Results of the county audit
Before the regular commission meeting, a representative of Patrillo, Brown & Hill LLP, the consultants who performed the county’s 2022 audit gave a presentation (discussion can be heard at time 00:06:30 in this recording). The audit process had gone fairly smoothly with a few difficulties due to transitions in the county management. Commissioners Day and Paxon expressed appreciation of the “even-tempered handling” of the audit.
The auditors reported 4 findings: Reconciliation of the capital asset inventory was not yet finished; there have been a number of instances when cash receipts have not been deposited within one business day; incorrect withholding rates were used to pay the Public Employees Retirement Association; and interim reporting of American Rescue Plan Act was not completed by the due date.
County financial highlights showed $6.8 million in short term assets and $0.9 million in liabilities. The assets consist of $5.5 million in cash investments, $1 million in receivables and $0.3 million in other assets.
The bulk of the county’s liabilities were in $837,000 in property taxes that had not been paid within 60 days of billing. Additional liabilities were $11,000 in accounts payable and $85,000 in accrued payroll.
County receives “Quality of Life Grant” and begins Arrey baseball field construction
In July, 2022 the county applied to the Department of Finance and Administration for one of their regional recreation centers quality of life grants in hopes of financing a long desired baseball field in Arrey. This week the commission accepted this grant (see page 200 of packet) of $277,238 to “plan, design, construct, furnish and equip the Arrey baseball field”. According to county manager Amber Vaughn these funds will get the county “very close” to finishing the project though more funds might still be needed.
The county has until June 30, 2025 to use the Quality of Life Grant funds on the baseball field project. That deadline is not likely to be a problem. The commission signed two contracts with Highland Enterprises of Las Cruces, who is performing the work. The first contract was a change order increase of $73,029.89 to replace fencing and to extend the irrigation system to cover the entire area.
The second contract was to provide $174,787.97 to begin phase two of the ball field construction. The Quality of Life Grant funds are being used for both contracts.
County commissioner Hank Hopkins asked chief procurement officer Jocelyn Holguin when she thought the project might be done. While reluctant to commit to a date, she said, “We’ve just been waiting for funding, the dirt work and foundation are set, and everyone is ready”.
Roads, roads, roads and a bridge
The county annually submits requests to the New Mexico Department of Transportation for funds from the Local Government Road Program. Billy Neeley, Sierra county road director, presented his needs assessment (packet page 169) for fiscal year 2023/2024.
Money from the state for work on county roads come from three different types of programs; County Arterial Program (CAP), Cooperative Program (SP) and School Bus Program (SB). For each of these programs the state provides 75% of the funds awarded and the county is responsible for the remaining 25%. However counties that can demonstrate a financial hardship are eligible for a match waiver of CAP and SP programs. Neeley told the commission that Sierra county usually qualifies for the waiver.
For the three programs the county will be requesting a total of $687,158 to work on 52.4 miles of the approximately 500 miles of county roads. Without the financial hardship waiver the county would be responsible for nearly $169,000 of the cost. With the expected waiver the price tag is to be about $55,000.
The commission also signed contracts with Wilson and Company of Las Cruces and Deming Excavating LLC for reconstruction of the Bridge of Grace in Monticello. Wilson and Company will administer the project and provide oversight at a cost of $122,866.42. Deming Excavating was awarded the bid to do the construction at a cost of $1,279,571.35. The entire project has funding from numerous sources including $177,000 from the county.
Fairground improvements to begin
The county has received a $1,750,000 capital appropriation from the state to “plan, design, construct and equip a multipurpose events building, recreation vehicle park and perimeter fencing for the fairground”. The funds are to be spent by June 30, 2026.
The commission signed a contract with Wilson and Company of Albuquerque to begin phase one of the project with a cost of $95,579.85.
The final project is anticipated to have 6-10 recreational vehicle parking spaces with utility hookups and a pedestrian bridge between the main fairgrounds and the parking areas. The fair barn will be renovated, wash racks and watering systems updated, the pavilion for small livestock upgraded and a new 22,500 square foot livestock barn developed. More restrooms will be installed and existing ones renovated. Fences and lighting will be installed. Plans will also be made for future projects including an agriculture science center, and extension offices.
The first phase, under the direction of Wilson and Company will be to provide planning before moving on to the design phase. This phase will be a public process and will include input from the public according to county manager Amber Vaughn. Surveys of the area will be conducted, assessments of current infrastructure and a preliminary design developed by Wilson and Company.
Liquor license transfer in Winston delayed
Before the regular meeting there was a hearing for the commission to get public input on a requested transfer of a liquor license for the Diamond Bar in Winston. The license would be transferred from the current owner, Richard L. Miranda to a new owner, R and W, LLC of Williamsburg. The bar and license would remain in Winston only the ownership would change. There was no input from the public at the hearing.
There was, however public comment submitted in writing to the New Mexico Regulation and Licensing Department and available to the commissioners in the packet (page 158). The comment, provided by James Springer of Winston and cosigned by five additional residents stated: “As residents of Winston, we object to the issuing of this liquor license in our community. As can be seen from the inclosed pictures, no improvements have been made to this property in over 10 years, and there is little to no hope of it being a benefit in this town. This business will only deliver more of the same. We may not stop this, but at least we let it be known our feelings.”
Given the public sentiment and uncertainty if the county had followed all the proper postings and meetings, the commission directed county staff to request a 30 day extension from the Regulation and Licensing department. No action on the part of the commission would have resulted in automatic transfer of the license.
Board of Registration appointed to maintain voter rolls.
In odd numbered years the county commission is required to appoint a Board of Registration to provide maintenance of the voter lists. The commission appointed a board consisting of two Republicans, Cindy Torres and Jacqueline Bentley and one Democrat, Charlotte Hall. Dennis Dunum (D) and Gloria Petersen (R) will serve as alternates. County clerk, Shelly Trujillo (R) serves as the secretary for the board.
The county clerk is required to cancel voter registration in cases of death, felony, request of the voter or at the direction of the Board of Registration. After the board reviews the list of eligible voters they ask the clerk to cancel registration of voters who have not responded to notices and have not voted in either of the last two general elections or if the board has determined that the voter has changed address.