Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, February 2, 2023 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01. ROLL CALL The meeting convened at 2:01 p.m. with Chairman Corn presiding, Councilor Heldenbrand present, Councilor Perry present, and Councilor Foster being absent. Staff present: Juan Fuentes, Mike Matthews, Juanita Jennings, Abraham Chaparro, Jacklyn James, Debbie Reger, Becky Hicks, Matt Miller, Daniel Fuller, Randy Bunch, Lorenzo Sanchez, Robert Glenn, Hess Yntema, Justin Holcombe, Kevin Maevers, Amalia Martinez, Della Andazola, Jennider Gruge, Jim Burress. Guests present Councilor Jeanine Best, Terri Harber and, Clarke Conde (Roswell Daily Record), Rtia Kane-Doerhoefer. APPROVAL OF AGENDA Councilor Heldenbrand moved to approve January 5, 2023, regular Finance Committee meeting agenda with the removal of Section E, Items #3 and #4, and Section F, Items #5 and #6, and move items to the special finance committee meeting on February 13, 2023. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Foster being absent. 1. APPROVAL OF MINUTES Councilor Heldenbrand moved to amend and approve January 5, 2023, Finance Committee meeting minutes with the scrivener’s error on the agenda correcting January 2nd to January 5th. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Foster being absent. NON-ACTION ITEMS 2. Department Reports: Gross Receipts Report: Mr. Fuentes presented information on the GRT report for January 2023. FY24 Budget Calendar Report: Mr. Fuentes spoke of the budget timeline with a discussion from the committee to budget flat to actuals. 2nd Quarter DFA Summary Report: Mr. Fuentes explained the DFA LGBMS report with a discussion from the committee. Public Affairs: Ms. Jennings discussed the November 2022 Lodgers' Tax Report, missing Lodgers' Tax payments, and answered questions from the committee. ACTION ITEMS 7. Resolution 23-XX – Consider recommending approval of Resolution 23-XX authorizing the Disposal of Certain Surplus Personal Property: Presented by Robert Glenn. This contains a request to demolish Building #650 at the airport. Removal is required for new parking lot. This request covers old/obsolete equipment currently owned by the city. There are items for auction or scrap listed in Exhibit A & B. Councilor Perry moved to send to the full City Council on the consent agenda with Exhibit A and Exhibit B. Councilor Heldenbrand was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 8. Consideration approval of Task Order I for Professional Engineering Services to Armstrong Consultants for Phase I FUBB Hangar Project: Presented by Jennifer Griego the City of Roswell purchased a RUBB Hangar. The intent of the task order is to begin the geotechnical information and survey data for the future development of the RUBB hangar based on the selected location on the old bomber alert pad. Financial consideration of $73,340 plus applicable NMGRT. Councilor Heldenbrand moved to send to the full City Council the recommendation to approve Phase I of $78,993.05 out of the $4 million already appropriated. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Foster being absent. 9. Consideration and authorization to submit revised 2023 Legislative Request amounts for Legislative Capital Outlay Appropriations: Presented by Mr. Fuentes. The City Council adopted Resolution 22-53 authorizing the submittal of the 2024- 28 Infrastructure Capital Improvement Plan (ICIP) that included 59 projects totaling $118,521,185. Resolution 22-53 specifically listed the top five projects as follows: 1. $8,000,000 Country Club Reservoir 2. $400,000 Storm Drainage on Brasher from Main to SE Main 3. $6,000,000 Replace Large Water Diameter Water Line 4. $750,000 Police Vehicles for Roswell PD 5-1. $2,500,000 Sanitation Shop Remodel 5-2. $10,000,000 Adult Center Deferred Maintenance for building 5-3. $3,000,000 Air Center Terminal Building – Design Phase Councilor Perry moved to send to the full City Council on the consent agenda Resolution 22-53 revised requests as given with exhibit A. Councilor Heldenbrand was the second. A voice vote was 3-0, and the motion passed with Councilor Foster being absent. 10. Recommending approval to City Council of a purchase of an emergency generator and installation for the Roswell Recreation and Aquatic Center in the amount of $298,488.83: Presented by Colette Hall and Justin Holcombe. The Recreation Department is asking to procure an emergency generator and have it installed for the amount of $298,488.83. Facilities followed all procurement protocols and was provided with a sole estimate from CES member J&G Electric for the generator and installation. Councilor Heldenbrand moved to send to the full City Council on the consent agenda for approval to purchase a generator for  the Roswell Recreation and Aquatic Center for $298,488.83. