Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Ave. Thursday, October 3, 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 Vice-Chairman Cavin presiding, Councilor Halvorson, Councilor Johnson were present, with Chairman Corn and Councilor Heldenbrand being absent. STAFF PRESENT Della Andazola, Hess Yntema, Justin Jones, Caroline Brooks, Elizabeth Prichard, Louis Najar, Toni Gomez, Timothy VandenBout, Bruce Andler, Amalia Martinez, Becky Hicks, James MacCornack, Enid Costley, Jim Burress, Sarah Mark, Shelly Bell and Rudy Chavez GUESTS PRESENT Rita Kane-Doerhoefer, and Elizabeth Nulf. APPROVAL OF AGENDA Councilor Johnson made a motion to amend the agenda to remove item No. 3, as it has been previously handled, Resolution 24-XX Commitment for Public Transportation. It was voted at the September 5, 2024 Finance Committee meeting to be placed on the consent agenda. Councilor Halvorson seconded the motion. The motion passed with a 3-0 voice vote, with Chairman Corn and Councilor Heldenbrand being absent. Councilor Johnson made a motion to approve the amended agenda as presented. Councilor Halvorson seconded the motion. The motion passed with a 3-0 voice vote, with Chairman Corn and Councilor Heldenbrand being absent. ACTION ITEMS 1. Approval of purchases over $60,000 pursuant to the City's Purchasing Policy. Presented by Amalia Martinez. Pursuant to the City's Purchasing Limits Policy, expenditures over $60,000 require committee recommendation to the City Council for approval.  Mrs. Martinez requested approve to pay for the Municipal League Annual Dues in the amount of $75,000 in the FY25 budget. Councilor Johnson made a motion to approve the purchase for $75,000 pursuant to the City’s purchasing policy for annual dues to the Municipal League on the consent agenda. Councilor Halvorson seconded the motion. The motion passed with a 3-0 voice vote, Chairman Corn and Councilor Heldenbrand being absent. 2. Consider approval of a budget adjustment to the Human Resources Safety training Budget in the amount of $330,096.47 for a l city-wide departmental training from the general fund. Presented by Shelly Bell. The Human Resources Department requests approval for a budget adjustment in the amount of $330,096.47 to provide ongoing Safety Training, CDL & Heavy Equipment training to city personnel and for certifications and recertifications for ongoing education in respective departments. Safety training was not a located in the FY25 budget to each department. Mrs. Bell passed out a copy of the 2023 training schedule, the FY25 Safety Program Training Roadmap and the FY25 Training Cost/Supplies. Councilor Halvorson asked if it was budgeted for? Bell replied no ma’am. Councilor Cavin stated we tabled this last month in our finance meeting as I remember what was the figure? The original figure was $805,151.00, I have gone through and this is the minimum. This is the actual amount, replied Bell. Councilor Cavin thanked Shelly Bell. FOR THE RECORD: Due to technical errors, the meeting was stopped and went back on line at 2:13 pm. FOR THE RECORD: Chairman Corn joined the meeting via phone at 2:15 pm. Vice-Chair Cavin gave a brief update on item 2 regarding safety training. He asked Chairman Corn if he would like to adjust the money for $330,096.47 for the training for HR and if he had any suggestions. Councilor Corn ask for it to be placed on the consent agenda for city council. Councilor Halvorson made a motion to consider approval of a budget adjustment to the Human Resources safety training budget in the amount of $330,096.47 to be placed on the consent agenda. Councilor Johnson seconded the motion.  The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. 3. Resolution 24-XX: City of Roswell Financial Commitment for Public Transportation FY2026.Consider recommending Resolution 24-XX to the City Council for adoption. Item number three was removed from the agenda. 4. Consider approval for Roswell Transit to purchase two (2) new Arboc Spirit of Freedom 12+2 passenger buses from Model 1 Commercial Vehicles, Inc. in the amount of $198,193.00 each for a total of $396,386.00. These buses will be purchased with Statewide Price Agreement #00-00000-2000087 that expires 1/27/2025. Presented by Becky Hicks. Roswell Transit has been approved by NMDOT to run thirteen (13) buses. One of the two new buses is a replacement for our 2015 Dodge Grand Caravan and the other is to increase our fleet from twelve (12) to thirteen (13). We are changing to a new style of bus from the six Ford Transits we have in inventory because the ramp angle on the transit vans is too steep for wheelchairs. We have also added jump seats to this order so that when there aren't any wheelchairs on the bus, there is room for two additional passengers. Ms. Hicks stated they requested a new quote for one bus that has the same body style with the graphics on the side, but has a different ramp angle with liquid