Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Thursday, April 7, 2016 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 8:03 a.m. with Chairman Grant presiding and Councilors Henderson and Denny being present and Councilor Perry being absent. Staff present: Janice Self, Louis Najar, Monica Garcia, Martha Morales, Toni Reeves, Deanna Garcia, Steve Polasek and Jonathan Phillips. Guests present: Larry Connolly, Rick Spragins and Matthew Shappard. APPROVAL OF AGENDA Councilor Henderson moved to approve the April 7, 2016 Finance Committee Meeting Agenda and requested to remove Action Item ten: Museum Roof Replacement Award. Councilor Denny was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. APPROVAL OF MINUTES Councilor Henderson moved to approve the minutes of the March 3, 2016 regular Finance Committee meeting as presented. Councilor Denny was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. NON-ACTION ITEMS Informational Reports Informational reports were included in the agenda packet. Committee members had no questions on the reports and went on to the next item. Budget Overview Toni Reeves discussed the budget overview and stated that the Preliminary Budget is due to the State on June 1, 2016. The Final and Year-End Budgets are due to the State on July 31, 2016. ACTION ITEMS Lodgers’ Tax Request – Rotary Clubs of Roswell Annual Desert Sun Charity Golf Championship. Janice Self discussed the Rotary Clubs of Roswell Annual Desert Sun Charity Golf Championship Lodgers’ Tax Request in the amount of $3,700. The event is a two day, 36 hole Pro-Am Golf Tournament with a one day Amateur Shootout at the Nancy Lopez Golf Course at Spring River. The dates of the event are July 15-17, 2016. Rick Spragins was present to answer any questions and shared history of the event. Councilor Henderson moved to send to consent agenda the Rotary Clubs of Roswell Annual Desert Sun Charity Golf Championship Lodgers’ Tax Request on a reimbursement basis, funding of eligible expenses at 50% up to $1,700. Councilor Denny was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. Lodgers’ Tax Request – Roswell Kick It! 3v3 Soccer Tournament: “Under the Lights”. Janice Self discussed the Roswell Kick It! 3v3 Soccer Tournament Lodgers’ Tax Request in the amount of $3,462.50. The event is a two day soccer tournament with approximately 100 teams from all over New Mexico. A total of 2,000 attendees with half from out of town are expected. The location of the event is Cielo Grande Fields and will be held June 24-25, 2016. Matthew Shappard was present to answer any questions and shared history of the event. Councilor Denny moved to send to consent agenda the Roswell Kick It! 3v3 Soccer Tournament: “Under the Lights” on a reimbursement basis, funding of eligible expenses at 50% up to $1,500. Councilor Henderson was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. Lodgers’ Tax Request – 2016 Bottomless Triathlon. Janice Self discussed the 2016 Bottomless Triathlon Lodgers’ Tax Request in the amount of $2,000. The event is one of the oldest races in New Mexico, with 2016 being the 33rd year. The event is expecting 300 attendees, which include 200 from out of town. The date of the event is July 9, 2016 and will be held at Bottomless Lakes State Park. Councilor Henderson moved to send to full City Council the 2016 Bottomless Triathlon Lodgers’ Tax Request on a reimbursement basis, funding of eligible expenses at 50% up to $2,000. Councilor Denny was the second. A voice vote was 2-1 with Councilor Grant voting no and Councilor Perry being absent. Resolution 16-27 – Budget Amendment Overtime for the Hike it! & Spike it! 4-on-4 Charity Flag Football Tournament. Monica Garcia presented Resolution 16-27 – Budget Amendment for the overtime of Police presence at the Hike it! & Spike it! 4-on-4 Charity Flag Football Tournament Lodgers’ Tax Request in the amount of $3,000. The overtime is an allowable expense of Lodgers’ Tax Funds. Councilor Denny moved to send to full City Council Resolution 16-27 – Budget Amendment overtime for the Hike it! Spike it! 4-on-4 Charity Flag Football Tournament. Councilor Henderson was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. Resolution 16-28 – FY2016 Budget Amendment Budget Reductions. Steve Polasek discussed Resolution 16-28 – FY2016 Budget Amendment Budget Reductions. To date, Gross Receipts Tax is down 7% or $1.6M for FY2016. A Fiscal Management Contingency Plan was adopted by City Council in October 2015. The City is in level I of the plan and to address the budgetary shortfall, portions of level II contingency planning have been implemented. Current operations remain intact with only slight service level adjustments. Councilor Henderson moved to send to full City Council Resolution 16-28 – FY2016 Budget Amendment Budget Reductions. Councilor Denny was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. Resolution 16-29 – Budget Amendment Convention Center Feasibility Study for Gross Receipts Tax. Monica Garcia discussed Resolution 16-29 – Budget Amendment Convention Center Feasibility Study for Gross Receipts Tax in the amount of $3,593.75 from the Convention Center Fee Reserve. City Council approved FY2016 Final Budget to include $50,000 for a Convention Center Feasibility Study; the gross receipts tax was not included on the purchase order for the study. Councilor Henderson moved to send to full City Council Resolution 16-29 – Budget Amendment Convention Center Feasibility Study for Gross Receipts Tax. Councilor Denny was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. Proposed Ordinance 16-09 – Requesting authorization to advertise for public hearing for the amended and restated Drinking Water Loan No. 3205-DW. Louis Najar discussed Proposed Ordinance 16-09 – Requesting authorization to advertise for a public hearing for the amended and restated Drinking Water Loan No. 3205-DW. Councilor Denny moved to send to full City Council Proposed Ordinance 16-09 – Requesting authorization to advertise for public hearing for the amended and restated Drinking Water Loan No. 3205-DW. Councilor Henderson was the second. A voice vote was unanimous and the motion passed with Councilor Perry being absent. PUBLIC PARTICIPATION None ADJOURN The meeting adjourned at 8:52 a.m.