Finance Committee

FINANCE COMMITTEE AGENDA Thursday, September 30, 2021 at 9:00 a.m. City Hall - Large Conference Room 425 N. Richardson 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 August 30, 2021 Meeting Minutes – Page 3 F. Non-Action Items 2. Information Reports - Page 7 G. Action Items 3. Consideration of approval of change order number one (1) to purchase order number 22200329 to Siddons Martin Emergency Group for the amount of $125,000. Page 15 4. Consideration of Resolution 21-XX authorizing the disposal of certain surplus personal property. Page 45 5. Consider approval of cost up to $120,000 for expenses to Ben E. Keith, Shamrock Foods & Sysco foods via the State Wide Price Agreement # 80-00000-18-00061 for the Roswell Convention Center. Page 48 6. Consideration of Resolution 21-XX Budget Adjustments for FY22 Budget. Page 66 H. Public Participation I. Adjourn (Next Meeting: November 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 21-07. 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 1 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: 9/24/21. 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 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, 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 AGENDA 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. 3  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. 4 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. 5 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. 6  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 9/30/2021 COMMITTEE: Finance Committee CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: None. BACKGROUND: Initiated by: Various Departments • Department Reports o Finance  September Gross Receipts Tax Report o Public Affairs  Convention Center Fee Report  Public Affairs Report  o Information Technology – No Report o Property – No Report FINANCIAL CONSIDERATION: No financial consideration. LEGAL REVIEW: Not required for this item. BOARD AND COMMITTEE ACTION: No committee action for this item. STAFF RECOMMENDATION: Informational reports only. ATTACHMENTS 7  City of Roswell Gross Receipts Tax September 2021 Jul ‐ Sept YTD Period % Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Comparison Change 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 8,788,460 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 11,559,498 24.0% 38,241,792 FY 21 3,022,870 3,069,385 2,971,997 2,941,260 2,923,252 2,761,950 2,640,571 3,289,112 2,813,652 2,672,834 3,388,345 3,259,858 9,064,252 ‐27.5% 35,755,087 FY 22 2,861,640 3,314,305 3,221,148 9,397,092 3.5% 9,397,092 22 over '21 ‐5.3% 8.0% 8.4% GRT Actual Three Year Trend 6,000,000 5,000,000 4,000,000 Budgeted Actual Variance 3,000,000 Jul $3,023,547 $2,861,640 ‐$161,908 Aug $3,070,073 $3,314,305 $244,232 2,000,000 Sep $2,972,663 $3,221,148 $248,485 1,000,000 Oct $2,941,919 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Nov $2,923,907 Dec $2,762,569 FY 20 FY 21 FY 22 Jan $2,641,163 Feb $3,289,849 Mar $2,814,283 GRT Actual vs Budget Apr $2,673,433 $3,500,000 May $3,389,105 Jun $3,260,588 $3,000,000 Total $35,763,099 $9,397,093 $330,809 % FYTD 3.6% $2,500,000 $2,000,000 $1,500,000 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Budgeted Actual 8  September 2021 Monthly Report Staffing: • Hired a General Facilities & Operations Supervisor as of 9/20/2021 • Wrote Job description for General Operations Specialist • Interviewed candidate for the Chef position • Sales Manager position advertised on marquee, and city website Events: Events Attendance 8 435 • September 7th Senior Staff Meeting • September 8th SERTPO Council Meeting • September 9th City Council Meeting • September 10th Leadership Roswell • September 14th Job Fair • September 14th Special City Council Meeting • September 15th Chaves County Federated Republican Women’s Luncheon • September 15th UFO Kickoff Meeting Building: • Enchantment Pest Control came to spray