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10-16-2014 PARKS AND RECREATION ADVISORY BOARD MEETING October 16, 2014 1 The Parks and Recreation Advisory Board Meeting was held on October 16, 2014, at 2 City Hall, Room 2007-B (2nd Floor), 700 N, Main Street, Las Cruces, NM. 3 4 PARKS & RECREATION ADVISORY BOARD MEMBERS PRESENT: 5 Mr. Ron Camunez, Board Chair 6 Ms. Elizabeth Brown 7 Mr. Mark O'Neill 8 Mrs. Fran Witt 9 Ms. Dawn Rue 10 11 PARKS & RECREATION ADVISORY BOARD MEMBERS ABSENT: 12 Mr. Eli Guzman, Board Vice-Chair 13 14 OTHERS PRESENT: 15 Mr. Mark Johnston, Director Parks & Recreation 16 Ms. Hazel Nevarez, PRAB Recording Secretary 17 Mr. Franco Granillo, 18 Ms. Sonya Delgado, Recreation Administrator 19 Ms. Amber Parker, Youth Services Administrator 20 Mr. Rudy Trevino, 21 Silvia Veronica Montoya, Las Cruces Running Club 22 Randy Castellano, Las Cruces Running Club 23 Brian Jordan, Wild Chile BMX 24 Brent McCann, Las Cruces Youth Baseball Association (LCYBA) 25 Steve Delgado, LCYBA 26 Victoria Delgado, LCYBA 27 28 The meeting was called to order at 6:10 p.m. by Chairman Camunez and he 29 recognized the meeting as having a legal quorum. 30 31 Introductions 32 33 Board Members introduced themselves and stated the district they represent. 34 35 Conflict of Interest 36 37 There was no conflict of interest by Board members or City of Las Cruces staff to any 38 items on the agenda. 39 40 Approval of Minutes 41 1 I Ms. Witt recommended correcting spelling of Eddy Binns to Eddie Binns on last page 2 of minutes. Ms. Brown moved to approve minutes as amended, seconded by Ms. Rue. 3 The motion carried unanimously. 4 5 Old Business 6 7 Mr. O'Neill wanted to know the status of having a youth on the Board as mentioned in a 8 previous meeting. Mr. Camunez advised this is something that must be presented to 9 City Council for resolution since the Board is appointed by Council members. Mr. 10 Johnston said he would like to run this by Assistant City Manager for his thoughts and 11 either move forward with this or bring back to Board at the next Board meeting. 12 13 New Business 14 15 A. Las Cruces Youth Baseball Association (Informational) — Year End 16 Recap/Thoughts for 2015 Season — Steve Delgado, President and Brent 17 McCann, Vice-President 18 19 Steve Delgado introduced himself as President of LCYBA, Brent McCann as Vice 20 President and Victoria Delgado as treasure. 21 22 Mr. Delgado advised he was present to give Board a Year End recap of the LCYBA 23 league: 24 25 • Teams are continuously growing, from 1,793 registrants in 2012 to 1,945 26 registrants in 2013 to 2,028 registrants in 2014. 27 • With so many registrants in the league, there have been families in need of 28 financial assistance and the league has become financially stable to support a 29 scholarship program for their participants. For 2014, there were fifteen (15) 30 applicants of which the league was able to provide $860.50 in scholarships. 31 • To help the teams, a rummage sale of slightly used equipment was held where 32 players and teams were able to acquire slightly used equipment at a discount 33 price. 34 • A player placement day was held where players not on a team and their 35 parents could meet coaches who still needed players and placements could be 36 made. 37 . For this years season, opening ceremonies were held at NMSU and players 38 from NMSU escorted kids out on fields. 39 • This year, LCYBA affiliated with a sanction called American Amateur Baseball 40 Conference (AABC). Coaches voted on this sanction because it is a 41 progressional type sanction, if team wins a certain division, they move on to next 42 level with no fee. There were four regional events held by AABC and Las 43 Cruces was represented in every division. 44 . The league provides teams with travel stipends and has also covered team 45 insurance, gate fees, travel funds for regional World Series and season awards. 46 AABC also provides teams with travel stipends. 2 I . Closing ceremonies were held at the Chihuahua Stadium. The Kids were able 2 to parade on the Chihuahua field with their team banner. 3 . The League also contributes to charitable donations through fundraising. 4 . League has put dirt back onto Paz Park and field signage. 5 . For 2015, goal is to reach 130 teams. 6 7 B. League Stipend Request (Action): 8 9 Stipend requests for 2015 were received from Wild Chile BMX and the Las Cruces 10 Running Club. Board members were provided copies of the stipend request letters I1 reporting how last year's stipend was spent and what this next year's stipend request 12 will be spent on. A breakdown report showing $23,500 available for stipend requests 13 and how much is being requested by Wild Chile BMX ($10,500) and the Las Cruces 14 Running Club ($5,000)was also provided. 