Infrastructure Committee

Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall August 24, 2015 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 14-36. ROLL CALL The meeting convened at 8:00 a.m. with Chair Best presiding, Councilors Oropesa and Grant being present. Staff present: Louis Najar, Bernadette Lopez, Steve Polasek, Kevin Dillon, Jennifer Brady, Bill Morris, Arthur Torrez and William Zarr. APPROVAL OF AGENDA Councilor Grant moved to approve the August 24, 2015 regular Infrastructure Committee Meeting Agenda by moving closed session before regular items. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Velasquez being absent. APPROVAL OF MINUTES Councilor Grant moved to approve the July 20, 2015 minutes for the regular Infrastructure Committee Meeting. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Velasquez being absent. CLOSED SESSION Councilor Grant moved that the Council go into closed session pursuant to NMSA 1978, § 10- 15-1 (H)(8), to discuss the purchase, acquisition, or disposal of real property or water right by the City of Roswell at RIAC. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Velasquez being absent. The Council went into closed session at 8:03 a.m. FOR THE RECORD: Councilor Velasquez joined at 8:03 a.m. Councilor Grant stated that for the record the Council was back in session at 8:18 a.m. and they had a closed session pursuant to Section 10-15-1(H)(8) NMSA 1978; to discuss purchase, acquisition or disposal of real property or water rights in which the City of Roswell is or may become a participant; and to discuss attorney-client privileged communications relating to threatened or pending litigation in which the City of Roswell is or may become a participant; no action was taken and no votes made. REGULAR ITEMS Reischman Park Project Agreement. Mr. Najar stated the Roswell Interarts Organization (RIO) has partnered with the City to install an art project in Reischman Park. As part of this process, a project agreement is needed to solidify the project and allow it to proceed. This project agreement provided RIO access and approval to install the property and also puts in place certain requirements from the City i.e. having a licensed contractor and building permit. Councilor Grant moved to approve the Reischman Park Project Agreement. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Allison Farm – Lease Amendment Request. Mr. Najar presented the Allison Farm lease amendment request. Mr. Fred Schrimsher currently leases the property known as the Allison Farm. His current lease runs from January 1, 2006 to December 31, 2019. During this period, the City purchased and helped install three pivot irrigation systems which were provided for in amendments to the original lease. Mr. Schrimsher is requesting a fourth system be installed on the property with concrete ditch removal and ground leveling as well to accommodate the system. After consideration from the City Attorney and to allow for Mr. Schrimsher’s return on investment, we can extend the lease for a 10-year period (6 years beyond the end of his current lease) to December 31, 2025. The lease amendment also includes increased rent payments based on the CPI as provided for in the original Lease and simplifies the payment schedule. The equipment would be purchased and installed by the Lessee and become the City’s property at the end of the lease term. Mr. Najar asked that the minutes reflect that Chair Best requested staff to look at comps. Councilor Grant moved to approve the Allison Farm – Lease Amendment Request. Councilor Velasquez was the second. A voice vote was unanimous and the motion passed. RIAC Terminal Light Upgrades. Ms. Brady discussed the RIAC terminal light upgrades. The RIAC is in the final phase of upgrading the terminal lights to LED. LE Electric is the contractor for this project and the prior two phases were completed through CES. The final phase is $93,101.63 which will be financed through Passenger Facility Charges. This project needs to be completed by November in order to be eligible for an Xcel Energy rebate. Councilor Grant moved to approve the RIAC Terminal Light Upgrades. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Resolution 15-51 – A resolution to support the removal of the pool at Poe Corn Recreation Center. Mr. Najar discussed Resolution 15-51. The swimming pool located at the Poe Corn Recreation Center, site of the Boys and Girls Club, is no longer functional and not in use presently. It also presents safety issues to the users of the facility. The City Manager and Director of Special Services met with Hubert Quintana, President of the Boys and Girls Club Board, to discuss the removal of the pool. The Board met and have returned in writing support for removal of the pool. This change has been included in the project scope for the authorized capital outlay funding for the Poe Corn Recreation Center and can be addressed with these funds. Councilor Velasquez moved to approve Resolution 15-51. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. NON-ACTION ITEMS Projects Report Update – Grant & Legislative Projects. Mr. Najar gave an update on grant and legislative projects. The projects include Dean Baldwin, Reischman Park, Youth Challenge, Eastside Little League, Joe Bauman Baseball Stadium, Veterans Cemetery, Poe Corn Splash Pad, South Park Cemetery Roads and Yucca Recreation Center. WWTP Headworks Project – Re-bid Update. Mr. Najar discussed the WWTP headworks project, bids were opened on June 23, 2015. Due to protest from one of the bidders, the bids were rejected. Re-bid was opened on July 28, 2015. Three bids were received: (excluding GRT) HDR Engineering, City Consultant, has reviewed bids and recommends award of project to Bradbury Stamm. Art Torrez concurs and acknowledges low bid is within available budget. This item will be placed on the consent agenda for September 10, 2015 City Council. Remote Read Water Meters RFP Update. RFP-15-006 Water Meters/AMI-AMR Services was opened on June 23, 2015. This is for proposal of Automated Read and Automated Infrastructure water meters. Seven proposals were received. A City Staff Committee met August 12, 2015 to review all the proposals, technologies and next steps. Staff recognized that AMI/AMR technology is not the most current technology. The current technology is AMA (Automated Metering Analytics) for water meters. “Smart” meters that communicate to a central server giving meter readings are also capable of giving alerts for possible leaks. This can also include smart applications for customers to query by phone or online. If the City is going to upgrade, it is more prudent to upgrade to current technology. Louis Najar requested staff contact three cities with a working AMA for over a year be interviewed. A list of questions would be supplied to the city ahead of a site visit and in person interview with the cities; then the City can go out for bid with AMA technology for water meters. Country Club 36” Water Line Project Update. Mr. Najar gave an update on the Country Club water line project. The contractor has installed all 36” and 18” diameter line for the project. They are currently working on the 30” water line for N. Montana. The project is approximately 50% complete and is projected to be within budget. Other than citizen complaints about road closures associated with the project, the project continues to progress satisfactorily. Proposed Bid Opening of Sept. 22, 2015. Mr. Najar stated the City has three large paving projects which have been budgeted: 1. Convention Center Parking Lot & 9th St. 2. N. Main Pavement Rehab – Country Club to Berrendo 3. S. Sunset Pavement Rehab – Poe to Hobbs Projects are expected to advertise for bids on August 30, 2015. Bids will be opened on September 22, 2015. Recommendation for awards will go to consent agenda for October 8, 2015 City Council Meeting. Construction will likely commence in November. Boy Scouts MOU Update. Mr. Najar stated that contact with Dr. Gutierrez, Mid-day Lions president, was attempted but not yet successful. Committee members requested this item be included in next month’s meeting. Potential Changes to Water and Sewer Ordinance. The proposed changes extend the intention for last month’s Water Well Ordinance to be more comprehensive. The proposed changes address the need for mandatory connections to City water and sewer lines within 300 feet of the property and the use of domestic wells and septic tanks inside the City boundary. There are four issue-areas that would be addressed with these proposed changes. 1. Mandatory water line connection if a property is located within 300 feet of a City water line. 2. Allowing a new well if property is outside of this 300 foot range, subject to locational criteria. 3. Mandatory sewer line connection if a property is located within 300 feet of a City sewer line. 4. Allowing for a new septic tank installation if a property is outside the 300 foot distance, as well as, maintenance criteria for existing septic tanks. ADJOURN The meeting adjourned at 9:10 a.m.