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, May 25th, 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 being absent. Staff Present: Enid Costley, Caroline Brooks, Jim Burress, Juanita Jennings, Joe Neeb, Mike Mathews, Collette Hall, Alex Diaz, Andrea Cole, John Wright, Tommi Jo Conyers, Jim Sexe, Louis Najar, Todd Wildermuth, Councilor Best, and Councilor Perry Guests Present: Sandra East, Josh Berry, Shawn Alvarado, Bob Edwards, Bonnie Montgomery, Steven Smith, Rita Kane-Doerhoefer, Vickie Burress, Judy Stubbs, Beth Wakefield, Grace Sanchez APPROVAL OF AGENDA Councilor Halvorson moved to approve the agenda for the May 25, 2022 Regular General Services Committee meeting as presented. Councilor Sanchez was the second. A voice vote was 3-0 and the motion passed with Councilor Moore being absent. APPROVAL OF MINUTES Councilor Halvorson moved to approve the April 27, 2022 General Services Committee meeting minutes. Councilor Sanchez was the second. A voice vote was 3-0 and the motion passed with councilor Moore being absent. FOR THE RECORD: Councilor Moore arrived at 4:44 p.m. ACTION ITEM(S) Consider direction of Virginia/Chisum Park Project: Mr. Sexe explained the project with a map of the area. He also explained the costs associated with the options presented. The presentation also included what is already in place at the park, as well as what will need to be added. Mr. Najar reinforced the presentation with a little more information and ideas Councilor Halvorson motioned to move this item to be presented at the next regular city council meeting with an amended cost to redesign to add amenities. Councilor Moore was the second. A voice vote was 3-1 with Councilor Sanchez voting no and the motion passed. 1  Consideration and approval of the Commission on Aging Flyer: Mr. Diaz presented the idea and the yearly costs for the flyer of $3,120. The flyer would possibly be distributed with the meals on wheels program from the Joy Center. Councilor Moore motioned to move this item to be presented at the next regular city council meeting consent agenda. Councilor Halvorson was the second. A voice vote was 4-0 and the motion passed. Consideration and approval of future site of Rocket Public Artwork: Ms. Brooks explained the six areas of consideration for the placement of the repurposed Rocket from Spring River Zoo. Artist Josh Berry also gave his input and recommendation on the best site rocket. Councilor Moore motioned to move this item to be presented at the next regular city council meeting with a recommendation to place at Pioneer Plaza or Roswell Transit Center. Councilor Halvorson was the second. A voice vote was 4-0 and the motion passed. NON-ACTION ITEM(S) Advise committee that the two trail applications submitted to NMDOT: Mr. Najar presented the two trail awards from NMDOT. Discussion on cost recovery history, guidelines and what is cost recovery: Mr. Neeb Presented the Cost Recovery Report with supporting documentation on what cost recovery is and how it impacts city services and budget. FOR THE RECORD: Councilor Sanchez left the meeting at 6:36 p.m. Report on City of Roswell Park Canopy fees: Mr. Burress and Ms. Hall presented the fees required to reserve a canopy or park from the City of Roswell. Spring River Zoo pond discussion and update: Mr. Wright presented the updates to the pond, which included three different plan options that will require additional funding. Discussion on possible time and/or date change for General Service Committee Meetings: Chairman Oropesa and committee members discussed. CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS  Spring River Zoo Report  Roswell Museum and Arts Center Report 2   Recreation Department Report  Roswell Public Library Report  Roswell Public Library  Cemetery Department Report  Golf Course Report  Parks Department Report  Roswell Transit Report PUBLIC PARTICIPATION Ms. Montgomery spoke on behalf of Commission on Aging flyer Ms. Wakefield also spoke on behalf of Commission on Aging flyer Mr. Shawn Alvarado expressed his concerns with the Spring River Zoo. Mrs. Vicki Burress expressed the ponds at the Bird Sanctuary are not to be fished in due to the liner. ADJOURNED The meeting adjourned at 7:33 p.m. 3  General Services Committee Meeting May 25, 2022 Virginia/Chisum Park Project Item No. 2 (Najar)  • Chisum Elementary School was Located at this existing Site on South Virginia Ave. (South of Poe Street) • The School was Closed down in 2005 and Torn Down around 2007. • The City of Roswell Acquired the land From the School System in Approximately 2013 For a Future Park Site • In 2021 the State Legislation gave the City of Roswell $400,000.00 (21-F2694 to Plan, Construct, and Purchase Equip a Park on South Virginia Ave.) • On August 24th, 2021 the City of Roswell held a Public Input Meeting at the New Park Location to get input from the Neighborhood on what they would like to have in the new park • At the public Input meeting the people attending requested the following Items 1. Existing Pine Tree to remain. 