City of Portales Council Meeting Approved Meeting Minutes

Media Release City of Portales

Held at 5:30 pm on Tuesday, October 21, 2025

Notes created on October 24, 2025, at 10:12 AM by Minutes AI
Call to Order
• The meeting was called to order by Mayor Pro Tem, Ms. Cordova.
• Roll call was taken by Genna Richards, sitting in for City Clerk (at Clerks’ Institute).
• Ms. Cordova: here
• Mr. Davis: here
• Mr. Lopez: here
• Mr. Merrick: here
• Ms. Parker: absent
• Mr. Rackler: here
• Mr. Robinson: absent present (arrived @ 5:31 pm)
• Mr. Self: here
• Mayor Miller: absent
• Quorum: Met
Invocation and Pledges
• Invocation led by Mr. Rackler.
• Pledge of Allegiance and the New Mexico Pledge was led by Mr. Merrick.
Public Comment
• Public comment is limited to three minutes per speaker.
• Topics are limited to six speakers per topic.
• Mr. Carter spoke on beautification.
• Thanked the council and community for their work.

These notes were taken with Minutes AI (http s://myminutes.ai)

• Questioned the ordinance on vehicles and permits.
• Asked about ordinances on building facades, lettering, and billboards.
• Commended the city manager’s leadership.
Approval of Minutes—Motion
• Minutes from the October 7th meeting were in the packet for review.
• Motion to approve by Mr. Merrick, second by Mr. Rackler.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Action Items:
Fire Department
Presented by Chief Cathey
Item 1. Resolution 2025-44—Ambulance Grant
• Resolution 2025-44: Authorizing the mayor’s signature on a grant application assurance page
for fiscal year 2027 vehicle purchase of a type 1 4×4 ambulance and providing matching funds.
• Requires a minimum 25% match.
• Projected cost: $308,480.00.
• Guaranteed minimum match: $77,120.00.
• Goal is to have six ambulances, five in service and one in reserve.
Motion and Voting
• Motion to approve by Mr. Merrick, second by Mr. Lopez.
• Roll call vote was made. Results as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick, Mr.
Rackler, Mr. Robinson, Mr. Self—Yes.
• Motion carries unanimously.
Item 2. Cardiac Monitor Grant
• Governing body’s approval of the mayor’s signature on application assurance page for fiscal
year 2027 local system improvement project grant for the fifth and final cardiac monitor
defibrillator.

These notes were taken with Minutes AI (http s://myminutes.ai)

• This grant requires no match.
• The city has received approximately $500,000.00 in grants over the last five years.
• The grant would provide for four brand new cardiac monitor defibrillators.
Motion and Voting
• Motion to approve by Mr. Merrick, second by Mr. Robinson.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Item 3. Chest Compression Devices Grant
• Request approval of the mayor’s signature on the application assurance page for a fiscal year
2027 local system improvement project grant for three chest compression devices, which
requires no match.
• The grant would allow the city to equip every ambulance with a chest compression
device, improving CPR quality and freeing up personnel.
Motion and Voting
• Motion to approve by Mr. Self, second by Mr. Rackler.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Infrastructure (Finance)
Presented by Jo McVey
Item 1. Resolution 2025-45 & Local Governmental Road Fund (LGRF)
Extension
• Resolution 2025-45 is needed to extend the deadline for the LGRF control number CN
L2596 from December 31st, 2025, to December 31st, 2026.
• The extension will allow the city to fully expend the funds, which have already been
received and amount to $177,979.00.
Motion and Voting
• Motion to approve by Mr. Robinson, second by Mr. Lopez.

These notes were taken with Minutes AI (http s://myminutes.ai)
• Roll call vote was made. Results as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick, Mr.
Rackler, Mr. Robinson, Mr. Self—Yes.
• Motion carries unanimously.

Item 2. Capital Development Program Fund Grant—Master Drainage
Plan
• The council is asked to approve applying for the Department of Finance and
Administration Capital Development Program Fund grant for the planned design of the
Portales Master Drainage Plan.
• The grant will help meet FEMA requirements for future grants and address drainage
issues, potentially involving roadway modifications.
• The CDPF grants offer up to $5 million per capital project, and the city aims to use them for
realistic, targeted engineering projects.
• The goal is to have plans and designs ready for future funding opportunities, improving
drainage and other infrastructure.
Motion and Voting
• Motion to approve by Mr. Rackler, second by Mr. Robinson.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Item 3. Resolution 2025-46—EV Infrastructure Charging Stations
Grant
• Resolution 2025-46 authorizes the submission of a grant application to the New Mexico
Department of Transportation for fiscal year 26 EV infrastructure charging stations.
• The resolution seeks permission for the city manager to pursue the grant, not to commit to
completing it.
• The proposed location for the charging stations is the ENMU parking lot, and discussions
with ENMU are ongoing.

