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06-17-1997 The Regular Parks and Recreation Advisory BOaLd Meeting was held on Tuesday, June 17, 1997, at Dresp Room A, Branigan Library. MEMBERS PRESENT: Dolores Roberts, Lopez. Archuleta, Lawrence Banegas, Susan John Welch, Michael Hart and Mark MEMBERS ABSENT: Mike Davis. OTHERS PRESENT: Ted Novack, Parks and Recreation Director; Alan Pumphrey, Parks Superintendent; Don and Genia Shepan, Mesilla Valley Track Club; Lou Curcuro, Farmers and Craft Market; and Laura Bason, Recording Secretary. The meeting was called to order at 7: 00 p.m. by Board Chair, Dolores Archuleta. MINUTES May 20, 1997 Mr. Michael Hart moved to approve the May 20, Recreation Advisory Board Minutes as presented. seconded the motion. Motion carried 6-0. 1997 Parks and Mr. John Welch Susan Roberts voted YES Mark Lopez voted YES John Welch voted YES Lawrence Banegas voted YES Dolores Archuleta voted YES Michael Hart voted YES NEW BUSINESS REQUEST FOR USE OF ELECTRICITY ON THE DOWNTOWN MALL - MR. LUIS GARCIA Mr. Ted Novack explained that Mr. Luis Garcia, a vendor with the Farmers and Craft Market, is requesting the use of electricity on the Downtown Mall during Market hours. Ci ty Ordinance #1349 states that the Parks and Recreation Advisory Board may grant use of electricity to vendors and assess a fee for the use. Each request will be handled on a case-by-case basis. Mr. Lawrence Banegas moved to support the request of Mr. Garcia allowing use of electric power on the Downtown Mall. Ms. Susan Roberts seconded the motion. Motion carried 6-0. Susan Roberts voted YES Mark Lopez voted YES John Welch voted YES Lawrence Banegas voted YES Dolores Archuleta voted YES Michael Hart voted YES 1 FY 97/98 ASSOCIAT.l-uN AGREEMENTS Mr. Novack asked the Board to reference Mr. memorandum (included in the Board Packet) recommended changes to the Agreements. James as he Rivera's read the )i;> Staff recommends that the P .A. L. Boxing Club Agreement for funding be put on hold pending the final report of the audit. The Board agreed to table this Agreement. )i;> Staff, after consulting with the Legal Department, cannot recommend that Mr. Bill Chamber's requested changes be made to the High Noon Soccer League's Agreement. The Board agreed with Staff's recommendation. )i;> Don Shepan, Ted Novack and James Rivera have discussed the Mesilla Valley Track Club's requested changes. Staff recommends the following changes to the Mesilla Valley Track Club Agreement because the Club is not in the business of coaching or having practices as proposed in items 1.J. through 1.L: Item 1.J. - Delete this item. Item 1.K. - Change to read, "Provide an established written appeals procedure for participants and board members." Item 1.L. - Change to read, "Provide a written, established policy on corrective action to be taken by Club officials dealing with the consumption of alcohol prior, during and after events by participants. Also, an established policy on the corrective action to be taken by league officials on follow-up of reports of mistreatment of participants. Mr. Don Shepan asked that the Board reconsider the "Hold Harmless" section (Item #1 under IT IS FURTHER AGREED TO by and between the parties) of the Mesilla Valley Track Club Agreement. Mr. Shepan is concerned, on the part of the Club, that the City is placing an extreme amount of exposure on the Club in terms of liability. This indemnification and hold harmless clause and the fact that the City is only providing $1,000 in reimbursement to the Club are concerns the Club has expressed to staff. Mr. Novack explained that the Legal Department ruled that the clause be retained in the Agreement. Mr. Shepan stated that the events listed in the Agreement are the only events under consideration. All those events are City run with the Club's assistance; therefore, the Club should be covered under the City's "umbrella" and not have to provide their own insurance for these listed events. The Club realizes that the 2 other events the c~ub puts on during the year are not recognized in this Agreement. Mr. Welch