Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday June 2, 2022 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 22-14. ROLL CALL The meeting convened at 4:02 p.m. with Chairman Corn presiding; Councilors Heldenbrand, Perry, and Foster present. Staff present: Joe Neeb, Juan Fuentes, Janie Davies, Mike Mathews, Juanita Jennings, Robert Glenn, Louis Najar, Quinton Miller, Kevin Wilson, Kevin Maevers, Amanda Davis Guests present: Councilor Jeanine Best, Larry Connolly, Mike Espiritu (RCCEDC), Marcos Nava (Hispano Chamber of Commerce), Kerry Moore (OTB), Anne Baker (Roswell Jazz Festival), Paula Graves (Roswell Jazz Festival), Perry Toles (Bottomless Triathlon) Guests via GoToMeeting: Councilor Juliana Halvorson, Juno Ogle (Roswell Daily Record), Rita Kane-Doerhoefer, Leslie Robertson (ENMSF) APPROVAL OF AGENDA Councilor Foster moved to approve the June 2, 2022 regular Finance Committee meeting agenda. Councilor Heldenbrand was the second. A voice vote was 4-0 and the motion passed unanimously. APPROVAL OF MINUTES Councilor Heldenbrand moved to approve the May 2, May 3, and May 9, 2022 Special Finance Committee Meeting Minutes and the May 5, 2022 Regular Finance Committee meeting minutes as presented. Councilor Perry was the second. A voice vote was 4-0 and the motion passed unanimously. NON-ACTION ITEMS Information Reports: Gross Receipts Report: Mr. Fuentes presented information on the GRT report for May 2022. FY2023 Operating Budget Timeline: Mr. Fuentes provided an update on the current progress and upcoming timeline in finalizing the FY23 operating budget and grant activity. Lodgers’ Tax & Convention Center Bed Fee: Ms. Jennings discussed the Lodgers’ Tax and Convention Center Bed Fee Reports for April 2022. Street Department Operations and Budget Status: Mr. Najar presented a report on the current status of various road projects and reviewed the budget for the roads funding. ACTION ITEMS Consideration of Resolution 22-XX authorizing the Disposal 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 and noted that three (3) roll-off dumpsters and the stage would not be included in this month’s auction due to needing repairs. Councilor Heldenbrand moved to send to full City Council on the consent agenda Resolution 22-XX authorizing the Disposal of Certain Surplus Personal Property minus the three (3) roll-offs and stage. Councilor Foster was the second. A voice vote was 4-0 and the motion passed unanimously. Consider a recommendation from the Occupancy Tax Board to fund the Wool Bowl college football bowl game (Dec. 3) through Lodgers’ Tax Funds for up to $2,000 on a reimbursement basis at 50% of eligible expenses: Ms. Jennings presented the request for the event which is being restarted as one of five junior college football bowl games in the country with the applicant identifying $4,600 in eligible expenses and the OTB recommending up to $2,000 at a 50% reimbursement basis of eligible expenses. Councilor Foster moved to amend the funded amount from “up to $2,000” to “up to $4,000”. Councilor Heldenbrand was the second. A voice vote was 4-0 and the motion passed unanimously. Councilor Foster moved to send to full City Council on the consent agenda the amended recommendation to fund the Wool Bowl college football bowl game (Dec. 3) through Lodgers’ Tax Funds for up to $4,000 on a reimbursement basis at 50% of eligible expenses. Councilor Perry was the second. A voice vote was 4-0 and the motion passed unanimously. Consider a recommendation from Occupancy Tax Board to fund the Roswell Jazz Festival (Oct. 12-16) through Lodgers’ Tax Funds for up to $1,500 on a reimbursement basis at 50% of eligible expenses: Ms. Jennings presented the request for the event with Anne Baker and Paula Graves representing the organization. The Festival will take place at various locations in Roswell and includes education seminars and outreach to school programs and students. The applicant is identifying $7,467 in eligible expenses and the OTB recommends up to $1,500 at a 50% reimbursement basis of eligible expenses. Councilor Heldenbrand moved to amend the funded amount from “up to $1,500” to “up to $3,000”. Councilor Foster was the second. A voice vote was 4-0 and the motion passed unanimously. Councilor Heldenbrand moved to send to full City Council on the consent agenda the amended recommendation to fund the Roswell Jazz Festival (Oct. 12-16) through Lodgers’ Tax Funds for up to $3,000 on a reimbursement basis at 50% of eligible expenses. Councilor Foster was the second. A voice vote was 4-0 and the motion passed unanimously. Consider a recommendation from the Occupancy Tax Board to fund the Eastern New Mexico State Fair (Oct. 3-8) through Lodgers’ Tax Funds for up to $36,500 on a reimbursement basis at 50% of eligible expenses: Ms. Jennings presented the request with Leslie Robertson participating via GoToMeeting. The six-day fair allows families from all 33 New Mexico counties to showcase their yearly agriculture projects. The fair also includes a parade, musical concerts and a carnival. The applicant is identifying $144,457.25 in eligible expenses and the OTB is recommending up to $36,500 at a 50% reimbursement basis of eligible expenses. Councilor Perry moved to amend the funded amount from “up to $36,500” to “up to $45,000”. Councilor Foster was the second. A voice vote was 4-0 and the motion passed unanimously. Councilor Perry moved to send to full City Council on the consent agenda the amended recommendation to fund the Eastern New Mexico State Fair (Oct. 3-8) through Lodgers’ Tax Funds for up to $45,000 on a reimbursement basis at 50% of eligible expenses. Councilor Foster was the second. A voice vote was 4-0 and the motion passed unanimously. Consider a recommendation from the Occupancy Tax Board to fund the Bottomless Triathlon (July 9) through Lodgers’ Tax Funds for up to $1,800 on a reimbursement basis at 50% of eligible expenses: Ms. Jennings presented the request with Perry Toles for the event which consists of swimming, bicycling and running at Bottomless Lakes State Park. The applicant has identified $6,400 in eligible expenses and the OTB is recommending up to $1,800 at a 50% reimbursement basis of eligible expenses. Councilor Foster moved to amend the funded amount from “up to $1,800” to “up to $3,000”. Councilor Heldenbrand was the second. A voice vote was 4-0 and the motion passed unanimously. Councilor Foster moved to send to full City Council on the consent agenda the amended recommendation to fund the Bottomless Triathlon (July 9) through Lodgers’ Tax Funds for up to $3,000 on a reimbursement basis at 50% of eligible expenses. Councilor Heldenbrand was the second. A voice vote was 4-0 and the motion passed unanimously. Consider a recommendation from the Occupancy Tax Board to fund the Roswell Symphony Orchestra (Oct. 28, Oct. 29, Dec. 18) through Lodgers’ Tax Funds for up to $2,200 on a reimbursement basis at 50% of eligible expenses: Ms. Jennings presented the request for the event which would hold concerts at the New Mexico Military Institute with the applicant identifying $8,860 in eligible expenses and the OTB recommending up to $2,200 at a 50% reimbursement basis of eligible expenses. Councilor Heldenbrand moved to amend the funded amount from “up to $2,200” to “up to $4,000”. Councilor Perry was the second. A voice vote was 4-0 and the motion passed unanimously. Councilor Heldenbrand moved to send to full City Council on the consent agenda the amended recommendation to fund the Roswell Symphony Orchestra (Oct. 28, Oct. 29, Dec. 18) through Lodgers’ Tax Funds for up to $4,000 on a reimbursement basis at 50% of eligible expenses. Councilor Perry was the second. A voice vote was 4-0 and the motion passed unanimously. Consider recommending approval of the Roswell-Chaves County Economic Development Corporation Service Agreement: Ms. Jennings presented the request to approve the service agreement with an increase of $100,000, for a total of $200,000 for FY23. The RCCEDC works in partnership with the City of Roswell to provide services to businesses and to expand business and economic development in our area. Councilor Foster moved to send to full City Council for approval the Roswell-Chaves County Economic Development Corporation Service Agreement for $200,000. Councilor Heldenbrand was the second. A voice vote was 4-0 and the motion passed unanimously. Consider recommending approval of the Hispano Chamber of Commerce Business Development and Retention Service Agreement: Ms. Jennings presented the request to approve the service agreement with an increase of $20,000, for a total of $50,000 for FY23. The Hispano Chamber of Commerce works in partnership with the City of Roswell to provide services to businesses and to expand business and economic development in our area. Councilor Foster