Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall November 5, 2015 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 15-56. ROLL CALL The meeting convened at 8:00 a.m. with Chairman Grant presiding; Councilors Sandoval and Henderson present and Councilor Perry being absent. Staff present: Monica Garcia, Jonathan Phillips and DeAnna Phillips. Guests present: Larry Connolly, Romo Villegas, Art Garcia, Ray Baca, Bob Edwards, Alan Trever, Donovan Fulkerson and Lurdes Minaya. APPROVAL OF AGENDA Councilor Sandoval moved to approve the November 5, 2015 Finance Committee Meeting Agenda as presented. Councilor Henderson was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. APPROVAL OF MINUTES Councilor Sandoval moved to approve the minutes of the October 1, 2015 Finance Committee meeting. Councilor Henderson was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. REGULAR ITEMS 1. Lodgers’ Tax Request – Roswell Road Race Series 2016. Ms. Garcia presented the request for $4,000.00 with information detailing all five races. The races will occur on different dates starting February, 2016 and ending December, 2016. Bob Edwards with the Roswell Runners Club shared with the Committee that this was his 26th year participating with this great event, and that all races are for a benefit; helping local charities and organizations. Councilor Grant commended Mr. Edwards for having all paperwork in order regarding the request. Councilor Henderson stated the City was fortunate to have Mr. Edwards as a “go-to” guy. Ms. Garcia informed the Committee that the Occupancy Tax Board had recommended up to $4,000.00 in funding on a reimbursement basis for this request. Ms. Garcia as Finance Director, also concurred with the recommendation of $4,000.00. FOR THE RECORD: Councilor Perry joined the meeting at 8:04 a.m. Councilor Sandoval motioned to send to full City Council for consideration for approval Lodgers’ Tax Request – Roswell Road Race Series 2016 in the amount of $4,000.00. Councilor Henderson was the second. A voice vote was unanimous and the motion carried. FOR THE RECORD: Councilor Sandoval left the meeting at 8:15 a.m. 1 2. Lodgers’ Tax Request – Roswell Invaders Baseball 2016 Season. Ms. Garcia presented the request for $1,750.00. Romo Villegas with the Hispano Chamber of Commerce made comments in support of the request. Councilor Grant requested that Ms. Phillips, Director of Public Affairs, contact the organization to assist in making this event more successful. Ms. Phillips informed the Committee that she had not worked with the organization, but will be added to the City’s marketing strategy as another Roswell attraction. Councilor Henderson motioned to put Lodgers’ Tax Request – Roswell Invaders Baseball 2016 Season on the Consent Agenda at the next City Council meeting. Councilor Perry was the second. A voice vote was unanimous and the motion carried. 3. Lodgers’ Tax Request – Roswell Filmfest & Cosmicon 2016. Ms. Garcia presented the request for $48,100.00 which will be separated into two parts: filming and showing of films. Ms. Garcia informed the Committee that the Occupancy Tax Board had recommended up to $48,100.00 in funding as an estimated advance draw down for this request. Ms. Garcia, Finance Director, recommended funding in the amount of $13,702.00. Alan Trever and Donovan Fulkerson with Roswell Film Fest both addressed the Committee with updates regarding the events. They will be partnering with Allen Theaters and the Allen family which will provide exposure for the events with advertisement being shown in all of the Allen Theaters. They are wanting the event to become a “true arts festival” drawing international presence here, with a focus on the sci-fi world - as this is what Roswell is known for. They would be grateful for any amount the City can fund. Their future goal is to have these events self-sustaining. The issue of changing the 4th of July Festival was also discussed. But, with MainStreet Roswell not having a Director, there has not been any response from them on this. Mr. Phillips will continue his attempt to schedule a meeting with MainStreet Roswell. The City wants to support all the festivals to succeed. Councilor Perry motioned to send to full City Council for consideration for approval Lodgers’ Tax Request – Roswell Filmfest & Cosmicon 2016 in the amount of $28,700.00, (50% of their expenses). Councilor Henderson was the second. Ms. Phillips brought to the Committee’s attention this would be a Contract. Councilor Perry amended his Motion. A voice vote was unanimous and the motion carried. 4. Roswell Hispano Chamber of Commerce Agreement. Ms. Garcia presented the request for $23,100.00 for the continued growth and success of the Chamber. The Director of Administrative Services recommended approval of an agreement. The financial figures presented to the Committee were discussed in length, as the figures provided reflected that the Chamber would be out of money in six months. Romo Villegas with the Hispano Chamber informed the Committee that they had had reductions in expenditures, such as the wages for their Administrative Assistant. They are using the Workforce Program, and are reimbursed $1,100 per month for that position. He said the Chamber normally has $6,000-$10,000 in their account. Councilor Perry needed more clarification on figures, as they seemed to be old figures. Mr. Phillips suggested the Committee not take action on this item and request additional financial information be provided at the next City Council meeting. Ms. Garcia could mail out the information to Councilors once received. There was no action and no recommendation on this item. 2 5. Roswell Boys & Girls Club Agreement. Ms. Garcia presented the request for $20,000.00 for ongoing programs for the community through the Boys & Girls Club. Mr. Phillips recommended approval of the agreement. Art Garcia and Ray Baca from the Boys & Girls Club were present and discussed the improvements that had been done to the building to get it brought up to code. Mr. Garcia commented on how the club had evolved and how the club is focused on education and character building. He went over his involvement through the years with the club and has often wondered where kids would be without this organization. Mr. Baca explained the financial issues they have had in the past and how the club has come a long way. This year is the Boys & Girls Clubs’ 50th anniversary. Councilor Grant inquired as to items listed on page 67 of the report regarding buildings and improvements, and also pages 5-8 that were missing from the report. Councilor Henderson motioned to send to full City Council the Roswell Boys & Girls Club Agreement. Councilor Perry was the second contingent on receiving a full audit. A voice vote was unanimous and the motion carried with Councilor Perry’s friendly amendment. 6. Ordinance No. 15-18 – Gross Receipts Tax Revenue Bond Series 2015. Ms. Garcia presented the $3.5M bond as outlined in the Fiscal Year 2016 Budget. The bond is to be spent on facility and infrastructure needs of the City. Mr. Phillips informed the Committee that phase one of the Contingency Plan had been implemented and that the City Manager would be giving a full report to the City Council. Both the City Manager and the Finance Director recommended the approval of this ordinance. There was also discussion as to the recent Grant funding received by the City. Councilor Henderson motioned to send to full City Council the approval of proposed Ordinance No. 15-18, Gross Receipts Tax Revenue Bond Series 2015. Councilor Perry was the second. A voice vote was unanimous and the motion carried. NON-ACTION ITEMS 7. Discuss Cap Amount for Resolution No. 15-59 – Pertaining to Incentives for Asbestos Removal. A cap amount of $100,000.00 being a line item of the Clean and Safe fund pertaining to asbestos removal was discussed. Councilor Grant felt that this would be an issue that could be evaluated as things progressed. Councilor Perry agreed with the $100,000.00 cap figure. 8. Update on Entry Signs. Mr. Phillips updated the Committee on the progress of entry signs the City is obtaining. He said the next step in the process is the continuation of the final design and engineering. City Council will continue to get updates, and will get to see all five signs to approve and sign-off on. PUBLIC PARTICIPATION None. 9. Adjourn. The meeting adjourned at 9:12 a.m. 3