General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, July 25, 2018 at 4:00 p.m. City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88202 Committee Chair: Savino Sanchez Committee Vice Chair: Jacob Roebuck Committee Members: Angela Moore, Juan Oropesa Staff Coordinator: Elizabeth Gilbert A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. June 27, 2018 Meeting Minutes 1-3 E. Non-Action Items 1. None F. Action Items 1. Discuss and consider approval of policy PR0001 Recreation Program Fee 4-6 Waiver Policy. 2. Discuss and consider approval of Resolution 18-51 to support Pecos Trails 7-8 Transit budget submission for fiscal year 2020 to NMDOT. G. Public Participation H. Adjourn (Next Meeting: August 27, 2018) 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 17-49. 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: 07-20-18 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall June 27, 2018 Notice of this meeting was given to the public in compliance with Sections 10-15- 1 through 10-15-4 NMSA 1978 and Resolution 17-49. B. ROLL CALL The meeting convened at 4:00 p.m. with Chair Sanchez presiding; Councilors Moore, Roebuck and Oropesa being present. Staff Present: Elizabeth Gilbert, James Burress, Bill Morris, Joe Neeb, Mike Mathews, Enid Costley and Juanita Jennings. Guest Present: Rita Kane-Doerhoefer, Jane Ann Oldrup, Kerry Moore, Tim Coughlin, Natasha Welt, Larry Connolly, Tim Howsare and Crista Smith. C. APPROVAL OF AGENDA Councilor Oropesa moved to approve the June 27, 2018, Regular General Services Committee meeting agenda as presented. Councilor Roebuck was the second. A voice vote was 4-0, and the motion passed. D. APPROVAL OF MINUTES 1. Councilor Oropesa moved to approve the General Services Committee meeting minutes from May 23, 2018. Councilor Roebuck was the second. A voice vote was 4-0, and the motion passed. E. NON-ACTION ITEMS 1. Boys & Girls Club of Sierra Blanca Presentation – Mr. Coughlin discussed the new accomplishments and future plans of the Boys & Girls Club of Sierra Blanca. F. REGULAR ACTION ITEM 1. Discuss and consider approval of Resolution 18-42 to support the potential donation and installation of Horizons Park All-Inclusive Playground- Ms. Gilbert stated the New Mexico Autism Society approached the City about creating an all-inclusive playground. Mr. Burress discussed types of playgrounds are very common in many communities and contain play elements that can accommodate wheelchairs and other physically restrictive functions. Mr. Burress stated the playgrounds are built to include other sensory functions such as sound/musical, touch/feeling, and even smell elements. A review of potential locations for this type of playground was conducted. This review included considerations for available parking, closeness to a major roadway, enough flat space to accommodate the size of the playground, availability of water, and other needs that would support the playground. Cahoon Park was chosen as the location based on this review. Councilor Roebuck moved to send Resolution 18-42 to full City Council to recommend the potential donation and installation of Horizons Park All-Inclusive Playground. Councilor Moore was second. A voice vote was 4-0 and the motion passed. 2. Consider approval of award recommendation for ITB-18-004 Building Demolitions and authorize the City Manager to enter into contract negotiations with a pool of seven contractors for a Multi Contractor/Multi Source ITB- Mr. Mathews stated the ITB was posted and seven bids were received on April 10, 2018. One bid was 1  rejected and six were considered responsive. A protest was received for the rejected bid. The protest has been resolved and the bid is included in the award recommendation. Mr. Mathews said the City only has one contractor for building demolitions. Councilor Roebuck moved to send ITB-18-004 to full City Council to recommend the City Manager to enter into negotiations. Councilor Moore was second. A voice vote was 4-0 and the motion passed. 