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08-16-18 PRAB2 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 August 16, 2018 The Parks and Recreation Advisory Board Meeting was held on August 16, 2018 at the Parks and Recreation Conference Room, 1501 E. Hadley, Las Cruces, NM. PARKS & RECREATION ADVISORY BOARD MEMBERS PRESENT: Cassie McClure Stanley Engle Maryln Zahler Mark O'Neill Eli Guzman Megan Schuller PARKS & RECREATION ADVISORY BOARD MEMBERS ABSENT: Robert Harrison OTHERS PRESENT: Cade Creason, Youth Board Annalise Edwards, Youth Board Karen Melo, Youth Board Susannah Jozwiak, Youth Board Elizabeth Furr, Youth Board Nyasia Lambert -White, Youth Board Gregory Shervanick, Resident Hazel Nevarez, Parks and Recreation Sonya Delgado, Parks and Recreation Franco Granillo, Parks and Recreation Robert Nunez, Parks and Recreation The meeting was called to order at 7:01 p.m. by Chair O'Neill and recognized the meeting as having a legal quorum. I. Introductions Board members introduced themselves and stated the district they represent. Staff introduced themselves and stated their position. Prior to the meeting, Youth Board members stopped in to introduce themselves to staff and the Board. II. Conflict of Interest No conflict of interest. III. Approval of Agenda 1 1 2 Ms. Zahler moved to approve Board meeting agenda as presented, seconded by Ms. 3 McClure. Motion carried unanimously. 4 5 IV. Approval of Minutes 6 7 Ms. McClure moved to approve the Parks and Recreation Advisory Board meeting 8 minutes dated July 19, 2018, seconded by Mr. Engle. Motion carried unanimously. 9 10 V. Public Comment 11 12 Mr. Gregory Shervanick, resident of 840 Lees Drive, said he has attended this body 13 meeting before. His public comment is that are you aware that Sustainability to trade 14 out to Parks and Recreation for the soccer lights at Van Dame Field - what kind of grant 15 did Sustainability help Parks and Recreation with for lights for the soccer field at Van 16 Dame field. Mr. Shervanick directed this question to Ms. Delgado. Ms. Delgado said 17 Sustainability got a grant, they asked if Parks and Recreation wanted to put up lights and 18 response was yes. Mr. Shervanick asked when will that grant be available to review. Ms. 19 Delgado responded she expects to have the money to be used this fall. Mr. Shervanick 20 thanked Ms. Delgado for her response. 21 22 VI. Unfinished Business 23 24 A. Board Goals (Informational) — Chair O'Neill 25 26 Chair O'Neill included some handouts in the Board's meeting packet of his ideas for 27 Board goals. Chair O'Neill said Board goals should be in line with Parks & Recreation's 28 PEAK performance. Chair O'Neill asked the Board to look over the handouts between 29 now and the next meeting and add any of their thoughts for Board objectives and goals. 30 31 Ms. Zahler said she would like to recommend on the handout listing items for quarterly 32 briefing to City Council - item 2. Recreation Programs, Youth & Adult, to add: & Seniors. 33 Chair O'Neill suggested having it read: Youth, Teen, Adult & Seniors. Chair O'Neill 34 added removing the word Advisory from item 5. City Youth Advisory Council. 35 36 Ms. Delgado asked if Chair O'Neill is wanting to bring this up as an action item at the 37 next meeting. Chair O'Neill said he wants the Board to review this and bring it up for 38 discussion at the next meeting. 39 40 Chair O'Neill mentioned at times, the Board served as an oversite and appeals Board 41 for some of the local organizations and local leagues and doesn't know if this is 42 something that will continue. Ms. Delgado said this is the reason to bring back 43 agreements where everything will be outlined and a template will be brought to the Board 44 soon to review. 45 46 B. Peak Overview (Informational) — Sonya Delgado 2 1 2 Ms. Delgado reported a general overview on Peak Performance. To date, seven 3 departments have gone through PEAK and have their plans completed. Currently, 4 Quality of Life department is going through PEAK. Seven departments have input their 5 plans into Luminous, the software that will be public facing that shows how the 6 departments are doing in regard to the department plans and measures. The 7 departments will be picking five measures the public can see in Luminous. The next 8 thing decided will be how often departments will be reporting on these measures — 9 monthly, quarterly, semi-annually, annually. All departments should be done with PEAK 10 by spring of 2019. The entire city will start with their budget being tied with department 11 services in PEAK for FY20 which will start July 1, 2019. Budget process for FY20 starts 12 in October. Parks and Recreation is already looking at what is needed to hit goals so if 13 there are shortfalls, it can be discussed with upper management as staff moves forward 14 in budget process. 