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, June 22, 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 4:39 p.m. with Chairman Oropesa presiding; Councilors Halvorson and Sanchez being present. Councilor Moore being absent. Staff Present: Juanita Jennings, Mike Mathews, Collette Hall, Alex Diaz, Tommi Jo Conyers, Councilor Best, Becky Hicks, Kathy Lay, Guests Present: Brittnye Lamb, Kathy Silvas Guests Present via Go To Meeting: Mike, Josh Torres, Rita Kane-Doerhoefer, Vickie Burress, Judy Stubbs, Beth Wakefield, Grace Sanchez APPROVAL OF AGENDA Councilor Halvorson moved to approve the agenda for the June 22, 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 May 25, 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. ACTION ITEM(S) Re-consideration and approval of the Roswell Volunteer Value Program implementation: Ms Lay explained the program in detail. She also gave examples of volunteer benefits of other various New Mexico agencies. Councilor Halvorson motioned this item to be added to the consent agenda at the next regular city council meeting in July. Councilor Sanchez was the second. A voice vote was 3-0 with Councilor Moore being absent. NON-ACTION ITEM(S) Analysis and update of Sports Tourism: Mrs. Jennings gave an update on Sports Tourism and what Sports Tourism is. 1  League and association history: Mr. Diaz explained the data that has collected from the various leagues for the last 3 years and how the sports in Roswell are trending. CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS  Spring River Zoo Report  Roswell Museum and Arts Center Report  Recreation Department Report  Roswell Public Library Report  Roswell Public Library  Cemetery Department Report  Golf Course Report  Parks Department Report  Roswell Transit Report PUBLIC PARTICIPATION Mr. Torres spoke on the sports complexes. Ms. Kane-Doerhoefer expressed her concern with the bathroom situation at the Cemetary. ADJOURNED The meeting adjourned at 5:43 p.m. 2  General Services Committee Meeting June 22, 2022 Re-consideration and approval of the Roswell Volunteer Value Program implementation Item No. 2 (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 volunteers. (There are 60 open job positions on average, also City events rely on volunteers. ) Fact #3: Volunteers fill a need & their time has value. (Independent Wage Sector value of volunteer time $28.54 national average.) Fact #4: Local groups often need to use City facilities but have limited budgets. (But they do have members who are willing to volunteer.) It was by connecting these facts that a simple solution emerged. City needs 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 by groups. 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. • Individuals who are not group members can apply to participate and donate their hours to a participating group. • Individuals do NOT receive credit for personal use – only for use of a participating group. They are volunteering to benefit a participating group, not for personal benefit.  City receives extra hands where needed most The Volunteer Value Program is a Win – Win! City provides facility Group members for group’s use in provided service exchange for volunteer to the City time credit. It meets a need for the City. Group It meets a need for groups in the community. needs to use a City facility The Volunteer Value Program has been reviewed by General Services Committee, who voted 3 to 1 on April 27, 2022 to approve implementation of the program, with review of program name. Questions? Re-Consideration for approval of the Volunteer Value Program as written. Analysis and update of Sports Tourism Item No. 3 (Jennings/Oropesa) What is Sports Tourism? SPORTS TOURISM refers to any activity in which people are attracted to a particular location as: A sports event participant An event spectator An attendee at other sports attractions such as meetings and conferences  STEP 1 Self-Evaluation of Sports Facilities What has been accomplished • Inventory of fields. • Marketing/Sales collateral to promote Roswell as a sports destination • Conducted training and networking via Sports Event and Tourism Association  STRENGTHS WEAKNESSES STEP 2 SWOT Analysis OPPORTUNITIES THREATS  Strengths • Roswell has large amounts of land to build and host larger events. • Roswell is central hub for travel. It is ideally located for southeast New Mexico and west Texas regional tournaments. • Roswell has the UFO brand to market unique events. • Roswell’s weather is consistent and allows later participation in outdoor sports.  Weaknesses • Adult softball and Baseball fields require infrastructure repairs. • Lack the number of fields most regional cities have. • Roswell's league MOU system can make things more complicated when scheduling events. • City funding for adequate staffing for tournaments is not currently available. • Roswell will have to host smaller tournaments .  Opportunities • Roswell proposed baseball complex would be a large attraction for sports tourism. • The sports industry is energetic to get back out after Covid-19. • New recreation staff is eager and ready to support events. • Numerous organizations want to host events. Ex. Firefighter challenge, Big Dreams Flag Football, Texas Corn hole, ETC. • Hosting small regional tournaments. • Marketing material with developing strategy plan to operate in City of Roswell. • Facility maintenance plan to improve fields based on analysis. • Increase GRT and lodgers tax base from outside money or regional money. • Most cities have a an average of 12 baseball fields to accommodate large tournaments (100+ full size teams). • Complex would accommodate soccer and football not just baseball and softball.  