Finance Committee

FINANCE COMMITTEE AGENDA Thursday, February 4, 2021 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 Liaison: Juan Fuentes A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. Consider approval of the January 7, 2020 Meeting Minutes. – Page 3 E. Non-Action Items 2. Information Reports - Page 6 F. Action Items 3. Consider recommending to City Council Resolution 20-XX Budget Adjustments for FY21 Budget. – Page 62 G. Public Participation H. Adjourn (Next Meeting: March 4, 2021) 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: 1/29/21. THE PUBLIC IS ENCOURAGED TO PARTICIPATE ELECTRONICALLY THROUGH THE GOTO MEETING APPLICATION AND NOT PHYSICALLY ATTEND DURING THE PANDEMIC. 1 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, January 7, 2021 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 9:01 a.m. with Chairman Perry presiding; Councilors Roebuck and Kennard present and Councilor Oropesa being absent. Staff present: Joe Neeb, Juan Fuentes, Jim Burress, Becky Hicks, Chanel Rey, Ruben Esquivel, Mike Matthews, Scott Stark, Juanita Jennings Guests present: Rita Kane-Doerhoefer, Mayor Dennis Kintigh, Councilor Judy Stubbs, Councilor Jeanine Best, Chaves County Commissioner Will Cavin APPROVAL OF AGENDA Councilor Roebuck moved to approve the January 7, 2021, regular Finance Committee meeting agenda with the following changes: move the Non-Action Items (Item 2. Information Reports) to the end of the agenda. Councilor Kennard was the second. A voice vote was 3-0, and the motion passed with Councilor Oropesa being absent. APPROVAL OF MINUTES Councilor Roebuck moved to approve the November 5, 2020 meeting minutes and Councilor Kennard was the second. A voice vote was 3-0, and the motion passed with Councilor Oropesa being absent. ACTION ITEMS Discussion and approval of Creative Bus Sales contract: Ms. Hicks presented the request to standardize the Roswell Transit fleet of buses. Councilor Kennard moved to approve to send to full City Council on the consent agenda approval of the Creative Bus Sales contract for two (2) Arboc SOI 10-2 buses in the amount of $221,459.00. Councilor Roebuck was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Discuss and consider approval of purchase of a 2021 Caterpillar 420 Backhoe for Cemetery: Ms. Hicks presented the information requesting the purchase of a new backhoe for the cemetery to replace the current one that is no longer functional and answered questions from the committee with Mr. Esquivel and Mr. Burress. Councilor Roebuck moved to approve to send to full City Council on the consent agenda the approval to purchase a 2021 Caterpillar 420 Backhoe for the Cemetery. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. 1 3 Consider recommending to City Council Resolution 21-XX Budget Adjustments for FY21 Budget: Ms. Rey presented the budget amendments to account for $6,438,611 in Revenue and $8,202,973 in Expenses from various funds. Councilor Roebuck moved to approve to send to full City Council on the consent agenda Resolution 21-XX Budget Adjustments for FY21 Budget. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Discuss and consider Landfill Loan Resolution 21-XX for Compactor: Mr. Fuentes presented the request for approval to obtain a loan to fund a new compactor for the landfill to replace the broken one. Councilor Roebuck moved to approve to send to full City Council on the consent agenda the Landfill Loan Resolution 21-XX for the Compactor from Wagner Cat for $1,234,434. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Discussion and consider to dissolve the remaining furloughs: Mr. Neeb presented the request to dissolve the remaining six staff furloughs through June 2021 due to GRT revenue. Councilor Roebuck moved to approve to send to full City Council on the consent agenda the recommendation for the City Manager to waive the rest of the staff furloughs. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Discussion and consideration of waiver of storage fees for airplanes stored by American Airlines at Roswell Air Center for November and December 2020: Mr. Neeb presented the request to consider waiving storage fees for American Airlines at the Air Center and answered questions from the committee with Mr. Stark. Councilor Roebuck moved to approve to send to full City Council on the consent agenda the authorization to the City Manager the discretion in waiving storage fees to American Airlines for November and December. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Discussion and consideration of Memorandum of Understanding between the City of Roswell and Chaves County: Mr. Neeb presented the request to consider the MOU regarding $5 million in state funding that the County received for economic development at the Roswell Air Center. Councilor Roebuck moved to send to full City Council without recommendation from the committee the consideration of Memorandum of Understanding M-20-022 between Chaves County and The City of Roswell with the following changes: • Under the first “whereas”: Change from “the County has received the money” to “the County has been appropriated the money”. • At the end of the second sentence change to “the allocation by February 25th, 2021” Councilor Kennard was the second. A voice vote was 3-0, and the motion passed with Councilor Oropesa being absent. 2 4 Discussion and consideration of EDA Grant financial commitment for RAC Dog House Project: Mr. Neeb presented the information for the item for the EDA Grant of $2,000,000 which would go towards the project to update Hanger #84 at the Roswell Air Center. The entire project is projected to cost $8,000,000. No action was taken. FOR THE RECORD: Councilor Roebuck left the meeting at 10:34 a.m. ADJOURN Due to the loss of a quorum, the meeting adjourned at 10:34 a.m. 3 5  ABSTRACT Finance Committee Meeting Thursday, February 4, 2021 at 9:00 a.m. Roswell Convention & Civic Center ACTION REQUESTED: None BACKGROUND: Initiated by: Various Departments • Gross Receipts Report (January 2021) • Lodgers’ Tax Report • Convention Center Fee Report • Department Reports o Public Affairs  PA Department Monthly Report  Convention Center Monthly Report  Hispano Chamber Quarter 2 Report  MainStreet Roswell Quarter 2 Report  RCCEDC Quarter 2 Report o Information Technology o Property FINANCIAL CONSIDERATION: None LEGAL REVIEW: None BOARD OR COMMITTEE ACTION: None STAFF RECOMMENDATION: None. 6  City of Roswell Gross Receipts Tax January 2021 Jul ‐ Dec. Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Comparison % 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 19,877,864 34,120,016 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 24,114,789 17.6% 38,241,792 20 over '19 ‐9.5% 9.5% 50.1% ‐1.7% 27.7% 14.4% 0.3% 2.3% 3.6% ‐9.6% ‐3.4% 1.7% 7.1% Avg. FY 21 3,022,870 3,069,385 2,971,997 2,941,260 2,923,252 2,761,950 2,640,571 20,331,285 ‐18.6% 20,331,285 21 over '19 ‐3.6% 4.2% 8.6% 3.1% 6.0% 1.9% ‐5.3% 2.1% Period Avg. 21 over '20 5.4% ‐5.8% ‐83.4% 4.7% ‐30.0% ‐14.5% ‐5.6% ‐18.5% Period Avg. Activity Reporting City Business Collection ‐3,783,504 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 $3,069,385.00 $ 1,196,445.00 2,000,000 Sep $2,029,018.00 $2,971,997.00 $ 942,979.00 1,000,000 Oct $2,029,018.00 $2,941,260.00 $ 912,242.00 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Nov $2,185,096.00 $2,923,252.00 $ 738,156.00 Dec $2,185,096.00 $2,761,950.00 $ 576,854.00 FY 19 FY 20 FY 21 Jan $2,653,331.00 $2,640,571.00 $ (12,760.00) Feb $2,653,331.00 Mar $2,653,331.00 GRT Actual vs Budget Apr $2,809,410.00 $3,300,000.00 May $2,934,272.00 $3,100,000.00 Jun $2,965,488.00 $2,900,000.00 Total $28,843,271.00 $20,331,285.04 $5,503,846.04 $2,700,000.00 % FYTD 37.12% $2,500,000.00 $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 7  CITY OF ROSWELL LODGERS' TAX COLLECTION AND COMMENTARY REPORT DECEMBER 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 FY 21 17,959 16,661 20,943 21,041 21,553 16,920 115,077 Available 46,710 48,267 50,003 49,320 49,414 49,320 Room Nights Occupancy % 38.4% 34.5% 41.9% 42.7% 43.6% 34.3% LODGERS' TAX COLLECTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 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 $ 1,335,986 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 FY 2021 70,763 71,786 77,386 85,368 80,583 63,860 $ 449,746 Actual Room Nights Sold - Four Year Trend Actual Lodgers' Tax - Four Year Trend 30,000 $160,000 $140,000 25,000 $120,000 20,000 $100,000 15,000 $80,000 $60,000 10,000 $40,000 5,000 $20,000 0 $- Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun FY 18 FY 19 FY 20 FY 21 FY 2018 FY 2019 FY 2020 FY 2021 8  CITY OF ROSWELL CONVENTION CENTER FEE COLLECTION REPORT December 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 FY 21 17,959 16,661 20,943 21,041 21,553 16,920 115,007 Available 46,710 48,267 50,003 49,170 49,414 49,320 Room Nights Occupancy % 38.4% 34.5% 41.9% 42.8% 43.6% 34.3% CONVENTION CENTER FEES COLLECTED BY MONTH: Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 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 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 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 $ 610,500 FY 21 42,132 41,652 46,342 48,717 48,286 37,715 $ 264,844 Actual Room Nights Sold - Four Year Trend Actual Convention Center Bed Fee at $2.50 30,000 Four Year Trend $80,000 25,000 $70,000 20,000 $60,000 $50,000 15,000 $40,000 10,000 $30,000 $20,000 5,000 $10,000 0 $- Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun FY 18 FY 19 FY 20 FY 21 FY 18 FY 19 FY 20 FY 21 9  Public Affairs January 2021 Department Report Lodgers’ Tax/Tourism • In Depth UFO Festival – Site visit conducted and planning is underway. (2) full-days meeting with business community, hotels, restaurants, venues and citywide assets. • Zoo Grand Reopening – Welcomed 498 guests on opening weekend. Completed a full ramp up of guest services staff, daily set up and tear down of greeting station and zoo store, ribbon cutting event logistics, weekly meetings with Jim and Andi at the Zoo. (75% of time) • Short Term Rentals- Ongoing management of collection and communication with short term rental owners. • Lodgers' Tax /STR Report - Analysis of data, STR commentary. Presenting monthly at finance committee. • Sports Tourism – Completed Director of Sports Tourism job descriptions, discussion of next steps 1/27. • Visitor Center Store - Hours of operations increased to 6 days a week mid-January, ongoing daily management of staff, ramping up for lead associate to be independent in all area. Government Business • UFO Festival Logo Trademark paperwork submitted • MWRM Kick-Off Meetings with property owners, city administration, Main Street Roswell and City staff from Utilities, Engineering, Planning & Zoning • Spectra Contract • Civic Plus Contract Invoicing for all city • Received Quarterly Reports from Main Street Roswell, Hispano Chamber of Commerce and Economic Development • Spoke at Kiwanis Virtual Meeting regarding Special Events & Horizon Park Groundbreaking • Groundbreaking for Carpenter Park’s new Splash Pad • Outdoors, Fairs and Festivals Taskforce CSP Development for Economic Recovery Council • Continue DMO/Special Event Taskforce with State of NM Tourism for COVID-19 Personnel • Accepted resignation of administrative assistant • Accepted resignation of part-time Visitor Center Retail Associate • On-boarded (1) Full-Time Visitor Center Store Lead • (2) Part-time Visitor Center Retail Associate open Public Information • 22 Fix It Forms submitted for the month as 12.28.20 • Emergency Management Blog article and photos • Researched and responded to media inquiries on wide variety of topics on a daily basis • 9 News Releases • 2 radio interviews • Numerous Facebook posts and correspondence with citizens who were responding to posts and making inquiries; Page | 1 of 3 10 Marketing, Graphics & Social Media Printed, ordered, copywriting, exports and design for the following projects this month include: • Social Media and website posts, updates and content. 102 total posts were developed over three social platforms. • Recreation Brochure/Zoo Brochure and Visitor Guide completed and printed • Zoo Reopening: preparations for the zoo grand reopening, updating website, scheduling content, ordering signage, working with vendors, securing cart order. • KRB: execution of spring activities including internship paperwork, reaching out to community partners to conduct cleanups, and getting artwork for future projects. • Utilities Department Overhaul: worked with Robert Glenn to update website, revised content, reworked pages, added staff information, photo updates and navigation changes. • City Clerk Ordinances Online: Created pages on website and uploaded all city ordinances for City Clerk to the website • Website Help: assisted several employees routinely throughout the month by troubleshooting their problems or helping them complete edits. Departments assisted include: Finance, Recreation, Parks, Museum, Library, Air Center, Visitor Center, City Clerk and Zoo. Assisted each employ through phone calls and emails. Each department I listed I assisted multiple times • UFO Festival logo finalized • Spring River Zoo – all new signage and brochure • Gift Galaxy mobile merchandise cart launched • Recreation Center – new membership brochure printed • Bernie Sanders chair meme on Roswell Tourism Facebook page (374 shares) Video Production • Counselor Corner-Best • Counselor Corner- Stubbs • Water Billing Online Handy Tutorial Video Police Chief – K9 Unit • Fire Chief Topics o Electric Safety o Clothes dryer Page | 2 of 3 11 o Heating safety • Bulk trash/ bag your leaves • Councilor Corners filmed with Best, Stubbs and Mayor Visitor Center Store • January VC Store Merchandise sales as of 1/27/21 $2,238.45 • RMAC Memberships as of 12/28/20 $220.00 • Zoo Merchandise $794.90 • January Combined Total Sale: $3,033.35 On the Horizon (February): • Q2 Content Calendars- scheduling social media content, content creation (FlyRoswell, Transit, Zoo, Tourism, General, Parks and Rec), consistent website updates. • Q3 KRB Activity execution: internship onboarding, gardening workshop information and preparations, March out the Trash advertising and mailers designed