Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Monday, October 9, 2017 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 16-69. ROLL CALL The meeting convened at 3:00 p.m. with Chairman Grant presiding; Councilor Henderson, Councilor Denny, and Councilor Perry being present. Staff present: Monica Garcia, Elizabeth Gilbert, Devin Graham, Mike Mathews, Becky Hicks, Bill Morris, Louis Najar, Chanel Rey, Sharon Coll, Aaron Holloman, Joe Neeb, Jetta Miles, Phil Smith, Patrick Lopez, Caroline Brooks, and Lupita Everett. Guests present: Larry Connolly, Kerry Moore, Rita Kane-Doerhoefer, Judy Stubbs, Ron Chambers, Kathy Lay, and Juliana Halvorson. APPROVAL OF AGENDA Councilor Denny moved to approve the October 9, 2017 Finance Committee meeting agenda as presented. Councilor Perry was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Councilor Denny moved to approve the minutes from the September 7, 2017 regular Finance Committee meeting as presented. Councilor Perry was the second. A voice vote was unanimous and the motion passed. NON-ACTION ITEMS Informational Reports: Reports were included in the agenda packet. ACTION ITEMS Special Events and Film Policy: Ms. Gilbert presented the request for approval of the Special Events and Film Policy. An updated version was presented during the meeting, the policy reads Special Events Policy. After discussion Councilor Perry moved to send to full City Council approval of the latest version of The Special Events Policy with the following change:  Attachment A, City Services Fee Schedule, not to be included at this time. Councilor Henderson was the second. A voice vote was unanimous and the motion passed. RFP Procedures Guide: Ms. Garcia presented the request for approval of the RFP Procedures Guide. Ms. Everett discussed the guide. An updated version was presented during the meeting. After discussion Councilor Perry moved to send to full City Council approval of the latest version of the RFP Procedure Guide with the following changes:  Add sentence to section 4 subsection 2 paragraph K  Section 4 subsection 3 paragraph C strike “give” add “identify”  Section 4 subsection 4 paragraph C Strike “give” add “provide”   Section 4 subsection 3 paragraph C strike “direction” add understanding  Section 4 subsection 3 paragraph J. strike Procurement Manager (stated twice) Councilor Henderson was the second. A voice vote was unanimous and the motion passed. Planetary Cost Recovery Guide: Ms. Gilbert presented the request for approval of the Planetary Cost Recovery Guide. Councilor Henderson moved to send to full City Council approval of the Planetary Cost Recovery Guide with the following changes:  Section V. number 6. Strike “except that no fee increase/decrease shall exceed 20% within a one-year period that has been established without” add “with” Councilor Denny was the second. A voice vote was unanimous and the motion passed. Resolution No. 17-52 Investment Policy: Ms. Garcia presented the request for approval of the Investment Policy. Ms. Hicks discussed the policy. Councilor Perry moved to send to full City Council approval of Resolution No. 17-52 Investment Policy. Councilor Henderson was the second. A voice vote was unanimous and the motion passed. Salary Scale Plan: Mr. Neeb presented the request for approval to survey staff of the Salary Scale Plan. There were two plans presented each offering different step increases. Councilor Henderson moved to approve and recommend that the City Manager increase the percentage to equalize out to be balanced on Proposed 1 Scale and expand Proposed 2 Scale 5 more steps (Note: employees will have the opportunity to provide feedback on which grade and step scale fits their need). Councilor Denny was the second. A voice vote was unanimous and the motion passed. PUBLIC PARTICIPATION Mr. Connolly expressed his appreciation to Councilors and Staff. Ms. Halvorson expressed her appreciation Attachment A was excluded from the Special Events Policy at this time. Ms. Kane- Doerhoefer expressed concerns with The Special Events Policy. Chairman Grant expressed concerns with the Lodger’s Tax Policy regarding the allowance of Lodger’s Tax to cover t-shirt expenses for events. ADJOURN The meeting adjourned at 5:00 p.m.