00 to Sandoval County for TradePort Corridor and Mobility Strategy Plan and project consultant services for Central New Mexico (See Section 5 of this MOU). 3. SANDOVAL COUNTY RESPONSIBILITIES UNDER THIS MOU The Sandoval County's Economic Development Department shall undertake the following activities: A. Contract with a consultant to provide the following services to Sandoval County and the Village of Los Lunas 1. Coordinate meetings and schedules as requested by the contractor. The contractor will create a Central New Mexico TradePort Corridor Coalition & Mobility Plan and provide the research and actionable deliverables as a catalyst to a next-generation supply chain and manufacturing center that functions as an extension to the largest seaport complex in North America. 2. Generate awareness of the international trade services provided throughout the County. 3. Make available County Elected Officials and Senior Management for meetings exposure and opportunities for local businesses. 4. Secure project letters of support for use in Regional Infrastructure Accelerator Designation application. 5. Collaborate with the County, project and community partners on the development of start-up, expansion, and recruitment leads generated as a result of TradePort Corridor and Mobility Strategy Plan for Central New Mexico. 6. Allocate additional resources, as available, such as space for meetings and seminars, as well as promotional opportunities through County public relations activities. 7. Secure additional MOUs deemed as required by the project partners and contractor. 8. Provide funding support of $50,000 for TradePort Corridor Coalition and Mobility Strategy Plan for Central New Mexico. 9. Administer all contractor billings, payments and required reporting under Sandoval County’s contract with GLD Partners. 4. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES THAT: A. Modification: Once signed, any modification to this Memorandum of Understanding must be agreed upon through the written consent of both parties. B. Time of Agreement: This memorandum of understanding will become effective on the date of the last signature on the document and remain in effect until June 30, 2024. Either party may withdraw from this MOU in its sole discretion upon (30) days written notice to the other parties, provided that any funds due from Village of Los Lunas to Sandoval County for services performed by the contractor as of the notice date shall be paid in full. 5. FUNDING This MOU does authorize the transfer of funds of $10,000 from Village of Los Lunas to cover an apportionment of the cost of consultant’s fees related to the creation of submitted proposal and application preparation of a USDoT Build America Bureau grant project requesting $3.8 million over a two-year period to support this project. Bernalillo County (BCEDD) is to serve as grant applicant of record for purposes of the grant submission. Sandoval County is to administer all contractor billings, payments and required reporting under Sandoval County’s contract with GLD Partners. (see Section 3 of this MOU). • Any funding transferred from BCEDD to other project partners for work determined as funded under the terms of the grant award shall be done in accordance with all procurement regulations and procedures. • Any additional funding support provided by Village of Los Lunas or SCEDD shall be coordinated on a case by case basis. 6. EFFECTIVE DATE AND SIGNATURE This MOU shall be effective upon the last signature of Sandoval County and Village of Los Lunas authorized officials. APPROVED Sandoval County Approved as to Form: ______________________________ _____________________________ Wayne Johnson Date Michael Eshleman Date County Manager County Attorney Village of Los Lunas  Approved as to Form: ______________________________ __________________________________ Charles Griego, Mayor Date Larry Guggino, Attorney Date Village of Los Lunas Village of Los Lunas  INTERNAL AGENDA REQUEST FORM DATE OF COUNCIL MEETING _08/24/2023_________ (AGENDA REQUESTS ARE DUE TUESDAY @ NOON ONE WEEK PRIOR TO COUNCIL MEETING) AGENDA TITLE: Aquatics Center Needs Analysis and Conceptual Plan Proposal ACTION REQUESTED OF COUNCIL: Approval/Disapproval BACKGROUND AND RATIONALE: Village Councilor Romero and Village Administrator Martin have been in discussion with consultants regarding planning for a possible Aquatics Center in Los Lunas. The Village has received a proposal from The Sports Facilities Companies and Counsilman Hunsaker (consultants) to help the Village Council and Village staff more fully understand the market opportunity, project feasibility, and overall financial viability of such a project in Los Lunas. If approved, the consultants will perform a Needs Analysis based on input from a steering committee, community members and stakeholders, and area demographics. As part of the study, consultants will also prepare a Conceptual Plan (possible facility options) and Cost Analysis (estimated construction and operations costs) based on conceptual designs and operations protocol for the proposed project. Results of this study will give the Village and other community partners and stakeholders data and information they need to make informed decisions about if, when, and how to move forward with the project. PRESENTER(S): _Gregory Martin, Village Administrator____________ PROPOSED SERVICES Proposed services document prepared exclusively for Los