EV Charging Stations
• Seeking permission to pursue the EV charging station project with ENMU due to a time
constraint related to the Open Meetings Act.

These notes were taken with Minutes AI (http s://myminutes.ai)

• ENMU is voting on the project soon, creating a “fill or kill”; situation.
• If the city waits until the next council meeting, they will miss the deadline.
• The city would own the charging stations and be responsible for maintenance and
profits.
• ENMU will be the host.
• The grant proposal is written with this ownership structure in mind.
• The project involves three charging stations, and the city would maintain the chargers and
payment mechanisms.
• A consultant team specializing in state-level solar projects is available to assist.
• The city needs approval to proceed and gather more data.
• If ENMU votes yes, the city can pursue the grant; if ENMU votes no, the project is
dead.
• If the grant is awarded but the terms are unfavorable, the city can decline it.
Motion and Voting
• Motion to approve by Mr. Lopez, second by Mr. Robinson.
• Roll call vote was made. Results as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Rackler, Mr.
Robinson, Mr. Self—Yes. Mr. Merrick—No. Vote: six (6) to one (1) vote in favor of motion.
• Motion carries.
Item 4. 18th Street Project
• Seeking approval to apply for a CDPF grant for the 18th Street project, from Highway 70 to
Jackson Street.
• The project stops at Jackson Street because there’s already a design with
drainage from Jackson to Kilgore.
• The grant would include drainage and reconstruction of the roads, with ADA
improvements.
• The project covers all of 18th Street from Highway 70 to Jackson, with a separate grant
already planned for the block from Jackson to Kilgore.
• The portion of 18th Street in question is a city road.

These notes were taken with Minutes AI (http s://myminutes.ai)
• The grant will cover road reconstruction and drainage, utilizing a master drainage plan to
address rainfall percentages.
• The master drainage plan will inform the 18th Street project to improve drainage.
• Funding lines are separate, so one project doesn’t rely on the other, but they work
together.
Motion and Voting
• Motion to approve by Mr. Lopez, second by Mr. Robinson.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Item 5. Administration Capital Development Program Fund
Grant—Infrastructure Projects
• Ms. McVey is asking for approval to pursue construction projects with the same CDPF
grant.
• They are allowed to apply for multiple projects under this grant.
• They want to look into designs they already have and apply those.
• Projects in mind:
• Design for Kilgore and Third intersection.
• North Avenue K, connecting it to Community.
• The main ask is connecting North Avenue K from Highway 70 towards Floyd Highway 267 and
connector roads.
• Looking for up to $5 million for North Avenue K and connector roads.
• South Avenue K Street improvements are separate.
• Third Street and Kilgore:
• It is a possibility to include it in the plan.
• It would have to be included before the design phase.
• Ms. McVey, “The wording in the CDPF is fairy descript and some of it is non-descript. We have
several projects in the queue that need to be done…. We can compile projects. As a community, as we
get closer, if we look at and rack and stack, third higher on the priority than something else, we put
that in there,” explaining how the city can apply for Kilgore and Third intersection and/or North
Avenue K.

These notes were taken with Minutes AI (http s://myminutes.ai)

• Projects can be compiled.
• If Third Street is ranked higher, it could be included.
Motion and Voting
• Motion to approve by Mr. Merrick, second by Mr. Robinson.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Water Department
Presented by Ashley Flores
Renewal Water Easement WR-497
• Ms. Flores is requesting approval for the renewal application for the water easement for the
Wellfield.
• Looking at a five-year term for the easement.
• Needed for extraction infrastructure related to wellfield
• Needed for access to wells in the wellfield and potential expansion.
• Ms. Cordova asked if the application in the packet was finalized.
• Ms. Flores confirmed she has the finalized version.
Motion and Voting
• Motion to approve by Mr. Merrick, second by Mr. Rackler.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Communications Department
Presented by Janelle Combs
Emergency Medical Dispatch Agency Support Grant
• Requesting approval for the mayor’s signature on the assurance page for the fiscal year
2027 EMD special projects grant application.
• Grant funds training fees for dispatchers to be EMD trained and re-certified.
• Total amount is $1,275.00 with no match.

