Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Tuesday, February 16, 2016 at 6:00 p.m. Roswell Convention Center 912 N. Main Street, Roswell, NM 88201 Committee Chair: Jeanine Best Committee Vice Chair: Elena Velasquez Committee Members: Caleb Grant, Juan Oropesa Staff Coordinator: Louis Najar A. Call to Order B. Approval of the Agenda C. Minutes 1. January 19, 2016 Meeting Minutes 1-2 D. Non-Action Items 1. Entry Way Signs Update 3 2. Spring Pavement Maintenance Update 4-6 E. Regular Items (Action Items) 1. Resolution 16-14: CDBG Annual Policy Renewal 7-23 2. Resolution 16-15: Capital Appropriation Project, 9th Street 24-26 3. Resolution 16-16: Capital Appropriation Project, Union & Montana 27-29 4. Recreation Center Naming 30 F. Other Business (Non-Action) 1. Public Comments G. Adjourn (Next Meeting: Monday, March 21, 2016) Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 15-56. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 2/11/2016 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall January 19, 2016 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4, NMSA 1978 and Resolution 15-56. ROLL CALL The meeting convened at 4:00 p.m. with Chair Best presiding and Councilors Oropesa, Velasquez and Grant being present. Staff Present: Louis Najar, Elizabeth Stark-Rankins, Kevin Dillon, Ruben Sanchez, Bill Morris, Marianna Martinez, Steve Polasek, Mayor Dennis Kintigh and Bernadette Lopez. Guests Present: Bill Sabatini, Jess Holmes, Court Michaels, Councilor Sanchez, Councilor Denny and Barry Foster. APPROVAL OF AGENDA Councilor Grant moved to approve the January 19, 2016 regular Infrastructure Committee Meeting Agenda as presented. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Councilor Grant moved to approve the December 14, 2015 minutes for the regular Infrastructure Committee Meeting. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. NON-ACTION ITEMS Museum Bridge Railing Design Mr. Najar discussed the current options for the museum bridge railing design. These designs will go before the Roswell Museum and Art Center Board of Trustees for approval. The bridge will be built to ADA standards. Mr. Najar stated the total budget is $330,000 in which $30,000 will be used for the design. Chair Best commented she would like interchangeable artistic panels on the railing. Convention Center Study Report Mr. Sabatini gave a presentation on the Convention Center Study Report. This detailed study and finding is generated to date. The Convention Center Study Report will go before City Council at the February 11, 2016 meeting. Project Update Report Mr. Najar opened the floor for any questions regarding specific projects. Bob Hall Park’s playground equipment has been ordered but waiting on installation. Councilor Velasquez inquired about the status of E. Bland Street. Mr. Najar stated it was awarded at the January 14, 1 2016 City Council meeting and are waiting for DFA approval. Councilor Grant inquired about the status of the splash pad. Mr. Najar stated they are waiting on DFA approval and have not received agreements from last year. Recreation Center Naming Mr. Najar stated the Parks and Recreation Commission voted unanimously in favor of naming the recreation center “Cesar Chavez Recreation Center.” A discussion of both pros and cons ensued by Committee members including Councilor Denny, Councilor Sanchez and City Manager Steve Polasek. This item will go before the General Services Committee on Tuesday, January 26, 2016 for approval. REGULAR ITEMS (ACTION ITEMS) Recreation Center RFP Award for Architectural Services Mr. Dillon discussed the procurement process for this award which included the date the RFP was published, November 8, 2015 and date it opened, December 1, 2015. Huitt-Zollars was selected by the review committee because they scored the highest. Mr. Dillon discussed the scope of work and funding. Councilor Velasquez moved to recommend to City Council the Recreation Center RFP Award for Architectural Services. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Splash Pad Naming The Parks and Recreation Commission unanimously recommended approval of naming the splash pad “Bert Murphy Family Splash Pad.” Councilor Grant made a motion for the splash pad to be named Bert Murphy Family Splash Pad in Poe Corn Park. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. FOR THE RECORD: Councilor Oropesa stated he believes the process in naming of the recreation center and splash pad represents a double standard being utilized by City Council. Resolution 16-07 – Country Club Water Line Project Support Mr. Najar gave a presentation concerning Resolution 16-07 and Drinking Water State Revolving Loan Fund. The purpose of the loan is to continue the large diameter water line construction on Country Club Road. Councilor Grant moved to recommend to City Council Resolution 16-07 – Country Club Water Line Project Support. Councilor Velasquez was the second. A voice vote was unanimous and the motion passed. OTHER BUSINESS None. ADJOURN Chair Best adjourned the meeting at 5:50 p.m. The next meeting is scheduled for Tuesday, February 16, 2016. 2  ROSWELL, NEW MEXICO Infrastructure Committee Roswell Convention Center 912 N. Main Street, Roswell, NM 88201 Tuesday, February 16, 2016 at 6:00 p.m. ACTION REQUESTED: Update Item Only – Entryway Signs BACKGROUND: The Entryway Signs were approved and budgeted by Council for FY 2016. There have been several meetings and reviews with consultant, City Staff, and meetings and presentations to Council Committees. FINANCIAL CONSIDERATION: None for this update item, at this time. LEGAL REVIEW: None for this update item, at this time. BOARD OR COMMITTEE ACTION: Infrastructure Committee to be updated of Entryway Signs development. STAFF RECOMMENDATION: Bill Morris to make presentation of update of Entryway Signs development. Power point slide to be utilized. 