moved to send to full City Council for approval of the Hispano Chamber of Commerce Business Development and Retention Service Agreement. Councilor Perry was the second. A voice vote was 4-0 and the motion passed unanimously. Consider recommending approval of funding for the Commission on Aging Senior Tips flyer: Ms. Jennings presented the request via GoToMeeting. The Commission on Aging, an advisory commission for the City of Roswell, is requesting a funding amount of $3,120 so that the Public Affairs Department could create and print a senior tips flyer that would be distributed in the community on a monthly basis. Councilor Perry moved to send to full City Council on the consent agenda the recommendation to approve funding for the Commission on Aging Senior Tips flyer. Councilor Foster was the second. A voice vote was 4-0 and the motion passed unanimously. PUBLIC PARTICIPATION The scheduling for future Finance Committee meetings was discussed. Ms. Kane-Doerhoefer discussed the Joy Center and Meals on Wheels program in Midway. ADJOURN The meeting adjourned at 7:13 p.m. Finance Committee Meeting Thursday, June 2, 2022 Agenda Information Reports Information Report – Gross Receipts Tax • May 2022 • $3,734,189 (Actual Collected) • $3,389,105 (Budgeted) • $345,084 (Variance) GRT Actual vs Budget $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Budgeted Actual Information Report – Gross Receipts Tax • YTD GRT Budgeted Actual Variance • $36,670,724 (Actual Collected) Jul $3,023,547 $2,861,640 -$161,908 Aug $3,070,073 $3,314,305 $244,232 • $32,502,511 (Budgeted) Sep $2,972,663 $3,221,148 $248,485 • $4,168,214 (Variance) Oct $2,941,919 $3,270,819 $328,900 Nov $2,923,907 $3,445,962 $522,055 Dec $2,762,569 $3,359,906 $597,337 Jan $2,641,163 $3,377,619 $736,456 Feb $3,289,849 $3,686,180 $396,331 Mar $2,814,283 $3,244,203 $429,920 Apr $2,673,433 $3,154,754 $481,321 May $3,389,105 $3,734,189 $345,084 Jun $3,260,588 Total $35,763,099 $36,670,725 $4,168,214 % FYTD 12.8% FY2023 Budget Timeline  The budget is based on FY2022 Revised Budget so we anticipate little movement and an easier review for each department.  Department review and movement will need to be completed by Friday, March 4th.  Department review meetings will be March 28th through April 8th.  April 8th, all departments have submitted Capital Plans.  Revenue projections and departmental positions will be updated April 11th through April 13th.  Special Finance Committee Meeting May 2nd & May 3rd.  Special Finance Committee Meetings - TBD  Draft preliminary budget May 9th through May 20th.  Special City Council Budget Meeting TBD.  June 1st, Preliminary Budget submitted to DFA. June 30th Fiscal Year End Close.  June 30th Fund Balances – July 12th Special Finance Committee Meeting – TBD Special City Council Meeting – Adoption of Final FY 23 Budget Resolution - TBD July 31st, Final Budget due to DFA. FY2023 GRANT ACTIVITY $95,000 to expand educational programs, services and tours of the animal enclosures at the Roswell Zoo. $100,000 to purchase and equip vehicles for the Roswell police department. DFA/LGD has requested local government entities to provide additional information before making a determination if project should be included in the June 2022 bond sale. Lodgers’ Tax Reports June 2, 2022 (CORN/JENNINGS) Lodgers’ Tax Reports – 5% Lodgers’ Tax Reports – Convention Center Bed Fee $2.50  STREET DEPARTMENT OPERATIONS & BUDGET  RESOLUTION 22-XX AUTHORIZING THE DISPOSAL OF CERTAIN PERSONAL PROPERTY ITEM NO. (CORN/GLENN) Resolution 22-XX Authorizing the Disposal of Certain Personal Property • Resolution to dispose of surplus property of the City. • Property will be disposed of in accordance with City Policy • Includes vehicles, equipment and other items from various City department. • Includes Exhibit A for items under $2500 and Exhibit B for items over $2501. • Finance Committee recommended approval (XX/XX). Lodgers’ Tax Request June 2, 2022 (CORN/JENNINGS) What is Lodgers’ Tax? • Ruled by State Statute 3-38-15. Authorization of tax; limitations on use of proceeds • 5% Lodgers’ Tax • $2.50 Bed Fee • HOW CAN IT BE USED? • A) collecting and otherwise administering the tax, including the performance of audits required by the LT Act [3-38-13 NMSA 1978] pursuant to guidelines issued by the department of finance and administration. • B) establishing, operating, purchasing, construction, otherwise