Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, June 1, 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 2:12 p.m. with Chairman Corn presiding, Councilor Heldenbrand and Councilor Foster present, with Councilor Perry participating via Go- To-Meeting Staff present: Mike Taylor, Michael Fry, Ron Smith, Robert Glenn, Jim Burress, Janie Davies, Lorenzo Sanchez, Mike Mathews, Chad Cole, Juan Fuentes, Juanita Jennings, Hess Yntema, Amalia Martinez, Della Andazola, Jennifer Griego, Janna Lanfor, Jeff Bechtel and Elizabeth Prichard Guests present Rob Coon, Kerry Moor, Barbara Gomez, Peggy Seskey, Travis Hicks and Terri Haber APPROVAL OF AGENDA Councilor Heldenbrand moved to approve the agenda with an amendment to remove item 19. Councilor Foster was the second. A voice vote was 4-0, and motion passed, with Councilor Perry participating via GoToMeeting. 1. APPROVAL OF REGULAR MAY 4, 2023 MEETING MINUTES Councilor Perry moved to approve the minutes. Councilor Foster was the second. A voice vote was 4 -0, and the motion passed, with Councilor Perry participating via GoToMeeting. 2. APPROVAL OF SPECIAL MAY 8, 2023 MEETING MINUTES Councilor Perry moved to approve the minutes. Councilor Foster was the second. A voice vote was 4 -0, and the motion passed, with Councilor Perry participating via GoToMeeting. NON-ACTION ITEMS 3. Department Reports: Finance: Mr. Fuentes presented information on the GRT and Capital Projects Public Affairs: Mrs. Jennings presented Lodgers Tax Report, Roswell Visitor Center, and Convention Center Bed Fee. 4. Discussion – Review definitions to be used for the new Utility rates and for the rate study: Presented by Robert Glenn, review different definitions for residential and commercial customers. ACTION ITEMS 5. Lodger’ Tax Funding Request Roswell Alien City Dragway: Presented by Juanita Jennings, the Finance Committee is asked to consider a request for funding for the Alien City Dragway for events from July 1, 2023 to November 2023 through Lodgers’ Tax Funds for up to $10,000 on a reimbursement basis at 50% of eligible expenses. Councilor Heldenbrand moved to send to the consent agenda to fund up to $10,000.00 of eligible expenses to be reimbursed at 50% rate. Councilor Perry was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 6. Lodger’ Tax Funding Request 2023 Wool Bowl: Presented by Juanita Jennings, the Finance Committee is asked to consider a request for funding for the Wool Bowl for the college football bowl game on December 1, 2023 through Lodgers’ Tax Funds for up to $11,900 on a reimbursement basis at 50% of eligible expenses. Councilor Foster moved to send to the consent agent recommending approval of $5,950.00 or 50% of $11,900 for the Wool Bowl for New Mexico Military Institute Foundation. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 7. Lodger’ Tax Funding Request Eastern New Mexico State Fair: Presented by Juanita Jennings, The Finance Committee is asked to consider a request for funding for the Eastern New Mexico State Fair from October 2, 2023 to October 7, 2023 through Lodgers’ Tax Funds for up to $44,500 on a reimbursement basis at 50% eligible expenses. Councilor Heldenbrand moved to send to the consent agenda a reimbursement to the Eastern New Mexico State Fair through the Lodger’s tax fund $89,000 at 50%, which equates to $44,500.00. Councilor Foster was the second. A voice vote was 4- 0, and the motion passed, with Councilor Perry participating via GoToMeeting. 8. Lodgers’ Tax Funding Request Roswell Hispano Chamber of Commerce Piñata Festival: Presented by Janita Jennings, The Finance Committee is asked to consider $0 reimbursement of the Lodgers’ Tax funds for Roswell Hispano Chamber of Commerce for dates September 8-10, 2023. Councilor Foster moved to send to consent agenda recommending the $2350.00 at 50% reimbursement to the Hispano Chamber for the Piñata Festival for September 8th through the 10th. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 9. Lodgers’ Tax Funding Request Mainstreet Roswell AlienFest: Presented by Janita Jennings, The Finance Committee is asked to consider a request for funding for the MainStreet Roswell-AlienFest from June 30, 2023 to July 2, 2023 through Lodgers’ Tax Funds up to $28,476 on a reimbursement basis of 50% of eligible expenses. Councilor Heldenbrand moved to send to consent agenda recommending reimbursement for the MainStreet Roswell AlienFest of 50% of $32,476.00. Councilor Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 10. Lodgers’ Tax Funding Request Roswell Symphony Orchestra: Presented by Janita Jennings, the Finance Committee is asked to consider a request for funding for the Roswell Symphony Orchestra from dates September-December, 2023 through Lodgers’ Tax Funds up to $4,750 on a reimbursement basis at 50% of eligible expenses. Councilor Foster moved to send to consent agenda the Lodger’s Tax request by the Roswell Symphony Orchestra $9,500.00 at a 50% reimbursement. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 11. Consider approval of Task Order J for Professional Engineering Services to Armstrong Consultants to replace Hold Bars, Surface Painted Hold Signs, Enhanced Markings on Taxiways G, H, M, B, F, E, and D: Presented by Jennifer Griego, after seven years, all thermoplastic markings on the airport (mandatory hold lines and surface painted holding position signs) have inconsistent and limited retro reflectivity. This was noted in the FAA inspection of 2022. FAA AIP project is to replace these markings to comply with FAA regulations. Councilor Heldenbrand moved to send to consent agenda to approve task order J for Professional Engineering Services to Armstrong Consultants to replace hold bars, surface painted hold signs, enhanced markings on Taxiways G, H, M, B, F, E, and D for $86,058.93. Councilor Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 12. Recommend to award ITB-23-024, Replace Hold Bars, Surface Painted Hold Signs, Enhanced Markings on Taxiways G, H, M, B, F, E and D to Maxwell Asphalt in the amount of $758,817.90 which includes GRT: Presented by Jennifer Griego, On May 16, 2023, bids were held for subject project. One bid was received. Armstrong Engineering reviewed bid and recommends award of Schedule I to Maxwell Asphalt of Salt Lake City, Utah. Councilor Foster moved send to the regular City Council agenda to approve $758,817.90 to award Maxwell Asphalt for the runway markings replacement, hold bars, surface painted hold signs, enhanced markings on Taxiways G, H, M, B, F, E,  and D in the amount of $758,817.90. Councilor Heldenbrand was the second. A voice vote was 4 - 0, and the motion passed, with Councilor Perry participating via GoToMeeting. 13. Consider recommending approval for Custom Construction to remove gravel-filled basement discovered beneath building 650 during demolition: Presented by Jenna Lanfor, during demolition and excavation, the contractor discovered a filled in basement under the slab foundation. The basement contained minus two-wash gravel as the fill. Armstrong engineers recommends removal of the basement and gravel along with back fill. Councilor Foster moved send to the regular City Council agenda to ratify the acceptance of $27,555 renovation of a change order on purchase order 22301754. Councilor Perry was the second. A voice vote was 3-1, and the motion passed, with Councilor Perry participating via GoToMeeting. 14. Consider approval to increase PO 22301754 $152,342.62 to $169,114.45 to add demolition dumping fees: Presented by Jenna Lanfor. This original PO does not include the dumping fees because these fees are unknown until the complete demolition. The fees are a direct cost without markup. The added fees exceed the 10% change rule therefore require city council approval. Councilor Heldenbrand moved to send to consent agenda approval from the purchase order 22301754 which is originally in the amount of $152,342.62 to now be $169,114.45. Councilor Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 15. Consider approval for the cost of an internet and Transparent LAN (TLS) service and the following software maintenance/licenses: Presented by Jeff Bechtel. Seeking approval for the expense of the City’s internet and TLS service and the following software maintenance/licensing. a. Plateau Internet/TLS service $280,000.00 b. Extreme Networks – Network equipment subscription $99,000.00 c. Righly (dude solutions) work order/asset program $84,540.00 d. Tyler- Financial software yearly SAAS/support and upgrade fee $450,000.00 e. Central Square Support and maintenance for police/dispatch/fire $70,285.00 f. Wells Fargo printer Lease and maintenance $94,000.00 g. Code 3 Radio/microwave/dispatch maintenance $204,520.00 Councilor Foster moved to send to the consent agenda approval for costs of the internet and transparent land TLS service, and the following software maintenance licenses: Plateau Internet $280,000.00, Extreme Networks $99,000.00, Righly dude solutions work order/asset program $84,540.00, Tyler financial software yearly  SAAS/support and upgrade fee $450,000.00, Central Square support and maintenance for police/dispatch/fire $70,285.00, Wells Fargo Printer lease and maintenance $94,000.00, Code 3 Radio/microwave/dispatch maintenance $204,520.00. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 16. Consider recommending approval of purchase of a Kobus 400 Series Pipe Puller and related accessories from Kobus Inc. of Pasadena, TX in the amount of $73,195.00. this approval would be pending the approval of a State of New Mexico Sole Source Determination from the State Purchasing Agent. Presented by Robert Glenn, this piece of equipment will be used to replace service lines without having to use the open trench method. This will save on time, road closures and asphalt repairs. Councilor Heldenbrand moved to send to full Council for approval of the purchase of a Kobus 400 Series Pipe Puller and related accessories from Kobus Inc. in the amount of $73,195.00. Councilor Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 17. Consider recommending approval of purchase of a Topcon HiPer VR Network Rover System and related accessories from GeoShack in the amount of $21,815.80: Presented by Robert Glenn, this piece of equipment will be used to inventory and map service lines. We will also use this as part of the Asset Management plan for NMED. We will make all repairs/replacements on the system every Friday. This will be used as part of the service line inventory requirement of the Clean Water Act, Lead and copper Rule. This inventory is a mandate of the EPA and NMED. Councilor Foster moved to send to consent agenda to consider approval the purchase of a Topcon HiPer VR Network Rover System and related accessories from GeoShack in the amount of $21,815.80. