General Services Committee (Discontinued as of March 2024)

AGENDA GENERAL SERVICES COMMITTEE MEETING June 28, 2016 at 8:00am CONFERENCE ROOM AT CITY HALL 425 N. RICHARDSON AVENUE ROLL CALL APPROVAL OF AGENDA APPROVAL OF MINUTES 1. Approval of the minutes from the General Services meeting on May 24, 2016. REGULAR ITEMS 1. Consider Park Fund Priority List as recommended by the Parks and Recreation Commission 2. Consider approval of Park Donation and Memorial Policy 3. Consider approval of the Bird Blind Construction Project at the Bird Sanctuary NON ACTION ITEMS 1. Receive a presentation and update on Spring River Zoo 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: June 23, 2016 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall May 24, 2016 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 8:01 a.m. with Chair Denny presiding and Councilors Henderson, Mackey and Sandoval being present. Staff present: Tim Williams, Jonathan Phillips, Mike Mathews, Danny Renshaw, Ruben Esquivel and Jim Burress. Guests present: Lisa Dunlap and Savino Sanchez. APPROVAL OF AGENDA AND MINUTES Councilor Sandoval moved to approve the May 24, 2016 General Services Committee meeting agenda and the General Services Committee meeting minutes from February 23, 2016 and April 26, 2016 as presented. Councilor Henderson was the second. A voice vote was unanimous and the motion passed. REGULAR ITEMS Consider approval to extend contract with Forrest Tire Fleet to provide fleet maintenance and repair to City fleet. Mr. Mathews discussed the contract with Forrest Tire Fleet. RFP-11-008 was awarded to Forrest Fleet in 2011. The contract was for two years with the option to extend contract with five on year extensions. If approved this will be the fourth one year extension. Mr. Renshaw was available for any questions. Councilor Sandoval moved to send to full City Council on consent agenda the approval to extend contract with Forrest Tire Fleet to provide fleet maintenance and repair to City fleet. Councilor Mackey was the second. A voice vote was unanimous and the motion passed. To discuss and consider whether the City should apply for governmental liquor licenses for the RIAC and Nancy Lopez Golf Course at Spring River, and/or to give City staff appropriate direction on whether to proceed with requesting authorization from the full City Council to file such applications as set forth in Proposed Resolution 16-39. Mr. Phillips discussed Proposed Resolution 16-39 which would authorize the City to apply for a governmental liquor license for the RIAC and the Nancy Lopez Golf Course at Spring River. Councilor Henderson moved to send to full City Council to file such applications as set forth in Proposed Resolution 16-39. Councilor Sandoval was the second. A voice vote was unanimous and the motion passed. NON-ACTION ITEMS Receive an update and presentation regarding the South Park Cemetery. Mr. Esquivel gave an update and presentation regarding the South Park Cemetery as follows:   Problem areas  Modernized and safe methods  Implemented equipment with good results  Becoming efficient  2015 storm “Goliath”  Future challenges PUBLIC PARTICIPATION Councilor Sanchez thanked Ruben Sanchez for all his hard work and discussed his concerns regarding Resolution 16-39. Councilor Sanchez also stated that the fields at the Wool Bowl need attention in order to host tournaments and create revenue. ADJOURN The meeting adjourned at 9:08 a.m.  ROSWELL NEW MEXICO General Services Committee City Hall Conference Room 425 N. Richardson – Roswell, NM 88201 Tuesday, June 28, 2016, 8:00 a.m. ACTION REQUESTED: Approval of the priority list for the Park Improvement Fund consisting of the funding for park amenities and land acquisitions. BACKGROUND: The City of Roswell Parks and Recreation Commission has established and seeks approval of the park Improvement fund priority list recommendations for future park amenities and land acquisitions. Recently the City Council approved the monies in the Park Improvement Fund to be one fund to finance both park amenities and land acquisitions. It was recommended by the Parks and Recreation Commission to seek approval of the Park Improvement Fund Priority List at the Tuesday, June 28, 2016 General Services Committee meeting. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A ATTACHMENTS: None BOARD AND COMMITTEE ACTION: Parks and Recreation Commission recommended approval of Park Improvement Fund Priority List. STAFF RECOMMENDATION: Approve the Park Improvement Fund Priority List as recommended by the Parks and Recreation Commission.  