moved that the Mesilla Valley Track Club Agreement be tabled pending resolution concerning liability issues with the City Attorney. With no second, the motion died. Ms. Roberts stated that the Agreement needs to go to City Council for approval now instead of waiting for the next Board meeting for approval. Mr. Welch suggested that if the Mesilla Valley Track Club board is not comfortable with signing the Agreement with the indemnity clause in it, the Parks and Recreation Department might contract these events individually with the Club. Ms. Roberts moved to accept the Association Agreements with the agreed upon changes with the exception of the P .A. L. Boxing Program Agreement. Mr. Mark Lopez seconded the motion. Motion carried 6-0. Susan Roberts voted YES Mark Lopez voted YES John Welch voted YES Lawrence Banegas voted YES Dolores Archuleta voted YES Michael Hart voted YES ELECTION OF PARKS AND RECREATION ADVISORY BOARD OFFICERS Mr. Banegas moved to retain Ms. Dolores Archuleta as Chair and Mr. John Welch as Vice Chair. Ms. Roberts seconded the Motion. Ms. Archuleta and Mr. Welch agreed to this. Motion carried 6-0. Susan Roberts voted YES Mark Lopez voted YES John Welch voted YES Lawrence Banegas voted YES Dolores Archuleta voted YES Michael Hart voted YES REPORTS FARMERS AND CRAFT MARKET ADVISORY BOARD REPORT Mr. Banegas stated that he did not have a report as the Farmers and Craft Market Advisory Board did not meet in June. PARKS AND RECREATION DIRECTOR Mr. Novack informed Board Members that: · July is Recreation and Parks Month. A proclamation will be presented at a July City Council Meeting. The Department has provided the Board with a calendar of events for July. · The 3-on-3 Soccer Shootout for 1998 will be held January 30 and February 1. 3 · The city's new ADA Coordinator, Kathe Sctirk will be invited to the July Board Meeting for introduction. · Mr. Hart has been appointed to the MPO Bicycle Committee. · The Board and the Department need to realize how important it is that we get information out to as many as possible regarding our support for the Fields of Dreams (or a regional park) as stated on page 62 of the Master Plan. Mr. Banegas suggested that Mr. Chris Good, City's Public Information Officer, be contacted to do an article about the Master Plan to renew the information to the public. Mr. Banegas also suggested a retreat to generate a more proactive approach to some of the endeavors of the Department such as Legislative requests. He believes that we should plan for the next bond issues and start soliciting support through our elected officials. Mr. Novack stated that he would work with Mrs. Archuleta to arrange a retreat. He believes that meeting with Legislators and Councillors is an excellent idea and would help to gain their support. · A $750 park table was donated to the City and placed in Klein Park. Mrs. Archuleta and Mr. Novack attended the dedication ceremony. · Volunteers are needed for the Fourth of July events. · Mrs. Archuleta is on the Selection Committee for the CS&F Division Director position. She stated that GO+ applications were received. The committee has narrowed it down to the top ten. Mr. Nava will decide if the committee needs to narrow it down more, then interviews will be set up. · There will be a planning meeting held on July 18 and 19 for the 1998 NRPA Southwest Regional Training Institute and the Department will be requesting help from the Board and Staff. Please submit any ideas to Mr. Novack before this planning meeting. Mrs. Archuleta asked that signs be placed on the Tri viz bike trail telling people to clean up after their dogs. She also requested that trash containers be placed along the trail. Mrs. Archuleta informed Board Members that Mr. Phil White, President of the State AABC, has removed Rick Montoya from the State Vice President position. 4 ADJOURNMENT With no further business, Mrs. Archuleta adjourned the June 17, 1997 Parks and Recreation Advisory Board Meeting at 8:35 p.m. La ra Bason, CPS R cording Secretary Parks & Recreation Department J!~~ DOLORES ARCHULETA, CHAIRPERSON 5