springs. When we go to a bus stop if there is a wheelchair involved the ramp is not so steep. Currently the wheelchairs can’t get up the ramp themselves and we can barely get them up there by pushing them. This is an important change to our platform for the busses. NMDOT went through all of our financial situation they have for us. They have been holding our insurance money that we have for rammed busses and we have almost $100,000 sitting in an account. They are going to take that money and apply it towards the purchase of the busses and we don’t have to pay anything for these buses. We will pay the initial $396,386.00 but they will reimburse us the full amount. Instead of the reimbursement of 80% it will be paid at 100%. It will require a budget adjustment. Vice-Chair Cavin stated we are going to do a budget adjustment; we are going to pay for this and asked when will we be getting the reimbursement? Ms. Hicks replied it takes about a month. She stated they will pay for the buses and get reimbursed with the same fiscal year. Councilor Halvorson made a motion to consider approval for Roswell Transit to purchase two (2) new Arboc Spirit of Freedom 12+2 passenger buses from Model 1 Commercial Vehicles, Inc. in the amount of $198,193.00 each for a total of $396,386.00. These buses will be purchased with Statewide Price Agreement #00-00000-2000087 that expires 1/27/2025 to the consent agenda. Councilor Johnson seconded the motion.  The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. 5. Consider recommendation of award of ITB-25-002, West Country Club Reservoirs Repair Project to TMI Coatings in an amount of $3,744,739.53 including GRT included in FY25 approved budget. Presented by Louis Najar. Bids received on September 10, 2024 for the subject project have been reviewed. A Bid Tabulation is attached. Three bids were received as follows: (Amounts include Tax of 7.8958%). 1. Viking Painting - $ 4,708,356.92 2. TMI Coatings - $ 3,744,739.53 3. Lone Mountain Contracting - $ 6,696,798.83 Please see attached recommendation of award letter to Purchasing. Najar stated TMI Coatings has 37 years of experience. The reason they bid ours is they are looking for winter work they are in Minnesota. It is a little bit warmer over here in the winter and spring. There will be one more po associated with this, it will be about $500,000 for testing and you have to have OSHA Qualified in safety coating which my guys are not. This is still within the funding allowed. Councilor Cavin stated this was a good presentation. Councilor Johnson stated when you have 37 years of experience you have consistency and you can give better quotes. Councilor Johnson made a motion to consider recommendation of award of ITB- 25-002, West Country Club Reservoirs Repair Project to TMI Coatings in an amount of $3,744,739.53 including GRT included in FY25 approved budget on the full City Council. Councilor Halvorson seconded the motion. The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. 6. Consider recommendation of approval for PO requesting the purchase of a new Parks Department zero turn mower from Simpson Norton Corp. in the amount of $69,440.41 included in FY25 approved budget. Presented by Jim Burress. A purchase order is requested for a new Toro Z Master 7500 diesel mower for the Parks Department. Procurement is through an approved cooperative purchasing agreement between The Toro Company and the City of Mesa, AZ; Contract 2023261. Per Vendor, lead time is approximately 90 days.  Councilor Halvorson made a motion to consider recommendation of approval for PO requesting the purchase of a new Parks Department zero turn mower from Simpson Norton Corp. in the amount of $69,440.41 included in FY25 approved budget on the consent agenda. Councilor Johnson seconded the motion. The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. 7. Consider recommendation of approval of PO requesting the purchase of a new Golf Course rough mower from Simpson Norton Corp. in the amount of $106,512.98 included in FY25 approved budget. Presented by Jim Burress. A purchase Order is requested for a new Toro Groundsmaster 4700 mower for the Golf Course. Procurement is through an approved cooperative purchasing agreement between The Toro Company and the City of Mesa, AZ; Contract 2023261. Per Vendor, lead time is approximately 90 days. Councilor Halvorson asked about the lifespan of the equipment. Burress replied, twelve years for the ones we have. Councilor Johnson made a motion consider recommendation of approval of PO requesting the purchase of a new Golf Course rough mower from Simpson Norton Corp. in the amount of $104,444.42 included in FY25 approved budget on the consent agenda. Councilor Halvorson seconded the motion. The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. 