Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, November 3, 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 4:00 p.m. with Chairman Corn presiding; Councilors Foster, Heldenbrand and Perry present. Staff present: Juan Fuentes, Mike Mathews, Hess Yntema, Juanita Jennings, Lorenzo Sanchez, Robert Glenn, Amalia Martinez, Amanda Davis, Jim Burress, Becky Hicks, Justin Holcombe, Chanel Rey, Michael Taylor, Kathy Lay, Sarah Bradley, Kevin Maevers, Joseph Montoya, Miguel A. Martinez, Della Andazola (via GoToMeeting) Guests present: Mayor Tim Jennings, Councilor Jeanine Best, Councilor Juliana Halvorson, Councilor Cristina Arnold, Nicole East (Support Roswell Animals), Anna Edwards (SRA), Sammye Leflar (FORA), Abby Hess (Roswell Humane Society), Jacque McFarland (RHS), Tami Colon-Escobar, Kerry Lewis, Shelly Currier, Troy Teague, Sue Teague, Terri Harber (Roswell Daily Record), Rita Kane-Doerhoefer (via GoToMeeting), Bruce Andler (via GoToMeeting), Vicki Burress (via GoToMeeting), Megen Telles (via GoToMeeting), Krista Smith (via GoToMeeting), Erin G. (via GoToMeeting) APPROVAL OF AGENDA Councilor Perry moved to approve the November 3, 2022 regular Finance Committee meeting agenda. 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. 1. Approval of Minutes Councilor Heldenbrand moved to approve the October 6, 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. NON-ACTION ITEMS 2. Information Reports: Gross Receipts Tax/Cannabis Tax/Grant Activity Reports: Mr. Fuentes presented information on the GRT, Cannabis Tax and Grant Activity reports for September & October 2022. Financial Reports: Ms. Rey and Mr. Fuentes discussed the FY2023 Q1 DFA Recap, balance sheets and income statements for various City departments, and the current amount of open purchase orders. Lodgers’ Tax & Convention Center Bed Fee: Ms. Jennings discussed the Lodgers’ Tax and Convention Center Bed Fee Reports for August 2022.  3. Warehouse Inventory and Operations Report: Mr. Glenn discussed staff accomplishments, letters provided from Mueller and Core & Main regarding current supply shortages and increased costs, how the Warehouse inventory system is organized and maintained, and the process for distributing items to other City departments. 4. Warehouse Inventory Spending Authorization Report: Mr. Glenn discussed the purchases made through four previously authorized purchase orders to restock supplies for the Warehouse’s standing inventory. ACTION ITEMS 5. Consider recommending allocation of funds for Animal Services to meet New Mexico Administrative Rules for operation shelter functions: Mr. Mathews and Mr. Burress presented the request to increase funding for animal services by $325,000 to increase staff in order to continue to run the shelter at full capacity. Staff and Councilors discussed working with the County and surrounding areas, rescue groups, budgeting and quality of services. PUBLIC PARTICIPATION: Nicole East of 5016 Apache Hills Drive spoke about the difficulty of working around the shelter’s operating hours and the quality of photos taken by staff. Councilor Perry moved to send to full City Council the recommendation to add five (5) kennel workers and one (1) animal control officer to the City’s employment. 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. 6. Discuss and consider approval of Buyer’s Order Contracts for Creative Bus Sales for FY2021, FY2022, and FY2023: Ms. Hicks presented the request to reallocate previous funding that was approved due to supply chain issues and NMDOT not providing and increase in funding in FY22 for additional busses. Due to the price of steel increasing, the request would change the order of new busses from eight (8) to six (6) decreasing the amount of funding required. Councilor Foster moved to send to full City Council on the consent agenda the approval for funding for two (2) busses for 2023 and the reallocation of money for FY21 and FY22 busses. 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. 7. Consider approval of purchase of fencing, netting and installation for Noon Optimist, Randy Willis, Poe Corn and Joe Bauman fields: Ms. Bradley and Mr. Holcombe presented the request to approve the scope of work and purchase order estimate of $296,519.12 from the M&R Grounds Sports League line of the Recreation budget for repair and installation of fencing and netting by Triwest Fence. The funds would be distributed as $100,436.98 towards Noon Op fields, $41,359.99 to Joe Bauman, $75,072.06 to Poe Corn and $69,650.09 to Randy Willis.  Councilor Heldenbrand moved to send to full City Council the recommendation of the approval of the cost estimate and purchase order made by Triwest Fence in the total amount of $296,519.12. Councilor Perry 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. 8. Consideration of budget adjustment for the Keep Roswell Beautiful program budget to include full amount of awarded grant funding from the New Mexico Dept. of Tourism “Clean and Beautiful Grant” program: Ms. Lay and Ms. Jennings presented the request to adjust the program budget of Keep Roswell Beautiful from $25,000 to $49,109.44 due to the amount of the Clean and Beautiful Grant from the New Mexico Department of Tourism being higher than originally anticipated. The matching amount of $25,000 from the City would remain, making the total $79, Councilor Foster moved to send to full City Council on the consent agenda to send the recommendation to approve a budget adjustment to include the full amount from the New Mexico Department of Tourism “Clean and Beautiful Grant”. 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. 9. 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 Perry 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. 10. Consider recommending approval of purchases over $60,000 pursuant to City’s Purchasing Policy: Mr. Fuentes and Mr. Taylor presented the request for approval of the purchase and installation of an Alerton DDC Control System from ACSi totaling $116,186.97. The proposed purchase would go towards improving and repairing the HVAC system for the Roswell Police Department. Councilor Foster moved to send to full City Council on the consent agenda recommending approval of purchases over $60,000 for the HVAC for the Police Department of $116,186.97. 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. PUBLIC PARTICIPATION None. ADJOURN The meeting adjourned at 5:54 p.m.