Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Ave. Thursday, August 1, 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 24-23. ROLL CALL The meeting convened at 2:00 p.m. with Chairman Corn presiding, Councilor Cavin, Councilor Halvorson, Councilor Heldenbrand, and Councilor Johnson being present. STAFF PRESENT Della Andazola, Hess Yntema, Deanna Garcia, Jennifer Griego, TJ Conyers, Caroline Brooks, Mike Mathews, Elizabeth Prichard, Louis Najar, Toni Gomez, Janie Davies, Justin Jones, Chad Cole, Timothy Vandenbout, Johnathan Allen, Jenna Lanfor, and Lance Bateman GUESTS PRESENT Mayor Timothy Jennings, Barbara Gomez, Terri Harber, Rita Kane-Doerhoefer, Kevin Wilson, Alfredo Garcia, and Jessica Boad. APPROVAL OF AGENDA Councilor Cavin requested an amendment to agenda and move items 19 to item 1A, move 1 to 1B and move item 20 to 2A and item 2 to 2B. Councilor Halvorson made a motion to accept the amended changes to the agenda. Councilor Heldenbrand seconded the motion. The motion passed with a 5-0 voice vote. ACTION ITEMS 1A. MainStreet Roswell FY24 Quarter 4 Report. Informational Report presented by Barbara Gomez 1B. Recommendation of Approval of the MainStreet Roswell Request for funding City Council in the Amount of $75,000. Presented by Barbara Gomez: MainStreet Roswell has been dedicated to revitalizing the Roswell downtown area and fostering economic growth for the past several years. Their ongoing partnerships with the City of Roswell and Chaves County have brought new developments that will enhance not only the Main Street district but our community as a whole. MainStreet Roswell is  currently requesting an increase of $30,000 for a FY25 total of $75,000. Councilor Cavin asked are you looking for $75,000 to make for $15,000? Are you going to come back year and just ask for $60,000? Barbara replied no, I will be asking for $75,000. Councilor Heldenbrand made a motion for recommendation of approve of the MainStreet Roswell Request for Funding to the full City Council. Councilor Halvorson seconded the motion. The motion passed with a 4-1 voice vote, with Councilor Corn voting no. 2A. Roswell Hispano chamber of Commerce FY24 Quarter 4 Report. Informational Report given by Alfredo Garcia 2B. Recommendation of Approval of the Roswell Hispano Chamber of Commerce Request for Funding to City Council in the Amount of $50,000. The Hispano Chamber of Commerce works in partnership with the City of Roswell to provide services to businesses and to expand business and economic development in our area. Chairman Corn suggested this item to be tabled until next meeting to review the Hispano Chamber of Commerce’s current audit. Councilor Cavin made a motion to postpone this item. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 3. Approval of purchase of five (5) Dodge Durango Pursuit V8, AWD, Black from Melloy Auto Group in Las Lunas, NM. Presented by Lance Bateman. The Roswell Police Department requests the approval of the purchase of five (5) Dodge Durango Pursuit, V8, AWD, Black from Melloy Auto Group in Las Lunas, NM. Roswell Police Department has researched throughout New Mexico for the best value of emergency police vehicles. Melloy in Las Lunas, NM has the best value around with the cost of $44,743.00 per unit. The total cost of the five (5) Dodge Durango units is $223,615.00. The money for this purchase was budgeted in FY 2025 and was approved by City Council. Councilor Johnson made a motion to approve the purchase of five Dodge Durango Pursuit at $223,615.00 and outfit the vehicles at $75,075.50 on the consent agenda. Councilor Cavin seconded the motion. Motion passed with a 5-0 voice vote. 4. Approval of the purchase to outfit emergency police 2024 Dodge Durango Pursuit V8, AWD, Black by Dana Safety Supply, Inc, out of Edmond, Oklahoma. Presented by Lance Bateman. The Roswell Police Department has researched throughout New Mexico and Oklahoma for the best value of emergency equipment for marked police vehicles. Dana Safety Supply, Inc., has been the most cost-effective among both states with the same name-branded equipment used by high-end distributors. We’ve used this company in 2023, and we are beyond satisfied with their past builds. The total cost for five (5) Dodge Durango’s is $75,072.50, costing each unit $15,014.50. Councilor Johnson made a motion to approve the purchase of