TABLE OF CONTENTS FOR COUNCIL MEETING HELD AUGUST 7, 2018:

A) Minutes of Previous Meeting(s):


1. Regular Meeting held July 24, 2018.
(B) Public Hearing for Transfer of Dispenser-Like Liquor License to Allsup’s Convenience Stores, Inc. D/B.A Name to be used: Allsup’s #8:
1. Action to enter into public hearing for Transfer of Dispenser-Like Liquor License.
2. Action to close the public hearing.
3. Action by Council on application to transfer Like Liquor License to Allsup’s Convenience Stores, Inc. D/B/A Name to be used: Allsup’s #8 .
(C) Resolution #18-19-06, A Resolution Authorizing Mayor’s Signature on Grant Agreement for Special Appropriations Project #18-C2271-STB to Plan, Design and Construct Phase 2 Well Field Improvements for Portales in Roosevelt County; Designating Official Representative/Point of Contact Authorized to Sign Reimbursement Requests.
(D) Award of Bid – Water Line Circulation Improvement Project – REBID SAP-15-0534-STB & SAP 16-A2286-STB OEI Project #POR1602M Contingent upon Funding Agency Concurrence.
(E) Approval of Amendment Six (6) to Agreement for Engineering Services with Stantec for bid and Construction Phase Services on Water Storage Improvement Project Pending Funding Agency Concurrence.
(F) Approval of Grazing Lease for Sections of the Blackwater Well Field.
(G) Overview of Draft 2020-2024 Infrastructure Capital Improvement Plan (ICIP).
(H) Other Business/Citizens to be Heard.

THE CITY COUNCIL OF THE CITY OF PORTALES met in regular session Tuesday, August 7, 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 Jackson called the meeting to order and asked City Clerk Martinez-Terry to call roll. Those present and constituting a quorum were:

MAYOR: Ronald L. Jackson

MAYOR PRO-TEM: Michael G. Miller

COUNCIL MEMBERS: Veronica A. Cordova Dianne Y. Parker
Chadwick H. Heflin Oscar H. Robinson
Jake J. López Jessica J. Smith Jim Lucero

STAFF PRESENT: Sammy Standefer, City Manager Marilyn Rapp, Finance Director
Joan Martinez-Terry, City Clerk John DeSha, Public Works Dir. Veda Urioste, Deputy City Clerk Mike Parkey, General Services Dir. Susan Baysinger, Public Wks Proj Adm Christine Mitchell, I.T. Tech.
Jodi Diaz, Recreation Director Steve Doerr, City Attorney Pat Gallegos, Police Chief Chris Williams, Police Lt.
Carla Weems, CPO Marta Quiroz, Admin. Assistant

OTHERS PRESENT: Jamie Cushman, Press Bill Hendrickson, RCCDC Exec.
Anthony Sanford, Jr. Rick Hammond
Daniel Boan Owen Pierce
Izabellah Garcia

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

(A) MINUTES OF PREVIOUS MEETING(S):
1. Regular Meeting held July 24, 2018.

Mayor Jackson asked the Council to consider the minutes of the Regular Meeting of July 24, 2018. He asked for comments or corrections. Mayor Jackson asked the pleasure of the Council. Councilor Lucero made

the motion to approve the minutes of the regular meeting of July 24, 2018. Councilor Lopez seconded the motion. All Council members present voted in favor of the motion. No
abstentions. Motion carried.

(B) PUBLIC HEARING FOR A TRANSFER OF DISPENSER-TYPE LIQUOR LICENSE TO ALLSUP’S CONVENIENCE STORES, INC. D/B/A NAME TO BE USED ALLSUP’S #8
1. Action to enter into public hearing for transfer of Dispenser-Like Liquor License.

Mayor Jackson asked the Council for a motion to enter into public hearing for the Transfer of Dispenser-Type Liquor License to Allsup’s Convenience Stores, Inc. D/B/A Allsup’s #8. The Mayor asked the pleasure of the Council. Mayor Pro-Tem Miller made the motion to enter into public hearing for the transfer of dispenser-type liquor license for Allsup’s Convenience Stores, Inc. dba Allsup’s # 8. Councilor Smith seconded the motion. All Council members present voted in favor of the motion. No
abstentions. Motion carried.

Mayor Jackson asked for comments. There were no comments from the public present .

2. Action to close the public hearing.

Mayor Jackson asked the Council to close the public hearing. The Mayor asked the pleasure of the Council. Mayor Pro-Tem Miller made the motion to close the public hearing for the transfer of dispenser- type liquor license for Allsup’s Convenience Stores, Inc. dba Allsup’s # 8. Councilor Parker
seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

3. Action by Council on application to transfer Dispenser-Like Liquor License for Allsup’s Convenience Stores, Inc. D/B/A Name to be used: Allsup’s #8.