2. Have a Small parking area 3. Have a recreation Trail around Outside of Park. 4. The Playground Equipment to be like the one at Linda Vista Park. 5. Have a Basketball Court 6. Picnic Table, BBQ Grill, Covered Shelter, Park benches and trash receptacles. 7. Have some Lighting in the Park. 8. An area for Soccer and Baseball Practice 9. Grass Surfacing 10. Handicap Accessibilty to the Sidewalks in the Park. • These are just a Few of the Majority Comments at the Public Input Meeting  In October 2021 The City Parks Department Ordered New Playground Equipment that is the same Layout As Linda Vista Park in the Amount of $ 59,157.56 And they have this equipment already Stockpiled to place in the New Park. This Money was part of the $400,000.00 Legislative Funding That leaves a Remainder of $ 340,842.44 left for the New Park. The City Engineering Department then Designed and put together A set of plans for the New Park and used the Suggestions that were made at the Public Input meeting. The Following Slide Shows the Basic Layout of the New Park New Playground Equipment Picture  Playground Equipment Layout • The Layout is placed slightly different on actual plan Virginia Park Layout Plan  The Engineers estimate for the New Park = $ 751,445.00 w/o GRT ($810,308 w/GRT) This Estimate does not include the New playground equipment or Installation of the Playground and also does not include any Park benches, Picnic table, BBQ Grill, Trash Receptacles, Covered Shelter or Basketball Goal,Rim and Backboard. $810,308 – (Remaining Funds) $ 340,842.44 = $469,465.56 The following Slides are the Plans put together by the City Engineering Department to go out to Bid Full Construction of the park.  Summary : The New Park was designed per public input. This Construction Plan requires the excavation of existing finished grade down 8” and remove and replace with new Quality Top Soil. Also includes a complete automated irrigation system for proposed grass area. This Plan also includes all of the Concrete Sidewalk and Recreation Trail along with a new Asphalt Parking Area. It also includes new Trees and Shrubs along with a new Drip System to water all the Trees and Shrubs along with the Existing Pine tree. The New Concrete Half Court Basketball Slab is also included in the Estimate. New handicap Wheel Chair Ramps are also included in Estimate.  The Legislative grant was for $ 400,000.00 Playground Equipment Purchased already = $ 59,157.56 Remaining Funds left in Grant = $ 340,842.44 Timeframe to use the Grant Money = June 30, 2025 Engineers Estimate for new Park = $ 810,308 w/GRT Remaining balance of grant funds = $ 340,842.44 Difference Remaining = $ 469,465.56 Not included in Estimate are Park Benches, Picnic Table, Covered Shelter, BBQ Grill, Trash Receptacles, Basketball Goal, and the Installation of the Playground Equipment along with the Wood Chip Mulch for the Playground. Senior Tips Flyer Item No. 3 (Hall)  BACKGROUND • The Commission on Aging is an Advisory commission that makes recommendations to the city. • At the last meeting, the commission voted to recommend that the Public Affairs Department create a Senior Tips flyer that could be distributed in the community on a monthly basis.  WHAT WOULD THIS ENTAIL? • Each month would be related to a different topic concerning seniors. (e.g. March is colonoscopy awareness month) • This would include helpful tips and resources to the senior population. • Approximately 1,300 quarter sized flyers would be distributed by the city at Meals on Wheels, Local Businesses, etc. 9 Tips for Seniors to Stay Healthy (healthline.com) 5 Tasks Seniors Need Help With the Most | Classic Lifecare 7 Useful Tips and Tricks for Seniors That Make Everyday Tasks Easier – DailyCaring Senior Citizen Safety Tips – Nationwide 10 Healthy Habits for Seniors to Keep (aplaceformom.com) Advance Healthcare Directive (Living Will) - Create an Advance Healthcare Directive Online | LegalZoom 32 33  FINANCIAL CONSIDERATIONS • Staff time to create • Cost of printing • The cost to print is…. • .80 per full size page • Approximately 3,900 full size pages would be needed annually • Annual cost is $3,120 QUESTIONS? 