five Dodge Durango Pursuit at $223,615.00 and outfit the vehicles at $75,075.50 on the consent agenda. Councilor Cavin seconded the motion. Motion passed with a 5-0 voice vote. 5. Legal is requesting the review of the Project Participation Agreement between the City of Roswell, New Mexico, and Biltwise Structures of New Mexico, LLC. Presented by Hess Yntema. The City of Roswell has adopted Ordinance No. 02- 6 on economic development, adopting an economic development plan, and implementing the provisions of the New Mexico Local Economic Development Act. The City anticipates receiving an appropriation of funds allocated from the State. The City will act as a fiscal agent for the /state’s appropriation and will use the funds appropriated by the state, according to Section 5-10-3, for reimbursement of eligible land, building and /or infrastructure expenses. Councilor Heldenbrand asked if the RCCEDC does the audit or the City. Yes, the City does the audit, replied Chad Cole. Councilor Cavin made a motion to approve the Project participation Agreement between the City of Roswell and Biltwise Structures of New Mexico, LLC and approve the intergovernmental Agreement between the New Mexico Economic Development Department and the City of Roswell on the consent agenda. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 6. Review of the intergovernmental Agreement between the New Mexico Economic Development Department and the City of Roswell. Presented by Hess Yntema. The legislature of the State of New Mexico appropriated funds to the Economic Development Department for economic development projects statewide under the Local Economic Development Act and the City desires to enter into this Agreement as necessary to facilitate disbursement of funds for the Project.  Councilor Cavin made a motion to approve the Project participation Agreement between the City of Roswell and Biltwise Structures of New Mexico, LLC and approve the intergovernmental Agreement between the New Mexico Economic Development Department and the City of Roswell on the consent agenda. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 7. Recommend award of ITB-24-014, RAC Phase 2 Water Extension Project to White Cloud Pipeline n the amount of $1,471,040.55 which includes GRT. Presented by Louis Najar. Bids received on July 9, 2024 for the subject project have been reviewed. A Bid Tabulation is attached. Five Bids were received as follows: (Amounts include Tax of 7.8958%) • J&H Services, Albuquerque NM $1,832,955.43 • Adame Construction, Albuquerque, NM $1,814,580.77 • Dub-L-EE, Albuquerque, NM $2,028,149.67 • File Construction, Albuquerque, NM $2,202,816.08 • White Cloud Pipeline, Albuquerque, NM $1,471,040.55 Councilor Heldenbrand made a motion to accept award of ITB-24-014, RAC Phase 2 Water Extension Project to White Cloud Pipeline in the amount of $1,471,040.55 to the consent agenda. Councilor Halvorson seconded the motion. The motion passed with a 5-0 voice vote. 8. Consider abatement for increased cost of equipment and fire hood. Presented by Jennifer Griego. In November 2023, the City entered into a lease with Trans Aero Limited. The lease had a negotiated rent abatement for equipment improvements listed in Exhibit C in the amount of $27,736.80 which was abated as monthly rent payments until exhausted. The amount expended by the tenant for the equipment and fire hood was $38,360.98. The tenant is requesting abatement of $10,624.18 be abated through rent payments. Hess Yntema stated if the council choses to pay more than the negotiated rent abatement already agreed upon, he would draft a resolution detailing the abatement would be greater than 50%. Councilor Heldenbrand made a motion to accept the negotiated rent abatement as resolution reads. Councilor Cavin seconded the motion. The motion passed with a 5-0 voice vote. 9. Resolution 24-36 - Consider recommending approval of Resolution 24-36 authorizing the Disposal of Certain Surplus Personal Property. Presented by Chad Cole. This request covers old/obsolete equipment currently owned by the City. There are items for auction or scrap listed in Exhibit A & B. Hess Yntema stated all items on Exhibit A & B regardless of listing is automatically sent to auction. For The Record: Councilor Cavin left at 2:43PM and returned at 2:44 PM. Councilor Heldenbrand made a motion to recommend approval of Resolution 24- 336 authorizing the disposal of certain surplus personal property to the consent agenda. Councilor Cavin seconded the motion. The motion passed with a 5-0 voice vote. 10. Resolution 24-XX – Consider approval of Resolution 24-XX certification of correctness of the physical inventory of assets for FY 2024. Presented by Deanna Garcia. Subsection A of Section 1206-10 NMSA requires at the end of each fiscal year for local governments to conduct a physical inventory of its assets. The physical inventory of assets must be approved for correctness by the City Council. Councilor Cavin made a motion to consider approval of Resolution 24-XX certification of correctness of the physical inventory of assets for FY2024 to the consent agenda. Councilor Johnson seconded the motion. The motion passed with a 5-0 voice vote. 11. Consider recommending contracting services to Roof Care through CES for ILEA roof modifications. Presented by Jenna Lanfor. ILEA Director Tommy Brabson worked diligently with the State Department to relieve the City from the roof modification requirement of the lease agreement. Unfortunately, the contracting officer was unable to change the parameters of the lease based on the lengthy negotiations and rates finalized in the lease agreement. Therefore, the lease has the City contractually obligated to fulfill the commitment to have the roof replaced or modified to new condition in year two of the lease. Additionally, scheduling is limited in order to not interfere with the ILEA sessions. Currently, there is an opening for work completion between August 12, 2024, and September 13, 2024. The next opportunity will be in winter session break the end of November. The building is experiencing several leaks in the interior and the winter climate is not conducive for this material to be installed.  Councilor Heldenbrand made a motion consider recommending contraction services to Roof Care through CES for ILEA roof modifications up to $330,000 to consent agenda. Councilor Cavin seconded the motion. The motion passed with a 5-0 voice vote. 12. Resolution 24-XX – Consider approval of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2025. Presented by Toni Gomez. The New Mexico Department of Finance Administration (DFA), requires approval of a budget adjustment when increasing a 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 departments. Councilor Cavin made a motion to consider approval of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2025. Councilor Halvorson seconded the motion. After much discussion, Councilor Cavin withdrew his motion and Councilor Halvorson withdrew her second. Councilor Heldenbrand made a motion to amend and approve budget adjustments to keep the revenues as exhibited and expenditure to only included The Fire Protection Fund $1,064,536.00, $6,500,000.00 LEDA Grant, and the $350,000.00 ILEA Roof or Resolution 24-XX budget adjustments for fiscal year ending June 30, 2025 to the consent agenda. Councilor Halvorson seconded the motion. The motion passed with a 5-0 voice vote. APPROVAL OF MINUTES 13. Consider approval of the July 02, 2024, Regular Finance Committee Meeting Minutes. Councilor Halvorson made a motion to approve the regular meeting minutes from July 2, 2024 as handed out. Councilor Cavin seconded the motion. Th motion passed with a 5-0 voice vote. NON-ACTION ITEMS 14. Finance Departmental Reports. Presented by Tammi Smith. • Gross Receipts Tax • Cannabis Excise Tax • Lodgers Tax Report  • Convention Center Bed Fee Reports submitted, no question. 15. Departmental Report - Roswell Public Library – no report submitted, no questions 16. Golf - Department Report. – report submitted, no questions. . 17. Museum Monthly Report - report submitted, no questions 18. Public Affairs Report. – report submitted, no questions. 19. MainStreet Roswell FY2024 Profit/Loss as of June 15 and Profit/Loss December 2023. For information only. Item was moved to 1A. 20. Roswell Hispano chamber of Commerce FY24 Quarter 4 Report. For information only. Item was moved to 2A. 21. Roswell-Chaves County Economic Development Corporation Quarter 4 Report. For information only. No one to give a presentation. PUBLIC PARTICIPATION Rita Kane-Doerhoefer spoke regarding Walk for Hope and selling cookies to raise money for cancer. ADJOURN The meeting adjourned at 4:10 p.m.