CITY OF TUCUMCARI
MINUTES
MAY 24, 2007
The Tucumcari City Commission met for their regular meeting on Thursday, May 24, 2007, at 6:00 p.m. in the City Commission Chambers. Members present constituting a quorum were Christopher Maestas, Jim Lafferty, Antonio Apodaca, Mary Mayfield and Jim Witcher.
City staff members present were John R. Sutherland, Jr., City Manager; Marty Garcia, Assistant City Manager/Finance Director; Jeannette Maddaford, City Clerk/Assistant Finance Director; Doug Powers, Community Development Director; Mike Cherry, Fire Chief; Police Chief Larry Ham; Lt. Ron Haley; Officer Darrick Shaw and Detective Willis Hendrickson.
Mayor Mary Mayfield called the meeting to order and Assistant Pastor John Thurmond of the Fathers Forge Church gave the invocation. Commissioner Lafferty led the group in the Pledge of Allegiance.
Consideration of Additions/ Deletions
None
Approval of Minutes
A motion was made by Commissioner Maestas and seconded by Commissioner Witcher to approve the minutes of the May 10, 2007 regular Commission meeting. Roll Call:
Apodaca Mayfield Witcher Maestas Lafferty
Abstain Abstain Yes Yes Yes
Approval of Vouchers
A motion was made by Commissioner Witcher and seconded by Commissioner Maestas to approve the vouchers. Roll Call:
Mayfield Witcher Maestas Lafferty Apodaca
Yes Yes Yes Yes Yes
Items from Citizens
None
Ordinances and Resolutions
RESOLUTION 2007-17 A RESOLUTION ADOPTING THE ANNUAL BUDGET FOR THE FISCAL YEAR 2007-2008 AND REQUESTING APPROVAL FROM THE LOCAL GOVERNMENT DIVISION OF THE DEPARTMENT OF FINANCE AND ADMINISTRATION was presented by Finance Director Marty Garcia who reported that the budget was based on need with the cooperation of the department heads and elected officials. Meetings of review were advertised on May 2 and 19 in compliance with the Open Meetings Act. He stated that the budget was balanced and meets the 1/12th DFA requirement. In the budget there is a 2% cost of living increase in the Gross Receipts Tax and does not include non-reoccuring gross receipts tax. A 50-cent per hour increase was given to all city employees except the police and the police officers receive a $2 per hour increase. A half million dollars in infrastructure and capital improvements also was included in the budget. There will be a 5% increase in water rates in order to balance the joint utility budget. Health insurance only experienced a 2.9% increase. While fuel and utilities expense were projected to increase by 10% and insurances 5%. There were three new positions added to the budget, i.e. a part-time facilities operator at the Convention Center; a deputy emergency manager; and a grounds caretaker at the Parks. Various projects were funded through grants and legislative capital awards previously approved by the Commission were reviewed. He congratulated the new City Manager for just arriving and being part of the budget process. Commissioner Witcher reminded the Commissioners of the plan to revisit the budget in six months. A motion was made by Commissioner Witcher and seconded by Commissioner Maestas to approve Resolution 2007-17. Commissioner Lafferty stated that he had a concern with the budget in that the City is increasing reoccurring employee costs in the amount of $344,690 which obligated the City to fund every year. Also four new positions were created and three part-time positions were moved to fulltime. Last year the City spent $98,000 more than was brought in and this year the City is planning to spend $266,000 more than projected revenue. He noted that since he got on the Commission, he wanted to develop a salary structure for the City’s employees, but money could not be found to fund this. He noted most all the department heads had infrastructure budget requests. He pointed out that as Commissioners, all have a responsibility to make sure that the budget functions next year, and they should not approve it on a leap of faith. When the question was asked in the budget hearings, the answer was we would take care of it if a problem arrives. Mayor Protem Apodaca noted that the police officers’ raise of $2 is very much needed because of the City’s need to recruit and retain officers and due to the stiff competition through out the county, state, and nation. Commissioner Maestas stated that he agreed with Commissioner Apodaca and that salary expense increased by $344,000 this year and it will be more next year and the following years, but it will work out as it always has. Ten years from now, the Commissioners will still be looking at budget and it will increase and it will work out. He stated that he had confidence in Garcia, Sutherland, and Maddaford. Marty Garcia stated that the $266,000 shown over the cash balance, $250,000 is the amount in the General Fund earmarked in case the City needs to go out for funding. Garcia stated that the capital needs of the departments were not ignored. From discussions with Mr. Sutherland, he wants to evaluate and assess needs throughout the City and determine what the greatest needs are of the departments and the City. Roll Call:
Maestas Lafferty Apodaca Mayfield Witcher
Yes Yes Yes Yes Yes