These notes were taken with Minutes AI (http s://myminutes.ai)

Motion and Voting
• Motion to approve by Mr. Robinson, second by Mr. Self.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Police Department
Presented by Chief Williams
New Mexico Capital Outlay Grant
• Chief Williams requests acceptance of the New Mexico Capital Outlay grant for the
evidence room expansion.
• Changes in rules require retaining evidence longer.
• Grant is for $200,000.00 less $2,000.00 for Art in Public Places, totaling $198,000.00.
• The full grant amount is $198,000.00.
Motion and Voting
• Motion to approve by Mr. Self, second by Mr. Robinson.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No abstentions. No
opposition.
• Motion carries.
Community Services
Presented by Kelly McClellan
Item 1. Carport Ordinance Amendment
• Request council’s approval of an amendment to Ordinance 761 Section 218 pertaining to the
placement and size of accessory structures, carports, and penalties.
• Motion to enter public hearing made by Mr. Merrick, second by Mr. Self.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No
abstentions. No opposition.
• Motion carries.
• Public Hearing entered at 6:10 pm.
Public Hearing

These notes were taken with Minutes AI (http s://myminutes.ai)

• Initial explanation made by Ms. McClellan.
• Requested due to many variances for carports.
• The maximum square footage allowed increased to 650 square feet from 500 in the front side
yards.
• Carports must be stable for high winds.
• Ms. McClellan: “Any carports any accessory buildings that are put up without a permit will
be cited even if they are doing their variance process.”
• Fines for no permits: $250.00 to $500.00.
• Floor opened to the public. No one spoke in favor of or against the amendment to Ordinance 761
Section 218
• Motion to close the public hearing made by Mr. Robinson, second by Mr. Self.
• No roll call vote was made. Council verbally affirmed their unanimous approval. No
abstentions. No opposition.
• Motion carries.
• Public Hearing closed. Re-entered regular council meeting at 6:13 pm.
Action as a Result—Motion and Voting
• Motion to approve the ordinance amendment made by Mr. Rackler, second by Mr. Lopez.
• Roll call vote was made. Results as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick, Mr.
Rackler, Mr. Robinson, Mr. Self—Yes.
• Motion carries. Ordinance 761 Section 218 Amendment carries.
Item 2. Variance 1708 South Globe Street (Leroy Howard)
• The following items involve untabling resolutions that were tabled by council while working on
the amendment to Ordinance 761 Section 218 (carport ordinance).
• Untabled Resolution PC 2025-2026-06.
• Variance for a carport that does not meet the old ordinance or the new ordinance.
• Variance is for the side yard setback (1.5 ft instead of 3 ft).
• Planning and Zoning (P&Z) approved it unanimously.
• Mr. Rackler expressed concern about future owners not being okay with the carport.

These notes were taken with Minutes AI (http s://myminutes.ai)

Motion and Voting—Resolution PC 2025-2026-06
• Motion to approve the ordinance amendment made by Mr. Rackler, second by Mr. Lopez.
Mayor Pro Tem Cordova asked that a roll call vote be conducted.
• Roll call vote was made. Results as follows: Ms. Cordova, Mr. Merrick—Yes. Mr. Davis, Mr. Lopez,
Mr. Rackler, Mr. Robinson, Mr. Self—No. Vote results were five (5) to two (2) against the variance.
• Motion dies.
Item 3. Variance Request: 1520 South Avenue D (Brandy Glenn)
• Untabled Resolution PC 2025-2026-07.
Variance Request Before Building
• Applicant requesting variance before building is built.
• Carport is not currently there.
• Carport would not be in compliance with the new version, as it will be 900 square feet,
while the new ordinance allows 650 square feet.
• Applicant stated she had buses and multiple vehicles to put under it, which is why she's
requesting it to be so large.
Motion and Vote—Resolution PC 2025-2026-07
• Motion by Mr. Robinson, seconded by Mr. Merrick.
• Roll call vote was made at Mayor Pro Tem’s request. Results as follows: Ms. Cordova, Mr.
Merrick, Mr. Robinson—Yes. Mr. Davis, Mr. Lopez, Mr. Rackler, Mr. Self—No.
• Vote: three (3) to four (4) against. Motion dies.
Item 4. Variance 1712 South Globe (Daniel Baker)
• Untabled Resolution PC 2025-2026-08.
• Carport does not meet side setback requirements.
• Went to P&Z and was approved unanimously.
• Not in compliance with the new ordinance either.
• Current side setback is 22 inches, needs to be 3 feet.
Ordinance Compliance and Penalties

