General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, January 23, 2019 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. November 28, 2018 Meeting Minutes 1-2 E. Non-Action Items 1. Discuss staff preparations for the Roswell Recreation and Aquatic Center. 3-5 F. Action Items 1. Discuss and consider recommendation of the Boys & Girls Club of Sierra 6-11 Blanca Scope of Services Agreement. 2. Discuss and provide direction on the Cahoon Park tennis court facility needs. 12-15 3. Resolution XX-XX: Discuss and consider recommendation for an increase in 16-19 the Weekend and Overtime Burial Fee at South Park Cemetery. 4. Discuss and provide direction on the 2019 General Services Committee 20-21 meeting schedule. G. Public Participation H. Adjourn (Next Meeting: February 27, 2019) 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 18-55. 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: 01-18-19 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall November 28, 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 18-55. B. ROLL CALL The meeting convened at 4:01 p.m. with Chair Sanchez presiding; Councilors Roebuck, Oropesa, and Moore being present. Staff Present: Elizabeth Gilbert, Caroline Brooks, Laurie Dudek, Joe Neeb, Monica Garcia, Parker Patterson, Juan Fuentes, Kevin Dillon, and Jim Burress. Guests Present: Allison Penn, Mayor Dennis Kintigh, and Larry Connolly C. APPROVAL OF AGENDA Councilor Oropesa moved to approve the November 28, 2018, Regular General Services Committee meeting agenda as presented. Councilor Moore was the second. A voice vote was 4-0 and the motion passed. D. APPROVAL OF MINUTES Councilor Oropesa moved to approve the General Services Committee meeting minutes for October 24, 2018. Councilor Roebuck was the second. A voice vote was 4-0, and the motion passed. E. NON-ACTION ITEMS 1. Robert H. Goddard Planetarium Report- Caroline Brooks discussed the first full years’ worth of attendance and activity at the Robert H. Goddard Planetarium after the recent upgrade and public shows began. Ms. Brooks discussed her concerns on the different programs that she would like to obtain. Ms. Brooks stated the Planetarium is in the process of partnering with Roswell Independent School District. 2. Discuss staff preparations for the Roswell Recreation and Aquatic Center facilities- Mr. Burress stated staff has been and continues to prepare for the opening of the Roswell Recreation and Aquatic Center facility. Mr. Dillon stated the construction side will be ready on or by June 1, 2019. The General Service Committee has concerns with the opening date. F. ACTION ITEMS 1. Provide staff direction on the engineering process for netting installation at the Girls Softball Complex- Ms. Gilbert stated the staff needs approval from the committee to start the engineering process for netting installation. The netting will help to protect attendees of games at this facility from fly balls. The City’s Facility Maintenance and Parks departments reviewed the area and the needs required to install the netting. The engineering portion can be funded through the existing budget. The funding for the construction of this project (currently estimated at $350,000) is not currently in the FY2019 budget. To fund the project through City 1  funds, a Budget Adjustment would be required for FY2019. Councilor Roebuck moved to recommend to staff to start the engineering process. Councilor Moore was the second. A voice vote was 4-0, and the motion passed. 2. Discuss and consider approval recommendation of the Aquatic Facility Management Operations Contract negotiated from RFP 18-013- Ms. Gilbert stated RFP 18-013 was released in February 2018 to solicit operation management proposals for the City’s new aquatic facility. Ms. Gilbert discussed there were several proposals received. United Pool Management was approved as the awardee at the May 10, 2018 City Council meeting allowing the City Manager to enter into contract negotiations. Ms. Gilbert discussed pending approval of the management contract, The City and United Pool Management will work together to create a budget for these functions. While the contractor will manage these expenses, the City will reimburse the contractor for those expenses as outlined in the agreed upon budget. Additionally, the City will compensate the contractor based on the gross labor expenses for their services. Councilor Roebuck recommended to send RFP-18-013 to full City council to recommend Aquatic Facility Management Operations Contract. Councilor Oropesa was the second. A voice vote was 4-0, and the motion passed. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 4:55 p.m. 2  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 23, 2019 at 4:00 p.m. ACTION REQUESTED: Discuss staff preparations for the Roswell Recreation and Aquatic Center. BACKGROUND: Staff has been and continues to prepare for the opening of the Roswell Recreation and Aquatic Center facility. A Preparation Update Report is included with this packet for discussion. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A BOARD AND COMMITTEE ACTION: Non-action item. STAFF RECOMMENDATION: Non-action item. 3  Parks and Recreation Roswell Recreation and Aquatic Center Facility Preparation Update Report There are a series of items that will need to be completed to properly prepare for the opening of this new facility. Generally, these are the order of items that the Parks and Recreation Department is currently working through and the current status. Schedule: Construction Complete in June 2019, Opening July 1 for Full Facility 1. Hours of Operation: Complete These are set to 6AM to 8PM Monday to Saturday and 12PM to 8PM Sunday. The outdoor aquatic facility will be open Memorial Day to Labor Day, Monday to Saturday 10AM to 8PM and Sunday 12PM to 8PM. 2. Staff Job Descriptions and Responsibilities and Hire Required Personnel: In Progress Position updates and approvals are currently processing through HR. 3. Outline Operations for Safety, Training, and Processes: In Progress Our operations manual is currently being put together and refined as we walk through this process. 4. Schedule for Staff/Programs: In Progress A tentative staff schedule is compiled to align with the hours of operation as well as the anticipated opening of the facility, based on the construction schedule. Programming is also being compiled to align with our Summer season for recreation. We will work closely with the Aquatic Facility Management Team to develop and prepare the aquatic programming. This schedule continues to shift with the instructors that are able to teach our classes. 5. Updated Fees to Match Service Model: Completed Council recently approved the Recreation fees to align with our service model. These fees are what will be used with our systems and marketing as we implement these items. Certain fees related to the aquatics may come forward as we work with the Aquatic Facility Management Team. 4 6. CivicRec: Class Registration, Membership Management, and Point of Sale System: In Progress We have a February 1 go-live date set for this and are finishing up items in order to meet this schedule. We will not push the system hard at first, but will emphasize it with our marketing related to Spring Break. 7. Marketing: In Progress Once CivicRec is up and running, we can begin to push the online functionality and membership features within Recreation. We are currently meeting with Public Affairs and the new advertising group to prepare our various marketing elements including the branding, logos, website setup, and other items. Some of the activities that we would like to include with this process are: a. Marketing of the facility itself b. Pre-sales of Memberships c. Personal Tours of Facility d. Soft and Grand Opening 8. Equipment and Supplies Ordering, Stocking, and Inventory: In Progress We are preparing and updating our lists for ordering and beginning to put in place the orders for the initially needed items. 9. Timeclocks and Security Access for Staff: Pending IT will help to install the necessary timekeeping equipment for the facility as well as the appropriate technology for access to both sides of the facility. Depending on the type of membership, a patron may only access the aquatic side of the facility or vice versa. Membership cards will have the ability to give access to these areas without a patron needing to request access from a front desk staff. 10. Staff Move-In to Facility: June Based on Construction; Pending This relies on the timing of the facility construction. With the current timeline, we plan to move in to the facility in June. 11. Aquatic Center Preparation: Ongoing with Other Elements We had our first formal meeting with the Aquatic Facility Management Team whose contract formally begins on February 1. 5  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 23, 2019 at 4:00 p.m. ACTION REQUESTED: Discuss and consider recommendation of the Boys & Girls Club of Sierra Blanca Scope of Services Agreement. BACKGROUND: The Roswell Boys & Girls Club has been run by the Boys & Girls Club of Sierra Blanca for over a year. Since taking over the club, many improvements to both the facility, operation, and programming have occurred. The attendance to the club has almost tripled during this time. While this facility is run and operated by the Boys & Girls Club of Sierra Blanca, it is still owned by the City of Roswell. The club pays rent monthly for use of this facility. As part of the lease agreement, certain conditions must be met, but is broader to include facility requirements and other items. The included Services Agreement outlines those specific programmatic services that the club is providing to the community and allocates funding from the City to support these activities. FINANCIAL CONSIDERATION: Pending approval of the Services Agreement, the City will support the club with $20,000 annually. This funding is currently budgeted in the FY19 approved budget. LEGAL REVIEW: The Deputy City Attorney has reviewed and approved the included agreement language. The club has reviewed and accepted the included language as well. BOARD AND COMMITTEE ACTION: Discuss and consider recommendation of the Boys & Girls Club of Sierra Blanca Scope of Services Agreement to City Council. STAFF RECOMMENDATION: Recommend approval of the Services Agreement and send to City Council as presented. 