Lunas, New Mexico by The Sports Facilities Companies July 27, 2023  600 Cleveland Street, Suite 910 C l e a r w a t e r , F L 33 7 5 5 T e l : ( 7 2 7 ) 4 7 4 -3 8 4 5 Fax: (727) 462 -2800 sp o rtsfa ci l i tie s .co m | th e sfn e tw o rk.co m July 27, 2023 Dear Gregory, It has been great to speak with you about the vision to develop a new aquatic complex in Los Lunas, New Mexico. Based on our conversation, we understand that the desire is to more fully understand the market opportunity, project feasibility, and overall financial viability for the development. This is directly in-line with our core competency as an organization and we’re confident we can serve your needs. The steps outlined reflect the proven process that we have used to serve over 2,000 communities representing over $10 billion in planned assets over the past 20 years. While the steps within this proposal are our standard process, the work we do within this scope are highly customized to your vision, market, and desired outcomes. Once you review the proposed scope of work, please do not hesitate to contact me with any questions you have. We have assisted a wide range of projects from early strategy and planning, through funding, opening, and on to successful operation. We are confident this process will help provide you with the data necessary to determine the best path forward! I look forward to discussing the approach with you in the upcoming days. Sincerely, Jim Arnold National Director of Business Development Sports Facilities Companies 404-984-6682 | jarnold@sportsfacilities.com S p o r t s F a c i l i t i e s C o m p a ni e s SF COMPANIES | SCOPE OF SERVICES I. SERVICES: The Owner, hereby retains the Consultant as its aquatic planning and design consultant for the proposed project. The scope of the Consultant's services are: 1. NEEDS ANALYSIS: A. Meet with the steering committee, plus any designated community groups and/or individuals involved in the project to analyze needs and determine objectives. The Consultant will conduct individual interviews as necessary with, for example, local education administrators and/or athletic directors, chamber of commerce representatives, business leaders, private and public recreation providers, health professionals, competitive swim groups, swim coaches, instructors, activity programmers, youth and seniors groups, and others if requested in order to ascertain existing levels of service and the perceived needs of various user groups in the community. B. In addition to individual meetings, The Consultant will participate in a public or by invitation civic meeting to discuss the various issues concerning the proposed facility. This discussion will include images and/or video presentations with commentary on features of other aquatic centers similar to that being considered for this project, background information on historic and contemporary issues in the industry, and an open-forum question-and-answer session to discuss concerns and needs of those individuals and groups attending the meeting. A matrix of programming priorities will be developed and discussed to prioritize programming and facility features. The Consultant will use the results of the interviews and public workshop to develop a needs profile. C. Conduct research and compile demographic information necessary to appropriately evaluate the proposed facility, including population, age distribution, income, weather analysis and economic considerations that could affect the project’s viability. D. Develop a web-based survey in order to gather community input for the preferred aquatic facility features. E. Prepare and submit an outline of a Design Program of spaces and features for the proposed aquatic center describing the natatorium, pool size, shape and support spaces based on preliminary discussions and meetings noted above. F. Based on the first meeting and committee's review of the outline program, develop with the Owner or architect a Design Program for the aquatic facility with recommendations on the size and shape of the pool(s) and support spaces. 2. CONCEPTUAL PLAN (OPTIONAL): A. Based on the agreed upon program, the Consultant will prepare three concepts. Typically, these concepts consist of an ideal, preferred and minimum acceptable. The ideal concept includes areas of programming without taking into account budget considerations. The preferred facility supports the design program with costs to meet the proposed budget. The minimum acceptable concept is a facility that will be considered if the project experiences limited funding. B. The Consultant will provide a conceptual plan of each option. The purpose of the plans will be to illustrate ways to organize the spaces in a functional arrangement and to confirm that the facility footprint will contain the areas proposed in the Design Program. C. The Consultant will meet with the committee to participate in a design workshop. Preliminary concepts and program features will be reviewed and confirmed. A public meeting may or may not be held as a part of this visit. D. Following the meeting, the Consultant will revise the selected plan(s) and send it to the Committee for review. 