Finance Committee

Regular Meeting of the Finance Committee Held in the Conference Room at City Hall Friday, November 8, 2019 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 19-37. ROLL CALL The meeting convened at 8:02 a.m. with Chairman Grant presiding; Councilors Henderson and Roebuck being present, and Stubbs being absent. Staff present: Monica Garcia, Mike Matthews, Joe Neeb, Sharon Coll, Russell Hardy, Bill Morris, Aaron Holloman, Chanel Rey, Renee Trujillo, Karen Sanders, Jeff Bechtel, Juanita Jennings, Marcus Gallegos, Steven Martinez, Lupita Everett, and Juan Fuentes. Guests present: Lisa Dunlap, Larry Connolly, Carolyn Hardwick, Kathryn Silvas, Rita Kane- Doerhoefer, Kyle Bullock, Johnathan Buckmister, John Buckmister, and Mayor Kintigh. APPROVAL OF AGENDA Councilor Henderson moved to approve the November 8, 2019, regular Finance Committee meeting agenda with the following change:  Move action item 11 to action item 6A. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Stubbs being absent. APPROVAL OF MINUTES Councilor Henderson moved to approve the October 1, 2019 special Finance Committee meeting minutes and the October 3, 2019 regular Finance Committee meeting minutes as presented. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Stubbs being absent. NON-ACTION ITEMS Information Reports: Reports were included in the agenda packet, Mr. Hardy handed out the 1st Quarter DFA report. Staff was present to answer questions. Tyler Update (Energov): Ms. Garcia presented the information for the Energov Tyler update. Staff was present to answer questions. Personnel Update: Ms. Trujillo presented the information for the personnel update. Staff was present to answer questions. Community Development Department Budget Overview: Mr. Morris presented the information for the Community Development department budget overview. Staff was present to answer questions. ACTION ITEMS Consider a Request for a Waiver of Certain Special Event Fees for the Chaves County Cancer Fund’s 2020 Walk for Hope: Ms. Jennings presented the request for a waiver of certain special event fees for the Chaves County Cancer Fund’s 2020 Walk for Hope. Ms. Hardwick and Ms. Silvas were present to answer questions. Councilor Henderson moved to accept the staff recommendation for the organization to attain sponsorships to cover rental costs. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Stubbs being absent. Consider Recommending Approval of Lease Agreement with Wells Fargo and Equipment Maintenance Agreement with PTS Office Systems, Inc.: Mr. Holloman presented the request for approval of a lease agreement with Wells Fargo and equipment maintenance agreement with PTS Office Systems, Inc. Mr. Buckmister and Mr. Buckmister were present to answer questions. Councilor Henderson moved to send to full City Council on consent agenda approval of a lease agreement with Wells Fargo and equipment maintenance agreement with PTS Office Systems, Inc. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Stubbs being absent. Resolution 19-XX Monthly Budget Amendment: Ms. Rey presented the request of Resolution 19- XX to amend the FY2020 approved budget. Staff was present to answer questions. Councilor Henderson moved to send to full City Council on consent agenda approval of Resolution 19-XX amending the FY2020 approved budget. Councilor Roebuck was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Stubbs being absent. Request to Set the Budget Transfer Limits within Departments: Ms. Garcia and Mr. Neeb discussed setting a limit for budget transfers within departments. No motion was made. Request for change of the December Meeting Date: Ms. Garcia requested to change the December meeting date to December 3, 2019. No motion was made. PUBLIC PARTICIPATION Mr. Connolly commented on the netting at the softball field and clean up on a property. Ms. Kane- Doerhoefer inquired about the Walk for Hope event. ADJOURN The meeting adjourned at 9:15 a.m.