Threats Threats •• Closer Closerlocations have locations larger have and better larger facilities and better such as Hobbs, facilities suchAlamogordo, Lubbock etc. as Hobbs, Alamogordo, • Seeking to bid for certain events may be out of Lubbock etc. budget. •• Summer Seekingweather to bidcan forbecertain events extremely hot. may be out of reputation • Roswell budget. for sports is low. •• No Summer weather current staff canonbefield to focus extremely hot. maintenances • specific Roswelltoreputation tournaments.for sports is low. HOBBS Alamogordo Lubbock  STEP 3 Reality & Vision Reality Because most of the baseball fields need long-term repairs and Roswell lacks the number of fields required for larger tournaments: softball and baseball tournaments of 100+ teams are not likely. These larger tournaments consist of full- size teams 11v11 rather than smaller 3v3 teams. Roswell does not have the budget or facilities to bid for larger events such as state tournaments. Smaller tournaments are currently being held. Reality is Roswell supports a regional level only. Hope Other avenues such as terrain races, firefighter challenge, and other events are possible. Roswell's best opportunity is to build events from the ground up such as a marathon or new flag football tournament. Additional staff is needed to support growth. Utilizing Cielo Grande for soccer and football are the best options available for common sports tournaments.  • Develop structure to host our own NEXTS external and community event in collaboration with current associations. STEPS • Work to implement 5 year infrastructure improvement plan in FY 23 a) Lions Hondo Little League: Netting for outfield. b) Noon Optimist Little League: Installation of new bleachers c) Stiles Fields: Replace shingles on concession roof. Fix lights and light poles d) Joe Bauman Stadium: Netting replacement e) McVay Softball Complex: Light replacement f) Wool Bowl Softball Fields: Light replacement g) Cielo Grande: Reseeding ANY QUESTIONS? League and Association History Item No. 4 (Diaz/Oropesa) • Short history on how we got here • How is youth sports participation trending in Roswell? • 2017-2022 data by league (financials & participation) • Current MOU process, including how fees are calculated  BACKGROUND • Prior to 2020, all leagues were charged $5 a player for youth leagues and $10 a player for adult leagues in accordance with resolution 18-36. • At the September 2019 General Services meeting, it was discovered that some associations were paying, and some were not. • At this time, the city manager implemented an administrative suspension on the sports league player fees for the fiscal year. • Between 2019-2020 a field analysis was conducted by the parks department in order to determine annual field maintenance cost. • In 2021, the current MOU/Sweat-Equity process was executed. 30 HISTORICAL PARTICIPATION DATA 2017 2018 2019 2020 2021 2022 Lions Hondo 380 441 384 544 248 264 Noon Optimist 500 575 726 0 599 421 Lobo Football 250 250 350 0 450 600 Roswell Girls Softball 350 534 519 0 480 289 Roswell Youth Football League 330 330 220 0 240 0 Roswell Youth Soccer Association 1184 1186 1150 1122 770 857 Adult Softball 130 0 0 120 100 Eastside Little League 150 150 *Participation numbers are self-reported by each league association (as of 6/17/2022). *Eastside Little League numbers are estimated. The league dissolved in February, 2019. *Adult Softball was only able to report starting with 2018. 31  Historical Financial Data 2017 2018 2019 2020 2021 2022 Lions Hondo $1,900 $2,205 $1,920 $0 $0 $0 Noon Optimist $0 $0 $0 $0 $0 $0 Lobo Football $1,250 $1,250 $1,750 $0 $0 $0 Roswell Girls Softball $1,750 $2,670 $2,595 $0 $0 $0 Roswell Youth Football League $1,700 $1,700 $1,100 $0 $2,195 $3,294 Roswell Youth Soccer Association $5,920 $5,930 $5,750 $0 $4,569 $9,000 Adult Softball $1,300 $0 $0 $0 $0 Eastside Little League $750 $750 Roswell Invaders $3,600 $5,700 $4,950 $0 $4,500 $4,500 *Prior to 2020, all leagues were charged $5 a player for youth leagues and $10 a player for adult leagues. * In September, 2019 the city manager implemented an administrative suspension on the sports league player fees for the fiscal year. *The administrative suspension allowed for a transition to the new sweat equity model that began in 2021. *Payments prior to 2020 are estimates based on the number of players reported. *Prior to 2020, the recreation department head approved Noon Optimist for $0 a year. (no historical data) 32  CURRENT MOU PROCESS 1. Initial meeting with league president • Determine league timeframe • Discuss the annual field maintenance sheet and determine any sweat equity(if any) 2. Recreation department drafts an MOU and send to legal for review 3. Legal approves 4. League president provides a copy of insurance, listing the city as additionally insured and signs the agreement 5. Signed copies get sent back to legal for a final review 33  FEE CALCULATIONS 𝑎𝑛𝑛𝑢𝑎𝑙 𝑚𝑎𝑖𝑛𝑡𝑒𝑛𝑎𝑛𝑐𝑒 𝑐𝑜𝑠𝑡 ÷ 12 𝑚𝑜𝑛𝑡ℎ𝑠 × 𝑙𝑒𝑎𝑔𝑢𝑒 𝑡𝑖𝑚𝑒 𝑝𝑒𝑟𝑖𝑜𝑑 × 30% 𝑐𝑜𝑠𝑡 𝑟𝑒𝑐𝑜𝑣𝑒𝑟𝑦 $38,725.20 ÷ 12 months = $3,227.10 $3,227.10 × 2 month period = $6,454.20 $6,454.20 × .30(30%) = $1,936.20 34  LEAGUE OPTIONS 1. Pay the fee ($1,936.20) 2. Conduct Sweat Equity to reduce the fee • i.e. mowing during the playing period totaling $1,987.50 35  SUMMARY • Current process was developed in order to provide fairness for all league associations. • Current process is based on annual field maintenance cost. • All associations are provided the opportunity to reduce their cost to the city; which in turn creates a cost savings for the city. 36 QUESTIONS? Thank You 37 CHAIR COMMENTS, REPORTS, ANNOUNCEMENTS PUBLIC PARTICIPATION