Special Meeting - March 8, 2011

MORA COUNTY COMMISSION

SPECIAL MEETING

MARCH 8, 2011

10:00am

Mora Independent Schools Administration Building

TENTATIVE AGENDA (updated March 4, 2011)

1. Call to Order

2. Pledge of Allegiance

3. Roll Call

4. Approval of Agenda

5. Approval of Minutes

a. January 11, 2011

b. February 7, 2011

c. February 10, 2011

6. Budget and Administrative Items:

a. Approval hire for new Mora County Manager

b. Approval of Expenditure Listing

c. Approval to increase Petty Cash from $50.00 to $100.00 – Motor Vehicle Division

d. Approval of use of Watrous Park-NM Santa Fe Trail Scenic By-way – Carol Ditmanson

7. Budget Resolutions

a. Approval of Budget Increase to 2220249 VFD-FES ($6,623.00-Wildland Reimbursement & Refund)

b. Approval of Budget Increase to 2090245 Ocate VFD ($100,000.00-Fire Truck/$567.00-Refund)

c. Approval of Budget Increase to 2090248 CHET VFD ($100,000.00-Fire Truck)

d. Approval of Budget Increase to 1010440/Bureau of Elections ($6,658.00-School Election)

e. Approval of Budget Transfer 2090248 CHET VFD ($119,588.00-Fire Truck)

f. Approval of Budget Transfer to 2090245 Ocate VFD ($288.00-Reinstate Fire Protection monies)

8. Policy Resolutions & Proclamations

a. Approval of Fair Housing Proclamation

b. Approval of Fair Housing Policy

c. Approval of Citizen Participation Plan

d. Approval of Section III Affirmative Action Plan

e. Approval of Residential Anti-Displacement & Relocation Assistance Plan & Certification

f. Approval of Equal Opportunity Plan and Workforce Analysis

g. Approval of Procurement Policy

h. Approval of 2011 Road Mileage

i. Approval of Fire Restrictions in Mora County

9. Mora County Transfer Station:

a. Update on project completion and grant closeout

b. Approval of a date for CDBG public hearing

10. Volunteer Fire Departments:

a. Resolution Authorizing and Approving NMFA Loan for Ocate/Ojo Feliz VFD

11. Budget for FY2012:

a. Presentation by Bookkeeper of revenue projections for FY2012

b. Presentation of budget requests by elected officials and department heads

c. Recommendations by Bookkeeper

d. Discussion on timeline and next steps

12. Mora County Complex:

a. Approval of GOB Extension Certificate

b. Update on requests to NM State Legislature

c. Update on audit of Mora County Complex

d. Discussion of feasibility study and supply assessment for biomass system

e. Review of cost estimates for fence to secure the Mora County Complex

f. Approval to create of Mora County Complex Technical Advisory Committee

13. Discussion Items:

a. Guidelines for appointment of new members to Planning and Zoning Committee

b. Role of Mora County in community-based, rural economic development

c. Policy on mileage reimbursement for elected officials and employees

14. Information Items:

a. Mora Valley Chamber of Commerce Report – Merle Witt

b. Easement concern in Los Hueros – Kathleen Dudley

15. Public Comment – 3 minutes per person

16. Indigent Fund Board

17. Executive Session

18. Adjourn

If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter or any other form of auxiliary aid service to attend or participate in the meeting, contact the Mora County Administration Office located on HWY 518 Main St. Mora County Courthouse, Mora, NM as soon as possible at 575-387-5279.

Special Meeting - February 23, 10am

AGENDA

Call to Order
Pledge of Allegiance
Roll Call
Approval of Agenda
Discussion of protocol for communications with state and federal elected officials
Approval of Mora County federal budget priorities
Public Comment
Executive Session - Interviews of County Manager applicants
Adjourn

