General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL AMENDED GENERAL SERVICES COMMITTEE AGENDA Wednesday, May 27, 2020 at 4:30 p.m. Roswell Convention & Civic Center 912 N. Main St. - Meeting Room A Roswell, NM 88201 Committee Chair: Barry Foster Committee Vice Chair: Angela Moore Committee Members: Jeanine Best, Juan Oropesa Staff Liaison: Juan Fuentes CALL TO ORDER ROLL CALL APPROVAL OF AGENDA APPROVAL OF MINUTES 1. Consider approval of the April 22, 2020 meeting minutes. Page 3 ACTION ITEMS 2. Consider recommending to full Council adoption of the Interlibrary Loan Code for the United States for the Roswell Public Library. Page 5 3. Termination of RFP 20-003 – RTF Facility Sale Page 11 4. Award ITB 20-010; E. 5th St. Sewer Rehab Project Phase II Page 13 NON-ACTION ITEMS 5. Boys & Girls Club Interim Activities at the Roswell Recreation and Aquatic Center. Page 16 6. Library Roof Replacement Project. Page 17 CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS 7. Roswell Public Library Page 18 8. Roswell Museum and Art Center Report. Page 21 9. Pecos Trails Transit Report. Page 23 10. Recreation Department Report. Page 24 11. Parks Department Page 25 12. Cemetery Department Page 26 13. Golf Course Page 27 14. Zoo Page 28 PULIC PARTICIPATION 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 20-26. 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: 05-22-20 ADJOURN (Next Meeting: June 24, 2020 at 4:30 p.m.) THE PUBLIC IS ENCOURAGED TO PARTICIPATE ELECTRONICALLY THROUGH THE GOTO MEETING APPLICATION AND NOT PHYSICALLY ATTEND DURING THE PANDEMIC. TO ATTEND THE GENERAL SERVICES COMMITTEE MEETING BY GO-TO- MEETING General Services Wed, May 27, 2020 4:00 PM - 6:30 PM (MDT) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/845363045 You can also dial in using your phone. United States: +1 (312) 757-3121 Access Code: 845-363-045 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/845363045 Help desk – 500-0587 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 20-26. 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: 05-22-20 3 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall April 22, 2020 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. ROLL CALL The meeting convened at 4:30 p.m. by Chair Foster with Councilors Best, Moore and Oropesa present. Staff Present: Mike Mathews, Marcus Gallegos, Caroline Brooks, Enid Costley and Juan Saenz. APPROVAL OF AGENDA Councilor Oropesa moved to approve the April 22, 2020 regular General Services Committee meeting agenda as presented. Councilor Best was the second. A voice vote was 3-0 and the motion passed. APPROVAL OF MINUTES 1. Councilor Oropesa moved to approve the General Services Committee meeting minutes for January 22, 2020. Councilor Best was the second. A voice vote was 3-0 and the motion passed. ACTION ITEM(S) 2. Consider recommending to full Council approval of the Roswell Public Library Strategic Plan for 2020 to 2023. Enid Costley presented a PowerPoint presentation on the Public Library Strategic Plan covering three areas of improvement: Service Goals, Building Improvements and Management of the Roswell Public Library. Councilor Best moved to recommend approval and place on consent agenda for the City Council. Councilor Moore was the second. A voice vote was 4-0 and the motion passed. NON-ACTION ITEM(S) 3. Boys & Girls Club Interim Activities at the Roswell Recreation and Aquatic Center. Marcus Gallegos provided an update on the discussions between Boys & Girls Club of Chavez & Lincoln Counties and his team to host the B&C Club for their summer program in 2020. Tim Coughlin, President & CEO, provided a brief overview of the need and proposed use of the facility while the Boys & Girls Club building is under renovation. The next step would be to develop an agreement between both parties for use of the center for the summer programs. 3 4 CHAIR COMMENTS, REPORTS, ANNOUNCEMETS 4-11. There were no questions presented to staff. PUBLIC PARTICIPATION None ADJOURNED The meeting adjourned at 5:23 p.m. 4 5 CITY OF ROSWELL General Services Committee Roswell Convention & Civic Center Meeting Room A – 912 N. Main St. Wednesday, May 27, 2020, 4:30 p.m. ACTION REQUESTED: Consider approval the Adoption of the Interlibrary Loan Code for the United States for the Roswell Public Library BACKGROUND: Initiated by: Enid Costley In 2020, the Roswell Public Library cancelled cataloging services with the vendor OCLC. As a result, our records with OCLC have not been updated and OCLC will not provide an interlibrary loan module to the Roswell Public Library after June 30, 2020. The alternative is to use the ILLiad Interlibrary Loan System through the New Mexico State Library. To participate in ILLiad Interlibrary Loan System, Roswell Public Library must agree to the Interlibrary Loan Code for the United States. A copy of the Interlibrary Loan Code for the United States is attached with explanatory statements. Interlibrary Loan Service is considered a basic service for New Mexico Public Libraries. Basic services are provided free to the public and are required to be considered a public library in New Mexico. Providing basic library services is required to receive State Aid Funds. FINANCIAL CONSIDERATION: There are no new costs to us to use the ILLiad Interlibrary Loan System. The ILLiad Interlibrary Loan System is offered free to public libraries in New Mexico who do not have subscribe to OCLC services. We already pay postage when sending items to a library for the items we are loaning. We also pay the postage to items, which we return to a loaning library. We use State Aid Funds to pay for the postage for Interlibrary Loan items. LEGAL REVIEW: The City Attorney has reviewed the Interlibrary Loan Code for the United States on May 20th. BOARD AND COMMITTEE ACTION: The Roswell Public Library Board of Trustees has not met to discuss the adoption of the Interlibrary Loan Code for the United States. This abstract and a copy of the code have been sent to the members of the Roswell Public Library Board of Trustees for their comment. STAFF RECOMMENDATION: Approve the adoption of the Interlibrary Loan Code for the United States ATTACHMENTS ATT 1 - Interlibrary Loan Code for the United States. 5  6 Interlibrary Loan Code for the United States Prepared by the Interlibrary Loan Committee, Reference and User Services Association (RUSA), 1994, revised 2001. Revised by the Codes, Guidelines, and Technical Standards Committee, Sharing and Transforming Access to Resources Section (STARS) 2008 and 2015. Approved by RUSA Board January 11, 2016. Download ALA Interlibrary Loan Request Form (Fillable PDF). The Interlibrary Loan Code below is accompanied by clarifying text from the Explanatory Supplement in the box insets. The supplementary material is intended to amplify specific sections of the official Code, providing fuller explanation and specific examples for text that is intentionally general and prescriptive. Libraries are expected to comply with the Code, using the Supplement as a source for general direction. Introduction 2.0 Purpose The Reference and User Services Association, acting for the American 2.1 The purpose of interlibrary loan as defined by this code is to obtain, Library Association in its adoption of this code, recognizes that the sharing upon request of a library user, material not available in the user's local of material between libraries is a core library service and believes it to be in library. Interlibrary loan is primarily intended to provide a requesting the public interest to encourage such an exchange. individual with a physical loan of a defined duration or a non-returnable copy or scan from another library. In the interest of providing quality service, libraries have an obligation to obtain material to meet the informational needs of users when local From the Explanatory Supplement: resources do not meet those needs. Interlibrary loan (ILL), a mechanism Interlibrary loan (ILL) is intended to complement rather than to for obtaining material, is essential to the vitality of