and in mail rotation. Finalizing details for spring and summer cleanups like the Great American Cleanup. • Overhaul of Web training lessons and restructuring to situational lessons. • Social Media Webinar and supplemental materials creation (post templates, best practices, pulling sample accounts). • Connecting and working with senior staff to determine the goals and projects that the Clean and Beautiful Grant can help fund. • Video for Solid waste compactor, Wastewater Lab, Counselor Foster Corner, Zoo Fee Video, UFO Teaser • Public Forum Q&A Live via Facebook set-up software and testing • Money Talks series branding • Public Forum series branding • Annual Report • Community Development Homeowner Building Guide • Revamp Walk/Bike trail map • Initial news release to introduce and launch public outreach "Money Talks" series about various city funds. • City Services blog about Wastewater Lab • Update website as recycling transition takes place in February • Coordinate with RPD detectives regarding information for next Most Wanted subject • Ongoing responsibilities related to media and public inquiries, news releases, editing internal and external documents, website updates, Facebook posts, etc. Page | 3 of 3 12  J ANU ARY2 021 MONT HLYR EPOR T OF FICI ALC ITYSOC IAL F ACE BOOK MEDI AFOLL OWERS Fl yRos well 1, 546fol lower s 1, 473l ikes Cit yofRos wel l 10, 789fol lower s 10, 043l ikes 1 0, 78 9 KeepRos wellBeautif ul 304fol lower s 267l ikes SpringRiverZoo 3, 872fol lower s 3, 655l ikes Roswel l PublicLi ar br y 645f 2, l ol s ower i 500l 2, kes , 23 02 Roswel l PoliceDept 24, 314fol lower s 23, 591l ikes Roswel l FireDept 695f 6, oll owers 6, 173l ikes Conv enti onCent er 2, 540fol lower s 2, 454l ikes 4 54 Roswel l ,NMT ouris m 15, 987fol lower s 15, 827l ikes Parks&Rec reati on 3, 930fol lower s 3, 648l ikes Roswel l Transit 375fol lower s 345l ikes Animal Servi ces 5, 739fol lower s 5, 451l ikes MONT HLY C OMPARI SON WE BSI TEANAL YTI CS DE CEMB ERT OJANU ARY SeeRoswell. com Roswel l- NM.gov PageViews+27,311 8,575ofpageviews 122, 769ofpagevi ews UniqueVisi tor s+7,514 3,479ofuniquevisi tor s 42, Facebook+82 658ofuni quev i si tor s Ins tagram +24 Top10pa gesvisi ted Top10pagesvi si ted Twitt er-11 • Ama zi ngRoswellUFOFes ti val• UFOS t ory • UFOAt tr act ions • CustomerS ervi ce/WaterBi ll i ng I • UF • nt er OS natona i hoppi l ng UFOMuseum Ac • E • countRev mpl oy i ew/Pa mentOppor y mentOpt t unites i ions E SER WE OS L L • Hotels -Motels • Pol iceDepa rtment ONLI NESTORE • Stay • RoswellAirCenter • RoswellPubli cL i brar y Onli neConver si on:1. 36% • AllPr oducts • Shop • Corona v irus( COVID-19)Updates UnknownT r affic :238 • ,Museums-Atta rci tons • Spri ngRi verZoo Diec r tTaffic r :310 E •vents Repor • t s Soci alT raffic : 19 Sear chTraffic: 14 13  J ANU ARY2 021 MONT HLYR EPOR T GR OCE RYADME TRI CS Overal lPer for manc e I mpr ess ions Engagement ReadToget her 57.5k 89 ReadT oget herAdPr evi ew S TOR EME TRI CS Es timat edReac h:29. 5k 14 15 16 17 18 19 20 21 22 23 24  Quarterly: 2nd Quarter: October, November, and December 2020: a. Profit and Loss Actual vs Budgeted Financial Report - Please see attached financial reports. b. Educational opportunities provided to members and nonmembers. • Meeting with Enid Costley to plan for the Día de los Muertos event. Put together an ofrenda alter. Due to the Corona Virus Pandemic only an alter was built. La Llorona online lecture series. This was done in collaboration with Roswell Public Library, Roswell Independent School District and Fort Garland Museum & Cultural Center. Event mainly financed by the Roswell Hispano Chamber of Commerce. Networking - Virtual Networking, called TARDEADAS was held on October 22. We were able to promote Taqueria Jalisco by doing a live Facebook streaming. October 29 online lecture of La Llorona. November 12 Update Census 2020 Campaign at the City Council meeting. Club members participated at the Christmas Trees Event. Chamber donated a decorated tree that was sold for $5,000.00. Presentations, promoting Hispano Chamber and the 2020 Census Count. event. We will participate the coming year. • Chaves County Health Organization attended zoom board meetings. • Economic Development Corporation Board meeting gave a talk on Hispano Chamber and the Roswell Complete Count Committee. C. Professional Leadership opportunities: Participated at the United States Hispanic Chamber of Commerce virtual Annual Meeting. 25  2nd Quarter Report to the City of Roswell 2020 October, November, and December Roswell Hispano Chamber of Commerce October 2020 10/1 Office review Census final efforts. 10/2 – Office worked on collaboration, La Llorona virtual event with Enid Costley. 