The Village of Capitan Board of Trustees met in regular session on Tuesday, December 13, 2011 at Village Hall in Capitan, NM at 6:30 PM.

Mayor Hammons asked for a moment of silence and led the assembly in the Pledge of Allegiance.

Mayor Hammons called the meeting to order at 6:30 PM.

Mayor Hammons asked the Village Clerk, Kay Strickland, for a roll call of the members.  Mayor Hammons-here, Trustee Riska-here, Trustee LaMay-here, Trustee Haskell-here, Trustee Bradley-absent.  Village Clerk, Kay Strickland, and Finance Officer, Shirley Pavlovic, Chief Spear, and Atty. Cook also attended the meeting.  A list of others in attendance is attached.

Item #1 on the Agenda:  Approval of the Agenda
Trustee Riska moved that we accept the agenda.  Trustee LaMay seconded the motion, and all were in favor.

Item #2 on the Agenda:  Public Input
Jean Coulton had a question on #10 which is the metal building.  She wondered if an independent inspection was required.  Mayor Hammons stated the Board of Finance has to approve the purchase.
Dottie MacVeigh requested to be on the agenda for the January meeting regarding the Moyer property on East Creek Road.

Item #3 on the Agenda:  Consent Agenda
Approval of the Minutes:  Regular Meeting – November 8, 2011
                   Special Meeting – November 1, 2011
                                               Special Meeting – November 29, 2011
Approval of Accounts Payable for November 2011
Trustee Riska moved to accept the consent agenda which is the approval of the minutes of the regular meeting of November 8th, the special meeting of November 1st, and the special meeting of November 29th, as well as the approval of accounts payable for November.  Trustee Haskell seconded the motion.  Roll Call:  Trustee Riska-yes, Trustee Haskell-yes, Trustee LaMay-yes.

Item #4 on the Agenda:  Acceptance of Resignation Letter from Malcolm Petree – Planning Board
Trustee LaMay made the motion to accept the resignation.  Trustee Riska seconded the motion, and all were in favor.
Minutes
Regular Meeting
December 13, 2011
Page 2 of 4

Item #5 on the Agenda:  Resolution 2011-25 – Holiday Calendar for 2012
Kay Strickland read the dates the Village Hall would be closed for 2012.  Trustee Haskell moved that we accept that.  Trustee Riska seconded the motion that we accept the holiday calendar for 2012.  Roll Call:  Trustee Haskell-yes, Trustee Riska-yes, Trustee LaMay-yes.

Item #6 on the Agenda:   Resolution 2011-26 – Per Diem Rates
Trustee LaMay moved that we accept the new per diem rate which is 51 cents.  Trustee Riska seconded the motion.  Roll Call:  Trustee LaMay-yes, Trustee Riska-yes, Trustee Haskell-yes.
 
Item #7 on the Agenda:  Resolution 2011-27 – A Resolution Concerning Governing Body Meetings and Public Notice Required for the Board of Trustees of the Village of Capitan
Kay Strickland explained that she changed one item from last year; the agendas would be posted in six places instead of three.  Trustee Riska moved that we accept resolution 2011-27 which is a resolution concerning governing body meetings and public notice requirements.  Trustee Haskell seconded the motion.  Roll Call:  Trustee Riska-yes, Trustee Haskell-yes, Trustee LaMay-yes.

Item #8 on the Agenda:  Resolution 2011-28 – Procurement Code
Trustee LaMay moved that we accept this one.  Trustee Haskell seconded the motion.  Roll Call:  Trustee LaMay-yes, Trustee Haskell-yes, Trustee Riska-yes.

Item #9 on the Agenda:  Resolution 2011-29 – Budget Adjustment 2011-2012 – Fire Protection Fund
Shirley Pavlovic read the resolution. Trustee Riska moved that we accept resolution 2011-29 which is the 2011-2012 Budget Adjustment.  Trustee Haskell seconded the motion.  Roll Call:  Trustee Riska-yes, Trustee Haskell-yes, Trustee LaMay-yes.