3  ROSWELL, NEW MEXICO Infrastructure Committee Roswell Convention Center 912 N. Main Street, Roswell, NM 88201 Tuesday, February 16, 2016 at 6:00 p.m. ACTION REQUESTED: Update Item Only – Spring Pavement Maintenance BACKGROUND: Every spring and fall the City of Roswell performs pavement maintenance of City streets. The City has more than 330 miles of streets. It takes 8-10 years to complete 1 cycle to go around and do every City street for at least a “slurry seal” pavement maintenance. Simply put, it’s a matter of budget. A snow storm, unforeseen repair or other can always lower the proposed schedule. All work is done out of Council approved budget line items and utilizing Statewide Price Agreements for the paving, striping, etc. KUDOS to Quin Miller Street Supt. who runs a tight ship trying to get all the bang he can get from his budget. FINANCIAL CONSIDERATION: This financial snapshot is February 5, 2016. The funding for the Spring Micro Surface Plan will come from two sources: 223-4323-432.40-01 Annual Maintenance with $401,328.00 remaining 223-4323-432.41-03 Overlay Materials with $243,687.00 remaining. Total remaining $645,015.00. The work will be performed in three areas outlined in detail in the attachment. Air Center area estimated cost for materials $191,692.48 Long Streets project estimated cost for materials $272,641.18 Gooley Subdivision estimated cost for materials $50,108.31 Striping cost estimate for remarking covered streets and maintenance of existing marking is $60,000.00. The City has close to 700,000 linear feet of striping about town. Mobilization cost estimate $40,000 Total cost estimate $614,441.97 The remaining money is to cover unexpected emergency repairs $30,572.37 LEGAL REVIEW: None for this update item, at this time. BOARD OR COMMITTEE ACTION: Infrastructure Committee update only. STAFF RECOMMENDATION: This is an update only. 4  2016 Spring Micro Surface Project - Proposed Air Center Area STREET FROM TO WIDTH LENGTH TOTAL SY University Blvd W Martin St W Earl Cumming Loop 38 2409.00 91542.00 10171.33 Gail Harris St W Martin St W Earl Cumming Loop 38 2406.00 91428.00 10158.67 E. Byrne St University Blvd A St 28 2295.44 64272.32 7141.37 Hunsicker Pl E Byrne St Cul-De-Sac 28 307.90 8621.20 957.91 Alden Pl E Byrne St Cul-De-Sac 28 308.00 8624.00 958.22 B St E Byrne St W Eyman St 28 523.00 14644.00 1627.11 B St B St (Cul-De-Sac) B St X2 20 517.00 10340.00 1148.89 Luebke Pl E Byrne St Cul-De-Sac 28 305.00 8540.00 948.89 Fitzgerald E Byrne St Cul-De-Sac 28 305.00 8540.00 948.89 Langley Pl E Byrne St W Eyman St 28 522.00 14616.00 1624.00 A St E Byrne St W Eyman St 28 522.00 14616.00 1624.00 Will Pl W Eyman St W Eyman St 20 232.21 4644.20 516.02 Weiss Pl W Eyman St W Eyman St 20 236.00 4720.00 524.44 Vaughn Pl W Eyman St W Eyman St 20 231.00 4620.00 513.33 Bailey Pl W Eyman St W Eyman St 20 231.00 4620.00 513.33 Zettle Pl University Blvd University Blvd 20 231.00 4620.00 513.33 W Eyman St University Blvd A St 28 2298.00 64344.00 7149.33 Walker Pl University Blvd University Blvd 28 945.50 26474.00 2941.56 Walker Pl (circle) Walker Pl Walker Pl 38 631.50 23997.00 2666.33 B St W Eyman St W Wells 28 820.66 22978.48 2553.16 Kelly Pl W Eyman St Cul-De-Sac 28 545.00 15260.00 1695.56 Holloman Pl W Eyman St Cul-De-Sac 28 545.00 15260.00 1695.56 Langley Pl W Eyman St Cul-De-Sac 28 545.00 15260.00 1695.56 A St W Eyman St W Wells 28 820.00 22960.00 2551.11 W Wells University Blvd A St 28 2326.00 65128.00 7236.44 Billy Mitchell Pl W Wells W Wells 20 312.00 6240.00 693.33 Geiger Pl W Wells W Wells 20 312.00 6240.00 693.33 Andrews Pl W Wells W Wells 20 312.00 6240.00 693.33 Total SQYD 72154.36 Micro Cost $178,942.80 w/tax $12,749.67 Sub Total $191,692.48 Long Street Projects Earl Cummings E Hobson Howard Smith 48 6,896 331,008 36,778.67 Earl Cummings Howard Smith University 48 1,006 48,288 5,365.33 Earl Cummings University W Hobson 40 6,480 259,200 28,800.00 N Sycamore Ave W College Gateway School 44 2,626 285,120 31,680.00 Total SQYD 102,624 Micro Cost $254,507.52 w/tax $18,133.66 Sub Total $272,641.18 5 Gooley Subdivision Sierra Blanca N Montana alley west Diamond A 27 604 16308.00 1812.00 N Diamond A W Mescalero Latigo Ln. 27 2026 54702.00 6078.00 Latigo Ln. Diamond A CS 27 920 24840.00 2760.00 Latigo cir. Latigo Ln. CS 33 206 6798.00 755.33 Circle Diamond Latigo Ln. Dead End 29 1035 30015.00 3335.00 Anna J W Mescalero N Montana 29 723 20967.00 2329.67 Desert Rose W Mescalero CS 31 288 8928.00 992.00 Desert Springs W Mescalero CS 29 248 7192.00 799.11 Total SQYD 18861.11 Micro Cost $46,775.56 w/tax $3,332.76 Sub Total $50,108.31 Total Cost $514,441.97 (Budget Permitting) 6  ROSWELL, NEW MEXICO Infrastructure Committee Roswell Convention Center 912 N. Main Street, Roswell, NM 88201 Tuesday, February 16, 2016 at 6:00 p.m. ACTION REQUESTED: CDBG Annual Policy Renewal BACKGROUND: The policies included in Resolution 16-14 are required to be adopted by the City Council each year in order to maintain and apply for CDBG funding through the State. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A BOARD OR COMMITTEE ACTION: Infrastructure Committee to consider recommendation to Council for the adoption of Resolution 16-14. STAFF RECOMMENDATION: Adopt Resolution 16-14 as presented. 