AGENDA

GALLUP CITY COUNCIL
TUESDAY, JANUARY 14, 2020
SPECIAL MEETING - 4:00 P.M.
REGULAR MEETING - 6:00 P.M.

CITY COUNCIL CHAMBERS

City Seal 1C_Turquoise

Jackie McKinney, Mayor

  Linda Garcia, Councilor, Dist. 1       Allan Landavazo, Councilor, Dist. 2
Yogash Kumar, Councilor, Dist. 3       Fran Palochak, Councilor, Dist. 4

Maryann Ustick, City Manager
Curtis Hayes, City Attorney




A.

Special Meeting - 4:00 P.M.

B.

Roll Call

C.

Work Session

1.

Presentation on GO Bond Program and Debt Service Schedule for GRT Bonding

Information relative to the presentation will be provided at the work session.
Fiscal Impact:
Not applicable.
Recommendation:
Not applicable - presentation only.
Speaker's Name
Erik Harrigan, RBC Capital Markets, LLC
D.

Recess Until 6:00 P.M.

E.

Regular Meeting - 6:00 P.M.

F.

Pledge of Allegiance

The members of the body and the public are invited to recite the Pledge of Allegiance.
G.

Roll Call

H.

Approval of Minutes

December 6, 2019 Joint Work Session with the McKinley County Commission
December 10, 2019 Regular Meeting
I.

Discussion/Action Topics

1.

Discussion of Nightly Indian Dance Program Options

Bill Lee will present on behalf of the Gallup McKinley County Chamber of Commerce with
options for the Nightly Indian Dances Program as a follow up to the October 2019 discussion about the program, its attendance and expenses.  
Fiscal Impact:
None
Recommendation:
None
Speaker's Name
Bill Lee, Gallup McKinley County Chamber of Commerce
2.

Approval and Acceptance of the Quarterly Local Liquor Excise Tax Accountability Reports for 2nd, 3rd and 4th Quarters of Calendar Year 2019

Maura Schanefelt, McKinley County DWI Program Manager, will present the reports to the City Council for their review and approval.  The report summarizes the use of liquor excise tax funds by local programs and agencies during this time frame.  The reports are submitted on behalf of the County Commission and City Council to the New Mexico Department of Finance and Administration to comply with state law.  The County Commission has already approved the 2nd & 3rd Quarter CY 2019 reports; however, the Commission will take action on the 4th Quarter CY 2019 report at their January 14th meeting.
Fiscal Impact:
None.
Recommendation:
County recommends approval and acceptance of the report.
Speaker's Name
Maura Schanefelt
3.
6:00PM

Best Of The Best Rodeo Budget

The Best of the Best Rodeo is coming and will be here before we know it. In order to continue on with the seventh year of this event as well as grow the event we will need funding to do so. This past year the Best of the Best Rodeo was successful in making money for the City of Gallup. This year there are plans for more sponsors as well as more contestants.
Fiscal Impact:
Approve Best of the Best rodeo project along with a budget adjustment for revenue of $412,694 and expenditures of $390,930 from and to the 590 fund.
Recommendation:
Approval of the Best of the Best Rodeo budget
Speaker's Name
Jon DeYoung
4.
6:00PM

Promotion Contract With Walt Eddy For The Best Of The Best Rodeo

We are headed into our seventh year of the Best of the Best Event. The contract with Walt Eddy for 2020 has a few changes from the previous contract. The changes include; adding a Tuesday morning slack and a performance on Tuesday night, moving the payment terms from the middle of the month to the end of the month, includes all professional rodeo staff to be hired for the event as well as the dollar amount not to exceed and the City will now control the RV park during the event.
Fiscal Impact:
All sums are payable from the rodeo budget
Recommendation:
Approval of contract with Walt Eddy
Speaker's Name
Jon DeYoung
5.
6:00PM

Youth Conservation Corps (YCC) Budget Adjustment

The City of Gallup has been awarded $114,915.59 for the State of New Mexico's FY20/FY21 Youth Conservation Corps (YCC) Program year.
Fiscal Impact:
This budget adjustment will budget revenues and expenditures for tasks preformed or expenses directly related to the scope of work for the projects outlined in the grant.
Recommendation:
Approval of the YCC grant award and budget adjustments
Speaker's Name
Jon DeYoung
6.

Ordinance No. S2020-1; Text amendment increasing maximum number of accessory structures for residential zoning districts.

Ordinance No. S2020-1; Draft language amending certain text regulating the maximum number of accessory structures thereby increasing the maximum number of accessory structures from one (1) to three (3) for certain zone districts.  

