Finance Committee

FINANCE COMMITTEE AGENDA Thursday, August 6, 2020 at 9:00 a.m. Roswell Convention Center 912 N. Main, Roswell NM 88201 Committee Chair: Jason Perry Committee Vice Chair: Juan Oropesa Committee Members: Jacob Roebuck, Margaret Kennard Staff Coordinator: Juan Fuentes A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. Consider approval of the July 2, 2020 Meeting Minutes - Page 3 E. Non-Action Items 2. Information Reports - Page 5 3. FY 2021 Final Budget Book F. Action Items 4. Consider recommending to City Council approval of Resolution 20-XX Solid Waste Fees. - Page 17 5. Consider recommending to City Council approval of Resolution 20-XX authorizing the filing of an application to the New Mexico Department of Transportation for funding assistance of public transportation for the Federal Fiscal Year 2021-2022. – Page 22 6. Consider recommending to City Council authorization for the City Manager to engage Kubiak Melton & Associates, LLC (KMA) to audit the Roswell Chamber of Commerce. – Page 30 G. Public Participation H. Adjourn (Next Meeting: September 3, 2020) Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 20-26. NOTICE OF POTENTIAL QUORUM - A quorum of the City Council may or may not attend, but there will not be debate by the City Council. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624- 6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and Posted: 07/31/20. 1 THE PUBLIC IS ENCOURAGED TO PARTICIPATE ELECTRONICALLY THROUGH THE GOTO MEETING APPLICATION AND NOT PHYSICALLY ATTEND DURING THE PANDEMIC. Finance Committee Meeting Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/822397005 You can also dial in using your phone. United States: +1 (669) 224-3412 Access Code: 822-397-005 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/822397005 Help desk - 500-0587 2 Regular Meeting of the Finance Committee Held at the Roswell Convention Center Thursday, July 2, 2020 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 20-26. ROLL CALL The meeting convened at 9:00 a.m. with Chairman Perry presiding; Councilors Oropesa and Kennard being present, with Councilor Roebuck being absent. Staff present: Monica Garcia, Juan Fuentes, Steven Martinez, Stephanie Mervine, Juanita Jennings, Parker Patterson, Scott Stark, and Mike Mathews Guests present: Mayor Kintigh and Councilor Stubbs APPROVAL OF AGENDA Councilor Kennard moved to approve the July 2, 2020 regular Finance Committee amended meeting agenda as presented. Councilor Oropesa was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Roebuck being absent. APPROVAL OF MINUTES Councilor Kennard moved to approve the June 4, 2020 regular Finance Committee meeting minutes as presented. Councilor Oropesa was the second. A voice vote was unanimous, and the motion passed 3-0, with Councilor Roebuck being absent. *For the record: Councilor Roebuck joined the meeting at 9:04 a.m. NON-ACTION ITEMS Information Reports: Mr. Martinez presented handouts for GRT% Change for May 2020 to June 2020 and GRT % Change June 2019 to June 2020 for the state of New Mexico for review and questions. Other reports were included in the agenda packet. Ms. Mervine presented the Lodgers’ Tax reports for review and answered questions from the Councilors. ACTION ITEMS Proposed Ordinance 20-05 to Update Article 1 Lodgers’ Tax: Ms. Jennings and Mr. Patterson presented the request to update Ordinance 20-05 Article 1 based on state legislature changes with regards to Lodgers’ Tax. An update was presented to the Legal Committee in April, but City Council referred back to Legal due to state legislation changing. The proposed ordinance was sent to Legal Committee on June 25, 2020, but due to lack of a quorum, it is being presented to the Finance Committee. Amendment SB 106 went into effect January 1, 2020 and Amendment HB 117 into effect July 1, 2020 changing the definition of “Short-term rental” in New Mexico; those used for transient accommodations, such as Air BnBs. Roswell has 64 that would fall under the new law. Rentals 3 offering fewer than three rooms are no longer exempt from collecting local lodging