Finance Committee

MINUTES OF THE REGULAR MEETING FINANCE COMMITTEE March 5, 2015 8:00 a.m. CALL TO ORDER AND WELCOME The regular meeting of the Finance Committee was called to order at 8:01 a.m. by committee chair, Caleb Grant, with member Art Sandoval being present. Member Jason Perry participated by conference call and joined the meeting at 8:25 a.m. Councilor Jeanine Best was also present. Staff present: Steve Polasek, City Manager; Elizabeth Stark-Rankins, Support Services Administrator; Louis Najar, City Engineer; Mike Mathews, Special Services Director; Anna Aragon from Transit; Monica Garcia, Finance Director; and Martha Morales. Non-Staff present: Chris Garner, Anna Aragon, Amanda King, Marc Andrus, John Mulcahy, Emery Chukey, Chad Lydik, Joyce Tucker, Larry Connelly, Justin Ellis, Jeff Jackson, Pat Hittle, Mark Roper, and Valory Brakeman. APPROVAL OF AGENDA & MINUTES Councilor Sandoval moved to approve the minutes for the February 5, 2015 meeting and the agenda as presented. Councilor Grant was the second. A voice vote was unanimous and the motion carried. NON-ACTION ITEMS No non-action items were presented. REGULAR AGENDA ITEMS (ACTION ITEMS) 1. Lodgers’ Tax Funding Request – Jesse Andrus & Mike Hillman Memorial Marc Andrus presented details on the Jesse Andrus & Mike Hillman Memorial event. The amount requested is for $3,500.00. This will be the 6th year they have held the event. The event has been moved to May 15th & 16th, from July due to the fairgrounds being so hot around that time of the month. Mr. Andrus stated that for the past five Page 1 of 5 years, bull riding has been the main attraction, and this year will include pro-rodeo which will include the seven major events. Councilor Sandoval moved to have the request of up to $3,500.00 for this event to be included on the Consent Agenda for consideration of the full City Council. Councilor Grant was the second. A voice vote was unanimous and the motion carried. 2. Lodgers’ Tax Funding Request – Hike It! & Spike It! 4-on-4 Charity Flag Football Tournament 2015 Justin Ellis presented the request for $20,000.00 to advertise the 20th Anniversary of the Hike It! & Spike it! 4-on-4 Charity Flag Football Tournament 2015 that will be held on May 22nd – May 24th. He considered the event the world’s largest tournament with approximately 40,000 attendees from around the western United States. The event has included teams from NM, AZ, TX, and CA to name a few, with the first time attendance last year of a team from Mexico. Councilor Grant expressed his appreciation for their self-sufficiency in holding this event. Mr. Ellis stated that the main purpose of the event is to create a positive stimulus for our city. Councilor Grant suggested providing a way to track all the internal costs that accrue from the use of internal departments. Steve Polasek, City Manager, stated that there is a form that has been developed and will be available for all departments to report this information to the Lodgers’ Tax Committee and to the Finance Dept. Councilor Sandoval moved to have the request of up to $20,000.00 for this event to be included on the Consent Agenda for consideration of the full City Council. Councilor Grant was the second. A voice vote was unanimous and the motion carried. 3. Lodgers’ Tax Funding Request – 32nd Annual International Juried Art Show Pat Hittle presented information on the annual Art Show. The amount requested is for $2,500.00. The event will take place from August 13th to the 23rd. Ms. Hittle said that the Roswell Museum is where this event is held, and the museum gets compensated with10% of the sales. This event is an International show. Individuals around the world participate and the event is open to the public. 85% of the advertising cost is used to market out of town. Councilor Sandoval moved to have the request of up to $2,500.00 for this event to be included on the Consent Agenda for consideration of the full City Council. Councilor Grant was the second. A voice vote was unanimous and the motion carried. For the Record: Councilor Jason Perry was conferenced-in via telephone @ 8:25 a.m. 4. Proposed Resolution No. 15-15 – Budget Adjustment Entry Sign Design Elizabeth Stark-Rankins, Support Services Administrator, conducted a presentation in regards to the status of the entry signs into the city. The presentation included sample designs for the signs. Ms. Rankins said she has been working with the designer and is Page 2 of 5 seeking direction from the committee so that the process of this project can move forward. The proposed budget request is for the amount of approximately $19,795.00. Louis Najar, City Engineer, mentioned that the locations discussed are only possible sites for the signs. Nothing is definite on the properties being considered, in regards to the availability of electricity. Councilor Grant and Ms. Rankins discussed the possibility of using solar power. After further discussion, Councilors Perry, Grant, and Sandoval agreed that the one-arm signs are preferred; using the alien, agriculture, Goddard, and NMMI designs in color. Steve Polasek, City Manager, discussed the idea of providing a pull-over area, at the majority of the sign locations, for visitors to have the opportunity to safely stop and take pictures. Mr. Najar stated that the next time that this project is presented, there will be concrete details provided. Mr. Polasek stated that this discussion allows for the City to move forward with the process of this project. Councilor Sandoval made a motion on Proposed Resolution No. 15-15 to authorize the budget amendment for the design phase of the city entry signs in the amount of $19,795.00. Councilor Perry was the second. A voice vote was unanimous and the motion carried. 