35 Rocket Sculpture Site Selection Item No. 4 (Brooks) Criteria for Site Selection • Feasibility of installation • Central location and visibility • Accessibility (parking, photo opportunities) • Aesthetic fit in its surroundings Installation Needs • Footprint Size: around 16’ diameter • Height: Approximately 35’ • Access to electricity • Ability to use concrete and anchors (clear site) • Ability to use crane and other installation equipment at site • Room for signage Roswell Transit Center  Roswell Transit Center • 515 N. Main Street • Best meets site selection criteria • Able to be integrated into current remodeling plans, site available • Access to electricity and parking • Represents era of rocket concept • Provides a welcoming “entrance” and sets tone for downtown • High visibility and access to downtown • Brick wall provides opportunity to artistically expand idea and/or add signage • Before sign and tree removal Current appearance Roswell Convention Center  Roswell Convention Center • 912 N. Main Street • Site identified as potential area for Convention Center expansion (may require sculpture to be moved) • Nearby parking is currently allocated for staff and vendors Robert H. Goddard Planetarium  Robert H. Goddard Planetarium • 1011 N. Richardson Ave. • Conceptually ties in and installation is feasible • Street parking available • Not as visible from Main Street • Site not as active after 6 pm, sculpture lighting features will not be seen as often at night • Pioneer Plaza  Pioneer Plaza • 400 Block of N. Main Street • Feasible installation • Accessible to downtown • Largest area for photo opportunities and parking • Representative of rocket pioneer • Ties in to Visitor Center and tourist market • Not in keeping with original idea of plaza Roswell Chamber of Commerce • Roswell Chamber of Commerce • 131 West 2nd Street • Sites near building are not large enough • Would require making parking lot smaller • Not as visible from downtown • Does not provide a good aesthetic backdrop • Spring River Zoo & Park • Spring River Zoo Park • 1306 E. College Blvd. • Location identified as “safe” to avoid interfering with expansion and master plan, however not as visible from parking lot. • Conceptually does not tie in to zoo master plan. • Near original location of rocket slide • Thank you. Spring River Trail & Spring River/ Cielo Grande Trail Item No. 5 (Najar) • Item 5 – Trail Project Funding Awards Cost Recovery Summary Item No. 6 (Neeb) What is Cost Recovery • Cost of Service is an identification and calculation of what is required financially to produce or operate a service. It is a complex subject. • Essentially, it represents a decision to generate revenues by charging fees, or other types of revenue, for some, or all, programs and services, relative to the total operational costs to provide them. • Cost recovery does not imply that the target is total recovery of the cost; however, a target is established according to a variety of considerations and may range from 0% to more than 100% of direct costs. • The cost recovery range or target is converted to a subsidy of other city revenue to cover the full expense for the service. Why Cost Recovery • The State of New Mexico and City of Roswell has always had cost recovery for many of its services. • Cost Recovery became a bigger topic for Roswell over the past 5 years. • Anti Donation Clause • Lodgers Tax • City Services • Increased needs for services that cannot generate its own funding. There are over 27 departments that rely upon property and sales tax to support their services. • Public Safety • Roads Anti-Donation Clause • Article IX, Section 14 New Mexico Constitution • Sec. 14. [Aid to private enterprise; veterans' scholarship programs; student loans; job opportunities; affordable housing.] (2009) • Neither the state nor any county, school district or municipality, except as otherwise provided in this constitution, shall directly or indirectly lend or pledge its credit or make any donation to or in aid of any person, association or public or private corporation or in aid of any private enterprise for the construction of any railroad except as provided in Subsections A through G of this section. Anti-Donation Clause - Relevant AG opinions: • Providing dormitory and meals to Boy Scouts. - The Department of Public Safety cannot provide use of its dormitory and meals to a Boy Scouts of America troop at a substantially reduced cost. 1990 Op. Att'y Gen. No. 90-13. • No contributions to American Legion memorial allowed. - County commissioners may not contribute $500 to an American Legion war memorial which is erected upon the county courthouse grounds. 