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07-20-17 PRABPARKS AND RECREATION ADVISORY BOARD MEETING J U LY 20, 2017 1 The Parks and Recreation Advisory Board Meeting was held on July 20, 2017 at the 2 Parks and Recreation Conference Room, 1501 E. Hadley, Las Cruces, NM. 3 4 PARKS & RECREATION ADVISORY BOARD MEMBERS PRESENT: 5 Cassandra "Cassie" McClure 6 Mark O'Neill 7 Paul L. Royalty 8 Russ Smith 9 Maryln Zahler (via telephone) 10 11 PARKS & RECREATION ADVISORY BOARD MEMBERS ABSENT: 12 Robert Harrison 13 14 OTHERS PRESENT: 15 Hazel Nevarez, Recording Secretary 16 Sonya Delgado, Director of Parks & Recreation 17 Robert Nunez, Recreation & Youth Services Administrator 18 19 The meeting was called to order at 6:08 p.m. by Vice -Chair O'Neill and recognized the 20 meeting as having a legal quorum. 21 22 I. Introductions 23 24 Board members introduced themselves and stated the district they represent. Staff 25 introduced themselves and stated their position. 26 27 If. Conflict of Interest 28 29 No conflict of interest. 30 31 III. Approval of Minutes 32 33 Chair O'Neill asked if the Board had any corrections to the minutes dated June 15, 2017. 34 Ms. Nevarez advised the Board she did make correction on the June 15 minutes that 35 were emailed to them, changing title for Chair O'Neill's signature from Vice Chair to Chair 36 on last page. 37 38 Mr. Royalty moved to approve minutes as amended, seconded by Mr. Smith. Motion 39 carried unanimously. 40 41 IV. Unfinished Business 42 1 1 A. Youth Board (Action) — Robert Nunez 2 3 The Board was provided with copies of: 4 • Las Cruces Youth Advisory Board 2017-2018 Application Information 5 • Parks & Recreation Department Youth Advisory Board Information 6 • A Youth Advisory Board Handbook (draft) 7 • Youth Advisory Board Bylaws 8 Mr. Nunez informed the Board staff has solidified process to recruit youth and is looking 9 to recruit sixteen members, two from each district and four At Large. Mr. Nunez said 10 staff is looking to start recruitment when school starts and is asking for Board approval 11 to move forward. He advised the Board this process will also go through legal to make 12 sure language is correct before moving forward. Ms. Delgado added staff will also be 13 checking with legal to see if this youth group can be called an advisory board because 14 staff doesn't want this board to be assigned by Council. Staff wants this board to be a 15 good mix of youth of all ages, all abilities, all grade levels. Mr. Nunez said bylaws will 16 allow this youth board to make recommendations to the Board on programming activities. 17 18 Ms. Zahler cautioned calling this an advisory board because it would then fall under the 19 freedom of information act. 20 21 Ms. Zahler asked if this should also go to City Council. Ms. Delgado responded it will be 22 taken to City Administration and to Council as a work session on October 9. 23 24 Ms. Zahler asked to check with legal department who would be sued if this youth board 25 does something wrong. Ms. Delgado responded youth board members will have an 26 ethics clause and rules and conduct by which they should abide by with consequences 27 if not followed. Ms. Delgado said in regards to a suit, if it's an individual to another 28 individual, it would have to be taken care of amongst themselves. If the youth board 29 were to have an activity and happen to have it in a facility that wasn't inspected and 30 something happened, then it would fall under the City. 31 32 Ms. Zahler volunteered to help this youth board if they choose to go for some grants. 33 34 Ms. McClure questioned where this idea originated because it sounds to be more of a 35 City youth board. Mr. Nunez agrees initial year will focus on Parks and Recreation 36 activities. Ms. Delgado said it is a Parks and Recreation youth board representing all 37 schools. Ms. Delgado added this process originated because City Council hears youth 38 say they have nothing to do or don't know what is offered and a youth board could bridge 39 this gap. 40 41 Ms. McClure questioned from paperwork reviewed, it shows a full day meeting every 42 month for youth to meet. She asked if youth would get excused time from their classes. 43 Mr. Nunez responded that some of the highlighted areas on the youth application have 44 been changed. As staff moves forward, the most updated youth application will be sent 45 to the Board. Chair O'Neill responded that youth would meet quarterly and Mr. Nunez 46 concurred. 2 1 Chair O'Neill expressed concern if youth board only meets quarterly, will it stay viable. 2 Ms. Delgado said meeting time could change depending on how busy the youth 3 members are. Mr. Smith said Mr. Nunez has done good job creating a platform that 4 develops the infrastructure that lowers the viability of falling apart. 5 6 Ms. Zahler asked if handicapped children will be invited to participate on this youth board. 