Scott Simpson, Recreation Director, presented RESOLUTION 2007-18 - A RESOLUTION BY THE CITY COMMISSION, THE GOVERNING BODY OF THE CITY OF TUCUMCARI, NEW MEXICO ESTABLISHING SWIM FEES. Simpson reported that the resolution addressed the season passes. When analyzed the daily admission fee for a season pass equaled 25 cents per day, so the fee was increased to make it commensurate with half price of a daily fee for three months. The provides supervised recreation each day for four hours. Mayor Protem Apodaca inquired about the swim pass. Simpson related that the pass is good from 1:00 to 5:00 p.m., seven days a week from Memorial Day to Labor Day, having only one day in which the pool is closed, Fourth of July. Commissioner Witcher inquired if the Family Night Rental of $40 included the lifeguard expense and it was noted that the person renting the pool pays the lifeguards. Mayor Mayfield stated that she was very thrilled to have a swimming pool for our youth as it has been missed the last couple of years. She also hoped that the City is able to keep lifeguards. Simpson stated that a relief lifeguard would be hired to fill in when there is sick leave or vacations by the regular lifeguards. Mayfield also asked that the hours of the swimming pool and the names of the lifeguards be advertised and also let the news media know if the pool is going to be closed at any time. It was announced that the first day the pool is open; it will be a free swim day, which is planned for June 1. A motion was made by Commissioner Witcher and seconded by Commissioner Lafferty to approve Resolution 2007-18 adopting new swim fees. Roll Call:
Maestas Lafferty Apodaca Mayfield Witcher
Yes Yes Yes Yes Yes
City Manager’s Report
City Manager John Sutherland reminded everyone of the Attorney General’s meeting on Friday, June 1, 2007, from 9:00 to noon at the Convention Center where a presentation on the Open Meetings Act and the Inspection of Public Records Act will be made. In response to a request from the Commissioners, a work session will be held on Thursday, May 31, 2007, at 6:00 p.m. where the feedlot proposal that was in the May 16 issue of the Quay County Sun will be discussed as well as the city’s current department organization structure. Altrusa was thanked for their donation of $489.44 for the Recreation Department to buy handrails for the bleachers at the baseball fields.
A project update was given by Doug Powers who reported that the swimming pool was coming along nicely. He thanked the Parks Department, Max Jimenez, Chris Gries, and Jimmy Gutierrez who came over last Saturday and got the building cleaned up and the bathrooms working and Alex Madrid who loaned Joe Jasper who painted the inside hallway and bathrooms. He thanks Rod and Jo Ann Denton who donated $300 to buy paint for the building. He also stated that the Tucumcari firefighters are working on gathering a donation as well.
He reported that he had talked with Heather Sandoval of the District IV State Department of Transportation about the Railroad Depot project. She hopes to have the City a preliminary grant agreement to review tomorrow.
The GRIP2 Project application has been reviewed and they reduced the inkind match to agree with the project.
On June 11, Snow Company will come in and finish the liner at the landfill. The well driller will also arrive the same day. A preliminary meeting has been set up with Dan Fuqua of the State Environment Department who will bring a new person from the Solid Waste Division on Thursday, May 31, 2007.
Lisa Andrada attended the CDBG Workshop in Albuquerque last week and received an award for the City of Tucumcari from the Local Government Division. The award was presented for being number one in the State for receiving 5.3 million dollars in Community Development Block Grant funding for completed projects since the CDBG Program was started approximately twenty years ago.
City Manager Sutherland reported that as of tomorrow, he will have completed all of his visits to all the departments. He stated that he has visited the new landfill; seen the fresh water wells and storage tanks; visited the wastewater treatment plant and the water lab; toured all the lift stations; visited the cemetery and all the parks; driven around town and looked at various street projects; seen the current city owned equipment and noted its condition; walked the streets of downtown Tucumcari and visited the old railroad depot; visited the Convention Center and Museum. Through this tour, he has become familiar with all of the City’s assets. He attended Tucumcari MainStreet Community Economic Assessment on May 16 at the Convention Center. Dr. Jeff Mitchell of University of New Mexico talked about drawing travelers from the Interstate down into the heart of old downtown Tucumcari. He noted how critical it is to improve the appearance of the downtown area to make it more presentable to visitors. He pointed out there is nothing more negative to that effort than the unkempt and overgrown properties that are all too prevalent in the important corridor areas, especially the Route 66 Boulevard and downtown area. He noted that he is aware of the code enforcement activities. But if the City is going to make Tucumcari look like it is loved, then the business community needs to take pride in Tucumcari and voluntarily take the initiative to clean up, fix up, and paint up their properties. Sutherland stated he will initiate some activities to provide some positive reinforcement to get the business community on board to support this and Tucumcari become the town it really should be. He offered his thanks to the Board of Commissioners for the approval of the new budget for the upcoming year, but once again thanked the City staff for the efforts put forth and noted that he looks forward to a long relationship working with everyone.