3. COST ANALYSIS:  A. The Consultant will prepare an Opinion of Probable Construction Cost for the pool(s) and building. Recent project bid figures of similar projects will be used as well as national estimating guides and local cost adjustment factors. The hard construction cost figures will be supplemented by a development cost factor, which will include such "soft" costs as professional fees, survey, geotechnical report, document reproduction, advertisement for bids and all anticipated expenses related to the administration of the project. The sum of these two cost figures will be the total project cost so that the Owner will have a comprehensive overview before making an informed decision about the project. B. The Consultant will prepare a Feasibility Study and will develop an opinion of operations protocol for the proposed project. The following will be researched and analyzed: 1. Operational data including attendance levels and trends, visitor mix, per capita expenditures, revenue, operating expenses, net operating income and net income after capital costs. 2. Proposed marketing strategies, pricing policies and sponsorship efforts. 3. Analysis of market penetration and compilation of demographic trends in the market area, including population levels and trends, incomes, age distribution and ethnic composition based on the Consultant’s demographic data bank. 4. A review of local weather patterns during the pool’s effective operating season. 5. A review of local school year schedules. 6. A review of competing aquatic facilities in the area. 7. Projections of attendance potential. 8. Projections of design level attendance figures and required capacity requirements. 9. Projections of facility operational expenses including, personnel, chemical demand, operating supplies, maintenance and repair, utility demand, marketing, food and beverage and retail. 10. Projections of financial performance 11. Preliminary estimates of warranted investment levels based on projected net operating income. C. The Consultant will make a final presentation to the project committee outlining the methods and results of the study. II. DRAWINGS: All of the reports, drawings and specifications prepared by the Consultant as instruments of service are and shall be the property of the Consultant whether the project for which they are made is executed or not. The Client shall be permitted to retain copies, including reproducible copies of the reports, drawings and specifications. III. DELIVERABLES: 1. Base Deliverables (included in lump sum listed under IV. FEES): i. Copy of all presentations in PDF format and graphics for Owner use that detail the process and findings for the feasibility study. 1. Kickoff Presentation 2. Options Presentation 3. Final Presentation Total Price Quote: $29,500.00 + (Optional) Concept and Designs $5,000.00 Please Note: This proposal is valid for 60 days from issuing date.  MINUTES VILLAGE OF LOS LUNAS THURSDAY, AUGUST 10, 2023 The Board of Trustees of the Village of Los Lunas, County of Valencia, and State of New Mexico met Thursday, August, 2023, in regular session at 6:00 PM. Roll call was taken and the following were present: Mayor Charles Griego, Councilman Christopher Ortiz, Councilman Gino Romero, James Runyon, Councilman, and Councilman Cruz Munoz were present. Meeting was conducted in person and recorded through TEAMS. Mayor: Charles Griego Mayor Pro Tem: James Runyon Council: Gino Romero Christopher Ortiz Cruz Munoz Also present were Gregory D. Martin, Luis Brown, and Craig Donahoe. In accordance with Ordinance 114A, the following agenda was prepared and circulated as required: 1. APPOINT VOTING DELEGATE FOR 2023 ANNUAL NEW MEXICO MUNICIPAL LEAGUE BUSINESS MEETING. 2. RESOLUTION 23-16 – ADOPTING THE 2025-2029 INFRASTRUCTURE CAPITAL IMPROVEMENT PLAN (ICIP). 3. RESOLUTION 23-17 – ADOPTION OF 2023 BASE PAY STRUCTURE. 4. EXECUTIVE SESSION. a) Hire FT Administrative Assistant – Administration Department. b) Hire FT Facility maintenance Technician I – Facility Maintenance Division / Parks and Recreation Department. c) Hire FT Facility Maintenance Supervisor – Facility Maintenance Division / Parks and Recreation Department. d) Hire FT Recreation Assistant – Recreation Division / Parks and Recreation Department. e) Hire 2-FT Project Coordinators – Wastewater Treatment Plant and Streets Divisions /Public Works Department. f) Hire FT Facility Technician II – Facility Maintenance Division / Parks and Recreation Department. g) Discuss the Collective Bargaining Agreement between the Village of Los Lunas and Los Lunas Fire Fighters’ Association Local 4297. 5. APPROVAL OF MINUTES: a) Minutes from July 20, 2023, 2023, Council Meeting. b) Minutes from PID Board Meeting, July 13, 2023. 6. ADJOURMENT. • CALL MEETING TO ORDER. At 6:00 PM, Mayor Griego brought the meeting to order and welcomed the audience. • PLEDGE OF ALLEGIANCE. Mayor Griego asked Fred Carbajal to lead the Council and TEAMS participants in the Pledge of Allegiance. • APPROVAL OF AGENDA. Mayor Griego asked for a motion from Council. Motion to approve. APPROVAL: Motion to approve agenda as presented. MOVED: Councilman Ortiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. • PUBLIC INPUT FORUM. None. 1. APPOINT VOTING DELEGATE FOR 2023 ANNUAL NEW MEXICO MUNICIPAL LEAGUE BUSINESS MEETING. Mr. Gregory D. Martin presented item one. Member municipality in good standing and registered and attending the annual conference shall be entitle to one delegate vote in electing officers/deciding policy and any other items that come up at the annual business meeting. Mayor Griego asked Council if they had any questions – there were none. Mayor Griego asked for a motion from council. APPROVAL: motion to appoint Gregory Marting as voting delegate and Michael Jaramillo as alternate. MOVED: Councilman Runyon SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. 