Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Thursday, May 3, 2018 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 17-49. ROLL CALL The meeting convened at 8:01 a.m. with Chairman Grant presiding; Councilors Henderson, Roebuck, and Stubbs being present. Staff present: Monica Garcia, Elizabeth Gilbert, Chanel Rey, Joe Neeb, Juanita Jennings, Sharon Coll, Frank Montoya, Becky Hicks, Ana Nieto, Lupita Everett, Jeff Bechtel, Bill Morris, and Aaron Holloman. Guests present: Alison Penn, Larry Connolly, Kerry Moore, Leslie Andrews, Larry Hobson, Amanda King, Paige Berry, Janet Sanders, Marilyn Cozzens, Elaine Mayfield, John Mulcahy, Paula Grieves, Peggy Seskey, Kathy Lay, Molly Boyle, Adriann Ragsdale, and Rita Kane- Doerhoefer. APPROVAL OF AGENDA Councilor Henderson moved to approve the May 3, 2018, Finance Committee meeting agenda as presented. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 4-0. APPROVAL OF MINUTES Councilor Henderson moved to approve the minutes from the March 29, 2018, regular Finance Committee meeting as presented. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 4-0. NON-ACTION ITEMS Informational Reports: Reports were included in the agenda packet, Ms. Garcia answered questions. FOR THE RECORD: Councilor Roebuck recused himself from Items 3 and 7 and left the room at 8:05 a.m. ACTION ITEMS Lodgers’ Tax Funding Request-Tour de Ocho Millas: Ms. Jennings presented the request for funding of the 8th Annual Tour de Ocho Millas in the amount of $500. The Occupancy Tax Board recommends funding of the Tour de Ocho Millas in the amount of up to $500, on a 50% reimbursement basis. Councilor Henderson moved to table the request. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 3-0 with Councilor Roebuck recusing his vote. FOR THE RECORD: Roebuck reentered the meeting at 8:15 a.m. Lodgers’ Tax Funding Request-PVQ Quilt Show: Ms. Jennings presented the request for funding of the PVQ Quilt Show in the amount of $1,505. Ms. Andrews was present to answer questions. The event is scheduled for September 14-15, 2018. The Occupancy Tax Board recommends funding for the PVQ Quilt Show 2018 in the amount of up to $1,505, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $1,505, on a reimbursement basis at 50% of eligible expenses of the PVQ Quilt Show. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4- 0. Lodgers’ Tax Funding Request- Chile Cheese Festival: Ms. Jennings presented the request for funding of the Chile Cheese Festival in the amount of $2,125. Ms. Boyles was present to answer questions. The event is scheduled for September 28-29, 2018. The Occupancy Tax Board recommends funding for the Chile Cheese Festival in the amount of up to $2,125, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $2,125, on a reimbursement basis at 50% of eligible expenses of the Chile Cheese Festival. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Lodgers’ Tax Funding Request- Rio Pecos Kennel Club: Ms. Jennings presented the request for funding of the Rio Pecos Kennel Club in the amount of $1,650. Ms. Mayfield was present to answer questions. The event is scheduled for September 8-9, 2018. The Occupancy Tax Board recommends funding for the Rio Pecos Kennel Club in the amount of up to $1,650, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $1,650, on a reimbursement basis at 50% of eligible expenses of the Rio Pecos Kennel Club. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Lodgers’ Tax Funding Request- Roswell Christmas Railway: Ms. Jennings presented the request for funding of the Roswell Christmas Railway in the amount of $20,500. The event is scheduled for November 23 – December 31, 2018. The Occupancy Tax Board recommends funding for the Roswell Christmas Railway in the amount of up to $20,500, on a 50% reimbursement basis. Councilor Henderson moved to table the request. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 3-0 with Councilor Roebuck recusing his vote. Lodgers’ Tax Funding Request- Roswell Jazz Festival: Ms. Jennings presented the request for funding of the Roswell Jazz Festival in the amount of $5,000. Ms. Grieves was present to answer questions. The event is scheduled for October 17-21, 2018. The Occupancy Tax Board recommends funding for the Roswell Jazz Festival in the amount of up to $5,000, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $5,000 on a reimbursement basis at 50% of eligible expenses of the Roswell Jazz Festival. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Lodgers’ Tax Funding Request- Pecos Valley Potters Guild Art Sale: Ms. Jennings presented the request for funding of the Pecos Valley Potters Guild Art Sale in the amount of $1,245. Ms. Sanders was present to answer questions. The event is scheduled for November 9-11, 2018. The Occupancy Tax Board recommends funding for the Pecos Valley Potters Guild Art Sale in the amount of up to $1,245, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $1,245, on a reimbursement basis at 50% of eligible expenses for the Pecos Valley Potters Guild Art Sale. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Lodgers’ Tax Funding Request- Eastern New Mexico State Fair: Ms. Jennings presented the request for funding for the Eastern New Mexico State Fair in the amount of $35,000. Mr. Hobson was present to answer questions. The event is scheduled for October 1-6, 2018. The Occupancy Tax Board recommends funding for the Eastern New Mexico State Fair in the amount of up to $35,000, on a 50% reimbursement basis. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $35,000 on a reimbursement basis at 50% of eligible expenses of the Eastern New Mexico State Fair. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Request for waiver of all special event fees – 14th Annual Buddy Walk Event: Ms. Jennings presented the request for waiver of all special event fees for the 14th Annual Buddy Walk Event. The event is scheduled for October 20, 2018. Councilor Henderson moved to deny the request for the waiver of all special event fees for the 14th Annual Buddy Walk. Councilor Stubb was the second. A voice vote was 2-2, referencing Robert’s Rules of Order the motion fails. Councilor Stubbs moved to send to full City Council approval of the waiver of all special event fees for the 14th Annual Buddy Walk Event. Councilor Roebuck was the second. A voice vote was 2-2, referencing Robert’s Rules of Order the motion fails. Request for waiver of all special event fees – 2018 Walk to End Alzheimer’s Event: Ms. Jennings presented the request for waiver of all special event fees for the 2018 Walk to End Alzheimer’s Event. The event is scheduled for October 13, 2018. Councilor Henderson moved to deny the request for the waiver of all special event fees for the 2018 Walk to End Alzheimer’s Event. Councilor Grant was the second. A voice vote was 2-2, referencing Robert’s Rules of Order the motion fails. Councilor Roebuck moved to send to full City Council approval of the waiver of all special event fees for the 2018 Walk to End Alzheimer’s Event. Councilor Stubbs was the second. A voice vote was 2-2, referencing Robert’s Rules of Order the motion fails. Request for Support – Roswell Chaves County Economic Development Corporation: Ms. Garcia presented the request for support of the Roswell Chaves County Economic Development Corporation in the amount of $120,000 for FY2019. Mr. Mulcahy was present to answer questions. The City funded the Roswell Chaves County Economic Development Corporation $112,000 in FY2018. Councilor Stubbs moved to send to full City Council approval of the request for support of the Roswell Chaves County Economic Development Corporation. Councilor Henderson was the second. A voice vote was unanimous, and the motion passed 4-0. Request for Support – MainStreet Roswell: Mr. Morris presented the request for support of MainStreet Roswell in the amount of $40,000. Ms. Lay and Ms. Boyle were present to answer questions. Councilor Henderson moved to send to full City Council approval of the request for support of MainStreet Roswell with the following amendment:  Correct the Date throughout the contract Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Resolution 18-23 – Fund 227 within the Chart of Accounts for Workers Compensation: Ms. Garcia presented the request for approval of Resolution 18-23 Fund 227 within the Chart of Accounts for Workers Compensation. The request would add fund number 227 Workers Compensation Fund to the City’s Chart of Accounts beginning Fiscal Year 2019. Ms. Hicks was present to answer questions. Councilor Henderson moved to send to full City Council approval of Resolution 18-23 Fund 227 within the Chart of Accounts for Workers Compensation. Councilor Stubbs was the second. A voice vote was unanimous, and the motion passed 4-0. Resolution 18-24 – Budget Amendment FY2018 July 4th Entertainment Funding: Ms. Garcia presented the request for approval of Resolution 18-24 Budget Amendment FY2018 July 4th Entertainment Funding. Ms. Jennings was present to answer questions. Resolution 18-24 details a budget amendment of $20,000 for the July 4th Event. The Council approved $43,264 for the July 4th Event in the Final Budget for Fiscal Year ending June 30, 2018. The budget did not include deposits for entertainment, portable toilets, or tenting. Councilor Stubbs moved to send to full City Council approval of Resolution 18-24 Budget Amendment FY2018 July 4th Entertainment Funding. Councilor Henderson was the second. A voice vote was unanimous, and the motion passed 4-0. FOR THE RECORD: Councilor Henderson left the meeting at 9:55 a.m. Resolution 18-25 – Budget Amendment FY2018 IT Budget Shortfall: Ms. Garcia presented the request for approval of Resolution 18-25 Budget Amendment FY2018 IT Budget Shortfall. Resolution 18-25 details a budget amendment of $116,385 for the Information Technology (IT) Department. The Council approved $543,467 FY2018’s Final Budget for the IT Department. The budget did not include funding for Internet Subscription Fees, Software Maintenance, or License Fees. Councilor Stubbs moved to send to full City Council approval of Resolution 18-25 Budget Amendment FY2018 IT Budget Shortfall. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0 with Councilor Henderson being absent. Resolution 18-26 – Budget Amendment FY2018 Signature Events Funding: Ms. Garcia presented the request for approval of Resolution 18-26 Budget Amendment FY2018 Signature Events Funding. Ms. Jennings was present to answer questions. Resolution 18-26 details a budget amendment for $19,800 for the Signature Event UFO Festival. Councilor Stubbs moved to send to full City Council approval of Resolution 18-26 Budget Amendment FY2018 Signature Events Funding. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0 with Councilor Henderson being absent. PUBLIC PARTICIPATION Mr. Connolly expressed his appreciation to Councilors and Staff. Ms. Kane-Doerhoefer expressed concerns with the special event fees. ADJOURN The meeting adjourned at 10:04 a.m.