General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, May 1, 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 Interim Staff Coordinator: Juanita Jennings A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. March 27, 2019 Meeting Minutes 1-2 E. Non-Action Items 2. Director Report to include staff preparations for the Roswell Recreation and Aquatic Center, MOU Agreements with Leagues and other business. 3 F. Action Items 3. Discuss and consider approval of Resolution 19-XX: Fees Charged by the City of Roswell for Services. Services include Roswell Recreation & Aquatic Center Aquatic Fees, Roswell Public Library Meeting Room Fees and Roswell Museum & Art Center Membership Fees. 4-10 a. Back up documentation for Action Item 3 11-27 G. Public Participation H. Adjourn (Next Meeting: May 29, 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: 04-25-19 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall April 3, 2019 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 4:04 p.m. with Chair Sanchez presiding; Councilors Roebuck and Oropesa being present. Councilor Moore being absent. Staff Present: Mike Mathews, Laurie Dudek, Monica Garcia, Damian Cheatham, Jim Burress, Joe Neeb, Juanita Jennings, Juan Fuentes and Anna Aragon. Guests Present: Allison Penn, James Edwards, Troy Oswald, Craig Ballard, Kyle Stokes, Carlos Molina, Steve Dodson, Matthew Shappard, Daniea Parsons, Darnell Hunter, and Brian Casaus. C. APPROVAL OF AGENDA Councilor Oropesa moved to approve the April 3, 2019, Regular General Services Committee meeting agenda with changes to move non-action items to (E) action items. Councilor Roebuck was the second. A voice vote was 3-0, and the motion passed with Councilor Moore being absent. D. APPROVAL OF MINUTES Councilor Roebuck moved to approve the General Services Committee meeting minutes for February 27, 2019. Councilor Oropesa was the second. A voice vote was 3- 0, and the motion passed with Councilor Moore being absent. For the record Councilor Moore joined the meeting at 4:08 pm. E. ACTION ITEMS 1. Financial commitment to purchase a bus for the City of Roswell Transit Department- Ms. Aragon stated the City of Roswell, Pecos Trails Transit System has been approved by FTA and the City of Roswell to purchase a Bus. Transit is requesting for approval to purchase a bus. Ms. Aragon discussed the bus has been approved by the State and Danny Renshaw, Fleet Manager and the total price is $113,478.39, of which $22,695.67 is the City share and $90,782.72 is the State share. Councilor Roebuck moved to recommend approval to City Council for the City of Roswell Transit Department to purchase a bus. Councilor Moore was the second. A voice vote was 4-0, and the motion passed. F. NON-ACTION ITEMS 2. League/Field Use Agreements- The General Service Committee had concerns with the league agreements. Ms. Dudek provided a power point presentation and with the policy regarding league / field use agreements. The leagues discussed their status with the committee. Mr. Burress stated the City of Roswell is currently placing backstops on various fields. 1 3. Roswell Recreation and Aquatic Center-Mrs.Dudek stated staff is ready for the opening the Roswell Recreation and Aquatic Center. Dudek discussed the staffing, programming and logistical information in preparation for the new facility, as well as how both recreation facilities will operate. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 5:59 p.m. 2  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, May 1, 2019 at 4:00 p.m. ACTION REQUESTED: Discuss staff preparations for the Roswell Recreation and Aquatic Center and Director Report that includes MOU agreement with leagues/associations. 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. Additionally, an update on the MOU agreements with leagues/associations will be provided. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A BOARD AND COMMITTEE ACTION: Non-action item. STAFF RECOMMENDATION: Non-action item. 3  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, May 1, 2019 at 4:00 p.m. ACTION REQUESTED: Review and consider approval of Resolution 19-XX Roswell Recreation Division Fee Schedule for the Aquatic Portion of the Roswell Recreation & Aquatic Center, Roswell Public Library Meeting Room Fees, Roswell Museum & Art Center Membership Fees. BACKGROUND: The Recreation Division of the Parks and Recreation Department Is submitting the fee schedule for membership to the Aquatic portion of the Roswell Aquatic and Recreation Center. The documents included with this packet include the following: • Resolution: This is the resolution the Committee is asked to review and consider approval. • Fee Schedule for Publication: This is the fee schedule that will be published and shared with the public • Fees are based upon the findings of the Aquatic Facility Feasibility Study that was conducted by Cousilman Hunsaker January 2017 The Roswell Public Library has three meeting rooms: the Malone Room, Administrative Meeting Area and the Bondurant Room. The Malone Room is used for Library youth programs. The Administrative Meeting area is use for library related meetings. The Bondurant Room is used for the library program and community programs. The Bondurant Room is intended to complement the library’s educational mission to educate, inform or engage the community and to enhance the public experience of the Library. All Library programs held in the Library are free and open to the public. The Roswell Museum and Art Center is submitting a proposal for amendments to the membership fee schedule. The documents included with this packet are: • Schedule of Fees – Proposed Changes • Schedule of Fees of all current activities • Draft of Membership Policy - Informational only. Not under current consideration for City Council approval. 