City of Tucumcari

Printable Copy

CITY COMMISSION

Minutes

April 23, 2009

The Tucumcari City Commission met for their regular monthly meeting on Thursday, April 23, 2009 at 6:00 p.m. at Tucumcari City Hall. Members present constituting a quorum included Antonio Apodaca, Jim Lafferty, Robert Lumpkin, and Jimmy Sandoval. Mayor Pro-Tem Witcher was absent.

Mr. Lendy Borden, Pastor of Abundant Life Church, gave the invocation and Commissioner Sandoval led the group in the Pledge of Allegiance.

City staff present were Bobbye Rose, City Manager, Clara Rey, Deputy City Clerk, Marty Garcia, Finance Director, Vicki Strand, Deputy Finance Director, Doug Powers, Community Development Director, Yvette Fazekas, Grantwriter, and Roger Hatcher, Chief of Police, and Cathy Estrada, Code Enforcement Officer.

Consideration of Additions/Deletions to the Agenda

None

Items from Commissioners

Commissioner Lumpkin mentioned that there are many youth programs going on in the City run by volunteers and that he would like to honor them in some way, maybe by a proclamation.

Approval of Minutes

A motion was made by Commissioner Lafferty and seconded by Commissioner Sandoval to approve the minutes from the April 9, 2009 regular meeting. Roll Call:

Lafferty     Apodaca     Lumpkin     Sandoval

Yes             Yes             Yes             Yes

Approval of Vouchers

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

Apodaca     Lumpkin     Sandoval     Lafferty

Yes             Yes             Yes             Yes

Items from Citizens

None

Proclamations

Mayor Apodaca read a Proclamation for Quay County MCCH Council and presented it to Ms. Alida Brown, Director.

Mayor Apodaca read a Proclamation on behalf of Silver Stars of America.

Mayor Apodaca read a Proclamation for the United States Coast Guard Safe Boating Week.

Ordinances and Resolutions

Ms. Rose stated that she had been approached by Scott Verhines for a resolution to take with him to Washington to seek funding which would assist with the Ute Lake project.

Commissioner Lumpkin made a motion, seconded by Commissioner Lafferty to approve Resolution 2009-12. Roll Call:

Lumpkin     Sandoval     Lafferty     Apodaca

Yes             Yes             Yes             Yes

City Manager’s Report

Ms. Rose called on Mike Cherry, Fire Chief to present information on the National Weather Service Declaration of Quay County as Storm Ready. Mr. Cherry introduced Keith Henderson, Emergency Manager, who introduced Shawn Bennett and Jesse Harold from the National Weather Service in Albuquerque. Mr. Bennett congratulated the City of Tucumcari/Quay County for earning the recognition as being storm ready. He stated that the City/County are in the forefront of information, and information saves lives. He thanked Mr. Cherry and Mr. Henderson, as well as the commission for working to put public safety first.

Ms. Rose called on Marty Garcia, Finance Director to present the financial report. Mr. Garcia reviewed the financials which were given to the Commission. He stated that there has been a 2.99% increase in gross receipts tax, which was 18.9% above February. Retail shows continued growth. He stated that they also had a copy of the DFA quarterly report, which contained information on the bank records, CD’s, lodger’s tax information, etc. He stated that the general fund is high, with 25% of the year remaining. Convention Center may be over budget by the end of the year. The stand alone departments are the ones that hurt the most. He is working on budget revisions before the end of the year. He stated that there are some funds struggling with cash-EMS, Senior Center-Airport. A budget meeting was tentatively scheduled for April 27-28, however needs to be rescheduled. Mr. Garcia suggested the commission can let the Manager or Clerk know when a good time would be. There was a preliminary budget meeting last night, however, he does not have all the budgets done.

Mayor Apodaca asked for dates, and Commissioner Lumpkin stated that perhaps the last week of May. There was some discussion regarding the fact that the budget needs to be adopted by May 28th. A date was not set since Commissioner Witcher was not in attendance.

Ms. Rose called on Ron Wilmot to give the Convention Center report, and stated that this would be his last report, as he is moving on to a new job. Mr. Wilmot reported on attendance, rental, and bar receipts, and stated that the Del Norte is booked every weekend. Commission Lumpkin reported that the Convention Center has been a success and that out of towners are in awe of the facility we have.

Ms. Rose reported that the vactor truck loan should have been on the agenda today, and will make sure to get it on the next agenda.

She also stated that she has been invited to speak at the CDBG meetings on May

26th – 27th on how the funding has assisted small rural communities.

She also reported that she, the Mayor, Mike Cherry and Christine Dougherty had attended the NMML District Meeting in Clovis.

Ms. Rose stated that they have received the final specs on tear down of the Sands Dorsey building and they have visited with some engineers and there may be some funding available. She stated they will advertise for a renewal and have both options on the table.