7 Chair O'Neill said the application is open to any teen between 6th grade and 12th grade 8 and it is up to them to apply. Ms. Zahler asked how they will know to apply. Mr. Nunez 9 said notification will be sent out through Facebook, radio, newspaper, working through 10 the Public Information Office and the Las Cruces Public School System. 11 12 Ms. McClure moved to allow staff to continue to move forward with forming a Youth 13 Advisory Board seconded by Ms. Zahler. Mr. Smith added a component is needed to 14 include submitting to legal for final authorities that would develop a go signal. Ms. 15 Delgado said that what staff is looking for is approval of the process in general, to allow 16 staff to continue to move forward, to make any necessary changes to make sure the 17 process stays in tact, and to meet with legal to make sure language and titles are correct, 18 and that process will fit with all the rules Parks and Recreation has with all policies, etc. 19 Ms. Zahler withdrew her second so original motion could be revised or a new motion 20 could be made. Ms. McClure moved Parks and Recreation continue on the progress 21 they are doing, considering it for legal counsel, and continue with the establishment of a 22 youth advisory board, the name to be determined. Ms. Zahler seconded the motion. 23 Motion carried unanimously. 24 25 V. New Business 26 27 A. KLCB (Informational) — Robert Nunez 28 29 Mr. Nunez informed the Board that KLCB is currently working on the Adopt A Spot 30 program. Mr. Nunez said KLCB is also updating the Adopt -a -Spot logo and signage. 31 Chair O'Neill asked if there is a better word than Spot so people can relate to it. Ms. 32 Delgado responded Adopt -a -Spot is well known across the nation. 33 34 Mr. Nunez informed the Board Mr. James Woods is preparing for the upcoming school 35 year. Mr. Woods goes to various public schools, 3rd & 6th grade levels, and promotes 36 Keep Las Cruces Beautiful. 37 38 Mr. Nunez informed the Board KLCB is getting ready for the fall programs involving 39 community involvement. 40 41 B. Board Member Information (Informational) — Board Chair 42 43 Board members were provided with information from Municipal Code which included 44 definitions, membership information, officers and meetings, conduct of meetings, and 45 specific to Parks and Recreation Board information which included duties, and a rough 46 draft by Chair O'Neill on their functions as a Board. 3 I Ms. Delgado added one of the other functions of the Board is to also be the Tree Board. 2 Once the Community Forester comes on board and goes after Tree City USA status, 3 one of the requirements is to have a Tree Board, similar to how the Board is currently 4 over Keep Las Cruces Beautiful. 5 6 Chair O'Neill added that the Board would also have jurisdiction over the youth board. 7 8 Chair O'Neill said community recommendations should be defined a little bit more, as 9 there is a resolution approved by City Council about oversite of the leagues. Ms. 10 Delgado said City Manager, Mr. Ed, wants to review this further and she said this will be 11 addressed in the agreement listed in the Board's current agenda. 12 13 Chair O'Neill asked if the Board was ok with duty description under municipal code 14 outside of additions that need to be added, which would include KLCB, Tree, stipends, 15 getting appropriate language over community leagues and organizations, serving as 16 mentors of the youth board. 17 18 Ms. Delgado said municipal code ordinance that specifies duties of the Board cannot be 19 changed and Chair's rough draft is a list of general things that will be discussed for the 20 year. She said what she can do with the Board's input, is recreate the list and provide it 21 back to the Board. They can then revise this list annually as needed. 22 23 Chair O'Neill asked if the Board's mission is needed. Ms. Delgado said Board could use 24 City's mission and for some of the goals, can discuss the strategic plan that affects parks 25 and recreation directly. Staff can put their measurable goals they are currently working 26 on, and the Board can align their goals with what parks and recreation is trying to do and 27 what the city is trying to accomplish at the same time. 28 29 Chair O'Neill also said something needs to be developed on how the Board reports to 30 City Council. 31 32 Ms. Zahler moved that once a year, the chair person with the advice and consent of the 33 Board, gives a report to City Council on a yearly basis, seconded by Chair O'Neill. 34 35 Mr. Royalty asked if presentation would be to City Council or to City Manager. Chair 36 O'Neill responded presentation would be to City Council. 37 38 Mr. Smith asked if this follows ordinance. Ms. Delgado responded it's not spelled out in 39 the ordinance on how to report. She said there are different avenues in which to do this 40 and she can check with the Assistant City Manager and bring back information to the 41 Board. 