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CITY OF TUCUMCARI MINUTES April 24, 2008
The Tucumcari City Commission met for their regular meeting on Thursday, April 24, 2008, at 6:00 p.m. in the City Commission Chambers. Members present constituting a quorum were Antonio Apodaca, Jimmy Sandoval, Robert Lumpkin, and Jim Witcher. Commissioner Lafferty was absent.
City staff members present were John R. Sutherland, Jr., City Manager; Jeannette Maddaford, City Clerk/Assistant Finance Director; Erin Baca, Administrative Assistant; Mike Cherry, Fire Chief; Joe Ramirez, Waste Water Superintendent; Rusty Shafer, Police Officer; and Yvette Fazekas, Grant Writer.
Mayor Pro Tem Witcher, Pastor of the First Christian Church, gave the invocation and Mayor Apodaca led the group in the Pledge of Allegiance.
Consideration of Deletions to Agenda
None
Approval of Minutes
A motion was made by Commissioner Lumpkin and seconded by Mayor Pro Tem Witcher to approve the minutes of the April 10, 2008 regular Commission meeting. Roll Call:
Witcher Sandoval Apodaca Lumpkin Yes Yes Yes Yes
Approval of Vouchers
A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Lumpkin to approve the City vouchers. Roll Call:
Sandoval Apodaca Lumpkin Witcher Yes Yes Yes Yes Items from Citizens
Don Falls, City resident, reported he has lived in Tucumcari for a year and loves it. He reported he and his wife have purchased a couple of properties with historical significance and are restoring the former Episcopal Church on Aber and Jackson. He noted he had been thinking about some things which he shared. Number one - much has been said about the Sands Dorsey building, i.e. studies made of it, restoring, tearing down, etc. He acknowledged the easy thing is to knock the building down, but when that is done another vacant lot is created, the tax base is gone, and another treasured landmark is gone and as a result Tucumcari will not have many buildings left to pass the history on to future generations. He likened Sands Dorsey to McDonalds of that day. He acknowledged that the City has to think of the economics, but has all avenues been exhausted; as Washington, DC, always seem to figure out a way to rebuild their buildings. The second item on his list was that there is no second chance for first impressions. When he first drove in to Tucumcari there were many vacant lots with weeds decorated with plastic bags and many lots after a year are still the same. He stated that he did not see uniformity in enforcing the cleaning ordinance and it would make a better impression on the tourists and visits to see a clean town. His third concern was the street gutters full of dirt and weeds growing up through the pavement. He asked whose responsibility it was to clean the streets. He stated that he had taken the responsibility to clean his street, but felt there were many people that could not do that for themselves. He asked if the City had any plan to clean the streets. He thought a dump truck, a bobcat, and six guys could accomplish a lot of street cleaning. In addition he pointed out the yellow curb paint is chipped and unsightly and feels people who drive through Tucumcari think “this town is dying”. He stated that if the City is unable to do this, would it be allowable for citizens to paint their own curb. He offered to paint his own curb if the City would provide some paint as this would not be that much of an economic drain. He assured everyone the outward appearance is important if people are going to be attracted to Tucumcari and could eventually become a destination city. He stated that he loves it in Tucumcari, but wants to help make the City a better place. Mayor Apodaca said the City would take his concerns under advisement.
Proclamations
Mayor Apodaca proclaimed May 4-10, 2008 as Teacher Appreciation Week by reading the Proclamation and presenting it to Shannon McElroy and Yvette Fazekas. Fazekas noted they were representing the Tucumcari Middle School PTO and would be recognizing the teachers Monday through Thursday during the week of May 4-10.
