REGULAR MEETING OF THE CITY COMMISSION MONDAY, DECEMBER 14, 5:30 P.M. CITY COMMISSION CHAMBERS, 214 S. LOVE STREET

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1 REGULAR MEETING OF THE CITY COMMISSION MONDAY, DECEMBER 14, 5:30 P.M. CITY COMMISSION CHAMBERS, 214 S. LOVE STREET Call to Order: The meeting was called to order by Mayor Gandy at 5:30 p.m. Present and answering roll call: Commissioner Benge, Commissioner Trujillo, Commissioner Butcher, Commissioner Campos, and Mayor Gandy Also Present: City Manager James Williams, City Attorney Patrick McMahon, Deputy Police Chief Jeff Herweg, Code Enforcement Laura Brock, and Administrative Assistant Anna Juarez Invocation: Commissioner Campos gave the invocation. Pledge of Allegiance: Commissioner Campos led the pledge. Approval of Agenda: Mayor Gandy called for a motion. Commissioner Trujillo so moved to approve the agenda. Commissioner Campos seconded and a roll call was taken: Commissioner Trujillo Yes, Commissioner Butcher Yes, Commissioner Campos - Yes, Commissioner Benge Yes, and Mayor Gandy Yes. Approval of the Regular Meeting Minutes of November 23, 2015: Mayor Gandy called for a motion. Commissioner Campos so moved to approve the regular meeting minutes of November 23, 2015; Commissioner Butcher seconded. Roll call was taken: Commissioner Butcher Yes, Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, and Mayor Gandy Yes. COMMISSIONER AND STAFF REPORTS: Commissioner Butcher stated he is in favor of seeing the Veteran s Memorial and Judicial Complex stay in the City of Lovington. Mayor Gandy stated neighborhood watch sign on Avenue D on 17 th is faded, not sure if it needs to be replaced or taken down. Mayor Gandy stated streets light on the south side of town by Cheese Plant are out. Commissioner Benge asked if City of Lovington is prepared for new Judicial Complex; City Manager Williams stated City of Lovington does have long term projects to help with traffic issue, construction on Commercial and 17 th bypass which will include drainage improvements, central plaza improvements, and the multi-use trail will connect park to central plaza which all are part of the Comprehensive plan for the City of Lovington. City Manager Williams stated the City will be considering vacating utility easement and moving sewer line to accommodate the Page 1 of 6

2 new Judicial Complex site; and the destination for eating, shopping and relaxing is the Downtown area. Commissioner Benge stated City of Lovington is in the early stages of Keeping America Beautiful project and asked if anyone is interested to attend meeting on Thursday at 5:00 p.m. at the Town Hall. Deputy Chief of Police Jeff Herweg stated Chief of Police David Rodriguez sends his regards, but he had to attend a state mandated meeting tonight. City Manager Williams wished everyone a Merry Christmas. NON-ACTION ITEMS: Employee Recognition: City Manager Williams thanked and recognized Darren Click for 35 years of service with the City of Lovington. Discussion of Lovington Community Wellness and Fitness Center: David Shaw, CEO of Nor-Lea Hospital, presented a proposed Health and Wellness Center for the City of Lovington. Mr. Shaw presented concepts for the center, operating costs, and proposed financial commitments. Mr. Shaw asked Commissioner to consider an endorsement to this plan for a monthly maximum cost of $9,375 for a 5 year commitment; this project would require a partnership between the hospital, City, County, and Schools in order to be successful. Commissioners discussed liability issues, security system, and fixed monthly cost to City. City Manager Williams stated expense will come out of general funds; the additional GRT from construction would help offset the first year of expense. City Manager Williams stated looking at the budget this year there is a 45% reserve; though the budget will need to be reviewed to consider long term investment. Discussion only, no action was taken. Waste Management Presentation: Lance Allen, Area Manager of Waste Management and Curtis Harris, District Manager of Southeastern New Mexico, presented to the Commissioners information on how they will be addressing service issues and improving communication with the public. Mr. Allen stated employees are offered great benefits, reasonable pay, and employees are crossed train in case of illness and/or shortage of drivers. Commissioner Benge thanked Waste Management for being a huge sponsor of Keep America Beautiful. Discussion only, no action was taken. Discussion of Housing Incentive Program: City Manager Williams informed Commissioners of Housing Production Services is set to expire on December 31, This program, in a partnership with Lea County, has provided housing access to a $6,000 reimbursement for infrastructure development and installation costs on projects that produce a minimum of 4 new homes. Sites which have been developed are the Bridlewood Estates, Dimsha Estates, Lovington Trails Complex, Goldcreek Homes, and Sunrise Addition with a total of 179 units, 138 units completed and 41 units remaining for completion. Total project cost of $840,870 with a committed funding remaining of $59,130. City Manager Williams discussed census data concerning housing shortage. Page 2 of 6