These notes were taken with Minutes AI (http s://myminutes.ai)

• Falls under the old ordinance because that’s what they applied for.
• Non-compliance for both ordinances.
• Not permitted, but no fines under the old ordinance.
• If denied, they need to move or remove it.
Motion and Vote—Resolution PC 2025-2026-08
• Motion by Mr. Merrick, seconded by Ms. Cordova.
• Roll call vote was made at Mayor Pro Tem’s request. Results as follows: Ms. Cordova, Mr.
Merrick—Yes. Mr. Davis, Mr. Lopez, Mr. Rackler, Mr. Robinson, Mr. Self—No.
• Vote: two (2) to five (5) against. Motion dies.
Item 5. Variance 1400 W. Ivy (Elisa Fortanel)
• Untabled Resolution PC 2025-2026-10.
• Uncompliant under the old ordinance, but compliant under the new ordinance because of
size.
• Went to P&Z and was recommended unanimously.
• Square footage is 600 square feet, new ordinance allows up to 650 square feet.
• Built without a permit.
Discussion on Compliance and Permits
• If denied, they would go back and apply under the new ordinance and it would be
granted.
• They would have to do the same paperwork to ensure zoning verification and the permit is
required.
• They are eligible to the fine if you define it under this new ordinance.
• Building permit required, and it would be cited if denied and rebuilt because it was
already built without the correct permits.
Structural Integrity
• Mr. Merrick: The other ones that were looked at were a prefab construction. This one
looks like it is welded red iron.
• Clovis would inspect it to ensure it is structurally sound.

These notes were taken with Minutes AI (http s://myminutes.ai)

Motion and Vote—Resolution PC 2025-2026-10
• Motion by Mr. Merrick, seconded by Miss Cordova.
• Roll call vote made at Mayor Pro Tem’s request: Ms. Cordova, Mr. Davis, Mr. Merrick, Mr.
Rackler, Mr. Robinson, Mr. Self—Yes . Mr. Lopez—No.
• Vote: six (6) to one (1) in favor of motion. Motion carries.
City Manager.
Presented by Scott Mitten
Resolution 2025-47—Temporary Utility Bill Relief
• Mr. Mitten introduced resolution 202547 to offer temporary utility bill relief to residents,
federal employees, and active-duty service members impacted by the federal government
shutdown.
• The resolution authorizes the city to defer municipal utility payments, suspend late fees,
penalties, and disconnections during the relief period.
• The relief period would begin October 21st (if approved) and extend until 30 days after the
federal government resumes normal operations, unless extended by the council.
• Mr. Mitten clarified that the city is only deferring bills and waiving disconnections and late
fee penalties, not giving away utilities.
Motion and Voting
• A motion to approve was made by Mr. Merrick, second by Mr. Robinson.
• The roll call vote was made. Results as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick,
Mr. Rackler, Mr. Robinson, and Mr. Self—Yes.
• The motion carries.
Staff and Council Comments
Police Department Report (Chief Williams)
• The police department made 130 incident reports, 17 crashes, and 27 arrests this month.
• One officer submitted her two weeks’ notice to work at the university.
• The department is short-staffed, with nine positions vacant, but is working on a pay
increase.

These notes were taken with Minutes AI (http s://myminutes.ai)
• Two weeks from now some officers will be attending a law enforcement conference, and next
week Paris will be at FBI lead supervisor leadership institute training.
Dispatch Report (Ms. Combs)
• The dispatch center received 1,072 calls for service and 2,340 phone calls this month.
• One dispatcher is in the academy in Santa Fe, graduating on November 7th.
• There are three dispatchers in in-house training.
• The department has nine out of ten positions filled and will be conducting interviews at the
end of October/beginning of November.
Fire Department Report (Chief Cathey)
• All positions are currently filled.
• 70 EMS classes are being taught.
• Eight of the eleven fire apparatuses are in service, and all six ambulances are in service.
• There have been 188 calls for service this month (168 EMS, 20 fire), with 22% inside the
city limits and 18% outside.
• Station two has been staffed for 15 of the 21 days this month.
Finance Department (Ms. Rivera)
• The finance team has one vacancy: the deputy finance position, which is still posted.
• They are working on deadlines for October 31st when quarterly finance reporting is due.
• A finance committee meeting is scheduled for November 7th.
Animal Control (Ms. McClellan)
• Animal Control has two open positions.
• Interviews have already been conducted.
Community Services Updates
• Albuquerque let the city know that the new van is almost ready to pick up.
• The trap, neuter, and spay programs are still waiting on funds, but there is a long list of
people ready to move in.
• Code enforcement is doing a lot of tagging and ticketing.
• Quotes are being acquired for demolition on 700 South Abilene.