building • Walked outside perimeter and cleaned up landscaping of trash • Facility Maintenance onsite to clean HVAC coils and change filters in accordance with PMs • Ordered condenser fan motor, contactor, and capacitor Through Johnstone supply for the North West HVAC unit • Set up/ tear downs for all City Meetings, Private Meetings, and Special Events • Wiped down rooms and all high touch areas • Vacuumed Pre-function area and rooms used for meetings • Swept main exhibit hall • Took inventory, and now have locates for all fire extinguishers at the facility, received quote for annual fire extinguisher inspections 9  • Organizing storage areas in operations hallway • Went through restroom and flushed valves to keep pipes active Kitchen: • Obtained quotes and requisition for six month kitchen hood cleaning done by Pro Steamer • Obtained quote for annual kitchen hood inspection from Southwest Safety Specialist Inc. • Wiped down all kitchen surfaces • Ran water down all kitchen drains • Ran water down drain in warming kitchen • Mopped all kitchen floors • Checked walk in and freezer • Obtaining quote for grease trap to be cleaned out Projects • 4 inch drain line being replaced in pre-function area (pictures included of the project) • Getting quotes for insurance work to be done in operations hallway to replace soiled sheetrock 10 Upcoming events • October City Council Meeting • Fall Festival • Planning and Zoning 11  Public Affairs Department Report September 2021 Public Affairs • On-boarding new staff for the Roswell Convention Center, Guest Services Zoo • Off-boarding Graphic Designer • Finalized Roswell Hispano Chamber of Commerce Contract • Guest Services Training • 23 Fix It Forms in September submitted for the month • Submitted Greatblocks progress report • Supported EDC Job Fair • Oversaw and executed NM True video shoot (Roswell, Planetarium & VC) • Interviewed for Main Street Director • Annual Evaluation for Main Street Roswell with NM Main Street • Continued to Interview for open positions in Recreation, Zoo, Visitor Center, ConventionCenter and Public Affairs • UFO Festival Planning Kick-off SWOT Public Information • 10 news releases • Various on-camera TV interviews done by PIO or arranged by PIO for other appropriate city personnel topic experts to speak • Social media (Facebook, Twitter, Instagram) posts, plus correspondence with citizens who were responding to posts and making inquiries • Website updates • Research and respond to media inquiries on wide variety of topics on daily basis City Marketing, Graphics & Social – Copywriting, ordering and execution (not an all-inclusive list) • Social Media (56 posts) and Website updates (4 different departments – added to staff directory, removed old staff, updated titles, updated hours info on pages) • Outline UFO Festival Vison/Pre Planning/ Create Binder • Introductions to Hotel Motel Tourism stake holders 12  • Race for the Zoo Graphics • Night of the Living Zoo Graphics • Feast with the Beasts Graphics • Rec & Aquatics/Adult Center – Social media/RDR ads/Grocery TV ads/Billboards for: oldies dance, youth basketball, lifeguarding class, swim lessons, • End of Summer bash, fish pond update, Sports Night • New merchandise designs for Visitor Center • RMAC Event Planning and Holiday Artisan Market graphics • Zoo – Social media/RDR ads/Grocery TV ads/Billboards for: promote memberships, school field trips, birthday parties and private tours, Night at the Living Zoo, #funfactoftheday campaign • Fall Festival – Kick-off social media presence, sponsorship potential and contacting vendors Video Development • Park Life- Pond bubblers update • Engineering- Lea Bridge update • RPD-Back to school reminder • Solid waste- New Cell Update • Cemetery- TAPS Volunteer & Outreach • Submitted quarterly report for KRB Clean & Beautiful Grant • 16 new online applications for volunteers, 13 approved to volunteer • Research and Development for Sponsor/Donor