10/3 – Saturday, Farmers Market to promote final days of the Census 2020 campaign. Distribution of Census flyers at St. John’s Catholic Church. 10/5 - Office. Prepare for 11/8 board meeting. Phone call with Eric J. Carpio, Director of Fort Garland Museum & Cultural Center to finalize the virtual La Llorona Lecture. 10/7 - Office. Final review of documents for tomorrow’s board meeting. 10/8 – Sarai Baldwin for new marketing support material. Meet with Francisco Rodriguez for chamber membership. Board Meeting, via conference call. 10/10 – Farmers Market to promote and assist people to register for the 2020 Census. Passed out flyers at St. John Catholic Church. 10/12 – Meeting with Enid Costley. Promoting the 10/20 La Llorona virtual lecture. 10/13 – Office. Meeting with Nikki Bejarano, membership billing and emails with collaborations with other organizations. 26 10/14 – Office. Visited the United States Hispanic Chamber of Commerce for ways to increase chamber membership. Research other chambers marketing material. 10/16 – Office. Set up Day of the Dead Alter at the Public Library. The library and the chamber worked to create a Día de Los Muertos ofrenda. The purpose to the ofrenda (alter) in the Library was to inform and educate the community. The information included on the items in the ofrenda, such as marigolds, skulls and candles are part of the ofrenda. 10/20 - Office, review monthly membership dues billing. Weekly meeting with Nikki Bejarano. Review marketing materials. 10/21 - Office. Final preparations for 10/22 tardeada. Returned phone messages. 10/22 - Office. Gather material for quarterly Tardeada – Chambers Networking gathering. Had board meeting attend at the Taqueria Jalisco Restaurant. It was a virtual Tardeada, transmitted via Facebook. 10/26 – Office. Returned phone calls. Visited United States Hispanic Chamber of Commerce website. 10/27 - In contact with Mr. Eric J. Carpio, for the 10/20 La Llorona virtual lecture. 10/29 – Office. Meeting with chamber’s president, Mat Martinez. Promoted the virtual event. 27 November 2020 2 – Office. Returned calls from over the weekend. Phone call with Enid Costley. Sarai Baldwin reviewed edited chamber’s brochure. 3 - Election poll worker. 4 – Review census material to present at the November 12 council meeting. 5 – Office. Meeting with Southwest printer for marketing folder. Reviewed US Hispanic Chamber of Commerce website for material to help with marketing our chamber. 9 – Office. Phone call with the El Paso Hispano Chamber of Commerce for ways we can collaborate with. Visited the EPHCC website. 10 – Office. Meeting with Nikki Bejarano to review membership billing. 12 – Office. Final preparation for the city council census presentation. 16 – Office. Meeting with Alex Urquides to review last week’s board meeting. Phone call with Francisco Rodrigues regarding grants. 18 - Office. Helped board members prepared Christmas tree to be donated to the CASA fundraising. 23 – Office. December 2020 3 – Office. Meeting with Southwest Printers JP, to get update on marketing material. 4. Office. Meeting with Mat Martinez to review membership, marketing and activities. 28 7 – Office. Reviewed membership status with Donna Oracion, ENMU- Roswell. 8 – Office. Worked with Veronica Arias for upcoming board Christmas party. 10 – Office. Returned calls. 11 – Office. Gather items for Christmas Party. 14 to 31 - VACATION 29 Job Postings: None during this quarter. E. Any staffing or board changes and/or changes in programing: None. F. Any unusual activities: None. G. Promotional campaigns: will have new marketing material in early 2021. H. Cooperation efforts with the area organizations. • Roswell Public Library • CASA Christmas Tree Event • Roswell Independent School District • ENMU- Roswell 30 11:26 AM ROSWELL HISPANO CHAMBER OF COMMERCE 01/10/21 Profit & Loss Cash Basis October through December 2020 Oct - Dec 20 Ordinary Income/Expense Income Indirect Public Support City of Roswell 7,500.00 Total Indirect Public Support 7,500.00 Program Income Membership Dues 1,950.00 Total Program Income 1,950.00 Total Income 9,450.00 Expense Facilities and Equipment Equip Rental and Maintenance 529.18 Rent, Parking, Utilities 1,044.00 Storage Rental 210.00 Total Facilities and Equipment 1,783.18 Operations Bank Fees 29.85 Payroll Expenses 410.00 Director Fees 6,000.00 Payroll Taxes 33.83 Printing and Copying 378.66 Total Operations 6,852.34 Other Types of Expenses Census - 2020 costs 0.00 Pinatafest Expense 472.50 Day of the Dead expenses 150.00 Director Reimbursement 360.50 Total Other Types of Expenses 983.00 Total Expense 9,618.52 Net Ordinary Income -168.52 Net Income -168.52 Page 1 31 11:12 AM ROSWELL HISPANO CHAMBER OF COMMERCE 01/10/21 Profit & Loss Cash Basis October through December 2020 ACTUAL BUDGET 2nd Qtr. Budget- 