2. RESOLUTION 23-16 – ADOPTING THE 2025-2029 INFRASTRUCTURE CAPITAL IMPOVEMENT PLAN (ICIP). Mr. Michael Jaramillo presented item two. This is the second presentation – required by DFA. Brittany continued with presentation. They solicited projects from Mayor and Council – they were ready present changes/additions. Added was Rancho Valencia Park and Sun Ranch Intersection Improvements. The ICIP and resolution are ready to be signed. Mayor Griego asked the public if there were any comments – there were none. Mayor Griego asked for a motion from Council. APPROVAL: motion to approve resolution 23-16 MOVED: Councilman Runyon SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. 3. RESOLUTION 23-17 – ADOPTION OF 2024 BASE PAY STRUCTURE FOR NON-UNION EMPLOYEES OF THE VILLAGE OF LOS LUNAS. Mr. Marcos Castillo presented item three. Marcos read a brief statement before he moved into the presentation, “Compensation & Classification.” Options for implementation, base pay structure, financial forecast and implications. Marcos mentioned that thee were three resolutions in everyone’s agenda packet - base pay structure / option 1, option 2, and option 3. Option 1 – 15-year progression with no step progression tied to performance. Option 2 – 10-year progression, 1 step per year with no step progression tied to performance / percent multiplier to be put in place once employee reaches step 10. Option 3 – similar progress as Option 2, 10-year progression, 1 possible step per year with successful completion of employee performance evaluation, percent multiplier to be put in place once employee reaches step 10; and possible multiple step jump for employee’s who exhibit outstanding performance. Mayor Griego asked Council if there were any questions. The Village currently conducts performance evaluations – Marcos mentioned that they would need to be tweaked a bit and all supervisors will be retrained. Option 3 component is tied with performance. Any employees that exceeding in their job performance/high performing and would require good justification, supervisor would have the option to jump to step two. Question was raised about an employee who was not doing well – bad performance evaluation, how would that work. Marcos replied that they would stay at that same step/needs’ improvement. If the Council voted on a COLA, they would get that but not the step. The next presentation is the base pay structure/fiscal yar 2024 – there will be one for Police and one for Fire. The five percent was a place holder in the budget and actual percentage increase varies by position. Police Department – theirs is slightly different – they (police, detectives, and police sergeants) work 22/36 hrs., so their math is different. When they complete the academy, they automatically move in to step one. Fire fighters works 29/12 – math is different when it comes to hourly. Marcos shared a list of positions and the grades associated with each position. Cheryl Cates will make presentation, Financial Forecast and Implications, next. Went over the five-year forecast with Mayor and Council (6/30/24 to FY 2029). For revenue, she looked at historical data – FY2020 thru FY2024 budget, five-year annual increase forecast of 7.5%. FY2025-FY2029 include a five-year rolling average with an annual increase of 7%. For salaries/wages/benefits, she did something very similar – took 2024 budget and added in general fund portion of what would be increased if resolution is approved this evening. She took that and added in a 3% increase through the year 2029. Operating expenses – show a five-year average annual increase of 13.8%. Operating expenses – includes a five-year rolling average with an annual increase of 14%. Cheryl went over the enterprise funds (water/sewer fund, solid waste fund). Indicators for future growth in Los Lunas (information supplied by Erin Callahan), 13 subdivisions - commercial and national chains rely on rooftops to make their decisions on where to locate their business. Councilman Romero thanked Cheryl for the information – he also offered an apology to Greg Martin. Mayor Griego appreciated the forecast on revenue. Councilman Ortiz asked if it was good “city-wide.” The following directors came up to speak in favor of the plan – Michael Jaramillo, Public Works Director / John Gabaldon, Fire Chief / Jason Duran, Parks and Recreation Department / Frank Lucero, Police Chief / Cynthia Shetter, Library Director. Marcos went over steps 1 – 3 with Council. Mayor Griego asked for a motion from Council. APPROVAL: motion to approve resolution 23-17 option three. MOVED: Councilman Romero SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. 4. EXECUTIVE SESSION Mayor Griego announced that the Council would be going into executive session pursuant to NMSA 1978 Section 10-15-1(H), the following matter may be discussed in closed session: hiring of a FT Administrative Assistant, FT Facility Maintenance Technician I, FT Facility Maintenance Supervisor, FT Recreation Assistant, 2-FT Project Coordinators (WWTP & Street Divisions), FT Facility Technician II, and Discuss the Collective Bargaining Agreement between the Village of Los Luna and the Los Lunas Fire Fighter’s Association Local 4297. APPROVAL: Motion to adjourn into executive session MOVED: Councilman Runyon SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. 