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Home My WebLink AboutAGENDA REPORT 2000 0105 CC REG ITEM 10CITEM ) 0 • C • CIT 2 I: i.£) ?RF 4RK, CA.LIFOR U C, j Council Ml eeting MOORPARK CITY COUNCIL AGENDA REPORT re5ear"h Ar TO: The Honorable City Council CY Parts t r c�vrnmend� FROM: Mary K. Lindley, Director of Community ervices bJ DATE: December 7, 1999 (CC Meeting of January 5, 2000) SUBJECT: CONSIDER REPORT ON MOORPARK COMMUNITY EVENTS BACKGROUND zi va t 1V be held 3 rlbm, aii what ham t�P�� t created, c c c�rn�l�' 1'• At its November 3 meeting, the City Council requested summary information about the various community events held in Moorpark and an opportunity to consider the need for a Council ad hoc committee on community events at a future Council meeting. At the suggestion of Councilmember Harper, it is proposed that the desirability of incorporating carnival/ amusement type rides into an existing event or a new event be considered by a community event committee, or staff if such a committee is not established. Attachment A is a summary of existing and discontinued community events. For the purposes of this Agenda Report, a community event is an event designed to attract the unlimited attendance of a broad spectrum of the community. Each year, in February or March, the Parks and Recreation Commission is asked to consider the City's special events for the new fiscal year. This process is limited to City sponsored recreation related events and includes reviewing past events evaluations, which are completed by staff and the Commission following each event. The Commission provides staff with its recommendation, which is used to develop the special event budget. The City Council reviews the Commission's recommendation at the time it deliberates on the development of the new budget. Over the years, City Councils have elected to discontinue various special events due to either low attendance, event 000034 Community Events Page 2 costs, or both. With the loss of the former park maintenance assessment district, the City Council eliminated the 3rd of July Fireworks event and the Tree Lighting Ceremony in FY 1999/00, and directed that staff either solicit donations or charge a nominal fee to off -set the cost of the remaining special events. It's important to note that the involvement of volunteers plays an important role in the City's ability to offer special events. Volunteers are used to supplement staff, providing the City the ability to offer more activities and handle a larger number of attendees at events. Additionally, volunteer service organizations also contribute financial support for specific special events which allows the City to provide special events at no cost, or nominal costs to attendees. Recreation staff is currently working on developing a special event recommendation for FY 2000/01 for the Parks and Recreation Commission's consideration. The recommendation will include any changes, additions, and /or deletions to the City's special events. Additionally, staff will be looking at ways to generate additional funding to expand and enhance the City's special event programs. DISCUSSION The City Council is being provided with this information to assist with its discussion regarding the desirability of forming a standing or ad hoc committee for community events. Since the Parks and Recreation Commission's role is focused on City recreation related events, the Council may wish to address other non -City sponsored community events and the City's role in such events more specifically. Such an ad hoc committee could be tasked with identifying existing community events it believes the City should devote resources to, and at what level City resources should be provided. Additionally, the committee could discuss the desirability of incorporating carnival rides in an existing community event, developing a new event that has a carnival ride component, or direct that the Parks and Recreation Commission look at the use of carnival rides in a City special event. STAFF RECOMMENDATION Direct staff as deemed appropriate. \ \MOR_PRI_SERV \home folders \MLindley \RECREAT \community events ccagda.doc 000035 COMMUNITY WIDE EVENTS ATTACHMENT SUMMARY CURRENT EVENTS Event Title: Easter Egg Hunt Month: April Sponsor: City Location: AVCP Description: This event is centered around a egg hunt. Also includes pony rides, face painting, games, and moon bounce attractions. This event was previously free; the City now charges a nominal fee of $1.00 per participant. Event Title: Memorial Day Month: May Sponsor: American Legion, co- sponsored by the City Location: Poindexter Park Description: Includes a short (approximately an hour) ceremony honoring servicemen killed in war. Event Title: 3rd of July Fireworks Month: July Sponsor: City Location: AVCP Description: This event has changed and grown in scope over the years. Due to budget cuts, it was not held in July 1999. The Council recently approved a budget for the event for the year 2000. The event usually begins in the late afternoon with family games and entertainment. The highlight is a fireworks show lasting approximately 20 minutes. For the past several years, the City has coordinated the event and local service organizations have provided assistance. The City solicits financial donations from the business community to help off -set the event's costs. Event Title: Neighborhood Night Out Month: August Sponsor: City Police Department Location: Individual neighborhood throughout the City Description: This is part of a national event. Interested neighborhoods hold "block" parties to encourage residents to get to know each other. Typically, the parties include food and games. The Police Department coordinates various traveling exhibits (fire, swat teams, bomb squads, etc.) that visit each of the parties throughout the evening. A total of eighteen neighborhoods participated in 1999. \ \MOR_PRI_SERV \home_ folders\ MLindley \RECREAT \communityevents sum.doc 00003G