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02-15-18 PRAB1 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 PARKS AND RECREATION ADVISORY BOARD MEETING FEBRUARY 15, 2018 The Parks and Recreation Advisory Board Meeting was held on February 15, 2018 at the Parks and Recreation Conference Room, 1501 E. Hadley, Las Cruces, NM. PARKS & RECREATION ADVISORY BOARD MEMBERS PRESENT: Cassie McClure Robert Harrison Mark O'Neill Maryln Zahler PARKS & RECREATION ADVISORY BOARD MEMBERS ABSENT: Eli Guzman Russ Smith OTHERS PRESENT: Hazel Nevarez, Recording Secretary Phil Catanach, Recreation & Youth Services Administrator Franco Granillo, Acting Parks Administrator Sonya Delgado, Director of Parks and Recreation Robert Nunez, Recreation & Youth Services Administrator George Pearson, Velo Cruces Leeann DeMouche, Chief Budget Officer, City of Las Cruces Paul Royalty, Former Parks and Recreation Advisory Board Member The meeting was called to order at 6:01 p.m. by Chair O'Neill and recognized the meeting as having a legal quorum. Introductions Board members introduced themselves and stated the district they represent. Staff introduced themselves and stated their position. At this time, Mr. O'Neill presented Mr. Paul Royalty, former Parks and Recreation Advisory Board Member representing District 6, a plaque commemorating his service. II. Conflict of Interest No conflict of interest. III. Approval of Minutes Chair O'Neill asked if the Board had any corrections to the minutes dated January 18, 2018. Ms. Zahler moved to accept the minutes as submitted, seconded by Mr. McClure. Motion carried unanimously. 1 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 45 46 IV. Unfinished Business A. Outreach/Options (Action) — Sonya Delgado Ms. Delgado reported at January 18, 2018 meeting, the Board expressed they would like to do some outreach. Ms. Delgado informed the Board this could be done by: • Meeting in each district calling it a Parks and Recreation information gathering, led by Parks and Recreation staff and/or the Board, where community members can give their ideas about different things. A policy, process or activity could be formulated from information gathered. This could be done through a series of meetings throughout the community. • The Board could have the Parks and Recreation Advisory Board meeting by district. Ms. McClure moved that the Board conduct district meetings with a Board member in attendance, to gather information and act as a constituent servant, seconded by Ms. Zahler. Motion carried unanimously. Ms. Delgado advised meetings will start with District 1. B. Reporting to Council (Action) — Sonya Delgado Ms. Delgado informed the Board options to report to City Council are: • written report, • Chair can set up specific meeting with City Manager, • Chair can set up specific meeting with Assistant City Manager -David Dollahon, • request to go before City Council during a work session. Ms. Delgado requested from the Board which option they would like, who will report and she could then find a date. Chair O'Neill said he talked to City Manager about making a presentation to City Council. City Manager loved the idea of doing a presentation at least annually or twice a year. Chair O'Neill said he will be happy to do the presentation. Ms. Zahler moved the Board Chair, with Vice Chair as back-up, make an annual presentation to entire City Council, including City Manager, with Parks & Recreation staff present, seconded by Chair O'Neill. Ms. McClure expressed the Board should present at least twice a year. Mr. Harrison asked if entire Council is present during work sessions. Ms. Delgado said presentation would be best during a work session because all Council is present. Chair O'Neill withdrew his second. Ms. Zahler withdrew her motion. 2 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 45 Ms. McClure moved the Board do a presentation to a City Council work session every six months, seconded by Mr. Harrison. Ms. Zahler recommended adding the Board Chair make the presentation, and in his absence, the Vice -Chair. Ms. McClure moved to amend her motion to say the Board Chair, with Vice -Chair as backup, do a presentation to a City Council work session every six months, seconded by Mr. Harrison. Motion carried unanimously. Chair O'Neill said dates need to be set for the presentations. Ms. Delgado advised she will check to see what the work schedule looks like and will bring dates to the Board at next Board meeting. C. Munson Center Community Garden Request (Action) — Sonya Delgado Ms. Delgado informed the Board she met with the Senior Programs Advisory Board regarding the request to change name of the community garden that sits next to Munson Senior Center. She explained to the Senior Programs Advisory Board there is an issue which is part of the park doesn't belong to