Tuesday, July 20th , 2021, 5:00 pm
Minutes of the Special Council Meeting of the Governing Body for the Village of Cloudcroft, held on Tuesday, July 20, 2021, at 5:00 p.m., in the Village Council Chambers, 201 Burro Avenue, Cloudcroft, NM.
Mayor Denney called the meeting to order at 5:00 p.m. with the following Council members providing a full Quorum: Present/absent:
- Trustee/ Mayor William Denney- present
- Trustee I Mayor Pro-Tern Tieman – present
- Trustee -Jim Maynard – present
- Trustee – George Mitchell – absent
- Trustee – Bruce Smaga – present
The following Village staff and guests were present: Jini Turri, Project Manager; Tony Courvoisier, Public Works; Gail McCoy, self; Shelley M. Hughes, SMHA (Item #1)
The pledge of allegiance to the US and NM flags was led by Mayor Denney. (Item #2)
APPROVAL OF AGENDA:
Mayor Denney entertained a motion to approve the Agenda for the Special Meeting of July 20, 2021. Trustee Smaga made such motion, Trustee Maynard seconded the motion and upon vote of Trustees Tieman, Maynard, and Smaga all voting “aye” the motion carried unanimously. (Item #3)
Recommendation to Award /TB 2021.03 CDGB-18-CRS-I-03-G-16 Senior Center Addition to EPPX Construction contingent upon all subcontractors being current with their SAM registration and Labor Enforcement Fund verified – JiniTurri presenting.
Mrs. Turri explained that the Plan & Design of the Senior Center Addition had previously been awarded to Shelley M. Hughes Architect and that this was the second time going out to bid for construction due to technical irregularities.
Mrs. Turri went over the base bids of the two construction companies that responded to the bid. EPPX came in with the low bid and it was sent to review with a bid of $595,214. The money left in grant for construction is $571,898 resulting in over budget of $23,316. Alternatives have been added and can be taken out, operable windows and a trellis. Several options remain, a negation can be done for 10% or where the Village split the overage with EPPX. Discussion ensued on if the Governing Body wanted to remove any alternates and if they wanted to award the project. Governing Body decided on the vinal operable windows. Negotiations would put out at least another month. The construction timeline is 150 days, the end of construction is mid-November. Motion to accept the base bid of EPPX for $595,214 plus deduct alternate# 2 (vinal windows) was made by Trustee Maynard. The motion was seconded by Trustee Tieman. Mayor requested any further discussion, Clerk requested to know what fund the overage payment the Village will make would be taken from? There will be no negotiation with the vendor, the Village will pay the overage. It will be determined later where to take this funding from. Upon vote of Trustees Tieman, Maynard and Smaga all voting “aye” the motion carried unanimously.
Discussion: Cloudcroft Water System Stabilization – Tony Courvoisier
Mr. Courvoisier reported that we have been getting rain, but it has not made any significant change to the springs. Went from 37 gallons per minutes to 49 gallons. All pumps are on auto, but we have stopped hauling water. He discussed upgrades in pumps on wells. Well 3 continues to be out pumped. Village resident consumption is up a little bit and even though we are still on Level 3 they are stopping individuals from washing cars and water grass. PFAS should be retested in October. CT adapters have been changed out. Mayor advised that we are changing out the waster water plant to use raw water rather than metered water, but we are waiting for permitting issues.
Discussion/Action: Sale of water to non-residents (bulk usage) and discontinuance of new water tap sales.
The governing body was informed that letters were never sent out after the 7/6/2021 special meeting. Bulk water customers through the Village office have used a total of 680 gallons. Tony advised that he was of the understanding with all bulk water, outside the village and Lost Lodge we are at about 38,000 gallons monthly. Mayor does not believe that we should cut anyone off of water at this time. Trustee Smaga would like to discuss monthly. Trustee Tieman stated that we have an obligation to take care of solely the Village of Cloudcroft residents and he wants to make sure that as soon as we truck water, we review this. Billing was questioned and it was determined that it would be reviewed in the ordinance. The determination was made to place this on each agenda for review or at the time that we have to haul water again. Trustee Tieman would like an emergency meeting if we decide to haul water again, Mayor Denney advised that there would be no letters sent out at this time.