4  • Draft of Museum Membership Levels - Pending City Council approval of rates. This is the document that will guide all information to be published regarding memberships. The Roswell Museum and Art Center has a several decades-old membership program that is administered by Museum staff. The purpose of the program is enhance annual engagement by the public in the many activities offered by the Museum, encourage long-term patronage, and contribute to the Museum’s revenues. FINANCIAL CONSIDERATION: These will be the user fees that are charged to the aquatic users of the Roswell Aquatic & Recreation Center. The amount of revenue that can be generated from these fees will be monitored and tracked for ongoing adjustments and will depend on visitation and usage of our services. The Roswell Public Library charges for the use of the Bondurant Room, which includes set up and equipment. The fee is based on hours used. For four (4) hours or less the fee is $30.00 and for over four (4) hours the fee is $60.00. The Roswell Public Library does not charge the City of Roswell for use of the room. Since 2016 the Library collected $2,374 in use of the Bondurant Room. This means the Library collected fees for between 39 and 79 community programs and the meeting room was used on the average one or two times a month by outside groups. With the removal of the meeting room fee and the increased evening hours the Library is open, we hope that more organizations would use the Library meeting room. We request that a new fee be added to the fee list. If organizations use the meeting room outside of normal Library hours we would like to access a $30.00 fee for each 30 minutes. This fee will be used to cover the cost of overtime for staff who stay late to close the library. Formula for number of meeting room determined by cost collect by fee [2374 ÷ $60 or $30] Formula for average number of community meetings is determined by number of months between January 2016 and February 2019 [38] and number of community programs [39 or 79] 5  The user fees currently bring in about $20,000 in revenue annually. However, the fees are currently low compared to comparable museums and have not been adjusted in more than twelve years. In addition, similar membership programs at city or state-affiliated museums are run by museum foundations, rather than the city or state staff, to allow the monies to directly contribute to programming initiatives organized by the foundation. This is also the case with some departments in the City of Roswell. This allows for a stronger connection between potential donors and the foundation. In consideration of the above, the proposal is to update the rates through the $100 level and to eliminate levels above $100 to encourage donors to connect directly with the Museum’s Foundation. The $100 and below members directly benefit from discounts that are integrated with the Museum’s revenues (ie. discounts on classes and museum store purchases, free planetarium admission, receipt of printed materials). The donors (those that previously gave at above the $100 level) would directly benefit by offerings of the Foundation (ie. wine and cheese receptions, Foundation-funded museum catalogs). LEGAL REVIEW: The donors would also be encouraged to take out a membership at the appropriate level for them. BOARD and/or COMMITTEE ACTION: Not Applicable STAFF RECOMMENDATION: Review and consider approval of Resolution 19-xx: Fee Schedule. Approve Resolution 19-xx: Fee Schedule as presented. 6  RESOLUTION 19-xx A RESOLUTION TO ADOPTING OR AMENDING FEES CHARGED BY THE CITY FOR SERVICES WHEREAS, the City of Roswell as a municipal corporation provides services for the benefit, enjoyment, and edification of its citizens; and WHEREAS, the City desires to provide these services in a cost-effective and efficient manner, balancing the cost in providing a service with any revenue recovered; and WHEREAS, the City desires to establish the fees charged for services as set forth below. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL AS THE GOVERNING BODY OF THE CITY OF ROSWELL, NEW MEXICO, that following fees shall be amended, changed, or implemented by the City of Roswell as shown as Exhibit A attached hereto and incorporated as if set herein. PASSED, ADOPTED, SIGNED and APPROVED___ , . CITY SEAL _____________________________ Dennis Kintigh, Mayor ATTEST: ______________________ Sharon Coll, City Clerk 7  FEE RESOLUTION ATTACHMENT EXHIBIT A CITY OF ROSWELL CURRENT AMENDED/NEW COMMENTS ITEM AREA FEE DESCRIPTION AMOUNT AMOUNT Recreation and 1 Admission Fee - Day (48" & Taller) $0.00 $5.00 Aquatics Center New fee Recreation and 2 Admission Fee - Day (Under 48") $0.00 $3.00 Aquatics Center New fee Recreation and 3 Admission Fee - Day (Senior age 60+) $0.00 $3.00 Aquatics Center New fee Recreation and 4 Admission Fee - Day (Family of 4) $0.00 $13.00 Aquatics Center New fee Recreation and 5 Admission Fee - Season (48" & Taller) $0.00 $100.00 Aquatics Center New fee Recreation and 6 Admission Fee - Season (Under 48") $0.00 $60.00 Aquatics Center New fee Recreation and 7 Admission Fee - Season (Senior age 60+) $0.00 $60.00 Aquatics Center New fee Recreation and 8 Admission Fee - Season (Family of 4) $0.00 $260.00 Aquatics Center New fee Recreation and 9 Admission Fee - Annual (48" & Taller) $0.00 $250.00 Aquatics Center New fee Recreation and 10 Admission Fee - Annual (Under 48") $0.00 $150.00 Aquatics Center New fee Recreation and 11 Admission Fee - Annual (Senior age 60+) $0.00 $150.00 Aquatics Center New fee Recreation and 12 Admission Fee - Annual (Family of 4) $0.00 $650.00 Aquatics Center New fee Recreation and 13 Program Fee - Group Swim Lessons $0.00 $65.00 Aquatics Center 6X 30-minute sessions Recreation and 14 Program Fee - Private Swim Lessons $0.00 $90.00 Aquatics Center 3X 30 minute sessions Recreation and 15 Program Fee - Water Fitness $0.00 $5.00 Aquatics Center 1X 50-minute session Recreation and 16 Program Fee - Lifeguard Certification $0.00 $300.00 Aquatics Center 3 day course, includes uniform Recreation and 17 Lane Rental Fee $0.00 $18.00 Aquatics Center 1 hour, Indoor pool Recreation and 18 Full Pool - indoor $0.00 $300.00 Aquatics Center 2 hour, inlcudes 5 staff and up to 50 guests 8  FEE RESOLUTION ATTACHMENT EXHIBIT A CITY OF ROSWELL CURRENT AMENDED/NEW COMMENTS ITEM AREA FEE DESCRIPTION AMOUNT AMOUNT Recreation and 19 Full Pool - Indoor, additional guest fee $0.00 $32.50 Aquatics Center Each additional 25 guests Recreation and 20 Full Pool - Outdoor $0.00 $500.00 Aquatics Center 2 hour, includes 10 staff and up to 100 guests Recreation and 21 Full Pool - Outdoor, additional guest fee $0.00 $32.50 Aquatics Center Each additional 25 guests Recreation and 22 Yearly Aquatic Membership w/Recreation Access $0.00 TBD Aquatics Center Use of both Aquatic & Recreation Center With the removal of the Meeting Room Fee and the Roswell Public Use of the Bondurant Room. Charge for use of the increased evening hours the Library is open, we 23 $40.00 $0.00 Library Library meeting room for 4 hours or less. hope that more organizations would use the Library meeting room. With the removal of the Meeting Room Fee and the Use of the Bondurant Room. Charge for use of the Roswell Public increased evening hours the Library is open, we 24 Library meeting room for 4 hours or more - for a $60.00 $0.00 Library hope that more organizations would use the Library single day. meeting room. With the removal of the equipment fees and the Roswell Public Use of equipment for the Bondurant Room. Charage increased evening hours the Library is open, we 25 $7.00 $0.00 Library to use computer projector, sound system, hope that more organizations would use the Library meeting room. If organizations use the meeting room outside of Roswell Public Use of the Bondurant Room. outside of normal $30.00 per half 26 $0.00 normal Library hours we would like to access a Library Library Operations. $30.00 per half hour hour $30.00 fee for each 30 minutes. Roswell Museum Annual Museum Membership Fee: Senior - for 27 $15.00 $25.00 and Art Center individuals age 60 and up Annual Museum Membership Fee: Student - for Roswell Museum 28 students age 17 and younger or college students $15.00 Remove level and Art Center with ID Roswell Museum Annual Museum Membership Fee: Educator - for 29 $20.00 $25.00 and Art Center educators teaching pre-K through college Roswell Museum Annual Museum Membership Fee: Friend - $35, change name 30 $25.00 and Art Center household of up to 2 adults and all children under 18 to Individual Roswell Museum Annual Museum Membership Fee: Household - 31 $35.00 $60.00 and Art Center household of up to 2 adults and all children under 18 9  FEE RESOLUTION ATTACHMENT EXHIBIT A CITY OF ROSWELL CURRENT AMENDED/NEW COMMENTS ITEM AREA FEE DESCRIPTION AMOUNT AMOUNT Roswell Museum Annual Museum Membership Fee: Enthusiast - 32 $50.00 Remove level and Art Center household of up to 2 adults and all children under 18 Roswell Museum Annual Membership Fee: Advocate - household of 33 $100.00 No change and Art Center up to 2 adults and all children under 18. Roswell Museum Annual Museum Membership Fee: Patron - 34 $250.00 Remove level and Art Center household of up to 2 adults and all children under 18 Roswell Museum Annual Museum Membership Fee: Benefactor - 35 $500.00 Remove level and Art Center household of up to 2 adults and all children under 18 Roswell Museum Annual Museum Membership Fee: Fellow - 36 $1,000.00 Remove level and Art Center household of up to 2 adults and all children under 18 Roswell Museum 37 Annual Museum Membership Fee: Business Partner - $250.00 