Program • Distributed volunteer recruitment flyers at Piñata Festival • Finalized fall cleanup plans Number of tasks or times I did work in each area: Aug 25 (2:30pm) – Sept 21 (4:30pm) Community City Appreciation Community Sponsor Sponsor Program Partnerships Volunteer KRB Volunteer Project Education Direct Contact Development (Statewide) 79 242 0 22 27 6 37 5 13 On the Horizon – October Projects • News release for RPD related to Crime Prevention Month, Drug Take-Back and trick-or-treating safety • Finalize Fall Festival event and promotion • News release to promote next virtual public forum • Ongoing responsibilities related to media and public inquiries, news releases, editinginternal and external documents, website updates, social media posts, etc. • Guest Service duties for Night of the Living Zoo, set up and budget • Solidify theme of the UFO festival and start creating graphics • Solid waste illegal dumping campaign • Waste Water-Garden sewer line break update • City Services – transit • Work alongside CivicEngage/Landfill to edit/update forms that are highlighted to be removed, work on update to webpage from Community Development 14  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: September 30, 2021 COMMITTEE: Finance CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: Consider approval of change order number one (1) to purchase order number 22200329 to Siddons Martin Emergency Group for the amount of $125,000. BACKGROUND: Initiated by: Matt Miller The City of Roswell is currently utilizing the Town of Taos RFP (TT-21-10) for fire apparatus emergency repair and maintenance. At the beginning of the fiscal year, purchase order number 22200329 was issued to Siddons Martin Emergency Group in the amount of $59,999. This requested increase of $125,000 is anticipated to cover the costs of emergency repairs and maintenance for the Fire Department until a new RFP can be completed. FINANCIAL CONSIDERATION: This request will be funded within the approved FY22 Budget. LEGAL REVIEW: Per City policy, an expenditure over $60,000 requires authorization by the City Council. BOARD AND COMMITTEE ACTION: Finance Committee is asked to approve the request for change order number one (1) to increase purchase order number 22200329 by $125,000 to prevent any disruption in operations until a new RFP can be established for fire apparatus emergency repairs and maintenance. STAFF RECOMMENDATION: Staff recommends approval of change order number one (1) to increase purchase order number 22200329 for the amount of $125,000, to prevent any disruptions in operations until a new RFP can be establish for fire apparatus emergency repairs and maintenance. ATTACHMENTS 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 09/30/2021 COMMITTEE: Finance CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: Resolution 21-XX – Consider recommending approval of Resolution 21-XX authorizing the Disposal of Certain Surplus Personal Property. BACKGROUND: Initiated by: Robert Glenn This request covers old/obsolete equipment currently owned by the City. There are items for auction listed in Exhibit A & B. We are moving into surplusing old equipment so you will see higher values. Equipment is surplused due to being beyond useful life or is too expensive to repair compared to current value. FINANCIAL CONSIDERATION If there are no bids on the items, they will be recycled or disposed of in other approved manners. If the item does not meet the auction reserve, staff has the option to rerun the auction or accept the highest bidders offer. LEGAL REVIEW: This has been submitted for review. Resolutions must be adopted by a majority vote of the entire City Council. BOARD AND COMMITTEE ACTION: The September 30, 2021 Finance Committee will be the first time for consideration of this resolution. STAFF RECOMMENDATION: Consider recommending approval of Resolution 21-XX authorizing the Disposal of Certain Surplus Personal Property. Attachments ATT 1 Resolution 21-XX Surplus Property 45  1 RESOLUTION 21-XX 2 3 A RESOLUTION AUTHORIZING THE DISPOSAL OF CERTAIN SURPLUS 4 PERSONAL PROPERTY 5 6 WHEREAS, the City is the owner of certain personal property, listed in Exhibits A and B 7 to this Resolution; and 8 9 WHEREAS, NMSA 1978 § 3-54-2, authorizes the City to dispose of personal property at 10 public or private sale; and 11 12 WHEREAS, the City has no use for the said personal property and wishes to dispose of the 13 property, pursuant to Section 3-54-2. 