Minutes of the Special Council Meeting of the Governing Body for the Village of Cloudcroft, held on Tuesday, March 1, 2022, at 5:00 p.m., in the Village Council Chambers, 201 Burro Avenue, Cloudcroft, NM.
CALL TO ORDER:
Mayor Denney called the meeting to order at 5:00PM with the following Council members providing a full Quorum: Present/Absent:
- Trustee / Mayor William Denney — present
- Trustee / Mayor Pro-Tern Tiernan – present
- Trustee —Jim Maynard — present
- Trustee — George Mitchell — present
Trustee Gail McCoy — present
The following Village staff and guests were present: Barbara K. Garcia, Clerk; Jini Turri, Deputy Clerk, Juba! Hall, Scott Powell, Public Works; Ege Richardson, Robert Fowlie, CDM Smith, Virginia Littlefield, Shelley Hughes, Karl Campbell, John Manford, Roberta & Eric Haelcker, Wendy McCourt, Rich Dashley, Gilbert Garcia, Mark & Tammy Schnebergert, Cindy Bradshaw
PLEDGE OF ALLEGIANCE:
The pledge of allegiance to the United States and New Mexico flags was led by Mayor Denney.
APPROVAL OF AGENDA:
Mayor Denney called for a motion to approve the agenda of the Special Council Meeting for March 1, 2022. Trustee Tiernan made a motion to approve the agenda as written. Trustee Maynard seconded the motion. Vote as follows: Trustee McCoy, for; Trustee Tiernan, for; Trustee Maynard, for; Trustee Mitchell, for. Motion carried unanimously.
- Agreement for Engineering Services for the PURe Project Submitted by CDM Smith — Presentation by Robert Fowlie, PE, BCEE
Mr. Fowlie presented an Agreement for Engineering Services to perform the various professional engineering services for the planning, design, and construction of the project. Mr. Fowlie reviewed the need to determine what has been done and what remains. This phase should be completed within six (6) months resulting in answers to what treatment process will be used, how much it will cost to build it, and expenses for operation. The project will not be construction bid ready at that time.
A contract for design on improvements will be submitted by CDM Smith at that time resulting in the plans and specifications needed to go out to bid for construction. Total cost proposal is for lump sum of $424,376 exclusive of NMGRT. Mayor Denney called for a motion. Trustee Tieman made a motion to accept the contract as written by CDM Smith. Trustee Maynard seconded the motion. Trustee Vote as follows: Trustee McCoy, for; Trustee Tiernan, for; Trustee Maynard, for, Trustee Mitchell, for. Motion carried unanimously.
- CDBG Sr. Center Project Installation of Fire Alarm System in Kitchen at Sr. Center Building — Shelley Hughes — Architect.
Mrs. Hughes presented change order #7 the Fire Alarm System, that was not part of the original scope of work for the Senior Center Building. The scope of work was only for the addition to the west side and not the Kitchen area. Contractor has provided Fire Alarms for the scope of work and excluded the kitchen area. Change order #7 is to cover the eight (8) additional fire alarm devices in the kitchen area. CID currently has a set of drawings that does not have a Fire Alarm System in the building. DFA did not approve a set of drawings with a Fire Alarm System in them. A Fire Alarm System is not required by
code based on occupancy. A credit of $8000 to $10,000 would be applied if a decision to not include a fire alarm system is made. Inclusion of change order #7 for the fire alarm system to be installed will be an additional $11,000. Clerk advised that any credit would be to the grant and not the village and that the village would need to pay for the system if requested. The funds could come from either Emergency Reserves or Infrastructure. Due to the nature of service that the center provides for the community, safety is a high priority. Mrs. Hughes brought to the governing body the consideration of time. Not moving forward with the fire alarm system will allow construction to stay as schedule. If the village does move forward with the fire alarm system, the contractor will have to present the fire alarm system to the State Fire Marshal’s office for review and approve it and then send back to CID for review and inspection. There was no expectation of time frame provided. The question was raised if the village moves forward with the system does it add any time to the DFA timeline? Jini Turri will review with state project managers on timeline. Trustee Maynard made a motion to proceed with trying to add a fire detection system. Trustee Mitchell seconded the motion. Trustee Vote as follows: Trustee McCoy, for; Trustee Tiernan, for; Trustee Maynard, for, Trustee Mitchell, for. Motion carried unanimously. Mayor Denney confirmed the funds from the Village for the expense would be taken from the Village Infrastructure Fund.
Trustee Mitchell made a motion to adjourn the Special Meeting of March 1, 2022. Trustee Maynard seconded the motion. Meeting adjourned at 5:53 pm