2020-2021 Oct - Dec 20 Oct - Dec 20 Ordinary Income/Expense Income Indirect Public Support City of Roswell 7,500.00 5,775.00 Total Indirect Public Support 7,500.00 5,775.00 Program Income Membership Dues 1,950.00 3,750.00 Total Program Income 1,950.00 3,750.00 Total Income 9,450.00 9,525.00 Expense Facilities and Equipment Equip Rental and Maintenance 529.18 850.00 Rent, Parking, Utilities 1,044.00 900.00 Storage Rental 210.00 210.00 Total Facilities and Equipment 1,783.18 1,960.00 Operations Bank Fees 29.85 50.00 Payroll Expenses 410.00 750.00 Director Fees 6,000.00 6,000.00 Payroll Taxes 33.83 50.00 Printing and Copying 378.66 90.00 Total Operations 6,852.34 6,940.00 Other Types of Expenses Census - 2020 costs 0.00 0.00 Pinatafest Expense 472.50 500.00 Day of the Dead expenses 150.00 0.00 Director Reimbursement 360.50 125.00 Total Other Types of Expenses 983.00 625.00 Total Expense 9,618.52 9,525.00 Net Ordinary Income -168.52 0.00 Net Income -168.52 0.00 32 Page 1 of 1  Roswell Hispano Chamber of Commerce October 8, 2020 TeleconferenceMeeting called to order by: President Mat Martinez at 6:03 PM II. Roll Call Mat Martinez, Veronica Arias, Alex Urquides, Alice Palma, Alejandra Garcia, Susy Quintero and Marcos Nava Not Present – Manuela Ramirez III. Approval of Agenda MOTION to approve agenda – Alejandra Garcia 2nd MOTION – Veronica Aria Motion carried unanimously. IV. Approval of Minutes Motion to approve – Alejandra Garcia Second – Alice Palma Motion carried Unanimously V. Treasurer’s Report – Alex Urquides Financial report presented by Mr. Alex Urquides. September Bank Statements: • Wells Fargo balance = $4,523.44 • First American Bank balance = $23,149.26 • Total Assets = $27,672.70 Total income: $3,375.00 membership dues Total Expenses $3,948.47 Month loss -$573.47 Only debt we have is the 2019 Cinco de Mayo Event, we currently owe $3,423.00. We continue to make $300.00 monthly payments. Motion to approve Financial Report – Alejandra Garcia; Second – Alice Palma 33  Roswell Hispano Chamber of Commerce November 12, 2020 Meeting called to order by President Mathew Martinez 6:19 PM I. In Attendance: Roll Call Mathew Martinez; Alejandra M. Garcia; Alex Urquides; Alice Palma-Armendariz; Veronica Arias; Manuela Ramirez; II. Approval of Agenda MOTION to approve agenda Alejandra M. Garcia. 2nd MOTION Alice Palma-Armendariz. Motion carried unanimously. III. Approval of Minutes MOTION to approve the minutes Alejandra M. Garcia 2nd Motion by Alex Urquides Motion Carried Unanimously IV. Treasurer’s Report Financial reports were emailed to all board members. Balances were discussed from balance sheet dated Oct. 31, 2020. Wells Fargo balance $5,720.96 First American Bank balance = $27,375.07 Total Balance $33,096.03 Debt to Roswell Chamber of Commerce balance =$3,123.00 with on time monthly payments of $300 continuing. Discussion over director reimbursement of $934.23 in P&L report of Sept.2020 was explained in detail. Grand total stemming from 3 months’ worth of expenses accrued during several activities that were previously approved. MOTION to approve the treasurer’s report by Veronica Arias. 2nd Motion by Alice Palma Armendariz, Motion Carried Unanimously. 34  Roswell Hispano Chamber of Commerce Board Meeting December 2020 No Board meeting was held in December 2020. In its place the Board held a Christmas party. 35 V. By-Laws Discussion to review the By-Laws for a possibility of change was motioned to be rescheduled for the Annual Planning Meeting of January 16, 2021. Motion to table and reschedule discussion by Alice Palma-Armendariz 2nd Motion by Manuela Ramirez VI. Christmas Tree Event This year the CASA Annual Christmas fundraiser will be held virtually. RHCC will participate and Vice- President Alejandra M. Garcia pledged a donation of $200 to be used for the purchase of the item that will be decorated and donated. A few Board members will come together to decorate the donated item. Manuela Ramirez Board Member will follow through with the necessary steps to ensure the item(s) are received by CASA. VII. Christmas Celebration A Christmas gathering of the Board Members will be held on December 11th @ 6:30 pm. The location will be large enough to ensure social distancing guidelines and be a brief gathering for an annual holiday photo. VIII. Annual Planning Meeting The planning meeting for the 2021 year is scheduled for Saturday, January 16, 2021. It will be held at the RHCC office in the large foyer to ensure social distancing is maintained. The time will be from 9 AM to 2 PM. Items to be discussed are in the planning. If there are additional items that any Board Member wishes to address during the planning meeting, they need to be emailed to Mr. Marcos Nava as early as possible and