General Services Committee (Discontinued as of March 2024)

AGENDA GENERAL SERVICES COMMITTEE MEETING Tuesday, January 26, 2016 at 4:00 p.m. City Hall Conference Room 425 N. Richardson - Roswell, NM 88201 ROLL CALL APPROVAL OF AGENDA APPROVAL OF MINUTES 1. Approval of the minutes from the joint General Services and Infrastructure meeting on October 27. 2015 REGULAR ITEMS 1. Consider approval of an update to the Operational Policies and Procedure for the Roswell Convention and Civic Center. 2. Approval of the City of Roswell to name the new recreation center the “Cesar Chavez Recreation Center“ Non-Action Items 1. Discussion of maintenance of the flower planters on Main Street in downtown. PUBLIC PARTICIPATION ADJOURN Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 15-56. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: January 21, 2016 Joint Meeting of the General Services and Infrastructure Committees Held in the Bondurant Room at Roswell Public Library October 27, 2015 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 15-56. ROLL CALL The meeting convened at 4:03 p.m. with Ms. Chair Best presiding, Councilors Oropesa, Sanchez, Velasquez and Grant present with Councilor Mackey being absent. Staff present: Elizabeth Stark-Rankins, Louis Najar, Kevin Dillon, Tim Williams, Damian Cheatem and Jonathan Phillips. D FOR THE RECORD: Councilors Perry, Henderson and Denny were also present. APPROVAL OF AGENDA Councilor Velasquez moved to approve the October 27, 2015 Joint General Services and R Infrastructure Committee meeting agenda. Councilor Best was the second. A voice vote was unanimous and the motion passed with Councilor Mackey being absent. APPROVAL OF MINUTES Councilor Sanchez moved to approve the September 22, 2015 regular General Services AF Committee meeting minutes. Councilor Best was the second. A voice vote was unanimous and the motion passed with Councilor Mackey being absent. Councilor Best moved to approve the September 21, 2015 regular Infrastructure Committee meeting minutes. Councilor Grant was the second. A voice vote was unanimous and the motion passed. NON-ACTION ITEMS Renaming of Two Street Sections Mr. Najar introduced the renaming of two street sections. The two street sections identified to be renamed are:   T Nevada from 8th to Country Club as Martin Luther King Jr. Avenue. South Main from McGaffey to Air Center entrance (Hobson) as Cesar Chavez Boulevard which could potentially be an honorary name. IN FAVOR: Frank Sanchez, Bobby Villegas, Virginia Garcia, Richard Garcia OPPOSED: Andrea Moore, Linda Kaiser, Guy Tipton, Mike Coler, Duane Green, William Briney, Sean Davis, William Lester, Brenda Morrow, Larry Lee, Greg Neal, Kerry Moore, Stan Brisco, Mary Alice Lysak, Bill Shepherd, Cleta Coen, Terry Johnson, Tara Johnson After further discussion, Joint Committee members gave staff direction to place the two Changing of Names draft policies on the December City Council meeting as a Regular/Action Item. Youth Sports League Participation Update Mr. Cheatem gave an update on the Youth Sports League Participation. The league participation spreadsheet includes the league, season and the last three years participation numbers. Splash Pad Design Mr. Dillon discussed the Splash Pad Design. The design will include the splash pad, fencing, area lighting and security cameras. The Fiscal Year 2016 Bond will fund $105,000, a private donor will fund $100,000 and State Capital Outlay will fund $245,000. D REGULAR ITEMS Project Award Recommendations Ms. Stark-Rankins discussed the project award recommendations. Award project agreements as presented for each of the following capital improvement projects:    R Library Reroof Heated Vactor Truck and Valve Storage Building Entryway signs AF Councilor Grant moved to approve the Project Award Recommendations. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Maintenance Agreement Renewal – NMMI Russ DeKay Athletic Field Mr. Williams discussed the maintenance agreement renewal with the New Mexico Military Institute. Russ DeKay Field is owned by NMMI. It has primarily been utilized in the past by the Roswell Youth Soccer Association. Currently, the Roswell Youth Soccer Association does not utilize Russ DeKay Field, instead it is being utilized for soccer and football practices, small event gatherings and fitness walks. The maintenance agreement is for a term of three years and shall T automatically renew for additional one year terms unless either party notifies the other in writing of its intention to cancel the agreement. Either party may also cancel the agreement for any reason by providing ninety days written notice to the other party. The care and maintenance would require a cost over $10,000 annually consisting of manpower, utilities, equipment, repairs and soil/turf applications. Councilor Best moved to approve the maintenance agreement renewal – NMMI Russ DeKay Athletic Field. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed with Councilor Mackey being absent. OTHER BUSINESS (NON-ACTION) Councilor Grant asked staff if dogs are allowed in the fields. After discussion, staff will review rules and regulations. ADJOURN Councilor Best moved to adjourn. Councilor Grant was the second. A voice vote was unanimous and the motion passed with Councilor Mackey being absent. The meeting adjourned at 7:13 p.m. D R AF T  ROSWELL NEW MEXICO REGULAR ITEM ABSTRACT Meeting of January 26, 2016 REGULAR ITEM DEPARTMENT: Public Affairs CONTACT: DeAnna Phillips COMMITTEE: General Services CHAIR: Juan Oropesa ATTACHMENTS: • Operational Policies and Procedures for the Roswell Convention and Civic Center • Exhibit A Room Rates and Capacities ACTION REQUESTED: The General Services Committee is asked to consider approving an update to the Operational Policies and Procedure for the Roswell Convention and Civic Center. BACKGROUND: The last update to the Roswell Convention and Civic Center policies and procedures took place in 2008. Staff has requested several updates to the policy that will aid in their ability to manage the center. Additions or changes in the policy are in green font and deletions are in red font and marked through. Some noted changes include: • Changing the name in the document from Roswell Convention & Visitors Bureau to Roswell Convention and Civic Center • Section 4 (C) Payments Changing the deposit to be due at the time of rental reservation and final payment to be due 30 days before the event instead of 10 H) Non-Profits Removing the portion requiring a non-profit to submit their request in writing and removing the restrictions on the non-profit events • Section 5 Removing the entirety of the Rental Schedule to an Exhibit. No changes in the rental charges are being proposed. The last update to the rental charges was April 5,  2011 Holiday Closures – adding Easter Sunday and Christmas Eve as dates the facility will be closed • Section 6 B) 5) adding information requiring one security guard for every 100 attendees if the event will be selling alcoholic beverages • Section 15 Adding the ability for the Director to require security services for special events. The requirement will be at the discretion of the Director. • Section 17 Sexual Harassment – updating this portion to refer back to the City of Roswell’s Personnel Rules and Regulations • Section 38 Updating information on how vehicular displays can be brought into the building and kept inside Adding e-cigarettes and tobacco products to the list of items that are prohibited in the RCCC FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A ATTACHMENTS: • Proposed Operational Policies and Procedure for the Roswell Convention and Civic Center • Exhibit A Room Rates and Capacities BOARD AND COMMITTEE ACTION: Operational Policies and Procedure for the Roswell Convention and Civic Center are being submitted to the General Services Committee for their consideration. STAFF RECOMMENDATION: The Director of Public Affairs and the Director of the Roswell Convention and Civic Center recommend approval of the updated Operational Policies and Procedure for the Roswell Convention and Civic Center.  OPERATIONAL POLICIES AND PROCEDURES For the ROSWELL CONVENTION & VISTORS BUREAU & CIVIC CENTER (REVISED December16th 2008 New Date) This policy statement was developed to conform to the National Association of Exposition Managers’ (NAEM) guidelines for convention center contracts. We feel it is in accordance with the spirit and intention of the NAEM criteria. We are pleased to include these NAEM standards developed for the betterment of the industry, and we look forward to helping you have a successful event at the Roswell Convention & Vistors Bureau SECTION 1 Definitions A) CITY- means the City of Roswell B) DIRECTOR- Means the Director of the Roswell Convention & Vistors Bureau Civic Center C) LESSEE-Means any person, firm, association, organization, partnership, company or corporation which enters into a contract to us the facilities of the RCCC for special events, trade shows or convention purposes D) RCVBCC Means the Roswell Convention & Vistors Bureau Civic Center, Roswell New Mexico, and all its facilities therein, including the parking areas E) SPECIAL EVENTS, TRADE SHOWS AND CONVENTIONS- means any event at which attendance is by invitation or registration only F) EVENT DAY- is that period when the facility is contracted for use G) NON-EVENT DAY- is that period of time when the facility is occupied by a Lessee, or tear down, on a day other than during the event day. Non-event day use requires prior written approval of the Director SECTION 2 Authority A) The Director shall have full operation of the RCVB RCCC and shall act for and on behalf of the City Of Roswell in management, supervision and control of the facility B) The Director is hereby authorized to enter into contracts with groups, individuals and firms for events in the RCVB RCCC, which, in the Director’s opinion, represent an appropriate use of the facility. SECTION 3 Contracts All contracts shall be in writing, on forms approved by the City Attorney, and executed on behalf of the City of Roswell by the Director of the RCVB RCCC. SECTION 4 Rental Rules and Regulations A) Reservations: Reservations, which have been submitted on a “tentative” basis, will be held indefinitely, barring any scheduling conflicts. Should a scheduling conflict occur, then the reservation may be released, without prior written notice. Reservations, for which a contract has been signed and a deposit has been received by RCVB RCCC, will be considered “definite”, unless notification, in writing, has been received by either party. NOTICE: In the event that a scheduling conflict occurs, no less than 6 months prior, any CONVENTION, which will host out-of-town attendees, shall take precedence over any other event scheduled for the date(s) requested, whether a signed contract and/or deposit has been received by the RCVB 2  RCCC or not. The RCVB RCCC will make every effort to avoid this situation and will seek to accommodate another date for the cancelled event. B) RENTAL FEES: All rental fees shall be paid by certified check or through other means, which have been deemed as proper and accountable by the Director. All rental fees and related charges shall be deposited with the City of Roswell. (See Section 5 for rental ( schedules). C) PAYMENTS: A non-refundable down payment equal to 50 % of the contract amount is due and upon execution of a formal lease agreement refundable deposit, up to $500, is due at the time of the rental reservation. The contract balance shall be paid to the Director no less than least (10) thirty (30) days prior to the event. D) DEPOSITS Deposits and Rental payments are non-refundable except in the cases where the RCVB RCCC is unable to deliver possession of the facility as previously agreed. If deposits or rental balances are not paid on or before the due date specified in the lease agreement, then the agreement is subject to cancellation by the Director without prior written notice. E) CANCELLATIONS: Cancellation of the lease agreement – or - a reduction in the initial lease space requested, within sixty (60) calendar days of the event day, shall cause the lessee to be liable for payment of full rental due on the cancelled space, as determined by, or the discretion of the Director. F) The lessee shall be required to furnish in writing, thirty (30) days prior to the event (or as soon after lease execution as possible) all information requested by the Director regarding facility arrangements, floor plans, services, equipment necessary for staging, dancing and/or kitchen use, in order to provide proper management of the event. Failure to provide such information may result in additional fees as incurred by the RCVB RCCC. G) Overtime rates for staff and personnel, shall be billed at a rate of one hundred dollars ($100.00) per each hour or a portion thereof seventy-five dollars ($75) per each half hour. Overtime rates are implemented when the facility is used in excess of the agreed upon rental period. H) NON-PROFITS: At the sole discretion of the City of Roswell, in conjunction with the Director, non-profit organizations may be granted the use of the facility at a reduced charge. This opportunity is extended to local civic and service organizations. In order to be considered, the organization must: 1) Submit their request in writing to the Director of the RCVB RCCC, stating the name of the organization, the purpose of the event and date(s) being requested; 3  2) 1) Provide proper tax documentation confirming the 501-C3 or other non-profit status; 3) 2) Provide a brief narrative or the event and the anticipated number of participants; 4) 3) Provide a brief explanation of how the event profits and/or proceeds will be staying in the