15 16 Wild Chile BMX, Las Cruces — Brian Jordan 17 18 Mr. Brian Jordan, Wild Chile BMX Track Operator presented to Board request for 2015 19 stipend. Mr. Jordan reported to the Board a synopsis of how last year's stipend was 20 spent and what current stipend request will be spent on. Mr. Jordan reported that they 21 are covered by insurance under a national organization called USABMX as well as 22 through the City since they are on City land. Mr. Jordan also reported they don't have 23 formal background checks but coaches are under the auspices of Safe Ride Program 24 through USA Cycling, a training course as well as other activities that a coach must go 25 through in order to be certified to keep a standard level of playing field, proper 26 conduct, right skills and behaviors. 27 28 Mr. Camunez had concern on there being no formal background checks. Mr. Johnston 29 reported that Parks & Recreation staff would work with the organization to insure that 30 anyone that will be supervising children will have background checks. 31 32 In regards to background checks, Mr. O'Neill expressed his concern with a league 33 official taking someone's child home. Mr. Jordan reported parents needed to be 34 present because of inherent fall potential. Mr. O'Neill also asked if a waiver is on file 35 with medial information, emergency contacts. Mr. Jordan reported this is gathered as 36 part of national membership with USABMX. 37 38 Mr. Camunez also asked if the organization has people who can detect signs of a 39 concussion. Mr. Jordan reported that he will bring to attention of organization that they 40 strengthen concussion monitoring program. Mr. Johnston advised he will see if he can 41 get Heads Up Concussion in Youth Sports program back again and invite all different 42 organizations. 43 44 Ms. Brown asked if there are any differences in potential injuries of asphalt vs dirt. Mr. 45 Jordan reported asphalt is a little safer because of grip that bikes get on asphalt, 46 likelihood of falling is less because there is more traction. 3 1 2 Ms. Brown also understood that as track was improved, the better the opportunity to 3 attract other races and national events and where organization stood on this process? 4 Mr. Jordan reported facility of the track are not at the level to pursue a national event 5 and don't have amount of money needed in their budget to put into facility for a national 6 event. Ms. Brown asked about regional and Mr. Jordan reported they already have 7 state race where they have Texas and Albuquerque participate, The Rio Grande Shoot 8 Out. 9 10 Ms. Witt asked if organization had a business plan to get solvent. Mr. Jordan reported 1 t organization can stay solvent, but without stipend they won't be able to improve 12 facilities. 13 14 Mr. Camunez asked if they do any fundraising to maintain track. Mr. Jordan reported 15 this isn't something they have explored. Mr. Camunez advised this would give the kids 16 a vested interest and helps build leadership. Mr. Johnston reported the BMX different 17 in that they are not a team but independent riders. 18 19 Mr. O'Neill asked if this organization is in compliance with the stipend request 20 requirements. Mr. Johnston replied that Board can approve request, stipends will not 21 be released until all issues are fulfilled. Mr. Camunez reported still missing are 22 insurance, written appeals, refund policy or process, and background checks. Mr. 23 Camunez didn't feel that issue of background checks has been resolved. Mr. Johnston 24 advised that if Board wishes to approve stipend amount and instruct staff that all issues 25 are taken care of before release of stipend, that will be Parks & Recreation's direction 26 and Mr. Johnston will work with organization to outline who needs to have background 27 checks. 28 29 Mr. O'Neill had a concern about asphalt berms and potential head injuries. Mr. Jordan 30 reported it is safer. 31 32 Mr. O'Neill also had a concern on amount being requested and asked if organization 33 could get by with less. Mr. Jordan reported they will get by with what they receive. 34 35 Ms. Brown expressed that this organization has done some form of fundraising by 36 getting bulldozer donated to them, dirt donated to them. They have minimized the cost 37 to get maximum value to improve city property. 38 39 Mr. Camunez asked Mr. Johnston what he thought about making stipend half of the 40 amount. Mr. Johnston replied that is Board's decision to make. Mr. Johnston did say 41 that BMX is maintained in totality by an organization and not the City; it is the city track 42 that is receiving benefit of total operation and maintenance. 43 44 Ms. Rue asked if children are helping to maintain track on non-race days. Mr. Jordan 45 reported the children do help. 46 4 I Mr. O'Neill asked if the organization has parent meetings. Mr. Jordan reported they do 2 have parent meetings. 3 4 Ms. Rue moved to approve full amount of $10,500 to Wild Chile BMX as presented to 5 the Board seconded by Ms. Witt. The motion carried unanimously. 