tax or paying state gross receipts tax. Collection of GRT and Lodgers’ Tax being handled by the Public Affairs Department going forward. Lodgers’ Tax for 30+ day temporary lodging only applies to employment stays, not leisure, per the state legislature passed. Councilor Kennard moved to send to full City Council to advertise and hold a public hearing on the proposed Ordinance 20-05 Update Article 1 Lodgers’ Tax chapter 23 of Roswell City Code. Councilor Oropesa was the second. A voice vote was unanimous, and the motion passed 4-0. Resolution 20-XX Airport Fee Structure: Mr. Stark presented a request to establish a master fees list and new fee structure for aircraft use of facilities and services furnished by the Roswell Air Center (ROW). Fees in Chapter 5 Aviation of City Code have not been updated since 1984. Landing and parking fees have not changed since 2010. Basing new numbers on reviews of comparable airports with similar services and operation numbers. This resolution would provide ability to negotiate with airlines on costs and allow to recoup current administration and supply costs and cover maintenance. Mr. Stark presented examples of previous rates and proposed changes. Councilor Perry suggested a re-evaluation every five years. Councilor Roebuck moved to send to full City Council on the consent agenda Resolution 20-XX for new fee structure for aircraft use and facilities and services provided by the Roswell Air Center. Councilor Kennard was the second. A voice vote was unanimous, and the motion passed 4-0. Resolution 20-XX Final Budget FY2021: Mr. Fuentes and Mr. Martinez presented this second opportunity for committee to address questions or concerns. A budget recap was provided to review and prepare amendments to present to City Council for action. City council will address any amendments on July 9, 2020. City Council Special Session meets July 23, 2020 to approve the final budget. Councilor Oropesa expressed concerns regarding the reclassification of positions and a plan to deal with the high-ranking positions that took the buyout. There was a discussion on the actual effect this has on the budget. Mr. Mathews noted that Fire Department Division Chiefs will be meeting with him and Mr. Neeb over next few weeks to determine finances and priorities moving forward. Councilor Roebuck moved to send to full City Council on the consent agenda the recommendation to approve the final budget as presented by staff, Resolution 20-XX Final Budget FY2021. Councilor Kennard was the second. The motion passed 3-1 in a voice vote with Councilor Oropesa voting no. PUBLIC PARTICIPATION None. ADJOURN The meeting adjourned at 10:14 a.m. 4  ABSTRACT Finance Committee Meeting Thursday, August 6, 2020 at 9:00 a.m. Roswell Convention & Civic Center ACTION REQUESTED: None BACKGROUND: Initiated by: Various Departments • Gross Receipts Report (July 2020) • Lodgers’ Tax Report • Convention Center Fee Report • Department Reports o Information Technology o Public Affairs o Property FINANCIAL CONSIDERATION: None LEGAL REVIEW: None BOARD OR COMMITTEE ACTION: None STAFF RECOMMENDATION: None. 5  City of Roswell Gross Receipts Tax July 2020 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun FYTD Total % FY 19 3,131,599 2,939,761 2,717,100 2,851,428 2,747,878 2,708,431 2,781,667 3,114,447 2,690,121 2,700,303 2,973,891 2,763,391 3,131,599 FY 20 2,860,221 3,248,842 5,450,435 2,804,337 3,799,352 3,162,914 2,788,688 3,186,544 2,790,481 2,464,194 2,876,027 2,809,756 2,860,221 ‐9.5% FY 21 3,022,870 3,022,870 5.4% Gain 162,650 GRT Actual Three Year Trend 6,000,000 5,000,000 4,000,000 Budgeted Actual Variance 3,000,000 Jul $1,872,940.00 $3,022,870.04 $1,149,930.04 Aug $1,872,940.00 2,000,000 Sep $2,029,018.00 1,000,000 Oct $2,029,018.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Nov $2,185,096.00 Dec $2,185,096.00 FY 19 FY 20 FY 21 Jan $2,653,331.00 Feb $2,653,331.00 Mar $2,653,331.00 GRT Actual vs Budget Apr $2,809,410.00 $3,100,000.00 May $2,934,272.00 $2,900,000.00 Jun $2,965,488.00 $2,700,000.00 Total $28,843,271.00 $3,022,870.04 $1,149,930.04 $2,500,000.00 % FYTD 61.40% $2,300,000.00 $2,100,000.00 $1,900,000.00 $1,700,000.00 $1,500,000.