General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, December 28, 2016 at 3:30 p.m. City Hall Conference Room 425 N. Richardson Ave., Roswell, NM 88202 Committee Chair: Tabitha Denny Committee Vice Chair: Natasha Mackey Committee Members: Steve Henderson, Art Sandoval Staff Coordinator: Elizabeth Stark-Rankins A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. November 30, 2016 Meeting Minutes 1-2 E. Non-Action Items 1. Water Facility Review and Discussion 3-6 2. Water Line Failure at Nancy Lopez Golf Course at Spring River 7-10 3. Convention Center Trash Handling 11-12 F. Action Items 1. FilmRoswell Support Resolution 17-03 13-14 G. Public Participation H. Adjourn (Next Meeting: January 25, 2017) NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. 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 16-69. 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: 12-22-16 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall November 30, 2016 Notice of this meeting was given to the public in compliance with Sections10-15-1 through 10-15-4 NMSA 1978 and Resolution 16-69. ROLL CALL The meeting convened at 3:30 p.m. with Chair Denny presiding; Councilors Henderson, Mackey, and Sandoval present. Staff present: Louis Najar, Kevin Dillon, Juanita Jennings, James Hogan, Elizabeth Stark-Rankins, Anna Aragon, Danny Renshaw, Mayor Dennis Kintigh Guest present: Larry Connolly, Bob Edwards, and Jeff Tucker. APPROVAL OF AGENDA AND MINUTES Councilor Sandoval moved to approve the November 30, 2016 Regular General Services Committee meeting agenda as presented and the General Services Committee meeting minutes from September 28, 2016. Councilor Mackey amended the motion by moving Action Item F, #1 Large Bus Purchase for Pecos Trails Transit to be placed under E and all other items to follow. Councilor Henderson was the second. A voice vote was unanimous and the motion passed. REGULAR ITEMS Large Bus Purchase for Pecos Trails Transit. Elizabeth Stark- Rankins discussed the Pecos Trails Transit receiving funding from the Department of Transportation to support the cost of purchasing replacement vehicles. This funding is requested a year prior to the award each October. The FY17 budget planned for the purchase of a small bus and a van using this funding. However, the need is in a larger bus for the Main Street routes. A voice vote was 3-1 and the motion passed with Councilor Mackey voting no. NON-ACTION ITEMS Adult Center Operations Update Elizabeth Stark-Rankins discussed the closing of the Yucca Recreation Center and stated in the last couple of months they have lost several employees in the Recreation Department. Tim Williams reviewed the programming schedule and the demand from the public. In this review, streamlining opportunities were identified. Current hours are Sunday through Friday 7:00 a.m. to 9:00 p.m., Saturday 10:00 a.m. to 9:00 p.m., Sunday through Friday 7:00 a.m. to 9:00 p.m. The new hours will become effective December 5, 2016, which are Monday through Friday 7:00 a.m. to 9:00 p.m, Saturday 12:00 p.m. to 7:00 p.m., and closed on Sunday. New Recreation Center Presentation Elizabeth Stark-Rankins gave a presentation on the Recreation Center. She presented information regarding the new recreation center project, funding options, and operational details. FOR THE RECORD: Councilor Mackey requested an update on the youth basketball hours and location of games and practices. Ms. Stark-Rankins stated the games are being held at University High School only on Saturdays, one game at a time. Gateway Christian School has offered their facility for games to be held there if necessary. Convention Center Improvements Presentation Elizabeth Stark-Rankins gave a presentation on improvements and changes to the Convention Center. 1 Golf Course Operations RFP Nominations Elizabeth Stark-Rankins gave an update on the Golf Course Operations RFP Nominations. The new review committee has been chosen and the Mayor has chosen Bob Edwards to be a representative. Staff anticipate the RFP will go out in December/January with a recommendation from Council no later than February. This will allow time for the contract to be renewed by March. PUBLIC PARTICIPATION Bob Edwards read a letter regarding the Parks and Recreation Commission to recommend to the City Council to approve a new recreation center with the proposed third aquatic pool option. They also recommended that the project be funded through the Gross Receipts Tax. Larry Connolly discussed GRT funding for the New Recreation Center. Jeff Tucker discussed the square footage of the proposed aquatic pool. ADJOURNED The meeting adjourned at 4:52 p.m. 2  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, December 28, 2016 at 3:30 p.m. ACTION REQUESTED: Water Facility Review and Discussion BACKGROUND: At the December 8, 2016 City Council meeting, the Council reviewed three options for the water facility that may be included with the new recreation center project. The Council gave direction to proceed with the third option, but to review alternatives of this option as it relates to swim meets. The third option had an indoor lap swim area along with outdoor pool and splash pad features. The