3 City Manager Williams asked Commissioners for direction on releasing another RFP using the same guidelines contingent with Lea County providing same level of funding. Commissioners stated housing incentive is an awesome idea, City of Lovington needs to continue to grow, and growth will help with filling new job openings. Commissioners discussed concerns with funding and commitment with Lea County. Discussion only, no action was taken. Discussion of Appointments to Senior Citizen Board, Planning and Zoning Commission, Library Board, and Extraterritorial Zoning Board: City Manager Williams informed Commissioners of expiring terms for January or February 2016; positions will be advertised and appointments will be presented at the January 11, 2016 meeting. Commissioner Trujillo asked if possible to survey Senior Members to see if they are happy with board or direction of Senior Center. Discussion only, no action was taken. ACTION ITEMS: Consider Advertisement of Ordinance 541: Lovington EDC Project Participation Agreement: Mayor Gandy called for a motion. Commissioner Trujillo so moved to consider advertisement of Ordinance 541: Lovington EDC Project Participation Agreement; Commissioner Butcher seconded. City Manager Williams addressed Commissioners of permission to advertise ordinance 541 authorizing the Mayor to execute the Project Participation Agreement between the City and the Lovington EDC. The Lovington Economic Development Corporation has submitted a request for funding assistance for an economic development project utilizing the LEDA Fund. This project will provide funding for the engagement of a firm to provide a retail market analysis, strategic planning, retail recruitment and development within the City of Lovington. This project would entail a three year commitment from the City and the EDC; total cost of $110,000. City Manager Williams stated for project to be successful, EDC would have to create at least three new businesses and at least twelve full time jobs directly employed by one or all of the new businesses; if not EDC would need to pay back funds to the City. Final consideration for adoption would occur at the January 25, 2016 Commission Meeting. Evelyn Holguin, Director of EDC, discussed with Commissioners and Staff the success rate and failures of the retail marketing firm; Mrs. Holguin has done her due diligence of retail marketing firm. Mrs. Holguin stated she has looked at retail marketing firm that have worked with similar demographic and natural resources cities that resemble the City of Lovington. There being no further discussion, a roll call was taken: Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, and Mayor Gandy Yes. Motion was approved. Consider Amendment to Resolution : Election Resolution: Mayor Gandy called for a motion. Commissioner Benge so moved to consider amendment to Resolution : which addresses the electronic vote tabulator as listed in item H to remove from Election Resolution; Commissioner Trujillo seconded. City Manager Williams addressed Commissioners of amendment to resolution that was previously Page 3 of 6

4 adopted by the City Commission on November 23, The amendment will only remove the model of the electronic vote tabulator as listed in item H. In addition, the amended Resolution will have a new adoption date of December 14, 2015; resolution will be re-advertised. There being no further discussion, a roll call was taken: Commissioner Benge Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, Commissioner Campos Yes, and Mayor Gandy Yes. Motion was approved. Consider Resolution : NMFA Planning Grant Execution: Mayor Gandy called for a motion. Commissioner Butcher so moved to consider approving Resolution : NMFA Planning Grant Execution; Commissioner Campos seconded. City Manager Williams addressed Commissioners of resolution which will authorize the Execution and Delivery of the NMFA Local Government Planning Grant that was utilized to develop the 2015 City of Lovington Comprehensive Plan. City of Lovington will receive $50,000 reimbursement from this grant for the project. There being no further discussion, a roll call was taken: Commissioner Trujillo Yes, Commissioner Butcher Yes, Commissioner Campos Yes, Commissioner Benge Yes, and Mayor Gandy Yes. Motion was approved. Consider Resolution : Budget Adjustment and Transfers: Mayor Gandy called for a motion. Commissioner Campos so moved to consider Resolution : Budget Adjustment and Transfers; Commissioner Butcher seconded. City Manager Williams addressed Commissioners of the Department of Finance modifying their reporting requirements for City Quarterly Financial Reports, to include a new BAR form/workbook that tracks City budgets by fund. However, some of the beginning budgets on this new form are not correct, or match City interim Budget and cannot be changed without a formal resolution from City Commission. There being no further discussion, a roll call was taken: Commissioner Butcher Yes, Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, and Mayor Gandy Yes. Motion was approved. Consider Resolution : Open Meeting Act: Mayor Gandy called for a motion. Commissioner Benge so moved to consider Resolution : Open Meeting Act; Commissioner Trujillo seconded. City Manager Williams addressed Commissioners of the required annual Resolution that states the City s policy on where meetings of the governing body will be conducted, when they will be conducted, and how much notice will be provided for any meeting convened by the City Commission. There being no further discussion, a roll call was taken: Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, and Mayor Gandy Yes. Motion was approved. Consider Resolution Approving Variance for Multi-Generational Housing in the Accessory Dwelling at 1101 W. Taylor: Mayor Gandy called for a motion. Commissioner Benge so moved to deny variance for Multi-Generational Housing in the accessory dwelling at 1101 W. Taylor; Commissioner Trujillo seconded. City Manager Williams Page 4 of 6

5 addressed Commissioners of property owner requesting a variance to allow for an accessory dwelling located in a separate garage located on the property. No recommendation was given as no motion to approve or deny was provided by the Planning and Zoning Commission to City Commission. City Manager Williams stated Staff is recommending denying variance based on property owners need for variance is self-imposed, Staffs inability to enforce or confirm multi-generational status, and question of variance passing to next owner of property and their intended use. Commissioner Benge clarified property owners are trying to manipulate the definition so they can try to get an appraisal, so they can get a dollar for dollar weight of both structures; appraisals do not work that way. There being no further discussion, a roll call was taken: Commissioner Benge Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, Commissioner Campos Yes, and Mayor Gandy Yes. Motion was approved. Consider Award of 2016 Car and Truck Repair Bid: Mayor Gandy called for a motion. Commissioner Trujillo so moved to consider award of 2016 Car and Truck repair bid; Commissioner Campos seconded. City Manager Williams informed Commissioners of the one bid received by Valentine s Auto Services for indefinite quantity for vehicle repairs; beginning in January 1, 2016 and ending on December 31, There being no further discussion, a roll call was taken: Commissioner Trujillo Yes, Commissioner Benge Yes, Commissioner Butcher Yes, Commissioner Campos Yes, and Mayor Gandy Yes. Motion was approved. Consider Award of 2016 Indefinite Quantity Tire Repair Bid: Mayor Gandy called for a motion. Commissioner Campos so moved to consider award of 2016 indefinite quantity tire repair bid; Commissioner Butcher seconded. City Manager Williams informed Commissioners of two bids received from Lovington Tire Services and M&R; M&R submitted an incomplete bid form. There being no further discussion, a roll call was taken to award tire repair bid to Lovington Tire Service Inc.: Commissioner Butcher Yes, Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, and Mayor Gandy Yes. Motion was approved. Consider Award of Bid A: Water Meter Procurement: Mayor Gandy called for a motion. Commissioner Trujillo so moved to consider award of Bid A: Water Meter Procurement; Commissioner Campos seconded. City Manager Williams informed Commissioners of project which City receive Capital Outlay funding of $575,000; Western Industrial Supply and Benchmark Supply Company submitted bids and were evaluated, with one of the bids being ruled an incomplete submission. Commissioner Trujillo amended motion to award Bid A to Western Industrial Supply; Commissioner Butcher seconded. There being no further discussion, a roll call was taken to award Bid A to Western Industrial Supply: Commissioner Butcher Yes, Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, and Mayor Gandy Yes. Motion was approved. There being no further discussion, a roll call was taken for motion to consider award of Bid A: Water Meter Page 5 of 6