14 15 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL AS THE 16 GOVERNING BODY OF THE CITY OF ROSWELL, NEW MEXICO, that: 17 18 1. The City has no use for the personal property listed in Exhibit A and B. 19 20 2. Each item of personal property listed in Exhibit A, has a value of $2,500.00 or less, as 21 shown in the Exhibit, and may be sold at a public or private sale for cash without further 22 notice, as provided in in Section 3-54-2(A). 23 24 3. The personal property listed in Exhibit B may be sold at a public or private sale, upon 25 notice published twice in the Roswell Daily Record, not less than seven days apart, with 26 the last publication not less than fourteen days prior to the sale, as provided for in 27 Sections 3-54-2(B) and (C). 28 29 4. Disposal of the personal property listed in Exhibit A and B is hereby authorized, pursuant 30 to NMSA 1978 § 3-54-2. 31 32 PASSED, ADOPTED, SIGNED and APPROVED___ , . 33 34 CITY SEAL _____________________________ 35 Dennis Kintigh, Mayor 36 37 ATTEST: 38 39 40 ______________________ 41 Sharon Coll, City Clerk 42 46 FY 2021 Asset Disposal List for October 8, 2021 City Council EXHIBIT A Value $2,500 or less Resolution # Computer Purchase Purchase Deprecated Estimated Auction Minimum Dept Removal Description Sanitized Cost Date Serial/Vin # Tag # Asset # Value Value Reserve Price Fleet Auction Shop Press 40 Ton Electric $1,599.00 01/31/00 CO994 1970 1970 $0.00 $250.00 $ 50.00 $25.00 Transit Auction Rolling Platform Ladder, 8 step $1,265.83 10/10/92 3538 3538 $0.00 $250.00 $ 50.00 $25.00 Air Center Auction American Coleman Tug 4WD 01/01/58 576076 843 1699 $0.00 $500.00 $ 200.00 $100.00 Air Center Auction American Coleman Tug G40 $7,650.78 01/01/75 581G00406 882 1697 $0.00 $1,800.00 $ 500.00 $200.00 WM&T Auction Sykes 4" pump GP100M-25 910224 1352 $0.00 $500.00 $ 100.00 $75.00 WM&T Auction Truck bed, bumper, tow hitch off of 1427 bed replaced $0.00 $1,500.00 $ 400.00 $200.00 WM&T Auction 6" centrifugal pump 857763 1355 $0.00 $2,000.00 $ 1,000.00 $800.00 Animal Control Auction Truck mounted dog kennel $0.00 $200.00 $ 50.00 $0.00 FY 2021 Asset Disposal List for October 8, 2021 City Council EXHIBIT B Value $2,501 or more Police Ins Total 2018 Ford Explorer $47,750.00 09/17/18 1FM5K8AR3JGB93261 93261 25156 $0.00 $0.00 $ - $0.00 Code Enforce Auction 2007 Ford F-150 Supercrew $23,149.00 06/29/07 1FTPW14V47KD11180 563 7951 $0.00 $4,000.00 $ 2,000.00 $1,200.00 47  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: September 30, 2021 COMMITTEE: Finance CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: Consider approval of cost up to $120,000 for expenses to Ben E. Keith, Shamrock Foods & Sysco foods via the State Wide Price Agreement # 80-00000-18-00061 for the Roswell Convention Center. BACKGROUND: Initiated by: Juanita N. Jennings The City of Roswell will be assuming the operations of the Roswell Convention Center. Seeking approval for the expense over the amount of $60,000 for the purchase of food/beverage costs with vendors via the State Wide Price Agreement. If the Convention Center exceeds the $120,000 expense a budget amendment will be requested at that time. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD AND COMMITTEE ACTION: Consider approval to exceed the $60,000 spending limit in the amount up to $120,000 for Ben E. Keith, Shamrock Foods & Syco Foods via the State Wide Price Agreement #80-00000-18-00061 for the Roswell Convention Center. STAFF RECOMMENDATION: Consider approval to exceed the $60,000 spending limit in the amount up to $120,000 for Ben E. Keith, Shamrock Foods & Syco Foods via the State Wide Price Agreement #80- 00000-18-00061 for the Roswell Convention Center. ATTACHMENTS Statewide Price Agreement 80- 000-18-00061 48 