15 16 Chair O'Neill asked the Board to review the Strategic Business Plan they received a few 17 meetings back because it will have impact on Board's goals, and to bring back notes to 18 the next meeting. 19 20 Ms. Delgado added FY18's budget is almost closed and she will bring forward a report 21 to the Board at next meeting. 22 23 C. War Dog Memorial (Informational) — Maryln Zahler 24 25 Ms. Zahler thanked Ms. Delgado and her staff for help getting her information on quarries 26 in the area. Ms. Zahler selected New Mexico Quarry in Deming. The owner is Sam 27 Baca, who is familiar with Veteran's Park. Ms. Zahler said she should have the cost of 28 the stone next month. Ms. Zahler said size of sculpture will be 6' tall, 4' wide, the stone 29 will be smooth, not polished. The slab will be granite. Ms. Zahler said she will also have 30 the cost of the informational plaques at next meeting. 31 32 Chair O'Neill asked if approval is needed from City Council. Ms. Delgado said this will 33 go forward to City Council once a plan of action is in place. Ms. Zahler said she will be 34 getting a picture of the sculpture that can be shown to City Council and to the State 35 Legislators. 36 37 D. Soccer Facilities (Update) — Sonya Delgado 38 39 Ms. Delgado informed the Board in regard to the issues brought forth in the newspapers 40 regarding soccer facilities, the City of Las Cruces owns and have direct responsibility for 41 are the Provencio/Van Dame multi use fields and Burn Lake. The fields that were in 42 discussion at High Noon belong to Las Cruces Public Schools (LCPS), with whom the 43 City does not have a lease with. Staff had been trying to revise an agreement with LCPS, 44 but have been asked to revisit the idea of getting a lease. Staff has met with LCPS to 45 let them know city is interested in doing a lease and they are going to take this information 46 to the Superintendent. Staff needs to put together the lease agreement to send forward 3 I and then negotiations will begin. This is the only way to use capital dollars or any 2 budgeted dollars on big ticket items to do anything at High Noon. All the infrastructure 3 pictures in the newspaper, the scoreboards, belong to LCPS. Ms. Delgado said she 4 needed to inform the Board on this because they are an extension of Parks and 5 Recreation and wants the Board to understand where Parks and Recreation is at with 6 this. Ms. Delgado said staff does maintain some fields that are used at High Noon but 7 they do run into some issues — irrigation, staff has had to share time, low water pressure, 8 another water meter is needed. Staff has always made sure to let the water 9 conservationist know that watering would be done outside of scheduled hours. Staff is 10 working diligently with NMSU and will be meeting with them August 22, 2018 to go out 11 to the fields and talk about what can be done, and if and when leased, what will be done 12 to the fields. The parks team has been asked what maintenance would be needed if 13 leased, as the expectation is if city is going to fix everything and add things that are 14 requested, then will need a dollar amount to advise council what is needed to get to this 15 level of service. GO Bond is around the corner, and this project will be number one 16 priority. 17 18 Ms. Schuller asked if the reason for the lease is because the city doesn't have enough 19 space with what they currently have. Ms. Delgado said all of soccer could be moved 20 onto City property but would be using parks, sharing space with the ball groups —the city 21 doesn't have enough space. 22 23 Chair O'Neill asked if the lease will come before the Board. Ms. Delgado said it will come 24 to the Board to review before it goes to City Council and the School Board. 