6 Procurement: Commissioner Campos Yes, Commissioner Benge Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, and Mayor Gandy Yes. Motion was approved. Consider Award of Bid B: Water Meter Installment: Mayor Gandy called for a motion. Commissioner Benge so moved to consider award of Bid B: Water Meter Installation to File Construction LLC; Commissioner Trujillo seconded. City Manager Williams informed Commissioners of bid for water meter installation requesting quote of at least 500 meters; part of the Capital Outlay funding allows for this installation. Approximately 1,300 meters can be replaced in 87 days this fiscal year. There being no further discussion, a roll call was taken: Commissioner Benge Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, Commissioner Campos Yes, and Mayor Gandy Yes. Motion was approved. Consider Approval of Accounts Payable: Mayor Gandy called for a motion. Commissioner Benge so moved to approve the accounts payable; Commissioner Butcher second. There being no further discussion, a roll call was taken: Commissioner Trujillo Yes, Commissioner Butcher Yes, Commissioner Campos Yes, Commissioner Benge Yes, and Mayor Gandy Yes. Motion was approved. PUBLIC COMMENT: Clint Laughrin asked Commissioners to attend Lea County Meeting on Thursday to show support to keep Judicial Complex Downtown. Mr. Laughrin asked Commissioners not to consider vacating anymore arterial streets. ADJOURNMENT: There being no further business, Mayor Gandy adjourned, the meeting at 7:03 p.m. APPROVED: SCOTTY GANDY, MAYOR ATTEST: CAROL ANN HOGUE, CITY CLERK Page 6 of 6

7 SPECIAL MEETING OF THE CITY COMMISSION TUESDAY, DECEMBER 29, 5:30 P.M. CITY COMMISSION CHAMBERS, 214 S. LOVE STREET Call to Order: The meeting was called to order by Mayor Pro-Tem Benge at 5:30 p.m. Present and answering roll call: Commissioner Campos, Commissioner Trujillo, and Mayor Pro-Tem Benge Also Present: City Manager James Williams and Police Chief David Rodriguez Invocation: Mayor Pro-Tem Benge gave the invocation. Pledge of Allegiance: Mayor Pro-Tem Benge led the pledge. Approval of Agenda: Mayor Pro-Tem Benge called for a motion. Commissioner Trujillo moved to approve the agenda with the addition of adding approval of the agenda. Commissioner Campos seconded. Mayor Pro-Tem Benge called for a voice vote. Motion carried unanimously. ACTION ITEMS: Consider Restaurant Beer and Wine License for Muy Pizza Tejas, LLC dba Pizza Hut: Mayor Pro-Tem Benge called for a motion. Commissioner Campos moved to approve the Restaurant Beer and Wine License for Muy Pizza Tejas, LLC dba Pizza Hut. Commissioner Trujillo seconded. No discussion was held and a roll call vote was taken: Commissioner Campos Yes, Commissioner Trujillo Yes, Mayor Pro-Tem Benge Yes. Motion was approved. PUBLIC COMMENT: No public comment was made. ADJOURNMENT: There being no further business, Mayor Pro-Tem adjourned the meeting at 5:32 p.m. APPROVED: AVA BENGE, MAYOR PRO-TEM ATTEST: CAROL ANN HOGUE, CITY CLERK