City. It sits in a right of way and sits in a drainage area which City can't own. The garden sits right on the edge and part of it sits on another piece. She also explained the park is already named and can't be changed. Ms. Delgado explained to the Senior Programs Advisory Board staff could create a bronze plaque that would sit in front of the gate on a post that will have the gentleman's name and his story. Ms. Delgado would work with the staff and the members that came forward to make sure all information gathered is correct and approved. This would be a designated area inside the park. Ms. Delgado said the Senior Programs Advisory Board was ok with this. Chair O'Neill moved that a plaque be placed in a designated area of the garden acknowledging Russ Boor and his dedication to the garden, seconded by Ms. Zahler. Ms. Zahler asked where the plaque would be and if it would be secure so there is no vandalism. Ms. Delgado advised it would be in front of the gate. She said there is vandalism in this area but this is where the Senior Advisory Board members want the plaque and they are aware of the vandalism issue in the area. Ms. Delgado also said the plaque doesn't fit inside the gate. Motion to place plaque in designated area in front of the gate carried unanimously. V. New Business A. Budget Scope/Capstone Project — Leeann DeMouche 3 I Ms. Delgado introduced Ms. Leeann DeMouche, Chief Budget Officer for the City of Las 2 Cruces, and staff is working with her on Parks and Recreation's Peak Performance. 4 Ms. DeMouche informed the Board the City Manager has taken on turning the City into 5 a high-performance organization that is customer focused and results driven. This 6 includes aligning all the performance to the budget. Ms. DeMouche informed the Board 7 that she and Ms. Delgado have gone through training and passed the test to be certified 8 in doing performance management. Mr. Ed would now like for them to get the advanced 9 certification. As part of this advanced certification, they each have to do a Capstone 10 project. Ms. DeMouche said her Capstone project is a proof of concept. She is asking 11 the Board to help her develop a user-friendly approach to budgeting that will engage the 12 citizens of Las Cruces. Through Peak Performance, a new budget book will be built by 13 fiscal year 2020 with a new look and be a marketing tool as well as helping Economic 14 Development and Parks and Recreation. 15 16 What Ms. DeMouche is trying to do is involve financial transparency and allow citizens 17 to interact with staff. Ms. DeMouche has put together an interactive Excel spreadsheet. 18 If the Board would like to participate in this project, Ms. DeMouche will send the Board 19 the Excel spreadsheet which will show how much money Parks and Recreation has, and 20 it will be the Board's job to juggle the money into the programs that will help Ms. Delgado 21 run her programs in Peak Performance. As the money is being juggled, the Board can 22 see what money is left or not left. Ms. DeMouche is also asking members of the 23 Neighborhood Leadership Academy to participate on this Capstone project. Once Ms. 24 DeMouche gets all the information back from the Excel spreadsheet, she will have an 25 engagement with the focus group. This focus group will only look at two or three of Parks 26 & Recreation's programs from their strategic plan. What this will do is, as the public, 27 help them to see how much money it takes to run a program. 28 29 Ms. Zahler asked for Ms. DeMouche' business card. Ms. DeMouche did not have 30 business cards available but did provide her contact information. Ms. Zahler asked if 31 this budget is based on an accrual system. Ms. DeMouche responded accrual. Ms. 32 Zahler asked how many Departments the City has as she would like the budget of all 33 City Departments. Ms. Zahler asked if this spreadsheet will include employee salaries. 34 Ms. rDeMouche said everything is summed up. 35 36 Mr. O'Neill asked if the Peak Performance presentation has been made to City Council. 37 Ms. Delgado reported it has not gone through corporate review. She said once it passes 38 corporate review, a final copy will be brought to the Board. Ms. Delgado said a formal 39 presentation is not made to City Council. 40 41 Mr. O'Neill asked how far ahead is budget known (new money), dedicated to certain 42 projects. Ms. DeMouche reported there is CIP (capital improvement plan) - capital outlay. 