HomeMy WebLinkAboutAG RPTS 2011 0207 PR REGPARKS AND RECREATION COMMISSION
REGULAR MEETING AGENDA
FEBRUARY 07, 2011
06:30 P.M.
Moorpark Community Center
CALL TO ORDER AND OATH OF OFFICE:
2. PLEDGE OF ALLEGIANCE:
3. ROLL CALL:
4. PROCLAMATIONS AND COMMENDATIONS:
799 Moorpark Avenue
A. Consider Nomination and Selection of Chair and Vice Chair.
5. PUBLIC COMMENTS:
6. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS:
8. PRESENTATIONS/ACTION/DISCUSSION:
Consider Parks and Recreation Commission Revised Rules of Procedure for
A. Meetings and Related Functions and Activities. Staff Recommendation:
Adopt the Parks and Recreation Commission revised Rules of Procedure.
Feb 7-2011 8.A
Consider Selection of a Parks and Recreation Commissioner to Serve on the
B. Youth Sports Committee: Staff Recommendation: Select one Commissioner to
serve on the Youth Sports Committee for a one-year term.
Feb 7-2011 8.13
C. Consider Scheduling Parks and Recreation Commission 2011 Spring Park
Tour. Staff Recommendation: Select a date and time for a 2011 Spring Park
Tour and provide recommendations to staff on parks to be toured.
Feb 7-2011 8.0
9. CONSENT CALENDAR:
A. Approval of Minutes for Parks and Recreation Commission Park Tour Meeting
of April 17, 2010. Staff Recommendation: Approve as presented.
Feb 7-2011 9.A
Approval of Minutes for City Council and Parks and Recreation Commission's
B. Joint Meeting of April 28, 2010. Staff Recommendation: Approve as
presented.
Feb 7-2011 9.13
C Recreation Programming Quarterly Report (September -November 2010).
Staff Recommendation: Receive and file report.
Feb 7-2011 9.0
D Parks Quarterly Report (October -December 2010). Staff Recommendation:
Receive and file report.
Feb 7-2011 9.D
E Trick or Treat Village 2010 Event Report. Staff Recommendation: Receive and
file report.
Feb 7-2011 9.E
F July 3rd 2010 Fireworks Extravaganza Event Report. Staff Recommendation:
Receive and file report.
Feb 7-2011 9.F
10. ADJOURNMENT:
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Deborah S. Traffenstedt, Deputy City Manager �5-1
DATE: February 1, 2011 (P&R Regular Meeting of 2/7/11)
SUBJECT: Consider Parks and Recreation Commission Revised Rules of
Procedure for Meetings and Related Functions and Activities
DISCUSSION
The Rules of Procedure for the Parks and Recreation Commission for Meetings and
Related Functions and Activities (Rules of Procedure) identify the content of the
Commission's regular and special meeting agendas (including a description of the
business to take place under each agenda topic), the role of the Presiding Officer (Chair
or Vice Chair), conduct of Commissioners, processing of motions, voting,
communications, the regular meeting schedule (6:30 p.m. on the .first Monday of each
month), and various other procedural instructions. The Rules of Procedure have been
established to provide compliance with legal requirements and ensure consistency with
the City Council practices as well as that of other City Commissions. It is important for
the Commissioners to review and follow the Rules of Procedure, including recognizing
the role of the Presiding Officer. For example, any Commissioner desiring to speak
during a meeting is required to address the Chair and only upon recognition by the
Chair shall have permission to speak, ask questions, debate, make a motion, etc. The
Parks and Recreation Commission meetings are broadcast over the City's government
channel and the City's website, and following the established Rules of Procedure
presents a positive public image of an organized meeting. Compliance with the
established communication provisions of the Rules of Procedure is required to ensure
compliance with laws regulating maintaining public records (including the State Public
Records Act) and the requirements for open public meetings (State Ralph M. Brown
Act) .
