City of Portales Council Minutes

Approved Meeting Minutes
City of Portales Council Meeting
Held at 5:30 pm on Tuesday, September 23, 2025

Notes created on September 24, 2025, at 9:25 AM by Minutes AI

Call to Order & Roll Call

• Mayor Pro Tem, Veronica Cordova, called the meeting to order at 5:30 pm.

• Roll call was taken, establishing a quorum. Roll as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick, Ms. Parker, Mr. Rackler, Mr. Robinson, Mr. Self (Zoom)—Present.

• Mayor Miller was absent. Mayor Pro Tem presided over the meeting, maintaining her right to vote throughout the meeting.

• Mr. Robinson gave the invocation, followed by Mr. Rackler leading the Pledge of
Allegiance.

Public Comment Guidelines

• Speakers are limited to three minutes, unless more information is requested.

• All speakers must sign in.

• Topics are limited to six speakers per topic.

• Following the agenda, the first two speakers listed below requested permission to speak through requests submitted online to the City Manager.

Leonard Alba

• Mr. Alba was not present to speak on: The town’s order in the new system (his subject heading).

Ms. Trujillo

• Ms. Trujillo addressed concerns about a property on West Juniper.

• The property has allegedly failed to comply with city ordinances for over six years.

• The property has been without water and electricity for over 10 years, yet is still occupied.

• There are concerns about health and safety for both the occupants and the surrounding neighborhood.

• Ordinance numbers 735, paragraph/section 1.8.21.18, 665, section 3.65.07, and section 4.65.07 were cited as possibly outdated codes being violated.

• Ms. Trujillo yielded the microphone to Mrs. Salguero.

Mrs. Salguero

• Mrs. Salguero lives near the property in question and has been trying to address the issues for three years.

• She contacted Kathy Woods, code enforcement, in July 2022, who arranged for a trailer bin that remains there today.

• She also spoke with Mayor Ron Jackson in December 2022, who agreed the property needed attention.

• She contacted a city council person from Ward A and Scott Mitten after a fire on the property in July of 2025.

• She expressed concerns about the property’s impact on neighborhood safety, health, and property values.

Wayne McAllister

• Wayne McAllister, president of the Roosevelt County Fair Board, spoke about the Lodger’s Tax.

• He thanked the city for past support, particularly during sewage problems at the fair (August 2025).

• He acknowledged missing deadlines for the Lodger Tax application due to new staff and change of procedures.

• He requested reconsideration of the decision to withhold Lodger Tax funds this year, as the fair had increased expenses due to being the largest ever.

Rachel Saiz

• Rachel Saiz addressed the issue of dangerous properties, specifically at 820 East Elbe and 824 East Elbe.

• She stated that 75% of the cleanup is done on the Elbe property.

• She received a notice on September 2nd that her property on 824 is considered a nuisance.

• She feels she is being unfairly targeted despite her efforts to comply with regulations.

Rachel Saiz, cont.–Resolution Regarding Property Compliance

• Ms. Saiz spoke about a resolution, hoping the council would send it because she has been in compliance and the properties are 75% clean.

• She mentioned that this would be a continuance for the next administration and thanked the council for hearing her out.

• Mr. Saiz (also signed up for Public Comment) was asked (by Kimberly Rudd) to wait until his appeal portion on the agenda to speak.

Minutes and Approval

• The minutes from the regular meeting on September 2nd, 2025, were voted on.

• Ms. Parker motioned to approve the minutes. Seconded by Mr. Merrick.

• NOTE: With Mr. Self attending by Zoom, Ms. Cordova decided to have a roll call vote for the majority of votes required for this agenda, as she worked her way through the agenda. A roll call vote was made, results as follows: Ms. Cordova, Mr. Davis, Mr. Merrick, Ms. Parker, Mr. Rackler, Mr. Robinson, Mr. Self—Yes. There was one abstention from Mr. Lopez, who was absent from the September 2nd meeting. It was a majority vote of seven (7). Motion carried.

Presentation Item:
Fire Department Challenge Coin
Presented by Chief Cathey

• Mr. Cathey presented firefighter Michael Gonzalez with a challenge coin for his achievements and dedication to the department since transferring in 2020.

• Gonzalez obtained his EMT basic, intermediate, and paramedic certifications, accumulating over 3,000 training hours.

Action Items:
Mayor/Council Item
Presented by Mayor Pro Tem Cordova
Appointment to Planning and Zoning Commission

• The council was given an opportunity to disagree with the Mayor’s appointment of Dr. Kathie Good to the Planning Commission. There were no disagreements. Voting proceeded.

