Finance Committee

MINUTES OF THE REGULAR MEETING FINANCE COMMITTEE April 2, 2015 8:00 a.m. CALL TO ORDER AND WELCOME The regular meeting of the Finance Committee was called to order at 8:03 a.m. by committee chair, Caleb Grant, with members Art Sandoval, Jason Perry, and Caleb Grant being present. Staff present: Monica Garcia, Finance Director; Steve Miko, Public Works Director; Jonathan Phillips, Director of Administrative Services; Elaine Mayfield, Zoo Director; Laurie Jerge, Recreation Superintendent; Elizabeth Stark-Rankins, Support Services Administrator; William Zarr, City Attorney; Steve Polasek, City Manager; Dennis Kintigh, Mayor; Janice Self, Lodgers’ Tax Administrator; and Martha Morales. Non-Staff present: Larry Connelly, Amanda King, Peggy Seskey, Darryl Burkfield, and Jeff Jackson. APPROVAL OF AGENDA & MINUTES Councilor Sandoval moved to approve the minutes for the March 5, 2015 meeting and the agenda as presented. Councilor Perry was the second. A voice vote was unanimous and the motion carried. NON-ACTION ITEMS 1. Discussion of the Chaves County Economic Development Agreement 2. Discussion of the Roswell Chamber of Commerce Agreement 3. Discussion of the Hispano Chamber of Commerce Agreement 4. Discussion of the MainStreet Roswell MOU Agreement Items #1, #2, #3, and #4 were discussed in combination. Councilor Grant, Mr. Polasek, Mr. Phillips, Councilor Perry, and Mayor Kintigh discussed the various benchmarks that can be used to describe the outcome of the scope of work from each entity. The possible benchmarks that could be used by the Roswell Chaves County Economic Development are, for example, jobs data, the impact to the region or city, job Page 1 of 3 creation/new income, and objective standards, like payroll. The benchmarks that can be used by the other entities, for example the Chamber of Commerce, are business retention, business contacts, events, and community outreach. Mr. Phillips said the scope of service agreements could include that each entity provide quarterly or annual reports, a survey, and possibly a yearly presentation. The service agreements will be revised and implemented in the near future. REGULAR AGENDA ITEMS (ACTION ITEMS) 1. Resolution No. 15-21 – Budget Amendment City Landfill New Cell Ms. Garcia stated that the City of Roswell Landfill is in need of a new cell. The third cell currently has seven (7) months left of use. The design of the new cell has been approved by the New Mexico Environmental Division, and the construction of the new cell will go out for bid on April 8, 2015. The budget amendment is in the amount of $3,460,105.00, which is available in the city’s sanitation budget reserve. Steve Miko, Public Works Director, was available to answer any questions. The life expectancy of landfill cell #3, of approximately 12 acres, was about 8-9 years. The life expectancy of the new cell #4, of approximately 15 acres, is 9-10 years. Councilor Perry moved to send to full City Council consideration for approval of Resolution No. 15-21 Budget Amendment request in the amount of $3,460,105.00 from the sanitation reserves for the New City Landfill Cell. Councilor Sandoval was the second. A voice vote was unanimous and the motion carried. 2. Lodgers’ Tax Request – 2015 UFO Festival Darryl Burkfield presented information on the 2015 UFO Festival that will be taking place on July 2, 2015 to July 5, 2015. The Occupancy Tax Board recommended a commitment of Lodgers’ Tax in the amount of $86,000.00. Mr. Burkfield stated this event receives world-wide attention and is attended by about 10,000 people. After further discussion, Councilor Perry moved to recommend to full City Council the commitment of $86,000.00 for the 2015 UFO Festival on a reimbursement-basis, to include a contract. Councilor Sandoval was the second. Councilor Perry and Councilor Sandoval voted yes and Councilor Grant voted no. The motion carried. 3. Parks & Recreation New Fee Schedule FY2015 The Parks & Recreation Department created a new fee schedule with updated fees. The fees are according to cost and recovery and comparisons with Clovis, Hobbs, and Carlsbad. Elaine Mayfield, Zoo Director and Laurie Jerge, Recreation Superintendent were available to answer any questions. The members briefly discussed the fees and made the following suggestions: to include both private and public schools; to include an hourly fee for reservation of the Pioneer Plaza; and to include a variety of options for the use of Pioneer Plaza. Page 2 of 3 Councilor Perry moved to send to full City Council for consideration of the new and updated 2015 Parks & Recreation Fee Schedule, to include the comments/suggestions that were discussed. Councilor Sandoval was the second. A voice vote was unanimous and the motion carried. OTHER BUSINESS (NON-ACTION) 1. Update – Lodgers’ Tax Janice Self provided an update of the Lodgers’ Tax requests. The members briefly discussed the application process. ADJOURN Councilor Sandoval moved to adjourn the regular meeting of the Finance Committee. Councilor Grant was the second. The meeting was adjourned at 9:33 a.m. by Chair Caleb Grant. _________________________________ Caleb Grant – Finance Committee Chair Page 3 of 3