Bids and Contracts

Mayor Apodaca called on Doug Powers, Community Development Director to present the recommendations to award engineering services for the wastewater reuse project. Mr. Powers stated that they have reviewed the RFP’s with assistance from David Bishop, who is acting as a technical consultant for the project, and he stated that the rating and ranking came in with HDR first; Souder Miller second; and Engineer’s Inc. third. Ms. Rose reported that they will begin negotiations with HDR.

Mayor Apodaca commented on the rating and ranking and brought attention to the fact that there is a big difference in ranking from an average of 85 to 35, and he wanted to know if the ranker who gave the score of 35 was aware of what he should be looking at. Mr. Powers stated that Mr. Sanchez has been employed at the Wastewater Plant for some time and should understand the process. Ms. Rose stated that she will take a good look at the rating and ranking process to make sure that it is fair and that the committee is aware of all the information needed to rate and rank.

Commissioner Lumpkin stated that people have stated to him that they should keep jobs in Tucumcari. He stated that he struggles with whether to go with the staff recommendations, which he trusts, or go with the local business because it keeps jobs here.

Ms. Rose stated that staff needs assistance in doing what is best for Tucumcari and if the commission decides to go with local business, but it is not in the best interest of the City, it hurts the citizens. It may be that rankers were considering what has happened in the past, and maybe those issues no longer exist.

Commissioner Lafferty also stressed his concern that there is such a spread from high to low. He also stated that he believes in utilizing local businesses, however it is difficult to justify a non-transparent goal to be able to document and justify, so a local business has a chance.

Ms. Rose stated that she and management would review the scope of work and review the process before approval.

Commissioner Lumpkin made a motion, seconded by Commissioner Lafferty to approve the recommendation of HDR. Roll Call:

Sandoval     Lafferty     Apodaca     Lumpkin

No                 Yes            Yes             Yes

Mayor Apodaca called on Mr. Powers to present the award of bid and contract for aquatic improvements. Mr. Powers stated that this bid award is for the water slide for the public pool, which has been going on for over a year. He recommended that the bid be accepted from Design Plus in the amount of $55,275.00. He has been in constant contact with the company and by city crews doing some of the work, the City can save approximately $11,262.00. He handed out pictures of what the water slide will look like to the Commission.

Commissioner Lafferty asked how much money was available. Mr. Powers’ response was $72,048.00. Commissioner Lafferty stated that with the savings, the City is then looking at $49,000.00 - $50,000.00 for this unit.

Commissioner Sandoval asked if there was anything that could be done with Five Mile Park. Mr. Powers stated that when Mrs. Ditto was alive that it was always something she wanted to do, however, back then the costs were coming in at $700,000.00 - $800,000.00 and more regulations. He stated that he just didn’t know whether we would ever be able to acquire the money.

Commissioner Lafferty asked about the liability issue with using city crews, who are working out of their expertise, and whether or not the company would stand firm regarding any warranties, etc. Mr. Powers stated that the city crews will be doing the actual work, however, under the instruction of the company.

Commissioner Lafferty made a motion, seconded by Commissioner Lumpkin to award the contract to Design Plus. Roll Call:

Sandoval     Lafferty     Apodaca     Lumpkin

Yes             Yes             Yes             Yes

Mayor Apodaca called on Roger Hatcher, Chief of Police to present a request for approval of an application for community DWI prevention funds. Chief Hatcher reported that they should have received a copy of the application in their packets and requested approval to apply for this grant.

Commissioner Lumpkin made a motion, seconded by Commissioner Lafferty to approve the application. Roll Call:

Lafferty     Apodaca     Lumpkin     Sandoval

Yes             Yes             Yes             Yes

Mayor Apodaca called on Tom Even, with the Lodger’s Tax Board. Mr. Even requested that the commission approve an advertising contract for a “Tucumcari Tonite” billboard. He stated that the gentleman has held the billboard open and is expecting an answer tomorrow. Mr. Even stated that this billboard will advertise the ongoing theme, “Tucumcari Tonite”.

Commissioner Lumpkin stated that advertising for Tucumcari is cost effective and helps a lot, and asked Ms. Rose for her recommendation.

Ms. Rose stated that she recommends approval of this contract.

Commissioner Lumpkin made a motion, seconded by Commissioner Sandoval to approve the advertising contract. Roll Call:

Apodaca     Lumpkin     Sandoval     Lafferty

Yes             Yes             Yes             Yes

Mayor Apodaca called on Cathy Estrada, Code Enforcement Officer. Ms. Estrada stated that she is getting busy working on the Great American Cleanup, and is requesting “Free Dump Days” at the City Landfill on May 8th – May 9th from 8:00am – 4:00pm each day. She stated that residents will need to present a current, paid water bill to be allowed to dump free. She also stated that no biohazards would be accepted, and there will be a charge for tires. Mayor Apodaca asked about the charge of tires, and Ms. Estrada stated that it depended on the size of the tires. Catherine Priddy-Bugg made a suggestion that anybody who has paint might donate it to the High School Seniors who can use the paint when they paint the street.