City of Roswell Parks and Recreation Commission Park Improvement Fund Priority List 2016 Priority 1: • Playground Equipment and Structures up to $79,000 Priority 2: • Pocket Park Amenities Priority 3: • Purchase of Benches, Picnic Tables, Trash Cans and Picnic Shelter Priority 4: • Lighting for Ball Fields  ROSWELL NEW MEXICO General Services Committee City Hall Conference Room 425 N. Richardson – Roswell, NM 88201 Tuesday, June 28, 2016, 8:00 a.m. ACTION REQUESTED: Consider approval of the Parks and Recreation Memorial Donation Policy BACKGROUND: The City of Roswell Parks and Recreation Commission is seeking the approval of the Park Memorial Donation Policy that offers direction and detail on memorial park benches, picnic tables and trees. Currently the Parks and Recreation Department has no policy to govern this process for memorial donations in the parks and facilities. It was recommended by the Parks and Recreation Commission to seek approval of the Park Memorial Donation Policy at the Monday, June 20, 2016 Commission Meeting. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A ATTACHMENTS: None BOARD AND COMMITTEE ACTION: Parks and Recreation Commission recommended approval of Park Memorial Donation Policy. STAFF RECOMMENDATION: Approve the Park Memorial Donation Policy as recommended by the Parks and Recreation Commission.  DONATION PROGRAM PROCESS On behalf of the Roswell Parks and Recreation Department, thank you for your interest in our Gifts and Donations Program. The Gifts and Donations Program enables members of the public to contribute to the development and enjoyment of Roswell’s Parks. The first step in the donation process is to fill out the Parks Donation Application Form included in this package and forward it to the City of Roswell’s Parks Division. Our Parks and Recreation Staff will work with you to determine the best locations and use for your donation. You'll be asked to attend an on-site meeting at the park with the Parks and Grounds Manage and staff. At this meeting, you'll decide: • What your donation will go towards • Where your donation will be located • What you'd like to have written on the plaque Next, you will be asked to provide your donation via check, cash or credit card. The Parks and Recreation Staff will have your donation processed and the City of Roswell will issue you a tax receipt. Donors should be aware that they do not have any priority use of the donation. The donation becomes public property. While Parks Division staff does their best to maintain all of the features of our parks in good condition, and make repairs as needed, donated items will not be given priority treatment. When your donation is installed, you'll receive a thank-you letter from the Parks and Recreation Department: Feel free to contact the Parks and Recreation Department if you have any further questions or would like to proceed with a donation. Sincerely, City of Roswell Parks and Recreation Department 1101 West 4th Street Roswell, NM 88201 Office: 575.624.6720 Fax: 575.624.6889  BENCH, TREE & PICNIC TABLE DONATIONS Bench donation prices vary depending on the park site. The prices listed below include the cost of the bench, tree or picnic table, an engraved plaque, installation, maintenance and repair of the bench for 10- years. • Tree Memorial - $1,000 • Roswell Signature Bench - $2,200 • Basic Bench $2,000 • Picnic Table $4,000 The bench style is dependent on the park. There may be additional requirements at certain park sites within the City. The tree memorials are selected from the variety of trees at the City tree farm. . Please note that pricing may change over time. Your donation will become City property, and will be placed on the City’s regular maintenance schedule. The donation may be relocated or removed whenever necessary; all reasonable efforts will be made to notify the donor if their donation is affected. • The identity of donors becomes public record. • All donations are accepted on a basis that they will be maintained by the City of Roswell for 10- years. After 10 years you will have an opportunity to renew your donation. For further information please call the Parks and Recreation Department at 575.624.6720 • The donation is tax deductible and an official tax receipt will be issued to the donor by the City of Roswell • Donated benches will be fitted with a 2" x 10" plaque, inscribed with a message of 3 to 4 lines with up to 30 characters, including spaces on each line. • Wording for signage on donated assets should have a positive tone. Donors are encouraged to choose messages that are uplifting, inspirational or promote enjoyment of the park area in which the asset is located. • Dates indicating lifetime and wording that serves to create a memorial to a deceased person or persons will not be permitted. • Messages of a private nature and acronyms are not permitted, as they may be wrongly interpreted by members of the public. You'll receive a proof of your inscribed message. This is a printed version of how it will look when it is installed. It's your responsibility to approve the proof and send it back to the Parks and Recreation Department. • City staff will review and adjust the costs annually. • Please allow up to 20 weeks for the donation to be installed. This allows for delivery of any items that are made-to-order or shipped long distances, as well as allowing time for environmental factors, such as frozen ground, to return to workable conditions.  