6:55PM At 7:44PM, Mayor Griego asked for a motion reconvene from Council indicating that they discussed the hiring of a FT Administrative Assistant, FT Facility Maintenance Technician I, FT Facility Maintenance Supervisor, FT Recreation Assistant, 2-FT Project Coordinators (WWTP & Street Divisions), FT Facility Technician II, and Discuss the Collective Bargaining Agreement between the Village of Los Luna and the Los Lunas Fire Fighter’s Association Local 4297. APPROVAL: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Runyon CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Administrative Assistant position – Mayor Griego put up the name of Makayla Moody. APPROVAL: Motion to approve MOVED: Councilman Munoz SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Facility Maintenance Technician I – Mayor Griego put up the name of Anthony Marquez. APPROVAL: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Romero CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Facility Maintenance Technician I – Mayor Griego put up the name of Michael Salazar. APPROVAL: Motion to approve MOVED: Councilman Runyon SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Facility Maintenance Supervisor – Mayor Griego put up the name of Kenneth Peralta. APPROVAL: Motion to approve MOVED: Councilman Munoz SECONDED: Councilman Runyon CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Recreation Assistant – Mayor Griego put up the name of Jazmin Peralta. APPROVAL: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Runyon CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Project Coordinator – Mayor Griego put up the name of Eric Jaramillo. APPROVAL: Motion to approve MOVED: Councilman Munoz SECONDED: Councilman Runyon CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Project Coordinator – Mayor Griego put up the name of Kenneth Dillingham. APPROVAL: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding FT Facility Technician II – Mayor Griego put up the name of Gilbert Toney. APPROVAL: Motion to approve MOVED: Councilman Runyon SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Regarding the collective bargaining agreement between the Village of Los Lunas and the Los Lunas Fire Fighters Association Local 4297 – we approve agreement and to include pay study. APPROVAL: Motion to approve MOVED: Councilman Runyon SECONDED: Councilman Munoz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. 5. MINUTES. Mayor Griego asked if there were corrections to the council minutes of the July 20, 2023, Council Meeting – there were none. APPROVAL: Motion to approve MOVED: Councilman Ortiz SECONDED: Councilman Runyon CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. Mayor Griego asked if there were corrections to the PID Board minutes of the July 13, 2023 – there were none. APPROVAL: Motion to approve MOVED: Councilman Runyon SECONDED: Councilman Ortiz CARRIED: Motion passed on a vote of 4 (Councilman Romero- yes; Councilman Ortiz – yes; Councilman Munoz – yes; Councilman Runyon - yes) FOR AND 0 AGAINST. 6. ADJOURNMENT. Council meeting adjourned at 7:50PM. _____________________________________________ ____________________________________________ Gregory D. Martin, Village Administrator _ Charles Griego, Mayor  1 QUASI-JUDICIAL WORKSHOP MINUTES VILLAGE OF LOS LUNAS THURSDAY JULY 27, 2023 The Board of Trustees of the Village of Los Lunas, County of Valencia, and State of New Mexico met Thursday, July 27, 2023, in a workshop started at 6:00 PM at the Council Chambers. Roll call was taken, and the following were present: Mayor Charles Griego, Councilmen Gino Romero, Chris Ortiz, Cruz Munoz, and James Runyon. Also in attendance was the Planning & Zoning Commissioners. Meeting was taped/recorded on TEAMS. Mayor: Charles Griego Mayor Pro Tem: James Runyon Council: Gino Romero Chris Ortiz Cuz Munoz In accordance with Ordinance 114A, the following agenda was prepared and circulated as required: 1. BACKGROUND AND HISTORICAL CONTEXT FOR LAND USE REGULATIONS. 2. CONSTITUTIONAL AMENDMENT THAT IMPACT LAND USE REGULATIONS. 3. LEGISLATIVE ACTIONS VS. QUASI-JUDICIAL HEARINGS. 4. THE COUNCIL’S AND PLANNING AND ZONING COMMISSION’S ROLE IN QUASI-JUDICIAL HEARINGS. 5. BEST PRACTICES FOR QUASI-JUDICIAL HEARINGS. 6. TIPS FOR GOOD DELIBERATIONS. 7. ISSUES RELATED TO CLOSING OUT THE HEARING PROCESS. 8. THE ISSUANCE OF A DECISION GRANTING OR DENYTING THE LAND USE REQUEST. 9. TIPS FOR AVOIDING CONFLICTS AS A QUASI-JUDGE. 10. CLOSING REMARKS. Presenters: Erin Callahan, Community Development Director and Larry Guggino, Village Attorney. - Erin explained that she was going to walk everyone through the basics for why we have land use regulations and its authority. - There are five constitutional amendments that are very important in land use regulations. The first one is the First Amendment – free speech, freedom of religion – sign codes; location of religious facilities. Fifth Amendment – due process; regulatory changes to any personal property or certain neighboring properties; eminent domain and condemnation. Tenth Amendment – police powers, establishes the right of governments to regulate private property to protect health, safety and public welfare. Thirteenth Amendment – abolishing slavery and conditions of involuntary servitude; fair establishment of land use regulations so that minority of low-income populations are