The Parks and Recreation Commission last updated its Rules of Procedure in May
2007. Attachment 1 to this agenda report shows staff's recommended revisions to the
Rules of Procedure through the use of legislative format. Attachment 2 incorporates the
revisions showing how the revised Rules of Procedure would read with the changes
incorporated. The current Rules of Procedure were predominantly copied from the City
Parks and Recreation Commission
February 7; 2011 Regular Meeting
Page 2
Council Rules of Procedure; however, there were several sections included in 2007 that
were not actually applicable to the Parks and Recreation Commission. Most of the
recommended revisions to the Rules of Procedure as shown in Attachment 1 are to
clarify the differences between the Parks and Recreation Commission and the City
Council. As an example, the Proclamations and Commendations section and the Public
Hearings section of the agenda are not needed for the Commission. Staff is
recommending revising the Proclamations and Commendations section to a Special
Agenda Items section (such as for the annual appointment of the Chair and Vice Chair
and for a special presentation). The Public Hearings section is not needed and is shown
as deleted, because the Parks and Recreation Commission does not hold public
hearings. The Parks and Recreation Commission is an advisory and not a decision-
making commission. For this same reason, the Parks and Recreation Commission
does not adopt resolutions, and the related resolution language is also shown as
deleted in the revised Rules. The recommendations of the Parks and Recreation
Commission are forwarded to the City Council based on documentation in the adopted
minutes of the Commission.
Other changes in the revised Rules of Procedure include that the staff references have
been made more generic (as an example: the City Manager or his/her designee has
been used instead of a specific reference to a department head title), to allow more
flexibility for the assigned staff that may attend the Commission meetings based on the
scheduled agenda items. Currently, the City Manager is supervising the City's Facilities
and Landscape Maintenance District staff responsibilities, the Assistant City Manager is
supervising the Parks maintenance staff responsibilities, and the Deputy City Manager
is supervising the Recreation and Active Adult Center staff responsibilities.
STAFF RECOMMENDATION
Adopt the Parks and Recreation Commission revised Rules of Procedure.
Attachment 1: Draft Revised Rules of Procedure with Legislative Format
Attachment 2: Draft Revised Rules of Procedure with Final Format
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ATTACHMENT 1
RULES OF PROCEDURE FOR THE PARKS AND RECREATION
COMMISSION OF THE CITY OF MOORPARK FOR MEETINGS AND
RELATED FUNCTIONS. -AND ACTIVITIES
SECTION 1. Revised—Rules of Procedure for Parks and Recreation
Commission Meetings and Related Functions and Activities are as follows:
1. GENERAL PROVISIONS
1.1 Purpose:
The purpose and intent of the Parks and Recreation Commission in adopting the
rRules withinof Procedure for Meetings and Related Functions and Activities (Rules) shall
be to provide directory guidelines relating to the conduct of the public business by the
Commission. In the event of any non-compliance with, or violation of, any provision
herein, such shall not be deemed to affect the validity of any action taken, unless
otherwise specifically provided by law.
1.2 Procedures in Absence of Rules:
In the absence of a rule herein to govern a point or procedure, Robert's Rules of
Order, Newly Revised, shall be used as a guide.
2. ORDER OF BUSINESS
2.1 Agenda:
The Order of Business of each meeting shall be as contained in the Agenda
prepared by the Records Secretary, who shall be appointed by the City Manager or
his/her designee. The Agenda shall be a listing by topic of the items of business which
shall be transacted or discussed in the following order:
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. PreGlamations and Gernmenda#ensSpecial Agenda Items
5. Public Comments
6. Reordering of, and Additions to, the Agenda
(Items to be pulled from the Consent Calendar shall be identified under this
section.)
Parks and Recreation Commission Rules of Procedure
February 2011
Page 2
7. Announcements, Future Agenda Items and Reports on
Meetings/Conferences Attended by the -Commissioners
8.Publis-kl ea itffs
9-.8. Presentations/Action/Discussion
49:9. Consent Calendar
14-0. Adjournment
2.2 Special Meetina Aaenda Format:
The order of business of special meeting agendas shall generally be consistent
with the order of business of regular meeting agendas, although not all regular items of
business must be included. Public Comments shall be included on all special meeting
agendas.
