EDDY COUNTY BOARD OF COMMISSIONERS MINUTES OF A REGULAR MEETING OCTOBER 20, 2015

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1 EDDY COUNTY BOARD OF COMMISSIONERS MINUTES OF A REGULAR MEETING OCTOBER 20, 2015 BE IT REMEMBERED that the Eddy County Board of Commissioners held a regular meeting in Room 211 of the Eddy County Administration Complex on October 20, 2015 at 8:30 a.m. Crockett called the meeting to order. Rudometkin led the Pledge of Allegiance and the Salute to the New Mexico State Flag. Darlene Rosprim, Eddy County Chief Deputy Clerk gave the invocation. Present: SUSAN CROCKETT CHAIRMAN, DISTRICT 5 ROYCE PEARSON VICE-CHAIRMAN, DISTRICT 2 JAMES WALTERSCHEID COMMISSIONER, DISTRICT 1 GLENN COLLIER COMMISSIONER, DISTRICT 3 STELLA DAVIS COMMISSIONER, DISTRICT 4 RICK RUDOMETKIN COUNTY MANAGER KENNEY RAYROUX ASST. COUNTY MANAGER CAS TABOR COUNTY ATTORNEY ROBIN VAN NATTA COUNTY CLERK DARLENE ROSPRIM CHIEF DEPUTY CLERK GEMMA FERGUSON ASSESSOR TERRI RICHARDS TREASURER SCOTT LONDON SHERIFF GAY WEST ADMINISTRATIVE ASSISTANT ROXANN BRANNON HR DIRECTOR CHARLIE POWELL SAFETY OFFICER CAROL HENNINGTON I.T. DIRECTOR SHARON DODSON I.T. DEPARTMENT ESTEBAN ORTIZ I.T. DEPARTMENT ROBERTA SMITH FINANCE DIRECTOR RAY ROMERO PUBLIC WORKS DIRECTOR FABIAN GOMEZ LANDFILL SUPERVISOR DEBRA HICKS PETTIGREW ENGINEERING CHRISTINE MCCROSKEY PUBLIC WORKS FINANCIAL OFFICER BILLY MASSINGILL WARDEN DANNY STAFFORD FACILITIES DIRECTOR AMANDA MELVIN INTERIM COMMUNITY SERVICES DIRECTOR LINDA P. MARTINEZ INDIGENT CLAIMS ADMINISTRATOR STEVE MCCROSKEY CODE ENFORCEMENT SUPERVISOR ROBERT BRADER FIRE MARSHAL/FIRE SERVICE DIRECTOR KATIE ENGLAND CARLSBAD CURRENT ARGUS ELIZABETH LEWIS ARTESIA DAILY PRESS JIM GRANTNER PLANNING & DEVELOPMENT ADVISORY COMMITTEE

2 TIMED AGENDA 8:30 A.M.: 1. SERVICE AWARDS: Collier presented service awards to the following employees. a. DARLENE ROSPRIM, CLERK S OFFICE 20 YEARS: b. IMA LEE MELLARD, ASSESSOR S OFFICE 15 YEARS: c. YOLANDA SING, HUMAN RESOURCES 10 YEARS: d. AMY BREWER, CLERK S OFFICE 5 YEARS: SHORT BREAK FOR PICTURES: 2. BID AWARDS: TRAILING AGENDA: 1. APPROVE: a. RFB #B-15-08; CLERK S RECORD MANAGEMENT SYSTEM ROBERTA SMITH: Smith stated three bids were submitted and the Clerk had requested the bid be awarded to Property Info. Smith stated the Clerk had budgeted $75K, and would need to make an adjustment of $20,900. Van Natta pointed out the money would be expended out of the Clerk s Recording & Filing fund, which would not impact the general fund. Walterscheid moved, seconded by Davis to award B as recommended. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed 5-0. B was recorded as Timed Agenda Exhibit 2.a. a. COMMISSION MEETING MINUTES FOR OCTOBER 6, 2015: Commissioner Walterscheid stated he had spoken to Woods Houghton about the process that was followed when a steer was diagnosed with the Trichomaniasis disease and discovered an error in his comments on the subject. Under Commissioner Comments his statement should read if the bull was diagnosed the whole ranch was quarantined and the bull was sent to slaughter. Rudometkin stated the minutes could not be changed from what was stated at the meeting. Van Natta stated a notation would be made in today s minutes of the requested correction. Walterscheid moved, seconded by Collier to approve the Commission Meeting Minutes for October 6, Voting yes: Crockett, Davis, Walterscheid and Collier. Pearson abstained. Passed 4-0.