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Foster being absent. 11. Approval for Capital Outlay funds in 2615-4241-817504 to be reallocated for the Recreation and Aquatic Center natatorium locker rooms, foyer, and gym: Presented by Colette Hall. Emergency generators were budgeted at $550,000 in 2615-4241-817504 Capital Outlay. The generator and installation has been quoted at $298,489 leaving a balance of $251,511. Recreation would like to use a portion of the remaining balance at the Recreation and Aquatic Center for the installation of shower stalls with new plumbing hardware and fixtures for the natatorium locker rooms, permanent benches for the foyer area, and painting the gym floor. Councilor Perry moved to send to the full City Council on the consent agenda for approval recommending funds in 2615-4241-817504 be reallocated for the Recreation and Aquatic Center Natatorium locker rooms, foyer, and gym repairs. Councilor Heldenbrand was the second. A voice vote was 2-1 and the motion passed, with Councilor Corn voting no, and Councilor Foster being absent. 12. Consider approval of Award Recommendation for RFP-23-010 Vehicle Maintenance and Repairs and authorization for the City Manager to enter into contract negotiations as a Multi-Source Award to the recommended Offerors: Presented by Justin Holcombe. The City of Roswell went out for RFP for Vehicle Maintenance and Repairs. Proposals were received on January 24, 2023. The evaluation committee has been given till the 30th to thoroughly review proposals. Scores are then tabulated and the committee will determine the awarded Offerors. At this time the current abstract does not have an attachment due to the time sensitivity of this matter and the ongoing process of the RFP. Councilor Heldenbrand recused himself. Councilor Perry motioned to send back to Finance Committee for review of Award Recommendations for RFP-23-010 Vehicle Maintenance and Repairs and authorization for the City Manager to enter into contract negotiations as a Multi-Source Award to Recommended Offerors. Councilor Corn was the second. A voice vote was 2-1 recusal, and the motion passed with Councilor Foster being absent. FOR THE RECORD: Councilor Heldenbrand recused himself as he is currently employed with one of the businesses that may be considered for contract negotiations for the Multi-Source Award. 13. Resolution 23-XX - Consider recommending to the City Council to advertise to hold a public hearing and vote on proposed Resolution 23-XX to update and develop a schedule of fees for the review and processing of development applications within the City of Roswell’s Planning and Zoning Division, effective March 1, 2023: Presented by Mr. Maevers. The following Resolution has been proposed to update and develop a schedule of fees for development applications reviewed and processed within the city’s Planning and Zoning Division to provide the City of Roswell equitable and reasonable reimbursement that is equivalent to the time, resources and complexity required to accurately review and process applications within the division. Discussion held, Councilor Heldenbrand recommended that Mr. Maevers revisit and reword as an ordinance and bring it  back to Council for approval. Councilor Perry moved to postpone until next meeting. Councilor Corn was the second. A voice vote was 3-0, and the motion passed with Foster being absent. FOR THE RECORD: Councilor Foster arrived at 3:28 p.m. 14. Consider approval of the Scope of Work for RFP 23-012 Ambulance Services: Presented by Mr. Matthews. The City currently contracts with American Medical Response (AMR), to provide ambulance service throughout the City. The Procurement Code requires that the City issue a request for proposals at this time for these services, due to expiration of the existing contract with AMR. With approval of the Scope of Work, staff may proceed with the City’s required RFP process. Councilor Foster moved to send to the full City Council for approval of the scope of work for RFP 23-012 of the regular agenda with recommendations. Councilor Perry was the second. A voice vote was 4-0, and the motion passed. PUBLIC PARTICIPATION: No public participation. ADJOURN The meeting adjourned at 3:37 p.m.