PARKS DONATION APPLICATION FORM DONOR INFORMATION What you would like to donate: □ Bench □ Picnic Table: □ Tree □ other, please specify ______________________________________________________________________ DONOR CONTACT INFORMATION Name______________________________________ Address___________________________________ Home phone _______________ Cell phone _______________ Email Address______________________ INCOME TAX INFORMATION A tax receipt will be made out to the person paying in cash or with a credit card, unless a letter is provided at the time of payment indicating the individual donor names, addresses and amounts. If paying by check, each donor must submit a check to receive a tax receipt. LOCATION INFORMATION Where would you like to have the donation installed? Think of two or three alternative locations. Attach a map or sketch, if possible. Option 1 _________________________________________________ Option 2 _________________________________________________ Option 3 _________________________________________________ PLAQUE WORDING __________________________________________________________________ SIGNATURE _______________________ DATE _________________________ CITY OF ROSWELL’S PARKS DONATION PROGRAM 1. The City shall have final approval of the donation and location. 2. The cost of the purchase, installation and maintenance of the donation shall be charged to the donor. This is to be based on the average cost for purchase, installation and maintenance for a 10-year period. City staff will review and adjust costs annually. 3. The City will include the donated park asset in its normal schedule of care or maintenance. 4. The City will have final approval of plaque size, style, and wording. 5. Donors will have the opportunity to continue their sponsorship of the donation after the 10-year donation period by paying the future costs of the donation. If the donor is not interested in continuing the donation or cannot be reached within three months prior of the 10-year term expiring, the donation will be removed and a new donor will have the opportunity for donating at that site. It will be the responsibility of the donor to keep their contact information current with the City of Roswell. 6. Donations must contribute to public enjoyment of parks, and not interfere with the accessibility or use of the park by any member of the public. 7. The "look and feel" of donations, and how they are used, should not detract from the existing theme or use of a park area. For example, a metal bench on a concrete pad doesn't look like it belongs in an undeveloped forest area. 8. Parks Division staff needs to be able to continue their regular maintenance of park areas, therefore donations shouldn't interfere with those activities. 9. The donation will become City property. You are donating monetary fund’s that will contribute to the public enjoyment of parks. Staff reserves the right to relocate or remove the donation whenever necessary. All reasonable effort will be made to notify the donor if their donation is affected. 10. Placement of memorial wreaths, flowers or other items or any modifications to the donated item will not be permitted. I have read and consent to the above noted policies of the Parks Donation Program. _______________________________ ________________________________ Signature Date Office Use Check Enclosed Yes No Date Received ___________________  ROSWELL NEW MEXICO General Services Committee City Hall Conference Room 425 N. Richardson – Roswell, NM 88201 Tuesday, June 28, 2016, 8:00 a.m. ACTION REQUESTED: Approval of the Bird Blind Construction Project at the Bird Sanctuary. BACKGROUND: The City of Roswell Parks and Recreation Commission is seeking the approval of the Bird Blind construction project for the Bird Sanctuary. The Roswell Rotary Club has secured the funding of $75,000 to build the Bird Blind at the Roswell Bird Sanctuary. It was recommended by the Parks and Recreation Commission to seek approval of the Bird Blind at the Monday, June 20, 2016 Commission Meeting. FINANCIAL CONSIDERATION: $75,000 Donation from Roswell Rotary Club LEGAL REVIEW: N/A ATTACHMENTS: None BOARD AND COMMITTEE ACTION: Parks and Recreation Commission recommended approval of the Bird Blind Project. STAFF RECOMMENDATION: Approve the Bird Blind Project as recommended by the Parks and Recreation Commission.