25 26 VII. New Business 27 28 A. Model Airplane Agreement (Action) — Franco Granillo 29 30 Mr. Granillo informed the Board the Model Airplane Agreement between the club and 31 City was provided to the Board at the July 19, 2018 meeting for their review so action 32 could be taken at this meeting. One of the goals with this agreement if approved is to 33 use it as an agreement template for other organizations, leagues — baseball, softball, 34 pickleball. 35 36 Ms. Zahler moved to approve the Model Airplane Agreement, seconded by Ms. McClure. 37 Motion carried unanimously. 38 39 B. Sending Chair O'Neill to NRPA Conference (Action) — Sonya Delgado 40 41 Chair O'Neill thanked the Board for recommending he attend the 2019 National 42 Recreation and Park Association (NRPA) Conference, which City Manager's office has 43 now approved, and is now pending Board approval. 44 45 Ms. McClure moved to send Chair O'Neill to the 2019 NRPA Conference, seconded by 46 Ms. Schuller. Motion carried unanimously. 0 2 VIII. Staff Member Comments 4 Ms. Nevarez informed Board of correction on Agenda - disregard item VIII. Public 5 Comments — as it was listed twice on the agenda. 6 7 Mr. Granillo informed the Board staff will be doing a City Council presentation August 20, 8 2018 regarding the Huey Helicopter repairs at Veterans Park. With the help of the 9 Veteran's group, who are very smart and know how to delegate work, repairs were 10 completed in four days - 20 hours working time, 300 hours volunteer time. Mr. Granillo 11 said the best part about this, with another war memorial coming together, staff knows 12 where to go if this happens again. 13 14 Ms. Zahler asked what was going to happen to the youth who were responsible for the 15 damage to the helicopter. Mr. Granillo said this will be decided by the courts. Mr. Granillo 16 said the youth did participate in the repairs and the veteran's educated the youth. 17 18 Ms. Delgado informed the Board the last day for the GO Bond ballots to be received at 19 the County Clerk's office is August 21, 2018 before 7:00 p.m. Ms. Delgado informed the 20 Board if they know of anybody who hasn't turned in the ballot, to let them know it now 21 needs to be delivered to the County Clerk's office as it is too late to mail in. Ms. Delgado 22 said as of this morning, over 11,000 ballots have been received by the County Clerk. 23 Ms. Delgado said staff is working on project scoping right now, including the cost, to be 24 ready August 22, 2018. If GO Bond passes, staff will be in meetings August 22, 2018 25 to figure next steps. Public input will be sought, and staff will be getting busy fast. 26 27 Ms. Delgado informed the Board the City has a Sister City with Neinburg, Germany, who 28 will be visiting toward end of September, beginning of October, and will be recognized 29 by the Mayor at a Council meeting. The Sister City agreement is run through Parks and 30 Recreation, which is basically an agreement that says the City has a Sister City, who 31 works with Convention and Visitors Bureau and City Council. 32 33 Chair O'Neill asked if the City also has a Mexican Sister City. Ms. Delgado confirmed 34 Lerdo, Mexico is also a Sister City. 35 36 Ms. Delgado informed the Board staff is working with Board member McClure on the 37 "What's Your Parks N Rec?" outreach. Per Board's agreement, meeting dates were 38 going to be set. Ms. Delgado said in the interim, in working on Chandler Tank and Calle 39 Abuelo, a neighborhood meeting was held as well as sending out a survey. Response 40 on the survey was tremendous. Staff realized that maybe a survey is the avenue to take 41 with "What's Your Parks N Rec?" outreach. In speaking with Ms. McClure, it was decided 42 it's a good idea to start with an informational gathering survey, which will hit more than 43 one district at a time, and then follow it up with some public meetings. Ms. Delgado said 44 customer service surveys will also go out to the entire community asking them what their 45 experience is with Parks and Recreation. Ms. Schuller agreed surveys are a better use 46 of staff resources. 1 2 Mr. Nunez informed the Board the summer out of school time programs, with over 500 3 participants, was very successful with field trips, educational, recreational and fitness 4 activities, and nutrition. 5 6 Chair O'Neill asked if the children are still getting free lunches. Mr. Nunez confirmed 7 during the summer, Parks and Recreation partners with Families and Youth, Inc., who 8 take care of the lunch program, and they provide a supper during the school year. Mr. 9 Nunez said in partnership with the Las Cruces Public Schools, the schools provide a 10 snack to the youth in the after -school programs. 