Mayor Jackson asked for action regarding the transfer of Dispenser-Like Liquor License for Allsup’s Convenience Stores, Inc. dba Allsup’s #8. The Mayor asked the pleasure of the Council. Councilor Smith made the motion to approve the transfer of dispenser-type liquor license for Allsup’s
Convenience Stores, Inc. dba Allsup’s # 8. Councilor Robinson seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

(C) RESOLUTION #18-19-06, A RESOLUTION AUTHORIZING MAYOR’S SIGNATURE ON GRANT AGREEMENT FOR SPECIAL APPROPRIATIONS PROJECT #18-C2271-STB TO PLAN, DESIGN AND CONSTRUCT PHASE 2 WELL FIELD IMPROVEMENTS FOR PORTALES IN ROOSEVELT COUNTY; DESIGNATING OFFICIAL REPRESENTATIVE/POINT OF CONTACT AUTHORIZED TO SIGN REIMBURSEMENT REQUESTS

Mayor Jackson asked Public Works Director John DeSha to introduce the Resolution #18-19-06, a resolution authorizing the Mayor’s signature on grant agreement for special appropriations Project #18-C2271-STB to plan, design and construct Phase 2 well field improvements for Portales in Roosevelt County; designating official representative/point of contact authorized to sign reimbursement requests. Mr. DeSha told the Council that this is the paperwork needed before the City can start the project. He told the Council that this is a state legislative allocation of $100,000.00 for wellfield improvements. He commented that the scope of the project is to drill exploratory pilot wells and monitoring wells to try to determine the best water bearing formations and well capabilities of existing/potential well sites and well rehab or construction to the extent funds allow. He asked that the Council adopt the resolution. Mayor Jackson asked the pleasure of the Council. Councilor Smith made the motion to adopt Resolution # 18 -19-06, authorizing the
Mayor’s signature on grant agreement # 18-C2271-STB for the special appropriations project to

plan, design and construct Phase 2 well field improvements for Portales and designating the official representative/ point of contact authorized to sign reimbursement requests. Councilor Lopez seconded the motion. All Council members present voted in favor of the motion. No
abstentions. Motion carried.

(D) AWARD OF BID – WATER LINE CIRCULATION IMPROVEMENT PROJECT – REBID SAP-15- 0534-STB & SAP 16-A2286-STB OEI PROJECT NO. POR1602M CONTINGENT UPON FUNDING AGENCY CONCURRENCE

Mayor Jackson asked Public Works Director John DeSha to present the Award of Bid for Water Line Circulation Improvement Project, Re-bid SAP-15-0534-STB & SAP 16-A2286-STB OEI Project #POR1602M contingent upon funding agency concurrence. Mr. DeSha told the Council that this is a project to tie in the 24 and 36 inch water mains. He stated that the project had come in slightly over budget by about $21,000. He reported that the state decided to request a 5% contingency amount. Councilor Lucero asked where the funds would come from to pay the difference. Mr. DeSha responded that the funds will come from Water & Sewer operating fund. He told the Council that the engineer recommended award of bid to Sierra Valley Construction, LLC Awarding the bid to Sierra Valley for the amount of $183,028.87 including GRT contingent upon funding agency concurrence. Mayor Jackson asked the pleasure of the Council. Councilor Parker
made the motion to award the bid to Sierra Valley Construction, LLC for the amount
$ 183,028.87 including GRT as presented. Councilor Cordova seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

(E) APPROVAL OF AMENDMENT SIX (6) TO AGREEMENT FOR ENGINEERING SERVICES WITH STANTEC FOR BID AND CONSTRUCTION PHASE SERVICES ON WATER STORAGE IMPROVEMENT PROJECT PENDING FUNDING AGENCY CONCURRENCE

Mayor Jackson asked Public Works Director John DeSha for approval of amendment six (6) to the agreement with Stantec (used to be Occam Engineers) for engineering services for bid and construction phase services on Water Storage Improvement project pending funding agency concurrence. Mr. DeSha told the Council that the city had entered into the agreement for engineering services on August 8, 2016 and that the amendment adds tasks and funds to the agreement: $133,838.78 for bid and construction and $25,614.06 for reimbursable expenses for the Johnson Hills Tank Rehabilitation project. He reported that the tasks and services shall be completed by the contractor and accepted by the City by December 31, 2019 as presented in the amendment. He told the Council that the funds are budgeted as part of the required local match for the project. He asked for Council approval contingent upon funding agency concurrence. Mayor Jackson asked the pleasure of the Council. Mayor Pro-Tem Miller made the motion to approve Amendment Six (6) to the agreement for engineering services for Stantec for bid and construction phase
services on water storage improvement project pending funding agency concurrence.
Councilor Robinson seconded the motion. All Council members present vote in support of the motion. No abstentions. Motion carried.