before the week of the 16th of January 2021. IX. Adjourn At 6:55 PM hearing no objections President Martinez adjourned the meeting. Page 2 36 Motion carried unanimously. VI. Director’s Report by Marcos Nava - On 10/06/2020 signed Memorandum with City of Roswell for the Fiscal Year 2020-2021 payments. New annual agreement will be in the amount of $30,000 for FY20-21. It also notes a one-time payment of FY20-21 for Census work provided by the Hispano Chamber in the amount of $25,000. - Census Report: Currently at 65.7% households have self-responded. Does not include what the enumerators have done in the last three months. Working on organizing a sign up-date(s) with San Juan Catholic Church. Each person noted in the household census will receive a free meal ticket. - A Roswell Daily Record article was written promoting the Census barometer. - Financial Workshop Series – Scott Bucher has agreed to do four workshops. The next workshop will be on Wednesday December 9, 2020. We will create an attractive flyer promoting event, but we as board members are our best recruiters. Please attend workshop and bring your friends. - La Llorona: Myth Memory and Imagination Series – a one-hour Lecture by the Border Lands of Southern Colorado. We will be co-hosting, inviting all our members to watch this presentation. The Roswell Public Library will also be a co-host. This will cost us $150.00 for being a co-host. The online series is on Thursday, October 29, 2020, 6:00 pm. - Marcos Nava will be interacting with Godard and Roswell High School in recognizing the Student of the month. We will give each student a RHCC congratulatory certificate and a $25.00 gift card. VII. Dia de los Muertos – President Mat Martinez President Martinez and Marcos Nava met with Enid Costley, City of Roswell Public Librarian. Ms. Costley will allow the Chamber to have a Dia de los Muertos Alter. We will meet at the public library on Friday, October 16, 5:30 pm. All board members are encouraged to participate. After setting up alter we will all go to Antiguas Mexican Restaurant for fellowship. The Chamber will host dinner for all board members that attend. VIII. New Business - Christmas Party – This year’s Christmas Party will be held at Aria’s residence, on Friday, December 11th, 6:30 pm. More details will be discussed at the November’s board meeting. There will not be a December board meeting. - Annual Planning Meeting – Marcos Nava will be organizing next year’s annual planning meeting. Board members are welcome to provide ideas and be a co-organizer, if interested please contact Marcos Nava. - The following topics will be discussed at the November’s board meeting. • Membership Survey • Review chamber’s by-laws - Christmas Tree – The Chamber will be participating at this year’s function. Alejandra Garcia is willing to donate Christmas tree for the CASA event. Board member Manuela Ramirez reported, via text, that CASA will be accepting donations for their annual Winter Wonderland Event. It looks like event will be held viral. Page 2 37 IX. Taqueria Jalisco’s Tardeada and Future Tardeadas The Taqueria Jalisco’s Virtual Tardeada was a huge success. It was a very festive event, Mayor Kintigh attended and took the time to address the group and address the virtual audience, it was a nice touch having clowns performing during event. We also were able to celebrate Alice Palma’s birthday. In 2021 we will be doing additional virtual tardeadas. X. Conclusion At 6:46 pm, hearing no objections President Martinez adjourn the meeting. Page 3 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58  January 2021 Report  Help Requests: This month we have had 191 (documented) help requests. 59  Tyler: The IT department is heavily involved in the Tyler implementation, we are currently working on Utility Billing, Code Enforcement and Planning and Zoning. Looks like GIS might be up soon so they can use full features  Live Streaming: Due to covid-19 restrictions, we have been busy recording and live streaming all public meetings. We have streamed and gotoed over 121 hours this month.  PD: Struggling keeping old mct’s up and running. Looking at lease to replace rpd mct’s for next budget year.  Dispatch: IT is also at dispatch almost every day with issues. A lot of power issues in that building. Code 3 is installing new coms computers. Getting ready for new radio system, phone system and new furniture  Digital radio Project: Getting ready to start microwave for our simulcast side of the system. They are doing microwave studies now to determine best path. All repeaters and network equipment sent off for programming. Equipment is racked and staged for final programming at EF-Johnson plant in Dallas.  RFD: New equipment running well  Equipment: No more new equipment to deploy this budget year.  