Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Ave. Thursday, April 4, 2024, at 2:00 PM Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 24-02. ROLL CALL The meeting convened at 2:01 p.m. with Chairman Corn presiding, Councilor Cavin, Councilor Halvorson, Councilor Heldenbrand, and Councilor Johnson being present. STAFF PRESENT Alberto Aldana, Lance Bateman, Jeff Bechtel, Caroline Brooks, Jim Burress, Chad Cole, Enid Costley, Janie Davies, Robert Glenn, Toni Gomez, Jennifer Griego, Amalia Martinez, Mike Mathews, James MacCornack, Sarah Mark, Mike McClain, Ashley Myers-Palma, Lee (Mac) Rogers, Lorenzo Sanchez, Tammi Smith, Michael Taylor, and Hess Yntema. GUESTS PRESENT Rita Kane Doerhoefer, Terri Harber, and Mayor Tim Jennings. APPROVAL OF AGENDA Councilor Heldenbrand made a motion to approve the agenda. Councilor Halvorson seconded the motion. The motion passed with a 5-0 voice vote. ACTION ITEMS 1. Consider a request to reallocate $17,900 from Engineering M&R Equipment (11014135-614004) to Engineering Capital Equipment in order to replace two ovens in the Engineering Lab. Funding Source – 11014135-614004 Engineering M&R Equipment has $32,600 budgeted, with $9,211 in requisitions leaving $18,747.20 available. Presented by James MacCornack. Existing ovens are over 25 years old and no longer are able to reliably maintain proper temperature for material testing. Engineering lab is a certified facility able to perform material testing for NMDOT funded projects. Inadequate oven temperatures could affect validity of testing performed by Engineering Lab and result in need to utilize outside testing labs and result in extra costs on projects. Existing ovens will be retired and sent to auction if possible. Councilor Johnson asked if there was a possibility we could trade in the old ovens on the purchase of the new ovens.  James said he would look at the possibility of trading in the old ovens on the new ovens. Chairman Corn asked what is the estimated completion. James stated it would take about 12 weeks. Councilor Heldenbrand made a motion for the recommendation of a request to reallocate $17,900 from Engineering M&R Equipment (11014135-614004) to Engineering Capital Equipment in order to replace two ovens in the Engineering Lab be placed on consent agenda for City Council. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 2. Consider Resolution 24-XX for support of projects in response to the NMDOT’s February 2024 TPF Funding Call for Projects. Funding Source - This is for project application support. Any awarded projects would possibly have to be considered for budget adjustment once a formal award is received with a 5% local match. Presented by James MacCornack. The NMDOT has issued a “Call For Projects”. These are projects that should be considered easily ready for bidding or other procurement process. The funding level for awarded projects is 95% NMDOT and 5% Local Match. The City of Roswell has been successful in previous applications, including award of Atkinson and Hobbs Mill & Fill Projects. Formal project awards will be in September 2024. Projects to be applied for are: 1. 2nd St. (US 380) Pavement Maintenance Project, Nova Chip (Sunset to E. City Limits) 2. S. Atkinson Pavement Maintenance Project; Nova Chip (Brasher to Poe) 3. S. Atkinson Mill & Fill Project; (Poe to McGaffey) After a brief discussion, Councilor Heldenbrand made a motion for the consideration of Resolution 24-XX for support of projects in response to the NMDOT’s February 2024 TPF Funding Call for Projects to be placed on the consent agenda for City Council. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 3. Recommend award of ITB-24-010, 2024 Collector Mill and Fill Project to Constructors, Inc. in the amount of $1,208,632.57 which includes GRT.  Funding Source - Current available approved budget is $1,434,978.13. Original budget was $1,500,000 and was reduced by $65,021.87 to cover overages for Country Club 4-lane design project and Purchase of Streets Patch Truck. Presented by James MacCornack. Bids received on March 12, 2024 for the subject project have been reviewed. A Bid Tabulation is attached. Two bids were received as follows: (Amounts include Tax of 7.8958%). 