not excluded from community. Fourteenth Amendment – States’ due process; additional clause to ensure state’s laws don’t violate due process. - Sign Codes: we use to have a policy (political) you can only post a sign 30 days prior to an election and seven days after election. Several years ago a federal court determined that this rule was not constitutional because it violates the first amendment. Political speech is considered free speech. - As our cities grow, there is a need to draft regulations for how people are building on their property. - As cities grew, officials began to draft more regulations to manage the larger buildings, ore intense land uses, and closer proximity of residents. - In the 1920’s city planning is encouraged at the federal level. Local governments can divide their jurisdictions into districts, develop zone regulations for those districts, and amend the regulations as needed. Zoning Commission required to advise on initial development of zoning regulations. - 1928 – Standard City Planning Enabling Act – local governments can authorize a Planning Commission to prepare and adopt a master plan for their jurisdiction, to include plans for physical development, street networks, and public improvement. - There are two types of public hearings: Legislative: reflects public policy relating to matters of a permanent or general character. Not normally restricted to a particular individual or entity; and broad, applies to great number of individuals or property. Quasi-Judicial: determines the rights of a specific person/entity in relation to a specific property interest (land or license - similar to court proceeding; and apply facts developed at a hearing to specific ordinances to resolve the particular question.  2 - For quasi-judicial decisions, zoning is a big one. Within the zoning ordinance: conditional and designated use permits; zone map amendments (zone changes); special use amendments; assignment of zone during annexation; and area plans (planned unit developments and planned residential developments) for private land. - Quasi-Judicial decisions: Public Improvement Districts (PIDs), and PID development agreements. Variances and appeals variances; appeal of decision of zoning official; and appeal of a decision of Planning and Zoning Commission. - Quasi-Judicial Role: Village Council and Planning and Zoning Commission required to act in a quasi-judicial role, or “like a judge”. Due process and fundamental fairness. Act “like a judge” before, during and after the hearing. - Erin turned over the mic to Larry to continue. - Best practices for Quasi-Judicial hearing: fair hearing is critical to reaching a good decision, and ultimately defending it. If decision is legally challenged, reviewing judge will consider procedures you used, evidence you considered, and reason for your decision. - Evidence is fact generated. Judge will look at all the favorable evidence and all the unfavorable evidence. - Ensure decisions is authorized by law and supported by substantial evidence: review evidence in light most favorable to decision, whole record review of evidence favorable and unfavorable; substantial evidence, relevant evidence, and materially endanger. - Hearing preparation: know what is quasi-judicial, and when these matters are upcoming; get in “judge” frame of mind early; stay neutral, don’t make prejudicial comments, don’t get involved outside the hearing, and avoid “ex-parte” discussion. - Best practices for quasi-judicial hearings / hearing preparation: provide overview of application and decision-making criteria; think about key issues and your questions for the hearing; focus on scope of the hearing including what the hearing is not about; and confirm you have no conflicts of interest or disqualifying circumstance. - During the hearing: set and enforce time limits, use and expect civility, use a sign in sheet, avoid reactive, off-the-cuff and off-topic comments, be consistent in requiring recognition by the chair, speakers expected to speak from podium and direct comments to the chair, and (chair) recognize and exercise your prerogative to maintain order. - Mayor Griego commented, what if someone goggled something and presented it at hearing (Mayor read article – happened in California). Larry replied, it can be evidence if it is relevant to what is going on. - Larry also commented that you need to stay neutral, you can’t read it in the packet and say this is a bad idea. Try to keep an open mind. - During the hearing, keep order – no free-wheeling comment, no excessive grumbling; if necessary, someone can call for a recess; consider steps to manage flow of hearing; manage the record; use opportunities to re-calibrate if discussion strays; and have plans for dealing with testimony issues. - Mayor/Council are not to research item, investigate the issue – you must consider the facts that are given to you. Do not base it on your opinion, base it on the evidence provided. - Councilman Romero asked, can Council ask for legal advise during a proceeding(s). Larry responded; you can always ask for legal advice. - Village staff put together a complete packet – read before the meeting. Make sure to ask the Commission or Council Boards if they have any conflicts of interest. Mayor Griego suggested that a script be made available that would automatically be read before proceeding. Erin said that she would on something for both the Commission and Council. - Limit