community and how they will be used to benefit a local group or organization. Profits and/or proceeds from an event that utilizes the RCVB RCCC at no charge, shall not benefit any single individual or group of individuals; 5) 4) Agree to follow all other policies and procedures, as outlined within the context of this document. Additionally, the events: 1) Must be open to the public; 2) Shall not include the serving of alcohol; 3) May be booked one (1) year in advance. The Director will make review of the application, as well as approval for such bookings. I) The Lessee shall be required to have a representative on site at all times (i.e., during set-up, during the event and during tear down) who is authorized to make decisions regarding any concerns and/or problems that may arise. This representative(s) shall be known to the Director and shall be accessible to the Director throughout the use of the facility. H) An event or use, organized for the purpose of conducting city business, may be granted the use of the facility at no charge. These events, however, shall not take priority over any other events. SECTION 5 Rental Schedule – See Exhibit A ENTIRE FACILITY Standard Rate …………………………………. $ 650.00 Non-Rate ……………………………. $ 325.00 FULL EXHIBIT HALL Standard Rate ……….…………………………..$ 500.00 Non-Profit ….…………………………..$ 450.00 ONE-HALF EXHIBIT HALL Standard Rate ……………………………………$300.00 4  Non-Profit Rate ………………………..$150.00 MEETING ROOMS: John Chisum ,Willl Rogers, Break-Out Rooms Standard Rate ………………………..$75.00 Non-Profit Rate …………………$37.50 MEETING ROOM: Nancy Lopez Standard Rate ………………. $125.00 Non-Profit ……………………$ 75.00 MEETING ROOM: Robert H. Goddard Standard Rate----------------------------------------------------$100.00 Non-Profit Rate--------------------------------------------------$50.00 LOBBY Concession Stand ONLY: All Events ……………………………….….$100.00 EXTENDED HOURS Any usage of RCVB RCCC after 12 midnight…………………$100.00 per hour ADDITIONAL CHARGES Hang Flags in Exhibit Hall ………………………..$150.00 (Need advance notice so we can reserve Lift) Use of RCCC Lift………………………………………..$ 25.00 pre hour (Operated by RCCC staff, only) HOLIDAY CLOSURES The RCCC will be closed to recognize the following holidays: New Year’s Day Memorial Day Easter Sunday Labor Day Thanksgiving Day Christmas Eve Christmas Day Easter No bookings will be accepted for these days and use of the facility is limited to 10:00 p.m. on the days prior to these holidays, with the exception of New Years Eve. 5 SECURITY DEPOSIT……………………………………………….$500.00 Excessive cleaning, property damage, staff overtime or any violation of RCCC policies & procedures, as set forth herein, will be deducted from this deposit. Events with more than 150 attendees should be aware that there is a likely chance that a portion of the security deposit will be used for clean up costs. The director may, based on experience, increase or decrease the amount of the deposit. FOOD SERVICE/CATERERED EVENTS CLEANING/DAMAGE DEPOSIT…………………$250.00 Includes reimbursement of broken/missing dishes SECTION 6 Concessions (see Amendment, page 21) A) All food services shall be provided by a licensed, bonded and insured food caterer. The caterer will be required to provide all applicable city and/or state licenses and permits necessary to service the event. The Director will be responsible for approving each food provider and for obtaining copies of their respective licenses and permits. The caterer shall be solely responsible for all activities within the kitchen, leading up to, during and following an event, until such time as the facility has been turned back to the Director. B) Alcoholic beverage service is permitted pursuant to a Special Dispenser’s Permit issued by the state of New Mexico Division of Alcohol and Gaming. Lessee further reserves the following rights with respects to the use of the facility when alcohol is served: 1) Control of the parking facilities; 2) Control the ushers, gatemen, ticket takers and other individuals who are ticket takers and other individuals who are working on behalf of the Lessee; 3) To remove any offensive person or persons from the facility. Lessee waives any and all claims against Lessor in the event that problems occur due to the use of alcohol; 4) To immediately terminate and close down an event, should the consumption of alcohol by a minor be discovered. Lessee waives any and all claims against Lessor in the event that the consumption of alcohol by a minor (s) is discovered. 5) One security guard for every 100 attendees is required if the event will be selling or serving alcoholic beverages. 6 SECTION 7 Insurance A) The Director shall require the Lessee, at Lessee’s sole cost and expense, to procure and maintain general liability insurance coverage for a minimum amount of one million dollars ($1,000,000) per occurrence. Lessor shall be protected against any claim stemming from injury to person(s) or property occurring out of the Lessee’s contractual use of the RCVB RCCC. The City’s responsibility for any and all claims, pertaining to a single event, shall cease once the event has ended. B)Insurance policy requirements must cover the full term of Lessee’s occupancy agreement, for the use of the RCVB RCCC and must be obtained through an agency licensed to transact business in the State of New Mexico. RCCC shall be named as additional payee for the term of occupancy. A certificate of insurance or photocopy of the policy shall be filed in the office of the Director at least (21) thirty (30) days prior to the event. The Director shall reserve the right to cancel an event, without prior written notice, should proof of insurance not be made available. C) Lessee claims no responsibility for any arrangements made by the Lessee, for materials or services rendered prior to an event or during any event held at the RCCC. SECTION 8 Damage to Building and Contents A) Lessee shall be responsible for the payment of any and all costs, which are accrued due to damage to the buildings, furnishings, fixtures, Carpet and/or equipment. The Lessee’s financial responsibilities will not be limited to the extent of the security deposit. Additionally, the Lessee will be responsible for damage caused by the Lessee’s exhibitors, vendors, guests or others related to the event. Normal wear and tear is expected. B) No Displays, decorative materials or other use shall be attached to any part of the building so as to damage the building. All decorative or other materials shall be of a non-combustible type or be suitably treated with a flame retardant approved by the City. No person shall bring, exhibit or set off fireworks or explosives on the premises. C) Lessee is restricted from the use of beverages or foods, which have any red coloring, due to the difficulty of extracting the red color from walls and tile floors/carpet. D) Lessee is discouraged from allowing guests to chew gum. SECTION 