3. Discuss and consider approval of policy LB0002 Library Fines and Fees. Ms. Gilbert stated the standard library practice includes charging fines and fees for materials that are not returned timely, not returned at all, or other circumstances. Ms. Costley discussed the policy and recent review of outstanding uncollected debt conducted by the City auditors indicating that an update to the policy was needed. Ms. Costley stated staff has performed a review of the processes and existing policy to develop the draft policy included with this packet. This will improve the process that we undertake to collect these outstanding amounts as well as provide parameters for the City Council to write off debt that is deemed uncollectable as needed. Councilor Roebuck moved to send policy LB0002 to full City Council to recommend the Library Fines and Fees. Councilor Moore was second. A voice vote was 4-0 and the motion passed. For the Record: Councilor Sanchez left the meeting at 5:48 pm. 4. Discuss and consider approval of Resolution 18-36: Recreation Division Fee Schedule- Ms. Gilbert discussed the Recreation Division of the Parks and Recreation Department has been reviewing its current fee schedule to ensure it includes the current fees and activities of the division. The memberships would work for both the Roswell Adult and Recreation Center as well as the Roswell Recreation and Aquatic Center planned for opening within the next year. Ms. Gilbert stated these fees would be authorized as soon as the City Council adopts the fee schedule, but there will need to be some operational adjustments to ensure proper processing for some of fees. Councilor Roebuck moved to amend Resolution 18-36, #79 - damage to remove the number 500 and be placed with the word cost. Councilor Moore was second. A voice vote was 3-0 and the motion passed with Councilor Sanchez being absent. Councilor Roebuck moved to amend Resolution 18-36, #85 - per hour to be changed to per day. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Sanchez being absent. Councilor Roebuck moved to amend Resolution 18-36, #103 - $400 to be changed to $200. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Sanchez being absent. Councilor Moore moved to amend Resolution 18-36, #116 - $10 to replace with $5. Councilor Roebuck was the second. A voice vote was 3-0 and the motion passed with Councilor Sanchez being absent. Councilor Moore moved to approve Resolution 18-36 as amended and to send to full City Council. Councilor Oropesa was second. A voice vote was 3-0 and the motion passed with Councilor Sanchez being absent. G. PUBLIC PARTICIPATION Rita Kane-Doerhoefer shared her concerns on the Recreation fee schedule and scholarship programs. 2 H. ADJOURNED The meeting adjourned at 6:19 p.m. 3  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, July 25, 2018 at 4:00 p.m. ACTION REQUESTED: Discuss and consider approval of policy PR0001 Recreation Program Fee Waiver Policy. BACKGROUND: At the last General Services Committee meeting, the Committee requested to look at a waiver and/or scholarship policy for use with Recreation programs. A draft policy for the use of waivers is included with this packet. Historically, the Recreation Division has not used a waiver program, but has used donated funds to support individual’s program costs as requested and funds available. FINANCIAL CONSIDERATION: Waiving fees for individuals means that no fee or a lower fee is collected for the service provided. This will decrease the revenue generated from the Recreation Division which is supported through the General Fund. Additionally, it will diminish the ability of the Recreation Division to meet its cost recovery goals recently established by the City Council. LEGAL REVIEW: Due to the quick turn around on this policy, this policy has not been fully reviewed by staff or the City Attorney at present. It has been sent and is pending comment. BOARD AND COMMITTEE ACTION: Discuss and consider approval of policy PR0001 Recreation Program Fee Waiver Policy. STAFF RECOMMENDATION: None at this time. 4  City of Roswell Policy Policy Name: Recreation Program Fee Effective Date: 7/20/2018 Waiver Revision Dates: Policy Number: PR0001 Page 1 of 2 1.0 Purpose: The Recreation Program Fee Waiver policy provides guidelines necessary to allow City of Roswell youth and/or their families the opportunity to participate in recreation programs offered by Roswell Parks and Recreation, regardless of their financial status. 2.0 Definitions: 2.1 Recreation Program: Any activity offered through the Parks and Recreation department excluding memberships. This also does not apply to fees related to special events. 