Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Monday, August 30, 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 21-7. ROLL CALL The meeting convened at 9:00 a.m. with Chairman Perry presiding; Councilor Roebuck present, Councilor Kennard participating via GoToMeeting, and Councilor Oropesa being absent. Staff present: Joe Neeb, Juan Fuentes, Janie Davies, Deanna Garcia, Trent Moore, Lorenzo Sanchez, Becky Hicks, Robert Glenn, Juanita Jennings, Kevin Maevers, Sharon Coll, Louis Najar (via GoToMeeting), Todd Wildermuth (via GoToMeeting) Guests present: Mayor Dennis Kintigh, Councilor Judy Stubbs, Larry Connolly, Juno Ogle (Roswell Daily Record), Rita Kane-Doerhoefer (via GoToMeeting), G. Smith (via GoToMeeting) APPROVAL OF MINUTES No corrections were requested for the July 16, 2021 Special Finance Committee and August 5, 2021 meeting minutes and Chairman Perry noted that they stood approved. NON-ACTION ITEMS Information Reports: Gross Receipts Report: Mr. Fuentes presented information on the GRT report for August 2021. ACTION ITEMS Consideration of Resolution 21-XX Sale of Certain Surplus Personal Property: Mr. Glenn presented the request for authorization to dispose of various old/obsolete equipment and vehicles currently owned by the City as scrap or through auction including items from the Landfill and Fire Department. Councilor Roebuck moved to send to full City Council on the consent agenda Resolution 21-XX Sale of Certain Surplus Personal Property. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval of Resolution 21-XX certification of correctness of the physical inventory of assets for FY 2021: Ms. Garcia presented the request based on the requirement from New Mexico Office of the State Auditor that approval of the governing body is needed to certify the physical assets inventory. Every year the municipality conducts an inventory of assets and creates a report for submission. Councilor Roebuck moved to send to full City Council for approval Resolution 21- XX certification of correctness of the physical inventory of assets for FY 2021. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider authorization to purchase five (5) new ¾ ton regular cab trucks: Mr. Sanchez presented the request to purchase new trucks from Don Chalmers Ford in Rio Rancho at a cost of $30,377 per truck through a statewide purchasing agreement. It is a capital purchase authorized in the FY22 budget and lead time for delivery is estimated at 5-6 months. The old trucks will be passed on to other departments. Councilor Roebuck moved to send to full City Council for approval of the authorization to purchase five (5) new ¾ ton regular cab trucks. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval to award RoofCare the Roswell Museum and Art Center rooftop ductwork renovation project in the amount of $97,191.31: Mr. Moore presented the request for approval as the museum’s roof is in need of immediate repairs due to rain damage and deterioration allowing for water to directly enter the space. It had not been budgeted for and would come out of the Capital Improvement Fund and through CES procurement. Mr. Moore and Mr. Fuentes answered questions from the committee. Councilor Roebuck moved to send to full City Council for approval to award RoofCare the Roswell Museum and Art Center rooftop ductwork renovation project in the amount of $97,191.31, utilizing CES procurement agreement. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider authorization to spend up to $250,000 in budgeted funds for purchasing and equipping police vehicles: Ms. Hicks and Mr. Fuentes presented the request, so that the funds would be available immediately instead of needing to go through committee approval for each purchase. It is funding that has already been budgeted for and would allow the city to submit purchase orders to local dealers to secure a vehicle when it becomes available. Councilor Roebuck moved to send to full City Council the approval for the authorization of the City Manager or a designee to spend up to $250,000 in budgeted funds for purchasing and equipping police vehicles. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. PUBLIC PARTICIPATION: Larry Connolly Consider approval for the cost of an internet and Transparent LAN (TLS) service in the amount of $275,855.80: Mr. Fuentes presented the request on behalf of Jeff Bechtel. This is a recurring expense purchased using a statewide pricing agreement from Plateau for the past seven years to provide City internet and network service. Councilor Roebuck moved to send to full City Council on the consent agenda the approval of the cost of internet and Transparent LAN (TLS) service in the amount of $275,855.80. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval for the cost of annual support and maintenance for Central Square software in the amount of $72,181.24: Mr. Fuentes presented the request on behalf of Jeff Bechtel. This software is used by the police department and dispatch and includes 24/7 support and upgrades.  Councilor Roebuck moved to send to full City Council on the consent agenda the approval of the cost annual support and maintenance for Central Square software in the amount of $72,181.24. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval for the cost of annual subscription for Dude Solutions software in the amount of $74,923.61: Mr. Moore and Mr. Fuentes presented the request for the purchase of the software. It is a recurring cost and used by the Facilities Maintenance, WWTP, WM&T, Parks and Central Control Departments to track work orders, including timeframes, labor, and parts used. It is normally a budgeted item, but was overlooked in the current year’s budget and cost is split amongst the departments. Councilor Roebuck moved to send to full City Council on the consent agenda the approval of the cost of the annual subscription for Dude Solutions software in the amount of $74,923.61. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval of design drawings and phases intent for RFP 20-008 which was awarded to GroundWorks Studio for the preparation of a concept and engineering plans, fabrication and install for the City of Roswell Wayfinding System that will include Spring River Zoo, Planetarium, Bus/Transit Systems and other City amenities in the downtown district and through the City of Roswell: Ms. Jennings presented the design plans and expected locations for kiosks, signage, monuments, medallions and pavement markings. Community feedback was considered and it will be a tiered approach based on funding. The plans have been approved by the Infrastructure Committee. Councilor Roebuck moved to send to full City Council the approval of design drawings and phases intent for RFP 20-008 which was awarded to GroundWorks Studio for the preparation of a concept and engineering plans, fabrication and install for the City of Roswell Wayfinding System that will include Spring River Zoo, Planetarium, Bus/Transit Systems and other City amenities in the downtown district and through the City of Roswell. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval of cost estimates for the design concepts and phases intent to submit for fabrication and installation for the City of Roswell Wayfinding System that will include Spring River Zoo, Planetarium, Bus/Transit Systems and other City amenities in the downtown district and through the City of Roswell: Ms. Jennings presented request for the funding for phase 1 based on rough cost estimates, which includes $210,000 for 72 signs and $130,000 for a monument sign. Councilor Roebuck moved to send to full City Council the approval of $310,000 cost estimates for the design concepts and phases intent to submit for fabrication and installation for the City of Roswell Wayfinding System that will include Spring River Zoo, Planetarium, Bus/Transit Systems and other City amenities in the downtown district and through the City of Roswell. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. Consider approval of Resolution 21-XX to develop a schedule of fees for the review of cannabis facilities, projects, and permits within the City of Roswell: Mr. Maevers presented the proposed fee schedule that would include Pre-Application Review, Zone Change and Conditional Use Permit applications, review of associated technical studies, Cannabis Regulatory Permit review, appeal processing and other direct and indirect costs. A Development Agreement fee was added that would be used to phase in public improvements. Mr. Maevers answered questions from the committee and Councilor Stubbs. Councilor Roebuck moved to send to full City Council the approval of Resolution 21-XX to develop a schedule of fees for the review of cannabis facilities, projects, and permits within the City of Roswell. Councilor Kennard was the second. A voice vote was 3-0 and the motion passed with Councilor Kennard participating via GoToMeeting and Councilor Oropesa being absent. PUBLIC PARTICIPATION Ms. Kane-Doerhoefer commented on why the City purchases vehicles outside of Roswell instead of at local lots and that the signs on Main Street are difficult to see while driving and lack mileage on them. Mr. Connolly wanted to clarify his earlier comment on the total mileage of patrol vehicles. ADJOURN The meeting adjourned at 10:20 a.m.