8. Resolution 24-XX - Consider approval of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2025. Presented by Toni Gomez. Resolution 24-XX - Consider approval of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2025. Councilor Halvorson made a motion to approve Resolution 24-XX - Consider approval of Resolution 24-XX approving budget adjustment for the fiscal year ending June 30, 2025 on the consent agenda. Councilor Johnson seconded the motion. The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. 9. Ordinance 24-XX: consider recommendation to authorize for a public hearing to consider adopting proposed Ordinance 24-XX Amending the Dedication of a Municipal Local Option Gross to advertise Receipts Tax.  Presented by Hessel Yntema. This Ordinance will dedicate five sixteenths (0.3125%) for the following: 1. Provide an ambulance system in good repair and pay legitimate expenses of its operation; 2. Create and maintain an ambulance service creation fund of no less than three million dollars ($3,000,000.00) 3. All remaining funds shall be expended for Roswell's Public Safety needs. Hess stated the City adopted a public safety tax to allow for ambulance service and at the time it was for ambulance service or for reserved funds and allow for salaries and equipment to be paid for public safety. Then Councilor Corn-Best thought it prudent to not allow tax dollars to code for public safety salaries. Councilor Heldenbrand and other Councilors think differently. So, this ordinance goes back to the initial dedication that was presupposed. The core difference here is that it creates a fund of $3,000,000.00 to cover many potential capital expenditures the city should the city need to stand up an ambulance service which is roughly what it would cost for the ambulance equipment that we do not presently own. Once that fund is there the rest of the money can be used for public safety. Councilor Halvorson asked if it would qualify for animal control officers? Yntema replied, for the two officers who are on the street that carry arms fall under the public safety measure; it is too hard to justify it for those who don’t. Councilor Johnson made a motion to Ordinance 24-XX: consider recommendation to authorize for a public hearing to consider adopting proposed Ordinance 24-XX Amending the Dedication of a Municipal Local Option Gross to advertise Receipts Tax to the consent agenda. Councilor Halvorson seconded the motion. The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. APPROVAL OF MINUTES 10. Consider approval of the September 5, 2024, Regular Finance Committee Meeting Minutes. Councilor Halvorson made a motion to approve the regular meeting minutes from September 5, 2024. Councilor Johnson seconded the motion. The motion passed with a 4-0 voice vote, with Councilor Corn via phone and Councilor Heldenbrand being absent. FOR THE RECORD: Councilor Corn left the meeting via phone at 2:43:43 pm NON-ACTION ITEMS 11. Discussion of Safe Streets 4 A l Implementation Grant Timeline and Process.  Presented by James MacCornack. Discussion of possible 2025 FHWA SS4A Implementation Grant application and process. They will follow the April/May 2025 Federal Grant application deadlines. The state match would pay the remainder of the match and the program would be paid for 100% through Federal and State grants. Councilor Halvorson asked about the State match. MacCornack replied, the state match would potentially fund it at 100%. 12. Finance Departmental Reports. Presented by Toni Gomez. • Gross Receipts Tax • Cannabis Excise Tax • Lodgers Tax Report • Convention Center Bed Fee Reports submitted, no question. 13. Departmental Report - Roswell Public Library Report submitted, no questions 14. Golf - Department Report. – report submitted, no questions. Report submitted. Councilor Johnson stated there was damage to the greens and asked Mr. Burress and Mr. VandenBout to look into purchasing wireless cameras to deter vandalism and hold people accountable and prosecute to the full extent of the law. 15. Museum Monthly Report - report submitted, Report submitted. Brooks reported the award of $250,000.00 from the National Historical Publications and Records Commission grant award. The project titled A community Legacy: The Roswell Museum Archive and Access Project. This grant will pay for the Goddard collection and other early documents to be digitalized for public benefit. 16. Public Affairs Report. Presented by Sarah Mark– reports submitted as stands, no questions. 17. Visitor Center Report. Presented by Sarah Mark– report submitted as stands, no questions. PUBLIC PARTICIPATION  Citizen Rita Kane-Doerhoefer asked Mr. Najar if West Country Club would be closed when they work on the tanks. No, replied Najar. Vice-Chair did state there is always a possibility that the street could be closed. Citizen Rita Kane-Doerhoefer reported the Chile Cheese Festival was a success and everyone had a good time. Mr. Andler spoke and requested for sanitation to be included to the rate study discussions. ADJOURN The meeting adjourned at 3:02 p.m.