Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, March 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 via GoToMeeting, and Councilor Foster absent. Staff present: Juan Fuentes, Juanita Jennings, Becky Hicks, Abraham Chaparro, Debbie Reyer Jim Burress, Elizabeth Michael, Enid Costley, Robert Glenn, Lorenzo Sanchez, Will Gavin, Jeff Bechtel, Colette Hall, Justin Holcombe, Della Andazola Via GoToMeeting, Todd Wildermuth Via GoToMeeting, Amalia Martinez, and Hess Yntema Guests present Councilor Jeanine Best, Councilor Christina Arnold, Councilor Juan Oropesa, Terri Harber, and Vicki Buress via GoToMeeting APPROVAL OF AGENDA Councilor Heldenbrand moved to approve February 2, 2023, and remove items eight (8) and nine (9) and postpone items until next meeting. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. 1. APPROVAL OF REGULAR MEETING MINUTES Councilor Heldenbrand moved to approve minutes for the February 2, 2023, Finance Committee Meeting. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. 2. APPROVAL OF SPECIAL MEETING MINUTES Councilor Heldenbrand moved to approve minutes for the February 13, 2023, Special Finance Committee Meeting. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. NON-ACTION ITEMS 3. Department Reports: GRT: Mr. Fuentes presented information on the GRT report for month of February, Cannabis Tax Collected and updates on Capital projects, Capital Appropriations and Grants.  Public Affairs: Mrs. Jennings presented Lodgers Tax Report for December activity and bed fees with 57% occupancy. 4. Discussion – Open Purchase Order Report: Presented by Janie Davies, there was a meeting with acting City Manager Mike Mathews concerning the purchase order report that reflects $17 Million. An email went out from Mr. Mathews asking which purchase orders would be expended this year or carried over to next year. 5. Discussion – Delinquent Account Process: Present by Robert Glenn, reported the department started sending out delinquent notices in September of ‘22. Signed 481 payment arrangements 81 were completed. The water utility department continues to work with customers and making payment arrangements. Water cut offs are ongoing. 6. Discussion – Revisions of Chapter 26, Utilities, Division 1-5, specifically Article II sections 26-36 through 26-49 relating to utility rate structure. Discussion will focus on rate structure, not the actual rates. Initiated by Robert Glenn brought back for a discussion of the revision of Chapter 26 of the Roswell City Code with the Finance Committee. Infrastructure Committee’s first discussion on the draft occurred at their meeting on February 27, 2023. ACTION ITEMS 7. Discussion and recommendation regarding Recreation Center pool and remediation project: Presented Justin Holcombe. Requesting City Council Approval to procure an emergency generator and installation in the amount of $298,488.83 provided by CES member J& G Electric. No action was taken. 8. 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: Removed from Agenda. 9. Approval for Capital Outlay funds in 2615-4241-817504 to be reallocated for the Recreation and Aquatic Center natatorium locker rooms, foyer, and gym.: Removed from Agenda. 10. Consider approval of amendments to the Roswell Public Library Fines and Fee schedule and Roswell Public Library Fine and Fee Policy LIB002: Presented by Enid Costly. The Library Fines and Fee Policy LIB002 was approved by the Roswell City Council on July 12, 2018. The Schedule of Fines and Fees for Library materials were reviewed in 2022, and Resolution 22-88 was approved on May 12, 2022.  The Roswell Public Library wished to add Hobby Kits and processing fee to the Schedule of Fines and Fees as well as, amend Resolution 22-88. Councilor Heldenbrand moved to send to consent agenda for the regular council meeting on March 9, 2023, Resolution 23-XX as presented, which is a resolution for scheduled fines and fees to send to the full City Council the recommendation to approve. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. 11. Consider Approval spending up to $99,837 from the general funds for books, recorded books, DVDs, processing fees and handling chargers through the vendor Ingram. Also approve any additional funds for the purchase of books received from restricted gifts, donations, grants or memorials: Presented by Enid Costley. Ingram is our vendor for books. They also provide us with catalog records, barcodes, and spine labels. We also purchase DVDs, and audiobooks through Ingram. Roswell Public Library is required to spend $72,549.00 in the fiscal year 2023 on library materials. Councilor Heldenbrand moved to send to the consent agenda for the regular council meeting on March 9, 2023, the spending of $99,837 from the general funds for books, recorded books, DVDs, processing fees, and handling chargers through the vendor Ingram which is already a budgeted item. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. 12. Resolution 23-XX – Consider approval of Resolution 23-XX approving a budget adjustment for fiscal year ending June 30, 2023: Presented by Chanel Ray. This is a housekeeping item. DFA’s reporting system (LGBMS), requires approval of a budget amendment when increasing a revenue and/or expense in the approved budget. Councilor Heldenbrand moved to send to the full City Council Resolution 23-XX approving a budget adjustment for the fiscal year ending June 30, 2023, recommending to increase revenues and expenses as presented. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. 13. Consider Approval of increased funding for the columbarium and committal shelter construction project at South Park Cemetery: Presented by James Burress and Jeff Steward with MWM. Due to the passing of time and the rising costs in the construction industry, an additional $673,376.59 is needed for this project. The project is planned to be issued to a local CES Contractor for build- out. Councilor Heldenbrand moved to send to the full City Council the funding increase for the columbarium for an initial $673,376.59, which will bring the total  project up to but not over $1,522,913.77 with a 35% contingency fee. Councilor Perry was the second. A voice vote was 3-0, and the motion passed with Councilor Perry via GoToMeeting, and Councilor Foster being absent. Councilor Foster arrived at 3:30 p.m. PUBLIC PARTICIPATION: No public participation. ADJOURN The meeting adjourned at 3:34 p.m.