• Ms. Good previously served on this committee and is willing to return.

• Roll call vote was made, as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick, Ms. Parker, Mr. Rackler, Mr. Robinson, Mr. Self—Yes. No abstentions. No opposition. Motion carried unanimously.

Water Advisory Committee Item
Presented by Mike Davidson, Chair.
Water Supply Concept Design Request

• Mr. Davidson presented a proposal from Roosevelt County Electric Cooperative (RCEC)
for an alternative supplemental water supply.

• The proposal includes additional storage capacity, a flexible delivery rate of 1,000 to
2,000 gallons per minute, and a state-of-the-art SCADA system.

• The water advisory committee recommends advancing this proposal to the city council for consideration.

Motion and Voting

• Motion to proceed with negotiations with the RCEC was made by Mr. Merrick, seconded by Ms. Parker.

Water Department
Resolution 2025-34 Filing NMFA Application

• Ms. Flores presented (by Zoom) a resolution to authorize the city to file and application and necessary documents for free professional assistance through the New Mexico Finance Authority Water Project Fund Technical Assistance Program (TAP).

• This program targets water and wastewater systems in need of planning projects, such as updating the 40-year water plan, asset management plan, and wastewater preliminary engineer report.

Motion and Voting

• Motion to approve made by Mr. Merrick, seconded by Mr. Rackler.

Community Services Department
Presented by Kelly McClellan
Item 1. Mark Saiz Appeal Hearing: Dangerous Property

• The council considered an appeal hearing for Resolution 2025-11, determining the property at 824 East Elbe to be dangerous.

• An appeal letter was submitted by the owner, Mark Saiz.

• Mr. Saiz stated he has been trying his best to clean the property since receiving the paperwork and has made progress in removing vehicles and accumulated items.

• He requested the council to rescind Resolution 2025-11 (passed by council in May 2025) declaring the property as dangerous.

• Ms. McClellan provided background information on the property, stating that it had been declared a dangerous property in August 2023 but did not reach compliance.

• She noted that there has been improvement since Resolution 2025-11 was approved by council in May 2025.

• She recommended that the property remain on the dangerous list until it reaches complete compliance or the 90-day limit is up (in November 25).

• Council discussed options, including rescinding the resolution or extending the cleanup time.

• Concerns were raised about the currency of the pictures of the property.

• Ms. McClellan confirmed the pictures were taken on September 15th.

Dangerous Property List

• A motion will be made to either remove the property from the dangerous list or keep it on to continue the cleanup.

• One of the three properties is completely clean, and two are 75% clean.

• The properties have been in total compliance, and everything is being moved out.

• The properties have 90 days to comply, after which the council can decide to take them to court, remove them from the list, or grant more time.
Timeline Clarification

• The 90 days have already started, with a deadline around November 25th.

• Even after the 90-day notice, there was a rescind of the notice due to certified mail refusal, effectively making it 120 days of notice by November 25th.

• The council can rescind the resolution and grant more time if needed.

Concerns and Discussion

• There’s a need to leave the properties on the dangerous list to ensure continued progress.

• The property owners acknowledge the accumulation of years of work needed and are trying to cooperate.

• The property owners express frustration with the repeated appearances before the council.

Motion and Voting

• Mr. Merrick made a motion to leave Resolution 2025-11 in place until the 90-day limit is over in November. Seconded by Ms. Parker.

• Roll call vote was made, as follows: Mr. Davis, Mr. Lopez, Mr. Merrick, Ms. Parker, Mr. Rackler, Mr. Self—Yes. There were two abstentions, Ms. Cordova (due to proximity of relation to the dangerous property) and Mr. Robinson. No opposition was made. Motion carried with a majority vote of six (6). Motion carried.

Item 2. Public Hearing for Amendment of Ordinance 491

• A motion is needed for a public hearing to be entered into for amendment to Ordinance 491, Article III for signs.

• Motion made by Mr. Lopez to enter Public Hearing. Seconded by Mr. Merrick.

• No roll call vote was made. Council verbally affirmed their unanimous approval. Motion carried and meeting moved into Public Hearing at 6:15 pm, giving the public to share their input on Ordinance 491. No public member spoke in favor of or against the Amendment of Ordinance 491.

• Mayor Pro Tem Cordova called for a motion to close the Public Hearing

• Ms. Parker made a motion. Seconded by Mr. Robinson.

• No roll call vote was made. Council verbally affirmed their unanimous approval. Motion carried and the meeting convened in regular session at 6:16 pm.

• The council will now take action as a result of the public hearing after a brief discussion.

Changes to Ordinance

• The ordinance was revisited due to issues with billboard approvals.