1. Constructors, Inc., Carlsbad, NM $ 1,208,632.57 2. J&H Services, Albuquerque, NM $ 1,512,372.73 Attached to the agenda was the recommendation of award letter to Purchasing. Councilor Heldenbrand asked for the start date and completion date of the project, and what roads are being completed. Councilor Johnson asked if we will extend the road and make sure we are expending all funds. James went over what roads were included in the project. The project is scheduled to start in April and should be completed by June. The section of road will be extended to ensure the City is expending all funds. Councilor Johnson made a motion for the recommendation of award of ITB-24- 010, 2024 Collector Mill and Fill Project to Constructors, Inc. for the budgeted amount of $1,434,978.13 to be placed on the consent agenda for City Council. Councilor Cavin seconded the motion. The motion passed with a 5-0 voice vote. 4. Recommend award of ITB-24-008, Hobbs Mill and Fill Project to Constructors, Inc. in the amount of $2,346,349.54 which includes GRT. Funding Source - Project is on current approved FY24 budget. Funding is per CN HW2LP20048 with NMDOT. Total agreement amount is $2,410,000 with 95% NMDOT funding ($2,289,500) and 5% City match ($120,500). Funding Source – Fire Protection Grant – M&R Infrastructure 2264123-614020. Presented by James MacCornack. Bids received on March 12, 2024 for the subject project have been reviewed. A Bid Tabulation is attached. Two bids were received as follows: (Amounts include Tax of 7.8958%). 1. Constructors, Inc., Carlsbad, NM $ 2,346,349.54 2. J&H Services, Albuquerque, NM $ 2,725,059.48 Attached to the agenda was the recommendation of award letter to Purchasing.  Councilor Heldenbrand asked for the start date and completion date of the project. James stated the project is expected to begin in July and should be completed by August/September. Councilor Cavin made a motion for the recommendation award of ITB-24-008, Hobbs Mill and Fill Project to Constructors, Inc. in the amount of $2,346,349.54 which includes GRT to be placed on the consent agenda for City Council. Councilor Halvorson seconded the motion. The motion passed with a 5-0 voice vote. 5. Allocate $20,846.71 from 26124232-817504 Capital Outlay-Infrastructure to complete public restroom renovations at the Zoo. Current funds are $77,870.00. Funding Source - Zoo's Capital Outlay - Infrastructure with a current budget of $77,870.22 and no encumbrances. Recommend Ordinance 24-XX in support of funding the Country Club Reservoirs Rehabilitation Project. Presented by Jim Burress. Complete public restroom renovations at the zoo. This project should be completed in the current fiscal year. After a brief discussion, Councilor Johnson made a motion to recommend the allocation of $20,846.71 from 26124232-817504 Capital Outlay-Infrastructure to complete public restroom renovations at the Zoo to be placed on the consent agenda for City Council. Councilor Cavin seconded the motion. The motion passed with a 5-0 voice vote. 6. Approval for Capital Outlay funds in 26154241-817504 to be reallocated for the Recreation and Aquatic Center outdoor pool safety barrier fencing around slides. Funding Source - 26154241-817504 Pool's Capital Outlay - Infrastructure with a FY24 budget of $163,845.83 with $22,229.45 in encumbrances, leaving $141,616.38 available. Presented by Jim Burress. A recent assessment performed by the Parks and Recreation Departments along with Custom Wrought Iron and Welding on the safety barrier fencing surrounding the outdoor pool slides. The assessment conducted found that all posts require welding adjustments and complete reinstallation and are deemed unsafe. The replacement with stainless steel posts and 100% installation was quoted at $9,146.25. Recreation would like to reallocate a portion of the funds from Capital Outlay monies to complete this project. This project should be completed in the current fiscal year.  