Resolutions and Ordinances
RESOLUTION 2008-13 BUDGET ADJUSTMENT RESOLUTION. City Manager Sutherland presented the resolution and reported the annual audit cost twice as much as anticipated this year due to having both the 2005-2006 and 2006-2007 fiscal years audited when only one year had been budgeted for this year. Also since a new accounting firm was selected for 2006-2007, the cost ran higher than in previous years. Therefore, a budget adjustment was presented to transfer $75,000 from the Executive Capital Outlay line item to Finance Audit Fees line item. A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Lumpkin to approve Resolution 2008-13. Roll Call:
Apodaca Lumpkin Witcher Sandoval Yes Yes Yes Yes
RESOLUTION 2008-14 REORGANIZATION PLAN. Manager Sutherland reported during the Commissioners’ work session, conducted the prior week, the reorganization plan was reviewed. Currently there is no formally approved organization chart for the City of Tucumcari. He pointed out most all the boxes listed on the organization chart currently report directly to him which makes for an unwieldy organization. He noted the Strategic Goals and Objectives adopted by the City Commission six months ago addressed a goal of reducing and streamlining City operations, which the Organization Plan accomplishes. Commissioner Sandoval asked if this Resolution could be voted on at anytime or as time goes along. Mayor Apodaca asked if the plan had a target date of six months. Sutherland noted the Resolution mentions that the chart will be a working document and will be the first of many steps toward improving strategic planning, implementation, which will be accomplished over the course of the 2008-2009 fiscal year. A motion was made by Commissioner Lumpkin and seconded by Mayor Pro Tem Witcher to adopt Resolution 2008-14 so the City can start working on the implementation of the Reorganization Plan and leave the time line to the City Manager. Roll Call:
Apodaca Lumpkin Witcher Sandoval Yes Yes Yes No
City Manager’s Report
City Manager John Sutherland asked City Finance Director Marty Garcia to give a report on the prior month’s Gross Receipts Report. He noted that the City continues to see volatility from month to month. The City is 13.26% above the three-year average. The construction tax is $436,000, which is up over the three-year average of $218,000. According to Garcia, the City’s economy seems to be going strong even with major construction ceasing it shows to have a 3% increase of $68,000 over the three-year average. Since the budget was conservative, the City only budgeted a 3% increase in gross receipts tax for 2007-2008. So he hoped the economy continued in the same fashion or better for Tucumcari.
Sutherland gave a monthly water report stating that 28,082,000 gallons were produced in March, which shows the City 2.5% higher than last year with a cumulative increase of 5%. He reported that he met with Workers Compensation representatives on April 4 who recommended the creation of a full-time Safety Director which would help the City save as much in premiums as the cost of the Safety Director’s salary and said it would behoove the City to talk about this during budget discussions. April 14 he attended the regular monthly meeting of the Greater Tucumcari Economic Development Corporation. April 15 the City Commission had a productive work session regarding the reorganization of the City’s operations, discussed the formal adoption of an organization chart, and had a mid-year budget review. April 16 he met with the City’s core infrastructure team to discuss the capital assets improvement plan to develop a plan for the City to do at least one project each year from City funds, i.e. water, sewer, and streets projects. They would like to address street paving, but the team made it very clear, you do not address street paving until the underground infrastructure is addressed as well. A plan will be developed to devote a certain amount of money each year from the City’s budget to do a project of that scope, so there would be a noticeable visible impact on the street, sewer, and water systems. On April 21 he met with Jim Lafferty of Tucumcari General Insurance and representatives of New Mexico Mutual to review the City’s employer experience modification rate, work comp history, and methods the City can utilize to reduce workers comp premiums plus provide resources the City could access to improve safety awareness and consciousness. April 22 he attended the McMullen Foundation to support the City’s funding request for an automated sprinkler system for City park(s). April 22 he attended the regular meeting of the Planning and Zoning Commission. April 23 he traveled to Santa Fe with Community Development Director Doug Powers to attend the Water Trust Board meeting where the City will receive $252,000 for engineering, planning, and design of water wells, water storage, and transmission lines from the Hoover Well Field. The City is continuing to work with engineering firm of HDR and USDA RUS to develop financing solutions for the wastewater treatment plant renovations, the Date Street Lift Station, Sixty Six Lift Station, and he talked to USDA people today and the pumping picture is still in flux. Proposals for the construction work came in higher than the original estimates and in order to carry on the project, they are seeking additional funding.
Bids and Contracts
City Manager Sutherland reported five proposals were received from construction firms to do the renovation work for the Wastewater Treatment Plant Facility Improvements - Phase II Solid Handling and Headworks Modifications. The lowest responsive bidder, LCI2 Construction Inc., was recommended by HDR Engineering to do the renovation work. All of the bids came in higher than what the City was expecting, so the Commissioners were asked to accept the bid of $3,895,407.36 from LCI2 contingent upon additional financing so the City can move forward with the project. A motion was made by Commissioner Lumpkin and seconded by Mayor Pro Tem Witcher to approve the recommendation of LCI2 Construction Company for the Wastewater Treatment Facility Improvements Phase II contingent upon securing additional financing. Roll Call:
Sandoval Apodaca Lumpkin Witcher Yes Yes Yes Yes
The City Manager presented Contract Amendment No. 1 and Notification of Grant Award with the New Mexico Long Term Services Department to reflect a decrease of $7,500 in the Foster Grandparent Program which will be reallocated to another agency due to being over budgeted by the State based on the prior agency’s budget. The Manager recommended approval. A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Sandoval to approve the Foster Grandparent Program Contract Amendment No. 1. Roll Call:
Witcher Sandoval Apodaca Lumpkin Yes Yes Yes Yes
The City Manager presented a Contract Amendment 1 and Notification of Grant Award from the New Mexico Long Term Services Department to reflect a decrease of $20,000 in the 2007-2008 Senior Companion Program. He explained both grants were funded based on the prior agency’s budget which caused the City to receive extra money which could be reallocated to another Senior Companion Program. The Manager recommended approval. A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Lumpkin to approve the Contract Amendment No. 1 for the Senior Companion Program. Roll Call:
Sandoval Apodaca Lumpkin Witcher Yes Yes Yes Yes
Old Business
Mayor Apodaca acknowledged the Planning and Zoning minutes of March 25, 2008.