See attached briefing memo. 
Fiscal Impact:
None
Recommendation:
Recommend approval of Ordinance No. S2020-1
Speaker's Name
C.B. Strain
7.

Approval of Acceptance of M102 Howitzer from US Army

At the City Council Meeting on May 14, 2013, City Council approved the submission of an application to the Department of the Army for a piece of surplus military artillery to be placed on display at the Veterans Memorial.    On December 10, 2019, Mayor McKinney received an email from Mark Jenkins with the US Army Tank Automotive and Armorments Command indicating that the city’s application for a conditional loan of military equipment for a memorial and/or historical display has been approved and a M102 Howitzer will be provided to the city based on the following conditions:

  1.  Minutes of a meeting of the City Council approving the acceptance of the Howitzer with the understanding that the governing body will assume all responsibility for the upkeep and safety of the display item and that this equipment cannot be placed on privately owned property.
  2. Verification that the M102 Howitzer will be displayed at the Static Display site depicted on the attached “Gallup Static Display Site Map.”
  3. The City will construct a concrete display pad per the specifications provided by the US Army and provide a photos of the completed pad.
  4. The City will provide a letter indicating that the M102 Howitzer will be transported, at city expense, from its current location at Sierra Army Depot to the current site (see attached proposal).
  5. The City will provide a certified check in the amount of $117.25 for the processing and release cost for the M102 Howitzer to the US Treasury.

Recommendation:  Approved acceptance of Howitzer from US Army for Display at Veterans Memorial, approve proposal from Murphy Builders to transport and construction pad for Howitzer and adjust budget in the amount of $12,283.99 for costs of processing, transporting and construction of display pad. 




Fiscal Impact:
Total cost $12,166.74: construction of concrete pad ($6,425), delivery and set up of Howitzer ($4,808) plus NMGRT ($933.74). $117.25 for processing and release cost. Total amount of $12,283.99 to be provided from General Fund Reserves.
Recommendation:
See recommendation in the summary.
Speaker's Name
Maryann Ustick
8.

Nizhoni Boulevard Reconstruction Design Contract Award

Summary:  Attached for the City Council's consideration and approval is a fee proposal  from DePauli Engineering and Surveying of Gallup, NM.  See attachment (a).  This proposal is for the engineering design of East Nizhoni Blvd Reconstruction Project from South 2nd Street to College Drive.

This project includes:

= Dedicated northbound turn lane off Nizhoni onto 2nd Street for traffic movement facilitation.
= Relocation of the traffic signal light at Nizhoni and 2nd Street for the northbound turning movement.
= Concrete anti-shoving pad at 2nd Street to match the concrete pad on the opposite side of the intersection.
= Storm drainage improvements.
= Reconstruction of ADA compliant sidewalks (6' wide) on both sides of the street from Hospital Drive to 2nd Street.
= Mill and overlay of the street pavement.
= Pavement striping and traffic control.
= Geometry improvements of the Hospital Dr intersection.
 
This proposed fee is solely for the roadway reconstruction design.  It includes no professional services for construction management or inspection.

Further, this proposed fee does not currently include any utility reconstruction.  Utility reconstruction is being addressed as a separate effort by the Water Department.

Fiscal Impact:  A current project estimate is provided by attachment (b).  City recently received a grant from the NMDOT toward this project for $350,000.  For award, another $12,500 is required from the General Fund balance.

Recommendation:

=  Award DePauli Engineering and Surveying $362,196.50 including NMGRT for professional engineering services.
=  Approve the budget adjustment for an additional $12,500 in project funding as described above.
Fiscal Impact:
See Comments Above.
Recommendation:
See Comments Above.
Speaker's Name
Stanley Henderson - Public Works Director
9.

Resolution No. R2020-3; MainStreet Funding Acceptance For Coal Ave Commons Construction Project

Summary:  By attachment (a), City received $800,000 from the New Mexico MainStreet program for construction of the Coal Avenue Commons.  

Fiscal Impact:  None.  No match is required.

Recommendation
:  

= Accept the State grant for $800,000.  See attachment (b);
=
Approve the attached resolution.  See attachment (c); and
= Approve budget increase in revenue and expenditures of $800,000 for the project as         identified above.
Fiscal Impact:
"See Comments Above."
Recommendation:
"See Comments Above."
Speaker's Name
See Comments Above.
10.

Budget Adjustment for a Sub-Grant Agreement for the McKinley County DWI Task Force naming the Gallup Police Department as the sub-grantee in the amount of $48,000.

