September 18, 2012 Minutes

Tularosa Village Hall

Tularosa Village Hall is in the center of town on St. Francis Drive.

Click here to get the PDF file & printable version of these minutes.

Workshop-September 18, 2012

The Mayor and the Board of Trustees of the Village of Tularosa met in a Workshop Session on Tuesday, September 18, 2012 at 6:00 P. M. in the Court Conference Room of the Public Safety Facility located at 609 St. Francis Drive, Tularosa, New Mexico.

Present: Mayor Ray S. Cordova
Trustee Patrick A. Garcia
Trustee Joseph Lueras
Trustee Gloria R. Sainz
Trustee Fred O. Tyler

Also present was Grants Coordinator Richard Gutierrez and Village Clerk Dianna Brusuelas-Guilez.

Mayor Ray S. Cordova called the Workshop to order at 6:00 P. M. asking that all rise and join him in the Pledge of Allegiance and the Salute to the Flag of the State of New Mexico.

Items presented at the Workshop are the items that will be presented at the Regular meeting of September 19, 2012 which include:

Consideration of Agenda and Consent Agenda
Unscheduled Correspondence and Public Comments (3 minutes)
Dianna Brusuelas-Guilez approval of 2010-2011 Fiscal Year Audit as per Section NMAC
Dianna Brusuelas-Guilez-Approval of Solid Waste Disposal Agreement with Otero County
Doug Buchanan-Either a setback variance on 600 Cedro or a lot size variance on the adjacent lot north of 600 Cedro
Rick Gutierrez-Approval of Resolution 2012-2013-05 adopting an Infrastructure Capital Improvement Plan
Rick Gutierrez-Approval of Resolution 2012-2013-06 authorizing application for CDBG Funds for Water Improvements
Dianna Brusuelas-Guilez-Requesting to close November 23rd (day after Thanksgiving) and December 24th (day before Christmas). Employees will use their own vacation time
Approve to ask Village Attorney to file a motion to intervene on the Kelsey Smith identified in Cause 293 when it gets to the Administrative Hearing
Trustee Joseph Lueras-Discussion-Sewer on Old Mescalero Road-What funds are available. What can village do to provide sewer service
Trustee Fred Tyler-Discussion-Possibility of using the municipal boundary method to annex property at-----St. Francis Drive (next to Western Bank)
Trustee Fred Tyler-Discussion-Possibility of hiring an independent contractor to speed up process of Wastewater Plant repair/replacement
Trustee Fred Tyler-Status: Sludge Removal; Mia Estates Water right transfer complete; Rhino Subdivision; FEMA visit about Flood designation
Old Business
New Business

First to come before the Mayor and the Board was Jody Garcia from Gannett

Fleming giving a status on the Wastewater Treatment Plant stating that there are two aspects currently in the process, first the preliminary engineering report with there being approximately 40 issues that are being addressed and multiple alternatives. The biggest hurdle encountered is USDA. Because it is an existing facility being evaluated we have had a hard time getting suppliers and manufactures to spend time on it because there is very little value in it to them. Suppliers and manufacturers are driven by profit and where they don't have a high likelihood of selling something to you at the end of it, your request for information goes to the bottom. With fighting that, the PER (Preliminary Engineering Report) is 92% complete and hopefully Gannett Fleming will have a Draft within a month. The funding agency is USDA and they have an outline with requirements and the PER will have to be laid out in USDA's requirements.

The second aspect is the sludge in the old aeration basin. The Environment Department requires that we remove the sludge, evaluate and/or replace the liner so that flow can be transferred to the old Wastewater Treatment Plant. The contract for that sat at Rural Development for six months, for their review and approval, before we could go out for bids. At the end of last year RD lost their State Engineer who reviews all projects that RD funds throughout the state and are under a hiring freeze. They have since brought in someone from out of state to help and he retired within two months. It's been a series of issues at the funding agency (Rural Development). We did finally issue bid packages to remove and dispose of the sludge. We are in the evaluation process and hope to have a recommendation for your evaluation next week. From there it goes back to RD for approval, since they are the funding agency there is only so much prodding we can do. There is a sixty day construction period for the sludge to be removed. Once the sludge is removed we evaluate the existing liner; based on the 'As Builts' for that liner, it's an existing clay liner and based on our conversations with the Environment Department, more than likely it will have to be relined with a synthetic liner before the flow can be transferred. That is the package that will come next, we will design plans and specs to reline the basin. It will be the same process as with the sludge removal, we select three contractors, solicit bids and make recommendations to award to the lowest responsible bidder. That process also has to be approved by Rural Development.

Village Clerk, Dianna Brusuelas-Guilez asked if there was a possibility of losing the funding. Mr. Jody Garcia responded no, the funding is not tied to any schedule.

Trustee Fred Tyler told Mr. Jody Garcia his explanation of what has gone on explains a lot because he and others were expecting, since last October when approval was given to go forward with the project, to be ninety days out.

Mayor Ray Cordova said there were certain issues that can be proved and that we are pretty certain that there are leaks in the lagoons. An evaluation by Dr. Hernandez and Dr. White also states they are certain there are leaks, it can't be proved until the ponds are drained.

Trustee Patrick Garcia voiced concern asking about a 'Plan B' should some-thing happen. Mr. Jody Garcia said an Emergency Action Plan would be that the village has enough storage and pipelines in the old existing plant and even if there was a power outage we do have a generator that would allow the Lift Station to continue to work. Mr. Garcia noted that the plant is meeting the Discharge Permit requirements, it is still working, it is still treating the waste and it still meeting the effluent that meets the quality requirements that New Mexico Environment Department dictates.

Trustee Fred Tyler questioned page 10 on the bills list asking if the village pays for physicals. Village Clerk Dianna Brusuelas-Guilez responded yes, if they pertain to CDL license. Page 11 question was on repairs to Mr. Reyes truck, payment to Desert Sun, response was yes it was a village vehicle and the description should have read repairs to Unit 8-4.

Trustee Patrick Garcia asked about the inventory in the village pick ups. Mayor Cordova said an inventory needed to be taken.

Village Clerk Dianna Brusuelas-Guilez mentioned that Gloria Guerrero the Tularosa soccer coach had approached her for land and that the Otero County Soccer League would place goals and pay for the labor if we would provide land for a soccer field. It was mentioned that the girls are currently practicing at the Intermediate School and that Gloria would approach school Superintendent Brenda Vigil to see if they could be placed there.

Trustee Patrick Garcia said he's received several complaints on the second hand store in the old Wells Fargo building. Mayor Cordova said there was nothing in the ordinances that governs second hand stores. It was then suggested the village purchase the property. Trustee Garcia's second item was the drinking in the park across the street from Lowe's Grocery. Mayor Cordova said officers are patrolling closer.

There being no further business to come before the board the workshop was adjourned at 7:03 P. M.



Ray S. Cordova, Mayor



Dianna R. Brusuelas-Guilez, Village Clerk

The written minutes are the official minutes of the meeting. The recorded Compact Flash are part of the minutes only for interpreting any ambiguity in the written minutes. When the minutes are approved and signed the written minutes are the official minutes of the meeting.

Minutes approved by The Board of Trustees at the Regular Meeting of October 17, 2012.