These notes were taken with Minutes AI (http s://myminutes.ai)

Facility Permitting
• The city is waiting for the green light to open the facility.
• They are waiting for the last inspection to come through.
Spay and Neuter Program
• $30,000.00 is for spay and neuter, and $10,000.00 is for the trap neutering release.
• The city is still accepting applications.
Library Updates (Ms. Luscombe)
• The library is currently fully staffed.
• There were three author visits in the last couple of weeks with a good turnout.
• The Roosevelt County Historical Museum will be at the library doing their Roosevelt
Refreshers.
• Lights, Camera, Action Films of New Mexico will be on Thursday the 23rd at 5:30.
• The library will be hosting a Halloween party on the 30th at 4:30 for kids.
• The state library will install a mini scribe on the 5th and will have an informational
presentation the next morning for anyone who’s interested who’d like to learn more about it.
HR Updates
• HR is allotted to two positions, so they’re fully staffed.
• Open enrollment is from October 20th to November 20th for staff to make changes to their
medical, dental, vision, and disability, which becomes effective January 1.
• HR is doing weekly reviews of applications.
• There are six in the queue, one officer, two streets’ laborers, two animal control officers,
and one groundskeeper.
• There will be an all-staff potluck on Friday the 31st, costume-based for the holidays.
• HR will also be on the square for safe trick-or-treat and is looking for candy donations.
City Manager (Scott Mitten)
• $3,655,775.00 in grant money was approved to pursue.
• Since December 2024, $14,386,568.50 in potential grant money has been requested.

These notes were taken with Minutes AI (http s://myminutes.ai)

Council Members
• Mr. Rackler: The staff is putting in the effort to make the meetings run smoothly and
professionally.
• Ms. Cordova: Thank you to the Habitat for Humanity volunteers who are putting in the
flooring at the Senior Citizen Center.
• Mr. Merrick: There is the ceremony in Grady of the gray water groundbreaking (Raw Water
Ute Pipeline Project) in the morning (Wednesday, 10/22/25) at 10 o’clock. Thursday, there is the
Eastern New Mexico Water Utility Authority meeting at 3:00 pm.
Executive Session
• Motion to convene into a closed session to discuss matters that pertain under New
Mexico statute section 1015-1 paragraph H (7) meeting subject to attorney-client privilege.
Close Session and Reopening
• Motion to convene into a closed session.
• Motion to enter Executive Session made by Mr. Self, second by Mr. Merrick.
• No roll call vote. Council verbally affirmed their unanimous approval. Motion carries.
• Executive Session began @ 6:49 pm.
• Recording halted. Public and staff asked to leave the council chambers.
• Motion for an open session made by Mr. Self, second by Mr. Robinson.
• No roll call vote. Council verbally affirmed their unanimous approval. Motion carries
• Regular session began @ 6:59 pm.
• Only listed items were discussed.
• No action is needed.
Adjournment
• Having no further business or questions, Mayor Pro Tem Cordova adjourned the meeting at 7:00
pm.
—————————————————————————————————————————————————————-
This is to certify that these Meeting Minutes were approved by council at their last regular meeting on Tuesday, November 4, 2025, and made available within the
OMA required post-meeting time allowance. It is a summary of the above meeting. A full transcription of the meeting can be obtained from the city’s YouTube
channel.
__________________________________________________________________________________
Danielle Swopes, City Clerk, or Melissa Carrillo, Deputy City Clerk

These notes were taken with Minutes AI (http s://myminutes.ai)
If you are an individual with a disability who needs a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to
attend or participate in a hearing or meeting, please contact the Portales City Manager or City Clerk at 575-356-6662, Option #0 at least one (1) week prior to
the meeting or as soon as practical. Public documents, including the agenda and minutes, can be provided in various accessible formats. Please contact the
Portales City Manager or City Clerk at 575-356-6662 if a summary or other type of accessible format is needed. Questions, requests, or comments from
citizens should be submitted in writing to the City Clerk or City Manager by 4:00 p.m. a day prior to the meeting. Contact information for both officers is on
the City’s website: https://www.portalesnm.gov/departments/.