8 SPECIAL MEETING OF THE CITY COMMISSION MONDAY, JANUARY 4, 5:30 P.M. CITY COMMISSION CHAMBERS, 214 S. LOVE STREET Call to Order: The meeting was called to order by Mayor Gandy at 5:30 p.m. Present and answering roll call: Commissioner Campos, Commissioner Trujillo, Commissioner Butcher, Commissioner Benge, and Mayor Gandy Also Present: City Manager James Williams, City Attorney Patrick McMahon Police Chief David Rodriguez, and Administrative Assistant Anna Juarez Invocation: Commissioner Campos gave the invocation. Pledge of Allegiance: Commissioner Campos led the pledge. PUBLIC COMMENT: Greg Maxie, County Resident of District 1 and serves on the Lovington School Board, encouraged Commissioners to seek out the consensuses needed to maintain the new Judicial Complex downtown. Kallie Windsor, Lovington Main Street Board, stated moving Judicial Complex from downtown will hurt Lovington economically; Mrs. Windsor stated closing Love Street is not a necessity because of thru traffic, if parking lot is moved to Washington Street traffic will decrease on Love Street. CLOSED SESSION: At 5:38 p.m., Commissioner Campos moved to adjourn the Regular Session and convene in Closed Session Pursuant to Section NMSA 1978 Subsection H-8 regarding the purchase, acquisition, or disposition of real property or water rights Disposition of City Owned Vacant Parcels of Land. Commissioner Butcher seconded, a roll call vote was taken: Commissioner Trujillo - Yes; Commissioner Butcher - Yes; Commissioner Benge Yes; and Mayor Gandy - Yes. At 6:40 p.m., Commissioner Campos so moved to adjourn the Closed Session and reconvene in Regular Session stating that matters discussed were limited only to those specified in the motion and no action was taken. Commissioner Trujillo seconded and a roll call vote was taken: Commissioner Butcher - Yes; Commissioner Benge - Yes; Commissioner Campos Yes; Commissioner Trujillo Yes; and Mayor Gandy Yes. ACTION ITEMS: Consider a Resolution specifying what assistance the City of Lovington will provide to Lea County to facilitate additional parking needs for the new Judicial Complex located at the downtown Lovington site: Mayor Gandy called for a motion. Commissioner

9 Trujillo moved to accept Resolution Commissioner Butcher seconded. City Manager Williams discussed County parking spaces needed for new Judicial Complex and summarized Resolution decisions and assistances provided to County by the City of Lovington to keep new Judicial Complex Downtown. Commissioner Benge so moved to amend original motion to allow for the addition for the financial amount of $400, to the contribution of property and omit item number 13, 14, and 15 from the original draft; Commissioner Campos seconded. Mike Gallagher thanked Commissioners for taking a look at keeping new Judicial Complex downtown. Mr. Gallagher asked when the parking spaces will be available and asked if the funding of $400, will be available this fiscal year and/or will amount carry over. City Manager Williams stated east parking lots only need striping and the parking by fire department needs a caliche pad which can be developed before County breaks ground; and the funding can carry over. There being no further discussion, a roll call vote was taken for the amendment to original motion: Commissioner Benge Yes, Commissioner Campos - Yes, Commissioner Trujillo Yes, Commissioner Butcher Yes, Mayor Gandy Yes. Motion was approved. There being no further discussion, a roll call vote was taken to accept Resolution motion: Commissioner Campos - Yes, Commissioner Trujillo - Yes, Commissioner Butcher Yes, Commissioner Benge Yes, Mayor Gandy Yes. Motion was approved. ADJOURNMENT: There being no further business, Mayor Gandy adjourned the meeting at 6:58 p.m. APPROVED: SCOTTY GANDY, MAYOR ATTEST: CAROL ANN HOGUE, CITY CLERK

10 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: Resolution : Health and Wellness Center DEPARTMENT: Executive SUBMITTED BY: James R. Williams, City Manager DATE SUBMITTED: January 5, 2016 STAFF SUMMARY: Resolution will endorse the plan for the Community Health and Wellness Center as presented by the Nor-Lea Hospital District. The Resolution will also give the City's commitment to provide operational funding assistance to the hospital for a five year period. A formal agreement will be drafted and presented to the City Commission for their approval in the Spring of FISCAL IMPACT: REVIEWED BY: Gary Lee Chapman Finance Director Not to exceed $9,375 per month for a five year period, beginning Fiscal Year ATTACHMENTS: Resolution RECOMMENDATION: Motion to approve Resolution Department Head James R. Williams City Manager

11 RESOLUTION OF THE CITY OF LOVINGTON LEA COUNTY, NEW MEXICO RESOLUTION A RESOLUTION ENDORSING AND PROVIDING A COMMITMENT OF SUPPORT FOR THE LOVINGTON COMMUNITY WELLNESS AND FITNESS CENTER WHEREAS, the health and well being of all citizens in Lovington is important to the City Commission; and WHEREAS, citizens need a centralized, available, and well staffed health and wellness center to improve their quality of life; and WHEREAS, a health and wellness center conforms with the City s ICIP; and WHEREAS, the Nor-Lea Hospital District has presented a plan to the Lovington City Commission, Lovington Municipal Schools, and County of Lea that will provide for the construction and operation of a Community Wellness and Fitness Center. NOW, THEREFORE, BE IT RESOLVED that the Lovington City Commission endorses the plan presented by the Nor-Lea Hospital District and will commit to sharing operating costs for up to five (5) years in an amount to not exceed $9,375 per month. DONE THIS 11 TH DAY OF JANUARY, 2016 at City of Lovington New Mexico ATTEST: Scotty Gandy, Mayor Carol Ann Hogue, City Clerk

12 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: DEPARTMENT: SUBMITTED BY: DATE SUBMITTED: Resolution : RTP Grant Agreement Executive James R. Williams, City Manager January 4, 2016 STAFF SUMMARY: Resolution will authorize the Mayor to execute a grant agreement between the City and the NMDOT for the design of the multi-use trail between Chaparral Park and the downtown area. FISCAL IMPACT: NMDOT Share: $140,301 City Share: $ 23,908 TOTAL: $164,209 REVIEWED BY: Gary Lee Chapman Finance Director ATTACHMENTS: Resolution Agreement (CN: RT20010) RECOMMENDATION: Motion to approve Resolution Department Head James R. Williams City Manager