• Changes include defining billboards, adding definitions for temporary signs, and updating maintenance sections.

• Billboards are automatically accepted in commercial manufacturing areas but require planning and zoning approval in other areas.

• A focus group consisting of council and planning and zoning members helped develop these changes.

Motion and Voting

• Ms. Parker made a motion to approve Ordinance 491 as amended. Seconded by Mr. Lopez.

Item 3. Ratification of Grant from NM Vet. Board of Medicine

• The council is asked to ratify a $40,000.00 grant from the New Mexico Veterinarian Board of Medicine.

• $10,000.00 will continue the trap and release program for feral cats.

• $30,000.00 will go towards spay and neuter vouchers for low-income residents of Portales, using Caprock Veterinary Clinic.

• The program aims to address animal overpopulation and will prioritize households below
200% of the federal poverty level.

Eligibility to Residents

• To be eligible for the grant, residents must be under 200% of the federal poverty level.

• College students may qualify if they meet the income criteria.

• Income verification will be required, possibly through affidavits and random checks of qualifying information reported on applications.

Motion and Voting

• Mr. Robinson made a motion to approve the ratification. Seconded by Ms. Parker.

Item 4. Variance, Carport—1400 W Ivy

• The council is considering a recommendation for resolution PC25-2025-2026-10, a variance at 1400 West Ivy to maintain a carport that does not meet municipal code.

• Under the new proposed ordinance (yet to be presented and approved by council), the carport would be compliant.

• The variance was approved unanimously at P&Z, with one letter in favor and none against.

• The carport exceeds the allowed square footage in the front yard.

Carport Picture

• A picture of the carport was presented.

• It was built without a permit and caught by a code enforcement officer.

• It is in compliance, except for what they are working on.

• It’s not a setback issue, but a little larger.

Discussion on Carport Approval

• The new ordinance will not be retroactive.

• The application came under the old ordinance, so those rules govern it.

• They met their deadline in applying for a variance and compliance.

• Mr. Merrick suggests tabling it and moving them all into the same pool as other Carport Variances tabled at the last council meeting until the amendment to the carport ordinance can be approved.

Motion to Table Carport Approval

• Motion to table the item until Ordinance 761 (with amendments to Carport issues) is approved (it was also, suggested to” table to next meeting”—Ordinance will not be approved by the next meeting of Oct. 7) made by Mr. Merrick. Seconded by Mr. Davis.

• Roll call vote was made, as follows: Mr. Davis, Mr. Lopez, Mr. Merrick, Ms. Parker, Mr. Rackler, Mr. Self—Yes. There were three oppositional votes from Ms. Cordova and Mr. Rackler and Mr. Robinson. There were no abstentions.

• Motion carried with five yes and three no votes.
Item 5. Intent to Adopt Amendment to Ordinance 761

• A request to approve an Intent to Adopt an Amendment to Ordinance 761-Accessory Buildings and Carports.

• A focus group (now called special committees) with city council and P&Z members updated the ordinance to match the need regarding carport variances.

• Planning and zoning unanimously recommended its adoption.

• Changes include definitions, formatting, setback regulations, square footage regulations, and enforcement policies.

Public Awareness

• Plans to give the public awareness on the water bills and on the website.

• It is now hanging in all your department stores letting you know you need to get a permit (to install carports).

• There are brochures in the lobby, and it is on the website.

• They’re going to announce it on the radio, too.

Motion to Approve Intent to Adopt

• Motion to approve the intent to adopt made by Ms. Parker, seconded by Mr. Robinson.

Finance Department
Presented by Liliana Rivera
Resolution 2025-35: ICIP

• Approval of resolution 2025-35 in support of the city of Portales fiscal year 2025-2026 capital improvement plan (ICIP).

• The ICIP is a statewide planning tool to prioritize infrastructure needs.

• It helps secure funding from different entities like grants.

• The list has been shared and distributed for review and planning.

ICIP Discussion

• Items can be moved around in a different order and ranking.
• “Deactivate” items will be removed from the list.

• The dollar figures are estimates from staff, some with quotes, but may need updating.

• Mr. Rackler wants to make this a living document and stay on top of it.

Motion to Approve ICIP

• Motion to approve resolution 2025-35 made by Mr. Merrick. Seconded by Ms. Parker.

Item 2. Resolution 2025-36: South Avenue K

• Approval to enter into an agreement with NMDOT for South Avenue K improvements.

• Award amount of $2,850,000.00 with a city match of $150,000.00 (total project cost: $3 million).

• Funds are for planning, design, construction, improved drainage, ADA, safety striping, and signage.