After a brief discussion, Councilor Johnson made a motion for the recommendation for approval of Capital Outlay funds in 26154241-817504 to be reallocated for the Recreation and Aquatic Center outdoor pool safety barrier fencing around slides to be placed on the consent agenda for City Council. Councilor Halvorson seconded the motion. The motion passed with a 5-0 voice vote. 7. Consider approval to hire Waide Construction in the amount of $642,171.94 using RFP Contract number 23-013 for general contracting services for the Roswell Museum store relocation construction. Funding Source - Museum has the $642,171.94 budgeted and unencumbered in the General Ledger Capital Account 26114221-817503 Presented by Mac Rogers. Quotes were requested on 03/13/2024 from all general contractors on the RFP-23-013 construction services list for the Roswell Museum Store relocation. Only one response was received. This request is for approval to hire Waide Construction in the amount of $642,171.94 including GRT at 7.8958%, per the drawings dated 3/13/24, using state appropriation 23-ZH5040 and 22-G2780. The project scope includes interior renovation to 2,005 SF in order to relocate the existing Museum gift shop. In addition to the gift shop, the renovation would include the front desk area, security office, lobby, and vestibule. Councilor Johnson asked if the museum would remain open during construction. Mac stated the City would try and keep the museum open as much as possible. Councilor Halvorson made a motion for the consideration of approval to hire Waide Construction in the amount of $642,171.94 using RFP Contract number 23-013 for general contracting services for the Roswell Museum store relocation construction to be placed on the consent agenda for City Council. Councilor Heldenbrand seconded the motion. The motion passed with a 5-0 voice vote. 8. Consider recommending approval for fiber and labor to be installed at police department for real-time crime center. Funding Source - GL account 11014111-817503 Police Capital Building Improvements. This is not a budgeted project, but funds are available within the operating budget.  Presented by Chief Bateman. The Roswell Police Department is in the process of creating real-time crime center. The scope of work would be installation of fiber, conduit, and electrical work. This will provide the needed electrical and fiber supply to the RTCC room for the project to be initiated. J&G Electric is currently scheduling about two to four weeks out. Councilor Halvorson stated she is happy to see this project moving forward. Councilor Heldenbrand made a motion recommending approval for fiber and labor to be installed at police department for real-time crime center to be placed on the consent agenda for City Council. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 9. Consider approval of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2024. Presented by Toni Gomez. The New Mexico Department of Finance Administration (DFA), requires approval of a budget adjustment when increasing the revenue and/or expense in the approved budget. The Finance Department is requesting a budget adjustment for line items in Exhibit “A”. These adjustments are for various grants and other departmental adjustments. After a brief discussion, Councilor Cavin made a motion recommending adoption of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2024.to be placed on the consent agenda for City Council. Councilor Halvorson seconded the motion. The motion passed with a 5-0 voice vote. APPROVAL OF MINUTES 10. Minutes for March 7, 2024 Regular Meeting Councilor Heldenbrand made a correction on page 6, under item number 8 Approval of Minutes. The paragraph should read “Councilor Johnson moved to approve the February 01, 2024 regular meeting minutes. Councilor Heldenbrand seconded the motion.” Councilor Heldenbrand moved to approve the March 7, 2024 regular meeting minutes as amended. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. NON-ACTION ITEMS 11. Information Departmental Reports – Finance Presented by Tammi Smith  GRT – The City of Roswell received $4,297,716 in March and is currently 18.53% over budget for the fiscal year.  Cannabis Excise Tax – We received $33,857 for the month of March. With nothing being budgeted in July we have an 93.01% variance in budgeted vs. actual. Public Affairs – Presented by Ashley Myers-Palma  Lodgers Tax Report – Occupancy rate was 45.4% with $89,983 received in Lodgers Tax.  Roswell Visitor Center – Welcomed 1,447 guests, 676 stayed overnight in Roswell and 94 Roswell locals. February sales total $6,931.  Convention Center Bed Fee – There was $50,565 received for February. 12. Janie did a brief review of the budged amounts along side of the actuals presented in the prior month. An open PO report was presented with an open amount of $23,679,942.94. 13. Jennifer did a brief review of the current financial status of the Roswell Airport. PUBLIC PARTICIPATION There was no public participation. ADJOURN The meeting adjourned at 4:19 p.m.