9 7 Indemnity Lessee agrees to indemnify and hold the Lessor harmless from and against all claims, demands, actions, damages, losses, costs, liabilities, expenses and judgments recovered from or asserted against Lessor on account of injury or damage to person or property to the extent that such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence of, or misconduct on the part of Lessee or any of it agents, servants, employees, contractors, patrons, guests, licensees or invitees or any other person entering upon the premises leased hereunder with the expressed or implied invitation or permission of Lessee, or when any such injury or damage is the result, proximate or remote, of the violation of any law or ordinance by Lessee or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees of the premises leased here under. Lessee covenants and agrees that in case Lessor shall be made a party to any litigation against Lessee or in any litigation commenced by a party other than Lessee relating to this lease or to the premises leased hereunder, then Lessee shall and will pay all costs and expenses, including attorney’s fees and court costs, incurred by or imposed upon Lessor by virtue of any such litigation. These terms of indemnification shall be effective unless such damage or injury may result from the sole negligence, gross negligence or willful misconduct of Lessor. SECTION 10 Machinery, Flammable Liquids and Electricity A) No person shall erect any engine, motor or other machinery on the premises or use any gas, electricity/lights, flammable liquid or charcoal therein, without advance authorization by the Director. B) All electrical installations for any show in the RCCC must comply with the New Mexico Uniform Electrical Code. Exhibitors who supply their own electrical equipment are also required to comply with said code. SECTION 11 Obstruction of Fire Alarms, Doors, Passageways, Sidewalks, Corridors or Lobbies No portion(s) of fire alarms, fire alarm pull boxes, sprinkler heads, fire extinguisher cabinets, sidewalks, entries, passageways, doors, aisles, vestibules, windows, ventilators, lighting fixtures or other means of access to the public utilities of the premises shall be obstructed, or caused to be used for any purpose other than ingress or egress. SECTION 12 Signs Posters and Literature A) Lessee shall not post or permit to be posted any sign upon said premises or any other advertising that will tend to mar or in any manner deface the premises. Lessee is restricted from using nails, hooks, adhesive fasteners, tape, tacks or screws to install such signage on any part of the building or premises. The hanging of pictures, banners or any other items on walls or draperies require prior written approval of the Director. B) Lessee will not be permitted to advertise their event with any type of exterior signage or banners without first obtaining the written consent of the Director. 8 SECTION 13 Facility Capacity The allowable capacity for each event shall be determined by the City of Roswell Fire Marshall and shall be strictly adhered to by the Lessee. SECTION 14 Assignability, Subleases Lessee shall be restricted from assigning or subletting any portion of the lease covering any or all sections of the facility and contingent areas identified in the lease agreement, or any rights under said lease. Contract subleasing for trade show space is strictly between the Lessee and outside vendors and is not considered to be a part of the Lease Agreement between the Lessee and the RCCC. Written approval of all vendor contracts are required by the Director and are subject to supporting documentation showing the vendor’s name, telephone number, Federal Tax ID # or Social Security #, New Mexico State ID # and sales tax permit #. SECTION 15 Special Events (See Amendment, Page 21) A) When alcoholic beverages are served or sold, those requirements as spelled out in Section 6, Concession will prevail. Proper security, as outlined by the Director, will be required when alcohol is served. Costs for security will be the responsibility of the Lessee. Security personnel may likewise be required for other events, as determined by the Director. B) Before any event where alcohol is going to be served, the Roswell Police Department security company that the Lessee selects is to be notified. We ask that uniformed policemen security officers patrol the parking lot during the event. We also request police to be in the parking lot at the end of the event to insure that inebriated guests are not driving. C) The sale of merchandise or the charging of admission may require an Itinerant Merchant License. This determination will be made through the City of Roswell, Code Enforcement. Special arrangements may be available for non-profit, non-commercial organizations. Adherence to these requirements will be the responsibility of the Lessee. D) One security guard per 100 attendees is required if the event will be selling or serving alcoholic beverages. E) Requirement of security services at an event is entirely at the discretion of the Director. This includes events that will not be selling or serving alcoholic beverages. F) Alcohol is permitted to be consumed only in the exhibit hall. Prohibited areas for alcohol consumption include the lobby, parking lot, restrooms, etc. SECTION 16 Condition of Leased Premises 9 The RCVB RCCC will be readied for the event in a clean, usable condition and in the basic configuration for which it was contracted. Should Lessee find it necessary to remove or change the location of the stage, rigging or equipment, such changes shall be made at Lessee’s written direction and at Lessee’s expense. Lessee will not change or alter the set-up, as described in the contract, without prior written approval of the Director. Lessee shall be responsible for returning the facility to the pre-event condition. SECTION 17 Objectionable Uses or Persons A) Any use of the RCVB RCCC which is contrary to public policy, is not in the best interest of the City of Roswell, or violates the laws of the United States, the state of New Mexico or the county of Chaves, shall be a violation of the Lease and shall be grounds for immediate revocation of the Lease Agreement. B) Any person whose conduct is deemed to be objectionable, disorderly or disruptive, as determined by the Director and/or staff of the RCVB RCCC, or who violates the Rules and Regulations of the RCVB RCCC or the laws of the City of Roswell, shall be refused entrance to the facility or immediately ejected from the premises. Lessee shall hold the City of Roswell, Director and/or staff harmless from any claim resulting from such action. SEXUAL HARASSMENT The RCCC will follow the same rules and regulations as found in the City of Roswell’s Personnel Rules and Regulations policy pertaining to discrimination and harassment. It is against the policy of the City of Roswell, and