Event Title: Coastal Waterways Clean Up Month: September Sponsor: City Location: Various site throughout the City Description: This event is part of a countywide effort to raise awareness of the impact urban activities have on local waterways and the ocean. The City's event focuses on the Arroyo Simi. Various volunteer work crews are assigned to pick up trash and debris at locations adjacent to the Arroyo. Event Title: Country Days Month: September Sponsor: Moorpark Chamber of Commerce, with City participation Location: High Street Description: This event begins with a parade. Various food and craft vendors set up booths along High Street. Entertainment is scheduled a several locations throughout the day. Public and private agencies also participate. Each year the City participates with an informational booth and coordinates the necessary traffic detour. Event Title: Roam'n Relics Car Show Month: October Sponsor: Roam'n Relics Car Club Location: High Street Description: Various vintage are set up on display. Food vendors arc present, as well as non- profit groups and for - profit businesses to provide information. Event Title: Halloween Carnival and Treat or Treat Village Month: October Sponsor: City Location: AVCP Description: Carnival games, crafts, and a haunted house. Prizes and candy are distributed. This event was previously free; the City now charges a nominal fee ($2.00). Event Title: Veteran's Day Month: November Sponsor: American Legion, co- sponsored by the City Location: Poindexter Park Description: This event includes a short ceremony honoring all servicemen who served in the military. \WOR_PRl_SLRV \home_foldersW Lindley \RECREAT \communityevents sum.doe 000037 Event Title: Holiday Craft Fair Month: November Sponsor: City Location: AVCP Description: This event is centered around a craft fair where various craft vendors are invited to sell items. Additionally, various local entertainment is scheduled to perform throughout the day and some food is also sold. DISCONTINUED EVENTS Event Title: Mardi Gras Month: February Sponsor: City Location: AVCP Description: This event centered around carnival type games. Beaded necklaces were used as prizes. The event also included entertainment and food. The event was typically attended by very young kids and was discontinued due to cost and low attendance. Event Title: Spring Craft Fair Month: April Sponsor: City Location: AVCP Description: This event was held in conjunction with the Easter Egg Hunt. Various craft vendors were invited to sell their craft items. Participation in the craft fair was low and as a result, the City discontinued the fair and focused on the egg hunt and other activities geared toward kids. Event Title: Cineo de Mayo Month: May Sponsor: City and Citizens for Cinco de Mayo Location: Community Center Description: This event was first organized by the Parks and Recreation Commission. In the second year, staff assumed responsibility for planning and organizing the event, with assistance from a non - profit group called Citizens for Cinco de Mayo. Activities included games, food, and entertainment. The event ran for three to four years and was discontinued due to budget reductions and low attendance. \\V10R_PRI_SERV\ home_ fol ders\ MLindley\RECREAT \communityevents sum.doe 000038 Event Title: Worldfest Month: May Sponsor: City Location: AVCP Description: This event was a multicultural celebration. Included games, crafts, entertainment, and food. Ran for three years and was discontinued due to cost and low attendance. Event Title: Recreation Celebration Month: June Sponsor: City Location: AVCP Description: The purpose of this event was to kick off and promote the City's summer recreation programs and classes. Also included participation by police and fire and community non -profit groups. The event was discontinued after two years due to cost and low attendance. Event Title: 4`" of July Picnic Month: July Sponsor: Chamber of Commerce, Shiloh Church and City Location: Description: This event pre -dates the 3rd of July Fireworks Event. It began with the Chamber of Commerce, in conjunction with other community groups, and involved games, entertainment, and food. After the first year, the City was asked to coordinate the event and did so with assistance of Shiloh Church and American Legion and other civic groups. When the 3rd of July Fireworks Event was initiated, the 4`" of July activities were combined with the 3rd of July. Event Title: Concerts in the Park Months: Summer Sponsor: City Location: AVCP Description: Typically included four individual concert dates which were held outside on the grass in the early evening. Residents were encouraged to bring a picnic dinner. The City solicited donations from the business community to fund the concerts. This event was discontinued after 3 years due to low attendance and cost. Event Title: Labor Day in the Park Month: September Sponsor: Moorpark Youth Activities Committee with City participation Location: Community Center Description: This event was first initiated and operated by the Moorpark Youth Activities Committee MYAC. After some difficulties during the first year, the City provided some financial assistance, minimal staff, and use of City facilities. The event included games, food, entertainment. The highlight was a puppet show and band. This event ran for approximately 6 years and was discontinued MYAC. \\ MOR_PRI_SERV\home_folders\MLind ley \RECREAT \communityevents sum.doc 000039 Event Title: Tree Lighting Ceremony Month: December Sponsor: City Location: Community Center Description: Entertainment was provided by local children's groups. The City's Christmas tree was decorated and displayed, and typically, the mayor was responsible for lighting the tree. Refreshments were provided and Santa attended. This event took place in the evening and was discontinued by City Council action as a budget reduction effort. \ \MOR PRi_SERV\ home_ folders\ MLindley \RECREAT\communityevents sum.doc 000040