• Agreement terminates on June 30, 2028.

South Avenue K Discussion

• The plan includes addressing speed bumps, manholes, drainage, striping, and curbing.

• Preliminary designs have already been submitted.

• It’s a comprehensive design.

Motion and Voting

• Motion to approve resolution 2025-36 made by Mr. Rackler, second by Mr. Robinson.

Resolution 2025-37: NMDOT Grant-Street Improvements

• Approval to enter into an agreement with NMDOT for street improvements in Portales.

• Award amount of $492,000.00 for capital outlay funding.

• Funding is specifically allocated to plan, design, construct, and improve streets.

• Reversion date is June 30, 2029.

Street Improvements Discussion

• Ms. Cordova suggested a special committee to decide which roads to improve.

Motion and Voting

• Mr. Merrick made a motion to approve resolution 2025-37. Seconded by Ms. P arker.

City Manager Items
Presented by Mr. Mitten
Item 1. Yam Theater Operational Control

• The city manager requested acknowledgement and permission to proceed with planning for the Chamber of Commerce to have operational control of the Yam Theater.

• The city would retain ownership and responsibility for utilities, insurance, and major repairs, while the Chamber would handle event scheduling, renting, and programming.

Motion and Voting

• A motion was made by Ms. Cordova and seconded by Ms. Parker to approve moving forward with the plan.

• Mr. Mitten will bring it back to council as it develops.

Item 2. Peanut Valley Festival Shuttle Service

• The city manager requested support for a transportation initiative for service members from the airbase to the Peanut Valley Festival, using the Portales Area Transit System.

• The goal is to expedite transportation and prevent DUIs.

Motion and Voting

• A motion was made by Mr. Rackler and seconded by Mr. Robinson to approve further planning
• Roll call vote was made, as follows: Ms. Cordova, Mr. Davis, Mr. Lopez, Mr. Merrick, Ms. Parker, Mr. Rackler, Mr. Robinson, Mr. Self—Yes. No abstentions. No opposition. Motion carried unanimously.

Staff Comments – Police Department

• The police department is still down six officers but has received three uncertified applicants.

• They have handled 526 calls, made 185 traffic stops, taken 58 incident reports, worked
23 crashes, and made 28 arrests this month.

Staff Comments – Dispatch

• The dispatch has 10 positions available, with eight filled and one coming on board soon.

• They have three in their in-house academy and one going to the academy in October.

Staff Comments – City Attorney

• P&Z is working on the issue of abandoned and dangerous houses in Portales.

• They are trying to find a balance between property owners’ rights and the need for cleanup.

Staff Comments – HR

• HR went to Cannon Air Force Base for a career fair and attended the municipal league conference.

• They have onboarded firefighters, laborers, and communication officers and are working to fill vacancies.

Staff Comments – Library

• The library is fully staffed and has implemented new programming, including a Lego club and an adult craft night.

• Seventh and eighth graders from the junior high will be touring the library.

Staff Comments – Community Services/Animal Shelter

• There are ACL positions available for animal control officers.

• A new officer is starting on Monday, and there are changes in department supervision.

• The animal shelter is nearing completion, with a ribbon-cutting ceremony planned.

Staff Comments – Finance

• The finance team will be fully staffed once the deputy finance position is filled.

• A finance committee meeting is scheduled for November 7th to discuss budget adjustments and quarterly reporting.

Staff Comments – Clerks

• The Clerk’s Department attended the NMML conference and found it beneficial.

Staff Comments – Fire Department

• The fire department has been fully staffed for nine days but is still below national staffing standards.

• They had 208 calls for service, with an average response time of 13.4 minutes.

• An open house will be hosted at the end of the month.

Station Two Staffing

• Staffing has been an issue since August 1st, requiring pullbacks to station one.

• More staff is needed to handle the high call volume and improve response times.

• The average response time is 13.4 minutes, nearly double the national recommendation.

• The issue is not equipment or staging, but the lack of available responders for subsequent calls.

Mr. Mitten, City Manager’s Update
Includes Water Department and Public Works:

Grant Funding and Project Timelines

• The city is on short notice for a grant opportunity but may not be able to meet the resolution deadline.

• Government processes and open meetings act can limit flexibility in granting time extensions.

• Project timelines and funding availability can be years apart, with money going directly to contractors upon completion of work.

Lime Street Booster Pump Station and Storage Facilities

• Multi-phase project involving demolition and reconstruction of the existing booster pump station and tank.

• Phase one is in the hands of Stantec Engineering Firm for design, funded by a water trust board grant and ICIP money.

• Estimated completion for phase one is February 22nd, 2026.