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Budgeted Actual 6  CITY OF ROSWELL LODGERS' TAX COLLECTION AND COMMENTARY REPORT June 2020 ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY 18 23,899 25,395 22,104 20,142 23,885 18,624 17,416 17,748 19,457 26,191 21,654 24,439 260,954 FY 19 25,002 26,166 25,245 23,452 26,874 21,109 20,661 22,740 23,435 26,674 22,147 25,019 288,524 FY 20 26,110 27,491 24,378 22,767 25,834 19,924 19,890 19,441 20,280 17,664 8,018 11,373 243,170 Available 46,710 48,267 48,267 46,710 48,267 46,710 48,267 48,267 45,153 48,267 46,710 48,267 Room Nights 539,482 Occupancy % 55.9% 57.0% 50.5% 48.7% 53.5% 42.7% 41.2% 40.3% 44.9% 36.6% 17.2% 23.6% 45.5% LODGERS' TAX COLLECTED BY MONTH: Jul (8%) Aug (17%) Sep (25%) Oct (33%) Nov (42%) Dec (50%) Jan (58%) Feb (67%) Mar (75%) Apr (83%) May (92%) Jun (100%) Total Budget % FY 2018 $ 105,581 106,650 98,609 83,083 103,153 75,381 66,997 71,246 79,960 111,190 91,808 115,932 $ 1,109,591 FY 2019 116,281 123,771 121,850 104,856 118,035 92,989 88,266 99,335 107,440 133,408 103,186 126,567 $ 1,335,985.51 FY 2020 122,326 135,551 118,752 108,720 119,894 85,494 80,122 83,863 92,050 82,999 32,867 44,713 $ 1,107,351.44 FY2020 Budget: $ 1,161,739.00 Unachieved Budgeted Revenue $ 54,387.56 5% Actual Room Nights Sold - Three Year Trend Actual Lodgers' Tax - Three Year Trend $160,000 30,000 $140,000 25,000 $120,000 20,000 $100,000 15,000 $80,000 10,000 $60,000 5,000 $40,000 $20,000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun $- Jul (8%) Aug (17%) Sep (25%) Oct (33%) Nov (42%) Dec (50%) Jan (58%) Feb (67%) Mar (75%) Apr (83%) May (92%) Jun (100%) FY 18 FY 19 FY 20 FY 2018 FY 2019 FY 2020 STR & Lodgers' Tax Monthly Commentary COVID-19 Impact - June 2020 Currently June has a 50% occupancy state wide mandate. Roswell hotels as a group have not reached the 50%. The most recent STR for June 2020, shows occupancy rate increased from 30.9% in May to 46.8% in June. This reflects a month over month increase of 15.9%. June ADR results at $81.05 is a positive growth compared to May at $77.46. Year over year is down due to COVID-19 restriction from June 2019 ADR at $94.26. 7  CITY OF ROSWELL CONVENTION CENTER FEE COLLECTION REPORT June 2020 ROOM NIGHTS REPORTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total FY 18 23,899 25,395 22,104 20,142 23,885 18,624 17,416 17,748 19,457 26,191 21,654 25,253 261,768 FY 19 25,002 26,166 25,245 23,452 26,874 21,109 20,661 22,740 23,435 26,674 22,147 25,019 288,524 FY 20 26,110 27,491 24,378 22,767 25,834 19,924 19,890 19,441 20,280 17,664 8,018 11,373 243,170 Available 42,990 44,423 44,423 42,990 44,423 42,990 44,423 44,423 45,733 48,887 46,710 46,710 Room Nights Occupancy % 60.7% 61.9% 54.9% 53.0% 58.2% 46.3% 44.8% 43.8% 44.3% 36.1% 17.2% 24.3% 45.5% CONVENTION CENTER FEES COLLECTED BY MONTH: Jul (8%) Aug (17%) Sep (25%) Oct (33%) Nov (42%) Dec (50%) Jan (58%) Feb (67%) Mar (75%) Apr (83%) May (92%) Jun (100%) Total Budget % FY 18 $ 59,748 63,488 55,260 50,355 59,713 46,560 43,540 44,369 48,643 65,479 54,135 63,133 $ 654,420.00 FY 19 62,505 65,415 63,113 58,630 67,185 52,773 51,653 56,850 58,588 66,686 55,368 62,548 $ 721,310.25 FY 20 65,275 68,728 60,945 56,918 64,585 49,810 49,725 48,603 50,778 46,658 20,045 28,433 $ 610,499.50 FY 20 Budget: $ 660,924.00 Balance: 50,425 7.60% Room Nights Sold - Three Year Trend Actual Convention Center Bed Fee at $2.50 Three Year Trend 30,000 $80,000 $70,000 25,000 $60,000 20,000 $50,000 15,000 $40,000 $30,000 10,000 $20,000 5,000 $10,000 $- 0 Jul (8%) Aug Sep (25%)Oct (33%) Nov Dec Jan (58%)Feb (67%) Mar Apr (83%) May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun (17%) (42%) (50%) (75%) (92%) (100%) FY 18 FY 19 FY 20 FY 18 FY 19 FY 20 8 9 10  Public Affairs July 2020 Department Report Lodgers’ Tax/Tourism • Collections for June processed and reported with support from Finance • Group Tour Itineraries Cowboys & Gunslingers • Roswell Hotel & Hospitality Association renewed • Lodgers’ Tax Reports & STR vs Lodgers’ Tax Commentary/Analysis – developed monthly commentary for data • Event Management Options • Short Term Rental process development should it pass, information/public correspondence • Finalize media plan for Q2 • Launch reopening campaign –drive market - Completed and put on hold due to Governor’s Orders Government Business • Launched new website design for Roswell-nm.gov and consolidation of internal pages • Addendum for Wayfinding RFP issued on 6/21 with extension for 8/18 • Addendum for Great Blocks RFP issued on 6/21 due on 8/4 • Google DMO Business Listing Audit of 276 business locations • Virtual Public Forum – Boards/Commission completed • Transit Bus Advertising one sheet ready for donation schedule w/contract • Keep Roswell Beautiful Grant Q1 planning and onboarding new board/roles • Copywriting for “Roswell the City” Story Telling project • Requisitions and Invoice processing for new fiscal year • Reset and revisited department goals at morning huddle; emphasis on Communication & Public Information for City Services FY21 • Economic Development Basics Course started • Credit Cards Reconciliation • Convention Center/City Liaison coordination for committee meetings hosted at RCCC Public Information • 29 Fix It Forms submitted • Internal website page edits and revised content • Researched and responded to media inquiries on wide variety of topics on an almost daily basis • Arranged for various media to speak with certain city supervisors about appropriate topics based in their departments • 11  • Numerous Facebook posts and correspondence with citizens responding to posts and making inquiries • 13 news releases • 1 radio interviews • RPD investigations (2) fatal shootings and an armed robbery as well as the birth of a baby elk at the zoo, were high-profile news items handled by the PIO in July • Creation of Meet the Team page for the Zoo staff/zookeepers on the City website • Engineering City Services Blog created and distributed Marketing Collateral Printed, ordered, copywriting, exports and design for the following projects this month include: • Redesigned water billing applications forms (4) and made them writeable PDFs • Redesigned Community Development (4) permit application forms and made them writeable PDFs • Census 2020 locations flyers • Baby Elk Gender Reveal and birth announcement • Public Affairs Office sign • Banner Programs for Zoo Poles reopening • Zoo Style Guide • Zoo Store Merchandise • Content Calendars for website and social with cross training other department staff Visitor Center Store • Total Sales from June $9053.06 with customers; July projecting at $6K including 4th of July sales • Opened only 25 days with reduced hours On the Horizon (August): • Key Indicator report – review priorities to develop launch for August • Short-term compliance launch letter and online portal tool for next steps should it pass • Lodgers’ Tax Collection Report – Review opportunities to improve the report with Finance • OTB Meeting prep applications and create agenda packet • Store August Tasks oversight, guidance and expectation • Roswell Hotel & Hospitality Association Deployment • Finalize RFP Greatblocks for recommendation to Finance Committee September • Finalize RFP Wayfinding for recommendation to Finance Committee October • Research Zoo Merchandise Store options and start implementation • Set-up online Zoo Store component • Continue DMO/Special Event Taskforce with State of NM Tourism for COVID-19 • Continuing to develop content calendars created for various departments for September 12  J ULY2 020 MONT HLYR EPOR T OF FICI ALC ITYSOC IAL F ACE BOOK MEDI AFOLL OWERS Fl yRos well 1, 438fol lower s 1, 371l ikes Cit yofRos wel l 10, 345fol lower s 9, 705l ikes 1 0, 34 5 KeepRos wellBeautif ul 172fol lower s 153l ikes SpringRiverZoo 3, 617fol lower s 3, 408l ikes Roswel l PublicLi ar br y 578f 2, l ol s ower i 394l 2, kes , 17 83 Roswel l PoliceDept 23, 812fol lower s 22, 895l ikes Roswel l FireDept 497f 6, oll owers 5, 994l ikes Conv enti onCent er 2, 596fol lower s 2, 472l ikes 4 27 Roswel l ,NMT ouris m 16, 003fol lower s 15, 692l ikes Parks&Rec reati on 3, 