      /SPA_Signature/ SPD_Amd_Exted_010_Rev_00_0220 State of New Mexico General Services Department Purchasing Division Statewide Price Agreement Amendment Awarded Vendor: Number: 80-000-18-00061 3 Vendors Amendment No.: Three Term: April 13, 2018 – April 12, 2022 Ship To: Procurement Specialist: Yuliastuti Wulandari All State of New Mexico agencies, commissions, institutions, political subdivisions and local public Telephone No.: 505-827-0485 bodies allowed by law. Email: Yuliastuti.Wulandari@state.nm.us Invoice: As Requested Title: Statewide Food (Dairy, Eggs, Frozen Food, Meat, Poultry, Fresh Product and Staple Food) This amendment is to be attached to the respective Price Agreement and become a part thereof. In accordance with Price Agreement provisions, and by mutual agreement of all parties, this Price Agreement is extended from April 13, 2021 to April 12, 2022 at the same price, terms and conditions. Except as modified by this amendment, the provisions of the Price Agreement shall remain in full force and effect. Accepted for the State of New Mexico chasing_Agent/ Date: 2/24/2021 Mark Hayden, New Mexico State Purchasing Agent
This Agreement was signed on behalf of the State Purchasing Agent Purchasing Division: 1100 St. Francis Drive, Room 2016, Santa Fe, 87505; PO Box 6850, Santa Fe, NM 87502 (505) 827-0472 49 Certificate Of Completion Envelope Id: 6942D06F168141A29E23B23D475B8710 Status: Completed Subject: Please DocuSign: SPD SPA 80-000-18-00061 A003 Source Envelope: Document Pages: 1 Signatures: 1 Envelope Originator: Certificate Pages: 5 Initials: 2 Clarke Fountain AutoNav: Enabled 13 Bataan Blvd EnvelopeId Stamping: Enabled Santa Fe, NM 87508 Time Zone: (UTC-07:00) Mountain Time (US & Canada) ClarkeJ.Fountain@state.nm.us IP Address: 174.237.10.39 Record Tracking Status: Original Holder: Clarke Fountain Location: DocuSign 2/24/2021 10:45:19 AM ClarkeJ.Fountain@state.nm.us Security Appliance Status: Connected Pool: StateLocal Storage Appliance Status: Connected Pool: GSD Location: DocuSign Signer Events Signature Timestamp Clarke Fountain Sent: 2/24/2021 10:47:13 AM clarkej.fountain@state.nm.us Viewed: 2/24/2021 10:47:27 AM Procurement Specialist Signed: 2/24/2021 10:47:33 AM New Mexico General Services Signature Adoption: Pre-selected Style Security Level: Email, Account Authentication (None) Using IP Address: 174.237.10.39 Electronic Record and Signature Disclosure: Not Offered via DocuSign Michael Saavedra Sent: 2/24/2021 10:47:36 AM michael.saavedra@state.nm.us Viewed: 2/24/2021 10:53:56 AM New Mexico General Services Signed: 2/24/2021 10:54:06 AM Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 174.237.128.133 Electronic Record and Signature Disclosure: Accepted: 6/4/2020 11:04:51 AM ID: 9cac1b3e-4279-4c8f-b2b4-c607ea9821d8 Valerie Paulk Sent: 2/24/2021 10:54:07 AM valerie.paulk@state.nm.us Viewed: 2/24/2021 11:00:49 AM State Purchasing Agent Signed: 2/24/2021 11:00:59 AM New Mexico General Services Signature Adoption: Pre-selected Style Security Level: Email, Account Authentication (None) Using IP Address: 164.64.62.10 Electronic Record and Signature Disclosure: Accepted: 5/29/2020 9:40:59 AM ID: f12ca6d0-7cba-4de4-b58f-8180244887ff In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp 50 Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 2/24/2021 10:47:13 AM Certified Delivered Security Checked 2/24/2021 11:00:49 AM Signing Complete Security Checked 2/24/2021 11:00:59 AM Completed Security Checked 2/24/2021 11:00:59 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure 51 







  




 

