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04-15-1997 The Regular Parks and Recreation Advisory Board Meeting was held on 2 Tuesday, April 15, 1997, at Dresp Room A, Branigan Library. 4 MEMBERS PRESENT: Dolores Archuleta, Lawrence Banegas, Michael Hart, John Welch, Mike Davis and Mark Lopez. 6 8 MEMBERS ABSENT: Susan Roberts. 10 OTHERS PRESENT: Ted Novack, Parks and Recreation Director; James Rivera, Recreation Superintendent; Danois Montoya, Recreation Leader II; John Moscato, BVLC; Harold and Barb Denton, Denton Newby Architectural Planning; and Laura Bason, Recording secretary. 12 14 16 18 The meeting was called to order at 7:00 p.m. by Board Chair, Dolores Archuleta. 20 22 MINUTES 24 March 18, 1997 26 Mr. Mark Lopez moved to approve the March 18 , 1997 Parks and Recreation Advisory Board Minutes with a correction. Mr. Lawrence 28 Banegas seconded the motion. Motion carried 6-0. 30 Michael Hart voted YES Mark Lopez voted YES Dolores Archuleta voted YES Lawrence Banegas voted YES Mike Davis voted YES John Welch voted YES 32 34 NEW BUSINESS 36 INTRODUCTION OF DANOIS MONTOYA. RECREATION LEADER II - AQUATICS AND 38 ADULT PROGRAMS 40 Mr. James Rivera, Recreation Superintendent, introduced Mr. Danois Montoya, Recreation Leader II, to the Board. Mr. Rivera explained 42 that Mr. Montoya's position covers the areas of swimming and aquatic facilities, roller hockey, tennis and special events. Mr. 44 Montoya is a graduate of Mayfield High School and of the University of New Mexico and has his Red Cross certifications and a swimming 46 background. Mr. Montoya will be sent to a special aquatics management school starting next year since he was hired too late to 48 attend this year. The school is taken in two sessions so it will take two trips to complete. 50 1 Mr. Montoya stated that he will be working towards raising the 2 participation numbers in tennis and roller hockey and making them quality programs. 4 The Board welcomed Mr. Montoya and wished him well on the upcoming 6 summer season. 8 ENCHANTED DESERT OPEN SPACE 10 Mr. Ted Novack introduced Mr. Harold Denton, Architect, and Mr. John Moscato, developer, to the Board. 12 Mr. Denton gave a presentation on his proposed Enchanted Desert 14 project made up of three components: resort, housing and conservancy. The site is bound by Picacho Hills, the Airport and 16 BLM land and encompasses Picacho Peak. 18 Mr. Denton assured the Board that he is not interested in putting anything on Picacho Peak. That area will be kept as it is and used 20 for recreational activities such as hiking, jogging and horseback riding. 22 Mr. Denton is working with the city requesting that the area be 24 annexed and with the Airport Board regarding the distance to housing and the noise. 26 OPEN MEETINGS ACT COMPLIANCE GUIDE AND THE INSPECTION OF PUBLIC 28 RECORDS ACT 30 Mrs. Archuleta attended a public workshop addressing the Open Meetings Act Compliance Guide and The Inspection of Public Records 32 and read her notes to the Board (Attached as Exhibit "A"). 34 MEDIA RELATIONS STRATEGIES 36 Mrs. Archuleta handed out and read the notes from the Southwest Regional Training Institute workshop she attended regarding Media 38 Relations strategies (Attached as Exhibit "B"). 40 Mr. Banegas stated that he would like to see a weekly or monthly radio program or articles about Parks and Recreation services. He 42 believes that a more assertive, proactive approach must be taken to utilize all aspects of the media. For example, if media relations 44 had been better, we would have had a source to send out our wishes regarding the bond issue. 46 Mr. Novack stated that he would invite the City's Public 48 Information Officer, Chris Good, to the next Board meeting to inform the Board about what is being done now and to discuss what 50 can be done in the future to promote the positive aspects of the department. 52 2 THB ROLB OF THB ADVISORY OR POLICY BOARD 2 Mrs. Archuleta handed out and read the notes from the Southwest 4 Regional Training Institute workshop she attended regarding The Role of the Advisory or Policy Board (Attached as Exhibit "C"). 6 The Board agreed that the information is very good and should be 8 given to all new board members as it answers a lot of the questions that new board members have. 10 Mr. Novack stated that he talked to the Legal Department about the 12 Code of Conduct and the Board Ordinance and received the following information: 14 18 Section 2-179, Officers and meetings. Item (2) (f): "The City Manager shall appoint Coordinators who will ensure that the Mayor and City Council are fully apprised of the boards' activities at all times by filing with the City Clerk the boards' approved minutes, pertinent documents, and recommendations for review." 