Item #10 on the Agenda:  Discussion/Possible Action on the Purchase of the Metal Building and Property at 2071 State Highway 48
Mayor Hammons stated the building would be used by the road and water departments; would store equipment and get it out of the old fire department building.  Trustee LaMay stated he thought money should be set aside for incidentals such as fencing, tire racks, pipe racks, etc.  Mayor Hammons stated the Board of Finance has to approve the purchase.  Shirley Pavlovic stated she contacted DFA to see if all the money for the building had to come from the general fund, or if some could come from the water fund.  They told her some of the money could come from the water fund.  Trustee Riska stated a shop has been on our ICIP for several years.  Trustee Riska moved that we begin the process with the State on the purchase of the metal building from Pat Huey that is on Highway 48.  Trustee Haskell seconded the motion.  Roll Call:  Trustee Riska-yes, Trustee Haskell-yes, Trustee LaMay-yes.
Minutes
Regular Meeting
December 13, 2011
Page 3 of 4

Item #11 on the Agenda:  Discussion/Action on Increasing Funding for the Capitan Trails Project
Mayor Hammons said he has showed the Trustees how the engineers have cost the Village approximately $20,000.  Shirley Pavlovic stated the total of the costs that remain on the project is $12,595.61.  She asked for an increase of $15,595.61 to cover any additional costs that the DOT might come up with when they look at the project.  Trustee LaMay moved to increase the funding by $15,595.61.  Trustee Riska seconded the motion.  Roll Call:  Trustee LaMay-yes, Trustee Riska-yes, Trustee Haskell-yes.

Item #12 on the Agenda:  Discussion of Expenses Associated with the Seizure of Dogs
Shirley Pavlovic stated Chief Spear gave her some figures as to the expense the Village has incurred taking care of dogs that were seized from the owner because of animal cruelty.  Shirley said she wanted the Trustees to be aware of the situation.  The estimated amount is between $4500 to $5000.  Chief Spear said there will be a court hearing the 20th to see what will happen to the dogs.  He said it takes 1 person 8 hours a day to take care of the dogs.  There are 43 dogs to care for.  There has been vet bills, food bills, and overtime paid for the care of the dogs.  Chief Spear described what they have to do with the dogs every day.  Chief Spear asked that the Village hire someone part-time to take care of the dogs until the court determines what to do with the dogs.  The Trustees discussed the idea of hiring a part-time employee.

Item #13 on the Agenda:  Discussion/Action on Hiring a Part-Time Employee to Care for the Dogs
Trustee LaMay moved to start the process of hiring a part-time employee to tend to the dogs with the contingency of the court decision.  Trustee Riska seconded the motion.  Roll Call:  Trustee LaMay-yes, Trustee Riska-yes, Trustee Haskell-yes.  Mayor Hammons said we would leave the salary open for negotiation.

Item #14 on the Agenda:  Discussion/Action on Awarding Firm to Compile a Comprehensive Plan
Kay Strickland stated she received seven proposals and a committee scored the proposals.  R M Draker came out with the highest score.  The Draker Firm is also proposing to help the Village fill out an application for a grant from CDBG.  If the Village wants to apply for the grant, it would delay the comprehensive plan about three months.  R M Draker said they would do the comprehensive plan for $52,000.  Shirley said there is $50,000 in the budget, but she could increase the budget.  Trustee Riska moved to accept the bid by R M Draker and Associates to be the ones to do our comprehensive plan.  Trustee Haskell seconded the motion.  Roll Call:  Trustee Riska-yes, Trustee Haskell-yes, Trustee LaMay-yes. 



Minutes
Regular Meeting
December 13, 2011
Page 4 of 4


ADJOURNMENT                         
Trustee Haskell moved to adjourn at 7:15 PM.  Trustee LaMay seconded the motion, and all were in favor.   


                    _______________________________________
                    Mayor Hammons

ATTEST:

______________________________________
Kay Strickland, CMC
Village Clerk