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11-15-18 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 PARKS AND RECREATION ADVISORY BOARD MEETING November 15, 2018 The Parks and Recreation Advisory Board Meeting was held on November 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 Eric Montgomery Stanley Engle Eli Guzman PARKS & RECREATION ADVISORY BOARD MEMBERS ABSENT: Maryln Zahler Megan Schuller OTHERS PRESENT: Greg Shervanick Hazel Nevarez Sonya Delgado Cathy Mathews Robert Nunez Cecil Vasconcellos Mark O'Neill Kay Lilly The meeting was called to order at 6:00 p.m. by Vice Chair Harrison and recognized as having a legal quorum. I. Introductions Board members introduced themselves and stated the district they represent. Staff introduced themselves and stated their position. Il. Conflict of Interest There was no conflict of interest, but Mr. Montgomery informed the Board, understanding the Juvenile Citation Program (JCP) is now under Parks and Recreation, he previously worked for JCP over a decade ago and he doesn't have any current ties or would have any future conflicts going forward with this program. III. Approval of Agenda I Mr. Montgomery moved to approve agenda as presented, seconded by Ms. McClure. 2 Motion carried unanimously. 3 4 IV. Approval of Minutes 5 6 Ms. McClure moved to correct signature line on minutes with Vice -Chair Harrison's 7 name, seconded by Mr. Montgomery. Motion Carried unanimously. 8 9 Ms. McClure moved to approve the October 18, 2018 minutes as corrected, seconded 10 by Mr. Montgomery. Motion carried unanimously. 11 12 V. Public Comment 13 Vice Chair Harrison introduced Ms. Kay Lilly. Ms. Kay Lilly reported she works for a 14 service provider called Nezzy Care, who provide services to adults with intellectual and 15 developmental disabilities. She said the participants of their program access the 16 Therapeutic Recreation Program on a regular basis. She informed the Board there is a 17 federal regulation that is being enforced across the nation and states are having to 18 submit transition plans that demonstrate they will be coming into compliance with the 19 federal rule. She said the rule has to do with the settings in which DD waiver services 20 are provided. The intent is that services are provided in inclusive community settings that 21 allow for interaction with community members that do not have intellectual 22 developmental disabilities. Ms. Lilly said there is a possibility even though the CMS 23 (Center for Medicaid and Medicare) final rule does not have purview over the Parks and 24 Recreation Department but it does over the services provided by Nezzy Care to make 25 sure people can get to the activities and into those settings provided by Parks and 26 Recreation. Nezzy Care pays staff with Medicaid money to take their clients to 27 therapeutic recreation activities and they bill Medicaid. Ms. Lilly said there is potential 28 moving into the future that they would not be paid to provide the support that it takes for 29 their clients to participate in those activities and those settings. Ms. Lilly said she wanted 30 the Board to be aware of this in case it comes to a point where a different way of doing 31 things needs to be figured out to be in compliance, so provider agencies can get paid to 32 provide the support it is going to take. 33 Vice Chair Harrison asked if there are any Parks and Recreation activities tied to any 34 specific entity. Ms. Delgado said Parks and Recreation does have a therapeutic 35 program, but it isn't tied to anyone. 36 37 38 39 40 41 42 43 44 Ms. Delgado asked if Parks and Recreation therapeutic program would have to change so Nezzy Care could continue to get funding? Ms. Lilly said she didn't know. VI. Unfinished Business A. Youth Board (Update) — Robert Nunez Mr. Nunez reported topics discussed at the last Youth Board meeting on November 14 were: 2 I Health issues regarding feminine issues and sex education topics — the Youth 2 Board would like to be able to present these topics to classmates at various high 3 schools and middle schools. A plan is being devised, to include Department of 4 Health, NMSU, Dona Ana Community College Nursing program, the public 5 school's health department, to coordinate a presentation to fellow students. 