2.3 Delivery of Agenda Packet:
Barring insurmountable difficulties, the Agenda for regular meetings shall be
delivered ordinarily to Commissioners on or before each Wednesday preceding the
meeting to which it pertains.
The Agenda shall also be available to the general public after it is posted. Agenda
reports will be available to the general public after distribution to the Commission.
2.4 Call to Order:
The meeting of the Commission shall be called to order by the Chair or, in his/her
absence, by the Vice -Chair who shall serve until the arrival of the Chair. In the absence of
both the Chair and the Vice -Chair, the meeting shall be called to order, by the Records
Secretary. The Records Secretary shall immediately call for the selection of a temporary
Presiding Officer who shall serve until the arrival of the Chair or Vice -Chair or until
adjournment.
2.5 Roll Call/Quorum:
Before proceeding with the business of the Commission, the Records Secretary
shall call the roll of the Commission and the names of those present shall be entered in
the minutes. The order of roll call shall be alphabetical with the Chair called last. Unless
otherwise provided for by law, a majority of the Commission shall constitute a quorum
sufficient to do business.
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r • ' -- •- ' �- •.
meet-itAgenda items to be scheduled under this section title will include selection of
a Presiding_ Officer (Chair and Vice -Chair) in accordance with the provisions of Section
3.1 of these Rules and may also include special presentations or other agenda items
as determined by the Chair and City Manager or_his/herdesignee.
2.7 Public Comments:
Any member of the public may address the Commission on any item within the
subject matter jurisdiction of the Commission which is not listed on the Agenda as a
n„hr„ HeaFing O_presentations/Action/Discussion item. Speakers will be heard in the
order that their speaker cards are received by the Records Secretary. All speaker cards
for Public Comments must be received prior to the Chair's call for speaker cards for the
Public Comments agenda item. A limitation of 3 minutes shall be imposed upon each
speaker. Speaker cards must be presented in person by the person wishing to speak.
The passing of time from one speaker to another or speaking in place of another speaker
is not allowed. No speaker will be allowed to speak after all speaker cards are called. By
majority vote of the Commission present and voting, the number of speakers and time
permitted for comments may be limited at any single meeting. The speaker shall be
governed by the rules of Sections 6.1, 6.2 and 6.3. Commissioners shall reserve their
comments and responses until the end of the public comments period. Speakers maybe
heard at greater length at the end of the agenda by majority vote of the Commissioners
present and voting. The Records Secretary shall hold over to the next adjourned regula
w -regular meeting, timely submitted speaker cards of speakers who were not heard
during the public comments period, and those speakers shall be given priority in the order
that their speaker cards were originally received during the public comments period of the
next meeting.
Speakers at a regular meeting shall not be allowed to address the same subject at
an adjourned meeting of the regular meeting at which they spoke, except by a four -fifth's
majority vote of the Commission.
2.8 Reordering of, and Additions to, the Agenda:
Except with majority consent of the Commissioners present and voting,
items may not be taken out of order.
At this time, Commissioners, the Parks, ReGreation and Community 8
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Seeretary and the City Manager or his/her designee in attendance may request that any
item on the Consent Calendar be withdrawn for separate consideration. Items withdrawn
from the Consent Calendar shall be considered immediately after action on the balance
of the Consent Calendar in the. order that they were withdrawn.
Any Commissioner, ,
and the City Manager or his/her designee in attendance may bring to the attention of the
Commission new items of business for discussion and action in the event of an
emergency situation or when the need to take immediate action comes to the attention of
the City subsequent to the posting of the agenda, as specified in Government Code
Section 54954.2. A two-thirds vote of the Commission, or if less than two-thirds are
present, a unanimous vote of those who are present, is required to add an item to the
agenda.
In addition to having the opportunity to reorder the agenda as order of business
number 6, the Chair shall suspend the item under discussion at 10:30 p.m. in order that
the agenda may be reordered by majority vote of the Commissioners present and voting.
The Records Secretary will notify the Chair that the time for reordering the agenda has
arrived.