acquiring, reconstructing, extending, improving, equipping, furnishing or acquiring real property or any interest in real property for the site or grounds for tourist-related facilities, attractions or transportation systems of the municipality, the county in which the municipality is located or the county; • C) the principal of and interest on any prior redemption premiums due in connection with and another charges pertaining to revenue bonds authorized by Section 3-38-23 or 3-38-24 NMSA 1978 • D) shall be used only for advertising, publicizing and promoting tourist-related attractions, facilities and events; • E) providing police and fire protection and sanitation service for tourist related events, facilities and attractions located in the respective municipality or county; or • F) any combination of the foregoing purposes or transaction stated in this section, but for no other municipal or county purpose. • Shall be used within two years of collection Use of Lodgers Tax • 5% tax on any hotel, short-term rental, rv park rented in our community by a visitor = HEADS IN BEDS - THE CITIZENS OF ROSWELL DO NOT PAY FOR THE CONVENTION UNLESS THEY ARE STAYING OVERNIGHT AT A HOTEL, RV PARK OR SHORT-TERM RENTAL LIKE AN AirBnB. • Money is governed by State Statute on how it can be used. • 5% use of tax pays for • Operations at these facilities Convention Center & Visitor Center • Public Affairs Staff that administer staff or Tourism related activities such as advertising and marketing, Visitor Center staffing • Special Events, Group Tours, Advertising and Marketing, Police, Fire & Sanitation for Lodgers’ Tax events, • MRG for Flight Service like the Phoenix flight – current we do not have an MRG to pay • Rule of thumb 40% IS REQUIRED TO BE USED for advertising/60% operational (Public Affairs, Visitor Center & Convention Center) • $2.50 bed fee is also part of Lodgers’ Tax, but can only be used for the Convention Center. The money is earmarked to pay the Bond for the remodel of the Convention Center only. Lodgers’ Tax Act Definitions {3-38-13 NMSA 1978} • Tourist – means a person who travels for the purpose of business, pleasure of culture to a municipality or county imposing an occupancy tax. • Tourist-related events – means events that are planned for, promoted to and attended by tourists; • Tourist-related facilities and attractions – means facilities and attractions that are intended to be used by tourist • Tourist-related transportation system – means transportation system that provided transportation for tourist to and from tourist-related facilities and attractions and tourist-related events Lodgers’ Tax 3-5-15 (D) 2 • If the occupancy tax imposed is more than two percent and the municipality is not located in a class A county or the county is not a class A county, not less than one-half of the proceeds from the first three percent of the tax and • not less than one-forth of the proceeds from the tax in excess of three percent shall be used for those purposes. • Total Share of Lodgers Tax for: Advertising, Publicizing and promoting tourist-related attractions, facilities and events. What is Lodgers’ Tax? • Ruled by State Statute 3-38-15. Authorization of tax; limitations on use of proceeds • 5% Lodgers’ Tax • $2.50 Bed Fee • HOW CAN IT BE USED? • A) collecting and otherwise administering the tax, including the performance of audits required by the LT Act [3-38-13 NMSA 1978] pursuant to guidelines issued by the department of finance and administration. • B) establishing, operating, purchasing, construction, otherwise acquiring, reconstructing, extending, improving, equipping, furnishing or acquiring real property or any interest in real property for the site or grounds for tourist-related facilities, attractions or transportation systems of the municipality, the county in which the municipality is located or the county; • C) the principal of and interest on any prior redemption premiums due in connection with and another charges pertaining to revenue bonds authorized by Section 3-38-23 or 3-38-24 NMSA 1978 • D) shall be used only for advertising, publicizing and promoting tourist-related attractions, facilities and events; • E) providing police and fire protection and sanitation service for tourist related events, facilities and attractions located in the respective municipality or county; or • F) any combination of the foregoing purposes or transaction stated in this