Ms. Estrada also invited everybody to participate in the Great American Clean-Up on Saturday, May 16th beginning at 8:00 a.m. at Kvols Park.

With a recommendation from Ms. Rose, Commissioner Lafferty made a motion, seconded by Commissioner Lumpkin to approve the “Free Dump Days”. Roll Call:

Lumpkin     Sandoval     Lafferty     Apodaca

Yes             Yes             Yes             Yes

Mayor Apodaca called on citizens Edward Perea and Fran Tollett to present their request for a Community Garden. Mr. Perea stated that they had a meeting with Ms. Rose and Yvette Fazekas and Doug Powers from Community Development regarding the possibility of having a Community Garden. They have researched property, and are recommending an empty corner lot near 133 N. 7th St. for the garden. He stated that he has seen these gardens in Albuquerque and Arizona and they would like to try to have one here. He stated that it would be open to the community to be members of the Garden Club. He also had the idea of a pumpkin patch where the children would be able to go pick pumpkins. At this point, they are requesting permission and support from the Commission. Ms. Tollett stated that they haven’t done any advertising due to the fact that they felt that they needed the Commission behind them for this project to work.

Commissioner Lumpkin stated that it is a great idea and he is behind it. He stated that he understands it is a city lot, but how will it be watered. Ms. Tollett stated that they would request that it be watered the same way as Dunn Park.

Commissioner Lafferty explained the system at Dunn Park, which is not available on an empty lot.

There was some discussion regarding different ways to water the lot. Mayor Apodaca stated that he feels it’s a good idea and because it is City property it should be maintained anyway.

After further discussion, Commissioner Lumpkin made a motion, seconded by Commissioner Lafferty that the project move forward. Roll Call:

Sandoval     Lafferty     Apodaca     Lumpkin

Yes              Yes             Yes             Yes

Commissioner Lumpkin also asked that since it is City property that the idea of a drip system be explored, as well as the group keeping a cost of water. Commissioner Lafferty asked Ms. Rose to check procurement regarding the issue of donating water.

Mayor Apodaca called on Ms. Rose regarding a request for vacation carry-over. Ms. Rose stated that she received a letter from Chief Hatcher regarding the problems they are having in his department using their vacation time, and due to the fact that they have been short handed and working 12 hour shifts, that it is almost impossible for the officers to use their vacation time. She stated that a substantial amount has built up over the past 2 years. Chief Hatcher stated that May and June are big training months, and it is hard for the officers to use their time. He stated that although he has hired some new ones, it will take some time for them to get on the street, and he doesn’t foresee any relief until probably March of 2010. There is a viable option, where the officers could be paid out instead of losing their time. Ms. Rose stated that Marty Garcia, Finance Officer has prepared a report and that it shows that from a financial standpoint it would be doable.

Commissioner Lafferty asked why the first recommendation was for carry-over, and Ms. Rose explained that a payout would get the problem under control, where carry-over would just increase the hours that need to be taken off.

There was additional discussion regarding the problems associated with the carry-over issue, not only in this department, but in others as well. Commissioner Lafferty stated that we are looking at issues of being understaffed, as well as being limited on cash availability, and wondered if there were any other ideas, as this will always be a problem.

Chief Hatcher stated that he couldn’t argue with that thought process, however the issue can be addressed over the next 8 months, but right now he can’t get passed it.

Commissioner Lumpkin made a motion, seconded by Commissioner Lafferty that the a pay-out be authorized for the police department. Roll Call:

Sandoval     Lafferty     Apodaca     Lumpkin

Yes             Yes             Yes             Yes

Items from Commissioners

Commissioner Lumpkin thanked everyone for coming and complimented them for their interest in Tucumcari. He again stated that a Proclamation for Volunteers who work with youth and other community projects should be done.

Mayor Apodaca reported that he attended the NMML District Meeting, and stated that he received a lot of congratulations for the $500,000.00 CDBG funding we recently received. He stated the community owes a debt of gratitude to Doug and his staff and stated that he knows they don’t seek it, but hopes that some day it will find them.

Commissioner Lumpkin also congratulated the Emergency Management Department for the work they have done to make our community “Storm Ready”.

Adjournment

With no further business, Commissioner Lumpkin made a motion, seconded by Commissioner Lafferty to adjourn. Roll Call:

Lafferty     Apodaca     Lumpkin     Sandoval

Yes             Yes             Yes             Yes

The meeting adjourned at 7:19p.m.

                                                                                    ______________________________

                                                                                    Antonio Apodaca, Mayor

ATTEST:

________________________________

Christine Dougherty, City Clerk