WORKSHOP JANUARY 29, 2014 12:00 P.M. 103 WATER ST

WORKSHOP JANUARY 29, 2014 12:00 P.M.
103 WATER ST. ELEPHANT BUTIE, NM 87935
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The meeting was called to order at 1:00 PM by Mayor Kent. The purpose of the workshop was to review the
scope of work on Rock Canyon Road Project, Phase 3 and the scope of work for the LGRF-2015 project.
City Attendees:
Mayor Kent, Mayor Pro Tern Skinner, Councilor La Font and Councilor Stagner.
ROCK CANYON
City Manager Briley introduced Debra Hudson and Harold Love, NM DOT guests and Jarod Lee and Rob
Richardson from Bohannan Huston, engineering guests.
Briley gave a brief historical overview of the funding and efforts to-date. The current projection is to have
$432,592 including match funds for the project.
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$250k three years ago for Phase I
$250k for multiuse paths and lighting - Phase II
$423k Phase Ill grant
The entire project was estimated at $1.S million, so there is not enough funding to complete the entire project.
The workshop's intent was to get direction on the strategy.
The Mayor agreed, wanting to determine what is the most that could be done for the dollars ... the best way.
Richardson explained that essentially all the ground work had been done, which leaves the surface work. He
made a couple of suggestions, and the Council and team gathered around the conference table to view the
maps and cut-away diagrams. There was much discussion on duration and the best approach. Everyone agreed
that it would be best if the project could be completed before the season.
There was also discussion on the application for Phase IV. Debra Hudson suggested requesting an extension for
Phase Ill while simultaneously applying for Phase IV. That way the entire project could be designed and scoped,
and keep the disruption to the community at a minimum.
Council, engineering and City Manager agreed with this approach.
LOCAL GOVERNMENT ROAD FUND
City Manager Briley reported that he had performed an analysis for priorities of paving streets, and how the
infrastructure planning process had occurred. He suggested doing a combination of short sewer extensions and
paving to complete "chunks" of the Elephant Butte community. Again, maps were used to highlight the sections
in question.
Recommendation:
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San Mateo
Black Range - expand 750' on the south portion of this section. The entire block would be complete.
Mescal Loop - Drainage issues to be addressed - some curbing may be needed
This would be 4,100 of roadway improvement, approx. $80,000 excluding sewer or drainage costs. LFRF
are usually approximately $90,000.
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Resolution to be introduced at the next regular meeting.
The Workshop adjourned at 1:50 PM,
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SPECIAL COUNCIL MEETING JANUARY 15, 2014 2:00 P.M.
103 WATER ST. ELEPHANT BUTTE, NM 87935
MINUTES
CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Mayor Kent called the Special Meeting to order at 2:00 PM. Councilor Skinner lead the Pledge of Allegiance.
ROLL CALL- Rose Garretson called the roll. All Councilors were present with the exception of Councilor Rogers
STATEMENT OF OPEN MEETINGS RESOLUTION AND THREE MINUTE LIMIT PER SPEAKER ON ALL ISSUES
PUBLIC INPUT - None
PRESENTATIONS - None
APPROVAL OF AGENDA
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Councilor Stagner motioned to amend and approve the agenda. Councilor Skinner seconded. Motion carried.
MAYOR AND COUNCIL REPORTS
Councilor Stagner - No report
Councilor Lafont - No report
Councilor Skinner -Thanked the Sierra Vista Development Board for the legislative reception. She was able to meet with
Senator Smith and Representative Dianne Hamilton.
The Lt. Governor sat at her table. They discussed water and sewer funding. There have Tourism Association Meetings in
Santa Fe. Richard Holcomb (CliffDwellers) is the new president, and Janine and team are working hard on the new website.
Mayor Kent - Echoed Councilor Skinner's tanks to the Sierra Vista Development Board.for a nice dinner and time to
interface. One issue at hand was to promote and lobby for funding for the hospital. Senator Smith confirmed that money
would be "tight''. The Mayor urged people to draft support letters for the Senator. He is well liked by both parties and is no
nonsense. She asked concerned people to please send letters supporting him.