13 RESOLUTION OF THE CITY OF LOVINGTON LEA COUNTY, NEW MEXICO RESOLUTION A RESOLUTION EXECUTING A RAILS TO TRAILS PROGRAM GRANT BETWEEN THE CITY AND THE NEW MEXICO DEPARTMENT OF TRANSPORTATION WHEREAS, the health and well being of all citizens in Lovington is important to the City Commission; and WHEREAS, the Federal Highway Administration has provided funds through the New Mexico Department of Transportation for the design of a multi-use trail on routes around from Chaparral Park to the Downtown area; and WHEREAS, a multi-use trail conforms with the City s ICIP. WHEREAS, the total cost of the project will be $164,209 to be funded in proportional share by the parties hereto as follows: a. New Mexico Department of Transportation s share shall be 85.44% or $140,301 and b. City of Lovington s proportional matching share shall be 14.56% or $23,908. City of Lovington shall pay all costs, which exceed the total amount of $164,209. NOW, THEREFORE, BE IT RESOLVED that the Lovington City Commission authorizes the Mayor to execute a grant agreement between the City and the New Mexico Department of Transportation for the design of a multi-use trail. DONE THIS 11 TH DAY OF JANUARY, 2016 at City of Lovington New Mexico ATTEST: Scotty Gandy, Mayor Carol Ann Hogue, City Clerk

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25 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2015 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: Resolution : Washington Street Improvements DEPARTMENT: Executive SUBMITTED BY: James R. Williams, City Manager DATE SUBMITTED: January 4, 2015 STAFF SUMMARY: Resolution will authorize the Mayor to execute a grant between the City and the NMDOT for pedestrian, bicycle, ADA, and streetscape improvements on Washington between Main and Love. FISCAL IMPACT: NMDOT Share: $58,954 City Share: $10,046 TOTAL PROJECT: $69,000 REVIEWED BY: Gary Lee Chapman Finance Director ATTACHMENTS: Resolution Agreement (CN R ) RECOMMENDATION: Motion to approve Resolution Department Head James R. Williams City Manager

26 RESOLUTION OF THE CITY OF LOVINGTON LEA COUNTY, NEW MEXICO RESOLUTION A RESOLUTION EXECUTING A TRANSPORTATION ALTERNATIVE FLEXIBLE GRANT BETWEEN THE CITY AND THE NEW MEXICO DEPARTMENT OF TRANSPORTATION WHEREAS, the health and well being of all citizens in Lovington is important to the City Commission; and WHEREAS, the Federal Highway Administration has provided funds through the New Mexico Department of Transportation for the design of design of pedestrian and bicycle facilities, ADA & streetscape improvement from Main Avenue to Love Street on Washington Avenue; and WHEREAS, these improvements conform with the City s ICIP. WHEREAS, the total cost of the project will be $69,000 to be funded in proportional share by the parties hereto as follows: a. New Mexico Department of Transportation s share shall be 85.44% or $58,954 and b. City of Lovington s proportional matching share shall be 14.56% or $10,046. City of Lovington shall pay all costs, which exceed the total amount of $69,000. NOW, THEREFORE, BE IT RESOLVED that the Lovington City Commission authorizes the Mayor to execute a grant agreement between the City and the New Mexico Department of Transportation for the design of pedestrian and bicycle facilities, ADA & streetscape improvement from Main Avenue to Love Street on Washington Avenue. DONE THIS 11 TH DAY OF JANUARY, 2016 at City of Lovington New Mexico ATTEST: Scotty Gandy, Mayor Carol Ann Hogue, City Clerk

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38 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: DEPARTMENT: SUBMITTED BY: DATE SUBMITTED: Senior Citizen Board Appointments Senior Citizen Board Norma Vejil, Director January 4, 2016 STAFF SUMMARY: The following individuals terms on the Senior Citizens Board have expired: Donna Dean Ben Quiroz Shirley Choate - desires reappointment Fred Browning - desires reappointment As requested, the Center Director conducted a survey in regards to services and board representation. A summary of the results are attached. FISCAL IMPACT: REVIEWED BY: Finance Director ATTACHMENTS: Survey results RECOMMENDATION: Motion to appoint 4 individuals. Terms are for two years each. Department Head James R. Williams City Manager

39 Lovington Senior Center Patron Service Survey Advisory Board Information please read current By- Laws included in survey Circle the letter of the response that best describes you; 1. What is your age group? a (3) c (13) b (21) d. 85 or over (13) 1 no response 2. What is your gender? a. Male (19) b. Female (30) 2 no response 3. What is your marital status? a. Married (26) c. Divorced/Separated (3) b. Widowed (18) d. Single (4) 4. Are you happy with the Advisory Board at your senior center? a. Yes (45) b. No (1) 5 no response 5. Do you attend the center board meetings? a. No (50) b. Yes (1) c. If yes, number of meetings attended? 6. Are you aware that Advisory Board Meetings are published, on display at the center, and announced, prior to Thursday meetings? a. Yes (21) b. No (29) 1 no response

40 7. Have you had any issue at the center that was not quickly and quietly resolved? (29) No (22) No response Are the Advisory Board Members of the Senior Center courteous and helpful? 1. Yes (42) 2. No (6) 3 no response 2. Are you aware that the Advisory Board Members of the Senior Center Volunteer as needed? 1. Yes (39) 2. No (10) 2 no response 3. Do you have a problem with the way that Advisory Board Members are selected? a. No (44) b. Yes (1) 5 no response c. If yes, What changes would you make? Maybe the seniors should have a say in selection 4. Is the office staff of the Senior Center courteous and helpful? 1. Yes (49) 2. No (1) 1 no response

