ROSWELL NEW MEXICO
COMMITTEE AGENDA ITEM ABSTRACT
COMMITTEE AGENDA ITEM ABSTRACT
7.
Finance Committee
- Meeting Date:
- 10/02/2025
COMMITTEE:
Finance
CONTACT:
Tammi Smith
CHAIR:
Robert B. Corn
ACTION REQUESTED:
Consider approval of a budget adjustment in the amount of $127,934.00 inclusive of a lease extension for current location for $21,794; repairs, maintenance and utilities estimated at $45,000; and approval of a purchase order for $61,140 for lease of Air Center property for collections storage and staff. (Brooks)
BACKGROUND:
Initiated By: Caroline Brooks
The museum collection that remained in Roswell was displaced following the October 2024 flood. Property was acquired on a monthly lease with a waived fee for the past 11 months to accommodate the museum as part of a philanthropic contribution to the recovery efforts. Due to business needs, the property is no longer available with a fee waiver and the required rent is cost prohibitive to stay, requiring a new location.
This request is to cover a two-month extension at the current location in the amount of $21,794 (a reduced rate) and $61,140 for a 12-month lease of an air center property from December 1, 2025 through November 30, 2026 ($5,095/month at $7.50/sq. ft.) and to be considered for continuation on an annual basis as needed. The new property lease is for the property as is and utilities, repairs and maintenance would fall under the department’s responsibilities. Estimated expenses of $45,000 would cover central alarm; HVAC repairs and duct cleaning; lightbulb replacement; sprinkler system and fire alarm maintenance and repairs; fire extinguisher, pest control, and cleaning services; general maintenance; and utilities.
The museum collection that remained in Roswell was displaced following the October 2024 flood. Property was acquired on a monthly lease with a waived fee for the past 11 months to accommodate the museum as part of a philanthropic contribution to the recovery efforts. Due to business needs, the property is no longer available with a fee waiver and the required rent is cost prohibitive to stay, requiring a new location.
This request is to cover a two-month extension at the current location in the amount of $21,794 (a reduced rate) and $61,140 for a 12-month lease of an air center property from December 1, 2025 through November 30, 2026 ($5,095/month at $7.50/sq. ft.) and to be considered for continuation on an annual basis as needed. The new property lease is for the property as is and utilities, repairs and maintenance would fall under the department’s responsibilities. Estimated expenses of $45,000 would cover central alarm; HVAC repairs and duct cleaning; lightbulb replacement; sprinkler system and fire alarm maintenance and repairs; fire extinguisher, pest control, and cleaning services; general maintenance; and utilities.
FINANCIAL CONSIDERATION:
Existing property rent of $10,897 per month for 2 months (calculated at $12 per square foot per year x 10,897 square feet) = $21,794. Air Center property rent of $5,095 per month, calculated at $7.50 per square foot x 8,152 square feet for 12 months = $61,140. The lease fees ($82,934) may be reimbursable by the fine art insurance; an inquiry has been submitted to the claims adjuster. Funding Source: an increase to expense line 26114221 655001 in the amount of $82,934 and 26114221 614002 for repairs and maintenance in the amount of $45,000.
LEGAL REVIEW:
There is no legal review at this time.
BOARD AND COMMITTEE ACTION:
Consider approval of a budget adjustment in the amount of $127,934.00 inclusive of a lease extension for current location for $21,794; repairs, maintenance and utilities estimated at $45,000; and approval of a purchase order for $61,140 for lease of Air Center property for collections storage and staff.
STAFF RECOMMENDATION:
Proceed as presented.