42 43 Mr. Royalty asked Ms. Delgado if she provides the Councilors or the City Manager a list 44 of projects of parks and recreation. Ms. Delgado responded reports are given to 45 Assistant City Manager (ACM) and City Manager via budget meetings, weekly staff 46 meetings where projects are brought up to ACM, monthly management team meeting 11 I with all Directors and City Manager to talk about what Parks and Recreation is doing, 2 and Parks and Recreation is reported on, nine times out of ten, in the City Manager 3 newsletter. Mr. Royalty said his concern is that the Board would be providing more 4 information than what Councilors would be interested in because they are already getting 5 this information. 6 7 Ms. McClure asked if it would be more impactful to have a meeting with City Manager 8 since Board members already have developed a relationship with their Councilors. 9 10 Ms. Zahler said it's important that the Chair Person report directly to the City Council 11 because members of the Board are appointed by the City Councilor's, not by the City 12 Manager. 13 14 Chair O'Neill asked Ms. Delgado if this would be something she would have to check 15 into before this motion is made. Ms. Delgado responded the Board could say they are 16 pursuing avenues to communicate with council and she can check with administration 17 for additional information. 18 19 Motion to have the chair person, with the advice and consent of the Board, give a report 20 to City Council on a yearly basis failed four to one. Ms. Zahler voted for the motion. 21 Chair O'Neil, Ms. McClure, Mr. Smith, and Mr. Royalty voted against the motion. 22 23 Ms. Zahler moved to table doing a presentation by the Parks and Recreation Advisory 24 Board Chair to City Council once a year until further information is received on how to 25 proceed, seconded by Mr. Royalty. Motion carried unanimously. 26 27 C. Naming of Parks/Process (action) — Sonya Delgado 28 29 The Board was provided a list of new parks that don't have names along with a copy of 30 City Manager Policy 3.3, Naming of City of Las Cruces Facilities. They were also 31 provided with a district map of their parks and a list of all named parks. 32 33 Ms. Delgado asked the Board for action on continuing to move forward on naming 34 unnamed parks. 35 36 Chair O'Neill moved to allow Parks and Recreation staff to move forward with the process 37 of naming unnamed parks, seconded by Mr. Smith. Motion carried unanimously. 38 39 Mr. Royalty asked if City Council was also provided a copy of the district maps. Ms. 40 Delgado responded all the Councilors have a large map created for them that shows 41 where the district lines are and what parks are in the district, which sits in the Council 42 offices. 43 44 Mr. Smith asked if district map provided is also in digital format. Ms. Delgado responded 45 yes. Mr. Smith asked to receive a pdf copy. Chair O'Neill requested Ms. Nevarez 46 provide a pdf map to the Board. 5 I D. LCYSA League Agreement (Action) — Sonya Delgado 2 3 Ms. Delgado informed the Board she was hoping to be ready for action on the Las Cruces 4 Youth Soccer Association (LCYSA) League Agreement but has run into a snag on this. 5 Ms. Delgado informed the Board she is in negotiation with LCYSA regarding their goals. 6 She said LCYSA owns the goals on Parks and Recreation's facilities and Parks and 7 Recreation is carrying the liability on them. She said LCYSA is looking for reimbursement 8 for the goals but too much time has passed for this to happen. Ms. Delgado said she 9 needs action to go forward with negotiation and resolve issue and incorporate it into the 10 agreement or table action and Ms. Delgado can bring forth more information. 11 12 Chair O'Neill asked if Ms. Delgado is sure the league bought all the goals. Ms. Delgado 13 responded yes, when standards were changed in the last couple of years. 14 15 Chair O'Neill asked how often the league or the City has had to remove soccer goals for 16 any other reason? Ms. Delgado reported goals have to be removed for mowing, 17 restriping, when field changed to football, when field changed to open space, regularly. 18 19 Chair O'Neill asked on soccer tournaments, if City could add on fee for use of the goals 20 when facility is rented and a portion of that fee is given to the league. Ms. Delgado said 21 if field is being rented by someone, expectation is field has everything needed for what 22 it is being rented. 23 24 Mr. Royalty suggested negotiating that if league gives goals to City, a discounted rate 25 could be provided on next tournament. 26 27 Mr. Royalty moved to give Ms. Delgado authority to negotiate with this soccer league to 28 either have the goals given to Parks and Recreation or have them removed and Parks 29 and Recreation buy goals, seconded by Ms. Zahler. 30 31 Chair O'Neill said leagues should be told that fees are going up. Ms. Delgado explained 32 when league brings someone in to do a tournament, it's an outside entity, league doesn't 33 run it. She said if they ran the tournament, they aren't charged. When they bring 34 someone from outside to run it, it is very different. Leagues aren't charged to use the 35 fields anyway. 