TABLE OF CONTENTS FOR COUNCIL MEETING HELD SEPTEMBER 25, 2018:
(A) Minutes of Previous Meeting(s):
1. Regular Meeting held September 11, 2018.
(B) Recognition of Retired Police Employee Charles D. Smart; Fire Re-Retired Employee Michael Inge and Street 25-Year Service Award to Randy Lee.
(C) Proclamation Declaring “October 7 – 13, 2018 as Fire Prevention Week.”
(D) Ratification of Finance Department’s Actions Regarding Bills for August 2018.
(E) Resolution #18-19-16, A Resolution Authorizing the Execution and delivery of a Water Project Fund Loan/Grant Agreement by and between the New Mexico Finance Authority (“Finance Authority”) and the Eastern New Mexico Water Utility Authority (the “borrower/grantee”), and joined by its members, the City of Portales (the “City”), the communities of Clovis, Elida, Grady and Texico and Curry County, in the total loan/grant amount of $2,493,379, ratifying the action of the borrower/grantee to utilize the loan/grant amount solely for the purpose of financing the costs of design and construction of a sub-phase of the interim groundwater pipeline project and specifically construction of the finished water 2/cannon lateral pipeline, and solely in the manner described in the Loan/Grant Agreement; providing for the pledge and payment to the borrower/grantee of the city’s portion of the loan amount (20.87% of the loan amount, or approximately $52,037) solely from a portion of the net system revenues of the City water system, which revenues are paid to the borrower/grantee for payment of the loan amount; approving the form of and other details concerning the Loan/Grant Agreement; ratifying actions heretofore taken; repealing all action inconsistent with this resolution; and authorizing the taking of other actions in connection with the execution and delivery of the Loan/Grant Agreement.
(F) Request for Award Bid and Contract for ITB No. 2018-09-02 for Building/Maintenance Materials, Minor Construction Materials and Hardware Items Indefinite Quantity Multi-Term Contract.
(G) Other Business/Citizens to be Heard.

THE CITY COUNCIL OF THE CITY OF PORTALES met in regular session Tuesday, September 25, 2018, at 6:30 p.m., in the Council Chambers of the Memorial Building, 200 E. 7th Street, Portales, NM in full conformity with the rules and regulations. Mayor Pro-Tem Miller called the meeting to order in the absence of Mayor Jackson and asked City Clerk Martinez-Terry to call roll. Those present and constituting a quorum were:

MAYOR: Ronald L. Jackson (absent)
MAYOR PRO-TEM: Michael G. Miller
COUNCIL MEMBERS: Veronica A. Cordova Chadwick H. Heflin Jake J. Lopez
Michael James “Jim” Lucero (absent) Dianne Y. Parker
Oscar H. Robinson (absent) Jessica J. Smith
STAFF PRESENT: Sammy Standefer, City Manager Joan Martinez-Terry, City Clerk Veda Urioste, Deputy City Clerk Pat Gallegos, Police Chief
Chris Williams, Police Lt. Chris Mitchell, Police Corp. Gary Nuckols, Fire Chief
T.J. Cathey, Fire Battalion Chief Scott Tweedy, 2nd Lt/FF/EMP/Para. Lynsey Sanchez, FF/EMT/Intermed. Steve Doerr, City Attorney John DeSha, Public Works Dir. Marilyn Rapp, Finance Dir.
Christine Mitchell, I.T. Tech. Katherine Hall, P.A.T. Coordinator Jenny Wilson, Police Evidence Cust. Hugh Frank, Fire Lt./Paramedic Scotty Watson, Fire Lt./Para.
Duane Rogers, FF/EMT/Intermed.

OTHERS PRESENT:
Jamie Cushman, Press
Mike Inge, Retired Employee
Charlie Smart, Retired Employee Rhonda Smart
Bill Hendrickson, RCCDC Exec. Robin Inge
Adolf Cordova

Mayor Pro-Tem Miller asked Councilor Parker to give the invocation, and Councilor Heflin led the Pledge of Allegiance and the Salute to the New Mexico flag.

(A) MINUTES OF PREVIOUS MEETING(S):
1. Regular Meeting held September 11, 2018.

Mayor Pro-Tem Miller asked the Council to consider the minutes of the Regular Meeting of September 11, 2018. He asked for comments or corrections. Mayor Pro-Tem Miller asked the pleasure of the Council. Councilor Heflin made the motion to approve the minutes of the regular meeting of September
11, 2018. Councilor Cordova seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

(B) RECOGNITION OF RETIRED POLICE EMPLOYEE CHARLES D. SMART; FIRE RE-RETIRED EMPLOYEE MICHAEL INGE AND STREET 25-YEAR SERVICE AWARD TO RANDY LEE

Mayor Pro-Tem Miller said that this item is to recognize the retirement of Police Employee Charles D. (Charlie) Smart; once-a-colleague re-retired Michael Inge and a 25-year service award to Street employee Randy Lee. He stated that Randy Lee is not present at this time. He asked Michael Inge and Charles Smart to come forward to receive congratulations and recognition. Mayor Pro-Tem Miller commented that he had previously worked with Mike Inge in Clovis for about three and a half years. He read the certificate of appreciation for his service to the City aloud to Charles Smart and presented him with a gift (engraved pocket watch) in appreciation of his service. He asked Charlie Smart to say a few words. Charlie Smart told the group that, when he came to the Portales Police Department in 2002, initially, he was just waiting to get on with the Austin Police Department, but 16 years later he was retiring from Portales. Mayor Pro-Tem Miller thanked him for his service.