illegal under state and federal law, for any employee, male or female, of the City of Roswell to be verbally, physically, or sexually harassed. Sexual harassment means unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature. Sexual harassing conduct in the work place is prohibited. Such conduct includes, but is not limited to the following: 1. Touching or grabbing any part of an employee’s body after that person has indicated, or it is known, that such physical contact is unwelcome; 2. Continuing to ask an employee to socialize on or off duty when that person has indicated that he/she is not interested; 3. Referring to or calling a person a sexualized name if it is known or should be known that the person does not welcome such behavior; 4. Regularly telling sexual jokes or using sexually vulgar or explicit language in the presence of a person if it is known or should be known that the person does not welcome such behavior; and 5. Derogatory or provoking remarks about or relating to an employee’s sex or sexual orientation. 10 SECTION 18 Abandoned Equipment and Lost or Misplaced Articles Any equipment or personal effects of the Lessee, their guests or vendors, which are still on the premises following the term of the lease agreement, shall be deemed abandoned. The Director of the RCVB RCCC shall individually determine how to handle the disposition of such items. Lessee agrees to maintain financial responsibility for the removal of abandoned property, as well as any claims, which may be made by the Lessee’s guests or vendors. The City of Roswell and the Director of the RCVB RCCC assume no responsibility for losses suffered by the Lessee, his agents, servants, or employees, which are caused by theft or disappearance of equipment, articles or other personal property. SECTION 19 Unavailability of Premises In the Event that the contracted portion(s) of the RCVB RCCC are not available for occupancy during the term of the lease due to fire, casualty, acts of God, strikes, national emergency or other causes beyond the control of Lesser, the lease agreement and the obligations of Lesser and Lessee hereunder shall terminate. Lessee hereby waives any claim against Lessor for damages or claims by reason of such termination. Any unearned portion of the rent due hereunder shall be abated. Any amounts previously paid shall be promptly refunded by to the Lessee. SECTION 20 Entrance and Exit All persons, exhibits, fixtures, displays and other equipment shall be brought through their respective designated entrances and exits. SECTION 21 Traffic and Parking A) Vehicular traffic or parking, in areas not designated for that specific purpose, shall require prior written approval of the Director. Event parking is available free of charge. B) Overnight RV parking and/or personal overnight occupancy of the facility is not permitted by the City of Roswell at the RCVB RCCC. Lessee shall obtain direction from the Director, regarding special parking for the Lessee, his employees, vendors and exhibitors. The RCVB RCCC parking lots must be vacant of all events vehicles, no later than one hour following the term of the Lease agreement. Additional arrangements may be approved through the discretion of the Director. SECTION 22 Liability for lessee’s property The Director of the RCVB RCCC and/or the City of Roswell, its officials, agents or employees shall not be liable for any loss, damage or injury to property which is shipped or otherwise delivered to, or stored in or on the premises. Property shall not be received 11 until Lessee has made proper arrangements for the receipt, handling and storage of those materials. SECTION 23 Permits and Licenses Lessee will be responsible for obtaining any additional permits and/or licenses required for their respective event, and as further required by ordinance or law of the City of Roswell, County of Chaves and/or State of New Mexico. Lessee shall permit all required inspections by appropriate departments of the City, County and/or State. SECTION 24 Security and Safety Issues A) Lessee shall comply with all applicable Fire Department regulations concerning occupancy, exhibits and procedures, as outlined in the Uniform Fire Code and the Life Safety Code. This documentation is available through the Director of the RCVB RCCC. B) Lessee will be responsible for obtaining the safety procedures and regulations governing the RCVB RCCC, and for making that information available to all agents, exhibitors, vendors and employees. C) Lessee shall instruct all agents, exhibitors, vendors and employees in the evacuation plan for the RCVB RCCC, should fire or other disaster occur. Lessee will be responsible for a specific plan to evacuate any physically challenged person(s) in attendance. SECTION 25 Observance of Law Lessee shall comply with all laws and ordinances of the City of Roswell, County of Chaves, State of New Mexico, as well as all federal laws. Violations by the Lessee may result in cancellation of the Lease and discontinuance of use of the RCVB RCCC, unless satisfactory compliance is assured. The Director of the RCVB RCCC shall provide adequate notice of any part of Lessee’s program for which the Director is aware would violate any laws, ordinances, rules and regulations. SECTION 26 Advertising All advertisements of performance and/or attractions, for which an admission is to be charged, must state the total admission price. Lessee shall not advertise any performance or the appearance of any performer, until all contracts between the parties involved have been properly executed and provided to the Director. 12 SECTION 27 Bonding of Employees The Director and each member of the RCVB RCCC staff, involved in the handling of money, shall be individually bonded for an amount not less than $10,000.00 by a bonding company licensed to do business in the State of New Mexico. Employees shall meet the standards as addressed in the City of Roswell Finance Policy. SECTION 28 Copyright Infringement Lessee shall be responsible for, and absolve the City of Roswell from, any and all claims or expenses arising out of the use of any composition, work or material covered by applicable copyright laws. SECTION 29 Solicitations No collections or donations, unless specifically authorized by the Lessee in conjunction with their specific event, shall be solicited or otherwise approved by the Director SECTION 30 Additional or unspecified items SECTION 31 Default A) In the event that Lessee fails to perform, keep or observe any of the terms or conditions of the lease agreement, including any of the policies and procedures herein, the Director of the RCVB RCCC may determine that a breach of the lease agreement occurred and shall notify the Lessee of such determination. Should said breach not be remedied to the satisfaction and approval of the Director, within the time specified by the Director, then Lessee shall be