6 7 8 Las Cruces Running Club— Randy Castellano, Sylvia Montoya 9 10 Randy Castellano presented to Board request for 2015 stipend. Mr. Castellano 11 reported to the Board a synopsis of how last year's stipend was spent and what current 12 stipend request will be spent on. Mr. Castellano did report they do have background 13 checks and insurance. 14 15 Ms. Rue asked if there is a club fee and if there is a charge to run in the race. How 16 does organization produce income? Ms. Sylvia Montoya reported youth are not 17 charged for races; the youth program is not making any money. The organization did 18 fund raise and get sponsorships. 19 20 Ms. Rue asked how many youth are serviced. Ms. Montoya reported 20. 21 22 With this year's request being doubled, Mr. O'Neill asked how many new events have 23 been added. Ms. Montoya reported that they partnered with Frenger to offer swimming 24 on Friday's and added afternoon workouts for the youth. 25 26 Mr. O'Neill asked how many full scholarships were given out last year. Ms. Montoya 27 reported they gave shoes to youth; Mr. Castellano reported there are no scholarships 28 for the adults. 29 30 Mr. O'Neill asked if part of stipend was going to pay for someone in the organization. 31 Mr. Johnston reported stipend goes to organization. If organization is contracts with a 32 professional to provides services, that's on them. 33 34 Mr. O'Neill asked If the Las Cruces Running Club has grown enough and added 35 enough programs to warrant double the stipend they are requesting. Mr. Castellano 36 reported yes. 37 38 Ms. Witt asked if they are operating in the black. Mr. Castellano reported they are. 39 40 Ms. Witt asked exactly what has been added to warrant additional money they asked 41 for. Mr. Castellano reported hand held timer that reports results of race, and spending 42 additional money to expand program, and expansion for youth running program by 43 adding more assistants, shoes and watches and expanding fees for coach's services, 44 compensation and reimbursement. 45 5 1 Ms. Witt asked how much is brought in in fees. Mrs. Castellano reported it depends if 2 timing is done by the running club or if bring company from outside to do chip timing. 3 Mr. Castellano reported from March to March, balance forward was $3,795 last year. 4 Mr. Castellano reported the organization is non-profit; they are not here to make money 5 but to promote money for the community. 6 7 Mr. Camunez asked for clarification if money is generated per event and not by a one- 8 time membership for a season. Mr. Castellano confirmed but there is an annual 9 membership fee of$20.00 - $25.00. 10 11 Mr. Camunez asked if organization has a special needs program? Mr. Castellano 12 reported their bylaws and rules permit anyone to run. 13 14 Mr. O'Neill asked what current balance is. Mr. Castellano reported that balance is 15 more than the year before but don't know the balance off hand. 16 17 Ms. Brown expressed a nominal fee might make program mean something to 18 participants. Ms. Montoya reported that their youth volunteer in the programs as 19 course monitors, talking to staff, registering participants. 20 21 Ms. Brown was concerned that possibly children younger than high school age are 22 being taught long distance running skills that could be a very stressful over training 23 situation for young growing children situation. Ms. Montoya reported she is working 24 with youth 13 and over. Ms. Montoya did say they get calls for a younger age group. 25 26 Mr. Camunez asked if the organization planned to expand. Ms. Montoya reported they 27 would need to get another coach for a younger age group. 28 29 Ms. Brown asked if this was the second or third year the organization has asked for a 30 stipend. Mr. Castellano reported this is third year; 2nd year for stipend to be toward 31 youth program. 32 33 Ms. Witt asked with three years in a row asking for stipend, and each years request is 34 double from prior year, at what point will organization be making enough to make own 35 way or be self-sufficient? No definitive response was received to this question. 36 37 Mr. Camunez asked what it costs to put on a race. Mr. Montoya reported some 38 examples of costs and income. 39 40 Ms. Witt asked how many adult members are in running club. Mr. Castellano reported 41 approximately 58. 42 43 Ms. Witt requested for next year that stipend request packages be received ahead of 44 time. 45 6 1 Mr. O'Neill moved to award $3,500 stipend to the Las Cruces Running Club seconded 2 by Ms. Rue. Ms. Rue and Mr. O'Neill voted yes, Ms. Witt, Ms. Brown and Mr. 3 Camunez voted no. The motion did not carry. 4 5 Ms. Brown moved to award $2,500 stipend to the Las Cruces Running Club seconded 6 by Ms. Witt, Mr. O'Neill and Ms. Brown voted yes, Ms. Rue and Mr. Camunez voted no. 7 Motion carried 3 to 2. 8 9 Public Comment 10 11 No public comment. 12 13 Member Comments 14 15 Ms. Rue heard rumors that Los Vaqueros were coming back and playing at Apodaca 16 Park. Mr. Johnston confirmed. 17 18 Adjournment 19 20 Meeting adjourned at 8:35 p.m. 21 22 23 24 25 Hazei tovarez,Haze Recordi ecretary Ron Camu ez/Chair P&R Board 26 27 28 7