6  SERVICES AGREEMENT This Services Agreement (“Agreement”) is made and entered into this ___ day of ________________, 20___ by and between the City of Roswell, a political subdivision of the State of New Mexico, by and through its duly elected City of Roswell Council (the "City"), and the Boys & Girls Club of Sierra Blanca, a New Mexico non-profit corporation, (the "Club"), hereinafter referred to collectively as the “Parties.” WHEREAS, the Club is a non-profit organization dedicated to providing a positive environment for youth in the City of Roswell; and WHEREAS, the children in the City of Roswell would benefit from a safe haven that nurtures development and provides positive role-models, constructive peer relationships, and opportunities for self-improvement; and WHEREAS, the City wishes to retain the services of the Club as more fully described below to support and foster opportunities for children in the City of Roswell. NOW THEREFORE, in consideration of the mutual promises, covenants and conditions contained herein, the parties hereto agree as follows: 1. SCOPE OF WORK. The Parties intend to produce a mutually beneficial arrangement that will provide a platform for on-going support and participation in the growth of the local youth in our community through collaboration with city government and community resources. The Club will work to inspire and enable all young children especially those in need to realize their full potential as productive, responsible, and caring citizens. The Club will provide a safe haven for children so that they may exceed in life and stay off the streets. The Club provides them with the necessary tools and education to help them in their area of weakness. Moreover, the Club gives the kids hope and opportunity to excel in their self-confidence, self- esteem, sportsmanship, and overall development. Lastly, this gives the youth a chance to be with caring professionals who can guide them in the right direction when they come from less fortunate circumstances. The Club shall provide the services as outlined in the attached Appendix A. 2. TERM OF THE AGREEMENT. The term of the Agreement shall be for a period of three (3) years beginning December 1, 2018 and running through November 31, 2021. The Agreement may be renewed by the Parties for additional one (1) year terms, not to exceed a total of four (4) years. The renewal of this Agreement shall not be effective unless memorialized in writing signed by the Parties to this Agreement. 3. TERMINATION. Notwithstanding any provision herein to the contrary, either party may terminate this Agreement upon 30 days written notice to the other with or without cause. Upon termination or if the Club ceases to provide services as outlined in Appendix A, the Club shall return to the City any unexpended funds paid pursuant to this Agreement. Boys & Girls Club Services Agreement Page 1 of 4 7  4. COMPENSATION. In exchange for the services outlined in Appendix A and in consideration of the benefit to the City of Roswell, the City will pay the Club twenty thousand dollars ($20,000) each year that this Agreement is in place. 5. CONTRACTOR STATUS. The Club and its employees and agents are independent contractors performing certain services for the City and are not employees of the City. The Club, its employees and agents will not receive leave, retirement, insurance, bonding, use of City vehicles, equipment, or any other benefits afforded to employees of the City as a result of this Agreement. 6. NO PARTNERSHIP. This Agreement shall not constitute the formation of a partnership, joint venture, or employment relationship. The Club is without authority to act as the agent or representative of the City and shall not purport to agree to or approve on behalf of the City any contract or obligation of the City. 7. INSURANCE. The Club shall provide and maintain in full force and effect throughout the term of this Agreement, at .no expense to the City, the following insurance policies: a. A comprehensive general liability policy in the amount of one million dollars ($1,000,000) with no limiting modifications. b. Workers' Compensation insurance in the statutorily required amount. 8. NON-DISCRIMINATION. The Club shall not discriminate on the basis of race, religion, national origin, sex, color, physical or mental disability, sexual preference, or marital status in admission or access to, or treatment or employment in, its programs and activities. 9. INDEMNIFICATION AND HOLD HARMLESS. The Club agrees to accept responsibility for loss or damage to any person or property, to defend, indemnify, hold harmless and release the City, its Council Members, Officials and employees from actions, claims, damages, disabilities, or the costs of litigation that are asserted by any person or entity to the extent arising out of the negligent acts omissions or willful misconduct of the Club's employees or agents in the performance of this Agreement by Club hereunder. 10. ENTIRE AGREEMENT. This Agreement embodies the entire agreement of the Parties with respect to the subject matters contained herein. This Agreement may be modified or amended, or the provisions hereof waived only by a written instrument signed by the duly authorized representatives of the Parties. 