declared to be in default of the agreement and all rights hereunder shall terminate. Upon termination of the agreement Lessee shall vacate the RCVB RCCC and shall have no further right to occupy or operate therein. Upon termination of the agreement, Lessee shall forfeit all right under lease to any monies due or paid to the Director in the form of rents, deposits and/or insurance. B) The Director of the RCVB RCCC and/or the City of Roswell may exercise legal action to collect any unpaid balances due under the lease agreement. The Director of the RCVB RCCC and/or the City of Roswell shall be entitled to collect reasonable attorney fees incurred, should legal remedies be required. SECTION 32 13 Discrimination Lessee, relative to a lease agreement with the RCVB RCCC, shall not discriminate against any person, directly or indirectly by displaying, circulating, publicizing or mailing any advertisement, notice or communication which states or implies that any part of the facility or any services provided, shall be refused or restricted to any person because of sex, race, color, religion, ancestry, national origin or handicap. SECTION 33 Severability If any provision of the lease agreement or of this policy statement, which has been incorporated into the lease agreement or by reference, shall be declared invalid or unenforceable, the remainder of the provisions shall continue in full force and effect to the fullest extent permitted by law. SECTION 34 Smoking Restrictions Smoking, the use of e-cigarettes and tobacco products are prohibited within the RCVB RCCC. This includes, but is not limited to the main hall and lobby area, breakout rooms, offices, the kitchen, storage areas and restrooms. Should a violation of this ordinance be observed, the Director and/or employee of the RCVB RCCC will make the violation known to the Lessee and will advise the Lessee that a second violation of this ordinance will result in the loss of the Lessee’s security deposit, with a third violation resulting in the immediate termination and closing of the event. SPECIAL SERVICES, EQUIPMENT, LABOR FIRE REGULATIONS GENERAL INFORMATION, as well as MISCELLANEOUS INFORMATION ROSWELL CONVENTION & VISTORS BUREAU CIVIC CENTER MAY, 2000 SECTION 1 35 Special Services, Equipment, Labor In order to provide our event organizers with the high level of assistance that we believe you deserve, the RCCC is prepared to refer our local merchants to help in satisfying your event requirements. Food and Beverage Services Food and beverage service will be the responsibility of the Lessee, with arrangements for catering services being approved by the Director. Assistance in planning banquets and receptions and/or the serving of snacks and refreshments should be obtained through the Director. 14 DECORATING Any reputable decorating firm may perform services in conjunction with exhibits, trade shows, receptions, or other event use. Decorators are encouraged to contact the RCVB RCCC office for an explanation of facility operating policies. UTILITES Utility services for the RCVB RCCC are provided through: Excel (electricity); City of Roswell (water); Qwest Communications (telephone). For special arrangements with any of these providers, Lessee should direct inquiries to the respective provider. PARKING Event parking is available free of charge. The parking lot is included in the facility rental of the RCCC. RV PARKING Overnight parking of recreational vehicles, within the parameter of the RCVB RCCC, is prohibited by the City of Roswell. Parking lots should be clear of vehicles one hour after the close of any scheduled event. With prior approval of the Director, additional time will be allowed for use of the south parking lot. PUBLICITY The RCVB RCCC staff is available for consultation on event publicity and media contacts. Services do not include writing of press material and/or placement of advertising. All events will be scheduled with the RCVB RCCC Calendar of Events. SECTION 2 36 FIRE REGULATIONS This information has been prepared to assist you in successfully setting up your exhibit or display at the RCVB RCCC so as to conform to the requirements of the Roswell Fire Code. Please note that this information merely highlights certain areas of the Roswell Fire Code and New Mexico uniform Electrical Code. Lessee will be required to comply with all other applicable code requirements. By following the prescribed ordinance, Lessee can limit problems and enhance the opportunity for successful event. FIRE DEPARTMENT APPROVAL The Facility shall have approval from the Roswell Fire Department for each trade show and/or exhibition. A) A minimum of two (2) copies of the proposed floor plan must be submitted for approval, no less than (30) days prior to set-up for trade shows or exhibitions. Floor plans will be distributed to the Roswell Fire Dept (1), as well as the RCVB RCCC Director (1). Additional copies may be required for show managers and/or decorators. It is suggested that the floor plans be submitted prior to booth sales, so as to avoid placement discrepancies. Allow thirty (30) days for processing. 15  B) Confirmation of the event floor plan, covering the following items, should be made available to the Director and must include: 1. Name, address, and telephone number of trade show entity, exhibitor or event user- along with appropriate licensing and tax information; 2. Date and times requested of the RCVB RCCC including any special consideration requested for set-up and tear down; 3. Name, address and telephone number for all contact persons, including but not limited to: exhibit manager, decorator, caterer; 4. A diagram or proposed floor plan usage. The facility floor plan can be obtained from the Director. All diagrams must include the following minimum information, and must be submitted to the Director for prior approval: A) location of registration area and all proposed booths and/or exhibit spaces; B) design for aisle locations, reflecting a minimum eight foot (8’) width throughout the show floor and forty-two (42”) in all meeting rooms; C) when applicable, indicate by legend, the location and height of proposed drapery (i.e., a solid line might represent an eight foot (8’) backdrop, a dashed line might represent a three foot (3’) side rail, a dotted line might represent an undraped space, etc); D) utility requirements for each of the proposed spaces; E) anticipated occupancy for the event. F) Trade shows and/or exhibition plans are required to be approved for compliance to fire code specifications. Should modifications to any floor plans be required by the fire inspection, Lessee shall submit subsequent plans until approval has been obtained. Copies of the fire code approval shall be submitted to the Director and to the Lessee. Should an approved floor plan design be modified, or otherwise altered, the revised plan must be resubmitted to the RCCC and the Roswell Fire Department for approval. SECTION 3 37 General Information A) The trade show and/or exhibition shall be set up as indicated on the approved plan(s). B) Flame retardant treatment: all decorations, including but not limited to, drapes, signs, banners, acoustical materials, cotton, hay, paper, straw, moss, split bamboo, wood chips and foam core shall be rendered flame retardant to the satisfaction of the Roswell Fire Department. Confirmation of an acceptable flame retardant treatment may include a field flame test. C) Exit signs shall be visible from any location in the room and/or temporary exit signs shall be posted. D) Exits and aisles shall be clear of all obstructions. 