6 Fall/Winter Events — the Youth Board will provide a booth at the City's tree lighting 7 event to do some arts and crafts activities. 8 • Blanket, can goods and toiletry drive at the middle and high schools. The Youth 9 Board will be reaching out to businesses (Chick Fil A) for Spirit Night to identify a 10 specific night to bring in stuff to include in this drive. 11 • Officer Lazarin of the Las Cruces Police Department was present at the Youth 12 Board meeting to discuss the nationwide school safety issue regarding keeping 13 students safe and explained the ALICE (Alert, Lockdown, Inform, Counter, 14 Evacuate) training. 15 16 Mr. Engle asked if any attempt was made to reach out to local businesses to participate 17 in the Youth's spirit night. Mr. Nunez said this is an option the Youth Board can visit. 18 19 Vice Chair Harrison asked if Parks and Recreation has addressed what to do if anything 20 should happen on any of our fields or recreation facilities. Ms. Delgado said she plans 21 to make some outreach to Office Lazarin. Safety measures have been discussed with 22 staff, but nothing is currently in place regarding an active shooter. Mr. Nunez said the 23 Las Cruces Public Schools did provide training on their after -school emergency action 24 plan and have asked Parks and Recreation After School Program staff to follow those 25 procedures while on school premises. 26 27 B. Chandler Tank (Update) — Cathy Mathews 28 29 Ms. Mathews informed the Board the Parks and Recreation Department along with 30 Public Works has been looking at Chandler Tank (located on Sonoma Ranch Blvd., North 31 of US 70) as potential space for additional recreational facilities. It is currently called a 32 tank because it is a retention pond and dam. Ms. Mathews said three public meetings 33 were held and survey was sent out to residents within a one -mile radius to see what they 34 would like to see at Chandler Tank. As a result, Ms. Mathews presented to the Board 35 two potential concepts for the park. The preferred concept was to create a walking trail, 36 paved, with native vegetation restored into the area, along with a turf play space. The 37 second concept involved a parking lot and a more extensive kind of development. 38 39 Ms. Mathews said she is working with Public Works to submit the preferred concept to 40 the Office of the State Engineer in Santa Fe, who has jurisdiction over the retention pond 41 and dam. They will analyze it for impact on the primary purpose of Chandler Tank which 42 is storm water retention. Next steps will depend on response received from the Office of 43 the State Engineer. 44 45 C. Community Survey (Update) — Ceci Vasconcellos 46 I Ms. Vasconcellos presented to the Board a draft of a Parks and Recreation Customer 2 Service survey (the first of its kind) to gain input from customers on what they think about 3 programs they are involved in, how they see parks and amenities available and their 4 overall view. Ms. Vasconcellos said response from Ms. Zahler on this survey was she 5 thought the survey was too long and said there was no mention of dog parks. Ms. 6 Vasconcellos said there is a section in the survey for "Other" where people can write in 7 things they would like to see. Ms. Vasconcellos said this survey would set the 8 benchmark for any future surveys that would go out annually. 9 10 Vice Chair Harrison asked if this was the same as the Elevate Las Cruces Survey. Ms. 11 Delgado informed the Board Elevate Las Cruces is all comprehensive of the City in 12 general. The Parks and Recreation Customer survey is to gain information about the 13 Parks and Recreation Department as a whole. Ms. Delgado said this survey will also 14 give the department leverage moving forward in the budget process. 15 16 Vice Chair Harrison asked if this falls in with PEAK Performance. Ms. Delgado said yes 17 as it is one of Parks and Recreation's goal to start and create a strong customer service 18 outreach for the community and to have a dialogue between the community and the 19 Parks and Recreation Department because customer focus is number one. 20 21 Mr. Montgomery said he always agrees with more data to be able to do assessments, to 22 discover where improvements need to be made, or what services need to be expanded 23 or taken away. He viewed the survey as being read by two different customers — one 24 being the general populace and the other being a user of facilities or services and 25 commented on his thoughts and approach to surveying the general populace vs 26 surveying users of services (wish list vs customer interactions with park staff). 