all libraries. substitute for good library collections built and managed to meet the routine needs of local library users. ILL is based on a tradition The effectiveness of the national interlibrary loan system depends upon of sharing resources between various types and sizes of libraries participation of libraries of all types and sizes. and the belief that no library, regardless of its size or budget, is completely self-sufficient. When policy and circumstances This code establishes principles that facilitate the requesting of material by warrant, interlibrary loan may also be used to obtain materials a library and the provision of loans or copies in response to those requests. that are owned by the local library but which are not available because they are damaged, missing, or checked out. Though From the Explanatory Supplement: some libraries are net borrowers (borrow more than they lend) The U.S. Interlibrary Loan Code, first published in 1916 and and others are net lenders (lend more than they borrow), the adopted by The American Library Association in 1917, is system of interlibrary loan rests on the belief that all libraries designed to provide a code of behavior for requesting and have something to contribute and should be willing to lend if they supplying material within the United States. The code is are willing to borrow. intended to be adopted voluntarily by U.S. libraries and is not enforced by an oversight body. However, as indicated below, supplying libraries may suspend service to requesting libraries 3.0 Scope that fail to comply with the provisions of this code. 3.1 This code regulates the exchange of material between libraries in the This interlibrary loan code describes the responsibilities of United States. libraries to each other when requesting material for users. From the Explanatory Supplement: Technology has expanded access options beyond traditional Domestic Transactions library-to-library transactions, including unmediated requests and This code is intended to provide guidelines for exchanges direct-to-user delivery. This code makes provision for such between libraries in the United States when no other agreement options while at the same time affirming the responsibility of the applies. The code does not override individual or consortial patron's library for the safety and return of the borrowed material, agreements or regional or state codes which may be more liberal or for paying the cost of a non-returnable item sent directly to the or more prescriptive. patron. The interlibrary loan of special collections materials is regulated The Interlibrary Loan Code reflects established practices. by the Guidelines For Interlibrary And Exhibition Loan Of Special However, libraries and other information centers are encouraged to explore and use non-traditional means when available to Collections Materials (2012) by the American Library Association ensure maximum accessibility and convenience for users. and Association of College and Research Libraries, Rare Books and Manuscripts Section. 1.0 Definitions 3.2 United States libraries are encouraged to engage in interlibrary loan with libraries in other countries. International transactions are governed by 1.1 Interlibrary loan is the process by which a library requests material the International Federation of Library Associations and Institutions. from, or supplies material to, another library. From the Explanatory Supplement: From the Explanatory Supplement: International Transactions In this code, “Interlibrary Loan” refers to transactions between two The conduct of international interlibrary loan is regulated by the libraries. Transactions between libraries and commercial rules set forth in the International Federation of Library document suppliers or library fee-based services are contractual Associations and Institutions’ (IFLA) document “International arrangements beyond the scope of these guidelines. Resource Sharing and Document Delivery: Principles and The terms "requesting library" and "supplying library" are used in Guidelines for Procedure (2009).” preference to "borrowing" and "lending" to cover the exchange of Although the U.S. shares a common border with Canada and copies as well as loans. Mexico, it is important to remember that these countries have their own library infrastructures and practices. The IFLA Principles and Guidelines regulate the exchange of material 1.2 In this code, "material" includes books, audiovisual materials, and other between institutions across these borders. Further, U.S. returnable items as well as copies of journal articles, book chapters, librarians would be wise to inform themselves of customs excerpts, and other non-returnable items. requirements that take precedence over library agreements when material is shipped across these national borders. 6  7 4.0 Responsibilities of the Requesting Library 4.5 Identify libraries that own the requested material. Check and adhere to the policies of potential supplying libraries. 4.1 Establish, promptly update, and make available an interlibrary borrowing policy. From the Explanatory Supplement: From the Explanatory Supplement: Identifying Appropriate Suppliers Written Policies Requesting libraries should use all resources at their disposal to A library's interlibrary borrowing policy should be available in a determine ownership of a particular title before sending a request written format and readily accessible to all library users. Whenever to a potential supplier. Many libraries contribute their holdings to possible the borrowing policy should be posted on the library's major bibliographic utilities such as DOCLINE and/or OCLC, and Web site. most make their individual catalogs freely available via the Internet. Interlibrary loan discussion lists are also sources for the requesting library to verify and/or locate particularly difficult items 4.2 Ensure the confidentiality of the library user. when other options are exhausted. From the Explanatory Supplement: The requesting library is encouraged to use resources such as the Confidentiality OCLC Policies Directory or the DOCLINE Institution Information to ILL staff should adhere to the American Library Association's determine lending policies, including any applicable charges, Code of Ethics (2008), specifically principle III, that states: "We before requesting material. protect each library user's right to privacy and confidentiality with respect to information sought or received and resources 4.6 When no libraries can be identified as owning the needed material, consulted, borrowed, acquired or transmitted." requests may be sent to libraries believed likely to own the material. Interlibrary loan transactions, like circulation transactions, are From the Explanatory Supplement: confidential library records. Interlibrary loan personnel are Sending Unverified Requests encouraged to be aware of local/state confidentiality rules and Despite the requirements in sections 4.3 and 4.5 that an item laws as they relate to interlibrary loan transactions. Requesting should be completely and accurately described and located, the libraries are discouraged from including a user's name on a code recognizes that it is not always possible to verify and/or request submitted to a supplier. If individually identifying locate a particular item. For example, a request may be sent to a information is needed on a request, appropriate steps, such as potential supplier with strong holdings in a subject area or to the using identification numbers or codes rather than users’ names, institution at which the dissertation was written. should be taken to maintain confidentiality. Policies and procedures should be developed regarding the 4.7 Transmit interlibrary loan requests electronically unless otherwise retention of ILL records and access to this information. ILL specified by the supplying library. personnel should also be aware of privacy issues when posting requests for assistance or using ILL requests as procedural From the Explanatory Supplement: examples. See the