Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Thursday, October 4, 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 18-55. 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, Chanel Rey, Juanita Jennings, Becky Hicks, Sharon Coll, Scott Stark, Frank Montoya, Deanna Garcia, Mike Matthews, Devin Graham, Elizabeth Gilbert, Sylvia Casarez, Lupita Everett, and Aaron Holloman. Guests present: Alison Penn, Larry Connolly, Rita Kane-Doerhoefer, Juliana Halvorson, Kathy Lay, Wanda Porter, Brittnye Lamb, Sherri Roe Miller, Regina Gaysina, Candy McClelland, Molly Boyles, Sarai Fowler, Amy McVay-Davis, and Mayor Kintigh. APPROVAL OF AGENDA Councilor Henderson moved to approve the October 4, 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 September 6, 2018, regular Finance Committee meeting with the following corrections:  Veteran 5K Run was amended to be BRAVE 5k Run  Correct Ms. Boyles name under the Request for Waiver of Special Event Fees – Chili & Cheese Festival  Under the Request for Additional Support & Request for Waiver of Special Event Fees – Roswell’s 2019 UFO Festival add the motion was deferred because of the Memorandum of Understanding with MainStreet Roswell. 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 handed out the Investment Portfolio and Budget Status Report. Tyler Update: Ms. Garcia and Staff discussed the software update. Airport Water Revenue Discussion: Ms. Garcia discussed that Water revenues at the Roswell International Air Center is being allocated to the Air Center and not Water funds. Mayor Kintigh discussed the upcoming meeting with the Airport Advisory Commission. ACTION ITEMS Request for Waiver of Special Event Fees – Walk for Hope: Ms. Jennings presented the request for waiver of all special event fees for the Chaves County Cancer Fund’s 2019 Walk for Hope. Ms. Porter, Ms. Lamb, and Ms. Roe Miller were present to answer questions. The event is scheduled for May 10, 2019. This will be the 10th anniversary of the event. Councilor Roebuck moved to send to full City Council approval of waiver of special event fees for the 2019 Walk for Hope in the amount of $2,461.25. Councilor Henderson was the second. A voice vote was 3-1 with Councilor Stubbs voting no. FOR THE RECORD: Councilor Stubbs stated she voted no because she thought the committee was not waving enough for the Walk for Hope. Lodgers’ Tax Funding – SENM Public Awareness Project: Ms. Jennings presented the request for proposed funding of the SENM Public Awareness Project. The Occupancy Tax Board recommended funding for the Historical Society for SENM Public Awareness Project in the amount of up to $617.90 on a 50% reimbursement basis. Ms. McVay-Davis was present to answer questions. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $617.90, on a reimbursement basis of 50% of eligible expenses of the SENM Public Awareness Project. Councilor Stubbs was the second. A voice vote was unanimous and the motion passed 4-0. Lodgers’ Tax Funding – Jesse Andrus & Mike Hillman Memorial Rodeo: Ms. Jennings presented the request for proposed funding of the Jesse Andrus & Mike Hillman Memorial Rodeo. The event is scheduled for April 19-20, 2019. The Occupancy Tax Board recommended funding for the Jesse Andrus & Mike Hillman Memorial Rodeo in the amount of $3,800 on a 50% reimbursement basis. Ms. McClelland was present to answer questions. Councilor Henderson moved to send to full City Council on consent agenda proposed funding up to $3,800, on a reimbursement basis of 50% of eligible expenses. Councilor Stubbs was the second. A voice vote was unanimous and the motion passed 4-0. Lodgers’ Tax Funding – Roswell Symphony Orchestra: Ms. Jennings presented the request for proposed funding of the Roswell Symphony Orchestra. The 2019 events are February 9, April 12, and April 13. The Occupancy Tax Board recommended funding for the Roswell Symphony Orchestra in the amount of $4,085 on a 50% reimbursement basis. Ms. Fowler was present to answer questions. Councilor Stubbs moved to send to full City Council on consent agenda proposed Lodgers’ Tax funding up to $4,085, on a reimbursement basis of 50% of eligible expenses. Councilor Henderson was the second. A voice vote was unanimous and the motion passed 4-0. Lodgers’ Tax Funding – 2019 UFO Festival: Ms. Jennings presented the request for proposed funding of the 2019 UFO Festival. The event is scheduled for July 5-7, 2019. The Occupancy Tax Board recommended funding for the 2019 UFO Festival in the amount of up to $10,500 on a 50% reimbursement basis. Ms. Lay was present to answer questions. Councilor Stubbs moved to send the full City Council on consent agenda proposed funding up to $21,100, on a reimbursement basis of 100% of eligible expenses. Councilor Henderson was the second. A voice vote was unanimous and the motion passed 4-0. Resolution 18-63 – Authorizing the Execution and Delivery of Loan Agreement and Intercept Agreement by and between the City of Roswell and the NMFA: Ms. Garcia presented the request for approval of Resolution 18-63 which details authorization and execution of a loan agreement and an intercept agreement by and between the NMFA and the City of Roswell. The City approved Resolution 18-57 at their September 2018 meeting which allowed the City to borrow funds from the General Fund as we secured funding through the NMFA. Ms. Gaysina was present to answer questions. Councilor Henderson moved to send to full City Council approval of Resolution 18-63 authorizing the execution and delivery of loan agreement and intercept agreement by and between the City of Roswell and the NMFA. Councilor Roebuck was the second. A voice vote was unanimous and the motion passed 4-0. Resolution 18-64 – Budget Amendment Grant’s Previous Year Encumbrances: Ms. Hicks presented the request for approval of Resolution 18-64 which details a budget amendment for previous years’ unencumbered cash balance brought forward into the current year’s budget. Councilor Henderson moved to send to full City Council approval of Resolution 18-64 budget amendment grant’s previous year encumbrances. Councilor Roebuck was the second. A voice vote was unanimous and the motion passed 4-0. PUBLIC PARTICIPATION Councilor Henderson discussed the Community Development Block Grant and the Fire Department’s annual audit. ADJOURN The meeting adjourned at 10:08 a.m.