section, but for no other municipal or county purpose. • Shall be used within two years of collection Use of Lodgers Tax • 5% tax on any hotel, short-term rental, rv park rented in our community by a visitor = HEADS IN BEDS - THE CITIZENS OF ROSWELL DO NOT PAY FOR THE CONVENTION UNLESS THEY ARE STAYING OVERNIGHT AT A HOTEL, RV PARK OR SHORT-TERM RENTAL LIKE AN AirBnB. • Money is governed by State Statute on how it can be used. • 5% use of tax pays for • Operations at these facilities Convention Center & Visitor Center • Public Affairs Staff that administer staff or Tourism related activities such as advertising and marketing, Visitor Center staffing • Special Events, Group Tours, Advertising and Marketing, Police, Fire & Sanitation for Lodgers’ Tax events, • MRG for Flight Service like the Phoenix flight – current we do not have an MRG to pay • Rule of thumb 40% IS REQUIRED TO BE USED for advertising/60% operational (Public Affairs, Visitor Center & Convention Center) • $2.50 bed fee is also part of Lodgers’ Tax, but can only be used for the Convention Center. The money is earmarked to pay the Bond for the remodel of the Convention Center only. Lodgers’ Tax Act Definitions {3-38-13 NMSA 1978} • Tourist – means a person who travels for the purpose of business, pleasure of culture to a municipality or county imposing an occupancy tax. • Tourist-related events – means events that are planned for, promoted to and attended by tourists; • Tourist-related facilities and attractions – means facilities and attractions that are intended to be used by tourist • Tourist-related transportation system – means transportation system that provided transportation for tourist to and from tourist-related facilities and attractions and tourist-related events Lodgers’ Tax 3-5-15 (D) 2 • If the occupancy tax imposed is more than two percent and the municipality is not located in a class A county or the county is not a class A county, not less than one-half of the proceeds from the first three percent of the tax and • not less than one-forth of the proceeds from the tax in excess of three percent shall be used for those purposes. • Total Share of Lodgers Tax for: Advertising, Publicizing and promoting tourist-related attractions, facilities and events. Lodgers Tax Revenue Tax Imposed 5% 3-8-15 (D) (2) Rate 1/2 for Adv. if the occupancy tax imposed is more than two percent and the municipality is not located in a 0.03 0.015 class A county or the county is not a class A county, not less than one-half of the proceeds from the first the first three percent of the tax and 1/4 for Adv. not less than one-forth of the proceeds from the tax in excess of three percent shall be used for those 0.02 0.005 purposes 0.02 Total Rate 0.05 Advertising 0.02 40% P ,O & C 0.03 60% EXAMPLE SLIDE FROM FY20 PRE-COVID FYE 20 Revenue 460,654.80 40% 690,982.20 60% 1,151,637.00 Personnel 237,308.00 Operating 561,335.59 Advertising 460,654.80 Capital 82,870.00 1,342,168.39 2019 Calendar Year Lodgers’ Tax Awarded Events Lodgers’ Tax Funding Request NMMI Wool Bowl Game REGULAR ITEM NO. 8 (CORN/JENNINGS) Lodgers’ Tax Request – Wool Bowl Action: The Finance Committee is asked to consider a request for funding the Wool Bowl college football bowl game (Dec. 3) for up to $2,000 on a reimbursement basis at 50% of eligible expenses. Background: The Wool Bowl was played annually from 1966 to 1981, and is being restarted as one of five junior college football bowl games nationwide. • Organizers estimate traveling parties playing in the game between 400 and 500, and between 2,000 and 4,000 spectators. • The Occupancy Tax Board on May 24 voted 3-0 to recommend funding the Wool Bowl college football bowl game (Dec. 3) for up to $2,000 on a reimbursement basis at 50% of eligible expenses. Lodgers’ Tax Funding Request Roswell Jazz Festival REGULAR ITEM NO. 9 (CORN/JENNINGS) Lodgers’ Tax Request – Roswell Jazz Festival Action: The Finance Committee is asked to consider a request to fund the Roswell Jazz Festival (Oct. 12-16) for up to $1,500 on a reimbursement basis at 50% of eligible expenses. Background: The festival did not take place in 2020 or 2021 due to the COVID-19 pandemic. Festival attendance for 2019 was 2,742, with 87 documented from outside Roswell (34 musicians, 53 spectators). Organizers estimate 156 room nights between musicians and ticket holders. • City Council approved a $4,500 award in 2019 for the