7  RESOLUTION 16-14 ADOPTION OF ANNUAL COMMUNITY DEVELOPMENT BLOCK GRANT POLICIES & PLANS WHEREAS, municipalities or other entities that accept Community Development Block Grant Funds must adopt certain mandated federal policies annually; and WHEREAS, the City of Roswell, hereinafter referred to as the “City,” wishes to ensure compliance with federal guidelines by adopting the following required policies or certifications: Citizen Participation Plan encourages citizen participation with particular emphasis on low and moderate income persons; outlines the objectives and plan to implement those objectives Fair Housing Resolution & certifies commitment to further the efforts of Fair Housing Assessment which prohibits discrimination in the sale, rental, leasing and financing of housing or land to be used for the construction of housing on the basis of race, color, religion, sex, disability, familial status or national origin Residential Anti-Displacement certifies that it will replace all occupied and available & Relocation Assistance Plan vacant low/moderate-income dwelling units demolished or converted to a use other than as a low/moderate income housing as a direct result of activities assisted with Housing and Community Development funds Section 3 Plan encourages the use of small local businesses and the hiring of low income residents of the community Procurement Code certifies that the City will comply with the New Mexico State Procurement Code NOW THEREFORE, be it resolved that the City of Roswell adopts the above CDBG policies and plans which will have to be re-adopted annually. PASSED, APPROVED, SIGNED, AND ADOPTED at a duly called and convened regular meeting of the governing body of the City of Roswell this 10th day of March 2016. Attest: Dennis Kintigh, Mayor Sharon Coll, City Clerk 8  Citizen Participation Plan Introduction In accordance with the 1987 revisions to the Housing and Community Development Act and in an effort to further encourage citizen participation, the City of Roswell has prepared and adopted this Citizen Participation Plan. Objective A The City of Roswell will provide for and encourage citizen participation within its area of jurisdiction, with particular emphasis on participation by persons of low- and moderate- income. Action items: 1. Adopt and circulate an Open Meetings Resolution which provides citizens with reasonable notice of county/municipality upcoming meetings, actions and functions. 2. Develop press releases on county/municipality meetings, actions and hearings, and circulate to newspapers, radio and television media. 3. Develop and maintain listing of groups and representative of low- and moderate-income persons, and include on mailing lists of announcements, notices, press releases, etc. Objective B The City of Roswell will provide citizens with reasonable and timely access to local meetings, information and records relating to the proposed and actual use of CDBG funds. Action items: 1. Public notices, press releases, etc., should allow for a maximum length of notice to citizens. 2. Appropriate information and records relating to the proposed and actual use of CDBG funds must be available upon request to all citizens. Personnel and income records may be exempted from these requirements. 3. Meetings, hearing, etc., should be conducted at times and locations conducive to public attendance, e.g., evenings, Saturdays. Objective C The City of Roswell will provide technical assistance to groups and representatives of low- and moderate-income persons that request assistance in developing proposals. Note: the level and type of assistance is to be determined by the city. Action items: 1. Low- and moderate-income groups should be advised that technical assistance, particularly in the area of community development, is available from the county/municipality upon request. 2. Document technical assistance provided to such groups and has documentation available for review. Objective D The City of Roswell will provide a minimum of two public hearings to obtain citizen participation and respond to proposals and questions at all stages of the Community Development Block Grant Program. Action items: 1. Advise citizens of the CDBG program objectives, range of activities that can be applied for, and other pertinent information. 9 2. Conduct a minimum of two public hearings: a. One public hearing will be held to advise citizens of the program objectives and range of activities that can be applied for, and to obtain the citizen's views on community development and housing needs, to include the needs of low- and moderate-income people. This hearing will take place prior to the selection of the project to be submitted to the state for CDBG funding assistance. b. A second public hearing will be held to review program performances, past use of funds and make available to the public its community development and housing needs, including the needs of low- and moderate-income families, and the activities to be undertaken to meet such needs. 3. Publish public hearing notices in the non-legal section of newspapers or in other local media. Evidence of compliance with these regulations will be provided with each CDBG application,.e.g., hearing notice minutes of public meetings, list of needs and activities to be undertaken, etc. Amendments to goals, objectives, and applications are also subject to public participation. Objective E The City of Roswell will provide timely written answers to written complaints and grievances within 15 working days where practical. Action items: 1. Adopt complaint handling procedures or policies to insure that complaints or grievances are responded to within 15 days, if possible. 2. Allow for appeal of a decision to a neutral authority. 3. File a detailed record of all complaints or grievances and responses in one central location with easy public access. Objective F The City of Roswell will identify how the needs of non-English speaking residents will be met in the case of public hearings where a significant number of residents can be reasonably expected to participate. Action items: 1. Identify areas where large majorities of non-English speaking persons reside and make appropriate provisions when issues affecting these areas are to be discussed at public meetings, hearings, etc. Appropriate provisions will include having interpreters available at the meeting and having briefing material available in the appropriate language. 