27 28 Mr. Montgomery noticed there was not a specific mention to trails and thought this would 29 be a good addition to include in the survey. Mr. Montgomery expressed including the 30 Juvenile Citation Program in the survey could skew the kind of data being sought since 31 this is an involuntary program vs recreation programs which are voluntary. 32 33 Mr. O'Neill expressed adding evaluation of services could be a third part of the survey. 34 Mr. Montgomery added how the survey gets distributed could help with the structure of 35 the survey — if electronic survey, trigger questions could open another part of survey 36 such as for users of program, and if a paper survey, questions that suggest answering 37 another part of the survey depending on response to the question. 38 39 Ms. Delgado summarized what she understood the Board to be saying which is to add 40 trigger questions for users of services, and nonusers will follow a different path in the 41 survey. Ms. Delgado mentioned a few surveys have already been done on some of the 42 parks with great responses with a lot more feedback. 43 44 D. Go Bond Update (Update) — Sonya Delgado 45 I Ms. Delgado reported SAC reviewed the request for proposal and is moving forward with 2 recommendations to City Council in December. She said once a Project Manager is on 3 board, public input process will start. On Parks and Recreation side, public input 4 process has started by meeting with leagues in November and will start meeting with 5 them monthly starting in January. Ms. Delgado said she is hoping construction will start 6 on Hadley in October, November 2019 and has explained to leagues fields may need to 7 be shared. Public input will be sought with other projects and prioritization will occur with 8 the projects. Ms. Delgado said the next four years will be busy and the Board will be 9 kept informed. 10 11 E. Board Election Date (Action) — Sonya Delgado 12 13 Ms. Delgado informed the Board with replacement of new District 5 Board member, a 14 new Board Chair needs to be elected. Information was provided in Board member 15 meeting packets outlining Board responsibilities and election and terms of Chair and 16 Vice Chair, terms of Board members. Ms. Delgado said a date needs to be set for 17 electing a Board Chair and Vice Chair. 18 19 Mr. Engle moved to have Board election at the January Board meeting, seconded by 20 Ms. McClure. Motion carried unanimously. 21 22 F. Report to Council (Update) 23 24 Ms. Delgado offered the floor Mr. O'Neill to report on the Council Update he presented 25 to City Council in October. Mr. O'Neill reported the presentation to Council went very well 26 with some staff and Board members present. 27 28 VII. New Business 29 30 A. Community Gardens (Informational) — Sonya Delgado 31 32 Ms. Delgado provided a Power point presentation to the Board informing them of the 33 Community Gardens provided for use by the public and process/cost followed for use. 34 35 Ms. McClure asked if gardens meet capacity every year, are there plans for more 36 gardens. Ms. Delgado said it does take a significant amount of money to put a garden 37 together which comes straight out of Parks and Recreation budget. Ms. Delgado said 38 another garden could be done, but past gardens have usually come through a request. 39 40 Mr. Engle asked if there are grants that could help to create a garden. Ms. Delgado said 41 there wasn't any she was aware of but could let Grants know. She said she would also 42 have to make sure there is enough land for a garden and that the neighborhood is ok 43 with it. 44 45 Mr. Engle asked if an individual is removed from using a plot for some reason, if they are 46 banned from using the garden again. Ms. Delgado said they are not banned. 