following documents from the American Library Transmitting the Request Association's Office for Intellectual Freedom: Policy concerning The code stipulates electronic communication. For many libraries, Confidentiality of Personally Identifiable Information about Library sending requests electronically means using the ILL messaging Users (2004) and Confidentiality and Coping with Law systems associated with DOCLINE, OCLC, other products that Enforcement Inquiries: Guidelines for the Library and its Staff use the ISO ILL Protocol, or structured email requests. (n.d.). Lacking the ability to transmit in this fashion, check the potential supplier’s policies for preferred methods of submission. If no other preferred method is specified, an ALA Interlibrary Loan 4.3 Describe completely and accurately the requested material following Request Form or its equivalent should be used. Whatever accepted bibliographic practice. communication method is used, the requesting library should From the Explanatory Supplement: identify and use the appropriate address for ILL requests. Complete Bibliographic Citation The requesting library should include a street address, a postal A good bibliographic description is the best assurance that the box number, an IP address, and/or an email address to give the user will receive the item requested. Rather than detail these supplying library delivery options. descriptive elements, the code requires the requesting library to include whatever data provides the best indication of the desired material, whether an alphanumeric string or an extensive 4.8 Comply with U.S copyright law (Title 17, U.S. Code) and be aware of bibliographic citation. The important point is that this description related guidelines for copy requests. be exact enough to avoid unnecessary work on the part of the From the Explanatory Supplement: supplier and frustration on the part of the user. Copy Requests The requesting library is responsible for complying with U.S. 4.4 Note any special requirements regarding the format needed, specified copyright law (Title 17, USC), in particular, the provisions of shipping address, or use to be made of the material on the request sent to sections 107 (Fair use) and 108 (Reproduction by libraries and potential supplying libraries. archives). In addition, there may be related regulations, guidelines, policies, and/or procedures to take into consideration From the Explanatory Supplement: such as the CONTU Guidelines (1979). Special Requirements Because returnable materials borrowed via interlibrary loan are 4.9 Assume responsibility for borrowed material from the time it leaves the traditionally intended for individual use of a defined duration, the supplying library until it has been returned to and received by the supplying requesting library should communicate with the supplying library in library. This includes all material shipped directly to and/or returned by the advance if the material is needed for other uses, such as course user. If damage or loss occurs, provide compensation or replacement, in reserves, classroom or other group viewing of audio-visual accordance with the preference of the supplying library. material, or for an extended loan period, especially of a textbook. Other examples of special requirements that should be clearly From the Explanatory Supplement: indicated in original requests to potential suppliers include, but are Responsibility for Materials not limited to, a particular format, edition, language, an alternate Although the number is small, some material is lost or damaged at library shipping address or the address of the user’s home, rush some point along the route from the supplier and back again. This delivery, or scanning with wide margins for replacement pages, section clearly states that the requesting library is responsible for etc. the material from the time it leaves the supplying library until its 2 7  8 From the Explanatory Supplement: From the Explanatory Supplement: Responsibility for Materials (continued) Due Date and Use Restrictions (continued) safe return to the supplying library. The requesting library's items being due on a specific date rather than referencing a “loan responsibility for this loss is based on the concept that if the period.” However, it returns to the pre-1994 concept that the due request had not been made, the material would not have left the date specified by the supplying library is the date by which the supplier's shelf, and thus would not have been put at risk. item is due to be checked in at the requesting library for return to If the requesting library asks for delivery at a location away from the supplying library. the library (such as to the user's home), the requesting library is The stated purpose of the 1994 change to defining the due date likewise responsible for the material during this delivery and return clearly as “the date the material must be checked in at the process. supplying library” was to bring ILL practice into alignment with automated circulation procedures and to facilitate system Borrowed items should be returned in the condition in which they interoperability. While the 1994 definition is clear, its were received at the requesting library. In particular, a requesting library should never affix adhesive labels or tape directly to any implementation requires estimating shipping times and back- dating from the lender’s due date to arrive at a due date for the borrowed item. The requesting library should also return sufficient end user. Doing so reliably has proven to be difficult, even for identifying information with the material to allow the supplying library to identify the request and process the return quickly. libraries using state-of-the-art interlibrary loan management systems. The emphasis on returning items to supplying library shelves by a certain date when no recall has been issued seems 4.10 Pay promptly any service, replacement, or damage fees charged by counterproductive. Since both circulation and interlibrary loan the supplying library. systems support recalls when necessary and since circulation systems have long included the ability to assign grace periods to From the Explanatory Supplement: categories of users and/or items, it seems reasonable to define Service, Replacement, and Damage Fees the due date as the date by which the item is due to be checked in The requesting library should clearly state on the request an at the requesting library for return to the supplying library. amount that meets or exceeds the charges of suppliers to which The requesting library is responsible for ensuring compliance with the request is sent or the request may go unfilled. The requesting any use restrictions specified by the supplying library, such as library is responsible for payment of any service fees charged by "library use only" or "no photocopying,” and for returning materials the supplying library that are less than or equal to the amount to the supplying library promptly following check in. stated on its request. Libraries are encouraged to use electronic invoicing capabilities such as OCLC's Interlibrary Loan Fee Management (IFM) system or the Electronic Fund Transfer 4.13 Request a renewal before the item is due whenever possible. If the System (EFTS). supplying library does not respond, the requesting library may assume that The requesting library should use a payment method accepted by a renewal has been granted, extending the due date by the same length of the supplying library. If the requesting library is unable to pay time as the original loan. using the supplying library’s accepted methods, it should not send From the Explanatory Supplement: a request to that library. Renewals It is the responsibility of the requesting library to pay invoices When the supplying library denies a renewal request, the material received or to notify the supplying library of any billing questions should be returned by the original due date or as quickly as no later than six months from the billing date for the charges in possible