2. Maintain records/rosters of public hearing attendees and proceedings to verify compliance with this objective. ___________________________________ Mayor _______________ Date 10  Fair Housing Resolution A RESOLUTION OF THE MAYOR AND COUNCILORS OF THE CITY OF ROSWELL ADOPTING A FAIR HOUSING POLICY, MAKING KNOWN ITS COMMITMENT TO THE PRINCIPLE OF FAIR HOUSING AND DESCRIBING ACTIONS IT SHALL UNDERTAKE TO AFFIRMATIVELY FURTHER FAIR HOUSING. WHEREAS, the Housing and Community Development act of 1974 as amended requires that all applicants for Community Development Block Grants funds certify that they shall affirmatively further fair housing; WHEREAS, the Civil Rights Act of 1968 (commonly known as the Federal Fair Housing Act) and the Fair Housing Amendments Act of 1988 declare a national policy to prohibit discrimination in the sale, rental, leasing and financing of housing or land to be used for the construction of housing or in the provision of brokerage services, on the basis of race, color, religion, sex, disability, familial status or national origin; WHEREAS, fairness is the foundation of the American system and reflects traditional American values; and WHEREAS, discriminatory housing practices undermine the strength and vitality of America and its people. NOW THEREFORE, be it resolved that the Mayor and Councilors for the City of Roswell hereby wish all persons living, working, doing business in, or traveling through the City of Roswell to know that: • discrimination in the sale, rental, leasing, and financing of housing or land to be used for construction of housing, or in the provision of brokerage services on the basis of race, color, religion, sex, handicap, familial status or national origin is prohibited by Title VIII of the Fair Housing Act Amendments of 1988 • that it is the policy of the City of Roswell to implement programs, within the constraints of its resources, to ensure equal opportunity in housing for all persons regardless of race, color, religion, sex, handicap, familial status or national origin • within available resources the City of Roswell will assist all persons who feel they have been discriminated against in housing issues on the basis of race, color, religion, sex, handicap, familial status or national origin to seek equality under existing federal and state laws to file a complaint with the New Mexico Attorney General's Office or the U.S. Department of Housing and Urban Development • that the City of Roswell shall publicize this Resolution and thereby encouraging owners of rental properties, developers, builders and others involved with housing to become aware of their respective responsibilities and rights under the Fair Housing Amendments Act of 1988 and any applicable state or local laws or ordinances; and 11 • that the City of Roswell shall undertake the following actions to affirmatively further fair housing:  mail copies of this resolution to the real estate community, banks, developers, community organizations and local media  post copies of this resolution at identified locations  distribute flyers PASSED AND ADOPTED by the Mayor and City Council of the City of Roswell on this 10th day of March 2016. Dennis Kintigh, Mayor Attest: Sharon Coll, City Clerk 12  Fair Housing Self-Assessment COMMUNITY OF: City of Roswell 1. To the best of your knowledge has your community been involved in any complaints regarding discrimination in the sale or rental of housing on the basis of race, color, religion, sex, national origin, familial status or handicap? Yes No 2. If yes, give a brief description of the nature of any complaints and resolutions. 3. Has your community adopted a Fair Housing Program to help local citizens be aware of their rights regarding fair housing under federal and state law and in filing a complaint if discrimination is suspected? Yes No 4. What do you perceive as the most potentially serious problem areas regarding discrimination in fair housing in your community? Problem Area Very Serious Serious Moderate Not a Problem Color X Familial Status X Handicap X National Origin X Race X Religion X Sex X 5. Does your community contain any subsidized housing units? Yes No 6. As best as can be determined, de relevant public policies/practices regarding zoning and building codes have an adverse impact on the achievement of fair housing choice? Yes No 7. Are you aware of any practices in the local real estate community, as it relates to buying, selling, and renting homes, that may adversely affect the achievement of fair housing choice in your community? Yes No 8. Do your community records contain data on the actual number and percentage of persons residing in the community by race, color, religion, sex, national origin, age, handicap and familial status, as well as income characteristics by group? Yes No 13 9. Is information available to you that list major local employers by type and the number of people employed within your community by salary and racial group? Yes No 10. Is there public transportation available in your community? Yes No 11. Do your community records contain data on the total number of housing units in the community by type and the number of vacant units? Yes No 12. Does your community contain any housing for the handicapped such as group homes, independent living complexes, etc.? Yes No 13. Has your community participated in the CDBG program prior to 1993? Yes No 14. Has your community been involved with any other state or federal programs that required the reporting of specific fair housing information? Yes No Dennis Kintigh, Mayor Date 14  Residential Anti-Displacement and Relocation Assistance Plan I. Background/Introduction Section 104(d) of the Housing and Community Development Act of 1974, as amended (42 U.S.C. 5304(d)(4)), Section 105(b)(16) of the Cranston-Gonzalez National Affordable Housing Act (42 U.S.C. 12705(b)(16)), and implementing regulations at 24 CFR Part 42, specify that a grantee under the Community Development Block Grant (CDBG) must certify that it has in effect and is following a Residential Anti-Displacement and Relocation Assistance Plan (Plan). As a CDBG grantee, the City of Roswell must certify to the State of New Mexico Department of Finance and Administration Local Government Division that it has and is following such a Plan. The Plan must include three components: 1) one-for-one replacement