Remove level and Art Center Business owner plus benefits for 5 employees Annual Museum Membership Fee: Corporate Roswell Museum 38 Partner - Business owner plus benefits for 10 $500.00 Remove level and Art Center employees Roswell Museum 39 Annual Museum Membership Fee: Corporate Fellow - $1,000.00 Remove level and Art Center Business owner plus benefits for 120 employees 10 Fees and Memberships Reference — Comparison for similar facilities in the region Suggested by Cousilman Hunsaker January 2017 Category Resident Day Non-Res Day Res Annual Non-Res Annual Child $3 $5 $150 $350 Adult $5 $7 $250 $350 Senior $3 $5 $150 $350 Family (up to 4 $13 / $3 $20 / $5 $650 / $150 $1,135 / $350 members) + each additional member Hobbs CORE — Full recreation center: indoor splash pool, therapy pool, competition pool — http://www.corehobbs.com/admission.html — resident rate / non-resident rate Day Week Month Year Youth (<1) FREE / FREE FREE / FREE FREE FREE Youth (1-12) $4 / $7 $12 / $21 $16 / $23 $182 / $262 Teen (13-17) $5 / $8 $15 / $24 $20 / $29 $228 / $330 Adult (18-61) $7 / $10 $20 / $30 $28 / $40 $320 / $456 Senior (61+) $4 / $7 $12 / $21 $16 / $23 $182 / $262 Hobbs Outdoor Pools — outdoor public pools — http://www.hobbsnm.org/pools.html Daily Week Season Family (up to 4) Under 4 FREE FREE FREE FREE 4-62 $2 $10 $75 $150 Over 62 FREE FREE FREE FREE 11 Clovis — Indoor pool, aerobics room — http://www.cityofclovis.org/?page_id=5442 Day 3-11 $2.00 12-59 $3.00 60+ $2.50 Carlsbad Water Park — outdoor, small slides, lazy river — https://www.cityofcarlsbadnm.com/departments/carlsbad-sports-and-recreation-department/carlsbad- water-park/ Daily 20-Pack 50-Pack Under 4 FREE FREE FREE 4-61 $5 $90 $200 Over 61 FREE FREE FREE Las Cruces Regional Aquatic Center — http://www.las-cruces.org/departments/parks-and-recreation/recreation/facilities/las-cruces- regional-aquatic-center 1 Pass 30 Pass 60 Pass 1 hour swim $2 Fitness class $2 $48 $30 Fitness (Senior) $1 12 El Paso — indoor, outdoor, mix of pools — https://www.elpasotexas.gov/parks-and-recreation/aquatics/list-of-aquatic-centers Day 0-17 $2 18-59 $3 60+ $2 Bernalillo County Pools — mix of outdoor, indoor, splash pads — https://www.bernco.gov/community-services/swimming-pools-spray-parks.aspx Day Month Year 5 & Under $2 $25+ $70+ 6-17 $3.25 $25+ $70+ 18-59 $4.25 $25+ $95+ 60+, Military FREE FREE FREE Family (X) — $60+ $225+ Albuquerque Pools — mix of indoor, outdoor — http://www.cabq.gov/parksandrecreation/recreation/swimming/indoor-pools — http://www.cabq.gov/parksandrecreation/recreation/swimming/admission-fees-holidays Day Month Annual 5 & Under $0.50 $3.25 $22 6-12 $2 $14.25 $99 13-17 $2.50 $21 $143 18-54 $3 $25.25 $176 55+, Military $1 $10 $66 Family (2 Ad, 6 Ch) — $49.50 $275 13 Alamogordo — Outdoor pool — https://ci.alamogordo.nm.us/275/Pool Alamogordo Lap Swim Open Swim Gym Weight Rm Full Facility Youth (3-17) - n/a $21 $21 $28 $56 10 pass Youth (3-17) - n/a $54 $54 $60 $120 30 pass Adult (18-54) - $32 $21 $21 $32 $64 10 pass Adult (18-54) - $72 $54 $54 $70 $144 30 pass Senior (55+) - $28 $21 $21 $28 $56 10 pass Senior (55+) - $60 $54 $54 $60 $120 30 pass Day Pass $4 $3 Los Alamos — https://www.losalamosnm.us/government/departments/community_services/parks_recreation_an d_open_spaces/aquaticcenter/fees Day 10-Pass Annual 0-17 $2.50 $19 $199.50 18-59 $3.75 $31.50 $320.25 60+ $3 $23 $250 Family $750.75 14 15 16 17  SCHEDULE OF FEES CITY OF ROSWELL - LIBRARY March, 19. 2019 # DEPARTMENT DESCRIPTION AUTHORITY LOCATION AMOUNT COMMENTS Roswell Public Library Ploicy for Bondurant Room Use Adopted March Library Board Manual - 30/half day Meeting Room 17, 1981. Revised 2/1986, 1/1993, 8/1998, 9/2002, 1/2009, 1/2011, Library Board of Library Meeting Spaces and $60 for 1 Fees Library and 9/2011. Currently being reviewed by the Library Board of Trustee Trustees Procedure LB0003 full day Roswell Public Library Ploicy for Bondurant Room Use Adopted March Library Board Manual - Meeting Room 17, 1981. Revised 2/1986, 1/1993, 8/1998, 9/2002, 1/2009, 1/2011, Library Board of Library Meeting Spaces 2 Equipment Fee Library and 9/2011. Currently being reviewed by the Library Board of Trustee Trustees Procedure LB0003 $7.00 per day Roswell Public Library Ploicy for Bondurant Room Use Adopted March Library Board Manual - Meeting Room 17, 1981. Revised 2/1986, 1/1993, 8/1998, 9/2002, 1/2009, 1/2011, Library Board of Library Meeting Spaces $30.00 per 3 Fee Library and 9/2011. Currently being reviewed by the Library Board of Trustee Trustees Procedure LB0003 half hour New fee to cover the cost of Library Staff overtime. 18  SCHEDULE OF FEES CITY OF ROSWELL - ROSWELL PUBLIC LIBRARY March 19. 