1943-44 Op. Att'y Gen. No. 4422. • Nor to community chest. - It is not legal for the state fair to donate the proceeds, in excess of costs, from horse races to the community chest. 1955-56 Op. Att'y Gen. No. 6279. • Nor to chamber of commerce. - A city cannot make donations to the chamber of commerce and include such contributions in the city budget. 1943-44 Op. Att'y Gen. No. 4368. • As well as contributions to scouts or salvation army. - Municipality may not contribute or spend any money of fund to or for the girl scouts, boy scouts or the salvation army if the contribution is to those organizations in their private capacities. 1955- 56 Op. Att'y Gen. No. 6253. • Even though their efforts come within spirit of statute. - Such groups as the 4-H, boy scouts and girl scouts conduct juvenile recreation programs that come within the spirit of 7-12-15 NMSA 1978. But the framers of the constitution have clearly provided that public funds shall not be donated to private persons or associations, and it is the court's opinion that the juvenile recreation fund cannot be expended by, or on behalf of, a 4-H club. 1961-62 Op. Att'y Gen. No. 61-2. • Yet municipality may not fund specially created nonprofit corporation. - City or county may not appropriate public funds for economic development to be used by nonprofit corporation formed for this purpose. 1967 Op. Att'y Gen. No. 67-29. https://ua.unm.edu/anti-donation Cost Recovery for Roswell • General administrative understanding from City Council was to not cut or reduce any services. This means that additional funding needs to be found. • 2020 City Administrative Directive: • Overall cost recovery for the City will be 50/50, until or unless the City Council establishes more specific guidelines for special programs. • The minimum and maximum levels for cost recovery will be 0 - 160% of the total expense, which should include time, materials and facilities expenses. Cost Recovery Guidelines in Place • The alternative to just charging locals for the services was to implement a cost recovery goal for each enrichment service and allow them to generate their own funds to keep the service going. • This was not a simple task as each City Councilor has a different outlook on how to get there but over the years, Roswell did implement certain guidelines to move toward this entire concept. Here are the specific decisions and information pertaining to cost recovery and establishing fees: • In May 2018, the City Council adopted a cost recovery guideline for Recreation. • In September 2019, the City Council set a cost recovery percentage for the Spring River Zoo. • In May and July 2020, the City Council approved the Cost Recovery, Subsidy Guidelines in the FY21 Preliminary and Final Budget. • In October 2021, the City Manager sent an email report to the City Council with regards to fees, waivers, venues and volunteers. • In February 2022, the City Manager spoke to the golfing community and shared the intent to operate the Golf Course at a 70/30 cost recovery. This was based upon the Cost Recovery, Subsidy Guidelines established in the FY21 budget. Identified sources of potential revenue • Sources have been categorized in the attached report entitled, Spring River Park & Zoo: Revenue and Sponsorship Recommendations. • The primary categories include: • Onsite Donations • Programs • Birthday Parties and Other Private Events • Partner with Local Businesses • Host Fundraising Events • Entry Fees • Concession and Merchandise • Sponsorship Service Fee Process • The fee formula for cost recovery is: • Fee= (% cost recovery x program expenses) / number of participants • All fees should be set to meet recovery expectations, cover all taxes/incidental charges and provide ease of use by the customer. • Fees will be established to meet these requirements and prepared for City Manager approval. • Fees will then move the through appropriate reporting committee and through Finance before City Council. • Two documents should be created for any fee changes. • The first report is why the fee is needed and the second is placing fees into the master fee resolution. • As fees are presented for true cost recovery, the City will include the following to assist with certain council vision: • Fees will include an in-town reduced rate residential differential. • 4-6 free days per year • Established discounts will be provided for current military, citizens over age 65 and family groups of 6 or more. • Occasional discounts can be established for specific short-term