AGENDA - Tuesday, February 15

MORA COUNTY COMMISSION

SPECIAL MEETING

Tuesday, February 15, 2011

10:00am

Wagon Mound Village Hall

TENTATIVE AGENDA

1. Call to Order

2. Pledge of Allegiance

3. Roll Call

4. Approval of Agenda

5. Approval of Minutes:

a. January 11, 2011

b. February 7, 2011

c. February 11, 2011

6. Monthly Finance Report

7. Reports from elected officials and department heads

8. Update of Mora County requests to the New Mexico State Legislature and Governor Martinez

9. Mora County Complex:

a. Presentation by Darlena of New Mexico Finance Authority regarding terms and conditions of NMFA loan

b. Approval of change order for 6” batt insulation with remaining ENMRD funds and NMFA funds

c. Discussion of proposed change orders for water line and doors

d. Presentation by Paul Cassidy of RBC Consultants on financing options for Mora County Complex

e. Presentation by Jerry Payne, US Forest Service on potential support available for an assessment of a biomass heating system for the Mora County Complex

f. Appointment of a Technical Advisory Committee on the Mora County Complex

10. Approval of Letter of Support for Herman Vigil, CFRP applicant

11. Discussion on guidelines for appointment of Planning and Zoning Committee members

12. Discussion on timeline for FY2012 Budget Planning and Approval

13. Other Presentations and Information Items:

a. Ingress/Egress, Cindy Pickard: Michelle Warren, Esq.

14. Public Comment. 3 minutes.

15. Executive Session – County Manager Position

16. Adjourn

Emergency Meeting February 11th 4:30pm

An emergency meeting has been called by the Mora County Commission. It was deemed necessary for the health, safety, and welfare of the county. The notice was posted at the Mora County manager's office at 4pm today.

Date: February 11
Time: 4:30pm
Location: Mora County Office Building

TENTATIVE AGENDA

Discuss emergency situation concerning Mora County offices and possible needs for repairs.

Approve capital outlay reauthorization for legislative funds either for new complex or repairs of existing portable buildings.

Mora County on 2 Hours Delay

Mora County offices will not open until 10am on Monday.

Depending on the condition of the county buildings, there may be more disruptions in county services. Plumbing is fixed but....

Technicians are unable to fix the furnaces. Some buildings have no heat and staff are looking into options to place space heaters in offices those offices.

Optic Published Mora County Complex Op-Ed

http://www.lasvegasoptic.com/content/las-vegas-optic-02-04-11

Letter from Rich Ruster to Optic

I attended the second Mora County Commission meeting of the new administration on January 11, 2011. I was very impressed by the tone of openness, transparency and professionalism that was set by the new Commission composed of Paula Garcia (Chair), John Olivas and incumbent Laudente Quintana. The meeting room was full to overflowing and the citizens were able to witness and participate in an extended morning and afternoon session that covered a lot of urgent and important topics including a presentation by State Representative Thomas Garcia. The entire meeting supported the Commission to get off to a strong start this year with the daunting agenda that they inherited, in the midst of economically challenging times.

The largest single focus of the meeting was when the Commission was briefed about the entire history of the process that has led to the new Courthouse that is currently under construction. The history was presented by the architectural firm for the project. They offered an extended report and laid out in detail how it began and progressed, and many hard and revealing questions were asked of them. I think everyone in the room came away with a much more complete picture of the sequence and the critical decisions that were made along the way that put us in the situation we are in as a county today where we have only the beginning of a very large building that will require many millions of dollars more to complete.

The whole process helped me move beyond rumors and hearsay into a fact-based understanding which helped me get beyond criticism and wrong-making into realizing that everyone did the best they could at the time as changing circumstances unfolded. It became clear that the citizens of Mora voted to have a new courthouse and now, regardless of the decisions that were made in the past that seemed to make sense at the time, we must move forward and pull together as citizens of Mora to finish this project in a way that will best serve the county. It is time for us to move past the blame game and into effective problem solving for the benefit of us all.

I would encourage the Commission to continue to keep the citizens informed and engaged with the process, possibly with periodic meetings devoted to this project scheduled on weekends or evenings so that all citizens can attend. It would help us to end up united and supportive of a building that, in the end, will serve the county for generations to come. We have the possibility of reducing energy costs dramatically by using regenerative and sustainable energy, for instance, that could end up having our Courthouse and County building be a model to be proud of.

Rich Ruster, Ph.D.

Cleveland, New Mexico

Mora County Encourages Public Input in February and March Meetings

The Mora County Commission is holding two meetings in February during which important discussions and decisions will take place about the Mora County Complex.

On February 7th, 2011, the Commission will hear from the architect about options to complete the complex in phases. Additionally, two experts will discuss possibilities for using biomass for heating the new structure. Members of the public are invited to listen and offer comment during the Public Comment section of the agenda. The meeting will take place at 10am at the Mora Independent Schools Administrative Building.