As part of the McKinley County DWI Task force, the Gallup Police Department, as the sub-grantee, was awarded a sub-grant in the amount of $48,000. As the sub-grantee, the Gallup Police Department is to implement Driving While Impaired (DWI) sobriety checkpoints and saturation patrols aimed at reducing alcohol related crashes, injuries, and deaths in McKinley County and in partnership with the following agencies: NM Department of Public Safety, McKinley County Sheriff’s Office, Navajo Nation Police Department, Zuni Police Department, and the Ramah Police Department. All required signatures have been fully executed and the Gallup Police Department therefore requests a budget adjustment in revenue & expenditure for the total amount awarded.

Attachment: McKinley County DWI Task Force Sub-Grant Agreement



Fiscal Impact:
Budget adjustment in revenue & expenditure for the McKinley County DWI Task Force Sub-Grant Agreement in the amount of $48,000.00.
Recommendation:
Acceptance & approval of a budget adjustment for the DWI Task Force Sub-Grant Agreement for $48,000.
Speaker's Name
Franklin Boyd – Chief of Police
11.

Recommendation of Bid Award for Coal Ave and 9th Street Waterline Replacement and Budget Adjustment

Prior to this past Thanksgiving holiday, a 6-inch waterline along Coal Ave developed a severe leak.  Water and Sanitation Department (WSD) Staff repaired the line to the best of our abilities.  However, upon evaluating this section of the waterline, it became apparent that approximately 175-200 linear feet of the line was severely degraded and needs to be replaced.

WSD Staff worked with the Purchasing Department on a short term sole source bid, however this price was not considered responsive or reasonable.  Following this effort, the project was opened up for a slightly longer bid period.  Two responsive bids were received, as seen in the attached bid tabulation.  Both bids were higher than the engineer's estimate of $90,441; however, the low bid was determined to be responsive, and within a reasonable amount of the engineer's estimate, including NM Gross Receipts Tax.  Low bid was provided by Dallago Corporation of Gallup, NM.

The Engineer of Record has submitted a recommendation of bid award (attached).

Staff recommends a budget transfer of $106,000 from Water Enterprise Fund balance for the project and bid award to the lowest responsive bidder, Dallago Corporation of Gallup, NM.


Fiscal Impact:
Budget adjustment of $106,000 from Water Enterprise Fund Balance.
Recommendation:
Staff recommends approval of bid award and budget adjustment.
Speaker's Name
Dennis Romero
12.

Request for Budget Adjustment for Change Order No. 2 for Reach 27.9 Construction of the Navajo Gallup Water Supply Project

Summary:

The Council approved the selection of the construction of Reach 27.9 to Adame Construction in the amount of $8,840,388.72 where $2,493,379 was paid from WPF #4338 and the remainder will be paid through the USBR Cooperative Agreement in the amount of $3,347,009.72.

Unfortunately, completion of the project will require additional work that is stated in Change Order No. 2. This will add a total of $28,385.73 to the project.

Staff requests approval of Change Order No. 2 and the necessary budget adjustments in the amount of $28,400.00 in order to fund this project.

Fiscal Impact:

A budget increase of $28,400.00 with necessary budget adjustments in revenues and expenses in Fund 306.


Recommendation:

Staff recommends approval of a budget adjustment of $28,400.00 for the project in revenues and expenses in Fund 306.

Fiscal Impact:
See Summary
Recommendation:
See Summary
Speaker's Name
Dennis Romero
J.

Presentation and Information Items

1.

Earth Day 2020

Matthew Hornback and colleagues will provide a presentation on a proposal for hosting an Earth Day Event for 2020.  
Fiscal Impact:
Presentation item only.
Recommendation:
Presentation item only.
Speaker's Name
Matthew Hornback
K.

Comments by Public on Non-Agenda Items

The public is invited to comment on matters not appearing on the published meeting agenda.
L.

Comments by Mayor and City Councilors

M.

Comments by City Manager and City Attorney

N.

Motion to Adjourn

Auxiliary aides for the disabled are available upon request.  Please contact Alfred Abeita, City Clerk, at 505-863-1254 at least (1) week prior to the meeting or as soon as possible in advance of the meeting to make any necessary arrangements.

 Pursuant to the “Open Meetings Act”, NMSA 1978, Section 10-15-1 through 10-15-4 of the State of New Mexico, this Agenda was posted at a place freely accessible to the public 72 hours in advance of the scheduled meeting.