Mayor Pro-Tem Miller asked Michael Inge to come forward to receive the certificate of appreciation for his years of service to the City. He presented him with a gift (a pocket knife) in appreciation of his service. – received the certificate of recognition for service to the City of Portales. He commented that Michael Inge demonstrated dedication to the fire service in retiring from one service and then re-retiring from the Portales Fire Department. He asked Michael Inge to say a few words. Michael Inge stated that he had retired from the Clovis Fire Department and then had the opportunity to work with the Portales Fire Department for another 13 years. He stated that he appreciated the opportunity to work with the City’s fire department. He commented that he was following in the footsteps of his grandfather who had been Fire Chief in his day.

(C) PROCLAMATION DECLARING “OCTOBER 7 – 13, 2018 AS FIRE PREVENTION WEEK”

Mayor Pro-Tem Miller asked the Fire Chief to come forward to receive the proclamation declaring the week of October 7th to 13th as Fire Prevention Week. He read the proclamation aloud to the audience although the original had not made it to the meeting. He stated that the theme of the week is “Look. Listen. Learn. Be Aware.” He asked Chief Nuckols to talk about the plans for the week. Chief Nuckols said that the department will be doing tours, Pre-K through 2nd grade contacting from 800 to 1000 kids in a two-week period. He stated that the department uses this opportunity to start a good foundation in kids for fire prevention and injury prevention. Mayor Pro-Tem Miller said that he had seen several of the Firefighters at Valencia School earlier in the day and asked the group at the back of the room to introduce themselves.
The group included T.J. Cathey, Battalion Chief; Scotty Watson, Firefighter/Paramedic; Scott Tweedy, 2ND Lt./Firefighter/EMT/Paramedic; Duane Rogers, Firefighter/EMT/Intermediate; and Lynsey Sanchez, Firefighter/EMT/Intermediate. Mayor Pro-Tem Miller, Chief Nuckols and Councilor Parker talked about the reason for fire prevention week. They told the group about the great Chicago fire of 1871 that occurred on October 9th that was the catalyst for the President to declare the week that has October 9th in it to be fire prevention week to remind people to be aware of fire hazards.

(D) RATIFICATION OF FINANCE DEPARTMENT’S ACTIONS REGARDING BILLS FOR AUGUST 2018

Mayor Pro-Tem Miller asked Marilyn Rapp, Finance Director, to present the bills for August 2018. Ms. Rapp told the Council that the bills for August were in the amount of $1,889,755.43. Ms. Rapp told the Council that she was before them to ask for ratification of the bills for August. She commented that August was a pretty high month. She asked for questions from the Council and approval of the action on the bills.

August 2018
Pooled Cash Fund 999 1,889,755.43

Mayor Jackson asked the pleasure of the Council. Councilor Parker made the motion to approve the bills for August 2018 as presented. Councilor Smith seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

(E) RESOLUTION #18-19-16, A RESOLUTION AUTHORIZING THE EXECUTION AND DELIVERY OF A WATER PROJECT FUND LOAN/GRANT AGREEMENT BY AND BETWEEN THE NEW MEXICO FINANCE AUTHORITY (“FINANCE AUTHORITY”) AND THE EASTERN NEW MEXICO WATER UTILITY AUTHORITY (THE “BORROWER/GRANTEE”) AND JOINED ITS MEMBERS, THE CITY OF PORTALES (THE “CITY”), THE COMMUNITIES OF CLOVIS, ELIDA, GRADY AND TEXICO AND CURRY COUNTY, IN THE TOTAL LOAN/GRANT AMOUNT OF $2,493,379, RATIFYING THE ACTION OF THE BORROWER/GRANTEE TO UTILIZE THE LOAN/GRANT AMOUNT SOLELY FOR THE PURPOSE OF FINANCING OF THE COSTS OF DESIGN AND CONSTRUCTION OF A SUB-PHASE OF THE INTERIM GROUNDWATER PIPELINE PROJECT AND SPECIFICALLY CONSTRUCTION OF THE FINISHED WATER 2/CANNON LATERAL PIPELINE, AND SOLELY IN THE MANNER DESCRIBED IN THE LOAN/GRANT AGREEMENT; PROVIDING FOR THE PLEDGE AND PAYMENT TO THE BORROWER/GRANTEE OF THE CITY’S PORTION OF THE LOAN AMOUNT (20.87% OF THE LOAN AMOUNT, OR APPROXIMATELY $52,037) SOLELY FROM A PORTION OF THE NET SYSTEM REVENUES OF THE CITY WATER SYSTEM, WHICH REVENUES ARE PAID TO THE BORROWER/GRANTEE FOR PAYMENT OF THE LOAN AMOUNT; APPROVING THE FORM OF AND OTHER DETAILS CONCERNING THE LOAN/GRANT AGREEMENT; RATIFYING ACTIONS HERETOFORE TAKEN; REPEALING ALL ACTION INCONSISTENT WITH THIS RESOLUTION; AND AUTHORIZING THE TAKING OF OTHER ACTIONS IN CONNECTION WITH THE EXECUTION AND DELIVERY OF THE LOAN/GRANT AGREEMENT