if the renewal is denied after the due date has passed. question. The requesting library should also make every attempt to resolve billing questions within six months of notifying the 4.14 Respond immediately if the supplying library recalls an item. All supplying library of an apparent billing error. borrowed material is subject to recall at any time. Although the code stipulates that the requesting library is required From the Explanatory Supplement: to pay if billed for a lost or damaged item, the supplying library is Recalls not necessarily required to charge for a lost item. In the case of The response to a recall may be the immediate return of the lost material, the requesting and supplying libraries may need to material, or timely communication with the supplying library to work together to resolve the matter. For instance, the library negotiate a new due date. shipping the material may need to initiate a trace with the delivery firm. In any case, a final decision regarding replacement, repair, or When the material has been recalled, the requesting library is compensation rests with the supplying library. encouraged to return the material via an expedited delivery carrier such as UPS, FedEx, or USPS Priority Mail. 4.11 Assume full responsibility for user-initiated transactions. 4.15 Package material to prevent damage or loss in shipping and comply From the Explanatory Supplement: with any special instructions stated by the supplying library. Responsibility for Unmediated ILL Requests Some requesting libraries permit users to initiate online ILL From the Explanatory Supplement: requests that are sent directly to potential supplying libraries. A Shipping requesting library that chooses to allow its users to order materials It is the ultimate responsibility of the requesting library to return through interlibrary loan without mediation accepts responsibility materials in the same condition in which they were received. for these requests as if they have been placed by library staff. The It is the responsibility of the requesting library to follow the supplying library may assume that the user has been shipping and packaging requirements, including insurance and authenticated and authorized to place requests and that the preferred shipping method, as stipulated by the supplying library. requesting library assumes full responsibility for transaction Packaging is defined as the outer material, which may be a box, charges, the safety and return of material, and the expense of padded envelope, etc. Wrapping is defined as an inner covering replacement or repair. for the item such as paper or bubble wrap. 4.12 Honor the due date and enforce any usage restrictions specified by If no shipping or packaging methods are specified, the requesting the supplying library. Unless otherwise indicated, the due date is defined library's regular form of shipment should be used. as the date by which the material is due to be checked in at the requesting If packaging material has been used previously, remove or mark library for return to the supplying library. out old addresses, postal marks, etc. to avoid misdirection. Do not From the Explanatory Supplement: reuse old, frayed, ripped, or decaying packaging and wrapping Due Date and Use Restrictions materials. Clearly address all packages with both the destination This code incorporates elements of both pre- and post-1994 and return addresses properly attached to the packaging material. codes with regard to due dates. It keeps the post-1994 concept of 8 3  9 From the Explanatory Supplement: From the Explanatory Supplement: Shipping (continued) Service, Replacement, and Damage Fees (continued) In accordance with United States Postal Service guidelines, tape If charging for services or for lost/damaged items, the supplying is the preferred sealing method on all types of packages. Staples library should make every effort to allow for a variety of payment are strongly discouraged in order to prevent injury to staff and/or options (e.g. OCLC IFM, EFTS, IFLA vouchers, credit cards, damage to materials. acceptance of replacement copies). Use wrapping and packaging material that is appropriate to the It is the responsibility of the supplying library to send final bills for size and format of the material being shipped. Too small or too service no later than six months after the supply date, final large packaging will not adequately protect materials during overdue notices no later than six months after the final due date, transportation. Remember to use appropriate wrapping to avoid and final bills for replacement of lost material no later than one shifting and damage. year after the final due date. The supplying library should resolve billing questions within six months of receiving notice of an For special collections materials, consult Guidelines For apparent billing error. Interlibrary And Exhibition Loan Of Special Collections Materials (2012) by the American Library Association and Association of College and Research Libraries, Rare Books and Manuscripts 5.4 Consider filling all requests for material regardless of format or the Section. collection in which it is housed. From the Explanatory Supplement: 4.16 Failure to comply with the provisions of this code may result in Material Format or Collection suspension of service by a supplying library. Supplying libraries are encouraged to lend as liberally as possible regardless of the format of the material requested, while retaining From the Explanatory Supplement: the right to determine what material will be supplied. It is the Suspension of Service obligation of the supplying library to consider the loan of material Repeated or egregious breaches of this code may result in the on a case by case basis. Supplying libraries are encouraged to requesting library's inability to obtain material. Examples of actions lend audiovisual material, microformats, serials, and other that may result in suspension include repeated failure to return categories of material that have traditionally been non-circulating. loans in a timely manner, multiple lost or damaged items, allowing For special collections materials, supplying libraries are "library use only" items to leave the library, or failing to pay the encouraged to consult Guidelines For Interlibrary And Exhibition supplier's charges. A supplying library should not suspend service to a requesting library without first attempting to resolve the Loan Of Special Collections Materials (2012) by the American Library Association and Association of College and Research problem(s). Libraries, Rare Books and Manuscripts Section. If permitted by copyright law, the supplying library should consider 5.0 Responsibilities of the Supplying Library providing a copy in lieu of a loan rather than giving a negative 5.1 Establish, promptly update, and make available an interlibrary lending response. policy, contact information, and a service schedule. Supplying libraries should be aware of the provisions of license From the Explanatory Supplement: agreements for electronic resources that may either permit or Lending Policy prohibit use of an electronic resource to fill interlibrary copying The lending policy should be clear, detailed, and readily available requests. Interlibrary loan staff are encouraged to work with those to requesting libraries. The policy should include among other negotiating licenses for electronic resources to include favorable things, schedule of fees and charges, non-circulating item types, terms for interlibrary loan. loan periods and renewal policies, current shipping instructions, If a supplying library prefers to provide a loan instead of a copy penalties for late payments, etc. The supplying library is strongly (e.g. article is too many pages to scan, citation is actually an entire encouraged to fill requests for all types and classes of users, and journal issue, etc.), the supplying library should contact the all types of libraries, regardless of their size or geographic requesting library to secure their permission first before sending location. The supplying library is encouraged to establish as the item. If a loan is accepted, the requesting library then generous a loan period as its local environment allows. assumes responsibility if the item is lost or damaged before its The supplying library is encouraged to make its lending policy, return to the supplying library. contact information, and service schedule available on the library's web site, and in resources such as the OCLC Policies Directory or DOCLINE Institution Information. 