General Services Committee (Discontinued as of March 2024)

Regular Meeting of the General Services Committee Held in the Large Conference Room at Roswell City Hall 425 N. Richardson Wednesday, April 27th, 2022 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 22-14. ROLL CALL The meeting convened at 4:30 p.m. with Chairman Oropesa presiding; Councilors Halvorson and Sanchez being present. Councilor Moore arrived at 4:36 p.m. Staff Present: Enid Costley, Caroline Brooks, Jim Burress, Juanita Jennings, Joe Neeb, Collette Hall, Alex Diaz, Kathy Lay, John Wright, Tommi Jo Conyers, and Councilor Best Guests Present: Rita Kane-Doerhoefer, Vickie Burress, James Edwards, Corrine Oropesa APPROVAL OF AGENDA Councilor Halvorson moved to approve the agenda for the April 27, 2022 Regular General Services Committee meeting as presented. Councilor Moore was the second. A voice vote was 3-0 and the motion passed. APPROVAL OF MINUTES Councilor Halvorson moved to approve the March 23, 2022 General Services Committee meeting minutes. Councilor Sanchez was the second. A voice vote was 3-0 and the motion passed. ACTION ITEM(S) Re-consideration and approval of Roswell Volunteer Value Program implementation: Ms. Lay explained the program in detail and also provided an explanation on the process for organizations to apply for this program. Councilor Halvorson motioned to move this item to be presented at the next regular city council meeting with a proposed program name change. Councilor Moore was the second. A voice vote was 3-1 with Councilor Oropesa voting no and the motion passed. Consider approval of the adoption of the Collection Development Policy LB003 for Roswell Public Library: Ms. Costley explained the policy in detail. Councilor Moore motioned to move this item to be presented at the next regular city council meeting. Councilor Halvorson was the second. A voice vote was 4-0 and the motion passed. 1 NON-ACTION ITEM(S) Changes to the fees and fines for Roswell Public Library materials presentation: Ms. Costley presented the policy for information purposes only. CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS  Spring River Zoo Report- Mr. Wright provided an update on the Spring River Zoo  Roswell Museum and Arts Center Report- Ms. Brooks provided an update on the Roswell Museum and Arts Center  Recreation Department Report- Ms. Hall provided an update on the Roswell Recreation Center, Adult Center, Aquatics Center and Facilities Maintenance.  Roswell Public Library Report- Ms. Costley provided an update on the Roswell Public Library  Cemetery Department Report- Mr. Burress provided an update on the Cemetery  Golf Course Report- Mr. Burress provided an update on the Nancy Lopez Golf course at Spring River.  Parks Department Report- Mr. Burress provided an update on the Parks Department  Roswell Transit Report PUBLIC PARTICIPATION Rita Kane- Doerhoefer expressed her concerns with the name of the proposed Volunteer Value Program. James Edwards expressed his concerns with the proposed Volunteer Value Program in general. ADJOURNED The meeting adjourned at 6:35 p.m. 2  4/28/2022 General Services Committee Meeting April 27, 2022 1  4/28/2022 Volunteer Value Program Item No. 1 (Lay/Oropesa) The Volunteer Value Program Background Fact #1: The City must set a cost for City facility use. (New Mexico anti-donation clause) Fact #2: The City is short staffed, and there are also events that need extra hands. (60 open positions on average) Fact #3: Volunteers fill a need & their time has value. (Independent Wage Sector value of volunteer time $28.54) Fact #4: Local groups often need to use City facilities but have limited budgets. (But they do have members who are willing to volunteer.) 2  4/28/2022 It was by connecting these facts that a simple solution emerged. City’s need for extra hands The = required cost fair value for facility use of volunteer time Volunteer Value Program Group’s need for facility use How it works Volunteers provide extra hands where needed for the City and the value of volunteer time is applied as credit toward the cost of City facility use. The program consists of simple forms that the group completes and returns. • The group applies to participate & a Volunteer Value account is arranged by the City Volunteer Coordinator. • Each participating group member completes a City of Roswell volunteer application & is cleared for service. • The group is assigned volunteer work that fills a need for the City. (example: wait staff at a dinner event at the Civic Center, assist groundskeeper with project at the zoo…) • Volunteers complete the tasks/work, fill out a service form, & hours served are verified by dept. staff. • Value of volunteer hours are applied to the group account as credit in dollar value. ($25 per hour served) • When requesting use of a facility the group then uses earned credit to cover the cost of facility use. • The cost of facility use is deducted from the group’s Volunteer Value account. • Participating volunteers must be18 years or older. • Also, individuals who are not group members can apply to participate and donate their hours to a participating group. 3  4/28/2022 City receives extra hands where The Volunteer Value Program needed most is a Win – Win! City provides facility Volunteer group use in exchange for provides service volunteer time to the City It meets a need for the City. It meets a need for groups in the community. Volunteer Group needs to use a City facility Questions? Re-consideration for approval of the Volunteer Value Program as written. 4  4/28/2022 Collective Development Policy for Roswell Public Library Item No. 2 (Costley/Oropesa) Collection Development Policy Number LB003 • Action Requested: Consider approval of the adoption of Collection Development Policy Number LB003 • Background: Public libraries in New Mexico are required to have a Collection Development Policy. The Collection Development Policy is to be reviewed, updated, and filed with the New Mexico State Library every five (5) years. The Roswell Public Library Collection Development Policy is scheduled to be reviewed, updated and filed with the New Mexico State Library by June 30, 2022. • Once approved by the Roswell City Council, the Library Board of Trustees will be tasked with reviewing the Collection Development Policy every 5 years. The Roswell City Council will only need to approve the Library Collection Development Policy if updates are needed. 5  4/28/2022 • Financial Consideration: To be eligible for State Aid, public libraries must have on file with the New Mexico State Library a Collection Development Policy. • Legal Review: The Legal Department has reviewed the proposed policy. • Staff Recommendation: Consider approval of the adoption of the Collection Development Policy Number LIB003 Questions? 6  4/28/2022 Changes to Roswell Public Library Fines and Fees Item No. 3 (Costley/Oropesa) • Action Requested: Information Only- Will be presented to Finance Committee for approval. • Background: The Roswell Public Library Fines and Fee Policy was approved by Roswell City Council on June 12, 2018. Section 3 subsection 5 states. Lost, damaged or items not returned will incur the related overdue fees according to the Roswell Public Library Fee Schedule. • This resolution streamlines the Roswell Public Library Fee Schedule. • Missing item or items damaged beyond repair will be charged the original cost or replacement cost. • Lost items will be charged the original cost or replacement cost. • Language is included if the original cost or replacement costs may not be found. 7  4/28/2022 • Financial Consideration: Better allows the Roswell Public Library to recover cost of missing, lost or damaged items. • Legal Review: The Legal Department has reviewed the proposed resolution. • Staff Recommendation: Consider approval of the adoption of resolution Questions? 8  4/28/2022 CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS PUBLIC PARTICIPATION 9