Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, October 6, 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 4:01 p.m. with Chairman Corn presiding; Councilors Foster, Heldenbrand and Perry present. Staff present: Juan Fuentes, Janie Davies, Mike Mathews, Joe Neeb, Hess Yntema, Juanita Jennings, Lorenzo Sanchez, Abraham Chaparro, Debbie Reyer, Robert Glenn, Gabrielle Han, Amalia Martinez, Amanda Davis, Colette Hall, Jim Burress, Renee Puckett, Becky Hicks, Justin Halcombe, Enid Costley, Jenna Lanfor, Todd Wildermuth (via GoToMeeting) Guests present: Mayor Tim Jennings, Councilor Cristina Arnold, Rita Kane-Doerhoefer (via GoToMeeting), Dave Yanke (NewGen Strategies & Solutions, via GoToMeeting), Bruce Andler (via GoToMeeting), Vicki Burress (via GoToMeeting) APPROVAL OF AGENDA Councilor Foster moved to approve the October 6, 2022 regular Finance Committee meeting agenda. Councilor Heldenbrand was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. APPROVAL OF MINUTES Councilor Heldenbrand moved to approve the September 1, 2022 Regular Finance Committee meeting minutes as presented. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Councilor Perry moved to approve the September 12, 2022 Special Finance Committee meeting minutes as presented. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. NON-ACTION ITEMS Information Reports: Gross Receipts Reports: Mr. Fuentes and Ms. Davies presented information on the GRT and Cannabis Tax reports for September 2022. Lodgers’ Tax & Convention Center Bed Fee: Ms. Jennings discussed the Lodgers’ Tax and Convention Center Bed Fee Reports for July 2022. UFO Post Event Report: Ms. Jennings and Ms. Puckett discussed the 2022 UFO Festival Report including various revenues and expenses, costs to the City, individual events, advertising strategies and results, Gross Receipts Tax, and demographic data. 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, through auction or by demolition. Councilor Heldenbrand moved to send to full City Council on the consent agenda Resolution 22-XX authorizing the Disposal of Certain Surplus Personal Property in Exhibits A & B. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider recommending approval of purchases over $60,000 pursuant to City’s Purchasing Policy: Mr. Fuentes presented the request for approval of various department purchases that exceed the $60,000 limit stated in the City’s Purchasing Policy. Councilor Foster moved to send to full City Council on the consent agenda recommending approval of the purchases over $60,000 for Personnel Services: • Recreation Dept. – ITSQuest - $105,318 • Pool Dept. – ITSQuest - $388,304 • Roswell Air Center - Geneva’s Cleaning Service (Terminal Janitorial) - $97,855.78 • Roswell Air Center – Elwood Temp Agency - $216,316 Councilor Heldenbrand was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider recommending for approval NewGen Strategies & Solutions Solid Waste Cost of Service Study: Dave Yanke with NewGen Strategies & Solutions (via GoToMeeting) and Mr. Chaparro presented information on the rate study and discussed questions with the committee and public including the cost of the study itself, proposed rate increases for the next five years, and projected revenue recovery. Councilor Perry moved to send to full City Council for approval the NewGen Strategies & Solutions Solid Waste Cost of Service Study. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider recommending approval to amend the 3Advertising Agreement for an additional $100k for a contract total of $335k for FY23 with the additional $100k dedicated to and from the air services marketing grant agreement as well as approve the purchase order for this should this item pass: Ms. Jennings presented the request to increase the agreement with 3Advertising by $100,000 for the maximum allowable amount of the Department of Transportation Air Service Marketing Assistance Grant Service Agreement. The total air service marketing assistance grant funds is $400k, with $200,000 from the State and $200,000 from the City. Councilor Heldenbrand moved to send to full City Council for approval to amend the 3Advertising Agreement for an additional $100k for a contract total of $335k for FY23 with the additional $100k dedicated to and from the air services marketing grant agreement as well as approve the purchase order for this should this item pass. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider the approval of $11,502.17 to maintain roof and keep roof at current condition: Ms. Costley and Mr. Halcombe presented the request for funding of $11,502.17 based on the quote provided by Roofcare that would include pressure washing, repair of minor splits and joints, tightening drain rings, and disposal of debris for the roof of the Roswell Public Library. Councilor Foster moved to send to full City Council on the consent agenda the approval of $11,502.17 to maintain roof and keep roof at current condition. There was no second and the motion failed. Consider the approval of $69,334.60 for roof repair at the Roswell Public Library: Ms. Costley and Mr. Halcombe presented the request for funding of $69,334.60 based on the quote provided by Roofcare that would include waterproof coating and membranes, additional seals, debris removal, and other repairs of the library’s roof. Councilor Foster moved to send to full City Council on the consent agenda the approval of $69,334.60 to come out of the Capital Improvement fund 2601 for roof repair at the Roswell Public Library. Councilor Heldenbrand was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Authorization to increase PO# 22200895 issued on 10/6/2021 for the purchase of a 12- Yard Dump Truck with snow plow for the Roswell Air Center from $185,191.50 to $206,279.50: Ms. Hicks presented the request to increase the purchase order for truck that is scheduled to be built in December. Due to price increases in the cost of steel and materials, Roberts Truck Center issued a new quote to reflect an additional $13,500 for the dump body and $7,588 for the snow plow. Councilor Perry moved to send to full City Council on the consent agenda the authorization to increase PO# 22200895 issued on 10/6/2021 for the purchase of a 12-Yard Dump Truck with snow plow for the Roswell Air Center from $185,191.50 to $206,279.50 as presented in the abstract. Councilor Heldenbrand was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider recommending approval of Warehouse Inventory purchasing authorization request: Mr. Glenn presented the request for $1,475,000 in spending authorization for the following vendors: • Baker Utility Supply Corp - $375,000 • Core & Main - $500,000 • Resource Wise - $200,000 • Ferguson Waterworks - $400,000 Councilor Heldenbrand moved to send to full City Council for approval the Warehouse Inventory purchasing authorization request as stated by the suppliers in the attachment. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider approval to reallocate funding from the FY 2023 Sewer Manhole Rehab Project for equipment repairs at WWTP and partial funding for the GIS Project: Mr. Sanchez presented the request based on needed repairs at the WWTP and funding for the GIS Project not being carried over from the previous fiscal year. The amount of funds being reallocated would be $100,131.75. Councilor Foster moved to send to full City Council on the consent agenda approval to transfer $100,131.75 out of the Sewer budget to the Wastewater budget from the FY 2023 Sewer Manhole Rehab Project for equipment repairs at WWTP and partial funding for the GIS Project. Councilor Heldenbrand was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider ratification authorizing the Honeywell International, GSA Contractor, to repair and upgrade the HVAC system in building 500, located at 47 Gail Harris Street: Mr. Fuentes presented the request with the proposal bid submitted by Honeywell in the amount of $554,800 to replace the existing chiller and connect it to the building automation system. Councilor Perry moved to send to full City Council for approval of the ratification authorizing the Honeywell International, GSA Contractor, to repair and upgrade the HVAC system in building 500, located at 47 Gail Harris Street. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand- yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider ratification authorizing the Honeywell International, GSA Contractor, to repair and upgrade the fire alarm system in building 500, located at 47 Gail Harris Street: Mr. Fuentes presented the request with the proposal bid submitted by Honeywell of $166,400 that would replace the obsolete existing fire alarm system. Councilor Perry moved to send to full City Council for approval of the ratification authorizing the Honeywell International, GSA Contractor, to repair and upgrade the fire alarm system in building 500, located at 47 Gail Harris Street. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. Consider recommending approval of a change order for $36,542 to Faith Group LLC for the Air Center Facility Survey: Mr. Fuentes presented the request for the increase which would allow for a facility survey to meet the requirements for the revised ASP being provided by Faith Group, LLC. Councilor Heldenbrand moved to send to full City Council for approval of a change order for $36,542 to Faith Group LLC for the Air Center Facility Survey. Councilor Foster was the second. A voice vote was as follows: Robert Corn-yes, Ed Heldenbrand-yes, Barry Foster-yes, Jason Perry-yes and the motion passed unanimously 4-0. PUBLIC PARTICIPATION Ms. Ogle asked about the Air Center and Mr. Neeb responded discussing employees currently working at the department and the search for an interim director. The committee discussed cancelling the upcoming Special Finance Committee meeting regarding the Air Center’s enterprise funds. ADJOURN The meeting adjourned at 6:39 p.m.