concept designs included in this packet are for discussion purposes to allow the Committee and Council to provide further direction to staff for this portion of the project. Formal design will be completed through the design process of which the funding for this portion will come through the funding of the full project. More detailed information regarding size, cost to build, and cost to operate will be outlined in a presentation to Committee at this meeting. FINANCIAL CONSIDERATION: Funding for the full project has been directed by Council to be provided through a GRT bond in an amount of $18 million. A larger facility will require more funds and/or limitations on the outdoor portion of the water facility. Additionally, operating expenses will vary based on the ratio of indoor to outdoor space and the size of the facility. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Discuss water facility general direction and intended use. This is a non-action item. STAFF RECOMMENDATION: Not applicable. 3 Concept: Original Scheme • 6 Lane Lap Swim 25Yd (Indoor) • Zero Entry • Large Tube Slide (Outdoor) • Toddler Section (Outdoor) • With Splash Pad Elements • Small Slide • Zero Entry • Instructional Area (Outdoor) • With Seating • 2 Grand Staircases (Outdoor) • Large Open Swim Area (Outdoor) • Shade Structures (Outdoor) 4 Concept: 2 Additional Lanes • 8 Lane Lap Swim 25 Yd (Indoor) • Zero Entry • Large Tube Slide (Outdoor) • Toddler Section (Outdoor) • With Splash Pad Elements • Small Slide • Zero Entry • Instructional Area (Outdoor) • With Seating • 2 Grand Staircases (Outdoor) • Large Open Swim Area (Outdoor) • Shade Structures (Outdoor) 5 Concept: 4 Additional Lanes, 2x Length • 10 Lane Lap Swim 50Yd (Indoor) • Large Tube Slide (Outdoor) • Toddler Section (Outdoor) • With Splash Pad Elements • Small Slide • Zero Entry • Instructional Area (Outdoor) • With Seating • 2 Grand Staircases (Outdoor) • Large Open Swim Area (Outdoor) • Shade Structures (Outdoor) 6  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, December 28, 2016 at 3:30 p.m. ACTION REQUESTED: Water Line Failure at Nancy Lopez Golf Course at Spring River BACKGROUND: A Pressure Relief Valve (PRV) on the 36" concrete cylinder water main, which runs south-north through the golf course, broke open north of Wyoming and 4th St. the week of December 19, 2016. The timeline on the repair is expected to be: the flow will be shut off for 3 weeks, the PRV will be repaired in week 4, and, as we have to wait for delivery of the valve, the valve should be installed by week 12. FINANCIAL CONSIDERATION: Emergency procurement procedures will have to be utilized to resolve this issue. A quote on the cost is pending. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Receive an update on the status of the water line failure at the Nancy Lopez Golf Course at Spring River. STAFF RECOMMENDATION: Not applicable. 7 December 20, 2016 Update from Louis Najar: A Pressure Relief Valve (PRV) on the 36" concrete cylinder water main which runs south-north in the golf course, has broken open inside the golf course just north of Wyoming and 4th St. The pressure relief valve is designed to open up and relieve pressure in the 36" water main and once pressure relief has occurred, then the valve is to close. The pressure is relieved by letting air and water out which has a drain pipe to the normally dry Spring River. In this case the valve opened and did not close and the relief valve continues to send water into the Spring River. To add to the situation, the 36" butterfly valves located upstream and downstream will not completely close. This will require "line stops" to shut off the flow to the Pressure Relieve Valve (PRV). There is only one company in New Mexico that does line stops in New Mexico and West Texas. That company is Pipeline Solutions which is part of JH Services in Albuquerque NM. Pipeline Solutions and JH Services were in town yesterday to evaluate the situation. Contractors were able to slow down the flow from the PRV, which has slowed the amount of water flowing into the Spring River. Course of Action: 1. This is an emergency repair situation and only 1 company can perform the work in this state. A determination letter from City Purchasing Agent needs to be processed and associated procedures to procure JH Services to perform repair. 2. 36" Line Stops (two) need to be installed to cut off flow on both sides to PRV. This will take 3 weeks for line stop parts and installation. What is a line stop? A supersized clamp, then you drill the top of the concrete cylinder pipe install valve vanes that will close 1 time and open 1 time, then you abandon the line stop in place in the open position so flow will continue. 3. 2- 36" valves and approximately 200' of 36" ductile pipe will be installed to allow future ability to turn off and isolate the PRV in the future. 36" butterfly valves typically take 10-12 weeks delivery. 4. Perform PRV repairs. 5. Cost is estimated $250K. JH Services is preparing formal quote, which will be reviewed and forwarded to Purchasing. Quick timeline recap. 