5.5 Process requests in a timely manner, recognizing the needs of the requesting library and/or the requirements of the resource sharing system 5.2 Ensure the confidentiality of the library user. being used. If unable to fill a request, respond promptly and state the reason the request cannot be filled. From the Explanatory Supplement: Confidentiality From the Explanatory Supplement: The supplying library has a responsibility to safeguard the Timely Processing confidentiality of the individual requesting the material. The The supplying library has a responsibility to act promptly on all sharing of the user's name between requesting and supplying requests. The response should be sent via the same method the library is not, of itself, a violation of confidentiality. However, the requesting library used to send the request, or by otherwise supplying library should not require the user's name if the contacting the requesting library directly. Some resource sharing requesting library chooses not to provide it. If the name is systems such as OCLC and DOCLINE have built-in time periods provided, the supplying library needs to take care not to divulge after which requests will either expire or be sent to another the identity of the person requesting the material. institution. The supplying library should respond before this time elapses rather than allowing requests to time-out. 5.3 If it is necessary to charge service fees, make available a fee schedule Providing a reason for an unfilled request helps the requesting as part of an interlibrary lending policy. Bill any service, replacement, or library determine what additional steps, if any, may be taken to damage fees promptly. obtain the requested item. For example, "non-circulating" indicates the item is likely available for on-site use while "in use" indicates From the Explanatory Supplement: that another request at a later date might be filled. Providing no Service, Replacement, and Damage Fees reason or simply stating "policy problem" or "other" without Supplying libraries are encouraged to fill requests without charge providing further explanation deprives the requesting library of when possible. If charging for services, the supplying library may important information and can lead to time-consuming follow-up only charge an amount less than or equal to the amount a for both libraries. requesting library has indicated they are able and/or willing to pay. A supplying library may add a surcharge for expedited delivery, but no fee should be added to a routine service charge for delivering a document electronically. 9 4  10 From the Explanatory Supplement: From the Explanatory Supplement: Timely Processing (continued) Delivery and Packaging (continued) Prior to updating a request as filled or unfilled, the potential • provide a return address including a complete street supplier should request additional information and/or negotiate address if asking for return via UPS, FedEx, etc. (Many special loan terms, use restrictions and/or return shipping supplying libraries find it safer and more cost effective to requirements, as needed, by contacting the requesting library ship all material via expedited carriers). Supplying libraries through the resource sharing system or directly via email, phone, are encouraged to enclose an accurate and complete etc. return mailing label. Timely processing of a loan or copy may involve branch libraries • work with the requesting library when tracing a lost or and/or other library departments, such as circulation, special damaged item if the commercial delivery firm is collections, and/or the mailroom. The interlibrary loan department responsible for reimbursement for losses in transit. is responsible for ensuring that material is delivered expeditiously, irrespective of internal library organizational responsibilities. 5.9 Respond promptly to requests for renewals. If the supplying library does not respond, the requesting library may assume that a renewal has been granted, extending the due date by the same length of time as the 5.6 Send sufficient information to identify the particular request when filling original loan. or communicating about requests. From the Explanatory Supplement: From the Explanatory Supplement: Renewals Identifying the Request The supplying library should respond affirmatively or negatively to The supplying library should send sufficient identifying information all renewal requests. The supplying library is encouraged to grant with the material to allow the requesting library to identify the the renewal request if the material is not needed by a local user. request and process it quickly. Such information may include a copy of the request, the requester's transaction number, or the 5.10 The supplying library may recall loaned material at any time. user's ID or name. Failure to include identifying information with the material can unduly delay its processing and may risk the From the Explanatory Supplement: safety of the material. Recalls The supplying library may recall material at its discretion at any 5.7 Indicate the due date, any restrictions on the use of the material, and time. However, it often is more effective to request the material on any special return packaging or shipping requirements. The due date is ILL for a local user rather than to recall material on loan to another defined as the date the material is due to be checked in at the requesting library. library for return to the supplying library. 5.11 Deliver copies electronically whenever possible. Provide complete From the Explanatory Supplement: and legible copies, and adhere to any special scanning instructions of the Due Date, Use Restrictions, and Shipping Requirements requesting library. Although it is the responsibility of the requesting library to ensure the safe treatment and return of borrowed material, the supplying From the Explanatory Supplement: library should provide specific instructions with the item and in the Copy Requests resource sharing system when it is lending material that needs Comply with U.S. copyright law or applicable license agreements special handling. These instructions might include the requirement when providing copies. that material be used only in a monitored special collections area, When scanning, the supplying library should provide a copy that no photocopying, library use only, specific return closely reproduces the original article or chapter in appearance, packaging/shipping instructions, etc. The supplying library should legibility, and completeness with appropriate attention paid to not send "library use only" material directly to a user. image color and clarity, margins, page orientation, and any The supplying library should clearly indicate the due date. Unless accompanying references, plates, or appendices. otherwise indicated, the due date is defined as the date by which Respond promptly to resend requests (e.g. missing pages, the material is due to be checked in at the requesting library for margins cut off, poor images, unreadable text, etc.). return to the supplying library. Supplying libraries should implement a grace period before sending overdue notices to account for items in transit back from the requesting library. 