Bids and Contracts
Grant Agreement No. 08-418-6001-0054 with the Department of Tourism for Litter Control and Beautification was presented on behalf of Yvette Fazekas. A motion was made by Commissioner Apodaca and seconded by Commissioner Witcher to approve Litter Control and Beautification Grant for $12,600 with a city in kind match for youth groups to clean the city and earn money for their work. Roll Call:
Lafferty Apodaca Mayfield Witcher Maestas
Yes Yes Yes Yes Yes
New Business
Phillip Griggs of the Elks Clubs presented a request for assistance on the expense of the fireworks for the Fourth of July display. He stated that the Elks spends $5,000 on the display and asks each year that the City share in the expense. A motion was made by Commissioner Witcher and seconded by Commissioner Maestas to approve the expenditure of $2,500 for the fireworks display. Roll Call:
Apodaca Mayfield Witcher Maestas Lafferty
Yes Yes Yes Yes Yes
Franklin McCasland, President of the Greater Tucumcari Economic Development Corporation, presented a request for expenditures from the City’s 1/8% Economic Development Gross Receipts Tax of $40,000 for the land option of 250 acres east of Tucumcari for the Racino as agreed to in the Gaming Authority JPA and $26,500 for the Flying J Truck Plaza. He explained that Flying J met all the requirements and filled out the appropriate paperwork through EDC to qualify for financial assistance to extend a waterline 1,200 feet from the City’s existing waterline located at the Mountain Road RV Park to where Flying J is building the Plaza. They are bringing 89 full-time employees. Mayor Pro-tem inquired who would own the Racino land and it was noted that it would probably be the Gaming Authority. Also he inquired about the expense of the Racino infrastructure. McCasland stated that it would be taken care of through the Racino’s financing. A motion was made by Commissioner Lafferty and seconded by Commissioner Witcher to approve the expenditure out of the 1/8% Economic Development Gross Receipts Tax of $40,000 for 250 acre land option for the Racino to be given to the Gaming Authority per the Joint Powers Agreement and approve $26,500 for the Flying J waterline extension. Roll Call:
Mayfield Witcher Maestas Lafferty Apodaca
Yes Yes Yes Yes Yes
McCasland invited the Commissioners to drive south on Mountain Road to see all the new development that is taking place. He noted that Love’s is spending a lot of capital to invest in our community. The new businesses will provide more jobs and will encourage more people to pull off Interstate 40, which will help the entire area.
Jim and Lynn Hudson of the Mother Road Rally presented information on the Lodgers’ Tax Board’s allocation of $2,000. They showed posters paid for by the allocation. The remainder of the funds will be used for radio advertising in Tucumcari, Amarillo, Albuquerque, and Clovis. Some of the funds will be spent on printed bandanas to hand out to the participants when they sign up. She stated that they are working with the Chamber of Commerce this year and are splitting the cost of an ad that will appear in the paper, On the Horizon. She noted that this is the fourth annual Mother Road Rally and this year they are joining forces with the Chamber’s Route 66 Festival and the Rotary Club’s Car Show who will have fifteen categories for cars and three categories for bikes. Also they will have a $5,000 cash raffle rather than give a way the bike and the tickets will be $10 each. There will be a combined purse of $5,000 for the Poker Run and games. Since residents of Tucumcari have been concerned about paying at the gate, they have decided this year that admission to the Mother Road Rally will be free with only a $5 charge to participate in the Poker Run or any of the games. Mayor Mayfield urged everyone to come to the Rally, Car Show, and Route 66 Festival on Saturday, May 16. Commissioner Witcher reminded everyone to attend the free watermelon feed at Kvols Park on Friday evening, May 15, as part of the Route 66 Festival.