815fol lower s 3, 563l ikes Roswel l Transit 312fol lower s 285l ikes Animal Servi ces 5, 138fol lower s 4, 856l ikes MONT HLY C OMPARI SON WE BSI TEANAL YTI CS J UNETOJUL Y SeeRoswell. com Roswel l- NM. gov PageViews+6,235 8,434ofpageviews 84, 578ofpageviews UniqueVisi tor s-702 3,496ofuniquevisi tor s 30, Facebook+74 179ofuniquev i si tor s Ins tagram +57 Top10pa gesvisi ted Top10pagesvis ited Twitt er+11 • UFOAt t ract ions • Roswell,NM • Hotels-Motels • UFOS t ory • UF S •t OS ay hopping Cor • Cus • ona t v ir omerS COVI us( ervi c D-19) e/Wat Upda erBi l t ng l i es E SER WE OS L L • Events • Pol iceDepa rtment ONLI NESTORE • OutdoorAc ti vit ies • Empl oymentOppor t uniti es • AccountRev i ew/Pa y mentOpt ions Onli neConver si on:2. 01% • Int erna t ionalUFOMus eum • Mus eumsa ndAt t rac tions • RoswellAirCenter UnknownT r affic :211 • Shop • Repor t s Dir ectTr affic :195 • Dine • Spri ngRi verZoo Soci alT raffic : 31 Sear chTraffic: 10 13  J ULY2 020 MONT HLYR EPOR T GR OCE RYADME TRI CS Overal lPerf ormance I mpr essons Engagement i SummerReading 109k 89 Vir tualPubl icFor um 30. 1k 87 SummerReadi ng Publ icF orum S TOR EME TRI CS Es timat edReac h:27. 4k 14  July2020 Report  Help Requests: This month we have had 207 (documented) help requests. 15  Tyler: The IT department is heavily involved in the Tyler implementation, we are working on Finance, Human Resources, Utility Billing, Code Enforcement and Planning and Zoning. Energov is partway live, trying to overcome the city’s lack of gis system.  Live Streaming: Due to covid-19 restrictions, we have been busy recording and live streaming all public meetings. We have streamed and gotoed over 20 hours this month.  PD: We have one employee dedicated to pd trying to keep their old equipment up and running. We have some old mct’s on windows 7 but the old computers will not take windows 10. This is a security risk for our network.  Dispatch: IT is also at dispatch almost every day with issues.  Digital radio Project: Gateway tower work is complete and Sheriff Department using it as their primary site for now. All test so far have been good. Fire Dept is testing Gateway tower now test have been good so far. Waiting on funding to continue project.  RFD Finishing up putting all new MCT’s in all fire dept vehicles.  Equipment: We have over 600 pieces of equipment that we maintain. Our maintenance windows are usually after hours so we do not cause a disruption in work. This being said my staff and myself spend a lot of time after hours applying patches to servers and switches.  Meetings: We are currently at all public meetings with the city.  Staff: We are down one person in our department and library reassignment will be returning on the 7/31 16  ABSTRACT Finance Committee Meeting Thursday, August 6, 2020 at 9:00 a.m. Roswell Convention & Civic Center ACTION REQUESTED: Consider recommending to City Council approval of Resolution 20-XX Solid Waste Fees. BACKGROUND: Initiated by: Juan A. Fuentes The City Council authorized to publish and hold a public hearing on proposed Ordinance 20-09 to amend several sections of Chapter 21 of the Roswell City Code relating to solid waste collection and disposal. The amendments would delete all of the fees for solid waste collection currently set by ordinance, with the intention that such fees be established by resolution. The proposed resolution adopts the fees deleted from the ordinance. FINANCIAL CONSIDERATION: There are no expenditures associated with the proposed resolution. LEGAL REVIEW: The City Attorney has reviewed the proposed resolution. BOARD OR COMMITTEE ACTION: The Finance Committee is scheduled to meet on Thursday, August 6, 2020. STAFF RECOMMENDATION: Consider recommending approval of Resolution 20-XX Solid Waste Fees. 17  RESOLUTION NO. 2020-xx A RESOLUTION ESTABLISHING FEES AND CHARGES, AS MORE PARTICULARLY SET FORTH HEREIN. WHEREAS, Chapter 21 of the Roswell City Code regulates the collection and disposal of solid wastes generated within the city; and WHEREAS, Section 21-20 authorizes the City to impose monthly fees for solid waste collection and disposal. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ROSWELL, NEW MEXICO, THAT THE FOLLOWING FEES AND CHARGES ARE HEREBY ESTABLISHED FOR THE CITY OF ROSWELL AS FOLLOWS: Section 1 . Fees and Charges Established. Fees shall be established as presented in Exhibit A. Section 2. Ratification. Any act consistent with the authority and prior to the effective date of this Resolution is hereby ratified and affirmed. Section 3. Repealer. Any prior fee resolution in conflict or inconsistent herewith are hereby repealed to the extent of such inconsistency. This repealer shall not be construed to revive any resolution or part of any resolution heretofore repealed. Section 4. Severability. The provisions of this Resolution are declared separate and severable. The invalidity of any clause, sentence, paragraph, subdivision, section, or portion of this Resolution or the invalidity of the application thereof to any person or circumstance, shall not affect the validity of the remainder of the Resolution, or the validity of its application to other persons or circumstances. Section 5. Effective Date. This Resolution shall become effective upon adoption. PASSED, ADOPTED, SIGNED and APPROVED ___ , . CITY SEAL _____________________________ Dennis Kintigh, Mayor ATTEST _____________________ Sharon Coll, City Clerk 18  SOLID WASTE FEE SCHEDULE SECTION 1. Fees. (a) Monthly services for solid waste collection and disposal is premised on twice a week pickup of the shared use of an automated collection container or the use of an individual automated collection container. Charges for such residential service for a calendar month shall be, plus applicable gross receipts tax: Collection Disposal (1) Single family residence $10.65 $7.10 (2) Duplexes, per unit $10.65 $7.10 (3) Accessory dwelling $10.65 $7.10 (b) Monthly services not described in subsection (b) shall be considered commercial property. Charges shall be assessed against the person in whose name the water meter for the premises is registered of record. Charges for such services for a calendar month shall be determined as follows, plus applicable gross receipts tax: City of Roswell Solid Waste Collection and Disposal Rates for Commercial Property RATES FOR TAN 300 GALLON PLASTIC CONTAINER W/LID # OF 1X 2X 3X 4X WEEK 5XWEEK 300 WEEK WEEK WEEK 1 $27.22 $54.44 $81.66 $108.88 $136.11 2 $54.44 $108.88 $163.32 $217.76 $272.22 3 $81.66 $163.32 $244.98 $326.64 $408.33 4 $108.88 $217.76 $326.64 $435.52 $544.44 5 $136.10 $272.20 $408.30 $544.40 $680.55 6 $163.32 $326.64 $489.96 $653.28 $816.66 7 $190.54 $381.08 $571.62 $762.16 $952.77 8 $217.76 $435.52 $653.28 $871.04 $1,088.88 9 $244.98 $489.96 $734.94 $979.92 $1,224.99 10 $272.20 $544.40 $816.60 $1,088.80 $1,361.10 19 Rates for 3 Yard Metal w/Plastic Lid # of 3yd 1x 2x 3x 4x Week 5xWeek M Week Week Week 1 $54.44 $108.88 $163.33 $217.77 $272.21 2 $108.88 $217.76 $326.66 $435.54 $544.42 3 $163.32 $326.64 $489.99 $653.31 $816.63 4 $217.76 $435.52 $653.32 $871.08 $1,088.84 5 $272.20 $544.40 $816.65 $1,088.85 $1,361.05 6 $326.64 $653.28 $979.98 $1,306.62 $1,633.26 Rates for Tan 2 yard Metal w/Plastic Lid (With Saturday pick up) # of 3yd 1x 2x 3x Week 4x Week 5x Week 6x Week M Week Week 1 $61.00 $122.00 $183.00 $244.00 $305.00 $366.00 2 $122.00 $244.00 $366.00 $488.00 $610.00 $732.00 3 $183.00 $366.00 $549.00 $732.00 $915.00 $1,098.00 4 $244.00 $488.00 $732.00 $976.00 $1,220.00 $1,464.00 5 $305.00 $610.00 $915.00 $1,220.00 $1,525.00 $1,830.00 6 $366.00 $732.00 $1,098.00 $1,464.00 $1,830.00 $2,196.00 Plus 5% Tax. Service Charge for Extra Pick-Up: $29.00 Plus $12.00 Per Container, plus Tax. Commercial and Residential Grapple Truck Service is $119.00 Per Truck Load Plus Applicable Gross Receipts Tax (For Anything Over One-Half The Truck) If Under One-Half The Truck Load there Is A Minimum Charge of $25.00 Plus Tax Note: Collection frequency, number of pickups per week, shall not be less than that determined necessary by the sanitation department for the serviced premises. (c) There will be fees and charges established from time to time by resolution for the following special types of