General Services Committee (Discontinued as of March 2024)

Regular Meeting of the General Services Committee Held in the Conference Room at City Hall August 28, 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 19-37. B. ROLL CALL The meeting convened at 4:30 p.m. by Chair Sanchez with Councilors Roebuck and Moore present. Councilor Oropesa was absent. Staff Present: Bill Morris, Marcus Gallegos, Marge Woods, Deanna Garcia, Anna Aragon, Juanita Jennings, Mike Mathews, Trent Moore and Enid Costley. Guests Present: Ann Dunn, Carolyn Mitchell, Bob Edwards, Ivan Hall, Jim Curry, Councilor Jeanine Best, and Jessica Walker. C. APPROVAL OF AGENDA Councilor Roebuck moved to approve the August 28, 2019 regular General Services Committee meeting agenda as presented. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. D. APPROVAL OF MINUTES 1. Councilor Roebuck moved to approve the General Services Committee meeting minutes for June 26, 2019. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. E. NON-ACTION ITEMS 2. Discussion/Update: Softball Field Netting Project. Trent Moore reported that they received prints from the architect a week ago and sent out for pricing. He reported that contractors had some questions and will be meeting with them on Friday to discuss. Councilor Sanchez asked if we had a diagram of what is being proposed. Trent Moore replied that we do but is a general plan that shows the location of post and structural items but will email what is available. 3. Discussion/Update: Bike Rental Program. Marcus Gallegos reported on the details of the proposed program costs, operations and concerns. He also reported on the reported fees associated with the program. Councilor Roebuck asked if the residents would be renting the bikes at those rates. Marcus Gallegos responded that he did not know the need for this service but did report that during summer tourist visiting the aquatic center  possibly could be interested in such a program. Councilor Moore expressed appreciation for those advocating for this project and acknowledge that a decision needs to be made. Councilor Sanchez stated that there are many things involved in the program and we want to make sure things are done right. Bob Edwards stated that a year ago they went to the Parks and Recreation Commission to discuss the program and still waiting on legal and insurance. Mr. Edwards offered to assist with the cost and offered at the Aquatic Center to be used in the Spring River Corridor. Councilor Sanchez stated that the biggest issue of concern is the liability. Bob Edwards asked if someone asked the insurance about this. Councilor Roebuck suggested a pilot program next summer for three months to try out without long term commitments and reevaluate during this period. Juan Fuentes stated that they have reached out to the New Mexico Self Insurers Fund and reported that they do not have members they insure for such a program and were surprised to hear about Ruidoso. The insurance asked for details of the program emailed prior to making a determination. Councilor Best suggested the foundation do a pilot program for three months and if it works then the city can take it over. Bob Edwards responded that they fund projects and can’t speak for the foundation members. Larry Connolly suggested to check with the insurance in regards to the golf carts used in the golf course. Councilor Roebuck requested something be presented at the next meeting for a vote. 4. Discussion/Update: Roswell Recreation and Aquatic Center Policies & Procedures, Emergency Plan, Fees and United Pool Operations Plan. Marcus Gallegos reported on the policies & procedures, emergency plan and United Pool operational plan used at the Aquatic Center. Councilor Roebuck asked about the restroom policy. Marcus Gallegos responded that the policy was in place due to security reasons and the building was designed to control who enters the facility. Councilor Roebuck asked about the raincheck and no-refund policy. Marcus Gallegos responded that it is on case by case basis but refunds are not returned at the cash register but processed through payables. Councilor Roebuck asked about the in and out policy. Marcus Gallegos responded that part of it is to keep track of how many people are in the pool but are lenient and use discretion. Councilor Roebuck asked about United Pools documents in regards to the wrist bands. Jessica Walker, United Pools, responded that they have provided additional detail information and notices to clarify the use of the wristbands. Councilor Roebuck asked about the rules were about the slides. Jessica Walker responded they have height sticks and the rule is 48 inches and if they cannot swim they can’t go down the slide. Councilor Sanchez and Councilor Roebuck debated the questions asked and information provided. Councilor Moore suggested that policies should be discussed with those who wrote them. Marcus Gallegos responded that he was asked to place them on the agenda to discuss them if there were any questions. F. ACTION ITEMS 5. Discussion/Action: Discuss and recommend conceptual approval of the Cielo Grande Master Plan. Bill Morris presented a PowerPoint presentation on the conceptual Cielo Grande Master Plan. Councilor Roebuck stated that he was not ready to approve a plan and needed more discussion on its purpose. Councilor Moore stated she likes the idea of knowing the purpose of the park and uses. Councilor Best stated that at the Infrastructure Committee was suggested a workshop on this and the next presentation. Councilor Roebuck made a motion to table to the next General Services meeting. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. 6. Discussion/Action: Conceptual approval of the Cahoon Park Channel and Pavilion Project. Bill Morris presented a PowerPoint presentation on the conceptual plan for the Cahoon Park Channel and Pavilion project. Councilor Moore asked where the bathrooms were located. Bill Morris responded they could look at that. Councilor Sanchez asked about the size of the pavilion. Bill Morris responded about 45 by 60 feet and would be wired for power. Councilor Roebuck stated that overall was a good concept but would like it phased in possibly three phases. Councilor Best asked about the parking and suggested this item be in the workshop as well. Councilor Roebuck made a motion to table to the next General Services meeting. Councilor Moore was the second. A voice vote was 3- 0 and the motion passed with Councilor Oropesa being absent. 7. Discussion/Action: Cost Recovery Policy and Adult Learning Center Fees. Juan Fuentes reported on the cost recovery policy and fees implemented in 2018. Councilor Roebuck provided some background on the how the items were presented by staff in 2018 and stated that the cost recovery guidelines had many internal conflicts and can’t have one recovery target that applies to everything. Councilor Roebuck made a motion to recommend to full Council to rescind the cost recovery guidelines that was ratified May 10, 2018. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. Councilor Moore felt this was one thing the city should reconsider and not necessarily should be about making money for the services provided. She felt it is more about making money what is more important is the quality of life and caring about the veterans, children and people. Councilor Roebuck asked about the letter from the Pecos Valley Quilters and fee charged. Marcus Gallegos responded that it was based on the current fee guidelines. Councilor Roebuck suggested a contract would make more sense. Councilor Moore asked if the request is to postpone the implementation of the fees to provide for a deeper analysis by staff. Marcus Gallegos responded that is the recommendation to delay the  implementation of the fees to do a deeper analysis. Juanita Jennings suggested that when the motion is made that the delay be related to those fees that apply to the Adult Center only. Carolyn Mitchell stated that one of the problem for the quilters pay $500 a year for rent and done it for years. She mentioned they made modifications to the room and give back to the community. Ken Wonderleck stated he spends a lot of time in the Adult Center playing dominos and other activities. He mentioned that the entrance fees for the Adult Center be abolished in its entirety. Alan Dunn stated he started playing pool at the Senior Center and have enjoy the entertainment and visiting with peers. He stated that he agrees with others in regards with the removing the fees from the center. Councilor Best asked why can’t some of the members or organizations assist the city to write grants to help with the maintenance or improvements with the center. Councilor Roebuck stated that it was not staffs doing but oversight by the Council and are working to fix it. Councilor Roebuck made a motion to recommend to the full council delay of implementation of the fees adopted July 12, 2018 related to the Adult Center. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. 8. Discussion/Action: Review and Ranking of Enrichment Capital Projects. Juan Fuentes reported on the process for reviewing the projects by the various committees for some departments and identifying those projects to be included in the Infrastructure Capital Improvement List (ICIP). The committee along with staff present reviewed the projects and identified the following to be included in the ICIP list. • Convention Center o #2 HVAC o #4 Fencing • Cemetery o Committee deferred list of projects to the full Council. • Facilities o #2 City Hall Deferred Maintenance • Library o #7 Repair and Replace Leaky Roof o #13 Library Bookmobile • Museum  o #5 Museum Store Move, Lobby Renovation and Creation of Family Gallery/Design/Construction o #8 New Flooring • Parks o #6 All-Inclusive Park • Zoo o #4 Phase 2 – Prairie and Forest • Athletics o #2 Ball Fields (Design/Construct) o #4 Tennis Court Upgrades • Golf Course o Committee deferred list of projects to the full Council. • Public Affairs o #2 Visitor Center LED Sign o #4 Visitor Center expansion • Recreation o #6 Adult Center Facelift. Councilor Roebuck recommended this item be increased to $200,000. • Transit o #10 Bus Stops o #11 Security for building and vehicles. Councilor Roebuck made a motion to recommend to the full council the projects discussed and identified for the ICIP list. Councilor Moore was the second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 8:06 p.m.