2019 CURRENT AMENDED/NEW ITEM AREA FEE DESCRIPTION AMOUNT AMOUNT Use of the Bondurant Room. Charge for use of the Library meeting 1 Roswell Public Library $40.00 $0.00 room for 4 hours or less. Use of the Bondurant Room. Charge for use of the Library meeting 2 Roswell Public Library $60.00 $0.00 room for 4 hours or more - for a single day. Use of equipment for the Bondurant Room. Charage to use computer 3 Roswell Public Library $7.00 $0.00 projector, sound system, Use of the Bondurant Room. outside of normal Library Operations. $30.00 per half 4 Roswell Public Library $0.00 $30.00 per half hour hour 19 1.0 Purpose: The Roswell Public Library, recognizing the diverse nature of the community with the varied needs of its citizens offers meeting rooms for groups in the community to educate, inform, or engage the community. Meeting rooms are not intended to be public forums for public speech and expression, rather they are intended to complement the library’s educational mission and enhance the public experience of the library. Permission to use meeting space does not imply endorsement or approval of the displayer’s beliefs, policies, or programs by the Roswell Public Library Board of Trustees or staff. 2.0 Definitions: 2.1 Meeting Spaces: This includes Bondurant Room, Malone Room, Administrative Meeting Area and other areas within the Roswell Public Library where meetings might take place. 2.2 Confirmed Meeting Space: Application form signed at least 4 calendar days before the event. 3.0 General Guidelines: 3.1 Meeting spaces are provided to enhance the library services offered to the community. 3.1.1 Library sponsored programs have priority over any other use of the facility. 3.2 The use of meeting spaces may be used by civic groups, service clubs, nonprofit organizations, educational or governmental units, and others whose aims are educational, cultural and for civic betterment. 3.2.1 The meet space may not be used for meetings which are commercial or which further an individual goal. 3.2.2 Other types of meetings may be approved at the discretion of the Library Director. 3.3 Permission will be denied to any group whose purpose is illegal or whose conduct would interfere with the work of the Library because of noise or other factors. 3.4 No political candidate or propositional materials, commercial promotions, or private events are eligible for use of the Library meeting spaces. 3.5 No admission fee may be charged, donations solicited, or a collection taken at any meeting. 3.5.1 Exceptions may be made in the case of Library sponsored activities 20  3.6 Use of meeting space(s) does not constitute endorsement by the Roswell Public Library Board of Trustees, or staff 3.7 No smoking is allowed in the Roswell Public Library. 3.8 No alcoholic beverages may be served. 3.9 No beverages containing red dye will be served. 3.10 All spills will be reported to Library staff. 3.11 Fire Department regulations will be observed. 3.12 Nothing will be affixed to the walls. 3.13 Groups failing to vacate the room on the agreed upon ending time will be accessed an additional fee. Fees will be agreed upon in advance. 4.0 Making Reservation of Meeting Space(s): 4.1 Reservation will be filled on a first-come basis. 4.2 Reservations need to be confirmed at least 10 calendar days before the event. 4.2.1 To confirm a reservation the Application for use of the Meeting Space form must be completed by organization, agreement signed. 4.3 Meeting may be made 4 months in advance of the event. 5.0 User Responsibility 5.1 In accepting the use of the meeting space(s), the person or organization making the reservation will be held responsible for the proper conduct of those attending and the expense caused by any damage. 5.2 Meeting will be in compliance with the Americans with Disabilities Act. 5.3 The Library Board of Trustees, Library staff, or City of Roswell assumes no responsibility for organization’s property that may be damaged. 5.4 It is the responsibility of the group to pay for damage to equipment, furniture, or room that occurs during their meeting. 5.5 When the use of the meeting space requires extra service the expense will be borne by the user. The amount will be agreed upon in advance. Library Board of Trustee Ratification Date: 21  SCHEDULE OF FEES CITY OF ROSWELL ‐ MUSEUM 9‐Apr‐19 # DEPARTMENT DESCRIPTION AUTHORITY LOCATION AMOUNT COMMENTS After discussing with previous Museum Director and reviewing several years of Board of Trustee minutes, a date for adoption of membership Senior Level ‐ core benfits for ages 60 and up. | Summary of core rates by the Board of Trustees was not able to be verified and as such, it benefits: All Museum members receive mailings of quarterly Information found in is assumed that the rates were set by Museum staff. Updates were newsletter and exhibition and event announcement cards; discounts membership brochure and approved by the Museum Board of Trustees at April 15, 2019 meeting on classes and museum store purchases. Memberships encourage Museum Director and on website. No specific and are reflected in the Fee Description document. This level was Membership participation and belonging, and may inspire donor‐level Museum Board of policy or membership fee recommended for fee increase by Museum Board of Trustees at April 15, 1 Fees Museum engagement. Trustees document could be located. $ 15.00 2019 meeting. Museum Director and Membership Student Level ‐ core benefits for ages 17 and under and college Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 2 Fees Museum students with ID Trustees No current location $ 15.00 2019 meeting. Educator Level ‐ for pre‐K through college teachers; receives core Museum Director and Membership benefits and research library and teacher resource center check‐out Museum Board of Recommended for fee increase by Museum Board of Trustees at April 3 Fees Museum priviledges Trustees No current location $ 20.00 15, 2019 meeting. Museum Director and Membership Museum Board of Recommended for fee increase by Museum Board of Trustees at April 2 Fees Museum Friend Level ‐ for an individual; receives core benefits Trustees No current location $ 25.00 15, 2019 meeting. Museum Director and Membership Household Level ‐ core benefits extended to household of 1 or more, Museum Board of Recommended for fee increase by Museum Board of Trustees at April 3 Fees Museum plus all children under 18 Trustees No current location $ 35.00 15, 2019 meeting. Museum Director and Membership Enthusiast ‐ Upper division membership, receives core benefits and Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 4 Fees Museum annual member's tour Trustees No current location $ 50.00 2019 meeting. Museum Director and Membership Advocate ‐ Upper division membership, receives core benefits, Museum Board of 3 Fees Museum annual member's tour, and RMAC exhibition catalogues Trustees No current location $ 100.00 Patron ‐ Upper division membership, receives core benefits, annual Museum Director and Membership member's tour, RMAC exhibition catalogues, behind‐the‐scenes tour, Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 4 Fees Museum and store gift Trustees No current location $ 250.00 2019 meeting. Benefactor ‐ Upper division membership, receives core benefits, Museum Director and Membership annual member's tour, RMAC exhibition catalogues, behind‐the‐ Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 5 Fees Museum scenes tour, store gift, and VIP breakfast with the director Trustees No current location $ 500.00 2019 meeting. Fellow ‐ Upper division membership, receives core benefits, annual member's tour, RMAC exhibition catalogues, behind‐the‐scenes tour, Museum Director and Membership store gift, VIP breakfast with the director, and 20% facility rental Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 4 Fees Museum discount Trustees No current location $ 1,000.00 2019 meeting. Business Partner ‐ Patron benefits for the business owner, plus Museum Director and Membership household benefits for 5 employees and 10% discount on facility Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 5 Fees Museum rental Trustees No current location $ 250.00 2019 meeting. Corporate Fellow ‐ Business Partner benefits for the business owner, Museum Director and Membership plus household benefits for 10 employees, private tour for Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 6 Fees Museum employees, and 15% discount on facility rental Trustees No current location $ 500.00 2019 meeting. Corporate Fellow ‐ Corporate Partner benefits plus household Museum Director and Membership benefits for 120 employees, private tour for employees, and 20% Museum Board of Recommended for removal by Museum Board of Trustees at April 15, 5 Fees Museum discount on facility rental Trustees No current location $ 1,000.00 2019 meeting. Rental fees have not been approved by Board of Trustees from what Facility Use Rental information can be found and were set by the Museum Director around 6 Facility Rental Museum Bassett Auditorium ‐ 1/2 day during open hours Museum Director Agreement $ 250.00 2006. Facility Use Rental 7 Facility Rental Museum Bassett Auditorium ‐ full day during open hours Museum Director Agreement $ 500.00 Facility Use Rental 6 Facility Rental Museum Bassett Auditorium ‐ after hours, 5‐10 pm Museum Director Agreement $ 1,000.00 Facility Use Rental 7 Facility Rental Museum Classrooms A & B ‐ 1/2 day during open hours Museum Director Agreement $ 25.00 22  SCHEDULE OF FEES CITY OF ROSWELL ‐ MUSEUM 9‐Apr‐19 # DEPARTMENT DESCRIPTION AUTHORITY LOCATION AMOUNT COMMENTS Facility Use Rental 8 Facility Rental Museum Classrooms A & B ‐ full day during open hours Museum Director Agreement $ 50.00 Facility Use Rental 7 Facility Rental Museum Classrooms A & B ‐ after hours, 5‐10 pm Museum Director Agreement $ 350.00 Facility Use Rental 8 Facility Rental Museum Courtyard ‐ 1/2 day during open hours Museum Director Agreement $ 50.00 Facility Use Rental 9 Facility Rental Museum Courtyard ‐ full day during open hours Museum Director Agreement $ 100.00 Facility Use Rental 8 Facility Rental Museum Courtyard ‐ after hours, 5‐9 pm Museum Director Agreement $ 350.00 Planetarium ‐ 1/2 day during open hours, does not include show or Facility Use Rental 9 Facility Rental Museum use of programming equipment Museum Director Agreement $ 250.00 Planetarium ‐ full day during open hours, does not include show or Facility Use Rental 10 Facility Rental Museum use of programming equipment Museum Director Agreement $ 500.00 Planetarium ‐ after hours, 5‐9 pm, does not include show or use of Facility Use Rental 9 Facility Rental Museum programming equipment Museum Director Agreement $ 1,000.00 City of Roswell, Cost Recovery Guideline, Roswell Museum and Art