disposals: (1) Disposal of solid waste at the disposal area, for residential user only, on loads consisting of 300 pounds or less. 20  (2) Disposal of solid waste at the disposal area, including, but not limited to, compacted loads, roll-offs, yard waste, etc., for all commercial loads and residential loads in excess of 300 pounds. (3) Disposal of heavy solid waste, defined as large tree trunks, asphalt roofing shingles, etc. that is not considered clean fill, at the disposal area. (4) Disposal of clean fill solid waste, defined as concrete, brick, rock, soil, asphalt, rebar, glass, etc. that meets clean fill standards as approved by the State of New Mexico Environment Department, at the disposal area. (5) Disposal of tires for residential users and for all commercial loads, at the disposal area. (6) Disposal of E-waste, defined as electronic waste such as but not limited to computer monitors, computer towers, printers, scanners, copy machines, batteries, universal surge protectors, telephones, two way radios, cell phones, radios, VCR and DVD equipment, etc. (7) Disposal of refrigerant units, defined as any cooling or heating unit containing refrigerant that requires evacuation by state standards before disposal such as but not limited to refrigerators, freezers, heat pumps, AC units, drinking water coolers, etc., at the disposal area. (d) All solid waste disposal fees shall be automatically adjusted at the beginning of each fiscal year, beginning July 1, 2021, to the nearest 25 cent point of the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) information obtained from the Bureau of Labor Statistics of the U.S. Department of Labor. (e) The city may provide and maintain roll-off containers to the public at a rate per pull plus tonnage as weighed at the Roswell Landfill. Bins shall be place for service in a manner and location acceptable to the city. Length of time for use of a city owned roll-off container is 30 calendar days. Additional days will be charged at a rate per day up to 30 additional days. Continued usage of the containers over 60 days requires approval from the sanitation officer or agent. Businesses or individuals must give the solid waste department 24 hours notice when the roll-off containers need to be pulled and the content of the roll-off shall not exceed 40,000 pounds. Damage to the container will be the responsibility of the business or individual using the container and will be billed accordingly. 21  ABSTRACT Finance Committee Meeting Thursday, August 6, 2020 at 9:00 a.m. Roswell Convention & Civic Center ACTION REQUESTED: Resolution of Financial Commitment BACKGROUND: The State of New Mexico receives federal funding through the New Mexico Department of Transportation from the Federal Transit Administration (FTA) under U.S.C. 5311. The New Mexico Department of Transportation administers this program to provide funding in assistance for local transportation programs. As part of the application process for this funding, the NMDOT requires a letter of resolution of financial commitment. August 31, 2020 is the deadline for application for funding for the Federal Fiscal Year ending September 30, 2022. FINANCIAL CONSIDERATION: Financial support from the NMDOT is critical to the continuation of Roswell Transit as the grant program provides 50 percent of our operating expenses and 80 percent of both administrative and capital expenses. The total budget requested is $ $2,089,098.50, where $ $1,253,836.30 is the reimbursement requested from the NMDOT and the City’s share is $835,262.20. LEGAL REVIEW: Legal has reviewed the resolution. BOARD AND COMMITTEE ACTION: Discuss and consider approval recommendation to the City Council of the Resolution of Financial Commitment STAFF RECOMMENDATION: Approve and send to City Council on the Consent Agenda the Resolution of Financial Commitment as presented. 