5.12 The supplying library may suspend service to a requesting library if it fails to comply with the provisions of this code. 5.8 Ship material by the fastest method reasonably available to the location From the Explanatory Supplement: specified by the requesting library. Package loaned material to prevent Suspension of Service damage or loss. A supplying library may suspend service to a requesting library From the Explanatory Supplement: following repeated or egregious breaches of this code. Examples Delivery and Packaging of actions that may result in suspension include repeated failure to The delivery location specified by the requesting library may be return loans in a timely manner, multiple lost or damaged items, the requesting library itself, a branch library, departmental library, allowing "library use only" items to leave the library, or failing to or the individual user. pay the supplier's charges. A supplying library should not suspend service without first attempting to address the problem(s) with the It is the responsibility of the supplying library to: requesting library. • judge whether an item is suitable for shipment and circulation. If a damaged item is sent, the supplying library should note all prior damage and not hold the requesting library responsible for this damage. Examples include loose pages/spine, liquid damage, or significant markings and defacement. • take care that the material it sends out is adequately packaged to protect the item from damage or loss even though the requesting library will be held responsible for material damaged in shipment. • specify the shipping method, as well as any insurance requirement, for returning materials and if any special wrapping or packaging is required. See section 4.15 above for definitions and other important information regarding wrapping and packaging. 10 5 11 CITY OF ROSWELL General Services Committee Roswell Convention & Civic Center Meeting Room A – 912 N. Main St. Wednesday, May 27, 2020, 4:30 p.m. ACTION REQUESTED: Recommendation of Termination RFP-20-003 (2nd Posting) City Property Sale, Roswell Test Facility (RTF). BACKGROUND: Initiated by: William Morris, AICP, CZO, CDD Director. The Evaluation Committee recommended to reject this proposal which would allow staff to negotiate with other parties since this is the second attempt to achieve a successful RFP. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: This item has been reviewed by Legal. BOARD AND COMMITTEE ACTION: Recommendation of Termination RFP-20-003 (2nd Posting) City Property Sale, Roswell Test Facility (RTF) to June 11, 2020 City Council consent agenda. STAFF RECOMMENDATION: Recommendation of Termination RFP-20-003 (2nd Posting) City Property Sale, Roswell Test Facility (RTF). 11 12 12 13 CITY OF ROSWELL General Services Committee Roswell Convention & Civic Center Meeting Room A – 912 N. Main St. Wednesday, May 27, 2020, 4:30 p.m. ACTION REQUESTED: Consider award of ITB-20-010, E. 5th St. Sewer Rehab Project to J&H Services of Albuquerque, NM in the amount of $161,744.56, which includes GRT. BACKGROUND: Initiated by: Louis Najar Bid opening for ITB-20-010 was held on April 14, 2020. Three bids were received. Upon review of bids, JH Services Inc. is recommended as the lowest qualified bid. Attached is award recommendation letter and bid tabulation. FINANCIAL CONSIDERATION: The FY2020 Sewer Department budget is funding this project. LEGAL REVIEW: Not Applicable for this agenda item. BOARD AND COMMITTEE ACTION: Consider award of ITB-20-010, E. 5th St. Sewer Rehab Project to J&H Services of Albuquerque, NM in the amount of $161,744.56 to June 11, 2020 City Council consent agenda. STAFF RECOMMENDATION: Proceed with recommendation as presented. 13 14 April 17, 2020 To: Lupita Everett Chief Procurement Officer Re: Recommendation of Award E. 5th St. Sewer Rehab Project Phase II Bid No. ITB-20-010 Bids received on April 14, 2020 for the subject project have been reviewed. A Bid Tabulation Sheet is attached. Engineer’s estimate was $187,737.78. Three bids were received as follows: (Amounts include Tax of 7.8333%) 1. Ferguson Construction of Lovington, NM : $ 73,191.85 2. J&H Services of Albuquerque, NM: $161,744.56 3. Adame Construction of Los Lunas, NM $185,958.53 Upon completion of review, the low bid from Ferguson Construction is rejected. This bid is deemed unbalanced. Review of the bid costs, show the bid amounts were undervalued. Upon further review, Ferguson Construction did not visit the site prior to bidding per Section 5 of INSTRUCTION AND INFORMATION FOR BIDDERS stated in the bid documents. Thus, the 2nd low bidder J&H Services is deemed the qualified low bid. I hereby recommend award of this project to J&H Services of Albuquerque, NM in the amount of $161,744.56. If you have any questions please contact me. Sincerely, Louis Najar, P.E. City Engineer 14 15 15 16 CITY OF ROSWELL General Services Committee Roswell Convention & Civic Center Meeting Room A – 912 N. Main St. Wednesday, May 27, 2020, 4:30 p.m. ACTION REQUESTED: Discussion item: Boys & Girls Club Interim Activities at the Roswell Recreation & Aquatic Center BACKGROUND: Initiated by: Marcus Gallegos The Boys & Girls Club of Chavez County currently housed at 201 S. Garden Ave, is due to begin renovation construction soon that will temporarily displace their operations. Seeking a solution to continue serving their youth, The Roswell Recreation & Aquatic Center was discussed as a possible building to house their program during their construction. Discussions on the phone and in person with Tim Coughlin, president & CEO of the Boys & Girls Club of Chavez & Lincoln Counties, & his team we agreed in principal that we could host the B&G Club for their summer program in July 1,2020. By allowing B & G Club to operate their summer program at the RRAC, meant that the Recreation department would not be able to host their regular summer recreation activities. A final draft of the MOU between the City and The B&G Club has been agreed upon. The B&G Club is planning for a possible start date of July 1, 2020. The agreement and program is contingent on the Governor increasing the child/adult ratio from 5 to 1 to a 9 to 1 child/adult ratio. If the ratio is not increased the B& G Club feels the program cannot be viable and will have to cancel. FINANCIAL CONSIDERATION: Information and discussion only LEGAL REVIEW: Information & discussion only BOARD AND COMMITTEE ACTION: Information & discussion only STAFF RECOMMENDATION: Information & discussion only 16 17 CITY OF ROSWELL General Services Committee Roswell Convention & Civic Center Meeting Room A – 912 N. Main St. Wednesday, May 27, 2020, 4:30 p.m. ACTION REQUESTED: Discussion item: Library Roof Replacement Project. BACKGROUND: Initiated by: Abraham Chaparro Proposed removal of Spanish Tile roofing system, remove and replace compromised wooded structure beneath roof. Replace with standing seam metal roofing system. New roofing system hold a 25-year warranty. Color choice of Terra Cotta has been chosen. The project was ranked 9 from a list of 30 projects in the ICIP and did make the top 5 for legislative funding. In June, Committees will review the Master Project List of reporting departments’ for prioritization and funding. FINANCIAL CONSIDERATION: Proposed cost of $65,000 with 10% contingency (Estimated). LEGAL REVIEW: Information & discussion only BOARD AND COMMITTEE ACTION: Information & discussion only STAFF RECOMMENDATION: Information & discussion only 17 18 Roswell Public Library April 2020 April 30, 2020 marked the 44th day since the Roswell Public Library closed its doors to the public to stop the spread of COVID-19. Roswell Public Library is considered a non- essential city service, with a medium exposure risk to spreading COVID-19. A medium exposure risk level is defined as one where staff has frequent or close contact with people. Currently, most of the library staff has been reassigned tasks in other departments, such as city administration, facilities, finance, IT, payroll, sanitation, safety, and transit. Two staff members are on leave and three library staff report to the Library. Accomplishments Changes in Service While the library provides online books and recorded books through Overdrive, and state database TumbleBooks, some people prefer to have access to our physical