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HomeMy WebLinkAboutAGENDA REPORT 2003 0305 CC REG ITEM 10DMOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: John Hartnett, Recreation Manager( DATE: February 21, 2003 (CC Meeting of March 5, 2003) SUBJECT: Consider Request from Moorpark Kiwanis to Waive Park Rental Fees for Softball Tournament SUMMARY The City Council is being asked to consider a request from the Kiwanis of Moorpark to waive park rental fees for a Softball Tournament it plans to host on the weekend of November 8 and 9, 2003. The fee waiver request includes use of eight softball fields, the use of the City's softball bases and field preparation equipment at no cost, and permission to operate temporary concession stands at each location and utilize field lights. Approval of the request would be consistent with previous actions taken by the City Council for past softball tournaments sponsored by Kiwanis, for the purpose of raising money to benefit community programs. DISCUSSION Over the past seven or eight years, Moorpark Kiwanis has conducted a Softball Tournament, and for the past four years it has held the tournament in conjunction with the American Softball Association. The tournament serves girls between the ages of 8 to 18 with over 50 teams participating. For this year's tournament, Kiwanis is requesting use of the following City softball fields: Field Request • Arroyo Vista Community Park (4 fields) • Mountain Meadows Park (2 fields) • Peach Hill Park (1 field) • Miller Park (1 field) � 1 cl3 20 Honorable City Council March 5, 2003 Page 2 The tournament will begin Saturday and will run through Sunday. Consistent with previous years, staff recommends Kiwanis not have the use of AVCP on Saturday since AYSO will be holding games and be provided three fields at AVCP on Sunday, with the fourth field being an option, based on phase II completion. If an additional field is needed on Saturday or Sunday, staff recommends making Campus Canyon available to Kiwanis, as well. Additionally, and consistent with recent City policy, Kiwanis will be restricted from using Mountain Meadows Park no earlier than 9:00 a.m., and no later than 5:00 p.m., on Saturday and Sunday. Kiwanis would also be asked that in consideration of granting its request, if games are also scheduled at Mountain Meadows School, that they not begin before 9:00 a.m. The Softball Tournament serves as a major fundraising event for the Club. The Kiwanis support a variety of City and community projects throughout the year, including the City sponsored Easter Egg Hunt, 3rd of July Event, Halloween Festival, and senior citizen program, in addition to high school scholarships, Catch a Star Christmas program, Terrific Kids program, Catholic Charities food drive, Los Angeles Avenue clean -up, and Moorpark Police Department projects to name a few. As has been the case in the past, the Kiwanis Club plans to perform all field preparation using the City's equipment. It will also purchase or reimburse the City for all expendable items such as chalk, as well as field lights. Consistent with last year, it is recommended that Kiwanis reimburse the City for one staff person to monitor and respond to the needs of the tournament. This is consistent with the City Council's action in regards to the Moorpark Girls Softball and AYSO tournaments. In order to provide the additional levels of service needed to ensure that the trash cans are emptied, the restrooms cleaned and stocked, and that all service requests are handled in a responsive manner, one staff person needs to be dedicated to tournament rentals. STAFF RECOMMENDATION Approve the request from Kiwanis of Moorpark to waive park rental fees associated with their Girls Softball Tournament, provided that they pay all direct costs incurred by the City, including one staff person dedicated to the Tournament.