Mayor Pro-Tem Miller read the title of Resolution #18-19-16 aloud as a Resolution Authorizing the Execution and delivery of a Water Project Fund Loan/Grant Agreement by and between the New Mexico Finance Authority (“Finance Authority”) and the Eastern New Mexico Water Utility Authority (the “borrower/ grantee”) and joined its members, the City of Portales (the “City”), the communities of Clovis, Elida, Grady and Texico and Curry County, in the total loan/grant amount of $2,493,379, ratifying the action of the borrower/grantee to utilize the loan/grant amount solely for the purpose of financing the costs of design and construction of a sub-phase of the interim groundwater pipeline project and specifically construction of the finished water 2/cannon lateral pipeline, and solely in the manner described in the Loan/Grant Agreement; providing for the pledge and payment to the borrower/grantee of the city’s portion of the loan amount (20.87% of the loan amount, or approximately $52,037) solely from a portion of the net system revenues of the City water system, which revenues are paid to the borrower/grantee for payment of the loan amount; approving the form of and other details concerning the Loan/Grant Agreement; ratifying actions heretofore taken; repealing all action inconsistent with this resolution; and authorizing the taking of other actions in connection with the execution and delivery of the Loan/Grant Agreement. City Manager Standefer said that the resolution had been presented to the Finance/Administration Committee and recommendation was approved at a vote of 3 to 1. He commented that the first lien holder is the NM Environment Department (NMED); all others are subsequent to that lien. He added that this resolution before them is still subject to

the NMED’s approval. He stated that there was considerable discussion at the Finance/Administration Committee. Mayor Pro-Tem Miller asked the pleasure of the Council. Councilor Lopez made the motion to adopt Resolution # 18 -19-16, approving the loan/ grant of the ENMWUA as presented.
Councilor Parker seconded the motion. Roll call vote by five (5) of the six (6) Council members present resulted in support of the motion. Councilor Heflin voted Nay. No abstentions. Motion carried.

(F) REQUEST FOR AWARD BID AND CONTRACT FOR ITB NO. 2018-09-02 FOR BUILDING/ MAINTENANCE MATERIALS, MINOR CONSTRUCTION MATERIALS AND HARDWARE ITEMS INDEFINITE QUANTITY MULTI-TERM CONTRACT

Mayor Pro-Tem Miller asked City Manager Standefer to present the request for award of bid and contract for ITB No. 2018-09-02 for building/maintenance materials, minor construction materials and hardware items as an indefinite quantity multi-term contract for materials for the remodel of the new Police Station. City Manager Standefer told the Council that this is a multi-vendor, multi-term contract. He stated that there were two (2) vendors that bid—Herbert Lumber and Craftworks. He asked for Council approval of the awards of bid and the request to enter into contract with the two vendors. Mayor Pro-Tem Miller asked the pleasure of the Council. Councilor Smith made the motion to award the bids to Herbert Lumber and Craftw orks for materials and hardware as presented. Councilor Cordova seconded the
motion. All Council members present voted in support of the motion. No abstentions. Motion carried.

(G) OTHER BUSINESS/CITIZENS TO BE HEARD

Mayor Pro-Tem Miller asked for items of other business for any matter not known about or which could not have been reasonably foreseen prior to the time of posting of the agenda. Public comments will be limited to three (3) minutes per speaker. Individuals will be limited to one (1) presentation per meeting, and there will be a maximum of six (6) speakers on each subject. To avoid any possible violation of the Open Meetings act, Councilors will not respond to comments or answer any questions. Questions or requests for information in writing should be directed to the City Manager during regular business hours.

Staff Comments:

Deputy City Clerk Veda Urioste told the Council that the City Employees will be getting flu shots in the morning. She reminded them that the reception honoring Charlie Smart, Mike Inge and Randy Lee would be held starting at 2:00 p.m. tomorrow (9/26/18) at City Hall.

Councilor Cordova thanked Veda Urioste and Oscar Robinson for the Fiesta de Familias event at Lindsey on Sunday afternoon. She also asked that the City Manager take a look at a water leak at N. Avenue M and Kaywood.

There was no further business.

ADJOURNMENT

There being no further business, Mayor Pro-Tem Miller adjourned the meeting at 7:15 p.m.

Joan Martinez-Terry, City