requirements for lower-income housing units, 2) relocation assistance, and 3) a description of the steps the City of Roswell will take to minimize displacement. II. Activities Covered by the Plan All activities involving the use of CDBG funds that cause displacement as a direct result of demolition or conversion of a lower-income dwelling are subject to the requirements specified in the Plan. Activities for which funds are first obligated on or after September 30, 1988 are subject to the requirements specified in the Plan, without regard to the source year of the funds. III. Uniform Relocation Act The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (URA) govern displacement that directly results from acquisition, rehabilitation, or demolition of real property when federal funds are used. The City of Roswell's Residential Anti-Displacement and Relocation Assistance Plan is in no way intended to supersede the URA. CDBG-assisted activities may still be subject to the requirements of the URA. IV. One-for-One Replacement Units All occupied and vacant occupiable lower-income dwelling units that are demolished or converted to a use other than as lower-income dwelling units in connection with an assisted activity must be replaced with comparable lower-income units. Replacement lower-income dwelling units may be provided by any governmental agency or private developer and must meet the following requirements: A. The units must be located within the City of Roswell to the extent feasible, the units shall be located within the same neighborhood as the units replaced. B. The units must be sufficient in number and size to house no fewer than the number of occupants who could have been housed in the units that are demolished or converted. The number of occupants who could have been housed in the units shall be in accordance with applicable local housing occupancy codes. The units may not be replaced with smaller units (e.g., a 2-bedroom unit with two 1-bedroom units), unless the City of Roswell has provided information demonstrating that such a proposed replacement is consistent with the needs assessment contained State of New Mexico 15  Department of Finance and Administration Local Government Division HUD-approved Consolidated Plan. C. The units must be in standard condition and must at a minimum meet Section 8 Program Housing Quality Standards. Replacement lower-income units may include units brought from a substandard condition to standard condition if: 1) no person was displaced from the unit; and 2) the unit was vacant for at least 3 months before execution of the agreement between the City of Roswell and the property owner. D. The units must initially be made available for occupancy at any time during the period beginning one year before the recipient makes public the information required under Section F below and ending three years after the commencement of the demolition or rehabilitation related to the conversion. E. The units must be designed to remain lower-income dwelling units for at least 10 years from the date of initial occupancy. Replacement lower-income dwelling units may include, but are not limited to, public housing or existing housing receiving Section 8 project-based assistance. F. Before the City of Roswell enters into a contract committing it to provide CDBG funds for any activity that will directly result in the demolition of lower-income dwelling units or the conversion of lower-income dwelling units to another use, the City of Roswell must make the following information public and submit it in writing to LGD: 1. A description of the proposed assisted activity; 2. The location on a map and number of dwelling units by size (number of bedrooms) that will be demolished or converted to a use other than for lower- income dwelling units as a direct result of the assisted activity; 3. A time schedule for the commencement and completion of the demolition or conversion; 4. The location on a map and the number of dwelling units by size (number of bedrooms) that will be provided as replacement dwelling units. If such data is not available at the time of the submission to LGD, the submission shall identify the general location on an area map and the approximate number of dwelling units by size, and information identifying the specific location and number of dwellings units by size shall be submitted and disclosed to the public as soon as it is available; 5. The source of funding and time schedule for the provision of replacement dwelling units; 6. The basis for concluding that each replacement unit will remain a lower-income dwelling unit for at least 10 years from the date of initial occupancy; and 7. Information demonstrating that any proposed replacement of dwelling units with smaller dwelling units is consistent with the needs assessment contained in the State of New Mexico Department of Finance and Administration Local Government Division Consolidated Plan. G. The one-for-one replacement requirements may not apply if HUD determines, based on objective data, that there is an adequate supply of vacant lower-income dwelling units in standard condition available on a non-discriminatory basis within the City of Roswell. In making such a determination, LGD will consider such factors as vacancy rates, 16  numbers of lower-income units in the City of Roswell, and the number of eligible families on the Section 8 waiting list. V. Relocation Assistance Each lower income person who is displaced as a direct result of CDBG assisted demolition or conversion of a lower-income dwelling shall be provided with relocation assistance. Relocation assistance includes advisory services and reimbursement for moving expenses, security deposits, credit checks, other moving expenses, including certain interim living costs, and certain replacement housing assistance. Displaced persons have the right to elect, as an alternative to the benefits described in this Plan, to receive benefits under the URA, if they determine that it is in