collection. Access to books, music, audio books and DVDs is offered through a concierge service in which the public phones in to request items, and library staff retrieves the items, checks them out and delivers to the library patron’s trunk in the alley between 10:00 a.m. and 6:00 p.m., Monday through Friday. Service Models – A new service model for the library is been driven by funding and safety. Although a library budget has not yet been approved by Roswell City Council, we are anticipating a significant cut in both personnel levels and the operation budget that will have an impact on the services provided. Building Improvements Reopening of the Roswell Public Library - Attached is a reopening plan for the Roswell Public Library. Included in the plan are installation of sneeze guards at the public services desk, purchase of an outside book drop and a book drop for the lobby, and installing a drive-up service window. We have spoken to the New Mexico State Library staff and have verbal approval that most of the expenses related to these building improvements will be reimbursable through GO Bond funds. The exception will be the concrete slab for the book drop, which is considered construction. Library Windows – A window on the west side of the library has cracked. We believe this is due to the building settling. We have asked for a quote to replace the window along with three other windows that have lost their seal. Koi Pond – Work has been completed on trompe l’oeil painting of the stream and water life along the west and north sides of the children’s area where carpet was removed. 18 19 Service Improvements Fiction Collection – We have completed moving the fiction collection and have added shelf markers to assist with finding popular authors. Nonfiction Collection - We have also completed the shifting and adjusting shelves for the nonfiction collection and are in the process of adding shelf markers. Children’s Picture Book Collection – We are continuing to add labels on the picture books so that parents and children may more easily find commonly requested books (bear, cat, dinosaur, dog, farm, pirate, princess, school or truck). We are marking first and second grade readers. Project Progress U.S. Census Information – The bilingual coloring books have been distributed to children through the school meal program (Grab and Go). The Roswell Public Library is promoting the Census by putting flyers in the “Library On The Go” bags. Library Budget Request – We resubmitted our budget with $283,538.80 in cuts and prepared a document for City Administration on the impact of budget cuts on library service. E-rate application – The Library received notice that it has been awarded $7,276.80 for its internet service. This represents 80% reimbursement of the Library’s internet costs. As requested by Finance Department, we included the grant award in the Library budget. Green Estate - Mr. Green died May 1, 2019 and left his entire estate minus two specific bequests to the Roswell Public Library. The specific bequests have been honored and now the law firm of Hennighausen and Olsen would like to convey the properties to the Library. This includes property located at 928 Davidson Drive in Roswell ($85,000), 1999 Dodge Stratus ($1,200), jewelry ($1,000), household goods ($2,000) and cash ($60,454). Clean-up the Patron Database – We have completed an estimated 80% of the patron database clean up. This involves removing from the SirsiDynix database the patron records for fees and fines over five years old. We make notes of the patron record and update the Excel spreadsheet. School Readiness Program – Completed the English version of the online school readiness program for children, birth to 18 months. 19 20 Plans for May Summer Reading Program – Implement an online summer reading program for the community. School Readiness Program – Complete the English version of the online school readiness program for children 2 to 3 years old. Genealogy Collection – Work with the Historical Society for Southeast New Mexico to evaluate the Roswell Public Library’s Genealogy Collection. Reference Collection – Research to determine a core collection of Reference for Public Libraries Library Website – Update the Library website. This will involve learning how to use the software. Issues and Concerns Library Park The Library Park is owned by the Roswell Library Foundation and located on Richardson Avenue. The Roswell Public Library would like to take ownership of the property to be use for parking the Mobile Library vehicle. The Roswell Library Foundation also owns the property located at 316 North Richardson Avenue and would like to gift the property to the Roswell Public Library. Land in Eddy County On October 23, 1985 at 9:26 a.m., the Roswell Public Library with three other organizations, First Baptist Church of Roswell, Chaves County Historical Society and Roswell Women’s Club were deeded two tracks of land. According to the attached document, track one is Township 17 south, Range 26 east N.M.P.M. containing 80 acres, more or less, and Track two is lot 15 Block 28, Dayton, Eddy County. The Roswell Public Library would like to part with this land. Roswell Public Library Interlibrary Loan In this fiscal year the Roswell Public Library cancelled cataloging services with the vendor OCLC. As a result, our records with OCLC have not been updated and OCLC will not provide an interlibrary loan module to the Roswell Public Library. The alternative is to use the ILLiad Interlibrary Loan System through the New Mexico State Library. To participate in ILLiad Interlibrary Loan System, Roswell Public Library must agree to the Interlibrary Loan Code for the United States. A copy of the Interlibrary Loan Code for the United States is attached with explanatory statements. We would like the Roswell City Council to agree to the Interlibrary Loan Code for the United States on behalf of the Roswell Public Library so we might participate in requesting and filling requests through the ILLiad Interlibrary Loan System. 20  21 APRIL 2020 MONTHLY REPORT ATTENDANCE REVENUES 2020 2019 2018 2017 MUSEUM 0 1064 1118 1285 2020 2019 2018 2017 EVENTS 0 294 216 246 CLASSES 0 2,646 2,536 3,294 CLASSES 0 539 472 321 PLANETARIUM 0 1,127 689 71 PLANETARIUM 0 247 210 312 MEMBERSHIP 2,065 4,580 4,455 3,335 SCHOOL/ADULT TOURS 0 855 645 389 FACILITY USE 0 100 0 0 FACILITY USE 0 98 358 305 STORE 0 4,762 5,151 4,250 OUTREACH 0 15 42 20 APRIL TOTALS 2,065 13,215 12,831 10,950 VOLUNTEER VISITS 0 10 7 13 YEAR TO DATE TOTALS 26,779 43,835 48,891 42,548 APRIL TOTALS 0 3,122 2,068 2,891 YEAR TO DATE TOTALS 5,115 11,100 9,992 6,892 PROGRAMMING SESSIONS CONTACT CLASSES CANCELLED: for MONTH ATTENDEES HOURS MEMBERS Gentle Yoga 414 2 session Adult Clay 16 session 621 current active current active Kids Clay 8 sessions memberships members 0 Gentle Yoga 24 2 session FOR Nature Sketchbook Class 2 sessions MONTH new members renewals TOTAL 0 0 YEAR to DATE 14 new members 57 renewals OCCURENCES EVENTS for MONTH ATTENDEES PARTNERSHIP CANCELLED Planetarium General Shows 13 VOLUNTEERS pARTy After Hours 1 TOTAL 0 FOR MONTH 0 volunteer hours 0 volunteers YEAR to DATE 137 volunteer hours 29 volunteers SCHOOL VISITS GRADE(S) STUDENTS ADULTS GALLERIES PLANETARIUM STUDIOS 4,065 FACEBOOK FOLLOWERS 220 INSTAGRAM FOLLOWERS TOTALS 21  APRIL 2020 MUSEUM ACTIVITIES & HIGHLIGHTS 22 Submitted by Museum Director Caroline Brooks The Museum closed to the public on COLLECTIONS & EXHIBITIONS Wednesday, March 18, in response to the coronavirus pandemic via orders With the temporary closure of the outlined by New Mexico Governor Museum, exhibition dates are currently Michelle Lujan Grisham. A reopening undetermined. However it is expected that date has yet to be confirmed. some permanent collection exhibitions will be rescheduled further into the future to allow for concurrent Roswell Artist-in- GRANT FUNDING Residence exhibitions as residents and their works are only available for limited The Museum has been awarded a $7,500 time while they reside in Roswell. grant from the New Mexico Humanities Council to help with eventual reopening costs. EVENTS The Museum Director has also submitted a grant application to the National Upcoming 2020 events are cancelled Endowment for the Humanities and until further notice including August’s is working on two other federal-level pARTy After Hours’ Bluegrass and BBQ and grants as part of the Cares initiative that October’s Roswell Science and Art Festival. is awarding federal funding to museums, libraries and non-profits to aid in the recovery effort. STAFF NEWS The grants are project-oriented with a particular focus on creating access to Staff were reassigned toward the end collections and learning resources through of March and beginning of April. Some technology, with a portion aiding with staff remained to provide security and staff salaries. Award announcements will collections care. be made over the next 4 to 12 weeks. 