On February 11th, 2011, the commission will hear from a consultant from RBC about financing options for the Mora County Complex. There will be ample opportunity for public comment. The meeting will take place at 10am at the Wagon Mound Village Hall.

In early March, there will be a public input session on a Saturday to hear from members of the public about possible next steps concerning the Mora County Complex.

Please contact the county at 575-387-5279 for information about the agenda.

Mora County Offices Closed

The Mora County offices closed early on Thursday and will be closed all day Friday due to a broken heating system and plumbing problems related to the recent extreme weather.

Mora County staff are working to complete the necessary repairs to reopen as soon as possible.

A Public Service Announcement was sent to KNMX to advise Mora County residents to call Emergency Manager Rumaldo Pino of any weather related emergencies. 575-643-5475.

Learn from the Past and Move Forward with Mora County Complex

By Paula Garcia, Chair, Mora County Commission

Op-Ed Submitted to the Las Vegas Daily Optic, February 2, 2011

Mora County is known for both its beauty and also for its persistent, rural poverty. Any major public works project in the County faces great challenges because of limited funding and capacity for strong oversight. The Mora County Complex, a proposed multipurpose facility, has a long and complicated history. Its purpose is to house county offices and judicial facilities. Although many people are understandably frustrated with the slow progress as well as the size and cost of the project, Mora County will have to learn from the past, improve management of the project, and develop creative solutions to move forward.

In August 2004, the State Fire Marshal condemned the old courthouse and ordered county employees to evacuate. A group of local leaders mobilized to pass a bond to build a new facility. The voters of Mora County narrowly passed a bond of $2.65 million dollars in November 2004. The Commission at the time decided to use the funds for renovation of the old structure and contracted with Ortega, Romero, and Rodriguez Architects to design the remodel of the 17,000 sq. ft. building. A lawsuit by Mora Taxpayers for Honest Government stopped that project in favor of a new structure.

In January 2007, a new commission took office and redirected the same architect to design a new facility, the Mora County Complex. The new design was for a 42,000 sq. ft. structure with a preliminary cost estimate of $7.25 million according to a work order dated February 2, 2007. An amendment approved by the commission on April 24, 2009 approved an updated cost estimate to $12 million. With only $5 million on hand, a combination of bond and legislative funds, the commission decided to proceed with construction of the “shell” of the building.

Franken Construction was awarded the construction contract in November 2008. This phase of construction proceeded until funds were nearly depleted. In 2010, $500,000 in federal stimulus funds was secured for an energy efficiency project to install windows and doors on the facility, which is nearly completed.

Now, in February 2011, over six years after the people of Mora County passed a bond to finance a county courthouse, the structure is partially complete. The project is under intense scrutiny by the people and the news media. News reports will tend to sensationalize the story with extreme statements, including that the current structure be demolished. The County has no such plans.

Even though this controversy is difficult, this negative attention is an important step in moving forward. This is a time to focus some sunshine on the project, air it out, reflect on it, and learn from the past. The fact is that Mora County has great need for a multi-purpose facility. Our most urgent need is a safe and healthy working environment for our county employees who are the lifeblood of county government.

The new County Commission has already taken the following steps:

· Requested the State Auditor to do a special audit that will recommend improvements in oversight of taxpayer dollars.

· Held a fact finding session with the architectural firm attended by a standing-room-only crowd.

· Actively seeking to hire a County Manager which will improve project management and oversight by Mora County.

· Invited the General Service Division and Construction Industries Division to train Mora County officials and staff. As stewards of precious taxpayer dollars, it is incumbent on public officials to sharpen their skills when dealing architects and contractors.

To be clear, contrary to innuendo in TV news reports, there are no plans to demolish the current structure and start over. The new Commission is focused on learning the history and getting advice about how to move the project forward to completion.

This is a teachable moment for the people of Mora. Debate over the use of public funds is part of our democracy. Government at its best should be open and transparent so that diverse opinions can converge on better decisions by elected officials.

In the coming weeks, the Mora County Commission will be considering next steps for the Mora County Complex, including options for phased completion and financing. Meetings will be held on February 7, 2011 at 10am at the Mora Independent Schools Board Room and on February 15, 2011 at the Wagon Mound Village Hall. Additional meetings are planned for public input.

The people of Mora County have proven to be resilient and have endured many hardships in the past 200 years. I am confident that we can work our way through our current challenges.