3 weeks the flow will be shut off, 4th week the PRV will be repaired. By 12th week pending 36" valve delivery, the repair process will be completed. Please see pictures of new water features at the golf course and picture of a 42" line stop that was put in approximately 2010 on a 42" water main at S. Main/Chisum. This was also performed by JH Services. Please note the size of equipment and trenching required. The line stop clamp is installed around the pipe, then backfilled to hold the clamp for safety, then the drilling head (pictured) to cut into pipe and install the valve vanes. 8 9 10  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, December 28, 2016 at 3:30 p.m. ACTION REQUESTED: Convention Center Trash Handling BACKGROUND: The Convention Center staff meets directly with vendors when booking events to review the responsibilities of the vendor which is located in the policies as Frequently Asked Questions. A section of that information is included in this packet. At the end of the event, the vendor is responsible to pick up decorations, table cloths, trash, as well as dispose of all trash. Convention Center staff provides trash bags and rolling trash bins to allow the vendor to roll outside and empty them. FINANCIAL CONSIDERATION: Not applicable. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Review and discuss the trash handling for events held at the Convention Center. STAFF RECOMMENDATION: Not applicable. 11 What am I responsible for when I rent the facility? The following items are due within 30 days of your event: • specific start and end event times • signed lease agreement • insurance certificate • final payment • approved floor plan • food caterer, liquor caterer, and security company (if applicable). •After your event: You must throw away the trash and replace the trash liners. We will provide you with the trash liners. Are there any items that I’m not allowed to use when decorating? The following items are prohibited at the Roswell Convention & Civic Center • Glitter • Confetti • Hay • Silly String • Fake Snow • Candles • Balloons (Helium filled) • Tape of any kind • Adhesive Fasteners • Nails • Staples • Stickpins • Hooks • Tacks • Screws • Stickers • Sand If you have any questions about decorations you want to use please ask our staff. What is included in the rental? 12  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, December 28, 2016 at 3:30 p.m. ACTION REQUESTED: FilmRoswell Support Resolution 17-03 BACKGROUND: FilmRoswell is a newly created board that supports the filming industry efforts in the City of Roswell. It is an external entity that was formed by the Roswell-Chaves County Economic Development Corporation. It supports the economic development efforts in Roswell by bringing in outside groups to work and hire people in Roswell on a short term basis for filming needs. FINANCIAL CONSIDERATION: No funding is being allocated for this purpose. LEGAL REVIEW: City Attorney has reviewed the resolution as presented. BOARD AND COMMITTEE ACTION: Consider approval of Resolution 17-03 in support of the FilmRoswell Board. STAFF RECOMMENDATION: Approve Resolution 17-03 as presented. 13  RESOLUTION 17-03 A RESOLUTION OF THE CITY OF ROSWELL RECOGNIZING THE EXISTENCE AND RELEVANCE OF AN ORGANIZATION CALLED FILMROSWELL WHOSE PURPOSE IS TO PROMOTE THE FILM INDUSTRY IN ROSWELL AND RECOGNIZE AND ASSIGN THE CITY DIRECTOR OF PUBLIC AFFAIRS AS THE FILM LIAISON FOR ROSWELL. Whereas, the City of Roswell seeks economic development from industry in keeping with the values of the community; Whereas, the film industry can provide environmentally friendly job creation and is an economic activity that augments the city’s current visitor attraction businesses; Whereas, the film industry in New Mexico contributed a direct economic impact to the State’s economy of $340 million in 2015 and has already contributed $150 million to the State’s economy in the first quarter of 2016; Whereas, there are talented citizens in Roswell who are involved in film or film education who can, with the assistance of the Roswell-Chaves County Economic Development Corporation, form the FilmRoswell Board and directly support the development of the film industry in Roswell; Whereas, the New Mexico Film Office relies on a local contact person, designated by the City as the Film Liaison to supply local information for a variety of film industry activities to attract film production to New Mexico; and Whereas, the person designated as the Film Liaison does not engender potential conflicts of interest, can work closely with local permitting and public safety authorities, and who can serve as a repository of local photography, locations, and other filming needs. Now therefore, be it resolved, that the Governing Body of the City of Roswell, New Mexico recognizes the creation of the FilmRoswell Board, that that Board will report quarterly to the City Council about project needs and economic benefits, and that the City Director of Public Affairs, currently Juanita Jennings, may be recognized to the State of New Mexico and to all other parties as the designated Film Liaison for Roswell, New Mexcio for the purpose of promoting the film industry in the City. Passed, adopted, signed, and approved this 12th day of January 2017. Attest: Mayor Sharon Coll, City Clerk 14