festival. • The Occupancy Tax Board on May 24 voted 3-0 to recommend funding the Roswell Jazz Festival (Oct. 12-16) for up to $1,500 on a reimbursement basis at 50% of eligible expenses. Lodgers’ Tax Funding Request Eastern NM State Fair REGULAR ITEM NO. 10 (CORN/JENNINGS) Lodgers’ Tax Request – Eastern NM State Fair Action: The Finance Committee is asked to consider a request for funding for the Eastern New Mexico State Fair (Oct. 3-8) for up to $36,500 at a reimbursement basis of 50% of eligible expenses. Background: The six-day fair allows families from all 33 New Mexico counties to showcase their yearly agriculture projects. The fair also includes a parade, musical concerts and a carnival. • Organizers estimate 650 hotel nights will be booked in connection to the fair. Last year’s fair had 483 room nights booked. • Recent City Council awards to the fair: $44,250 in 2016, $36,570 in 2017, $36,750 in 2019 and $40,000 in 2019. • The Occupancy Tax Board on May 24 voted 3-0 to recommend funding the Eastern New Mexico State Fair (Oct. 3-8) for up to $36,500 at a reimbursement basis of 50% of eligible expenses. Lodgers’ Tax Funding Request Bottomless Triathlon REGULAR ITEM NO. 11 (CORN/JENNINGS) Lodgers’ Tax Request – Bottomless Triathlon Action: The Finance Committee is asked to consider a request to fund the Bottomless Triathlon (July 9) for up to $1,800 at a reimbursement basis of 50% of eligible expenses. Background: The triathlon consists of swimming, bicycling and running at Bottomless Lakes State Park. Organizers estimated 120 room nights during the 2019 event and anticipate 40 room nights this year. Of the 150 registrants, at least 129 reside more than 30 miles from Roswell. • City Council approved a $2,480 award in 2019. • The Occupancy Tax Board on May 24 voted 3-0 to recommend funding the Bottomless Triathlon (July 9) for up to $1,800 at a reimbursement basis of 50% of eligible expenses. Lodgers’ Tax Funding Request Roswell Symphony Orchestra REGULAR ITEM NO. 12 (CORN/JENNINGS) Lodgers’ Tax Request – Roswell Symphony Orchestra Action: The Finance Committee is asked to consider a request to fund the Roswell Symphony Orchestra fall season (Oct. 29, Oct. 29, Dec. 18) for up to $2,200 at a reimbursement basis of 50% of eligible expenses. Background: The mission of the Roswell Symphony Orchestra is to provide people of Roswell and Southeast New Mexico with the orchestral literature by providing an annual concert season and music education programs for children and young adults. • The organization anticipates 500 to 700 people attending each concert, with 175 hotel rooms booked. • City Council approved a $4,085 award in 2019, of which approximately $3,100 was unspent due to pandemic-related cancellations. • The Occupancy Tax Board on May 24 voted 3-0 to recommend funding the Roswell Symphony Orchestra fall season (Oct. 29, Oct. 29, Dec. 18) for up to $2,200 at a reimbursement basis of 50% of eligible expenses. Roswell-Chavez County Economic Development Corporation Service Agreement REGULAR ITEM NO. 13 (CORN/JENNINGS) Roswell-Chaves County EDC Service Agreement Renewal • The City Council is asked to approved the Scope of Services Agreement for FY23 Background: • In 2019 all community partner service agreements were updated to be consistent with clearly defined Scope of Services that included metrics and reporting measurements. This agreement continues the partnership with Scope of Work for FY23. • This new agreement will follow the fiscal year and budget cycle. The current amount of the contract is $100,000 per year. • New funding request for FY23 in the amount of $100,000 to cover the cost of a new personnel cost for digital marketing and designer as well as an increase in salary for current Program Manager and increase cost of other daily functions. • 5/14/22 EDC presented to the Finance Committee. Finance Committee approved $150,000 allocation for FY23 (3-0) with Foster being absent. • 5/20/22 the Finance Committee voted (4-0) to allocate $100,000 for FY23 for EDC. • 5/27/22 Legal Committee voted (4-0) to approve the contract with amended change to grant façade program requirement. Scope of Work • Total contract amount being requested is $200,000 per year. • Scope of Work • Business Development & Retention • Technical Services • Metrics • Quarterly reports on the following: Recruitment Efforts, growth activities, Profit and Loss Actuals vs. Budget Financial