16 20 28 Mr. Novack explained that regarding the "Coordinators" appointed, the Legal Department stated that this needs to be reworded. The City Manager looks to the division director and department director to keep him apprised of board activities. This needs to be reviewed with Mr. Nava to see if he is inclined to appoint someone in that position. 22 24 26 32 section 2-180, Conflicts of Interest. Item (3) Codes of Conduct (c): "Absent a request from the City Council, all board members are prohibited from making verbal or written statements to the city council, or to any of its members, in support or opposition to their board's decision." 30 34 36 40 Mr. Novack explained that the Legal Department stated that this item was put in to prohibit individual Councilors from bringing an issue/idea to the board individually, rather than having the board be absent from any Councillor. 38 42 50 Division 5, Parks and Recreation Advisory Board, section 2-223, Duties. "The Parks and Recreation Advisory Board shall review all business and operations of the several parks and recreation areas and the recreation programs of the ci ty , investigate any problems relating thereto, recei ve, review and present community recommendations and ensure that the City Council is fully apprised of parks and recreation matters at all times." 44 46 48 3 2 Mr. Novack explained that the Legal Department stated that this is what tells the Board what it is supposed to do. This duty is expected by the City Councilors from the Parks and Recreation Board. The other items above need to be rewritten for clarification. 4 6 Mr. Michael Hart asked Mr. Novack to please follow this up for this 8 Board. 10 REPORTS 12 FARMERS AND CRAFT MARKET ADVISORY BOARD REPORT 14 Mr. Banegas stated that the Farmers and Craft Market Advisory Board 16 will meet next on May 12, 1997. 18 PARKS AND RECREATION DIRECTOR 20 Mr. Novack explained the minor changes made by city Council to the 1997/1998 Fees and Charges Policy and the 1997/1998 Areas and 22 Facilities Use Policy. Both Resolutions were approved by city Council with amendments. 24 Mrs. Archuleta brought to the Board's attention a letter from Mr. 26 Nava thanking the Board for their recommendations on skateboarding, bicycling and rollerblading on the Downtown Mall and on the 1997/98 28 Fees and Charges Policy and Areas and Facilities Use Policies. 30 Mr. Novack stated that Ms. Susan Roberts could not attend the meeting tonight, but she dropped off information on "sponsorship of 32 May 22nd 'Fun in the Sun' Recreation Mercado" (Attached as Exhibit "0") and asked that the Board recommend department participation. 34 Mr. Novack stated that staff is recommending that the department participate in the event with an exhibit table and asked Board 36 Members to spend some time at the exhibit along with staff. The Board agreed with staff's recommendation to participate. 38 Board Members commented on how well the BMX event went and on the 40 hard work that Jerry and Suzanne Garcia have put into the track and the event. 42 Mr. John Welch moved that the Board Chair ask city Council to give 44 BMX, and especially, Jerry Garcia, a certificate or something for their efforts. Mr. Hart seconded the motion. Motion carried 6-0. 46 48 Michael Hart voted YES Mark Lopez voted YES Dolores Archuleta voted YES Lawrence Banegas voted YES Mike Davis voted YES John Welch voted YES 50 4 Mr. Novack stated that Mrs. Archuleta should write a letter to the 2 City Manager requesting this action. 4 Mr. Novack acknowledged the following for their efforts putting on the Gus Macker 3 on 3 Basketball Tournament: Jimmy Rivera, Jon 6 Juarez, Norma Avalos, Bea James, Sonya Delgado, Danois Montoya, Richard Telles and the staff from Meerscheidt, Parks personnel and 8 all the volunteers. 10 Mrs. Archuleta described the Teen Fashion Show at Club Fusion as exceptional and stated that Jan Syling deserves a lot of credit. 12 14 ADJOURNMENT 16 with no further business, Mrs. Archuleta adjourned the April 15, 1997 Parks and Recreation Advisory Board Meeting at 9:00 p.m. 18 20 22 24 26 28 30 ra Bason, CPS R cording Secretary Parks & Recreation Department ~ DOLORES ARCHULETA, CHAIRPERSON 32 5 EXHIBIT "A" Open Meetings Act Compliance Guide - .