Doug Powers, Community Development Director, reported that the bids for sand to go over the top of the landfill liner came in way over budget. The City worked with the Environmental Department to get an alternate source of material for the landfill. Approval was received on three different locations. The new requirements on the sand will provide $125,000 in savings. Engineers’ Inc. has come forward with a letter to recommend rejection of sand bids. A motion was made by Commissioner Apodaca and seconded by Commissioner Witcher to go with Engineers’ Inc. recommendation and reject the bids for sand. Roll Call:
Witcher Maestas Lafferty Apodaca Mayfield
Yes Yes Yes Yes Yes
Doug Powers presented a recommendation for engineering services for the GRIP2 Project on Adams Street between Main Street and Route 66 Boulevard. Three engineering firms, Wilson & Co., ASCG, and Engineering, Inc., submitted proposals and Wilson & Co. was the number one rated firm. Powers noted that Wilson & Company did the Municipal Arterial Project through the Department of Transportation on the Adams Street and Estrella under a time constraint. The project came out real well, so he was happy to endorse the evaluation committee’s recommendation. A motion was made by Commissioner Witcher and seconded by Commissioner Apodaca to award the engineering services proposal for the GRIP2 Project to Wilson & Co. Roll Call:
Maestas Lafferty Apodaca Mayfield Witcher
Yes Yes Yes Yes Yes
Due to the expiration of three terms of three members of the Community Development Advisory Board, the pending vacancies were advertised in the newspaper. Phil Clark, Michael Fazekas, David Gonzalez, Robert Morgan, and Amy Sandoval submitted applications. Doug Powers recommended since the Community Development Advisory Board allows for additional positions, he recommended that all five be appointed to the Community Development Board. A motion was made by Commissioner Witcher and seconded by Commissioner Maestas to appoint all five applicants to the Community Development Board. Roll Call:
Lafferty Apodaca Mayfield Witcher Maestas
Yes Yes Yes Yes Yes
Joe Rey, Regional Program Director/Data Management Specialist, with the North Central New Mexico Economic District Area Agency on Aging appeared before the Commission for the renewal of the Lease Agreement with the City for office space at the Community Development building for a one year term where North Central supplies a receptionist for the Community Development office in lieu of utility charges. A motion was made by Commissioner Apodaca and seconded by Commissioner Witcher to approve the Lease Agreement with North Central New Mexico Economic District Area Agency on Aging for $1.00 per year. Roll Call:
Apodaca Mayfield Witcher Maestas Lafferty
Yes Yes Yes Yes Yes
Benji Torres, a retired elementary teacher, appeared to asked the Commissioners for a clarification on lot cleaning procedures when a vehicle has to be towed. He stated that he was not against keeping the City clean. He stated that a list had been supplied to him of names and phone numbers to help individuals to know who was available to haul items, mow lawns, clean lots, their charges, phone number, etc., but there was no information on who was available to haul vehicles off of property and the charge. Since he had a car in the back of his yard, the Code Enforcement Officer said she could get someone to take the car away at no charge. When he asked who this person was, she did not give him a name. She said that it was a service that she provided and she would take pictures of the car as it is loaded and have the hauler sign a paper as well as the owner allowing the car to be hauled. So he wondered why she was not able to give him a name. Chief Ham noted that the Code Enforcement Officer reports to him and he stated the answer to the question is that Mr. Marlin Terry is the person who removes the vehicles at no cost to the individual or to City. He stated that he does not know what he does with the vehicles, but it was not a secret. Commissioner Lafferty asked the Chief to contact local businesses who could provide this service, so they are given the same opportunity.
Items from Commissioners
Commissioner Apodaca stated that he had been visiting with various people, primarily working people. He noted that the City wants the city clean, but the dump is closed when working people need access to it. He recommended that the City open the dump one or two Saturdays a month to facilitate the dumping of trash, so working people can dump their trash and Tucumcari could be kept clean. He thought that the work schedule could be rearranged, so the person that worked Saturday could be off on Monday.
Commissioner Witcher noted that sometime people announce that they are native Tucumcarians and are very proud of that fact. He noted that he is not a native, but was raised within 200 miles from Tucumcari all his life, so he is almost native. He reported that he has never seen so much optimism, joy, and pride in this town. He acknowledged that he had lived in Tucumcari fourteen years and he is terribly excited, so he thanked everyone for it. Mayor Mayfield stated that she is always being asked if she has lived here all her live. She reported that she answers, “Not yet, but she is working on it.”
Commissioner Maestas said he had received a letter from Janine Bahr about her concern about the location of a feedlot near Tucumcari and he stated it concerned him also. According to the letter, the operation will use 15 million gallons of water per year and the contaminated water will flow into Ute Lake. Also when you have animals together in a small area, there are diseases. He stated that when the Commission meets for their work session on Thursday, these questions need to be addressed.
Mayor Mayfield noted that the person sending the letter asked that the letters be read aloud at the City Commission meeting. The Mayor noted that it is the Commission’s policy to not read a letter out loud as it gives the impression that the Commission is validating the information in the letter. If someone would like to bring a letter and read it at the podium, the Commission will listen and take the information to heart. She thanked everyone who helped her and her family when her brother-in-law’s house was destroyed by a tornado, and this why she was not at the last Commission meeting. After three and a half weeks, she noted that she finally gets to welcome the new City Manager to Tucumcari in a public meeting.
Adjournment
There being no further business, a motion to adjourn was made by Commissioner Witcher and seconded by Commissioner Apodaca. Time noted 7:05 p.m. Roll Call:
Mayfield Witcher Maestas Lafferty Apodaca
Yes Yes Yes Yes Yes
______________________________
Mary Mayfield, Mayor
ATTEST:
____________________________
Jeannette Maddaford, City Clerk