efforts. • Develop a sponsorship program where businesses and interested individuals can donate funding for at-risk or needs-based family units. FY23 Cost Recovery for Certain City Services City of Roswell Park Canopy Fees Item No. 7 (Burress/Hall) Spring River Zoo Pond Development Update ITEM NO. 8 (OROPESA/WRIGHT) Pond Background: • The Spring River Zoo has traditionally held the fishing pond area in the Southwest corner of the property. This area is approximately 500’x300’ of land. and water. Pond Depth 6-8’. • Prior to renovation, the City was in cooperation with the NM Game and Fish to permit only youth fishing (under 12) at this location. With this cooperation, NMG&F provided multiple fish stockings throughout the year. Although the pond was designated for youth, it was observed that many adults were fishing with the children or even without youth, leaving staff to have to enforce state fishing policies. • Prior to renovation the lake was lined with mature shade trees and embankments that made areas more accessible for anglers. There were also retaining walls, to address any steep embankment and erosion, a dock and aeration fountain. Pond Background: • As this pond drained into the natural water table, water replacement and irrigation was done with a well and pump located in the middle of our south perimeter fence. • Renovation was started during Covid (Feb/Mar 2020) and it was determined to utilize Parks and County staff to work on the project. • I have not been able to obtain any formalized plan from the Parks Department to determine what budget, expectations and objectives were placed on this project, prior to the zoo taking responsibility to make ready for operations.  Renovation Involved: • Removal of mature trees. • Draining and muck removal. • Relocation of waterfowl. • Dock & fountain removal. • Addition of new irrigation system. Renovation Involved: • Addition of new younger trees. • Relocation/repaint of Rainbow Trout fountain. • Fill dirt soil added to level out ground. • Embankments reworked. • New underwater aerators. • Water supply for irrigation and pond hooked to City water lines (Well line and pump no longer functional during renovation). Present Condition Zoo took responsibility for this in November 2021. As pond work was considered completed. Changes that altered opening plans : • Since the start of the renovation, the zoo now charges admission for patrons. • Because of this fee (for any patron), NMG&F deems pond as non- accessible to the public and will no longer supply fish to pond. • In order to allow fishing, we must submit for a Class A designation, and supply our own fish. • Water well not functioning as prior to renovation. Will need to continue using City water or redo well/pump (getting quote). • Pond not part of 2018 Zoo Master Plan, so how will it be utilized in future was not considered. NMG&F also requires that we purchase our fish from approved importers. • Price listing from Sunfish Fish Farm in Beaver, UT. (closest hatchery) • Considerably cheaper from an Eastern TX and AR source. • Shipping cost need to be considered to as delivery is based on milage. • Can expect some fish loss if shipping in summer months. UT Source. AR Source.  Jon boat and trolling motor. Features to be added for safety and pond maintenance. Fountains for extra aeration Sod or time for Bermuda and decorative features. grass seed to grow. Life rings and safety poles.  Shelters Drinking Fountains Restrooms Trash receptacles Features to be added for angler conveniences. Seating Fishing Docks  Proposed Amenity layout(not to scale) Pond with Amenities added for angler convenience. • Trashcans • Shelters • Restrooms • Drinking Fountains • Benches and Tables • Dock • Water Fountains • Pathways • Future Rental Building Decisions to be made & Questions to ask: • Do we want to have free fishing option in the community? • Does it have to be at the zoo? (Ceilo Grande, Enchanted Lands, etc.) • Do we want to charge extra for fishing? • Do we want a catch and release system and no fee? • What amenities should we provide? • Water issues? • Future of pond was not included in 2018 Master Plan. • WHEN TO OPEN???? Option #1: Quickest timeline option (1 month provided supplies and shipment are ideal). Allow guests to pay normal admission and bring their fishing gear into the zoo. Must be catch and release or we would have no way of sustaining the population without having to buy fish on a regular basis. Approximately $35,100 Costs to angler: Regular Zoo admission ($5 adult resident/$2.50 Child; $10 adult non-res/$3.50 Child) Items needed to be completed prior: • Filing and approval for a Class A permit ($100) takes about 10-20 days for approval. • Fish procurement and transport. (Need to create a vendor and place order and arrange for shipment). 