41 5. Is the kitchen staff of the Senior Center courteous and helpful? 1. Yes (49) 2. No (1) 1 no response If you have any additional comments about this survey, please let us know. Thank you for your participation and helping us serve you better! Survey Comments: 1. Need to set new senior advisory not the same one all time 2. Request meals every day 3. Meals 5 days por favor 4. Really enjoying attending activities at the center 5. Meals all days 6. It would be helpdul if the senior center serves meals Monday thru Friday Thank You! 7. Great food 8. Enjoy it 9. Keep up the good work

42 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: Planning and Zoning Commission Appointment DEPARTMENT: Executive SUBMITTED BY: James R. Williams, City Manager DATE SUBMITTED: January 7, 2016 STAFF SUMMARY: The following members term for the Planning and Zoning Commission has expired: David Lynch - desires reappointment FISCAL IMPACT: REVIEWED BY: Finance Director ATTACHMENTS: RECOMMENDATION: Motion to appoint an individual to the Planning and Zoning Commission. Department Head James R. Williams City Manager

43 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: Extraterritorial Zoning Board Appointments DEPARTMENT: Executive SUBMITTED BY: James R. Williams, City Manager DATE SUBMITTED: January 7, 2016 STAFF SUMMARY: The following members of the ETZ Board terms will expire in February Randy Pettigrew Betty Price Raymond Moreno All of the above members have expressed the desire for reappointment. FISCAL IMPACT: REVIEWED BY: Finance Director ATTACHMENTS: RECOMMENDATION: Motion to appoint three members to the Extraterritorial Zoning Board for one year terms. Department Head James R. Williams City Manager

44 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: DEPARTMENT: SUBMITTED BY: DATE SUBMITTED: Library Board Appointments Lovington Public LIbrary Tueredia McBride January 4, 2016 STAFF SUMMARY: The following Library Board members terms will expire 1/2016: Susan Bogan - recently appointed to serve an unexpired term and desires reappointment Miguel DeLaCruz - desires reappointment FISCAL IMPACT: REVIEWED BY: Finance Director ATTACHMENTS: RECOMMENDATION: Appointment of two individuals to the Library Board for 5 year terms. Department Head James R. Williams City Manager

45 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2016 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: DEPARTMENT: SUBMITTED BY: DATE SUBMITTED: Lodgers Tax Board Funding Recommendations Lodgers Tax Board Janaury 7, 2015 STAFF SUMMARY: The Lovington Lodgers Tax Board convened on January 6, 2016 and made recommendations for submitted project funding amounts. FISCAL IMPACT: Total funding recommended: $5, REVIEWED BY: Gary Lee Chapman Finance Director Project detail is attached. ATTACHMENTS: Lodgers Tax Board Funding Recommendation Financial Report RECOMMENDATION: Motion to approve funding for Lodgers Tax projects. Department Head James R. Williams City Manager

46 Lodgers Tax Recommendations September 30, 2014 Funding Quarter: January 1, March 30, 2016 Estimated Funding Available: $ 12, Dedicated Chamber Funding $ 3, Adjusted Estimated Funding: $ 9, Funding Cap: $ 5, Individual Funding Cap: $ 1, Estimated Remaining: $ 4, Maximum Lodgers Tax Funding Evaluation Recommended Board Project Organization Request Average Funding Recommendation 2 Theatre Marketing and Promotion LCFA $ 3, , $ 1, Museum Gala/Benefit Lea County Museum $ 3, , $ 1, th Annual Spring Bash Wildbunch Softball $ 2, , $ 1, $ 9, $ 4, $ 5,697.66

47 Lodgers Tax Financial Report Beginning Cash Balance $ 2, as of January 4, 2016 Pending Expenses LCM - Pena Art Show $ LCM - Christmas at the Museum $ LCM - Sports Hall of Fame $ LCM - Fall Fun Fest $ 1, * Total Pending Expenses $ 2, Pending Credits Budget 7 Motel - Lodgers Tax for September $ Lovington Inn $ 2, Total Pending Credits $ 2, Available Balance $ 2, Projected Revenues October 1, December 31, 2015 Total Projected Revenues Western Inn: Mack's Motel: Lovington Inn: Budget 7 Motel: Pyburn House: $ $ 1, $ 7, $ $ $ 10, Estimated Total Available $ 12, January 2016 thru March 2016 * - indicates invoice received but disbursement not made yet due to evaluation not received

48 CITY OF LOVINGTON COMMISSION STAFF SUMMARY FORM MEETING DATE: January 11, 2015 RESOLUTION ORDINANCE PROCLAMATION INFORMATION OTHER ACTION SUBJECT: DEPARTMENT: SUBMITTED BY: DATE SUBMITTED: Accounts Payable Finance Gary L. Chapman, Finance Director January 7, 2015 STAFF SUMMARY: The Finance Department has prepared the accounts payable for your review and approval. FISCAL IMPACT: See Accounts Payable Detail REVIEWED BY: Gary Lee Chapman Finance Director ATTACHMENTS: Accounts Payable - General Fund Accounts Payable - Utilities Fund RECOMMENDATION: Motion to approve Accounts Payable. Gary Lee Chapman Department Head James R. Williams City Manager

49 101 - General Fund City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Vendor Name Dept Code Current Balance 3 M Cogent 8.30 A-Tech Air Cond. & Heating A.G. Custom Sheet Metal, Inc Alsco Amazon America Supply, LLC American Library Sales American Medical Group, Inc 1, ASCO 7, Atco International BeGeo Investment LLC Blaine Industrial Supply BlueTrap Financial, Inc. 13, Bob's Thriftway Bound Tree Medical, LLC Bruce's Pest Control C & S Motor Parts Co California Cont. Supplies, Inc Casco Industries Center Point Large Print City Glass & Mirror 10, CNM Electric LLC Comp-Ray, Inc Constructors, Inc 2, Estacado Library Inf. Network Farmer Brothers Company Federal Express Services Forrest Tire Co Galls/Quartermaster Gametime 2, Date: 1/7/16, 3:39 PM Page: 1