22 23 PECOS TRAILS TRANSIT SYSTEM MONTHLY PASSENGER COUNT TO: General Services Committee FROM: Rebecka Hicks, Transit Director DATE: May 18, 2020 SUBJECT: March 2020 Activities Report Pecos Trails Transit carried 6,157 passengers during the month of March, 2020** January through March 2019 Ridership ---------------- 35,743 January through March 2020 Ridership ---------------- 30,998 JANUARY FEBRUARY MARCH RIDERSHIP RIDERSHIP RIDERSHIP 12,903 11,938 6,157 YEAR TO DATE RIDERSHIP CONSISTED OF THE FOLLOWING CATEGORIES: Adults 42.40% Seniors 19.82 % Disabled * 10.82 % Students 22.50 % Children 3.17 % Other 1.28 % *Includes 208 Passengers in wheelchairs Para transit Ridership for February, 2020 totaled 418. 60+ Disabled 172 60+ Wheelchair 68 -60 Disabled 115 -60 Wheelchair 7 Aide 56 Contract Ride 0 **Ridership figures are the latest available because Transit’s office assistant transferred to HR and the administrative assistant was staying at home. All figures should be brought up to date in the next report. 23 24 RECREATION DEPARTMENT – MONTHLY REPORT April 2020 Attendance Roswell Adult & Recreation Center: 0 Roswell Recreation and Aquatic Center: 0 Revenues Pool Programs $ 0.00 Pool Admissions $ 0.00 Pool Rentals $ 0.00 Recreation Programs $ 0.00 Recreation Sports $ 0.00 Recreation Admissions $ 0.00 Recreation Concessions $ 0.00 Recreation Memberships $ 0.00 Recreation Rentals $ 0.00 Total $ 0.00 Roswell Adult & Recreation Center • Happenings: The Adult Center has been closed since early March. • Adult programing: No programming was held in April. • Special Programs: No special programming was held in April. • Maintenance: Facility Maintenance scraped and waxed and buffed the floors Roswell Recreation & Aquatic Center • Happenings: The Recreation & Aquatic Center has been closed since early March. • Youth Programming: No programming was held in April. • Aquatic Center: No programming was held in April. • Maintenance: None Submitted by: Marcus Gallegos Recreation Manager 24 25 SPECIAL SERVICES DEPARTMENT APRIL 2020 Division: PARKS Maintenance:  Mowing and weed eating at all parks (the mowing schedule has been changed to Wednesdays and Thursdays only due to COVID-19 as crew numbers have been decreased and duties added).  Tree removals.  Tree planting.  Irrigation in parks and sports complexes.  Spraying weeds.  Clean-out Sunken Garden.  Work on drinking fountains.  Gopher control. Specifics:  Disinfected all City bus stops.  Five Parks employees transferred to other departments (3 to Landfill/1 to Central Control/1 to Warehouse).  Remaining crew disinfecting playgrounds on Mondays, Tuesdays and Fridays.  Tree clean-up at the zoo.  Battle of mustard weed has started.  Continued drainage of pond at the zoo.  Trash and debris removal at the zoo.  Continued maintenance on train and carousel.  Stiles football fields reseeded and fertilized.  Watering all parks and sports complexes twice a week. Submitted by Rudy Chavez Parks Superintendent Approved by Jim Burress Special Services Director 25 26 SPECIAL SERVICES DEPARTMENT APRIL 2020 Division: SOUTH PARK CEMETERY Number of casket burials 16 Number of cremation burials 2 Veteran’s Cemetery casket burials 1 Veteran’s Cemetery cremation burials 0 Acres in inventory 210 Full-time employees (FTE) equivalent 10 Total Revenue as of April 30, 2020 $ 19,184.00 Maintenance:  Dug, set-up, covered and tamped for all services during the month.  Installed 4 upright headstones at the General Douglas McBride Cemetery.  Spraying winter weeds.  Leveled 23 low graves.  Completed 6 work orders.  Replaced 45 sprinklers.  Started all summer equipment. Specifics:  Conducted a total of 19 services for the month of April.  Planted 4 trees from the farm.  Held Arbor Day tree event at Cahoon Park. Submitted by Ruben Esquivel Cemetery Superintendent Approved by Jim Burress Special Services Director 26 27 SPECIAL SERVICES DEPARTMENT APRIL 2020 Division: NANCY LOPEZ GOLF COURSE Maintenance:  Minimal maintenance is being performed at the golf course. Basically watering greens daily, mowing greens 2 to 3 times a week. Mowing greens surrounds and approaches to keep grass manageable one time this month.  The golf course was sprayed on the 2 nd through the 8th with pre-emergent herbicide 70 acres of turf grass were treated.  On the 9th the southeast part of Special Events was sprayed with a broadleaf herbicide and pre-emergent about 7.5 acres. The large turf area at Cielo Grande was sprayed with a pre-emergent herbicide about 15 acres.  On the 10th spot sprayed broadleaf weeds on the golf course approximately 6 acres.  On the 13th sprayed pre-emergent herbicide on west end of Special Events approximately 7.5 acres. Sprayed pre-emergent herbicide on northeast part of Cielo Grande approximately 15 acres.  On the 14th sprayed Cielo Grande competition fields with pre-emergent herbicide approximately 5.5 acres. Sprayed the southeast side of Special Events with broadleaf herbicide and pre-emergent herbicide approximately 7.5 acres.  On the 16th sprayed girls softball complex with broadleaf herbicide to control dandelions approximately 15 acres.  On the 20th sprayed Enchanted Lands Park with broadleaf herbicide approximately 20 acres.  On the 21st spot sprayed the surrounds at the golf course for broadleaf weeds approximately 3 acres.  On the 22nd spot sprayed Cahoon Park for broadleaf weeds approximately 3 acres.  On the 23rd sprayed the greens with nematicide, fungicide and wetting agent 3 acres.  On the 24th and 28th sprayed Cahoon Park with pre-emergent herbicide 15 acres.  On the 17th installed 3 nodes on non-functioning valves at 4th and Montana and repaired 5 heads in Cahoon Park. (Patrick Lopez)  On the 23rd repaired sprinkler head in Cahoon Park. (Patrick Lopez)  On the 27th reprogrammed irrigation controller Special Events and repaired water leak in 13 approach golf course. (Patrick Lopez)  On the 29th seeded Stiles Field and top dressed with sludge. (Patrick Lopez)  On the 30th watered Cahoon Park. (Patrick Lopez) Specifics:  Golf course was closed whole month of April.  3 golf course employees have been reporting to enterprise fund departments to work. Submitted by David Blewett Golf Course Superintendent Approved by Jim Burress Special Services Director 27 28 SPECIAL SERVICES DEPARTMENT APRIL 2020 Division: SPRING RIVER ZOO Species 62 Specimens 171 Estimated Zoo attendance 0 Community Outreach/ Education Live Streams Education Programs $0 Birthday Parties/Permits $0 Donation Tubes Donations $0 Concession/Merchandise $0 Other donations $486.20 Total Revenue $486.20 Maintenance:  Zoo has been closed to the public since March 18th due to pandemic.  General animal care.  Continue draining the lake, almost empty. Specifics:  Continuing Facebook Lives twice a week, along with other videos (Cooking with Critters, Goat Yoga, etc.).  Two keepers (rotating schedule) per day are doing community enhancement.  Ponies moved to train circle to trim down grass and weeds.  Eagle Permit came in.  Income is lower this month due to being closed because of the pandemic. Submitted by Andrea Cole Zoo Curator Approved by Jim Burress Special Services Director 28