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 18. Consider recommending approval of warehouse Inventory Purchasing Authorization Request: Presented by Robert Glenn, this request covers proposed inventory purchase authorizations for the city warehouse inventory. This purchasing authorization is a “not to exceed” number for each vendor. This will allow us to streamline the purchasing process and make purchases in a timelier manner. If we get close to the “not to exceed” amount, a change order will come back to the City Council for approval. Councilor Heldenbrand moved to send to full council recommending approval of the warehouse inventory purchasing authorization request to the four vendors: Baker Utility Supply Corp not to exceed $225,000.00; Core & Main not to exceed $225,000.00; Resource Wise not to exceed $150,000.00; and Ferguson Waterworks not to exceed $225,000.00 for fiscal year 2024. Councilor Foster was the second. A  voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 19. Consider recommending approval of purchase of a Hurco 630D-HCFM Hydro Vac Trailer with two options from Ten Point Sales and marketing LLC for $75,198. Used for Service Line Inventory Program. This item was removed from the agenda. 20. Consider recommending approval of purchase of a Electro Scan Swordfish Lead Detection Tool from Ferguson Waterworks for $78,000. This approval would be pending the approval of a State of New Mexico Sole Source Determination from the State Purchasing Agent: Presented by Robert Glenn, this piece of equipment will be used to detect if a service line is made of lead or if it is copper with lead base solder. This method has been approved by the EPA and has a standard with AWWA. Councilor Heldenbrand moved to send to full City Council for approval of the purchase of the Electro Scan Swordfish Lead Detection Tool from Ferguson Waterworks for $78,000.00. Approval will be pending approval of the State of New Mexico sole source determination from the State purchasing agent. Councilor Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 21. Recommend to full Council the adoption of Resolution 23-XX: A Resolution supporting Chaves County’s Assumption of the Great Blocks MainStreet Grant: Presented by Chad Cole, in 2020 the City pledged financial support and to act as fiscal agent for MainStreet Roswell regarding a “Great Blocks” grant. MainStreet Roswell and Chaves County approached the city to transfer the project to the County so that County land may be utilized in the project, in line with the County’s ICIP. Councilor Perry moved to send to full Council the resolution in support of the City of Roswell’s transfer of the Great Blocks MainStreet Grant to Chaves County with the proposed changes in location and fiduciary and is supportive of the changes. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 22. The Roswell Police Department would like to purchase of 12 additional body cameras, 34 additional user licenses, 33 additional Taser 7 devices. Consolidate the two contracts with the additional items for one complete contract: Presented by Lt. Michael Fry, Roswell PD has 2 contracts with Axon for equipment, the purchase of the additional needed equipment would require a third. This proposal would consolidate all items into one contract. Axon does have a state Contract, 80-000-18- 00048AF, which is valid until August 30, 2023. Councilor Heldenbrand moved to send to full Council to approve the purchase of 12 body camera, 34 additional user licenses, 33 Taser 7 devices and consolidate the two contracts into one contract concurrent with the approval of the Public Safety Committee. Councilor  Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. FOR THE RECORD: Councilor Foster stepped away at 4:55 pm returned at 4:56 pm. 23. The Roswell Police Department is receiving funds from an old JAG Grant, award number 2017-DJ-BX-0985, The Department of Justice notified us this grant was not drawn down and is due to closeout June 23, 2023. The Grant Award amount is $29,904.00. The Roswell Police Department request this amount be added to the JAG Account: Presented by Lt. Ron Smith, I believed this grant had been received and expended based on old paperwork and a purchase of police radios in 2018. The Department of Justice Grants Accounting Office notified the RDP Grant Manager Loretta Lara these funds were still available but would be returned to the DOJ if they were not drawn down and expended by June 23, 2023. Councilor Foster moved to send to consent agenda the recommendation of approval of Resolution 23-XX allowing our Police Department to expend the JAG Fund of the $29,904.00. Councilor Heldenbrand was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 24. Recommended to Authorize the City Manager to enter into a contract with AMR for no more than $1.4 Million: Presented by Chad Cole, after negotiations with AMR, the City has negotiated a package where the City agrees to provide for the use of two substations for AMR operations, and have PVRCC provide all dispatching services, pay to AMR for the 109-hour option on an annual basis $1,348,000.00. This will include seven ambulances in rotation. The city will maintain an eighth ambulance when the system is overcapacity. Councilor Heldenbrand moved to send to consent agenda the recommendation to authorized the City Manager to enter into a contract with AMR for not more than $1.4 million dollars for services from July 1, 2023 to June 30, 2024. Councilor Foster was the second. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. PUBLIC PARTICIPATION: No public participation. ADJOURN The meeting adjourned at 5:15 p.m.