Finance Committee

Special Finance Committee Meeting Held in the Conference Room at City Hall April 29, 2015 at 3:30 p.m. Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 14-36 ROLL CALL The meeting convened with Chairman Grant presiding with Councilor Henderson and Councilor Perry being present. Councilor Sandoval was absent. Staff present: Sharon Coll, Mayor Kintigh, Kevin Dillon, Martha Morales, Louis Najar, Elizabeth Stark-Rankins and Monica Garcia. Guests: Jay Chase, Tina Sisneros, Judy Stubbs, Ron Lethgo, Carolyn Madison, Perry Toles and John Mulcahy. APPROVAL OF AGENDA Councilor Perry moved to approve the April 29, 2015 regular Special Finance Committee meeting agenda with the exception of moving item number five to number one and all others to follow in pursuit. Councilor Henderson was the second. A voice vote was unanimous and the motion passed. Councilor Sandoval was absent. APPROVAL OF MINUTES Councilor Perry moved to approve the April 2, 2015, Finance Committee meeting minutes. Councilor Henderson was the second. A voice vote was unanimous and the motion passed. Councilor Sandoval was absent. REGULAR ITEMS 1. Resolution No. 15-27 - Requesting authorization for a budget amendment for the Youth Challenge project for building no. 607 in the amount of $65,000. Ms. Garcia gave a presentation on the budget amendment for the Youth Challenge project. The proposed budget amendment is in the amount of $65,000 from the General Fund reserves. The Youth Challenge project scope is to renovate building no. 607 at the air center for use by the participants of this program. Ms. Stubbs shared the Youth Challenge history. Mr. Lethgo stated the foundation was not aware they had been committed to $80,000, due to miscommunication with staff. Elizabeth Stark-Rankins said she had met with the Youth Challenge to discuss reducing the budget. The Youth Challenge Foundation and staff had an emergency meeting and committed to $30,000. Councilor Perry moved to send to full City Council for consideration for approval of Resolution No. 15-27 a budget amendment for the Youth Challenge project for building no. 607 in the amount of $65,000. Councilor Henderson was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent. 2. Resolution No. 15-23 - Requesting authorization for a budget amendment for the Dean Baldwin Hanger 1083 project in the amount of $428,700. Ms. Garcia gave a presentation on the budget amendment for the Dean Baldwin Hanger 1083 project. The proposed budget amendment is in the amount of $428,700 from the Airport reserves. Significant progress has been made with this project which is partially funded through the CDBG funding source. The funding request is to cover the remaining requirements for this project. Louis Najar said Dean Baldwin should have hangers available for June and July. Councilor Perry moved to send to full City Council for consideration for approval of Resolution No. 15-23 budget amendment for the Dean Baldwin Hanger 1083 project in the amount of $428,700. Councilor Henderson was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent.  3. Resolution No. 15-24 - Requesting authorization for a budget amendment for the UFO Festival in the amount of $86,000. Ms. Garcia gave a presentation on the budget amendment for 2015 UFO Festival. The proposed budget amendment is in the amount of $86,000 from the Lodger’s Tax Fund. The request has been approved by both the Finance Committee and City Council in previous meetings. Councilor Henderson moved to send to full City Council for consideration for approval of Resolution No. 15-24 budget amendment for the UFO Festival in the amount of $86,000. Councilor Perry was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent. 4. Resolution No. 15-25 - Requesting authorization for a budget amendment for the 2015 Senior Olympics in the amount of $78,750. Ms. Garcia gave a presentation on the budget amendment for the 2015 Senior Olympics. The proposed budget amendment is in the amount of $78,750 from the Lodger’s Tax Fund. The request has been approved by both the Finance Committee and City Council in previous meetings. Councilor Henderson moved to send to full City Council for consideration for approval of Resolution No. 15-25 budget amendment for the 2015 Senior Olympics in the amount of $78,750. Councilor Perry was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent. 5. Resolution No. 15-26 - Requesting authorization for a budget amendment for the 2015 Cosmicon and Film Fest in the amount of $51,000. Ms. Garcia gave a presentation on the budget amendment for the 2015 Cosmicon and Film Fest. The proposed budget amendment is in the amount of $51,000 from the Lodger’s Tax Fund. The request has been approved by both the Finance Committee and City Council in previous meetings. Councilor Henderson moved to send to full City Council for consideration for approval of Resolution No. 15-26 budget amendment for the 2015 Cosmicon and Film Fest in the amount of $51,000. Councilor Perry was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent. 6. Roswell Chaves County EDC - Requesting support in the amount of $114,000. Ms. Garcia gave a presentation on the request for the Roswell Chaves County EDC. The proposed funding request is in the amount of $114,000 for FY2016. The City has supported the Roswell Chaves County EDC in the past. The City funded them $120,000 in FY2015. No motion was necessary as this was for information only. 7. Roswell Chaves County EDC - Requesting approval for relocation. Ms. Garcia gave a presentation on the Roswell Chaves County EDC relocation. The organization’s Board of Directors requests consideration for the Roswell Chaves County Economic Development Corporation to relocate to a new location in the downtown Roswell area. Councilor Henderson moved to approve the Roswell Chaves County EDC relocation. Councilor Perry was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent. 8. Lodger’s Tax Request - 2015 Bottomless Triathlon. Ms. Garcia gave a presentation on the Lodger’s Tax Request for the 2015 Bottomless Triathlon. The proposed funding request is in the amount of $2,000 from the Lodger’s Tax Fund. The event’s location will be at the Bottomless Lakes State Park, east of Roswell. This will be the 32nd year of the Triathlon, taking place on July 11, 2015. The Occupancy Tax Board met Tuesday, April 28, 2015 and is recommending funding in the amount of $1,500, on a reimbursement basis. Mr. Toles discussed the funding and the 2015 Bottomless Triathlon event. Councilor Henderson moved to send to full City Council for consideration for approval of Lodger’s Tax Request- 2015 Bottomless Triathlon in the amount of $2,000. Councilor Perry was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent.  9. Lodger’s Tax Request - Roswell Kick 3v3 Soccer Tournament. Ms. Garcia gave a presentation on the Lodger’s Tax Request for the Roswell Kick 3v3 Soccer Tournament. The proposed funding request is in the amount of $1,500 from the Lodger’s Tax Fund. The Roswell Kick 3v3 Soccer Tournament-Under the Lights is being presented by the Roswell Youth Soccer Association. The two-day event will take place on July 10 and 11, 2015 at the Cielo Grande Park located at 1612 W. College Blvd. here in Roswell. The Occupancy Tax Board met Tuesday April 28, 2015 and is recommending funding in the amount of $1,500 on a reimbursement basis. Councilor Henderson moved to send to full City Council for consideration for approval of Lodger’s Tax Request-Roswell Kick 3v3 Soccer Tournament in the amount of $1,500. Councilor Perry was the second. A voice vote was unanimous and the motion carried. Councilor Sandoval was absent. NON- ACTION ITEMS 10. Finance Committee Meeting Date and Time Discussion. Chairman Grant discussed options for the date and time of the Finance Committee meetings. The proposed date and time is the first Thursday of every month at 8:00 a.m. For the record Chairman Grant requested an update on Open Gov. and the time tracking system. Ms. Garcia stated a general ledger needs to be sent to Open Gov. in order for a file to be created. As soon as a general ledger is sent, Open Gov. can have it set up within thirty days. Ms. Garcia also stated there is an issue with HTE allowing a test site in payroll for the time tracking system. She is still hoping to have time tracking system up and running by July 2015. The meeting was adjourned at 4:54 p.m.