Reports, educational opportunities, job creation report, business retention report, industry business solicitation report, metrics, housing & retail report, promotional campaigns, cooperative efforts with area organizations. • Annual report to City Council, proposed annual budget, end of year financial report (audit), proposed annual budget, list of new industrial/economic based businesses projected and/or acquired for City of Roswell and Chaves County, list of trends in possible job losses, overview of operations & Strategic plan for proceeding year and planned future operations to solicit new business, etc. • Annual Strategic Plan to the City Manager Hispano Chamber of Commerce Service Agreement REGULAR ITEM NO. 14 (CORN/JENNINGS) Hispano Chamber of Commerce Service Agreement • The City Council is asked to approved the Scope of Services Agreement for FY23 Background: • In 2019 all community partner service agreements were updated to be consistent with clearly defined Scope of Services that included metrics and reporting measurements. This agreement continues the partnership with Scope of Work for FY23. • This new agreement will follow the fiscal year and budget cycle. The current amount of the contract is $30,000 per year. • New funding request for FY23 in the amount of $20,000 to cover the cost of a part-time office/social media staff member in order to have more online presence is being requested. • 4/27/22 presented to Legal Committee and tabled for 5/26/22 meeting. • Hispano Chamber provided their Annual report to the City Council at the May 12th meeting as outlined in their contract. • 5/27/22 Contract was approved (4-0) at the Legal Committee. Scope of Work • Total contract amount being requested is $50,000 per year. • Scope of Work • Business Development & Retention with cultural emphasis for the Roswell Community. • Metrics • Quarterly reports on the following: Activities, Profit and Loss Actuals vs. Budget Financial Reports, Educational opportunities provided to members and non- members, recruitment efforts and growth of participation in activities, staffing and board changes, promotional campaigns, cooperative efforts with area organizations. • Annual report to City Council, proposed annual budget, list of new members, non-renewals and overview and strategic plan for proceeding year. Commission on Aging Funding Request REGULAR ITEM NO. 15 (CORN/JENNINGS) Commission on Aging Funding Request Background: The Commission on Aging discussed at their March meeting that they would like to see a senior tips flyer printed and distributed to seniors in the community. Approximately 15,600 flyers would be printed and distributed annually throughout the city in order to create awareness and resources to the senior population. Distribution could occur at Meals on Wheels, local businesses, events, etc. The General Services committee approved (4-0) on May 25, 2022  Scope of Work Information provided: • Each month would be related to a different topic concerning seniors. (e.g. March is colonoscopy awareness month) Printing could be quarterly. • This would include helpful tips and resources to the senior population. • Approximately 1,300 quarter sized flyers would be distributed by the city at Meals on Wheels, Local Businesses, etc. Examples provided on next slide. 9 Tips for Seniors to Stay Healthy (healthline.com) 5 Tasks Seniors Need Help With the Most | Classic Lifecare 7 Useful Tips and Tricks for Seniors That Make Everyday Tasks Easier – DailyCaring Senior Citizen Safety Tips – Nationwide 10 Healthy Habits for Seniors to Keep (aplaceformom.com) Advance Healthcare Directive (Living Will) - Create an Advance Healthcare Directive Online | LegalZoom 44 45 Financial Consideration Information provided: • Public Affairs staff time to develop and create content • Cost of printing Estimate cost to print: • .80 per full size page • Approximately 3,900 full-size pages would be needed annually for ¼ page flyer request. Printing could be quarterly. • 1300 ¼ size flyers each month to be cut and delivered to Joy Center for distribution. Total of 15,600 annually. • Estimate cost: $3120 Action: Open discussion for Finance Committee to approve funding request in the amount of $3,120 to the Public Affairs department for FY23 to produce a Senior Tips flyer for distribution to Joy Center Meal on Wheels program for the Commission on Aging. G. Public Participation H. Adjourn