presenters/surrounding residents that may be affected - maybe five minutes and everyone else less time. - There can also be witnesses. - Taking actions and closing proceedings: maintain focus on what is pending before you. - Deliberations: follow staff and applicant presentations, public comment, and questions/answers. Critical moment for discussion of evidence. Focus on key issues, focus on relevant decision-making criteria; discuss the relevant evidence as was presented, and good deliberations will help get to the defensible reasons for your decision. Deliberations can be conducted during the meeting or in executive session (for complicated decisions). - Question was raised why we swear in people. Larry responded, because it is a quasi-judicial hearing. - Taking actions and closing proceedings: maintain focus on what is pending before you; understand your opinions and work towards an option, typically: approve, deny, continue for further consideration and/or action at a future date. Use your decision document, when making findings or revising the decision document, be clear but not overly specific, be careful with “conditions of approval,” in difficult cases, avoid drafting conditions on the fly. - Once you have voted on a matter – let the record and decision speak for itself. Don’t undermine the group decision, even if you disagree. Don’t reopen the matter, even in the same meeting after it is done. - Avoiding trouble as a quasi-judge: don’t make up your mind prior tot the hearing, don’t make prejudicial pre-hearing statements, don’t speak with one side or the other before the hearing (ex-parte), don’t participate if you have a financial or other personal interest in the matter, don’t sign pro or con petitions, don’t make decisions based on personal preference, or irrelevant or non-existent criteria, don’t make your decision based on things you know but did not learn at the hearing, and don’t participate in the decision if you were not there for the entire meeting.  3 - Erin and Larry conducted a practice case. - Mayor and Council thanked everyone for attending. - Meeting adjourned 8:10PM. __________________________________ Charles Griego, Mayor ATTEST: ________________________________ Gregory D. Martin, Village Administrator  VILLAGE COMPENSATION & CLASSIFICATION 6:00PM MINUTES VILLAGE OF LOS LUNAS THURSDAY, AUGUST 3, 2023 The Board of Trustees of the Village of Los Lunas, County of Valencia, and State of New Mexico met on Thursday, August 3, 2023 in a workshop, which started at 6:00 PM in the Council Chambers. The following were present: Mayor Charles Griego, Councilors Gino Romero, Cruz Munoz, James Runyon, and Christopher Ortiz. Mayor: Charles Griego Mayor Pro Tem: James Runyon Councilors: Christopher Ortiz Gino Romero Cruz Munoz In accordance with Ordinance 114A, the following agenda was prepared and circulated as required: AGENDA: COMPENSTION & CLASIFICATION STUDY: A) Introduction – Policy Basis for this project. B) Explanation of project background and scope. C) Key findings and recommendations. D) Discussion of next steps. Ms. Gregory D. Martin welcomed Mayor/Councilors and proceeded with workshop. - Greg was happy to present the results and recommendations of the 2023 Compensation and Classification Study and Analysis. Greg recognized staff for all their hard work in to putting information together – Marcos Castillo/HR Manager, Cheryl Cates/Finance Director, Rachel Parker/Flaherty Hood Consultant, and Ethan Rundquist/Flaherty Hood Consultant and the entire Leadership Team/Directors. - The Village Administrator shall regularly, but not less than every four years, make comparative studies affecting the level of pay and recommend such changes as may be justified. - Departments completed job analysis questionnaire for each position within the Village. Factors included experience, education, complexity, supervision needed, supervision given, impact, hazards, and surroundings. - Market data was gathered from the following comparable governmental entities: Alamogordo, Artesia, Belen, Bernalillo, County, Edgewood, Farmington, Gallup, Rio Rancho, City of Sana Fe, and Valencia County. Positions were compared with similar positions at our comparable entitles and wage comparisons were calculated. After the market comparison data, they instructed Flaherty & Hood to create a base pay structure that places the Village of Los Lunas in the 75% of our market. After receipt of the draft, it was reviewed by Marcos and Greg Martin. It was determined that this proposal falls in an acceptable level of fiscal impact to the Village. - There are three different base pay structures, one each for Police, Fire, and civilian employees. Each are presented with annual and hourly wages. - There are three different options they are proposing for councils’ consideration. - The fiscal impact of this project is listed at $1.2 million, which has been determined to be an acceptable and sustainable increase to the budget. - Ms. Racheal Parker proceeded with her presentation. She explained the process: review information, position analysis, job evaluation, market survey, base pay structure, and implementation. Position classifications: 123 positions, 249 regular/full-time employees, and the Village has one union in the Fire Department with approximately 20 current members. - Position Analysis: the following information was compiled/reviewed – job evaluation system/ratings, job