their best interest to do so. The following relocation assistance shall be available to lower-income displacement persons: A. Displaced lower-income persons will receive the relocation assistance required under 49 CFR 24, Subpart C (General Relocation Requirements) and Subpart D (Payment for Moving and Related Expenses) whether the person elects to receive assistance under the URA or the assistance required by CDBG regulations. Relocation notices must be distributed to the affected persons in accordance with 49 CFR 24.203 of the URA; B. The reasonable and necessary cost of any security deposit required to rent the replacement dwelling unit and for credit checks required to rent or purchase the replacement dwelling unit; C. Actual reasonable out-of-pocket costs incurred in connection with temporary relocation, including moving expenses and increased housing costs, if: 1. The person must relocate temporarily because continued occupancy of the dwelling unit constitutes a substantial danger to the health or safety of the person or the public; or 2. The person is displaced from a lower-income dwelling unit, none of the comparable replacement units to which the person has been referred qualifies as a lower-income dwelling unit, and a suitable lower-income dwelling unit is scheduled to become available through one-for-one replacement requirements. D. Replacement Housing Assistance. Displaced persons are eligible to receive one of the following two forms of replacement housing assistance: 1. Each person shall be offered rental assistance equal to 60 times the amount necessary to reduce the monthly rent and estimated average monthly cost of utilities for a replacement dwelling to the "Total Tenant Payment," as determined under 24 CFR 813.107. All or a portion of this assistance may be offered through a certificate or housing voucher for rental assistance under the Section 8 program. Where Section 8 assistance is provided to the displaced person, the City of Roswell must provide the person with referrals to comparable units whose owners are willing to participate in Section 8 program to the extent that cash assistance is provided, it will be provided in installments. 17  2. In lieu of the housing voucher, certificate or cash assistance described above, the person may elect to receive a lump sum payment allowing them to secure participation in a housing cooperative or mutual housing association. This lump sum payment shall be equal to the capitalized value of 60 monthly installments of the amount that is obtained by subtracting the "Total Tenant Payment," as determined under 24 CFR 813.107, from the monthly cost of rent and average monthly cost of utilities at a comparable replacement dwelling unit. To compute the capitalized value, the installments shall be discounted at the rate of interest paid on passbook savings in a federally-insured financial institution conducting business within the City of Roswell. Displaced lower-income tenants shall be advised of their right to elect relocation assistance pursuant to the URA and the regulations at 49 CFR 24 as an alternative to the relocation assistance available under CDBG regulations. VI. Eligibility for Relocation Assistance A lower-income person is eligible for relocation assistance if they are considered to be a "displaced person" as defined in 24 CFR 42.305. A displaced person means a lower-income person who, in connection with an activity assisted under the CDBG program, permanently moves from real property or permanently moves personal property from real property as a direct result of demolition or conversion of a lower-income dwelling. For purposes of this definition, a permanent move includes a move made permanently and: A. After notice by the owner to move from the property, if the move occurs on or after the date of the submission of a request to the City of Roswell for CDBG assistance that is later approved for the requested activity; or B. After notice by the owner to move from the property, if the move occurs on or after the date of the initial official submission to HUD of the consolidated plan under 24 CFR Part 91 describing the assisted activity; or C. Before the dates described in A & B above, if the City of Roswell or LGD determines that the displacement was a direct result of conversion or demolition in connection with a CDBG assisted activity; or D. By a tenant-occupant of a dwelling unit, if any one of the following three situations occurs: 1. The tenant moves after execution of the CDBG agreement covering the acquisition, rehabilitation or demolition and the move occurs before the tenant is provided written notice offering the tenant the opportunity to lease and occupy a suitable, decent, safe and sanitary dwelling in the same building/complex upon completion of the project under reasonable terms and conditions, including a monthly rent and estimated average monthly utility costs that do not exceed the greater of the tenant's monthly rent before such agreement, or the total tenant payment as determined under 24 CFR 813.107 if the tenant is lower-income, or 30 percent of gross household income if the tenant is not lower-income. 18  2. The tenant is required to relocate temporarily, does not return to the building/ complex, and either is not offered payment for all reasonable out-of-pocket expenses incurred in connection with the temporary relocation, or other conditions of the temporary relocation are not reasonable. 