2.9 Announcements, Future Agenda Items, and Reports on Meetings/Conferences
Attended by Comm issioners-iRd-Ghair:
At this time, Commissioners and the Ch may make an announcement;,, update
other Commissioners on a Citv ad-hoc committee on which then may be participating;
request to have an item placed on a future agenda,,, ander provide a brief report on
meetings, conferences, or training attended at City expense in compliance with Section
53232.3(d) of the Government Code.
items shall be plaGed undeF this tepiG if (i) a public hearing is Fequired
by lawi (ii)
the item is the GORsideration of an applioation eF an appeal; or (iii) the item
fer public, hearing by the Commis i
Staff Fepe
Questions E)f Sta# by Gem
Hearing Opened by Chai
has been set,
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2442.10 Presentations/Action/Discussion Items:
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Items that involve the consideration of city policy and items of a non -routine nature
shall be placed under this topic.
Presentations to the Commission by other public agencies or groups and
appointments will be listed first under the Presentations/Action/Discussion heading.
Continued Presentations/Action/Discussion items will appear in the order they previously
appeared, following presentations and appointments.
Discussion/Action items shall be conducted in the following order:
Staff Report
Questions of Staff by Commission
Testimony by Applicant
Public Comment
Discussion by Commission
Action by Commission
Questions or comments from the public shall be limited to the item under
consideration and the speaker shall be governed by the provisions of Sections 6.1 and
6.2. Speakers will be heard in the order that their speaker cards are received by the
Records Secretary for the item during which the speaker wishes to address the
Commission. However, a proponent/applicant may be heard first during the public
comment for a Presentations/Action/Discussion item, if so determined by the Chair, but
no rebuttal by the proponent/applicant shall be allowed. All speaker cards for each
agenda item must be received prior to the Chair's announcement of the public comment
for each Presentations/Action/Discussion item and call for speaker cards. A limitation of
three (3) minutes shall be imposed upon each speaker. Speaker cards must be
presented to the Records Secretary by the person wishing to speak. The passing of time
from one speaker to another or speaking in place of another speaker is not allowed.
Written statement cards may be submitted in lieu of addressing the Commission.
The number of cards received in favor of or in opposition to an item being considered will
be verbally reported to the Commission by the Records Secretary following the last public
speaker for an item. The total number of written statement cards received in favor of or in
opposition to an item will be recorded in the minutes of the meeting, and the written
statement cards will become a part of the official record.
24-22.11 Consent Calendar:
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Minutes of previous Parks and Recreation Commission meetings, items of a
routine nature and items recommended to be received and filed shall be placed on the
Consent Calendar. All items may be approved by one blanket motion by unanimous vote
of those present and voting.
Prior to a motion on the Consent Calendar, any Commissioner may .request that
any item be withdrawn from the Consent Calendar for individual consideration. Items
withdrawn from the Consent Calendar shall be considered immediately after action on the
Consent Calendar in the order that they were withdrawn, including any items requested to
be withdrawn under Section 2.88 (Reordering of, and Additions to, the Agenda).
24-32.12 Adjournment:
It is the policy of the Parks and Recreation Commission that upon reaching 12:00
midnight, the Parks and Recreation Commission will not address any new agenda items.
Should the Parks and Recreation Commission decide to continue to address an in -
progress non -closed session agenda item past 12:00 midnight, the following motion is in
order:
Move that the Parks and Recreation Commission meeting tonight may extend
beyond the 12:00 midnight deadline to conclude the item in progress.
3. PRESIDING OFFICER
3.1 Selection and Term:
The Chair shall be the Presiding Officer at all meetings of the Commission, except
as otherwise provided in Section 2.64 (Call to Order). At its first regular meeting of the
year, the Commission shall elect a Chair and Vice -Chair from among the appointed
members, to serve for that year. Each selection shall be by three (3) or more affirmative
votes, and a failure to achieve such total of affirmative votes shall be deemed a selection
of the incumbent to remain in office. Each person so selected shall serve until the end of
the year or until a successor is chosen (at any time) by three (3) or more affirmative votes,
whichever first occurs.
