Portales City Council Minutes for January 8

TABLE OF CONTENTS FOR COUNCIL MEETING HELD JANUARY 08, 2019: (A) MinutesofPreviousMeeting(s):

1. Regular Meeting held December 18, 2019.

(B) ProclamationDeclaringJanuary21st,2019as“MartinLutherKing,Jr.DayinPortales,NewMexico.”

Department of Finance/Local Government Division to Participate in the Local DWI Grant and Distribution

Program.

(D) Requesting Approval to enter into negotiations and contract for professional services for Environmental

Compliance and Monitoring Engineering Services.

(E) Resolution#18-19-24,AdoptingaWaterAssetManagementPlanfortheCityofPortales;AdoptingaReserve

Policy Identifying an Allocation of Reserves to Fund the Water Asset Management Plan; Establishing a Rate Schedule Adequate to Fund the Reserve; Ratifying Action heretofore taken; Repealing all Actions inconsistent with this Resolution; and Authorizing the taking of other actions in Connection with the implementation of the Water Asset Management Plan, Reserve Policy and Rate Schedule.

(F) Other Business/Citizens to be Heard.

THE CITY COUNCIL OF THE CITY OF PORTALES met in regular session Tuesday, January 8, 2019, 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 Jackson called the meeting to order and asked City Clerk Martinez-Terry to call roll. Those present and constituting a quorum were:

MAYOR:

MAYOR PRO-TEM: COUNCIL MEMBERS:

STAFF PRESENT:

OTHERS PRESENT:

Ronald L. Jackson Michael G. Miller (absent)

Veronica A. Cordova Chadrick H. Heflin

Jake J. Lopez

Michael James “Jim” Lucero

Sammy Standefer, City Manager

Joan Martinez-Terry, City Clerk

Pat Gallegos, Police Chief

Darla Reed, DWI Program Dir.

Susan Baysinger, Pub. Wks. Proj. Adm.

Jamie Cushman, Press Scott Parker

Duward Dixon

Dianne Y. Parker

Oscar H. Robinson Jessica J. Smith (absent)

Randy Knudson, City Attorney Veda Urioste, Deputy City Clerk Christine A. Mitchell, I.T. Tech. Carla Weems, Chief Proc. Officer

Bill Hendrickson, RCCDC Exec. Dir. Tina Dixon, Roosevelt Co. Comm.

Mayor Jackson asked Councilor Cordova to give the invocation and Mayor Jackson led the Pledge of Allegiance and the Salute to the New Mexico flag.

(A) MINUTES OF PREVIOUS MEETING(S):

1. Regular Meeting held December 18, 2018.

Mayor Jackson asked the Council to consider the minutes of the Regular Meeting of December 18, 2018. He asked for comments or corrections. Mayor Jackson asked the pleasure of the Council. Councilor Robinson made the motion to approve the minutes of the regular meeting of December 18, 2018. Councilor Parker seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

(B) PROCLAMATION DECLARING JANUARY 21ST, 2019 AS “MARTIN LUTHER KING, JR. DAY IN PORTALES, NEW MEXICO”

Minutes of January 8, 2019……………………………………………. 2

Mayor Jackson read the proclamation declaring Martin Luther King, Jr. Day in Portales, New Mexico aloud to those present. He urged everyone to attend the celebration and follow Dr. King’s dream. He presented the proclamation to Councilor Robinson. Councilor Robinson told the Council that ENMU President Ellwell had invited everyone to attend the 2nd annual Breakfast at the Campus Union Building, and the awards program at ENMU in the evening. Councilor Robinson invited all to participate in the commemorative march from Memorial Building to ENMU.

(C) RESOLUTION #18-19-23, A RESOLUTION AUTHORIZING THE CITY OF PORTALES TO SUBMIT AN APPLICATION TO THE DEPARTMENT OF FINANCE/LOCAL GOVERNMENT DIVISION TO PARTICIPATE IN THE LOCAL DWI GRANT AND DISTRIBUTION PROGRAM

Mayor Jackson asked Darla Reed, DWI Program Director, to present Resolution #18-19-23, a resolution authorizing the City of Portales to submit an application to the Department of Finance/Local Government Division to participate in the Local DWI Grant and Distribution Program. Ms. Reed told the Council that the application is for funds for 2020. She stated that the resolution authorizes her to write the grant application. She commented that DWI programs get a percentage of liquor tax that comes from the county. She stated that the City’s program received a little over $100,000.00 this year and then applied for reversion funds in the amount of $10,000.00. She stated that she should know next week the amount of funds projected for 2020. Ms. Reed estimated that the program would get about the same as this year and asked for their approval. Mayor Jackson asked the pleasure of the Council. Councilor Parker made the motion to adopt Resolution #18-19-23, authorizing the submittal of an application to the Department of Finance/Local Government Division to participate in the local DWI grant and distribution program. Councilor Lopez seconded the motion. Roll call vote of all Council members present resulted in unanimous support of the motion. No abstentions. Motion carried.