11 12 Mr. Nunez reported Keep Las Cruces Beautiful provided in kind services to the City in 13 the amount of over $600,000 through all the volunteers within the program for FY2018. 14 15 Mr. Nunez reported the Juvenile City Program (JCP) had 468 youth. He said the 16 program is split about evenly with City and County participants. Chair O'Neill asked what 17 the high age is for the JCP program. Mr. Nunez responded 17 years, and can turn 18 18 while in the program, and the youngest is 11 years of age. 19 20 Mr. Nunez said with the start of the new fiscal year, the programs are looking at doing 21 bigger and better things. He said the after -school programs are at around 400 youth, 22 from kinder to seniors in high school. 23 24 Reporting for Mr. Catanach, Mr. Nunez informed the Board summertime specialty camps 25 and sports leagues were a success and the recreation department is now getting ready 26 for fall activities for youth and adult. The aquatics section had a lot of open sessions for 27 youth during the summer, with some free swim time being a big hit and at capacity, along 28 with some successful teen components. Gymnastics was a big success. 29 30 Mr. Nunez reported Chair O'Neill was able to sit in the first Youth Board meeting a few 31 weeks back, with some excellent, bright, enthusiastic individuals on the Board. Chair 32 O'Neill added Mr. Nunez did a fantastic job in getting this Youth Board going. 33 34 IX. Board Member Comments 35 36 Ms. McClure said if staff needs any help with Neinburg, Germany Sister City, she speaks 37 German. 38 39 Ms. Zahler said she had a meeting with the Mayor and Mr. Ed and she said upon leaving, 40 she was very pleased to see children's art work on the wall and told Mr. Ed it looked 41 great and asked about having art work in the lobby. She said Mr. Ed said there wouldn't 42 be any in the lobby but he did say they are going to do art projects in all the city facilities. 43 Ms. Delgado added the art work Ms. Zahler saw were from a Girl Scout troop who had 44 pitched an idea to Mr. Ed about having a park at Calle Abuelo, and they all drew pictures 45 and handed them to Mr. Ed. 46 C 2 3 4 5 6 8 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 Chair O'Neill reported Mr. Nunez did a fantastic job with the youth board — setting up by- laws, getting the youth Robert's Rules of Order, and in conducting the first meeting. He said the youth are enthusiastic and all want to be heads of committees. He added the youth talked about job internships for teens, having a dance marathon for a cause — one being the suicide coalition, and having a suicide walk to prevent teen suicides. One individual thinks classes should be offered to teach teens personal finance and money management. Chair O'Neill said he attended a dog park coalition meeting and he was asked questions about GO Bond and how it can affect parks and possible dog parks. Chair O'Neill said the coalition are doing a lot of things for dogs and are looking forward to the new animal shelter. The dog park coalition is having a pet adoption and chipping. He said they are looking forward to another dog park. Chair O'Neill said he attends on a regular basis the Coalition Against Bullying and has information if the Board is interested. He also attends Trauma in Las Cruces and the surrounding area. Chair O'Neill said meetings are also being held on suicide prevention for all ages. Mr. Nunez added that there is a suicide walk on September 8, 2018 at Young Park, and the Youth Board is involved and will have a booth there. Mr. Engle commented there is a non-profit organization, Cocorahs that has citizens who can measure the rain in their back yard and report it to a national data base. Mr. Engle said this might be something to encourage residents in the Nevada Green Infrastructure area to do if they are interested in determining how much rainfall they get. Mr. Guzman said he wasn't present at the last Board meeting, and wanted to say staff did an awesome job on the 4th of July event. X. Adjournment Ms. Zahler moved to adjourn, seconded by Ms. Schuller. Motion carried unanimously. Meeting adjourned at 7:55 p.m. dZIA1 H zel evarez, RecordSecretary Mark O'NeiV, Chair P&R 7