43 Meetings are held with every department starting in November. The CIP is a capital 44 improvement plan, other than the current year, goes out five years beyond that. The 45 current year lists all the projects that there is funding for, for the current year. As funding 46 comes in, it will be moved to the current year. The CIP is constantly changing as funds 0 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 45 46 come in. CIP is not money from gross receipts tax and property tax. Mr. O'Neill said the gross receipts tax and property tax change as money comes in, so how do you know how much goes to Parks and Recreation? Ms. DeMouche said this is her job. She forecasts out for five years on gross receipts tax and on property taxes. She says there is very little growth every year. Ms. McClure asked if Ms. DeMouche will be watching how the Board allocates the money. Response was yes. Ms. McClure asked how the audience is going to be engaged? Ms. DeMouche said she will gather the information from the excel spreadsheet into another spreadsheet, and when meet as a group, with it put down on paper, can help Ms. Delgado prioritize and see what the public sees the priorities really are. Ms. DeMouche said this is why she calls it proof of concept because she is not sure all the kinks are worked out. Ms. DeMouche said she will let the Board know when project is complete and presentation is made. Ms. McClure asked what the timeline of this is. Ms. Delgado said the project needs to be completed in 120 days. B. Metro Verde Neighborhood Park (Informational) — Sonya Delgado Ms. Delgado informed the Board there is a developer, Sierra Land Holdings, Inc./Mr. Mascato, who is building their fifth park out of five. Staff is working with him closely on this neighborhood park. After the park, his plans are to do a trail. Park impact fees (PIF) are used to reimburse him. This is already under contract, and new park should be done in about four or five months in the Metro Verde area. C. Rinconada Development/Rincon Valley (Informational) — Sonya Delgado Ms. Delgado informed the Board the Rinconada Development has the Rincon Valley. The Thurston Group is in the area and they are required to build a park in that subdivision. They are proposing to build an indoor gymnasium instead of a park. Mr. Thurston is not sure if a gymnasium will fit in that area and will be getting in touch with Ms. Delgado with more information. D. Parks & Recreation Master Plan Extension (Action) — Sonya Delgado Ms. Delgado informed the Board she is requesting a three-month extension for the Parks and Recreation Master Plan. This is for the master plan, land use assumptions, and the park impact fees (they all move together), which are due June 30, 2018. The reason for the extension is because Parks and Recreation is going through Peak Performance. One of the goals for Peak Performance has capital improvement items in it. If Peak Performance gets passed, it will change how the master plan is used. Ms. Delgado said she needs to make sure the master plan goes through. Ms. Delgado said she spoke to the Capital Improvement Advisory Committee (CIAO) and requested an extension and they gave her a three-month extension and is asking for the same from the Board. E 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 45 46 Mr. Harrison moved to extend the Parks and Recreation Master Plan from June 30 to September 30, 2018 to align Peak Performance goals with the Parks and Recreation Master Plan, seconded by Ms. McClure. Motion carried unanimously. Mr. O'Neill suggested the Board not rush into doing a presentation to Council until Peak Performance is completed. E. National Fitness Campaign Grant/Site Location (Action) — Sonya Delgado Ms. Delgado informed the Board Parks and Recreation received a $10,000.00 grant from the National Fitness Campaign to have an outdoor fitness area (a gymnasium without walls). This outdoor fitness area has to be in an area where there is quite a bit of traffic and can be seen by a lot of different people. A couple of different areas have been picked from each district. Ms. Delgado said Council wants to make sure the fitness area is accessible, in a shaded area or in an area with trees that can provide shade, and has a water fountain. Ms. Delgado says she needs to see if there are any such areas and if not, see what it will cost to provide a shade structure. Ms. Delgado said this fitness area will have a mobile app that can give challenges, has different exercise routines, and users can communicate with their friends. Ms. Delgado is requesting the Board to table this action item, so she can give the Board more time to look at the areas that she will provide them. Ms. Delgado will send the Board a copy of the presentation presented to Council. She said park impact fees will complete the cost. Ms. McClure asked who will decide where this fitness area will go. Ms. Delgado said the Board will make a recommendation to Council. City Council will ultimately decide. Mr. O'Neill asked how this outdoor fitness area is secured. Ms. Delgado said it is open like the park. Mr. Harrison asked what has been recommended so far. Ms. Delgado responded the National Fitness Campaign came to Parks and Recreation staff and