36 37 Ms. Zahler withdrew her second to motion and Mr. Royalty withdrew his original motion. 38 39 Mr. Royalty moved to give Ms. Delgado authority to resolve issue with LCYSA, seconded 40 by Mr. Smith. Motion carried unanimously. 41 42 E. Smoking Ban/E-Cigarettes Policy (Action) — Sonya Delgado 43 44 Ms. Delgado informed the Board she is looking for action to move forward and to revise 45 current no smoking policy which currently states you have to be 50 feet from any city Co I facility but does not speak to e-cigarettes, vapors or anything like that. She said staff 2 would like to add e-cigarettes and vapors in the policy. 3 4 Ms. McClure moved to include the ban of e-cigarettes and vapors in the no smoking 5 policy, seconded by Mr. Smith. Motion carried unanimously. 6 7 F. Integrated Pest Management (Action) — Sonya Delgado 8 9 Ms. Delgado informed the Board Parks and Recreation went before Council as a work 10 session to talk about Parks and Recreation's Integrated Pest Management program. 11 She said she is looking for action to continue to move forward and make this an internal 12 policy for Parks and Recreation and to set standards on how Parks and Recreation is 13 going to use herbicides and/or pesticides and other methods. The Board was provided 14 with a copy of the power point presentation. 15 16 Mr. Smith moved to allow Ms. Delgado to move forward with making an internal policy 17 of the Integrated Pest Management program seconded by Ms. McClure. 18 19 Ms. Zahler asked if it is known whether the pesticides are harmful to children and 20 animals. Chair O'Neill said this was all presented to City Council and is all in line with the 21 law, minimal harm. 22 23 Mr. Smith added presentation wasn't all about pesticides, it was about pest management 24 and cross system approached to do it smartly. 25 26 Motion carried unanimously. 27 28 G. Desert Trails (Informational) — Sonya Delgado 29 30 Ms. Delgado informed the Board there were issues at Desert Trails. She said an arroyo 31 runs through this park and it comes down hill; at the bottom of that hill sits a house. In 32 the last rain storm three months ago, sand broke through the rock wall and sand went 33 into swimming pool. City had to pay to get this cleaned up. She said it's been determined 34 this was a maintenance issue and Parks and Recreation needs to take care of it. Ms. 35 Delgado said staff came together with some engineers and a contractor, and put in some 36 flood control items and it looks like its holding very well and should be all complete by 37 July 24. She said about $80,000 of 2018 fiscal year administrative budget was spent, 38 which is used for special projects that come along. She said everything is going well and 39 has been reported back to City Council. She said staff will need to figure out how to 40 include continued maintenance into their budget. 41 42 H. Parkhill Estates (Informational) — Sonya Delgado 43 44 Ms. Delgado informed the Board a park in Parkhill Estates, which should have been built 45 in 2006, should be complete by July 315t. Once inspected, it will be transferred over to 46 Parks and Recreation. She said if the park is not complete by July 31st, Parks and 7 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 Recreation will have to take over and finish it, which means it will come out of Parks and Recreation's budget. Chair O'Neill said this is the park that he wants to propose naming after Mr. Ron Camunez. VI. Public Comments - None VII. Staff Comments Ms. Delgado informed Board members beginning next month, staff will only have two staff members at Board meeting each month or every quarter to report on what is happening in their section, so as to not prolong Board meeting. Vill. Member Comments Ms. Zahler gave her pending email coolwolftwo(aD-gmail.com and will let Ms. Nevarez know when her computer is working so she can receive emails. Ms. Zahler asked if there is a Board secretary. Chair O'Neill responded there is only a Chair and a Vice Chair and Ms. Nevarez is a staff member who takes minutes. Ms. Zahler requested to have duplicate copies of the minutes so she can work with her on abbreviating the minutes. Ms. Zahler informed the Board that Agenda shows Old Business and according to Robert's Rules of Order, it should be Unfinished Business. Ms. Zahler informed the Board members according to Robert's Rules of Order, when there is a motion with a second, discussion should follow before asking for vote to approve or not to approve. Ms. Zahler asked how to get item on the Parks and Recreation Advisory the Board agenda. Chair O'Neill responded she can call him or Ms. Nevarez a week before the meeting. IX. Adjournment Mr. Royalty moved to adjourn, seconded by Ms. Zahler. Motion carried unanimously. Meeting adjourned at 8:30 p.m. Hazel Nevarez, Recordind Secretary WrOANeil , C it P&R Board