City of Tucumcari

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CITY OF TUCUMCARI

MINUTES

April 9, 2009

The Tucumcari City Commission met for their regular meeting on Thursday, April 9, 2009 at 6:00 p.m. in the City Commission Chambers. Members present constituting a quorum were Jim Lafferty, Robert Lumpkin, Jimmy Sandoval, and Jim Witcher. Mayor Apodaca was absent.

City staff members present were Bobbye Rose, City Manager; Christine Dougherty, City Clerk; Mike Cherry, Fire Chief; Suzann Martin, Senior Programs Director; Joe Ramirez, Wastewater Superintendent; Roger Hatcher, Police Chief; and Clara Rey, Administrative Assistant.

Mr. Eddy Mardis, Pastor of the Father’s Forge Church, gave the invocation and Commissioner Sandoval led the group in the Pledge of Allegiance.

Consideration of Additions or Deletions to Agenda

Mayor Pro Tem Witcher informed the Commission that at the Tucumcari Public School’s request, the Proclamation for the Wrestling Team will be rescheduled to May 14, 2009.

Additionally, Mr. Witcher stated that under New Business, item E will be heard first.

Items From Commissioners

Commissioner Sandoval thanked all the City Departments that assisted during the recent snow storm. Mr. Sandoval commended the City for the handling the situation well.

Commissioner Lafferty had no comments.

Commissioner Lumpkin commented that he was in attendance at a Town Hall Meeting held earlier in the day at the Senior Citizens Center. Lt. Governor Denish and Representative Ben Ray Lujan were present and informing citizens about the Recovery and Reinvestment monies available to citizens and communities. Mr. Lumpkin stated that there are dollars for streets, water, wastewater, and law enforcement. Mr. Lumpkin said that the money has to be requested through grants. Mr. Lumpkin further explained that grant writing can be burdensome and suggested that Ms. Rose investigate the possibility of hiring temporary help to write grants so that the City can be awarded as much of the funds as possible.

Commissioner Lafferty asked if Mr. Lumpkin was suggesting that additional employees be hired. Commissioner Lumpkin clarified that he was suggesting that Ms. Rose look into the possibility of hiring temporary help to write grants.

Commissioner Lumpkin further stated that he was proud of Tucumcari native, Kathy Kieth, who works for Lt. Governor Denish and gave the bulk of the presentation on the Recovery and Reinvestment Act.

Mayor Pro Tem Witcher thanked Mike Cherry for his work as Interim City Manager.

Approval of Minutes

A motion was made by Commissioner Lumpkin and seconded by Commissioner Lafferty to approve the minutes of the March 26, 2009 Regular Commission meeting. Roll Call:

Lafferty     Lumpkin     Witcher     Sandoval

Yes             Yes             Yes             Yes

Approval of Vouchers

A motion was made by Commissioner Lumpkin and seconded by Commissioner Lafferty to approve the City vouchers. Roll Call:

Lumpkin     Witcher     Sandoval     Lafferty

Yes             Yes             Yes             Yes

Items from Citizens

There were no members of the audience that wished to address the Commission.

City Manager’s Report

City Manager, Bobbye Rose called on Police Chief, Roger Hatcher to give the Police Department report for the month of March 2009.

Chief Hatcher stated that there has been a rise in activity and that calls for police assistance and for the animal control officer increased in the month of March.

Chief Hatcher further explained that the Governor recently signed the bill changing the regulations regarding euthanization of animals. Chief Hatcher stated that this change impacts only four communities in the state and that some funding may be available to communities in order to come into compliance with the new regulations. Chief Hatcher explained that the new regulations require a new facility, additional personnel, and additional certifications.

Ms. Rose then called on Joe Ramirez to report to the Commission regarding the construction projects in his department.

Mr. Ramirez informed the Commission that he attended a meeting recently with the engineers for the Wastewater Treatment Plant and the 66 Lift station projects. Mr. Ramirez stated that the drying beds have been surrounded by asphalt and that the headworks pumps have been installed. However, there is still electrical work that needs to be completed. Mr. Ramirez further stated that the roof collapsed on the digester and sludge holding tank buildings. The construction company and the engineers have expressed some concern regarding what type of lids should be used on the tanks. Due to these concerns, the project has been extended. The project also incorporates a building to house the sludge pump and heat exchange building.

Mr. Ramirez also informed the Commission that the non-potable water pumps that are used at the plant for the chlorine injection system stopped working a few months ago. Replacement of the pumps is now included in the reconstruction project. Due to the pumps being down, Mr. Ramirez stated that he has had to use potable water which has increased the utility bills at the plant.

Mr. Ramirez said that the 66 Lift Station construction project is almost completed. Also, Mr. Ramirez said that the Date Street Lift Station and Elder Street sewer line projects are in the beginning stages with surveying currently taking place.