Meetings: We are currently at all public meetings with the city.  Staff: We are at full staff.  Email: We are now running all email through a filter to try to remove all bad, bulk and malicious emails from being delivered.  IT: Working on options for wifi and switch replacement. 60  COMMUNITY DEVELOPMENT PROPERTY REPORT JANUARY 2021 • Continue to verify and map City owned properties • Continued development on City Council guidelines for restructuring permitting process, one application form, fees, and sale of City owned property for affordable housing • Working with City Administration to determine what City owned properties can be marketed through a regular sale • Negotiations are in process for Zoo Property. Legal Committee to here report Legal Committee Meeting 1/28/2021, 4:00PM at The Roswell Convention and Civic Center Roswell City Council Meeting 2/11/2021, 6:00PM at The Roswell Convention and Civic Center • The City is now set up to BID online for Job Corp Property through GSA Auctions • Active in negotiations with renewal of AO Smith Lease and Kerr Ranch Lease • Continued work on: Code Enforcement has turned over all tracking of property liens and release of leans to Property Technician. I am currently building an online tracking/mapping of all lien properties. • Received/Collected $10,175 in Lien payments • Received $34,630.00 in payment from Tweedy Farms Lease 2021 61  CITY OF ROSWELL Finance Committee Meeting Roswell Convention Center 912 N. Main, Roswell, NM 88202 Thursday, February 4, 2021 at 9:00 a.m. ACTION REQUESTED: Consider approval of Resolution 21‐XX to amend fiscal year ending June 30, 2021 approved budget. BACKGROUND: This is a housekeeping item. Due to DFA’s new reporting system (LGBMS), we are required to approve a budget amendment when increasing a revenue and offsetting expense line item. FINANCIAL CONSIDERATION: Revenue (various funds) $92,649 and Expenses (various funds) $1,332,885. Fund 1101 (General Fund): Revenues $20,936, Expenses $20,936 Fund 2103 (Library Grants): Revenues $4,072, Expenses $4,072 Fund 2601 (Capital Improvements): Revenues $29,785, Expenses $29,785 Fund 2610 (Transit Fund): Revenues $23,209, Expenses $29,011 Fund 5100 (Air Center Fund): Revenues $4,125, Expenses $4,125 Fund 5200 (Solid Waste Collections Fund): Expenses $1,234,434 Fund 5300 (Water Fund): Revenues $10,522, Expenses $10,522 LEGAL REVIEW: Sent for Review. BOARD OR COMMITTEE ACTION: Resolution 21‐XX: Discuss and consider recommendation to amend fiscal year ending June 30, 2021 approved budget . STAFF RECOMMENDATION: Approve Resolution 20‐XX amending the FY2021 approved budget. 62  RESOLUTION 21-XX A RESOLUTION OF THE CITY OF ROSWELL, NEW MEXICO AMENDING THE BUDGET FOR THE FISCAL YEAR ENDING JUNE 30, 2021, BY INCREASING REVENUE AND OFFSETTING EXPENSES IN SEVEN FUNDS. WHEREAS, the governing body of the City of Roswell, State of New Mexico, has previously approved a budget for the fiscal year 2020-2021, ending June 30, 2021; and WHEREAS, the City desires to amend said budget in the amount of $92,649 in revenues and $1,332,885 in expenses to various funds: • Fund 1101 (General Fund) revenues $20,936, expenses $20,936 o Received Damage Claim to Upfit Police Vehicle $18,283 o Received Damage Claim for Police Unit 13522 $1,944 o Received Damage Claim for Police Unit 89492 $709 • Fund 2103 (Library Grant Fund) revenues $4,072, expenses $4,072 o Received Library Grant $4,072 • Fund 2601 (Capital Improvement Fund) revenues $29,785, expenses $29,785 o Received Damage Claim for Traffic Light Control $29,785 • Fund 2610 (Transit Fund) revenues $23,209, expenses $29,011 o To purchase Two Buses • Fund 5100 (Air Center Fund) revenues $4,125, expenses $4,125 o Received Damage Claim for Fence $2,341 o Received Damage Claim for Unit 800 $1,784 • Fund 5200 (Solid Waste Collections Fund) expenses $1,234,434 o Purchase of New Compactor for Landfill from Cash Balance • Fund 5300 (Water Fund) revenues $10,522 expenses $10,522 o Received Damage Claim for Landscaping/Fire Hydrant $10,522 WHEREAS, it is the majority opinion of the Governing Body that the proposed amended budget continues to meet fiscal requirements as currently determined for the fiscal year 2020-2021. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL AS THE GOVERNING BODY OF THE CITY OF ROSWELL, NEW MEXICO, hereby adopts the budget adjustment hereinabove described and respectfully request approval for same from the Local Government Division of the Department of Finance and Administration, State of New Mexico. PASSED, ADOPTED, SIGNED, and APPROVED the 11th day of February 2021. CITY SEAL _____________________________ Dennis Kintigh, Mayor ATTEST: ______________________ Sharon Coll, City Clerk 63