New Business
Lynn Hudson, Mother Road Rally Lodgers Tax Recipient, presented information on the expenditure of their funds for the 2008 Mother Road Rally. She handed out brochures of the upcoming rally to be held on Fathers’ Day Weekend and presented a poster for City Hall. She reported that 2006 the Lodgers Tax Board granted $4,000, which was all spent for advertising. In 2007 they received $2,000 and added the bandannas that were extremely well received. In 2008, they received $500 from the Lodgers Tax Board and have already spent $350 with Rocky Mountain Thunder magazine listing the rally. They have spent $750 on the posters and brochures and they are going to spend $850 on bandannas again and will probably cut back on radio and newspaper to $500. When asked how many people the Rally brings in, Hudson stated it was about 1,000 people from out of town. She also reported last year they made a $2,500 donation to the Outdoor Classroom and $2,500 to the Quay County Little League Association. Commissioner Lumpkin commended the Mother Road Rally for turning the money back into areas that benefit the youth. She noted their 2008 brochure includes all the motels and RV parks to encourage the attendees to stay in Tucumcari.
Mike Cherry presented the Annual New Mexico State Fire Marshal’s Office 2009 Municipal Fire Protection Fund Distribution for the 2009 fiscal year application for the operational budget. A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Sandoval to approve the Fire Protection Fund Distribution application. Roll Call:
Apodaca Lumpkin Witcher Sandoval Yes Yes Yes Yes
City Clerk Jeannette Maddaford reported the Senior Citizens Advisory Board had a vacancy which was advertised with one application received. A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Lumpkin to appoint Sue Gholson to the unexpired term of Betty Boatman. Roll Call:
Apodaca Lumpkin Witcher Sandoval Yes Yes Yes Yes
City Manager Sutherland presented the Federal Equitable Sharing Agreement as amended to include the new Police Chief Roger Hatcher’s name which allows the City to recover seized items through drug arrests. The City Manager recommended the approval of the agreement. Mayor Pro Tem noted that the money must be utilized drug related expenditures. A motion was made by Mayor Pro Tem Witcher and seconded by Commissioner Lumpkin to approve the Federal Equitable Sharing Agreement valid through September 30, 2008. Roll Call:
Lumpkin Witcher Sandoval Apodaca Yes Yes Yes Yes
Items from Commissioners
Commissioner Sandoval noted that summer time is coming and it is time for exercise. He also noted that trash and blowing bags are decorating the weeds in the empty lots. He hoped people would combine the two activities and help rid the trash throughout the City.
Commissioner Lumpkin thanked Mr. Falls for coming to the Commission meeting and noted that there are no negative comments and he appreciated the information being brought before the Commissioners. He stated that he would like to change the Commission format where the Commissioners could have answers for the citizens who have comments rather than waiting the entire meeting to hear a response. He noted that the City Manager and staff will take note of his concerns. He invited Mr. Falls to come again to a City Commission meeting, as the public is always welcomed. He also noted that some of the points that Mr. Falls brought up are not always easy to fix and while the City wants to be expedient, they must consider safety.
Mayor Pro Tem Witcher noted that there was one avenue that had not been explored. He stated that there are several buildings that need to be fixed such as Sands Dorsey and the Princess Theater and the bottom line is money. He asked if the City Manager could have someone look into a bond election, then the citizens could decide if they wanted to pay for the bonds to help clean up the City. Sharon Quarles, citizen, asked if the bond money could apply to properties belonging to citizens.
Mayor Apodaca stated that he was meeting with a Tucumcari High School Crises Committee and they are asking about tornado sirens, so he asked the topic to be on the next agenda.
Adjournment
There being no further business, a motion to adjourn was made by Mayor Pro Tem Witcher and seconded by Commissioner Lumpkin. Time noted 6:50 p.m. Roll Call:
Witcher Sandoval Apodaca Lumpkin Yes Yes Yes Yes
______________________________ Antonio Apodaca, Mayor
ATTEST:
____________________________ Jeannette Maddaford, City Clerk
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