She informed the Council that she and Manager Briley had met with Representative Hamilton, who is running for office
again. The Representative is very supportive of our community. She will carry the plans that the Mayor and City Manager
brief on and was very helpful.
The Mayor suggested that at the upcoming Municipal Days that they break into smaller groups rather than en masse.
The Mayor also briefed the Council on the monument meeting with Don Gustin and Christie Lafont, who is generating some
storyboards I concept drawings for the monuments. Don will be getting costs. There is consideration on whether it will be
cost effective to build both the veterans area and the monuments at the same time. The Mayor characterized the meeting
as productive.
She is also working with the hospital board as they work to hire a CEO. There is a critical need for the hospital in our
community. At the next JPC meeting there will be a discussion about funding.
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There will be a February workshop to review the Council members' .partkipatlon in boards and their activities.
MANAGER'S REPORT
Planner's Report - Sierra Water & Soil - reviewing weed mainteoal')ce on noJcious wt!eds and "eyesore" weeds.
Elephant Butte may get discounts on supplies for noxious weeds.
All the street lights on 195, Warm Springs and Rock Canyon am fixed. Bradford may investigate the cost analysis of
LED lights, which meet dark skies I night skies standards.
FEMA has visited about the September flooding event. One project is currently moving forward - Sunset Ridge Rd.
FEMA is performing internal design engineering to determine if reimbursements will be given. Park 2 is Montavista
Dr. Bradford is not optimistic on that particular project receiving funding, but is pursuing it.
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Planning & Zoning will meet on Tuesday, February 4th. Three home based businesses will be reviewed.
Clerk Report - The Clerk gave an update on the election activities. She also discussed the budget activities she and
City Manager had performed, along with activities of Susanah Sivage and Jack Hendron.
W-2s and 1099 forms have been mailed and distributed.
The Tourism website is nearly complete, and Rose will be receiving training on its maintenance and updates.
Alan Briley - Met with the Water Trust Board about the water well project with Rob Richardson from Bohannan Huston.
Dean Banks has looked at the plans minus the electrical. The submittal should occur the first week in February and take 203
weeks to review. It should be ready for bids in approximately 3 months. As soon as the approval from the Water Trust
Board is received it can go to bid, and hopefully start at mid-summer. It will be built in parallel and not cause service
interruptions.
The City Manager discussed the upcoming Municipal Day in Santa Fe on February 5th and
carpool.
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He encouraged attendees to
Mid-Year Budget Review: City Manager Briley reviewed the status of the mid-year budget, citing in spite of
reductions the City is financially healthy and all staff members are being careful with spending and overtime.
Audit Review: City Manager Briley briefed t he Council or the audit that was conducted in late October by the
independent auditor. There was one minor finding that has since been corrected. Other than that, the report is
very clean and the auditor was very pleased with the ability of Tyler Software to generate the desired reports.
CONSENT ITEMS (Routine items)
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Approval of Minutes - December 11, 2013
Councilor LaFont motioned to approve the Consent Item. Councilor Stagner seconded. Motion carried.
REGULAR ITEMS
Award of Bid for Rock Canyon Road Roadway Improvements Project - Renegade Construction
City Manager Briley reviewed the findings from the engineering firms arid told the Council that Renegade was the low
bidder.
+ Councilor Lafont motioned to award the bid to Renegade Construction. Councilor Stagner seconded. The motion
carried.
Swearing in of Susanah Sivage as Temporary Deputy Clerk for Election Duties
His Honor, Tom Bauman gave Susanah Sivage the oath of office for Deputy Clerk Duties.
Approval of the 2013 Audit
+ Councilor Lafont motioned to approve the audit. Councilor Stagner seconded. The motion carried.
ADJOURNMENT
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Councilor Lafont moved to adjourn; Councilor Stagner seconded. Motion carried.
3:06 PM
Minutes adopted at-thei'eglilar m@eting on febri:iary 19, 2014 .
Rose Garretson, City Clerk
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