Mr. Ramirez said that the third phase of the Wastewater Treatment Plant project will encompass the biological treatment of the water. This phase will go forward quickly if stimulus money can be used to fund the project. Mr. Ramirez stated that the City is currently reviewing the proposals for the third phase of the project.

Ms. Rose then thanked Clara Rey and Mike Cherry for helping make her transition into her new position a smooth one. Ms. Rose further reported the following events:

March 30 – Was Ms. Rose’s first day on the job and she met with many Department Heads.

March 31 – Ms. Rose and Marty Garcia met with Tucumcari Schools Superintendent, Aaron McKinney regarding the tennis courts.

April 2 – Ms. Rose attended the Wastewater Treatment Plant meeting with HDR engineers and met with Chamber of Commerce representatives Tom Even and Carol Keith.

April 4 – Ms. Rose painted her office. In the process she set off the alarm at City Hall and reported that the alarm is working and the police responded promptly.

April 9 – Ms. Rose met with Lt. Governor Denish and Representative Lujan and learned that there will be grant funds available to the City through the Recovery and Reinvestment Act.

Upcoming events include:

April 15 - A CDBG allocation hearing in Ruidoso

April 15 - Eastern New Mexico Rural Water Meeting in Clovis

April 16 - Outdoor Classroom meeting

April 17 – Mike Cherry , Christine Dougherty and Ms. Rose will attend the New Mexico Municipal League’s District Meeting in Clovis. If any of the Commissioners would like to attend, they should contact the Clerk.

April 18 – NAHRO Housing conference in Ruidoso

April 28 – Marty Garcia, Vicki Strand and Ms. Rose will attend a budget meeting in Ruidoso.

May 6 – 8 - Governor’s Conference on Tourism in Farmington

May 28 - Budget Workshop with Elected Officials

Regarding current projects and progress, Ms. Rose reported the following:

1)    The City was awarded a plaque for being in the top five for best tasting water from the NM Rural Water Association

2)    No bids were received on pool slide and the project will be re-advertised

3)    Decals have been ordered for the police units

4)    The City received three proposals for Design on Wastewater Reuse Project and is in the process of evaluations

5)    The Draft Economic Stimulus Package Request is out for the Northeast Regional Planning Organization. Tucumcari is rated in Tier I for full funding of $1,785,500 for the 2nd Street (Business 40) north and Charles Street on the south including the first 150 feet of each cross street.

6)    State Revolving Fund Comprehensive Project Priority List rated Tucumcari number one, scoring well above all other applicants. This project is to replace the water storage tanks at Metropolitan Park and Hoover Well Field, and to rehabilitate old off line wells.

At this time, Bobbye Rose asked the Commission if they would like to have a work session in order to prepare the budget for the next fiscal year. Mayor Pro Tem Witcher suggested that in the past, Mr. Garcia would provide the Commission with a prepared budget and the Commission would go over it and suggest changes.

Commissioner Lafferty stated that if they wait until Mr. Garcia prepares a budget, there won’t be time to suggest changes before the budget has to be sent in to the state. Commissioner Lumpkin then suggested that a budget work session be held right away.

Ms. Rose suggested that the Commission and the department heads should set priorities, goals and objectives together. Commissioner Lafferty suggested that Ms. Rose confer with the finance department and set a date for a work session. Ms. Rose asked if the next week would work for the Commissioners. The consensus was that they could meet in the next week.

Ms. Rose reported that since the last Commission Meeting, new employees starting at the City are:

Bobbye Rose – City Manager

Janet Garcia – Lab Director

Desiree Phillmore – Lab Technician I

Dustin Lopez – Recruit Officer

Clay Cullison – Certified Officer

Ernie Baker – Temporary Airport Attendant

Ms. Rose also reported that Pat Petrak, Lab Manager, retired.

Commissioner Lafferty complimented Ms. Rose on the update document she sent to the Commission and the notes from the Department Head Meetings.

Old Business

Mayor Pro Tem Witcher acknowledged reading the Tucumcari Recreation Advisory Board Minutes of March 30, 2009.

New Business

Mayor Pro Tem Witcher called on Chief Hatcher to present the Memorandum of Understanding between the City and the County regarding the Justice Assistance Grant. Chief Hatcher stated that this grant is awarded annually based on the Uniform Crime Reporting system. The portion awarded to the City is $26,626 which is a substantial increase from last year. Chief Hatcher said the funds will be spent on training, ammunition, supplies, duty gear, and records storage supplies. Chief Hatcher stated that the grant is a non-matching grant and requested that the Commission approve the Memorandum of Understanding. Commissioner Lafferty asked if the City usually administered these grant funds. Chief Hatcher stated that usually the City is the administrator however, the County wanted to be the administrator of the funds this fiscal year.

