Legal Committee

Regular Meeting of the Legal Committee Held in the Conference Room at City Hall May 31, 2018 Notice of this meeting was given to the public in compliance with Section 10-15-1 through 10-15-4 NMSA and Resolution 17-49. ROLL CALL The meeting convened at 4:04 p.m. with Chair Stubbs presiding and Councilors Peterson, Sanchez present. Councilor Foster was absent. Staff present: Scott Stark, Aaron Hollman, Bill Bartlett, Devin Graham, Ana Nieto, Lupita Everett, and Parker Patterson. Guests present: Larry Connolly and Alison Penn. APPROVAL OF AGENDA Councilor Sanchez moved to approve the May 31, 2018, 2018, Legal Committee meeting agenda, removing item number 1A, NM DOT lease, under regular items and item number 7 Award ITB 18-004. Councilor Peterson was the second. A voice vote was 3-0, and the motion passed. APPROVAL OF MINUTES Councilor Peterson moved to approve the April 30, 2018 Legal Committee minutes with the corrections. Councilor Sanchez was the second. A voice vote was 3-0, and the motion passed. REGULAR ITEMS 1. RIAC agreements- (A) Veterinarians Outlet of NM, Inc. - Mr. Stark stated that Veterinarians Outlet of NM, Inc. leases a portion of the building for the purpose of soaps, sanitizers, and detergents associated with the dairy industry. New rent amount is $1,567 monthly; $18,804 annually. Rent adjustment is 2.53%. Veterinarians Outlet of NM, Inc. has been customer since June 2006. Councilor Sanchez moved to send to full Council on consent agenda recommending approval of Veterinarians Out of NM, Inc. to renew his lease agreement on building no. 112A subject to all terms and conditions of the lease. Councilor Peterson was the second. A voice vote was 3-0, and the motion passed. (B) Walker Aviation Museum Fdn. - Mr. Stark stated that Walker Aviation Museum Foundation leases the office space for operating a museum associated with the former Walker Air Force Base. Rent amount is $154 monthly; $1,848 annually. Rent adjustment is 2.67%. Walker Aviation Museum Foundation has been a customer since July 2010. Councilor Peterson moved to send to full Council on consent agenda recommending approval of Walker Aviation Museum Foundation to renew their lease agreement in building no. 1 subject to all terms and conditions  of the lease. Councilor Sanchez was the second. A voice vote was 3-0, and the motion passed. (C) Partain - Mr. Stark stated Partain leases the building for the purpose of aircraft storage and maintenance. Rent amount is $188 monthly; $2,256 annually. Rent adjustment is 2.17%. David L. Partain has been a customer since July 2002. Councilor Sanchez moved to send to full Council on consent agenda recommending approval of Partain renew their lease agreement on “T” Hangar No. 120 space 1 subject to all terms and conditions of the lease. Councilor Peterson was the second. A voice vote was 3-0, and the motion passed. 2. Resolution 18-32-Federal Aviation Administration - Mr. Stark discussed that Resolution 18-32 is to authorize the Mayor to accept funding assistance from the Federal Aviation Administration on behalf of the City of Roswell. Mr. Stark stated that the City made an application to the FAA for grant of federal funds for project development at the RIAC, has approved projects for airport development at the RIAC, and that it is the intent of the governing body to accept the grant offer made by the FAA. Councilor Sanchez moved to send to full City Council to authorize the Mayor to accept funding from Federal Aviation Administration. Councilor Peterson was second. A voice vote was 3-0, and the motion passed 3. Resolution 18-33- Authorizing Manager to accept NM Aviation Funds.- Mr. Stark discussed Resolution 18-33 authorizing the City Manager to apply for, accept and execute Grant Agreements for all funding assistance from the State of New Mexico Aviation Division on behalf of the City of Roswell for project development at the Roswell International Air Center. Mr. Stark stated the grant of state funds is for project development at the RIAC. The State of NM has approved projects for airport development at the RIAC and it is the intent of the governing body to accept the grant offers made by the State of NM through its Aviation Division. Councilor Peterson moved to send to full City Council to authorize the City Manager to apply and accept funding from NM Aviation. Councilor Sanchez was second. A voice vote was 3-0, and the motion passed 4. Award of RFP 18-008 – Fleet Management and Maintenance – Ms. Everett discussed the RFP-18-008 Fleet Management and Maintenance Service and authorization for City Manager to enter into contract negotiations with First Vehicle Services. Ms. Everett stated that this RFP was posted and four proposals were received on April 24, 2018. Three proposals were rejected as not responsive and the evaluation committee reviewed one. Councilor Sanchez moved to send to full City Council on the recommendation to award RFP 18-008 Fleet Management and Maintenance and Councilor Peterson was the second. A voice vote was 3-0, and the motion passed. 5. Reject Award of RFP 18-014 - Ms. Everett discussed that this RFP was posted and two proposals were received on April 24, 2018. One proposal was rejected and one was evaluated. Ms. Everett stated that the Evaluation Committee’s recommendation was to reject proposals and to terminate RFP-18-014 Fire Apparatus Preventive  Maintenance and Repair Services. Councilor Sanchez moved to send to full City Council on the recommendation to reject award of RFP 18-014. Councilor Peterson was the second. A voice vote was 3-0, and the motion passed. For the Record: During the discussion of the Fire Apparatus Maintenance RFP, the Committee considered long term development of in house personnel that can service and maintain these vehicles for the Department. 6. Reissue RFP 18-014 - Fire Preventive Maintenance & Repair Services – Ms. Everett discussed that staff was requesting that the revised RFP-18-014 (2nd Posting) Fire Preventive Maintenance & Repair Services to be approved for reissuance including the amended scope of services. Ms. Everett stated since RFP has so many rejection they will clarify the proposals better. Councilor Sanchez moved to send to full City Council on the recommendation to reissue RFP 18-014. Councilor Peterson was the second. A voice vote was 3-0, and the motion passed. 7. Proposed Ordinance 18-04 - Mr. Holloman discussed the advertisement for a public hearing of proposed Ordinance 18-04 amending Sec. 2-96 of the Roswell City Code pertaining to definitions and applicability of the ordinance governing boards and commissions. Mr. Holloman stated the ordinance specifies that if there need to be any changes to the structure of a board or commission they can be outlined in the originating document without creating a conflict in the laws. Councilor Stubbs moved to send to full Council a recommendation to approve Proposed Ordinance 18-04 updating definitions for boards and commissions and to advertise for a public hearing in July. Councilor Peterson was second. A voice vote was 3-0, and the motion passed. CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS In revisiting non-action items from previous meetings: (1) The Mayor is reviewing the City Manager evaluation. (2) The City Manager is outlining plans for a review of financial policies and procedures. (3) Eighth and Sycamore Street project is still moving forward with the appraisal and survey of the property in question needed to make it a square intersection. PUBLIC PARTICIPATION None ADJOURN The meeting adjourned at 5:20 pm.