16  E) A required three-foot (3’) clearance shall be maintained with the respect to all fire extinguishers and alarm boxes. F) Compressed flammable gases are prohibited inside the RCVB RCCC including, but not limited to, acetylene, hydrogen, propane and butane. G) Flammable and/or combustible liquids are prohibited inside the RCVB RCCC, including but not limited to gasoline, kerosene and petroleum based materials. H) Hazardous chemicals and materials are prohibited inside the RCVB RCCC, including but not limited to pool chemicals, pesticides, herbicides and poison. I) Explosive and blasting agents are prohibited inside the RCVB RCCC B. J) Ammunition may be allowed under strict requirements and conditions. Approval for ammunition inside the RCVB RCCC shall be at the sole discretion of the Director and the City of Roswell. K) Flammable materials including, but not limited to, paper products, crates and boxes shall be limited to a one (1) day supply and shall be maintained in an orderly fashion at each location. Any storage of flammable materials shall be at an approved location outside the RCVB RCCC. L) Open flames are prohibited inside the RCVB RCCC., unless otherwise approved by the Director. Examples of approved flames including, but not limited to, candle decorations, Except, certain types of warming food warmers, as approved by the Director. etc. M) Non-Flammable compressed cylinders must be properly secured to prevent tipping over. N) Loading doors shall be closed prior to the opening of the event and shall remain closed during the event. O) Single station smoke detectors shall be provided in all enclosed exhibits (exterior partitions and roof) exceeding 120 square feet. This includes, but is not limited to, recreational vehicles, mobile homes and tents. P) Only Class 1 laser shall be permitted inside the RCVB RCCC. Q) Carpet tape and Duct tape are prohibited inside the RCVB RCCC. R) All electrical installations for events in the RCVB RCCC shall comply to the following: a. No electrical wiring will be allowed when a potential fire hazard is possible; b. All electrical installations are subject to inspection by the Director and the City of Roswell. SECTION 4 38 Miscellaneous Information Vehicular Displays A) Vehicles are prohibited inside the RCVB for display purposes including, but not limited to, cars, trucks, tractors, and RV’s, if the below regulations are followed. 17  B) Smaller, motorized craft including, but not limited to, boats, jet skies, all- terrain vehicles and motorcycles are allowed inside the RCVB RCCC for display purposes, provided they meet the following criteria: 1. All craft must be on trailers All vehicles must be pushed or pulled into the building. Vehicles can sit on a trailer but and must be brought inside the building manually, rather than with the aid of a second vehicle; 2. Fuel tanks must be empty less than ¼ tank full; 3. Once on display, each craft vehicle shall have the keys removed, and given to the RCCC receptionist, and the battery terminals disconnected. No craft vehicle shall be started while inside the RCVB RCCC. Once on display, trailers vehicles shall not be moved again until such time as they are taken from the facility. 4. Cleaning agents, used to improve the appearance of trailer tires, are prohibited inside the RCVB RCCC; 5. The Director will assist in properly arranging all displays. EVENT INSPECTIONS A) Inspections may will be conducted during the course of set-up and tearing down of events. A final pre-event inspection may will be conducted, as well as periodic inspections during the course of the event. B) An event may be delayed in opening, if proper authorization from the Roswell Fire Department has not been obtained. C) The Director shall have in his possession, copies of all inspection approvals, prior to the beginning of any event. SMOKING RESTRICTIONS Smoking, the use of e-cigarettes and tobacco products are prohibited within the RCVB RCCC. This includes, but is not limited to, the main hall and lobby area, breakout rooms, offices, the kitchen, storage areas and restrooms. Outside areas have been designated for smoking privileges. FIREARM RESTRICTION By ordinance, firearms and other unlawful weapons are prohibited within the RCVB RCCC, without advanced written authorization of the Director. Authorization shall require proper licensing for the weapons, as well as the carrier. UNIFORM FIRE CODE Each event shall be subject to all conditions of the Uniform Fire Code, in it’s its entirety. Lessee is responsible for full compliance, not withstanding the limited reference to specific code requirements, as outlined in this document. Additional information can be obtained from the Director. 18 LIFE SAFETY CODE Each event shall be subject to all conditions of the Life Safety Code, in it’s its entirety. Lessee is responsible for full compliance, not withstanding the limited reference to specific code requirements, as outlined in this document. Additional information can be obtained from the Director. NATIONAL ELECTRICAL CODE Each event shall be subject to all conditions of the National Electrical Code, in it’s its entirety. Lessee is responsible for full compliance, not withstanding the limited reference to specific code requirements, as outlined in this document. Additional information can be obtained from the Director. HANDICAPPED ACCESSIBILTIY The RCVB RCCC was designed to address the many special needs of our community, by obtaining input from Roswell citizens who are physically challenged. Our aim has been, and will continue to be, a facility which addresses the special needs of all visitors and guests. PARKING Parking at the RCVB RCCC is free. Those vehicles utilizing the reserved handicapped parking spaces must display the appropriate license plate or permitted decal. It is the responsibility of the event organizer to insure proper use of there spaces. Additional handicapped parking requests should be referred to the Director. The parking lot is included in the facility rental of the RCCC. RAMP A ramp has been installed on the north side of the facility leading from the parking lot onto the main entrance sidewalk. Additional curb cuts are located around the