 ELECTRONIC RECORD AND SIGNATURE DISCLOSURE A. ELECTRONIC RECORD AND SIGNATURE DISCLOSURE (ERSD) From time to time, New Mexico General Services Department (GSD), on behalf of the State of New Mexico (SONM), may be required by law to provide you with certain written notices or disclosures. Stated below are the terms and conditions for GSD's providing you such notices and disclosures electronically through the DocuSign system. Please read this information carefully. If you are able to access this information electronically and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to “I agree to use electronic records and signatures” before clicking “CONTINUE” within the DocuSign system. B. Obtaining paper copies At any time up to twenty (20) calendar days following your use of DocuSign to electronically sign a document, you may request a paper copy of any record provided or made available electronically to you by GSD. You will have the ability to download and print documents SONM sends you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a twenty (20) calendar day period after such documents are first sent to you. Following the twenty (20) day period, if you want GSD to send you paper copies of any such documents from GSD's office, you will be charged a $1.00 per-page fee plus postage. You may request delivery of such paper copies from GSD by following the procedure stated in Section H, below. C. Withdrawing your consent If you decide to receive notices and disclosures from GSD electronically, you may at any time change your mind and inform GSD you want to receive required notices and disclosures only in paper format. The procedure concerning how you may inform GSD of your decision to receive future notices and disclosures in paper format as well as withdraw your consent to receive notices and disclosures electronically is stated in Section D, immediately below. D. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed with which GSD will be able to complete certain steps in specific transactions and deliver paper copies to you. GSD will need: (1) to send the required notices or disclosures to you in paper format; and (2) wait until GSD receives your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from SONM or to electronically sign documents generated and sent to you from SONM. 52 E. All notices and disclosures will be sent to you electronically Unless you inform GSD otherwise according to these procedures, GSD will electronically provide you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements and other documents that are required to be provided or made available to you during the course of your electronic signature relationship with SONM. To reduce the possibility of inadvertent non-receipt, GSD prefers to provide all required notices and disclosures by the same method and to the same email or physical address that you furnish to GSD. Thus, you may receive the disclosures and notices electronically or in paper form. If you do not agree with this procedure, please inform GSD according to the procedures stated in Section I, below. Please also refer to Section D, immediately above, which states the consequences resulting from your declination of electronic delivery of notices and disclosures. F. How to contact GSD: You may inform General Services Department (GSD) of any changes you select regarding State Purchasing Division’s (SPD) electronic communications with you, to request paper copies of certain information from SPD, and to withdraw your prior consent to receive notices and disclosures electronically by emailing your request(s) to SPD at: GSD.SPDinfo@state.nm.us G. To advise SPD of your new email address To inform SPD of a change in the email address to which SPD sends you notices and disclosures electronically, you must send an email to SPD at GSD.SPDinfo@state.nm.us and in the body of such request you must include your previous and new email addresses. H. To request paper copies from SPD To request delivery