they would like to see it on Hadley because there is a lot of traffic, a lot of light, a lot of people around — they were looking at the corner of Walnut and Hadley. Ms. Delgado said she did tell them this area is a possibility but she did not have the authority to make the decision. She said this information was passed on to Council and Council did ask to pick some other areas from each district for consideration. Mr. O'Neill commented to look at duplication in the area. It wouldn't make sense to put in an area that already has a gymnasium. Mr. Harrison asked how much space is needed. Ms. Delgado said it is large, like the Regional Aquatic Center fitness area. Ms. McClure asked if the Board has heard about this before. Ms. Delgado said it may have been mentioned at a Board meeting that Parks and Recreation had gone out for a grant but didn't know if it was received. G 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 45 Ms. Zahler expressed concerns over vandalism. Ms. Zahler moved to table action item E - National Fitness Campaign Grant/Site Location until the next Board meeting, seconded by Ms. McClure. Motion carried unanimously. F. Mobile Application (Informational) — Phil Catanach Mr. Catanach informed the Board an Apple park application was created over a year ago for I - phone use and has been very successful. Mr. Catanach said funds were received from the Healthy Kids New Mexico Grant to develop an app for Android use. Cost of this app was about $5,000.00. It can be found in the Google Play Store, search Las Cruces Parks and Recreation, click on the turtle and app will download. The app gives amenities in each park, directions, trails, contact phone numbers. Mr. Catanach provided the Board copy of the advertisement that will be in the Las Cruces Magazine that will run from April — September, and will follow with press releases, Face book. Ms. Delgado said staff is looking at possibly adding another button to the app to be able to find art in the park. G. Camino Real Statues (Action) — Cathy Mathews Sonya Delgado Ms. Delgado informed the Board she is seeking approval of the Board to continue working with the Art Advisory Board on arranging the Camino Real statues located on the west side of Branigan Library in the right order. The statues are out of order and the Art Board wants some things changed and a piece taken out. Staff will be paying a contractor to help. It will take about three to four months to get this done. Ms. McClure moved to allow Parks and Recreation staff continue working with the Art Advisory Board on rearranging the Camino Real statues, seconded by Ms. Zahler. Motion carried unanimously. VI. Public Comments Mr. George Pearson introduced himself as President of Velo Cruces, and chair of the MPO Bicycle and Pedestrian Facilities Advisory Committee. Mr. Pearson expressed concern of the 30 miles per hour (mph) speed limit on Hadley. He noticed some extra radar speed signs have been put up so he can see it is acknowledged there is a speeding problem. He the Board and staff a vehicle pedestrian crash at 40 mph has an 80 to 90% chance of fatality; at 20 mph, there is an 80 to 90% chance of no fatality. Mr. Pearson is recommending the Parks and Recreation Advisory Board go to City Council and recommend speed limit be reduced to 25 mph. Ms. Delgado said she will look into the speed limit. Chair O'Neill informed Mr. Pearson speed bumps have been approved for Hadley. 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 45 46 Mr. Pearson also expressed with the passing of Councillor Pedroza, she deserves to be honored in some way. He asked the Board to keep her in mind if an opportunity arises. Mr. O'Neill mentioned the Board is currently considering naming a park for the former Board chair and will also consider Ms. Pedroza. Mr. Pearson said he attended the Transportation Policy Advisory Committee held this morning and Mr. Ed said one entity should be taking care of the maintenance of the right of way. Right now, traffic operations does the improved portion and Parks does the unimproved portion. Ms. Delgado said it has already been determined that Parks and Recreation will be the group that will oversee the right of ways. Chair O'Neill asked if additional funds will be received for this or will it come from parks. Ms. Delgado said park staff will be working with another department, using that department's funds on pieces they are responsible for. VII. Staff Comments Mr. Franco Granillo, Interim Parks Administrator, updated the Board on an issue brought up at the last Board meeting regarding water access at the Munson Garden. He said if the weather is nice overnight, the water is left on for user access and if it is close to freezing temperatures, the water is shut down and gardeners are informed there will be no water access. Mr. Granillo also said the