facility. ENTRANCES All The main entrances to the RCVB RCCC are ADA Accessible and will accommodate all wheelchair sizes. The facility is a single story building. The main hall, breakout rooms and public restrooms have been identified with Braille placards for the visually impaired. PUBLIC TELEPHONES Public telephones are available in the lobby area and are accessible to wheelchair users. AUDIO AIDS The RCVB RCCC sound system has been equipped to accommodate the hearing impaired. Listening aid devices are available from the Director. DRINKING FOUNTAINS The lobby area has been equipped with wheelchair accessible drinking fountains. These have been placed in a number of lobby locations. RESTROOMS 19 The restrooms have been equipped to accommodate wheelchairs and other special needs users. Each lavatory has lowered sink levels, handicapped accessible stalls and infant changing tables. We want to conclude our presentation of the Operation Policies and Procedures For the Roswell Convention & Civic Center By thanking you for the opportunity to serve the needs of your special event. Should you have questions regarding this information, please do not hesitate to contact: Ruben Sanchez, Director Roswell Convention & Civic Center 912 N Main Street Roswell, New Mexico 88201 (505) 624-6860 We are honored that you selected Roswell as your event destination. We look forward to sharing with you and your guests, the hospitality that you can only find in the All- America City of Roswell. AMENDMENT To the Policies and Procedures of the 20  Roswell Convention & Vistors Bureau Civic Center (Amended December 16th 2008 New Date) EVENTS SERVING ALCOHOL: It is the policy of the City of Roswell and Roswell Convention and Civic Center to strictly prohibit the possession, consumption or be under the influence of alcohol by individuals under 21 years of age. One security guard per 100 attendees is required if the event will be selling or serving alcoholic beverages. Alcohol will not be served until security is in place at the event. Alcohol is strictly prohibited from being sold, served, or given away at any event primarily in attendance by individuals under 21 years of age and events sponsored primarily for individuals under 21 years of age (to include birthday parties, graduation parities, quincineras, sports events, and wedding receptions, etc.) Additionally, individuals under the influence of alcohol are strictly prohibited. Should a violation of this rule be observed, the Director and/or employee of the RCCC will advise the Lessee of the violation of this rule and will result in the immediate termination and closing of the event. For all events not primarily in attendance by individuals under 21 years of age or sponsored primarily for individuals under 21 years of age, alcohol is strictly prohibited from being sold, served, or given away at the RCVB RCCC to minors, even if their parent or guardian, into whose custody any court has committed such minor for the time being, is present at the event. * The City of Roswell and the Roswell Civic and Visitors Bureau Convention & Civic Center reserve the right to deny a contract to any individual or group that will be serving alcohol at Roswell Civic and Vistors Bureau Center Convention & Civic Center. 21  Exhibit A Effective January 15, 2009 Revised: April 5, 2011 Room Rates and Capacities - $650.00 Entire Facility * *Security Deposits: Entire Facility $500.00 Amount Entire Facility Includes: Exhibit Hall $500.00 Type of Event Exhibit Hall , 3 breakout rooms, 1/2 Exhibit Hall $500.00 $650.00 and lobby. Lobby $75.00 Standard Rate $325.00 Caterer $250.00 Non-Profit Rate *Excessive cleaning, property damage, staff overtime or any violation of RCVB policies & procedures will be deducted from security Full Exhibit Hall 13,000 Square Feet (130 x 100) deposit. Type of Event Amount Capacities Set-up/Tear-down Day: Day before or after event $100.00 Standard Rate $500.00 Theater Style *900 Non-Profit Rate $250.00 Banquet Seating 650 Reception/Dance 600 Theater Style: Trade Show Booths 80 *900-Chairs 1,200-Capacity 1/2 Exhibit Hall 6,500 Square Feet ( 65 x 50 ) Type of Event Amount Capacities Multiple Day Event Discount: 15% discount after first day Standard Rate $300.00 Theater Style 600 Non-Profit Rate $150.00 Ba nquet Seating 325 Reception/Dance 300 Trade Show Booths 40 ~IISWt\\ Page 1 of 3 --+111·15'1 · ~ ,. Break-Out Rooms Nancy Lopez: 837 Square Feet (21x40) Large Room T}'.ee of Event Amount Caeacities eer Sguare Foot Standard Rate $125.00 Non-Profit Rate $75.00 Theater Style 60 Classroom Style 40 Hollow Box 32 Round Tables 32 Robert H. Goddard: 572 Square Feet (21 x28) Medium Room Ttee of Event Amount Capacities per Square Foot Standard Rate $100.00 Non-Profit Rate $50.00 Theater Style 40 Classroom Style 20 Hollow Box 24 Round Tables 24 Will Rogers: 486 Square Feet (18x24) Alternative Room Ttee of Event Amount Capacities eer Square Foot Standard Rate $75.00 Non-Profit Rate $37.50 Theater Style 30 Classroom Style 20 Hollow Box 20 Round Tables 16 John Chisum: 446 Square Feet (21x22) Small Room T}'.pe of Event Amount Capacities eer Square Foot Standard Rate $75.00 Non-Profit Rate $37.50 Theater Style 20 Classroom Style 16 Hollow Box 16 Round Tables 16 Page 2 of 3 ~ !PS Wt\.\ .....,,,.., ....._. eon..-Jiaic:ndV<tilclo'1~ Lobby ONLY: Type of Event Amount All Events $100.00 Refrigerator Only: Type of Event Amount All Events $50.00 Additional Charges: Type of Event Amount Use of Lift *Operated by Roswell CVB Staff only $25.00 per hour Holiday Closures New Year's Day Easter Memorial Day Labor Day Thanksgiving Day Christmas Day ~ No bookings will be accepted for these days and use of the facil ity is limited to 10:00 pm on the day prior to these holidays, w ith the exception of New Year's Eve. 1,sw,\\.. Page 3 of 3 --+cl i· Ii cl'+ · ~  ROSWELL NEW MEXICO General Services Committee City Hall Conference Room 425 N. Richardson – Roswell, NM 88201 Tuesday, January 26, 2016 at 4:00 p.m. ACTION REQUESTED: Approval of the City of Roswell to name the new recreation center the “Cesar Chavez Recreation Center“ BACKGROUND: The City of Roswell has announced the building of a new recreation center through identified Gross Receipt Tax funding which will replace the current Yucca Recreation Center for program and events. The current Yucca Recreation Center has been deemed structurally unsafe for future program use. It was recommended by the Parks and Recreation Commission to name the new recreation center the “Cesar Chavez Recreation Center” at the January 11, 2016 meeting. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A ATTACHMENTS: None BOARD AND COMMITTEE ACTION: Request by the Parks and Recreation Commission recommending approval of naming the new recreation center, Cesar Chavez Recreation Center. STAFF RECOMMENDATION: Approve naming the new recreation center the Cesar Chavez Recreation Center.