of paper copies of electronic notices and disclosures that DocuSign and/or SPD have previously provided to you, you must send an email to SPD at GSD.SPDinfo@state.nm.us and in the body of your email request state your email address, full name, mailing address, and telephone number. SPD will charge you a $1.00 per page copy fee plus postage. I. To withdraw your consent with SPD To inform SPD that you no longer wish to receive notices and disclosures in electronic format you may: 53 (1) Decline to sign a document from within a signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may: (2) Send SPD an email to GSD.SPDinfo@state.nm.us and in the body of your request state your email address, full name, mailing address, and telephone number. J. Required hardware and software The minimum system requirements for using the DocuSign system may change over time. The current DocuSign system requirements may be found at: https://support.docusign.com/guides/signer-guide-signing-system-requirements K. Acknowledging your access and consent to receive and sign documents electronically To confirm that you are able to electronically access the information contained in this Electronic Record and Signature Disclosure (ERSD), please confirm that you have: (1) read this ERSD, and either: (2) you are able to print on paper or electronically save this ERSD for your future reference and access; or (3) you are able to email this ERSD to an email address where you will be able to print this ERSD on paper and/or save this ERSD for your future reference and access. Further, if you consent to receiving notices and disclosures from DocuSign and/or SPD exclusively in electronic format, then select the check-box next to “I agree to use electronic records and signatures,” before you click “CONTINUE” within the DocuSign system. By selecting the check-box next to “I agree to use electronic records and signatures,” you confirm that: x You have read this Electronic Record and Signature Disclosure (ERSD); and x You can print this ERSD on paper, or you can save and/ or send this ERSD to a location where you can print this ERSD, for your future reference and access; and x Until or unless you notify SPD as stated in this ERSD, you consent to exclusively receive through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by SPD during the course of your electronic signature relationship with SPD. 54 55 56 57 58 59 60 61 62 63 64 65  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: September 30, 2021 COMMITTEE: Finance CONTACT: Juan Fuentes CHAIR: Jason Perry ACTION REQUESTED: Resolution 21-xx - Consider approval of Resolution 21-xx approving budget adjustments for fiscal year ending June 30, 2022. BACKGROUND: Initiated by: Isaac Salazar This is a housekeeping item. DFA’s reporting system (LGBMS) requires approval of a budget amendment when increasing a revenue and expenses in the approved budget. A detail of the adjustments for FY22 ending June 30, 2022 is provided in Exhibit A. FINANCIAL CONSIDERATION: Revenues (various funds) $394,073 and Expenses (various funds) $1,886,309. Fund 1101 (General Fund) revenues $167,658, expenses $269,222 Fund 2103 (Library Grants) revenues $116,905, expenses $116,905 Fund 2305 (CDBG Fund) revenues $41,560 Fund 2258 (HIDTA Grant) expenses $88,600 Fund 2265 (Fire Protection) expenses $236,852 Fund 2611 (Museum and Art Center) revenues $24,700 Fund 2615 (Recreation Fund) revenues $32,750, expenses $37,100 Fund 2623 (Road Fund) expenses $41,600 Fund 5100 (Airport Fund) revenues $10,500 Fund 5200 (Solid Waste Fund) expenses $37,100 Fund 5201 (Landfill Fund) expenses $837,000 Fund 5300 (Water Fund) expenses $221,930 LEGAL REVIEW: No legal review is required at this time. BOARD AND COMMITTEE ACTION: Consider approval of Resolution 21-xx approving budget adjustments for fiscal year ending June 30, 2022. STAFF RECOMMENDATION: Consider approval of Resolution 21-xx approving budget adjustments for fiscal year ending June 30, 2022. ATTACHMENTS Resolution 21-XX approving budget adjustments for FY22. Exhibit A - Summary of FY22 Budget Adjustments. 