descriptions, FLSA exempt status, organizational chart, classification and compensation structure/schedule. - Job Evaluation: using the JAQ and management’s feedback which measured: skill, effort, responsibility, and working conditions. Councilman Romero commented that he and council only received information two hours ago. - Market Survey: compiled analysis based on: common factors, geography, population, finances, crime rates, and household income. - - Market Survey: benchmarked classifications were established by using the following parameters: easy defined and found in other organizations for comparison, representative of all levels and spread from top to bottom and across all functions and represent the Village’s internal hierarchy and are spread out throughout departments. - Rachel went over graph (market survey). Village Councilor Romero asked if they could have a copy of the actual spreadsheet of salaries and job titles versus the others. Racheal replied that Greg or Marcos could provide him, in detail, with the specific positions. Marcos than concurred with Racheal, that he had all 123 positions available. - Proposed Base Pay Structure: structure includes – 20 grades (there is a 25% differential between the highest pay rate and the lowest pay for each pay grade), 10 steps (including the start step) system to move employees through their position’s wage range. Proposed base pay structure (chart) was presented. - The proposed Police base pay structure includes: 7 grades (there is a 25% differential between the highest pay rate and the lowest pay for each pay grade). Chart presented. - The proposed Fire base pay structure: 10 grades (there is a 25% differential between the highest pay rate and the lowest pay for each pay grade). Chart presented. - Implementation: Option 1: 15 years of progression with no step progression tied to performance; Option 2: 10-year progression. 1 step per year with no progression tied to performance. Once an employee hits step 10, a percent multiplier is put into place to increase that employee’s salary each year; and Option 3: 10-year progression. 1 possible step per year with successful completion of employee performance evaluation. Once an employee hits step 10, a percent multiplier is put into place to increase that employee’s salary with each continued successful evaluation period. Possible multiple step jump for employees who exhibit outstanding performance. Chart presented. - Marcos explained that option 1 is very similar to what we have right now. Option 2 is 10-year progression, get a step every year (percent multiplier at end of 10 years), and Option 3 is a 10-year progression, 1 possible step per year with successful completion of employee performance evaluation. - The numbers presented are sitting in the 75% of the market. These are the numbers that Rachael and her group were instructed to look for. - Village Councilor Ortiz wanted to know how the education and certification figure into all of this. Marcos replied, our step 1 is more competitive than it has been in the past. People who have job experience will not gain tenure, but we will be able to place them in the appropriate place. - Village Councilor Romero asked how we, the Village, could be so behind in the market. The study was done four years ago – some of the Directors are 40% below the schedule. Staff is somewhere along 15-17%. Racheal responded that there were so many factors (COVID, economy, inflation – just so many things have happened). - Councilor Romero wanted to know what percentage of the budget is employee compensation/benefits. Greg responded that the pay scale has jumped overall 12.5%, others 30-35% increase, and other 7-10% increase. So there is a range based on position based on the market how much the data has changed in four years. - Discussion between Greg Martin and Village Councilor Romero. - Racheal began her presentation on Future Course of Action. She asked that Mayor/Councilors look at the options and provide options to management and start implementing. Choose an option (1, 2, or 3). - Future course of action: Village Councilors decides on implementation option, Village Councilors provide direction to management on preferred implementation options; and after such meetings, management submits proposed actions to Village Councilors to finalize implementation. - Marcos commented that they are recommending that every Firefighter will get somewhere from 9.2%-18% /command staff. - $1.2 million price tag to get everyone into their recommended step, per Greg. 5% has been put into the current budget (approx. $600,000.00) equals $1.8 million. - Next fiscal year, 3% increase, will be $659,000.00 – up to $2,459,000.00 for next fiscal year. The third year – you start with $2.4 million with another 3% ($679,000.00). FY2026 the total cost of changes that are being recommended / salaries and benefits on a recurring basis, $3,108,000.00. Mayor Griego replied commented, assuming the finances are there to do this. - Village Councilor Munoz is concerned for the Police, Fire Departments, and labor force. He would like to see a 12% increase across the board and management tabled until further study. - Mayor Griego reminded Councilor’s about the open meetings act / talking amongst each other. - Workshop adjourned at 8:00PM. _________________________________________ Charles Griego, Mayor ATTEST: ________________________________ Gregory D. Martin, Village Administrator