11. SEVERANCE CLAUSE. In case any provision in this Agreement shall be held invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. Boys & Girls Club Services Agreement Page 2 of 4 8  12. CHOICE OF LAW AND FORUM SELECTION: This Agreement shall be governed by the laws of the State of New Mexico, exclusive of choice of law provisions, and venue for any judicial proceeding resulting here from shall lie in the Fifth Judicial District, Chaves County, New Mexico. 13. SUBCONTRACTING. This Agreement is based upon the skill and reliability of the Club. The Club may not subcontract or delegate any portion of the services to be performed under this agreement without prior written approval of the City. 14. ASSIGNMENT. The Club will not assign or transfer any interest in this Agreement or assign any claims for money due or to become due under this Agreement without approval of the City. 15. NOTICES. Communication and notices- required by this Agreement, shall be effective if mailed or delivered to the following address: For the City: For the Club: Attn: City Manager Attn: Chairman City of Roswell Boys & Girls Club of Sierra Blanca P.O. Drawer 1838 134 Reese Drive Roswell, NM 88202-1838 Ruidoso, NM 88345 Boys & Girls Club Services Agreement Page 3 of 4 9  IN WITNESS WHEREOF, this Agreement is executed this ___ day of ____________, 20___. CITY OF ROSWELL: BOYS & GIRLS CLUB OF SIERRA BLANCA: Joseph Neeb, City Manager Glen Cheng, Chairman ATTEST: Sharon Coll, City Clerk Jonas Proctor, Secretary Approved as to form: Aaron Holloman, City Attorney Boys & Girls Club Services Agreement Page 4 of 4 10  APPENDIX A SCOPE OF SERVICES The following services will be provided by the Club: The Club shall provide a service to the citizens of Roswell and Chaves County as a Boys & Girls Club, devoting full time attention and energies to the performance of these duties during the term of this Agreement. The Club shall administer programs available to members targeted towards development of youth under the guidance of the Boys & Girls Club of America. Collect and properly manage membership fees for program participation including a scholarship program or similar as approved by the Club’s board. The Club shall solicit private funding and support for activities and programming. The Club shall be responsible for the daily cleaning and janitorial services of the premises. The Club will be responsible for routine maintenance and repairs including, but not limited to, plumbing fixtures, fire alarms and fire extinguisher inspections, HVAC system and components, kitchen equipment and hardware. The Club will provide for the maintenance and upkeep of the Premises including keeping the area clean and policed at all times, grounds maintained, and updated maintenance practices. The Club will establish a working Board of Directors to direct and support the operations of the Club as well as employing, training, supervising, and directing a staff of employees so as to perform the duties and meet the requirements set forth herein for services including updating policies and procedures. Consult with the City to grow programming, make capital improvements, provide reporting, and develop marketing plans. The Club will pay utility bills for the facility as well as provide liability insurance. Appendix A - Page 1 of 1 11  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 23, 2019 at 4:00 p.m. ACTION REQUESTED: Discuss and provide direction on the Cahoon Park tennis court facility needs. BACKGROUND: Cahoon Park has a tennis court facility consisting of 6 courts. The current facility was built in 1973. Courts 1 and 2 were resurfaced in 2010 and courts 3 and 4 were resurfaced in 2015. Courts 5 and 6 are planned to be resurfaced in 2020. The courts do have some cracking and would need attention to prevent it from worsening. Additionally, Pickleball lines have recently been added to the courts to accommodate this fast-growing activity. The facility also has some bleachers and backboards that should either be replaced or repaired. There are no permanent bathroom facilities nearby. Port-a-potties are maintained near the courts as we have available in many other parks. The courts are open to the public year-round. Private groups may reserve the courts with the Parks and Recreation Department for a fee. Information regarding the usage of the facility and revenue generated is included with this packet. Other tennis facilities are available in the city including the courts at NMMI as well as the Raquet Club. The Parks and Recreation Department has maintained an informal relationship with the Roswell Tennis Association (RTA). This group utilizes these courts for tournaments annually. They do not currently pay the fee to utilize these courts. This group has also installed several shed-type buildings near the facility which they utilize exclusively. We discussed plans to resurface the courts over time with the RTA and have completed 4 out of the 6 courts per the plan that was devised with this group. RTA has also contributed some funding to nets at the courts. FINANCIAL CONSIDERATION: Depending on the needs wishing to be addressed and to what extent, a list of estimated costs for various components of this 12  facility is included. No funds are currently budgeted for this purpose. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: No Committee or Commission has previously reviewed this information. STAFF RECOMMENDATION: Continue with the current plan to resurface courts 5 and 6 in 2020. Repair and paint backboards and replace bleachers. Consider some interim crack filling methods. 13  Cahoon Park Tennis Facility Usage and Cost Estimates Usage: • Roswell Tennis Association – 2 sanctioned tournaments per year on Memorial Day and Labor Day, 2 unsanctioned tournaments per year, use as public other times o SENM Adult Open - 50 players total from last 3 years with 20 outside o Brynn Naylor Tournament – averages 45 players with 16 from outside • Tennis Pro lessons, clinics, and camps Revenue: • City pays for the annual membership in the USTA • Roswell Tennis Association – No fees collected • Tennis Pro programs - $750 to $1,000 annually Cost Estimates: • Court Repair = $28,000 / Court, 6 Courts = $168,000 • New Court Construction = $52,000 / Court, 6 courts = $312,000 • Permanent Public Restroom Facility with a single male and single female facility = $58,000 • Backboard paint and repair = materials already on hand • Bleachers removal and replacement = $4,000 14 15  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 23, 2019 at 4:00 p.m. ACTION REQUESTED: Resolution XX-XX: Discuss and consider recommendation for an increase in the Weekend and Overtime Burial Fee at South Park Cemetery. BACKGROUND: South Park Cemetery conducts burial services throughout the week and works with the city’s three funeral homes to schedule these services. Services are conducted from 9 to 3 Monday to Friday and 9 to 11 Saturday. Staff is available during this time to conduct services. Currently, any services that occur outside of these hours are charged the Weekend and Overtime Burial Fee in addition to the Open and Close Fee. The Weekend and Overtime Burial Fee no longer covers the expense incurred by the department to come in after hours. When conducting services outside normal hours, the department must prepare for and staff the service which results in overtime for the staff. Additionally, the staff must mobilize equipment and utilize fuel to conduct the services. In those circumstances where after hours services occur, this fee will properly support the activities of the department allowing the Cemetery to continue to provide quality service to the citizens of Roswell. Due to the size of the increase, the department will work with the funeral homes to accommodate services during normal hours as much as possible. The department will also notify the funeral homes of the change and implement it accordingly. FINANCIAL CONSIDERATION: The current Weekend and Overtime Burial Fee is $200. The proposed fee is $700. This will help to properly support the services being provided by the department when these services are conducted. In the future, the department will review its fees more regularly to ensure the fees are keeping pace with the expenses of the department. LEGAL REVIEW: Not Applicable 16 BOARD AND COMMITTEE ACTION: Cemetery Board discussed and approved to recommend to the General Services Committee an increase from $200 to $700 for the Weekend and Overtime Burial Fee. STAFF RECOMMENDATION: Recommend approval to City Council of Resolution XX-XX to increase the Weekend and Overtime Burial Fee at South Park Cemetery. 17  RESOLUTION XX-XX A RESOLUTION TO SET THE WEEKEND AND OVERTIME BURIAL FEE CHARGED BY THE CITY FOR SOUTH PARK CEMETERY, A DIVISION OF THE PARKS AND RECREATION DEPARTMENT. WHEREAS, the City of Roswell provides services for the purposes of providing quality burial services to the citizens of Roswell; and WHEREAS, the City of Roswell requires associated fees to be in place for such services; NOW THEREFORE, be it resolved by the governing body of the City of Roswell, New Mexico that the following fees shall be amended and/or charged by the City of Roswell and that these fees shall take effect upon the approval of this resolution: Amended/New Current Fee Description New Unit Current Unit Amount Amount Per Service Per Service Cemetery – Overtime and $700 Outside Normal $200 Outside Normal Burial Fee Business Hours Business Hours ADOPTED, SIGNED, AND APPROVED on this ____ day of _______________ 20___. CITY OF ROSWELL: Dennis J. Kintigh, Mayor ATTEST: Sharon Coll, City Clerk 18  South Park Cemetery After Hours Service Expense 1 Service – 4 Hours 2 Employees per Service $285.74 Office Time $27.19 Locate and Flag $42.30 Fuel (Gas & Diesel) $15.00 Equipment (Backhoe, Tractor, Lowering Device) $282.00 Total Cost: $652.23 Updated January 2019 19  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 23, 2019 at 4:00 p.m. ACTION REQUESTED: Discuss and provide direction on the 2019 General Services Committee meeting schedule. BACKGROUND: The included schedule outlines each regular meeting of the Committee for 2019 and includes adjustments for holidays that impact the schedule. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A BOARD AND COMMITTEE ACTION: Discuss and provide direction on the 2019 General Services Committee meeting schedule. STAFF RECOMMENDATION: Proceed with presented meeting dates. 20  General Services Committee 2019 Meeting Schedule (Every 4th Wednesday of the month at 4:00) Month Day Year January 23 2019 February 27 2019 March 27 2019 April 24 2019 May 22 2019 June 26 2019 July 24 2019 August 28 2019 September 25 2019 October 23 2019 November* 20 2019 December No Meeting *One week early due to Thanksgiving holiday. 21