66  RESOLUTION 21-XX A RESOLUTION OF THE CITY OF ROSWELL, NEW MEXICO AMENDING THE BUDGET FOR THE FISCAL YEAR ENDING JUNE 30, 2022, BY INCREASING REVENUE AND EXPENSES TO VARIOUS FUNDS. WHEREAS, the governing body of the City of Roswell, State of New Mexico, has previously approved a budget for the fiscal year 2021-2022, ending June 30, 2022; and WHEREAS, the City desires to amend said budget in the amount of $394,073 in revenues and $1,886,309 in expenses to various funds detailed in Exhibit A and summarized below: • Fund 1101 (General Fund) revenues $167,658, expenses $269,222 • Fund 2103 (Library Grants) revenues $116,905, expenses $116,905 • Fund 2305 (CDBG Fund) revenues $41,560 • Fund 2258 (HIDTA Grant) expenses $88,600 • Fund 2265 (Fire Protection) expenses $236,852 • Fund 2611 (Museum and Art Center) revenues $24,700 • Fund 2615 (Recreation Fund) revenues $32,750, expenses $37,100 • Fund 2623 (Road Fund) expenses $41,600 • Fund 5100 (Airport Fund) revenues $10,500 • Fund 5200 (Solid Waste Fund) expenses $37,100 • Fund 5201 (Landfill Fund) expenses $837,000 • Fund 5300 (Water Fund) expenses $221,930 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 2021-2022. 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 this ______ October 2021 . CITY SEAL _____________________________ Dennis Kintigh, Mayor ATTEST: ______________________ Sharon Coll, City Clerk 67  Exhibit A REVENUES • Fund 1101 (General Fund) Revenues $167,658 o County allocation – 4th Quarter $131,058 o Increase in sales of merchandise $7,000 o NM Humanities Council $3,800 o Insurance payment for Air Center siren $25,800 • Fund 2103 (Library GO Bond-2018) Revenue $116,905 o GO Bond to be spent by April 2022 $116,905 • Fund 2305 (State Pass thru-CDBG) Revenue $41,560 o CDBG payment for Boys & Girls Club $41,560 • Fund 2611 (Changes for Service) Revenues $24,700 o Museum Planet Events $13,000 o Museum Admissions $11,700 • Fund 2615 (Changes for Service)Revenues $32,750 o Recreation Concessions $17,250 o Recreation Rentals $15,500 • Fund 5100 (Miscellaneous-General) Revenue $10,500 o Miscellaneous revenue $10,500 EXPENDITURES • Fund 1101 (General Fund) Expenses $269,222 o Consolidated Dispatch - ONESolution Annual software maintenance fee $9,000 o Emergency Management - Air Center siren damage/replacement $27,400 o Engineering - GRT admin fee $23,700 o Facility Maintenance - Janitorial supplies for City Hall & Annex $5,000 o Facility Maintenance - Software (Dude Solutions) $29,970 o Legal - Contracts for legal counsel $50,000 o Library - Full-time salaries (NM Humanities Council) $2,662 o Library - Part-time salaries (NM Humanities Council) $1,138 o Parks - 1 riding mower, 2 blowers & 1 air compressor $8,000 o Parks - Software (Dude Solutions) $7,500 o Parks - Irrigation system at the Zoo pond $41,300 o Police - ONESolution Annual software maintenance fee $44,200 o Public Affairs - Gross Receipts Tax payment for Visitor Center $3,100 o Public Affairs - Roswell Chamber audit $16,252 • Fund 2103 (Misc Expense-General Grant) $116,905 o Library - GO Bond to be spent by April 2022 $116,905 • Fund 2258 (Capital Outlay-Vehicles) $88,600 o 2 pickup trucks (HIDTA Grant) $88,600 • Fund 2265 (Capital-Equipment) $236,852 o Fire - Loan payment for 3 fire trucks & 10 defibrillators $236,852 • Fund 2615, 2623 & 5200 (G&A GRT Admin Fee) $111,300 o Recreation - GRT Admin fee $37,100 o Sanitation - GRT Admin fee $37,100 o Streets - GRT Admin fee $37,100 • Fund 2623 (Computer-Software Maintenance) $4,500 o Streets - Software (Dude Solutions) $4,500 68  Exhibit A • Fund 5201 (Capital-Equipment) $837,000 o Landfill – Replacement Caterpillar $837,000 • Fund 5300 (Water & Sewer) $221,930 o Computer subscription/License – Tyler $35,000 o Maintenance & Repair – Leak at Kentucky & McGaffey $186,930 69