50 City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 General Mailing & Shipping General Welding Supply Grey House Publishing GT Distributors, Inc H & K Pest Control Co Higginbotham-Bartlett Co. 1, Hobbs News-Sun HR Direct J & K Wrecking Larry Mahan's Paint & Body Lea County Museum Lovington Auto Supply Lovington Leader 1, Lovington Lion's Club Lovington Tire Service Lyle Signs 1, M & R Tire Service, LLC Med-Vet International MicroMarketing LLC Mr. Key's Locksmith Mustang Country Nancy Marquez 4.28 OCLC, Inc P & D Petroleum, Inc 13, Pearl River Technologies/CSI Premier Electric Pro-Treat Power Equipment 1, Professional Communications Radio Accounting Service Reid Insurance Group, Inc Roberts Oil & Lube Solid Waste Authority 3, Date: 1/7/16, 3:39 PM Page: 2

51 City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Southwest Polygraph Staples Advantage 2, Star Welding Service Stericycle, Inc. 3, Strong Electric SWAT, LLC Symbol Arts 1, SYSCO West Texas, Inc. 2, TDS Terry County Tractor The Library Store, Inc The Radar Shop Inc Tom's Sharp Shop TransUnion Risk and Alternativ Triple H Engine Service 1, Tyler Technologies 1, U S Food Service 2, Unifirst Corp University of NM-HSC Financial 3, Valentine Auto Service Windstream Communications, Inc Zia Consulting, Inc. 1, Report Balance 98, Payee Andy Mason Music AT&T Mobility Transaction Description library-andy mason performace Gen-Cellular Phone Bill for Nov 2015 Check Amount , Date: 1/7/16, 3:39 PM Page: 3

52 City of Lovington Gebo Credit Corporation Gebo Credit Corporation Gebo Credit Corporation Gebo Credit Corporation Gebo Credit Corporation Gebo Credit Corporation Gebo Credit Corporation Harold's Fences of Today Jeremy Portmore City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Reimb Water payment applied to Gen Fund- Lea County Courthous Recreation-Past Due Invoice Recreation- Supplies for Past Due Invoice Recreation- Supplies on Past due Invoice Streets-Supplies for Past due Invoice Streets-Supplies on Past Due Invoice Vet/Animal Control- Supplies for Past Due Invoice Vet/Animal Control- Supplies on Past Due Invoice Parks-Chainlink Fence 540ft Installed AVE D Park Vet/Animal Control- Handyman Work to Shelter 7, , Date: 1/7/16, 3:39 PM Page: 4

53 KLEA Radio KLEA Radio Lea County Electric Lea County Museum City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Lodgers Tax- Adversting for Lov Chamber Fall Arts 2015 Lodgers Tax- Farmers Market Adverting Gen-Electric Bill 10/15 Museum-Fall Fun Fest/Pena Art/Sports Banquet , , Life-Assist, Inc. Life-Assist, Inc. Lovington Chamber of Commerce Lowe's Melinda Medellin New Mexico Gas Company NM Board of Pharmacy NM EMS Bureau Ambulance- Medical Supplies for Ambulance Ambulance- Medical Supplies for Ambulane Lodgers Tax- Vistor Center Upkeep Dec 2015 Lowes-Credit Card 11/15 Recreation- Reimb Wrist Bands For Jesse Munoz for Pool Gen-Utility Gas Bill 11/15 Vet/animal Control-Drug Screen Ambulance- EMS Reciprocity Fee Peter Pucciareli , , Date: 1/7/16, 3:39 PM Page: 5

54 NM EMS Bureau City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Ambulance- EMT Intermediate Fee C Christensen NM Regulation and Licensing NM Regulation and Licensing Noalmark Broadcasting Corp. Noalmark Broadcasting Corp. Noalmark Broadcasting Corp. Pioneer Steak House Power Ford R & M Sign Design Ramirez & Sons Ambulance- EMS Annual Clinic Renewal Vet/Animal Control- Renewal Euthanasia license for Laura Lodgers Tax- Adversting for KpZA Fall Arts/Crafts Lodgers Tax- Advertising for Arts/Crafts 2015 Lodgers Tax- Advertsing KZOR Fall Arts/Crafts Finance-Food, Napkins table Clothes for Xmas Banquet 2015 animal control ford f250 Splash Pad/Playground Equipment Project: Full Color Banners Special Gasoline Tax- Remove/replace Pavement Comm/Madison , , , Date: 1/7/16, 3:39 PM Page: 6

55 Ramirez & Sons Ramirez & Sons Shell Oil Co. SWAT, LLC TechVisions, LLC Tim's Mobile Glass Tim's Mobile Glass Tyler Technologies City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Special Gasoline- Install Drainage Ditch Madison/Jeffer Special Gasoline- Removals Subgrade Preparation Police-D Miranda to Florence CO For Victim Interview Judicial- Courtroom Workstation WIFI/Printer Finance-Abila User License fee for Helga Denton-42x30 Clear Heat Strenghten Glass Denton-Clear Laminated Glass General Annual Subscription Fee 2, , , , Visa Visa CAH 9934 Parks-Netgear Router Visa Visa CAH 9934 Streets Battery Visa Visa CAH 9934 Cemetery Shopko Dust Pan/Filtering BLIN Date: 1/7/16, 3:39 PM Page: 7