1 month. $10,000. • Vegetation: so we can have the greenest areas possible we would need to order sod for the peninsula area (approximately 25,000 sq’) at about $1/sq’ with staff installation. $25,000. Timeline approximately 1 month to obtain, install and establish before foot traffic. • Still no basic amenities for guests (benches, tables, shelter, etc) • Still utilizing City water to maintain water levels and irrigation (no well). Increase water utility line item to approximately $50,000 or more. Option #2: Overall Cheapest Operational Cost to maintain after opened as fish will be replenished from NM G&F. This option allows for free access to the pond in which NM G&F would then stock the pond for us, but would then only permit youth fishing. Timeline 6 months. Approximately $55,500 Costs to angler: Free, but for only those under 12. Items needed to be completed prior: • Approximately 2000’ feet of fencing to place to prevent access to the zoo (red lines in photo below). Fencing materials could cost approximately $35,000 based on figures for perimeter fence project and other $20,000 to install (conservative). $55,000. Timeline for this would be for a Fall opening given consideration for approval of spending, 3 quotes and supply chain issues. • Fish would be re-stocked on a regular basis by NM G&F, as the pond would now be free access. Staff still need to ensure fishing regulations are adhered to, mostly no adults fishing. • Vegetation: Given that we would have the summer to grow grass, seed is what would be needed. Both winter and summer grasses would need to be sown so that area could maintain its greenery for most of the year. $500 in grass seed. • Still no basic amenities for guests (benches, tables, shelter, etc) • No access to restrooms at the zoo. • Still utilizing City water to maintain water levels and irrigation (no well). Increase water utility line item to approximately $50,000 or more.  Option #3: The best experience would be to thoughtfully plan the pond use and reopen in 1 years’ time. Must be catch and release or we would have no way of sustaining the population without having to buy fish on a regular basis. Pond would become a revenue generator, as it would enhance our guests’ experiences and encourage others who would not normally visit the zoo to pay for this activity. Additional patrons utilizing the pond could provide funding for its upkeep in the zoo’s operational budget. We could still perform the above two options firsts, if rapid need for opening is determined, but installation of amenities and other construction could inconvenience our anglers. Approximately $235,000 Costs to angler: Regular Zoo admission ($5 adult resident/$2.50 Child; $10 adult non-res/$3.50 Child). Items needed to be completed prior: • Filing and approval for a Class A permit ($100) takes about 10-20 days for approval. We could set all fishing regulations and no state licenses would be required. Out of state visitors could also fish here without worrying about those licenses as well. • Fish procurement and transport. (Need to create a vendor and place order and arrange for shipment). 1 month. $10,000. Fish population could be occasionally replenished and fish purchased now would have time to grow before pressure is put on the population from anglers. • Vegetation: grass and other horticultural aspects would have time to be established prior to foot traffic damage. Eventually we would discover preferred angler access points and create paths for them. • Installation of basic amenities (benches, tables, shelter, etc) ($60,000) • Obtaining and installing safety equipment and pond maintenance equipment. ($13,330) • Installation of restrooms (prefab or build on site) and drinking fountains. ($90,000) • Installation of a fishing dock. ($40,000) • Installation of a new well to supply water source to the pond and irrigation to reduce operational costs. ($50,000) • Eventually a large climate controlled building to be placed on the peninsula area for future rental options and to sell fishing items and bait (not included in price as we may reallocate an existing structure this would occur after the opening of the new entry for the zoo).  Thoughts? I stand for questions. Thank you! Possible Time and/or date change to monthly General Services Meetings Item No. 9 (Oropesa) CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS PUBLIC PARTICIPATION