Commissioner Lumpkin made a motion to approve the Memorandum of Understanding between the County of Quay and the City of Tucumcari to apply for the 2009 Byrne Justice Assistance Grant (JAG). Commissioner Lafferty seconded the motion. Roll Call:

Lafferty     Lumpkin     Witcher     Sandoval

Yes             Yes             Yes             Yes

Mayor Pro Tem Witcher then called upon Joe Ramirez, Wastewater Superintendent to present to the Commission. Mr. Ramirez presented the Commission with an invoice for equipment rental for the month of February 2009. Mr. Ramirez explained that the pump at the Route 66 Lift Station went down. This happened during the reconstruction process and the pump is slated to be replaced during the project. However, before the new pump can be installed, a rented pump has to be used.

Commissioner Lafferty questioned the high cost of rental. Mr. Lafferty asked Mr. Ramirez if purchasing a new pump would be less expensive. Mr. Ramirez explained that the pump will be replaced in a few weeks as a part of the construction project and it is less expensive to rent one. Mr. Ramirez stated that as a new pump is over $30,000.

Commissioner Lumpkin made a motion to approve payment of the equipment rental invoice for the month of February 2009. Commissioner Lafferty seconded the motion. Roll Call:

Lumpkin     Witcher     Sandoval     Lafferty

Yes             Yes             Yes             Yes

Mr. Ramirez presented the invoice to rent the same pump for the month of March 2009. Commissioner Lumpkin made a motion to approve payment of the invoice for pump rental for the month of March 2009 and Commissioner Lafferty seconded the motion. Roll Call:

Lumpkin     Witcher     Sandoval     Lafferty

Yes             Yes             Yes             Yes

Mr. Ramirez then told the Commission about electrical services that were required at the Wastewater Treatment Plant. Mr. Ramirez explained that the services were actually rendered in May of 2008. The company, Lubbock Electric did not supply the City with an invoice until recently. Mr. Ramirez felt that due to the late reciept of the invoice, it should be approved by the Commission. Commissioner Lumpkin made a motion to approve payment of the invoice and Commissioner Lafferty seconded the motion. Roll Call:

Witcher     Sandoval     Lafferty     Lumpkin

Yes             Yes             Yes             Yes

Mayor Pro Tem Witcher then called on Carol Keith, President of the Camber of Commerce Board to address the Commission. Ms. Keith introduced the new Chamber Director, Mr. Thomas Even.

Mr. Even provided each Commissioner with a copy of the Chamber budget. Mr. Even stated that he would like to see the Chamber unify the community. Mr. Even has plans to bring community entities together on a quarterly basis so that event planning does not overlap. He also told the Commission that Tucumcari has been labeled an “Armed Forces Friendly” stop over point for military travelers. Mr. Even asked the City to fund the Chamber $35,000 for the 2009/2010 fiscal year. Mr. Even stated that the funding would help the Chamber hire support staff, conduct a membership drive, and become self-sufficient.

Commissioner Lumpkin congratulated Mr. Even on his new position and said he likes his ideas. Commissioner Lafferty said that as the Commission’s liaison on the Lodgers’ Tax Board, he is aware of the Chamber having to compete for Lodgers’ Tax dollars with other entities. Mr. Lafferty said he feels the Chamber’s role exceeds the roles of entities that request funding to put on brief events. Mr. Lafferty said that he would like to see the City consider funding the Chamber as a top priority in the upcoming budget cycle. Mr. Lafferty stated that other communities fund their Chambers of Commerce through business license fees and economic development taxes. Commissioner Lafferty also encouraged Mr. Even to approach Quay County regarding funding assistance from the dollars they collect from occupational licenses.

Commissioner Lafferty then made a motion instructing the City Manager and the Finance Department to bring suggestions to the Commission on ways to fund the Chamber in the amount of $35,000 in the next budget. Commissioner Lumpkin seconded the motion. Roll Call:

Sandoval     Lafferty     Lumpkin     Witcher

Yes             Yes             Yes             Yes

Items from Commissioners

Commissioner Lumpkin reiterated his comments that the City needs to look into hiring part-time grant writing help in order to fund City projects.

Commissioners Lafferty and Sandoval had no comments.

Mayor Pro Tem Witcher stated that Mayor Apodaca was in Amarillo at a doctors appointment.

Adjournment

There being no further business, a motion to adjourn was made by Commissioner Lumpkin and seconded by Commissioner Lafferty. Time noted 6:15 p.m. Roll Call:

Lumpkin     Witcher     Sandoval     Lafferty

Yes             Yes             Yes             Yes

                                                                                    ______________________________

                                                                                    Jim Witcher, Mayor Pro Tem

ATTEST:

____________________________

Christine Dougherty, City Clerk