- and - The Inspection of -Public Records Act I attended this public workshop on March 26t from 9 a.m. to noon, at the County Commission Chambers. This was hosted by Attorney General Tom Udall and -his staff. The workshop was well attended and I took copious notes on the Open Meetings act although we were given a Compliance Guide booklet. We also received a Compliance Guide for the Inspection ofpu blicRecords. OPEN MEETINGS ACT: After the Open Meetings Actt I felt comfortable that we as a board are doing the right things t thanks taLa ura and Mr. Novack, so I'll just share with you some of my notes: 1. Meeting notices and the agenda containing a list of specific items of business to be discussed or transacted at the meetings shall be posted or made aware of where a copy can -be obtained at least 24 hours prior to the meeting. 2. The board can only take action on the items listed on the agenda. A board member can discuss an item not on the agenda but only to request that it -be placed on the next meetingts agenda. Emergency items can be placed on an agend(l.An-<itl~II1e:rgell:CY" .is def.inedas "if J19ta-(~ldressed immediately by the -public body , will likely -result in jnjury or damage to persons or property of substantial financial loss to the public body . " 4. Although a meeting is called an 11 Qpen Meetingt II it does not always mean that public participation is allowed. "No public participation II announcement is made known prior to the opening of the meeting. (This board has had an open meeting with no puplic pa:rticipat4>n.) 5. Where some boards can get into troublet the presenter of the workshop saidt is at social gatherings. In a social gathering where a quorum of a board is present, do not discuss public business at all (in our case its park & rec husiness). No discussion period. 6. When a meeting is adJourned, board members will not gather and discuss public business, or gather in the parking 'los and discuss pubHcbusiness. 7. The public can video tape or record a public meeting. There was a question and answer period and a lot of questions were asked, but again] felt after listening totheanswers that weha ve been in compliance with the Open Meetings Act, and again thank you Laura and Ted for keeping us out of trouble. INSPECTION OF PUBLIC RECORDS: I didn't take a lot of notes on this topic because we are not the custodians of public records, but for your information: 1. The public does not need a reason to request a public record. It used to he where there had to he "aneed to know, II before you were allowed a requested document. This is no longer the case. You should not even he asked why you want tJle d9~Jl~nt. J'1l:eI'earec~rt~inexceptj911-S such- Jl-srnedi(;(ll and employment -recordsandpersofinel files, that the ,public cannot have. 2. After the request is made either verbally or in writing, the custodian ofrecordsha,s three working days to respond to your request and 15 calendar days to provide you a copy. 3. The requester cannot be charged more that $1.00 a sheet for copying services, and you -should not be asked to pay for the salary of the one providing the information, or for the use of the room where you are waiting for the document. This was true at Ql1e time. The most important rule to remember is practice the "sunshine" Jaw, which is tokeeppublic.records open to the public at all times. Both workshops were very informative. EXHIBIT "B" MEDIA RELATION WORKSHOP Workshop Presenter: Lydia Saldana, Communications Director, Texas Parks & Wildlife Department 1. Know by name the reporters covering city activities. In our case Jack King covers the Sun News and Doug DesGeorge covers for the Bulletin. 2. If the reporters do a good job of reporting can them and let them know. Make sure the reporters know who you are. The reason for this-Lydia said, is -because the reporters will do a better job for you if they know you and you know them. 3. If the newspaper gives you good coverage on a city activity, call them and thank them. I followed Lydia's recommendation and called Sound Off! thanking the Sun News for the pictures and coverage of the PALBMX Track meet. They retil1Y<:l-id .ag()()d j()b. Tlleg()()d coverage was I()llowed up with a good editorial the next day. 4. If you are showing VIPs a new project, or the media is covering a new project for you, dress professional. If you are required to wear a uniform, wear it clean and with pride. Don't chew gum, and ladies, don wear long dangling earrings. 