5 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 B. Parks and Recreation Master Plan-HALFF Associates (Action) — Sonya Delgado Ms. Delgado informed the Board that as part of updating fees, land use assumptions, the Parks and Recreation Master Plan also needs to be updated. Staff will be working with HALFF Associates, which is currently in negotiations to talk about a contract. This will be going to Council November 19, 2018. HALFF Associates will assist staff with the master plan. They will be meeting with Parks and Recreation staff the week of December 10-14 and would also like to meet with the Board at some point during this time. Vice -Chair Harrison asked if there was any specific details HALFF Associates wants from the Board. Ms. Delgado said not at this time, but if can get questions from them prior to December 10-14, she will let the Board know. Mr. Montgomery moved to have a special meeting to meet with HALFF Associates on December 13, 2018 at 6:00 p.m., seconded by Ms. McClure. Motion carried unanimously. C. December Meeting/Holiday (Action) Mr. Montgomery moved to cancel the regular scheduled Board meeting of December 20, 2018, seconded by Ms. McClure. Mr. Engle asked if there would be any critical items that would need to be addressed in December. Ms. Delgado said no. Motion carried unanimously. Vill. Staff Member Comments Mr. Nunez reported the After School Out of School Time programs will be offering a Fall Break Camp November 17-19, 2018 from 7:45 a.m. — 5:30 p.m. at Meerscheidt Recreation Center. Mr. Nunez reported the Safe Haven Weed and Seed Program will have their Thanksgiving dinner next week with approximately 74 youth in attendance. Mr. Nunez reported the Teen Connection Program housed at the Frank O'Brien Papen Community Center is having their family night tonight with guest speakers from Department of Health and Family Youth Inc. The Teen Connection Program is at capacity with 60 teens in the program. Mr. Nunez reported final numbers are in from KLCB's Toss No Mas with 19 tons of trash collected. C01 1 2 Mr. Nunez reported staff is waiting for the final ok for the FY20 grant for the Juvenile 3 Citation Program and hope to hear back from the state by December 1, 2018. 4 5 Ms. Delgado informed the Board they will find an article in their Board packet, State of 6 Play, which was passed on from Councilor Flores. 7 8 Ms. Delgado invited all Board members and Mr. O'Neill to Parks and Recreation's Award 9 luncheon December 5, 2018 from 12:00 p.m. — 2:00 p.m. at the Frank O'Brien Papen 10 Community Center. 11 12 Ms. Delgado informed the Board starting in January, there will be a standing agenda 13 item, Plan and Construction, to give the Board an update of all internal projects by Parks 14 and Recreation. 15 16 Ms. Delgado extended an invite to the Board to attend the City's tree lighting event 17 December 1, 2018 from 6:00 p.m. — 8:00 p.m. at Plaza de Las Cruces. She said the tree 18 will be lit at 7:00 p.m. Santa and the Grinch will be present. 19 20 Ms. Delgado presented Mr. O'Neill with a plaque and a huge Thank You for his eight 21 years of service on the Parks and Recreation Advisory Board. Mr. O'Neill expressed his 22 thanks and said he has turned in a letter of his departure. He wished new Board 23 members the best of luck. Mr. O'Neill also informed the Board he has information from 24 the conference he attended and will be sending it to the Board when he has it ready. He 25 said he has also left a booklet he put together for the new Chair, and he can be contacted 26 if anyone has any questions. Mr. O'Neill informed the Board he will now be on the Capital 27 Improvement Board. 28 29 Ms. Nevarez informed the Board they will find in their packet an updated Board Member 30 roster and to send her an email if there are any corrections. 31 32 IX. Board Member Comments 33 34 Mr. Engle mentioned he did see skate boarders downtown trying to remove the skate 35 stoppers and will be something to look into in the future. 36 37 Vice -Chair Harrison asked Board members to think about if they want to be Chair and 38 Vice -Chair so they can be nominated. 39 40 Vice -Chair Harrison thanked Mr. O'Neill for all his time and service and wished him luck 41 on his new Board. 42 43 X. Adjournment 44 45 Ms. McClure moved to adjourn, seconded by Mr. Montgomery. Motion carried 46 unanimously. Meeting adjourned at 7:38 p.m. 7 4 Ha'zel,Nevarez,_Recordin Secretary Robert Harrison, Vice -Chair P&R Board