5. Proposed Resolution No. 15-12 – Budget Amendment – Transit Bus Purchase Ms. Garcia, Finance Director, presented the recommendation to consider authorization of a budget amendment for the purchase of a Pecos Trails transit bus. She stated that the Federal Government offered a grant in the amount of $80,000.00 (80% towards the purchase of a new bus). The city would be responsible for the remaining 20% that is currently available in Pecos Trails’ budget. Councilor Sandoval made a motion on Proposed Resolution No. 15-12 for a budget amendment to purchase a transit bus for Pecos Trails, in the amount of $80,000.00. Councilor Perry was the second. A voice vote was unanimous and the motion carried. 6. Proposed Ordinance No. 15-01 – Requesting Authorization to Advertise a Public Hearing relating to an Ordinance adding a new Multi-Family Permit and Inspection Fee Calculation Schedule 7. Proposed Ordinance No. 15-02 – Requesting Authorization to Advertise a Public Hearing relating to an Ordinance adding a New Multi-Family Water and Sewer Connection and Extension Service Calculation Schedule 8. Proposed Resolution No. 15-16 – Budget Amendment to the Capital Outlay Fund for City Infrastructure Improvements Steve Polasek, City Manager, and John Mulcahy, Roswell Chaves County Economic Development Corporation Executive Director, presented, in combination, Items #6, #7, and #8. Mr. Mulcahy introduced several individuals who discussed the project and shared their input on the benefits of the project. Page 3 of 5 Mr. Mulcahy stated that they identified a need for multi-family housing which is directly related to the workforce issue. The City of Roswell is in need for skilled workers. The availability of this type of housing would appeal to semi-professional workers, therefore, positively impacting the city. The construction of such complex is tentatively expected to start in late summer of 2015. The construction of the proposed Spring River Luxury Apartment Homes would provide Class A housing opportunities to income-qualified. The location for this housing is on the corner of College Blvd. and Sycamore Ave. The complex would consist of a total of 256 units, to include covered parking, garages, and a swimming pool. The complex would be built in two phases within a time frame of two years. The total estimated economic impact is 22.5M/year. For the record: Councilor Perry excused himself and disconnected from the conference-call @ 9:34 a.m. Councilor Sandoval moved to present to full City Council the proposed Ordinance No. 15-01 Requesting Authorization to Advertise Public Hearing relating to an Ordinance Adding a New Multi-Family Permit and Inspection Fee Calculation Schedule as presented. Councilor Grant was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval moved to present to full City Council the proposed Ordinance No. 15-02 Requesting Authorization to Advertise a Public Hearing relating to an Ordinance Adding a New Multi-Family Water and Sewer Connection and Extension Service Calculation Schedule as presented. Councilor Grant was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval moved to present to full City Council the proposed Ordinance No. 15-16 Budget Amendment to the Capital Outlay Fund for City Infrastructure Improvements as presented. Councilor Grant was the second. A voice vote was unanimous and the motion carried. 9. Audited Financial Statements for Fiscal Year Ended June 30, 2014 Chris Garner, Auditor with AXIOM Certified Public Accountants & Business Advisors LLC, reported on the City of Roswell FY 2014 Audit Results. The financial statements referenced are for fiscal year ended June 30, 2014. Mr. Garner stated that the requirements were fulfilled. He explained their purpose is to express an opinion about the presentation of financial statements prepared by management; and to obtain reasonable, not absolute, assurance. Mr. Garner stated that the financial statements are presented fairly in accordance with accounting principles. They found that the policies and procedures meet standards. No significant difficulties were encountered during the audit (i.e. no difficulty obtaining the requested documents/information in a timely manner). There were no disagreements with management in regards to policy and procedures. The eight previous year’s findings have been resolved. A current finding was that ‘Comp Time is in Violation with City Policy’. Councilor Grant and Ms. Garcia stated that the problem has been discussed and addressed. Page 4 of 5 Councilor Sandoval moved to send to full City Council the acceptance of the Audited Financial Statements for Fiscal year Ended June 30, 2014 as presented. Councilor Grant was the second. A voice vote was unanimous and the motion carried. OTHER BUSINESS (NON-ACTION) There was discussion about the status of gov.com and how soon it will be implemented. ADJOURN The meeting was adjourned at 9:55 a.m. _________________________________ Caleb Grant – Finance Committee Chair Next Meeting: April 2, 2015 Page 5 of 5