22  RESOLUTION 20-XX A RESOLUTION OF THE CITY OF ROSWELL, NEW MEXICO AUTHORIZING THE FILING OF AN APPLICATION TO THE NEW MEXICO DEPARTMENT OF TRANSPORTATION FOR FUNDING ASSISTANCE OF PUBLIC TRANSPORTATION FOR THE FEDERAL FISCAL YEAR 2021-2022. WHEREAS, the State of New Mexico receives federal funding through the New Mexico Department of Transportation from the Federal Transit Administration (FTA) under U.S.C. 5311; WHEREAS, the New Mexico Department of Transportation is authorized to administer this program and provide funding assistance for local transportation programs; WHEREAS, the City of Roswell is interested in maintaining present public transportation services needed by residents of the City, and WHEREAS, the City of Roswell supports this program and proposes to provide local matching funds in the amount of $835,262.20, NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL AS THE GOVERNING BODY OF THE CITY OF ROSWELL, NEW MEXICO, authorizes the filing of an application to the New Mexico Department of Transportation for funding assistance to continue local public transportation services provided by Roswell Transit for the federal fiscal year 2021-2022. The City Manager is hereby authorized to act as the representative of the City of Roswell in the execution of this program. PASSED, ADOPTED, SIGNED and APPROVED the 13th day of August 2020. CITY SEAL ______________________________ ATTEST: Dennis Kintigh, Mayor _______________________________ Sharon Coll, City Clerk 23 24 25 26 27 28 29  ABSTRACT Finance Committee Meeting Thursday, August 6, 2020 at 9:00 a.m. Roswell Convention & Civic Center ACTION REQUESTED: Consider recommending to City Council authorization for the City Manager to engage Kubiak Melton & Associates, LLC (KMA) to audit the Roswell Chamber of Commerce. BACKGROUND: Initiated by: Joe Neeb Staff reviewed two firms for auditing services of the Roswell Chamber of Commerce: Jaramillo Accounting Group (JAG) of Albuquerque, NM and Kubiak Melton & Associates, LLC (KMA) of Albuquerque, NM. Staff is recommending Kubiak Melton & Associates, LLC (KMA) for the contract. FINANCIAL CONSIDERATION: KMA cost proposal: $32,790. LEGAL REVIEW: Legal review is not required at this time. BOARD OR COMMITTEE ACTION: The Finance Committee is scheduled to meet on Thursday, August 6, 2020. STAFF RECOMMENDATION: Consider recommending to City Council authorization for the City Manager to engage Kubiak Melton & Associates, LLC (KMA) to audit the Roswell Chamber of Commerce. 30  MEMORANDUM City of Roswell To: Joe Neeb, City Manager From: Monica P. Garcia, Finance Director Department: Finance Date: June 18, 2020 Subject: Auditor Services for Roswell Chamber of Commerce Audit (“Client”) Here is the review on (1) the two proposals received for Auditing Services and (2) the interview I attended on these two firms:  Jaramillo Accounting Group (JAG) of Albuquerque, NM  Kubiak Melton & Associates, LLC (KMA) of Albuquerque, NM Both agencies presented a professional and informative proposal. I received, (1) one out of (2) recommendations requested, (1) one for each firm, which was for Jaramillo Accounting Group (JAG), Although JAG researched the client, Kubiak Melton & Associated, LLC (KMA), do not have any conflicts of interest. JAG has (3) three clients within our area they also are auditors to a similar client out of Albuquerque, NM. KMA does not have any affiliates within our area, thus recommending Kubiak Melton & Associates, LLC (KMA) for the contract. Interview Performance:  Both firms were very friendly and provided experience they had performed with clients  JAG provided information on the “Client” during the interview, which was impressive Experience:  JAG – Four team members with one member bringing over 25 years of experience with New Mexico governments and Non-profit and has performed audits for Roswell companies  KMA – Five team members with two members bringing over 10 years of experience each in public accounting in New Mexico Proposal Presentation:  JAG presented an extremely very well outlined professional proposal. They provided more information to clearly detail (1) how their firm will perform the scope of work and (2) the team member’s years of experience  KMA also provided a professional proposal document, with a list of impressive references. Cost Proposal  JAG - $30,744  KMA - $32,790 31