5. I mentioned in my trip report that Lydia recommended that vandalism reports bepuhlished in the newspaper. She said that the public has a right to-knowhow much of our tax money is going into cleaning up and repairing after vandalism (our van4~lismand the, It report- tllisquart.er wa~s $1:2,4J2..53!). This is where she cautioned us about how toreportvandalisffi. Don't accuse or speculate that the vandalism was done by gang members or a certain race because of the location of the park. We could get into trouble doing this. 6. If you can get an interested group of people, or boy scouts to cleanup or repair the vandalism, this would beagood time to call the news media and show what was done and who is cleaning it up. 7.PSAs (public service announcements) are good, but not as good as a paid ad. FAX instead ofmai!. .. EXHIBIT "e" THE ROLE OF THE ADVISORY BOARD This was a good handout and most of us probably wish we had seen this before we accepted the appointment to serve ona board, because it better defines our duties. The handout covers the Qualities of the II Perfect" Parks and Recreation Board Memher ,Do's and Don'ts for Board Memhers, Questions for Ma'king Sound Decisions, Parliamentary Procedure Review, Proper Meeting Conduct, Dealing with Negative Q:uesti():t}s - tR:is.l1as t<> d9 wi-t:ll.d-.ea:lJ:llg witil-:rep91"ts and suggestions are very good. A -Sample Orientation Agenda foll<>ws andcoucludes with the Code of Ethics. Remember that item 6 on the handout is for a Policy Board, we are an Advisory Board. During the panel discussion at the workshop the question was asked "how do we get the councillors to snpport our recommendations?" Out of the Dallas area, a group of board members stated that their Councilors always support their reco~l1-<iati9ns b.eca.:use t:h:6app().in.t~e J}l~~ t S witllt:ll~ councilor at least once a month over coffee or lunch and discuss on-going issues with them. So when the issues are presented to them, they are already aware of them and are not surprised. The other recommendation from this panel discussion was to contact your councilor and offer to clarify any questions not clear in the package presented to them. This is where I reported that our procedures don't allow us to do that and the w():r ]{sll9P.i-nstnlc t91"SI1i-gl1:1yrec.Qtl}Itle:t}4e4 t:llat tl1is be changed. Mr. Novack was going to get a reading from legal on this portion of our Code of Conduct because one area says we should and in another it says thou shalt not. B4/11/1997 11:22 Sa55234639 Date: HISPANJ a-iAMBER A PAGE B2 EXHIBIT "D" d. LAS C Rue E S .--....~......:....::..~.....:~ -.... ---.-~ .. -- -.... Memorandum April II, 1997 Economic DevelopDlent Committee (ED) Members BDd Bee Board of Directors Patricia Padillil-Torres. ED Committee Chair ~-::-r-~ Sponsorship of May 21nd "Fun iD the Sun" Recreation Mereado To: F.-om: Re: The Hispano Chamber de Las Cruces would like to invite your company to participate in the sponsorship of the "Fun in the Sun" Recreation Mercado which Will be held on May 22nd at the NM Pann and Ranch Heritage Musuem from 5:30 - 7:30 p.m. We have mailed out an initial "tickler" flyer and the response has been really great. This year's mercado will be bigger and much better! We will need sponsorship at different levels and this is your company's opportunity to have the 1 st selection (other sponsorship requests will be sent out on April/"~ ' ~}5clusive Event Sponsor: $1 )500.00 Company is the only event sponsor. Will include logos on all ad materials, a 12ft company banner, 2 complimentary exhibit tables, and mentions on Mic. at Mercado Physical Address: 218 North Campo . Las Cruces, New Mexico 88001 Mailing Address: P.O. Box 1964 · Las Cruces, New Mexico 88004 (505) 523-2681 B4/11/1997 11:22 5855234539 HI SPA/'.I) CHtI.MBER A PAGE B3 Event Sponso{: $500.00 Includes Logos on aJI advertising materials, an 8ft company banner, 1 complimentary exhibit table, and mentions on Mic. at Mercado Decor Snonsor: $ varies Cost depends on decoration. Company logo can appear with the HCC logo on balloons! frisbees, beach balls, popcorn bags or other suggested decor item Door Prizes and Raffle Items: $ varies Company donation of any item for door prize or rame Exhibit TabJg: $25.00 Gov't1non-profit $40.00 HCC Members $65.00 Non-Members · Second table can be purchased at 1/2 the cost of the 1 st To have the 1 st opportunity to sponsor this event at the various level~ please contact meat 523-6934 by April 15th regarding your company's desired sponsorship level for our May 22nd event. Other sponsorship request letters will be sent out on April 36~ Thank. you.