Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Thursday November 2, 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 8:05 a.m. with Chairman Grant presiding; Councilor Henderson being present, Councilor Denny participating by phone, and Councilor Perry being absent. Staff present: Monica Garcia, Elizabeth Gilbert, Bill Morris, Chanel Rey, Joe Neeb, Lupita Everett, Deanna Garcia, Juanita Jennings, Danny Renshaw, Dennis Kinitgh, and Jim Burress. Guests present: Larry Connolly, Clay Avery, Elaine Mayfield, Perry Toles, Kathy Lay, Candy McClelland, and Amy McVay-Davis. APPROVAL OF AGENDA Councilor Henderson moved to approve the November 2, 2017 Finance Committee meeting agenda as presented. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. APPROVAL OF MINUTES Councilor Henderson moved to approve the minutes from the October 9, 2017 regular Finance Committee meeting as presented. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. NON-ACTION ITEMS Informational Reports: Reports were included in the agenda packet, Ms. Garcia answered questions. ACTION ITEMS Lodgers’ Tax Funding Request-Milkman Triathlon: Ms. Jennings presented the request for funding of the 34th Annual Milkman Triathlon in the amount of $1,400. The event is scheduled for June 2, 2018. The event was funded in 2017, in the amount of $1,500. The Occupancy Tax Board recommends funding for the 34th Annual Milkman Triathlon in the amount of up to $1,400, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $1,500 on a reimbursement basis at 50% of eligible expenses for the 34th Annual Milkman Triathlon. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request-Jesse Andrus & Mike Hillman Memorial Rodeo: Ms. Jennings presented the request for funding of the Jesse Andrus & Mike Hillman Memorial Rodeo in the amount of $2,640. Ms. McClelland was present to answer questions. The event is scheduled for April 20 & 21, 2018. The Occupancy Tax Board recommends funding for the Jesse Andrus & Mike Hillman Memorial Rodeo in the amount of $2,640, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $2,640 on a reimbursement basis at 50% of eligible expenses for the Jesse Andrus & Mike Hillman Memorial Rodeo. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- Bottomless Triathlon: Ms. Jennings presented the request for funding of the Bottomless Triathlon in the amount of $2,070. Mr. Toles was present to answer questions. The event is scheduled for July 14, 2018. The Occupancy Tax Board recommends funding for the Bottomless Triathlon in the amount of up to $2,070, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $2,970, which includes additional funding requested for consideration, on a reimbursement basis at 50%. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3- 0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- Hike It Spike It: Ms. Jennings presented the request for funding of the Hike It & Spike It in the amount of $24,999. Clay Avery was present to answer questions. The event is scheduled for May 25-27, 2018. The Occupancy Tax Board recommends funding for the Hike It & Spike It in the amount of up to $24,999, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $24,999, in addition police, fire, and sanitation services to be provided by the City, on a reimbursement basis at 50%. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- UFO Festival: Ms. Jennings presented the request for funding of the UFO Festival in the amount of $10,050. The original request was for $21,100. Ms. Lay was present to answer questions. The event is scheduled for July 6-8, 2018. The Occupancy Tax Board recommends funding for the UFO Festival in the amount of up to $10,050, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $21,100, in addition police, fire, and sanitation services to be provided by the City, on a reimbursement basis at 100%. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- Roswell Galacticon & SciFi Film Festival: Ms. Jennings presented the request for funding of the Roswell Galacticon & SciFi Film Festival in the amount of $3,226. Ms. Mayfield was present to answer questions. The event is scheduled for July 5-8, 2018. The Occupancy Tax Board recommends funding for the Roswell Galacticon & SciFi Film Fest in the amount of up to $3,226, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $3,226 on a reimbursement basis at 50% of eligible expenses for the Roswell Galacticon & SciFi Film Festival. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- Historical Society for SENM Public Awareness Project: Ms. Jennings presented the request for funding of the Historical Society for SENM Public Awareness Project in the amount of $809. Ms. McVay-Davis was present to answer questions. This is an on- going event. The Occupancy Tax Board recommends funding for the Historical Society for SENM Public Awareness Program in the amount of up to $809, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $809 on a reimbursement basis at 50%. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- Roswell Film Festival: Ms. Jennings presented the request for funding for the Roswell Film Festival in the amount of $ 6,000. The event is scheduled for April 25-29, 2018. The Occupancy Tax Board recommends funding for the Roswell Film Festival in the amount of up to $6,000, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $6,000 on a reimbursement basis at 50% of eligible expenses for the Roswell Film Festival. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with councilor Denny participating by phone and Councilor Perry being absent. Lodgers’ Tax Funding Request- John Chisum’s Cowtown: Ms. Jennings presented the request for funding for the John Chisum’s Cowtown in the amount of $3,300. The event is scheduled March 23-April 8, 2018. The Occupancy Tax Board recommends funding for the John Chisum’s Cowtown in the amount of up to $3,300, on a 50% reimbursement basis. Councilor Henderson moved to table the John Chisum’s Cowtown. Councilor Grant was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Resolution 17-57 Consider approval authorizing the completion of the close-out documents for a grant issued by the NMFA: Mr. Morris presented the request for approval of Resolution 17-57 authorizing the completion of the close-out documents for a grant issued by the NMFA. Resolution 17-57 authorizes staff to take all steps remaining to secure reimbursement of $49,600 from the New Mexico Finance Authority. Councilor Henderson moved to send to full City Council approval of Resolution 17-57. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Resolution 17-60 Consider approval of the Classification and Compensation Plan: Mr. Neeb presented the request for approval of Resolution 17-60 Classification and Compensation Plan. The scale formalizes a minimum and maximum level which will be paid for any established position. Councilor Henderson moved to send to full City Council approval of Resolution 17-60. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Consider approval for a Toro 580 mower purchase for Parks & Recreation: Ms. Gilbert presented the request for approval of the purchase for a Toro 580 mower for Parks & Recreation. Mr. Burres, Mr. Renshaw, and Ms. Garcia were all present to answer questions. The recommended purchase is a direct purchase as it is overall the least expensive option and will not require ongoing payments or processing. Councilor Henderson moved to send to full City Council approval for a Toro 580 mower purchase for Parks & Recreation. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. Resolution 17-61 Consider approval of the Certification of Correctness of the Physical Inventory of Fix Assets for FY2017: Ms. Garcia presented the request for approval of Resolution 17-61 Certification of Correctness of Physical Inventory of Fix Assets for FY2017. The Certification is required by the Department of Finance State of New Mexico. Councilor Henderson moved to send to full City Council approval of Resolution 17-61 Certification of Correctness of the Physical Inventory of Fix Assets for FY2017. Councilor Denny was the second. A voice vote was unanimous and the motion passed 3-0 with Councilor Denny participating by phone and Councilor Perry being absent. PUBLIC PARTICIPATION Mr. Connolly expressed his appreciation to Councilors and Staff. ADJOURN The meeting adjourned at 9:15 a.m.