3 b. CHECK RUN APPROVAL LIST FOR SEPTEMBER, 2015: Davis moved, seconded by Pearson to approve the Check Run Approval List for September, Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed 5-0. The Check Run Approval List for September, 2015 was recorded as Exhibit 1.b. 2. TREASURER S REPORT TERRI RICHARDS: The Treasurer s report for September, 2015 was recorded as Exhibit REQUEST TO CHANGE THE NAME OF THE PLANNING & DEVELOPMENT COMMISSION TO EDDY COUNTY PLANNING & DEVELOPMENT ADVISORY COMMITTEE RICK J. RUDOMETKIN: Rudometkin explained the title of the newly developed Planning & Development Commission had caused some confusion. Commissioner Collier had requested in writing that the name be changed to differentiate between the Board of Commissioners. One was elected and the other was appointed by the Commission and volunteers. Collier felt the name was inappropriate and misleading. Collier moved, seconded by Walterscheid to approve the name change to Eddy County Planning & Development Advisory Committee. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed PURCHASE OF VEHICLES FOR SOUTH ROAD DEPARTMENT RAY ROMERO: Rudometkin noted money for this type of request was put back in the budget by the Board. Romero stated the replacements were part of a rotation plan to keep his fleet updated. Collier stated a local dealership was able to offer state pricing and he would like to keep the purchases local. Rudometkin stated due to the volume of vehicles sold by the vendor awarded, the state contract price was considerably cheaper. Walterscheid questioned if the vehicle for administration needed to be a Tahoe. Romero stated that was his vehicle and due to the amount of travel and places he had to go in the county a larger 4-wheel drive vehicle was needed. He reported his current vehicle had 46K miles and would be passed on to the Public Works Fiscal Officer. The other vehicle would be auctioned off. Davis moved, seconded by Pearson to approve the purchase of 2 vehicles for the South Road Department. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed QUEEN REPLACEMENT FIRE ENGINE ROBERT BRADER: Brader stated the current fire engine was a 1983 model and needed to be replaced. The pricing agreements were new so the exact price was not available; however, the estimate was just under $400K. Davis moved, seconded by Pearson to approve the purchase of a replacement fire engine in the amount of $400K to be taken out of 40% fire excise money. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed RESOLUTION AND AGREEMENT CONSENT AGENDA: Since all of the items listed below have been distributed to the Commissioners in advance for review

4 and are of a routine and non-controversial nature, they will be enacted by a single motion. Any Commissioner or the County Manager may remove an item from this resolution and agreement consent agenda if separate discussion is desired. Any item so removed shall be placed on the trailing agenda immediately following the approval of this resolution and agreement consent agenda or later, at a specific time or place on the trailing agenda. a. RESOLUTIONS: i. R-15-81; RESOLUTION DESIGNATING POLLING PLACES FOR PRIMARY/GENERAL ELECTIONS 2016 ROBIN VAN NATTA: b. AGREEMENTS: i. A ; GOODS & SERVICES AGREEMENT WITH MIKE S WELDING RAY ROMERO: ii. A ; RENEWAL AGREEMENT WITH WAGNER/CAT FOR LEASE OF LOADER FOR SANDPOINT LANDFILL RAY ROMERO: iii. A ; RENEWAL AGREEMENT WITH WAGNER/CAT FOR LEASE OF DOZER FOR SANDPOINT LANDFILL RAY ROMERO: iv. A ; MAINTENANCE AGREEMENT WITH CREATIVE COMPUTER RESPONSE MARK CAGE: v. A ; MAINTENANCE AGREEMENT/SUPPORT WITH PROFESSIONAL DOCUMENT SYSTEMS MARK CAGE: vi. A ; RECORD MANAGEMENT SYSTEM AGREEMENT WITH PROPERTY INFO CORPORATION ROBERTA SMITH: vii. A ; EMERGENCY REPORTING FIRE/EMS RECORDS MANAGEMENT ROBERT BRADER: Walterscheid moved, seconded by Davis to approve the Resolution/Agreement Consent Agenda. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed 5-0. R was recorded as Exhibit 6.a.i. A , A , A and A , A , A and A were recorded as Exhibits 6.b. i., ii., iii., iv., v., vi., and vii., respectively. 7. PROJECT UPDATES None. 8. TRAVEL REQUEST CONSENT AGENDA: Since all of the items listed below have been distributed to the Commissioners in advance for review and are of a routine and non-controversial nature, they will be enacted by a single motion. Any Commissioner or the County Manager may remove an item from this travel request consent agenda if separate discussion is desire. Any item so removed shall be placed on the trailing agenda immediately following this travel request consent agenda or later, at a specific time or place on the trailing agenda:

5 PRIOR: a. DETENTION OFFICER AND DETENTION TRANSPORT SERGEANT ATTENDED HANDGUN AND SHOTGUN INSTRUCTOR TRAINING FROM OCTOBER 12 THRU OCTOBER 16, 2015 IN SAN ANTONIO, TX: b. CYNTHIA SHARIF AND CECILIA SALCIDO ATTENDED DWI GRANT COUNCIL MEETING FROM OCTOBER 19 THRU OCTOBER 20, 2015 IN SANTA FE, NM: c. WARDEN AND DEPUTY WARDEN TO ATTEND DETENTION AFFILIATE MEETING FROM OCTOBER 20 THRU OCTOBER 23, 2015 IN RUIDOSO, NM: FUTURE: d. TOMMY RICH, C. J. ROMERO AND ALBERT GONZALEZ TO ATTEND PETRO COMPLIANCE CLASS FROM OCTOBER 26 THRU OCTOBER 27, 2015 IN LAS CRUCES, NM: e. CARA COOKE, DARLENE ROSPRIM AND ROBIN VAN NATTA TO ATTEND CLERK S AFFILIATE MEETING FROM OCTOBER 28 THRU OCTOBER 30, 2015 IN LAS CRUCES, NM: f. C. SHARIF, C. SALCIDO, D. HAMPTON, R. GALINDO, AND J. FOSTER TO ATTEND DWI AWARENESS DAY ON NOVEMBER 17, 2015 IN ROSWELL, NM: g. GEMMA FERGUSON, ARMANDO NAVA AND GAIL LOPEZ TO ATTEND IAAO CLASS FROM JANUARY 24 THRU JANUARY 29, 2016 IN PHOENIX, AZ: Davis moved, seconded by Walterscheid to approve the travel consent agenda. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed LEGISLATIVE ISSUES: None. 10.EMERGENCY BUSINESS: None. 11. PUBLIC COMMENTS/ANNOUNCEMENTS: (THREE MINUTE TIME LIMIT PER PERSON) None. 12.ELECTED OFFICIAL/DEPARTMENT HEAD COMMENTS/ANNOUNCEMENTS/ UPDATES: Romero warned there would be more weather on the way and asked everyone to be prepared and patient with possible road closures and other inconveniences caused by the storm. Ferguson reported the Assessor s Office would be holding public meetings in Artesia and Carlsbad to explain the rendering process. She would forward the dates to the Board once they were set.