Center, Planetarium City Council, ratified Robert H. Goddard 10 Fees Museum Adult (16‐59) October 17, 2017 Planetarium $ 5.00 City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 11 Fees Museum Child (4‐15) October 17, 2018 Goddard Planetarium $ 3.00 City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 10 Fees Museum Tots (3 and under) October 17, 2019 Goddard Planetarium Free City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 11 Fees Museum Senior (60+)/Military October 17, 2020 Goddard Planetarium $ 3.00 City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 12 Fees Museum RMAC Member October 17, 2021 Goddard Planetarium Free City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 11 Fees Museum Roswell Resident October 17, 2022 Goddard Planetarium $ 3.00 City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 12 Fees Museum Group Admission (Up to 30 People) October 17, 2023 Goddard Planetarium $ 90.00 City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 13 Fees Museum Group Admission (Up to 60 People) October 17, 2024 Goddard Planetarium $ 110.00 City of Roswell, Cost Planetarium City Council, ratified Recovery Guideline, RMAC, 12 Fees Museum Group Admission (Up to 96 People) October 17, 2025 Goddard Planetarium $ 130.00 Museum Magazine and Adult Ceramics Classes ‐ 8 weeks, 3 hours per week instruction and website, no specific policy or 13 Classes Museum open studio time during regular musuem hours Museum Staff guideline $ 130.00 23  SCHEDULE OF FEES CITY OF ROSWELL ‐ MUSEUM 9‐Apr‐19 # DEPARTMENT DESCRIPTION AUTHORITY LOCATION AMOUNT COMMENTS Museum Magazine and Children's Ceramics Classes ‐ 6 weeks, one hour to 1 1/2 hours per website, no specific policy or 14 Classes Museum week of instruction, depending on age Museum Staff guideline $60‐$75 Museum Magazine and Adult Studio Art Classes (not ceramics), rate varies based on website, no specific policy or 13 Classes Museum instructor fee, supplies, and length of class Museum Staff guideline $35‐$125 Museum Magazine and Children's Studio Art Classes (not ceramics), rate varies based on website, no specific policy or 14 Classes Museum instructor fee, supplies, and length of class Museum Staff guideline $25‐$95 Museum Magazine and Kid's Art Camp ‐ full day, 8 hours per day, 5 days, rate varies based on website, no specific policy or 15 Classes Museum instructor fees and supplies Museum Staff guideline $150‐$250 Museum Magazine and Kid's Art Camp ‐ half day, 4 hours per day, 5 days, rate varies based website, no specific policy or 14 Classes Museum on instructor fees and supplies Museum Staff guideline $75‐$125 Museum Magazine and Kid's Space Camp ‐ rate is based on 3 half‐day sessions and varies website, no specific policy or 15 Classes Museum based on supplies Museum Staff guideline $45‐85 Museum Magazine and Space, Look and Storybook ‐ Children's program for ages 3‐6 years website, no specific policy or 16 Classes Museum old, hour long, weekly sessions, one month per year. Per session fee. Museum Staff guideline $5‐$10 Special Event Fees may apply for lecture, presentation, or other Museum Magazine and irregular opportunity such as a festival or planetarium laser show to website, no specific policy or 16 Special Events Museum help defray the expense of the presentation. Museum Staff guideline $5‐$25 Generally No specific policy or $0.25‐$500, guideline has been set with some Merchandise in Museum Store relates to themes from collections beyond verbal agreements jewelry and Museum Store and exhibitions. Prices are generally set at 50%‐100% above with Director and Musuem art up to Merchandise Museum wholesale rate. Museum Staff Store Manager. $1500. 24  SCHEDULE OF FEES ‐ PROPOSED CHANGES CITY OF ROSWELL ‐ ROSWELL MUSEUM AND ART CENTER 15‐Apr‐19 CURRENT AMENDED/NEW ITEM AREA FEE DESCRIPTION AMOUNT AMOUNT Roswell Museum and Annual Museum Membership Fee: Senior ‐ for individuals age 60 1 $15.00 $25.00 Art Center and up Roswell Museum and Annual Museum Membership Fee: Student ‐ for students age 17 and 2 $15.00 Remove level Art Center younger or college students with ID Roswell Museum and Annual Museum Membership Fee: Educator ‐ for educators teaching 3 $20.00 $25.00 Art Center pre‐K through college Roswell Museum and Annual Museum Membership Fee: Friend ‐ household of up to 2 $35, change name 4 $25.00 Art Center adults and all children under 18 to Individual Roswell Museum and Annual Museum Membership Fee: Household ‐ 2 adults and all 5 $35.00 $60.00 Art Center children under 18 residing in household Roswell Museum and Annual Museum Membership Fee: Enthusiast ‐ household of up to 2 6 $50.00 Remove level Art Center adults and all children under 18 Roswell Museum and Annual Membership Fee: Advocate ‐ household of up to 2 adults 7 $100.00 No change Art Center and all children under 18. Roswell Museum and Annual Museum Membership Fee: Patron ‐ household of up to 2 8 $250.00 Remove level Art Center adults and all children under 18 Roswell Museum and Annual Museum Membership Fee: Benefactor ‐ household of up to 9 $500.00 Remove level Art Center 2 adults and all children under 18 Roswell Museum and Annual Museum Membership Fee: Fellow ‐ household of up to 2 10 $1,000.00 Remove level Art Center adults and all children under 18 Roswell Museum and Annual Museum Membership Fee: Business Partner ‐ Business 11 $250.00 Remove level Art Center owner plus benefits for 5 employees Roswell Museum and Annual Museum Membership Fee: Corporate Partner ‐ Business 12 $500.00 Remove level Art Center owner plus benefits for 10 employees Roswell Museum and Annual Museum Membership Fee: Corporate Fellow ‐ Business 13 $1,000.00 Remove level Art Center owner plus benefits for 120 employees 25 1.0 Purpose: The Roswell Museum and Art Center has a membership program that encourages engagement in the museum’s current activities and programs, and develops long-term loyalty and support of the museum. Membership allows patrons to look beyond a single visit and invest in a yearlong experience with an expectation of visiting regularly and supporting the museum’s mission and an organization about which they care. Engagement through the membership program champions the relationship between the museum and its audiences to sustain the future. The fees collected allow for a contribution towards revenue for the City of Roswell and offset the discounts and benefits provided to members. 2.0 Definitions: 2.1 Membership: An annual, fee-based program that provides benefits to enrollees. 2.2 Members: The individuals recognized in a membership. For example, one membership may include multiple members depending on the level purchased. 2.3 Expiration Date: The day one year after the initial purchase of a membership. 2.4 NARM: North American Reciprocal Museum Association 3.0 General Guidelines: 3.1 Memberships are annual, based on the time of initial purchase. 3.2 Memberships renewed after the expiration date, will still reflect the annual renewal date. 3.3 Memberships are open to any adult 18 and over. Members under 18 will need to be part of a household membership. 3.4 Household memberships cover two adults and any children or grandchildren in the family under 18 years old. 3.5 Household memberships may be purchased as a Dual membership to cover either two named people or one named person who then receives a guest card. If only one adult is named, that adult must be present in order for guest to receive member benefits. If two people share a Dual membership, there are no guest benefits included. 3.6 The names listed on a membership may be changed if there has been a change in the family’s circumstances, such as a death, move, or a change in relationship status. Name change requests, including the reason for the change, must be sent in writing to museum@roswell-nm.gov or mailed to Membership, Roswell Museum and Art Center, 1011 N. Richardson Avenue, Roswell, NM 88201. 26  3.7 Members receive a renewal notice before and after their expiration date (if not yet renewed online or via mail) based on the member’s communication preferences. 3.8 Roswell Museum and Art Center membership cards will grant members at the $100 level free general admission and/or discounts at more than 1,000 NARM institution member museums sponsored by the North American Reciprocal Museum Association (NARM). Special exhibits, planetariums, or theaters may not be included. To find a museum near your travel destination, visit the NARM website (narmassociation.org). Members are encouraged to call ahead to their destination museum to confirm their benefits. 3.9 Memberships may be purchased as gifts. Interested parties are encouraged to contact the Museum’s Guest Services Coordinator for details. 3.10 Memberships are not refundable in whole or in part. 3.11 Memberships are revocable licenses. The museum reserves the right to refuse or revoke membership without refund and/or deny admittance for non-compliance with applicable rules and terms or for inappropriate conduct. Purchase of an annual membership does not entitle the purchaser to renewal in a subsequent year. 3.12 Membership levels, benefits, and prices are subject to change without notice. 3.13 Postal mailings for international members is not available, however members will still receive email communications if email address is provided. 3.14 A membership payment is only tax deductible to the extent it exceeds the value of the benefits provided in exchange. The City of Roswell encourages those wishing to claim a deduction for federal income tax purposes to speak with a tax professional. 4.0 Benefits: 4.1 Museum admission for all members. 4.2 One Robert H. Goddard Planetarium admission for all regularly scheduled shows for each member during each visit. Benefit excludes special showings such as laser shows. 4.3 10% discount in the Museum Store. 4.4 Discounts on Museum-sponsored classes, workshops, and youth camps. This excludes workshops presented by partnering organizations at the Museum including the RMAC Foundation and the Pecos Valley Potters Guild. 4.5 Subscription to Museum Magazine and receipt of exhibition and event mailings. 4.6 Members at the $100 level receive free admission and/or discounts at over 1000 NARM member institutions in North America. Museum Board of Trustee Ratification Date: Pending approval 27