56 Visa Visa City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Visa CAH-9934 Vet/Animal Control Supplies for Home Depot Visa CAH Vet/Animal Control-Subway for Inmates Visa Visa /15 CAH-6 Wireless DVR Night Vision Security Camera Visa visa /15 CAH Vet/Animal Control-Medical Supplies for pets , Visa Visa JW /15-City Hall Candy for Halloween on the Plaza Visa Visa JW /15 Parks 54 in Steel Framed Basketball Backboard and Rims Visa Visa JW /15 Meal for D Rodriguez and J Williams at Hilton Phoenix Airport for UBER Date: 1/7/16, 3:39 PM Page: 8

57 City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Visa Visa JW /15 Food at Houston Airport JW Panda Express/Famous Famiglia/Fuel for Tahoe (3) times for travel Visa Visa JW /15 food and drink for SWAC Meeting 3 Person/Starbuck s JW Las Cruces Meeting/County Meeting VISA Visa- JW /15 Recreation Otterbox for Galaxy SS Mini/J Williams tote Containers Visa VISA /15 Travel card-mvd Fuel for Training in Albuq Visa Visa 7326 Trv MVD Microframe remote Control/Turn o Matic numbers Tickets Date: 1/7/16, 3:39 PM Page: 9

58 Visa City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Visa 7326 Trv 10/15 Vet/Animal Control-Tuition for grant writing in Las Cruces Visa VISA 7326 TRV 10/15 Vet/Animal Control- Fuel/meals for Training in Las Cruces and Roswell Visa 9280 G Chapman Visa G Chapman 10/15- Hotel/Meals/Fue l for Election School Training for S Lester/T Rodriguez in Albuq Visa 9280 G Chapman Visa G Chapman 10/15 Vet/Animal Control-Food for inmates/hallow een Candy Visa 9280 G Chapman VISA G CHAPMAN 10/15 Library- Hotel/Meals for Debbie for Training in Albuq Visa 9306 D Rodriguez Visa 9306 Police 10/15 Hyatt Albuq D Rodriguez Date: 1/7/16, 3:39 PM Page: 10

59 City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Visa 9306 D Rodriguez VISA 9306 Police 10/15 meal for D Miranda to Florence CO for Victim Interview Visa/Fire Visa Fire 11/ Batteries D-4/Batteries D- C Windstream Windstream Windstream Windstream EDC Phone Bill 11/15 Mainstreets- Phone Bills for 11/15 Gen-Phone Bill 11/15 Chamber of Commerce Phone bill 10/ , Report Total 228, Date: 1/7/16, 3:39 PM Page: 11

60 505 - Water & WasteWater City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Vendor Name Dept Code Current Balance American Medical Group, Inc Atco International 1, B.I.C.I., LLC. 5, Blaine Industrial Supply BlueTrap Financial, Inc. 2, Bob's Thriftway C & S Motor Parts Co California Cont. Supplies, Inc Certified Laboratories 1, Copies, Inc Culligan Water Conditioning Dana Kepner Co. 1, Dawson Infrastucture Solutions 65, DPC Industries Inc. 1, Farmer Brothers Company Federal Express Services General Welding Supply Haarmeyer Electric 1, Higginbotham-Bartlett Co James, Cooke & Hobson 5, Lovington Auto Supply Lovington Leader 8.58 Lovington Tire Service Midstate Environmental United NXKEM USA, LLC 3, P & D Petroleum, Inc 2, Polydyne Inc. 1, Premier Electric Date: 1/7/16, 3:40 PM Page: 1

61 City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Pro-Treat Power Equipment Solid Waste Authority 10, Staples Advantage Unifirst Corp Report Balance 108, Payee Transaction Description Check Amount AT&T Mobility Chevron USA, Inc. Gebo Credit Corporation Kor Terra Inc. Lea County Electric New Mexico 811 New Mexico Gas Company New Mexico Rural Water Assn NM Water & Wastewater Assoc. Water-Cellular Phone Bill 11/15 wastewater-fuel el paso, tx Solid Waste- Supplies for Past Due Invoice Water-Korweb Advanced Service Water-Electric Bill 10/15 Water-Basic Quarterly Fee st Quarter Membership Dues Water-Utility Gas Bill 11/15 watermembership dues WasteWater- NMWWA Membership Application , , , Date: 1/7/16, 3:40 PM Page: 2

62 NM WATER & WASTEWATER ASSOC. NM Water & Wastewater Assoc. NM Water & Wastewater Assoc. NM Water & Wastewater Assoc. Power Ford Tyler Technologies City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 WasteWater- Annual Short Shool For R Salomon Water- Registration School for J France/R Herrera NM Water & Wastewater School for Silvano Hernandez water-2015 Ford Fusion with warranty Water-Annual Subscription Fee watermembership dues Utility Operator Certification WasteWater- Exam Fee For R Ralmon Utility Operator Certification Water-Exam Fee J Franco Utility Operator Certification Wastewater Level II Exam Fee Visa VISA 9934 CAH 10/15 Wastewater- Parts for water line leak repair at WWTP , , Date: 1/7/16, 3:40 PM Page: 3

63 City of Lovington (New) Summary A/P Ledger - A/P Summary CCMeeting - General From 1/1/2016 Through 1/31/2016 Visa VISA /15 Trv Card- Solid Waste hotel/meals for 2 employees for training for 4 days in Alamogordo NM Visa 9280 G Chapman Waste Management of New Mexico Windstream Visa 9280 GC 10/15 Water Public maint- Laptop Computer Solid Waste- Roll-offs for Nov 2015 Water-Phone Bill 12/ , , Report Total 175, Date: 1/7/16, 3:40 PM Page: 4