3. The tenant is required to move to another dwelling unit in the same building/complex but is not offered reimbursement for all reasonable out-of-pocket expenses incurred in connection with the move, or other conditions of the move are not reasonable. If the displacement occurs on or after the appropriate date described in A & B above, the lower-income person is not eligible for relocation assistance if: A. The person is evicted for cause based upon a serious or repeated violation of the terms and conditions of the lease or occupancy agreement, violation of applicable federal, State or local law, or other good cause, and the City of Roswell determines that the eviction was not undertaken for the purpose of evading the obligation to provide relocation assistance; B. The person moved into the property on or after the date described in A & B above after receiving written notice of the expected displacement; or C. The City of Roswell determines that the displacement was not a direct result of the CDBG assisted activity and LGD concurs with this determination. VII. Minimizing Displacement The CDBG regulations regarding the demolition or conversion of lower-income dwelling units are designed to ensure that lower-income persons are provided with adequate, affordable replacement housing. Naturally, involuntary displacement should be discouraged whenever a reasonable alternative exists. Involuntary displacement is extremely disruptive and disturbing, especially to lower-income persons who do not have the means to locate alternative housing. There are various ways that displacement can be minimized. The following are steps that will be taken to minimize the involuntary displacement of lower-income persons when CDBG funds are involved: A. Screening of Applications. All CDBG applications will be reviewed to determine whether involuntary displacement is likely to occur. Those applications involving displacement will receive a lower priority recommendation for funding unless it can be shown that alternatives are not available. B. Acquisition of Property. Applicants who apply for CDBG funds to acquire property for the development of lower-income housing will be encouraged to purchase vacant land. In the case of in-fill and other projects where this is not feasible and the project involves potential displacement, the applicant shall agree to allow the displaced lower-income person(s) to occupy the new housing at an affordable rent. Applicants who utilize CDBG funds to rehabilitate or convert a lower-income unit to a nonresidential use will be required to supply replacement housing consistent with paragraph IV, as well as relocation assistance. 19  C. Cost of Relocation Assistance. The cost of any required relocation assistance and the provision of replacement housing will be borne by the applicant and may be paid for out of CDBG funds awarded to the project. VIII. Definitions A. "Comparable replacement dwelling unit" means a dwelling unit that: 1. Meets the criteria of 49 CFR 24.2(d)(1) through (6); and 2. Is available at a monthly cost for rent plus estimated average monthly utility costs that does not exceed the "Total Tenant Payment" determined under 24 CFR 813.107 after taking into account any rental assistance the household would receive. B. "Lower-income dwelling unit" means a dwelling unit with a market rental (including utility costs) that does not exceed the applicable Fair Market Rent (FMR) for existing housing and moderate rehabilitation established under 24 CFR Part 888. C. "Standard condition" means units that at a minimum meet the Existing Housing Quality Standards of the Section 8 rental subsidy program. D. "Substandard condition suitable for rehabilitation" means units with code violations that can be brought to Section 8 Housing Quality Standards within reasonable monetary amounts. E. "Vacant occupiable dwelling unit" means a dwelling unit that is in a standard condition; a vacant dwelling unit that is in substandard condition, but is suitable for rehabilitation; or a dwelling unit in any condition that has been occupied (except by a squatter) at any time within the period beginning 3 months before the date of execution of the agreement by the City of Roswell covering the rehabilitation or demolition. IX. Grievances The City of Roswell will provide timely written answers to written complaints and grievances within 15 working days where practical. Action items: A. Adopt complaint handling procedures or policies to insure that complaints or grievances are responded to within 15 days, if possible. B. Allow for appeal of a decision to a neutral authority. C. File a detailed record of all complaints or grievances and responses in one central location with easy public access. X. Certification The City of Roswell herewith certifies to follow the Residential Anti-Displacement and Relocation Assistance Plan described above and adopt the plan by resolution annually. Plan Adoption Date: March 10, 2016 Adoption Instrument: Approval through Resolution by the Mayor and City Council Dennis Kintigh, Mayor Date 20  Section 3 Plan The City of Roswell is committed to comply with Section 3 of the Housing and Urban Development Act of 1968. This Act encourages the use of small local businesses and the hiring of low income residents of the community. The City of Roswell has appointed Jetta Miles as the Section 3 Coordinator, to advise and assist key personnel and staff on Section 3, to officially serve as focal point for Section 3 complaints, and as the on-site monitor of prime contractors and sub-contractors to insure the implementation and enforcement of their Section 3 plans. The approval or disapproval of the Section 3 plan is the ultimate responsibility of the City of Roswell. Documentation of efforts will be retained on file for monitoring by the state. Therefore, the City of Roswell shall: 1. Hiring a. Advertise for all City positions in local newspapers. b. List all City job opportunities with the State Employment Service. c. Give preference in hiring to lower income persons residing in the City. This means that if two equally qualified persons apply and one is a resident of the City and one is not, the resident will be hired. d. Maintain records of City hiring as specified on this form. ANTICIPATED HIRING 2016 PLANNED ACTUAL # of Positions to be # of # of Positions Filled Job # of Positions to Filled by Lower Income Positions by Lower Income City Classification be Filled City Residents Filled Residents *Chart for Section 3 Plan MUST be filled out in its entirety. 