(D) REQUESTING APPROVAL TO ENTER INTO NEGOTIATIONS AND TO CONTRACT FOR PROFESSIONAL SERVICES FOR ENVIRONMENTAL COMPLIANCE AND MONITORING ENGINEERING SERVICES

Mayor Jackson asked Carla Weems, Chief Procurement Officer, to present the request for approval to enter into negotiations to contract for professional services for environmental compliance and monitoring engineering services. Ms. Weems told the Council that staff passed out a revised Council summary for clarification of the request to negotiate a contract. She stated that the professional services are for engineering services at the wastewater treatment plant and former landfill monitoring, compliance, reporting and design services. She stated that the RFP was released on November 11, 2018, closed on December 13, 2018 and proposals were reviewed on December 19, 2018. She told the Council that four (4) proposals were received; CDB Associates, Daniel B. Stephens & Associates, Smith Engineering Co. and Souder, Miller & Associates. She asked for Council approval to enter into negotiations to contract with the highest ranking offeror for the project. She stated that the contract template approved for NM Environment Department related projects is attached and will be used as the template for negotiations. She stated that the contract will be for a one (1) year term with the option to renew yearly, not to exceed a total of four (4) terms. Ms. Weems told the Council that the negotiated contract will go back to the City Attorneys and then presented to the Council for their approval. Councilor Lucero asked about the recommendation from staff. City Manager Standefer commented that the process for this type of RFP will be changed for next time to allow Council approval of request for proposals and approval to negotiate a contract; and then later the contract would come to the Council for final approval. He commented that this was a little confusing. Mayor Jackson asked the pleasure of the Council. Councilor Lucero made the motion to enter into negotiations to contract for Professional Services for environmental compliance and monitoring engineering services as presented. Councilor Robinson seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

(E) RESOLUTION #18-19-24, ADOPTING A WATER ASSET MANAGEMENT PLAN FOR THE CITY OF PORTALES; ADOPTING A RESERVE POLICY IDENTIFYING AN ALLOCATION OF RESERVES TO FUND THE WATER ASSET MANAGEMENT PLAN; ESTABLISHING A RATE SCHEDULE ADEQUATE TO FUND THE RESERVE; RATIFYING ACTION HERETOFORE TAKEN; REPEALING ALL ACTIONS INCONSISTENT WITH THIS RESOLUTION; AND AUTHORIZING THE TAKING OF OTHER ACTIONS IN CONNECTION WITH THE IMPLEMENTATION OF THE WATER ASSET MANAGEMENT PLAN, RESERVE POLICY AND RATE SCHEDULE

Mayor Jackson asked Susan Baysinger, Public Works Projects Administrator, to present Resolution #18-19- 24, adopting a Water Asset Management Plan for the City of Portales, adopting a reserve policy identifying an allocation of reserves to fund the plan; establishing a rate schedule adequate to fund the reserve; ratifying action heretofore taken; repealing all actions inconsistent with this resolution; and authorizing the taking of other actions in connection with the implementation of the Water Asset Management Plan; Reserve Policy and Rate Schedule. Ms. Baysinger told the Council that the City had previously worked with OCCAM with a grant on the Water Asset Management Plan and that staff is asking for adoption of the policy to further progress implementation of the plan for the upcoming application to Water Trust Board. She asked that the Council adopt the resolution. She stated that this is a follow-up resolution codifying all the pieces of the plan into one resolution. She asked for questions from the Council. Mayor Jackson asked the pleasure of the Council. Councilor Parker made the motion to adopt Resolution #18-19-24, adopting the Water Asset Management Plan as presented. Councilor Heflin seconded the motion. Roll call vote of all Council members present resulted in unanimous support of the motion. No abstentions. Motion carried.

(F) OTHER BUSINESS/CITIZENS TO BE HEARD

Mayor Jackson 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.

Mayor Jackson asked for comments from the audience, Council and staff.

Comments from Council: Councilor Parker wished the Council and staff a Happy New Year.

Councilor Robinson, as chair of the Cultural Affairs Committee, gave the Mayor kudos for the proclamation and said he had thanked the President of ENMU for opening their door to the community. He commented that he felt that the Committee has done an excellent job of putting the event together with staff of ENMU. He commented that having the schools open helps educate the community on the efforts of Martin Luther King Jr.

Councilor Cordova thanked the Police Department for their efforts on Santa Cop program. Chief Gallegos thanked her for showing up at the event.

ADJOURNMENT

There being no further business, Mayor Jackson adjourned the meeting at 6:48 p.m. Joan Martinez-Terry, City Clerk