6 Brader stated they would be holding the 1 st Annual Years of Service Recognition Ceremony for Volunteer Fire Fighters on Friday at the Carlsbad Country Club. He invited the Commission to attend. 13. COUNTY MANAGER COMMENTS/ANNOUNCEMENTS/UPDATES: Rudomet-kin stated he had attended a testimony hearing with Steve Koppelman f rom NMAC in front of the Tax Policy Committee in Santa Fe. Rudometkin and Koppelman had been asked to talk about the Hold Harmless Gross Receipts Tax. Koppelman testified about unfunded mandates, and he had spoken about roads and the impact in our community. Tax reform was also addressed and how to restructure the GRT to help counties implement the tax in a way to benefit their communities. Rudometkin stated he would be leaving today to attend the Multiline Board meeting. 14. COUNTY COMMISSIONER COMMENTS/ANNOUNCEMENTS/UPDATES: Collier reported the Artesia MVD had a big write up in the Artesia Daily Press which gave the public information on services provided. He commended Lala Stroman, Manager of Artesia MVD, for putting a plan together and implementing the changes. The office had achieved a high level of effectiveness, they were producing revenue, and were fully staffed. Collier stated as a member of the NMAC Board of Directors, he was present when Steve Koppelman announced that Rick Rudometkin had handled the presentation to the Tax Policy Committee like a skilled professional, he was concise, current and correct with the facts. Collier applauded Rudometkin and thanked him for his professionalism. Walterscheid reported he had attended the safety meeting last week. He mentioned three speakers; Transportation Secretary Church, Representative Brown and Dave Sepich, our representative on the Highway Commission. Secretary Church mentioned HWY 62/180 had a large number of accidents and deaths. Walterscheid stated the question was why a four lane highway was so dangerous. Church had sited driver inattention and speed as reasons. Brown reported she would propose that five percent be taken from severance tax fund to be used for roads. Brown indicated legislators were tired of hearing about accidents and statistics on how dangerous our roads were. She suggested a softer approach when talking with legislators about roads. Brown also reported the brine well at the south Y in Carlsbad had shown some movement. There was talk of creating an Authority which would be approved by the Legislature to oversee activity and obtain funding. Walterscheid stated Sharif gave a good presentation on the DWI program. He also noted that on November 3, 2015 a transportation meeting would be held in Santa Fe. The motion to approve Ernie Carlson as Eddy County s representative at these meetings was contingent on him making the presentation to the Commission before he spoke on our behalf. He was not here today and the Board would not meet before the 1 st meeting; Walterscheid wanted to know how this would be resolved.

7 Crockett stated she would travel to Santa Fe with the Bat Brigade for a premeeting with the Economic Development, Energy & Mineral, Transportation, Environmental and Tourism Committees to discuss the issues that would be the focus during the next session. She commended Defer for being pro-active and getting the trip organized. Crockett stated she was asked by Mayor Janway to sit in on the Brine Well Committee and asked Rayroux to join her. Rayroux would be the County s representative on the Advisory Committee. Secretary Martin had been here twice to attend meetings the group was way ahead on this issue. They were working on legislation and when complete they would bring that to the Board. Crockett asked everyone to keep Laurie Pruitt and family in their prayers. Pearson asked that we keep Jim Deason and his family in your prayers as his wife Janet passed away recently. 15. CLOSED MEETING: At 9:24 a.m., Crockett moved, seconded by Walterscheid in accordance with the State Of New Mexico Open Meetings Act, section h(2), authorizes the Board Of County Commissioners to hold a closed meeting to discuss the following: a: LIMITED PERSONEL MATTERS: i: County Manager s Annual Performance Evaluation. To reconvene at approximately 10:35 a.m. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed RE-OPEN MEETING: At 11:40 a.m. Crockett moved, seconded by Walterscheid to reopen the meeting. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed TAKE ACTION, IF ANY, ON ANY MATTER RELATING TO THE CLOSED MEETING: No action taken. 18. COMMISSION WORKSHOP - TRANSPORTATION PLAN AMANDA MELVIN: Melvin introduced Roy Gibson with Bohannan & Huston along with Debra Hicks. Gibson had been working on a Master Transportation Plan which would provide a foundation for future policies which could be implemented to guide not only transportation planning but land use development for the county. The project prioritization evaluation criteria would provide county decisionmakers with a process which was efficient, effective and well documented for selection and improvements of transportation-related projects. The plan would identify roadways and improvements needed which would help when requesting funding. Gibson reviewed the functional vs prioritization processes and asked the Commissioners to get any changes they may want regarding the allotted percentages given in the transportation plan to him by mid-december. This would allow him time to make any changes and present it at a public outreach meeting in Artesia. The power point presentation was recorded as Exhibit 18.

8 19. ADJOURN: At 11:16 a.m. Walterscheid moved, seconded by Collier to adjourn the meeting. Voting yes: Crockett, Pearson, Davis, Walterscheid and Collier. Passed 5-0. EDDY COUNTY BOARD OF COMMISSIONERS CHAIR ATTEST: DATE: