Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Thursday, September 1, 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 8:00 a.m. with Chairman Grant presiding; Councilor Denny present; Councilor Perry participating by telephone and Councilor Henderson being absent. Staff present: Monica Garcia, Kevin Dillon, Louis Najar, Arthur Torrez, Steve Miko, Mike Mathews, Danny Renshaw, Sylvia Casarez and Martha Morales. Guests present: Scott Griffith, Colby Geer and Erik Harrigan. APPROVAL OF AGENDA and MINUTES Councilor Denny moved to approve the September 1, 2016 Finance Committee Meeting agenda and the minutes from the August 4, 2016 Finance Committee meeting. Councilor Perry was the second. A voice vote was unanimous and the motion passed with Councilor Perry participating by telephone and Councilor Henderson being absent. NON-ACTION ITEMS Informational Reports: Staff and committee members discussed the reports. Sanitation Overview: Mr. Miko and Mr. Najar discussed the Sanitation Department and improvements that have been made. ACTION ITEMS Request – Smart Reader Meters: Ms. Garcia gave a short presentation for the request stating that staff has observed a substantial amount of water use not being captured within the City water revenue due to antiquated metering systems. Mr. Dillon welcomed and introduced Scott Griffith, Sr. Sales Representative, and Colby Geer, General Manager at Yearout Energy Services Company (YESCO). This project would replace current antiquated systems with new technology which utilizes highly accurate devices so the City may capture true water use along with accurate revenue. Erik Harrigan from RBG Capital Markets discussed the financial aspect of implementing the Smart Reader Meter Project. Councilor Denny moved to send to full City Council the approval of the Investment Grade Audit for the Smart Water Meter Project as presented and instruct staff to proceed to the next phase of the project. Councilor Perry was the second. A voice vote was unanimous and the motion passed with Councilor Perry participating by telephone and Councilor Henderson being absent. Resolution 16-64 – Budget deadline dictated by DFA and State Auditor: Ms. Garcia discussed Resolution 16-64 which requests a deadline change for the final budget for the City and all New Mexico Municipalities. Final budgets are required to be submitted by July 31 each year. The deadline is burdensome and stressful for the municipalities due to the closing of the books, the Year-End Budget and the Quarterly Report which are also due July 31. Councilor Denny moved to send to full City Council Resolution 16-64 – requesting a deadline change for the final budget for the City and for all New Mexico Municipalities. Councilor Perry was the second. A voice vote was unanimous and the motion passed with Councilor Perry participating by telephone and Councilor Henderson being absent. ITB-17-004 – Automated Fuel Dispenser Service: Mr. Najar discussed ITB-17-004. The service is to allow the City to utilize electronic fuel cards to fuel City vehicles and equipment and filling of City owned fuel storage tanks. Currently AWC Propane is providing the service. Councilor Denny moved to send on Consent agenda ITB-17-004 – automated fuel dispenser service. Councilor Perry was the second. A voice vote was unanimous and the motion passed with Councilor Perry participating by telephone and Councilor Henderson being absent. ITB-17-005 – Park Road Reconstruction & Drainage Improvements: Mr. Najar discussed ITB-17- 005 stating that the project is to remove surfacing, regrade and repave a portion of Park Road in the Cahoon Park, 5th Street vicinity. The project cost is in the amount of $134,119.15 which includes gross receipts tax. The City has a current NMDOT Co-op project agreement which will reimburse $58,111 of project costs. Councilor Denny moved to send on Consent agenda ITB-17- 005 – Park Road Reconstruction & Drainage Improvements. Councilor Perry was the second. A voice vote was unanimous and the motion passed with Councilor Perry participating by telephone and Councilor Henderson being absent. PUBLIC PARTICIPATION None ADJOURN The meeting adjourned at 9:37 a.m.