(F) APPROVAL OF GRAZING LEASE FOR SECTIONS OF THE BLACKWATER WELL FIELD

Mayor Jackson asked Public Works Director John DeSha to talk about the request for approval of the grazing lease for sections of the Blackwater Well Field. Mr. DeSha told the Council that the request for proposals for rental/lease of portions of the Blackwater and Los Lomas Wellfields for grazing use only was released on April 15, 2018 and closed on June 5, 2018. He told the Council that five (5) proposals were received and reviewed by an evaluation committee. He stated that staff is requesting approval from the Council to enter into lease agreement with the highest offeror, M&E Farms, for a term of four (4) years for $40,000.00 annually. He commented that the lease agreement came from the City Attorney’s office. Mr. DeSha told the
Council that the Lessor will build three (3) miles of five strand barbed wire fence on the property the cost of which will be deducted from the first year’s lease amount amortized across the remaining monthly payment amounts. He stated that damages on the property will be paid for by the lessee. Mayor Jackson asked for questions from the Council. Councilor Lucero asked about repairs to the property including the fencing. Mr. DeSha responded that the lessee would be responsible to pay for repairs to the existing fence. Councilor Lopez commented that the wells should be protected. Mr. DeSha responded that there are six (6) foot tall fences around the wells but commented that cows will cause damage by rubbing against fences. Mayor Jackson asked City Attorney Knudson if he had any concerns about the agreement. City Attorney Knudson commented that although the agreement was prepared by the City Attorneys, he did not see that there was anything about repairing the existing fencing from damages by the cattle. Mr. Desha stated that the wording is in the proposal submitted by M&E Farms. Mr. Knudson stated that wording should be added that repairs for damages to the wells and fencing are the responsibility of the lessee. Councilor Lucero asked about access by the City—will there be cattle guards. Mr. DeSha stated that there will be cattle guards put in by the lessee and that there will not be any additional gates. Mayor Jackson suggested that any motion in favor of the approval of the lease include the additional wording as discussed by the City Attorney. Mayor Jackson asked the pleasure of the Council. Councilor Smith made the motion to approve the grazing lease w ith M& E Farms with the additional wording added that M& E Farms w ill be responsible for repairs to the city’s property including the fencing as suggested by the City Attorney.
Councilor Robinson seconded the motion. All Council members present voted in favor of the motion. No abstentions. Motion carried.

Mayor Jackson asked about the property on the corner of Avenue O and the Bethel highway. He commented that it is pretty much a forest. Mr. Desha responded that it is on the burn list for next year.

(G) OVERVIEW OF DRAFT 2020-2024 INFRASTRUCTURE CAPITAL IMPROVEMENT PLAN (ICIP)

Mayor Jackson asked Susan Baysinger, Public Works Projects Administrator, to present the 2020-2024 Infrastructure Capital Improvements Plan (ICIP). Ms. Baysinger told the Council that the City puts together a 5-year plan, which is a tool for the community to plan for growth. She stated that it helps identify the City’s top five or ten projects. She reported that meetings are held to determine the planning process, goals and trends. She stated that the Council uses this information to recommend their top 5 projects and adopt the annual ICIP resolution. She reported that presentations were held at City Hall with city staff and EPCOG staff. She commented that Ms. Chancey reminded us that we have to list projects that are ready to go. She listed the top 2020 priorities: Wellfield improvements; fire protection/water circulation upgrades; 911 digital radio interface; drainage improvements; Kilgore Street—Planning and Design; Cemetery expansion; new Recreation Center – planning and design; railroad crossing approach improvements; water storage system improvements and Police Department vehicles. She commented that there are other projects on the list that staff looks for alternate funding sources. She listed the top five (5) projects for 2021: Purchase a new Class A pumper fire apparatus; 9th Street and drainage improvements; new emulsion tanks for Street Department; Kaywood and Maple Street drainage; and Fargo, Indio and 2nd street improvements. She listed the top five
(5) projects for 2022: New Type 1 ambulance; new Garbage trucks; City Park Improvements; purchase of new motor grader; and Recreation Complex playground equipment purchase. She reported that there are four (4) projects listed for 2023: Buena Vida Park improvements; Morrison Park improvements; GIS network and hardware upgrades; and GEO XH 6000 Handheld. She listed the three (3) projects for 2024: a new dump truck; pool improvements; and extend and widen Runway 1-19 and Taxiway. She told the Council that the deadline for submitting the ICIP to the state Capital Outlay Bureau is September 4, 2018, so the resolution will be presented at the next Council meeting. Mayor Jackson thanked Ms. Baysinger for the overview.

(H) 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 du ring regular business hours.

Mayor Jackson asked for items of other business.

Comment(s) from Citizens: Mayor Jackson recognized Anthony Sanford, Jr. in the audience, who addressed the Council about the City’s nepotism policy. He told the Council that he had applied two months prior, but only just recently was told that he could not test because his dad is a sergeant in the Portales Police Department. He submitted his plea to the Council that they give him the opportunity to serve in his community.

ADJOURNMENT

There being no further business, Mayor Jackson adjourned the meeting at 6:50 p.m.

Joan Martinez-Terry, City