2. Contracting a. The City of Roswell will compile a list of businesses, suppliers, and contractors located in the City of Roswell. b. These vendors will be contacted for bid or quotes whenever the City of Roswell requires supplies, services or construction. c. Preference will be given to small local businesses. This means if identical bids/quotes are received from a small business located within the City of Roswell and one from outside the City of Roswell, the contract will be awarded to the business located within the community. 3. Training a. The City of Roswell shall maintain a list of all training programs operated by the City of Roswell and its agencies and will direct them to give preference to City of Roswell 21  residents. The City of Roswell will also direct all CDBG-sponsored training to provide preference to City of Roswell residents. 4. CDBG Contracts: All CDBG bid proposals and contracts shall include the following language. a. The work to be performed under this contract is on a project assisted under a program providing direct federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170. Section 3 requires that the greatest extent feasible, opportunities for training and employment be given lower income residents of the project areas, and contracts for work in connection with the project be awarded to business concerns residing in the project area. b. The parties to this contract will comply with the provision of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR and all applicable rules and orders of the Department issued there under prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. c. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under the Section 3 clause, and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. d. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for, or recipient of federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR 135, and will not let any subcontract unless the subcontractor has first provided it with the requirements of these regulations. e. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR 135, and all applicable rules and orders of the Department, issued there under prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, its successors and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, and to such sanctions as are specified by 24 CFR 135. The City of Roswell shall require each contractor to prepare a written Section 3 plan as a part of their bids on all jobs exceeding $100,000. All Section 3 plans shall be reviewed and approved by the City of Roswell's Equal Opportunity Section 3 Compliance Officer and retained for monitoring by the state. The City of Roswell will maintain all necessary reports and will insure that all contractors and subcontractors submit required reports. 22 LOWER INCOME CLARIFICATION A family who resides in the City of Roswell and whose income does not exceed the income limit for the size of family as per the attached Section 8 Income Limit for the City of Roswell. Information contained in our Section 3 Plan reflects the status of the City of Roswell employees regarding lower income considerations based on their salary paid by the City of Roswell. Dennis Kintigh, Mayor Date 23  ROSWELL, NEW MEXICO Infrastructure Committee Roswell Convention Center 912 N. Main Street, Roswell, NM 88201 Tuesday, February 16, 2016 at 6:00 p.m. ACTION REQUESTED: To recommend Resolution 16-15 to full City Council BACKGROUND: Resolution 16-15 is administrative support for Capital Outlay Appropriation 12-1503. This is 2012 Capital Outlay Appropriation for $200,000.00 which the city earmarked for 9th Street and Roswell Convention Center parking. This Resolution is necessary to complete the reimbursement process. A. See attached first page of 2012 Agreement. B. See attached proposed Resolution. FINANCIAL CONSIDERATION: This is $200,000.00 legislative grant. LEGAL REVIEW: Not required. BOARD OR COMMITTEE ACTION: No prior action. STAFF RECOMMENDATION: Recommend Committee to send to full City Council. 24 25 26  ROSWELL, NEW MEXICO Infrastructure Committee Roswell Convention Center 912 N. Main Street, Roswell, NM 88201 Tuesday, February 16, 2016 at 6:00 p.m. ACTION REQUESTED: To recommend Resolution 16-16 to full City Council BACKGROUND: Resolution 16-16 is administrative support for Capital Outlay Appropriation 13-1830. This is 2013 Capital Outlay Appropriation for $325,000.00 which the city earmarked for Union and Montana Streets widening to four lanes. This Resolution is necessary to complete the reimbursement process. A. See attached first page of 2013 Agreement. B. See attached proposed Resolution. FINANCIAL CONSIDERATION: This is $325,000.00 legislative grant. LEGAL REVIEW: Not required. BOARD OR COMMITTEE ACTION: No prior action. STAFF RECOMMENDATION: Recommend Committee to send to full City Council. 27 28 29  ROSWELL, NEW MEXICO Infrastructure Committee Roswell Civic and Convention Center 912 N. Main Street, Roswell, NM 88201 Tuesday, February 16, 2016 at 6:00 p.m. ACTION REQUESTED: Recreation Center Naming BACKGROUND: The Parks and Recreation Commission voted unanimously in favor of naming the recreation center Cesar Chavez Recreation Center. On January 26, 2016, General Services Committee voted unanimously in favor of naming the recreation center Cesar Chavez Recreation Center. Mayor Kintigh has put the Recreation Center Naming on a Special City Council Agenda for February 29, 2016. Mayor Kintigh sent the Recreation Center Naming back to the Infrastructure Committee for further public input. FINANCIAL CONSIDERATION: Changing the name of the Yucca Recreation Center at this time can jeopardize funding that we plan to receive from the State to towards this project. LEGAL REVIEW: N/A BOARD OR COMMITTEE ACTION: On January 19, 2016, the Recreation Center Naming went before the Infrastructure Committee as a non-action item. STAFF RECOMMENDATION: To approve the Recreation Center Naming of Cesar Chavez Recreation Center. 30