• Total project construction costs are estimated at $8,474,894.00, funded largely by the Water Trust Board.

Blackwater Well field Improvement

• Infrastructure refurbishment project involving a 3-million-gallon water storage facility, a 5 million gallon a day booster pump, and replacement of the 24-inch transmission mainline from Johnson Hill tanks to the city distribution system approx. 6.4 miles.

• The design phase is being handled by DBS&A and is estimated to cost about $500,000.00, funded by the Water Trust Board.

• The engineering design should be completed around March 9th, 2026.

Wastewater Treatment and Headworks

• The headworks needs repair or replacement to enhance preliminary treatment and mitigate odors.

• CDM is the engineering firm, and the city is waiting on a task order to determine the cost.

• The rough order magnitude cost estimate is less than $500,000.00.

Wastewater Treatment Plan Impound Reuse Pond

• The city is asking the same engineering firm to evaluate options for dredging the pond or building a new one.

• The goal is to stay in compliance with the state, but the cost and timeline are unknown.

• “We have to do something…to stay in compliance with the state and we don’t know how much it it’s going to cost”—Mr. Mitten.

Western Dairy Transport Lift Station

• The city is researching the ownership of a lift station serving Western Dairy Transport and a neighboring company.

• There is no documentation indicating who owns the lift station.

• The city is seeking guidance from its insurance self-insurers fund (NMSIF) to determine how to address the issue.

Fire Hydrant Replacement Projects

• The city is implementing a fire hydrant repair and replacement program.

• 53 out of 322 fire hydrants need replaced or repaired. Can be as much as $8,000.00 per unit. We have fixed about 26 of the hydrants.

• Worst case scenario, the city still has about $203,000.00 worth of fire hydrant work to do.

SCADA Project

• The city intends to implement SCADA devices on all water systems, estimated to cost just under $3 million.

• The city is approved for a loan through government capital, but the interest rate is high.

• The city will continue to look for ways to make that a little less expensive for the city.

Wastewater Treatment Compliance

• Fixing the five stages on the headworks is the “biggest bang for your buck” to get in compliance with the state.

• The city is in dialogue with the state team, informing them of their intent to address the headworks.

• The pond is the next issue to address, but it is more challenging.

South Avenue K—Highway 70—14th Street

• This is federal money and part of the Leger-Fernandez’s grant.

• The city was granted $585,000.00.

• Eastern is helping the city out with some of that. Ready to proceed.

Public Works Update

• Roadwork:

• Working to tie up loose ends to get construction crews on the ground to fix the section of road between Highway 70 and 14th Street.

• Project to take South Avenue K from 70 to 14th Street with a brand-new road.

• Other Projects:

• Conversion of Buena Vida Park to Buena Vida Dog Park around $60,000.00.

• Drainage design of Mockingbird Lane, Roadrunner Lane, and Hay Street. We applied for and received a cost share waiver, and it will be at no cost to the city.

• Kilgore drainage ditch project: cost share waiver granted, so it will be free to the city.

• Cemetery section markers: Public works parks team is working on marking and identifying the different sections and navigation signs within the cemetery.

Code Enforcement and Weeds—Mr. Lopez, Mr. Robinson & Kelly McClellan

• A new full-time code enforcement officer starts on Monday.

• This officer will not split time with animal control.

• They can now cite to municipal court.

• The city is behind on our weed control.

• The deputy director and another person drove around and wrote down 50 properties and sent out postcards last week.

• Code enforcement will go by ward.

• If property owners are non-compliant, they can be cited to court.

• If they still don’t comply, the city can mow the property and file a lien.

New Mexico Municipal League Conference—Ms. Cordova

• Attended the New Mexico Municipal League conference.

• Networked with other municipalities and vendors.

• Saw some gravel that is being used on streets that is a little bit better product.

• Saw an asphalt zipper.

• It creates like a 4×4 space and then just kind of zips the road back up and packs it.

• They requested that if they can have them here, they would come and give a demonstration.

• Getting quotes on a mini street sweeper.

• Thanked the staff that attended.

• The synopsis that was sent out that was able to allow for the packet agendas was phenomenal work.

Burned Properties Ordinance—Ms. Cordova

• Recommends that staff look at the ordinance on burned properties.

• They attract vermin and are a health hazard.

• They have been in contact with people for probably four years.

Adjournment

• Having no further business or questions, Mayor Pro Tem Cordova adjourned the meeting at 7:42 pm.

____________________________________________________________________________________________________________________________________________________________
This is to certify that these minutes were approved by city council at their last regular meeting on Tuesday, October 7, 2025 and were made available to the public 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

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/.