3.0 Eligibility and Fee Waiver Guidelines: 3.1 Fee waivers are available to residents who wish to participate in instructional programs, sports leagues, or other activities. 3.2 Fee waivers do not apply to memberships or special events. 3.3 Fee waivers will be awarded based on the applicant’s household income status. 3.4 Income status will be compared with the Census Bureau’s median household income. 3.5 Fees will be waived according to the table below. % of AMI % of Fee Charged 81 – 100+% (High) 100% 51 – 80% (Moderate) 75% 31 – 50% (Low) 25% 0 – 30% (Very Low) 0% 3.6 The maximum fee waiver per person is $75.00 per calendar year. 3.7 Any funds donated to the City for the purpose of supporting recreation fees for individuals will be used to supplement the fee payment to the City. 4.0 Application Process: 4.1 An application must be completed to request a fee waiver that is signed by an adult member of the household. 4.2 Proof of residency must also be enclosed with the application. 4.3 Applicants will be reviewed and approved by the Parks and Recreation Director or designee. 4.4 Fee waiver applications will not be approved in person or at time of application. 4.5 Applicants will be notified by mail of their funding status. Accountability. Communication. Excellence. Integrity. Teamwork. 5  City of Roswell Policy Policy Name: Recreation Program Fee Effective Date: 7/20/2018 Waiver Revision Dates: Policy Number: PR0001 Page 2 of 2 Approved as to Form: Date: City Attorney Policy Approved: Date: Joseph Neeb, City Manager Council Ratification Date: Accountability. Communication. Excellence. Integrity. Teamwork. 6  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, July 25, 2018 at 4:00 p.m. ACTION REQUESTED: Discuss and consider approval of Resolution 18-51 to support Pecos Trails Transit budget submission for fiscal year 2020 to NMDOT. BACKGROUND: The State of New Mexico receives federal funding through the New Mexico Department of Transportation (NMDOT) from the Federal Transit Administration (FTA) under U.S.C. 5311. The NMDOT is authorized to administer this program and provide funding in assistance for local transportation programs. As part of the application process for this funding, the NMDOT requires a resolution of financial support from the governing body. August 31, 2018 is the deadline for the funding application for the Federal Fiscal Year ending September 30, 2020. FINANCIAL CONSIDERATION: This financial support from NMDOT is critical to the continuation of the service. The operation of the Pecos Trails Transit System relies heavily on funds from this program which provides 50 percent of operating expenses and 80 percent of both administrative and capital expenses. The total budget requested is $1,895,068 where $1,163,299 is the amount requested from NMDOT and the remaining $731,769 would be supported by the City. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Discuss and consider approval recommendation to the City Council of Resolution 18-51. STAFF RECOMMENDATION: Approve and send to City Council Resolution 18-51 as presented. 7  RESOLUTION 18-51 AUTHORIZING THE FILING OF AN APPLICATION TO THE NEW MEXICO DEPARTMENT OF TRANSPORTATION FOR FUNDING ASSISTANCE FOR FEDERAL FY 2019-2020. WHEREAS, the State of New Mexico received federal funding through the New Mexico Department of Transportation from the Federal Transit Administration (FTA) under U.S.C. 5311; WHEREAS, the New Mexico Department of Transportation is authorized to administer this program and provide funding in assistance for local transportation programs; WHEREAS, the City of Roswell is interested in maintaining present transportation services needed by residents of the City; and WHEREAS, the City of Roswell supports this program and proposes to provide local matching funds in the amount of $731,769; NOW THEREFORE, be it resolved by the governing body of the City of Roswell, New Mexico that the filing of an application to the New Mexico Department of Transportation for funding assistance for the continuation of local supplemental public transportation program for Federal Fiscal Year 2019-2020 is authorized. The City Manager is hereby authorized to act as the representative of the City of Roswell in the execution of this program. ADOPTED, SIGNED, AND APPROVED on this ____ day of _________________ 2018. Dennis J. Kintigh, Mayor ATTEST: Sharon Coll, City Clerk 8