backflow issue has been resolved so there should be no water restrictions if there are no freezing temperatures. Ms. Delgado informed the Board she advised the Senior Programs Advisory Board of what staff has done. Mr. Robert Nunez, Youth Services Administrator, informed the Board his Out of School Time program partnered with Families and Youth, Inc., and Las Cruces Public Schools to provide a dinner for participants in their programs. From the beginning of October to present, there have been over 12,000 dinners served. Children are fed at the eight after school program sites, A. Fielder Memorial Haven, Juvenile Citation Program Learning Center, and the community school (Lynn Middle School). Mr. Phil Catanach, Recreation Services Administrator, invited the Board to attend the "Chaos Collaboration" Teen Art Show, being held February 23, 5 p.m. — 9 p.m., and February 24, 11 a.m. — 5 p.m., at the Frank O'Brien Papen Community Center. Mr. Catanach reported the Volleyball League is in the middle of its season, with 52 teams and over 500 players. The youth basketball registration is underway with over 700 youth signed up so far. Mr. Catanach updated the Board on local, regional, and national highlights for Music in the Park. He said there will be 17 shows, 35 artists. Mr. Catanach said he will provide an informational sheet to the Board at the next meeting. 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 45 46 Mr. Catanach informed the Board he is also working on 4th of July and will have information on this at the next meeting. VIII. Member Comments Ms. McClure noticed on the Boards update report shows resignations are on the rise and asked what's happening. Mr. Nunez reported the After -School Program has a lot of college students who graduate (in December), or do not come back in the Spring because they find other jobs during the break. Ms. Zahler asked, with the recent shooting in Florida, are students taught what to do in a situation like this, does staff do some mental health work with the youth. Mr. Nunez reported the Las Cruces Police Department recently had a presentation regarding active shooters in the work place. Mr. Nunez said he and his supervisor are communicating with the resource officers of the Las Cruces Public Schools to bring what they are presenting to Parks and Recreations Out of School Time programs. Ms. Zahler asked if staff works with the students to report any issues they see without fear. Mr. Nunez said various groups have come in to do presentations to the students in his programs to understand any type of reporting. Mr. Nunez said it is staff they are trying to redirect to be aware of what is happening in their surroundings. Mr. Harrison said he received an email regarding the trees and plantings at Gomez Park. Ms. Delgado reported trees were being planted at Gomez Park but had to stop because homeowners in the area did not want their view of the mountains obstructed. Ms. Delgado said a neighborhood meeting will be held to see where some trees can be planted. Ms. Zahler brought up the Animal Service Center. She said where the dogs are walked is very dangerous and asked if a staff member could go and see where would be a good place to do a dog walk and consult with the Center's staff. Ms. Delgado said this will probably happen when the Center becomes a city department as staff will need to make sure the outside is taken care of. With regards to the rest of the grounds, it will be dependent on funding. Ms. Zahler said she thought Ms. Delgado was going to speak about dog parks and asked if this could be put under new business on the next Board agenda. Ms. Delgado said a dog park has been added to the CIP list. Ms. Delgado also added the Apodaca Blueprint is also looking at the possibility of adding a dog park. Ms. Zahler asked what the status is of displaying artwork at City Hall. Ms. Delgado reported she is checking with Mr. Eric Martin, the facility manager of City Hall, to find out what the process is or what the rules are on this so she can report back to the Board. Ms. Zahler informed the Board she and Ms. Delgado will be meeting with the Veteran's Advisory Board on February 27, 2018 to discuss the War Service Dog memorial. III 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Mr. O'Neill informed the Board in regard to the GO Bond, residential input is being sought on community facilities and upgrades. Meeting on this will be Thursday, February 22 at Branigan Library, 6 p.m. Mr. Harrison asked if there is an update regarding pool at the Aquatic Center. Mr. Catanach said requests for proposals are out. IX. Adjournment Mr. Harrison moved to adjourn meeting, seconded by Ms. McClure. Motion carried unanimously and meeting adjourned at 7:52 p.m. C1,LJ ay,� 20/7 i�-, Hazel IIZ61evarez, Recording retar (!7 G�'iv Y Mark O'Neill, : f air P&R Board 10