If a vacancy in the position of Chair occurs for any reason except for removal of
the Chair pursuant to this Section, the Vice -Chair shall assume the position of Chair until
a successor is chosen.
3.2 Participation of Presiding Officer:
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The Presiding Officer may move, second and debate from the chair, subject only
to such limitations of debate as are imposed on all Commissioners. He/she shall be
accorded all of the rights and privileges of a Commissioner.
3.3 Maintenance of Order:
The Presiding Officer is responsible for the maintenance of order and decorum at
all times. The head of the City's
sergeant at arms of the Gammission. He�she shall Garry out all ordeFs and instrue4ions
at the Go eeting.
3.4 Rulings Final Unless Overruled:
The Presiding Officer shall decide all questions of interpretation of these rules,
points of order, maintenance of order or other questions of procedure requiring rulings.
Any such decision shall be final and binding and (even if clearly erroneous) for purposes
of the item under consideration, unless overridden by a majority vote of the
Commissioners present and voting. Any Commissioner may seek to have the Presiding
Officer's decision overridden by moving the question "Shall the decision of the Presiding
Officer be sustained?
CONDUCT OF COMMISSIONERS
4.1 Decorum and Order:
(a) Any Commissioner desiring to speak shall address the Presiding Officer and,
upon recognition by the Presiding Officer, shall confine himself/herself to the item under
debate.
(b) A Commissioner desiring to question the staff shall address his/her question
to the City Manager or his/her
designee in attendance, as appropriate, who shall be entitled either to answer the inquiry
or to designate some member of his/her staff for that purpose. .
(c) A Commissioner, once recognized, shall not be interrupted while speaking
unless called to order by the Presiding Officer, a point of order is raised by another
.Commissioner pursuant to Section 3.4 or the speaker chooses to yield to questions from
another Commissioner.
(d) Any Commissioner called to order while he/she is speaking shall cease
speaking immediately until the question of order is determined. If ruled to be in order
he/she shall be permitted to proceed. If ruled out of order he/she shall remain silent or
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shall alter his/her remarks so as to comply with the rules.
(e) Commissioners shall accord the utmost courtesy to each other, to City
employees, and to the public appearing before the Commission. They shall refrain at all
times from rude and derogatory remarks, abusive comments and statements as to
integrity, motives or personalities.
(f) The right of a Commissioner to address the Commission on a question of
personal privilege shall be limited to cases in which his/her integrity, character, or motives
are assailed, questioned or impugned.
(g) Any Commissioner may move to require the Presiding Officer to enforce the
rules. The affirmative vote of a majority of the Commission present and voting shall
require him/her to so act.
4.2 Limitation of Debate:
A Commissioner should not speak more than once upon any one item until every
other member choosing to speak thereon has spoken. No member shall speak for a
longer time than five 5), minutes each time he/she has the floor, without the approval of a
majority vote of the Commission present and voting.
4.3 Dissents and Protests:
Any Commissioner shall have the right to express dissent from, or protest to, any
action of the Commission and to have the reason entered in the minutes. If such dissent
or protest is desired to be entered in the minutes, this should be made clear by language
such as, "I would like the minutes to show that I am opposed to this action for the
following reasons...."
4.4 Conflict of Interest:
Section 87105 of the Government Code describes the procedure to be followed, if
an official has a conflict of interest on a matter and cannot participate in a decision.
Section 87105 shall apply to the Parks and Recreation Commission. The official must
publicly identify the financial interest (not including the address of a personal residence),
recuse himself or herself from voting, and leave the room until after the discussion, vote
and other disposition of the matter is concluded. If the matter is on the consent calendar,
the official need not leave the room, but must still make the required disclosure on the
record and abstain from voting. The official also may speak on the issue as a member of
the general public, during the public comment period on that matter, solely to represent
himself or herself on a matter related to his or her personal interest. The announcement
of the conflict of interest must be declared prior to the initiation of Commission
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consideration of the agenda item for which the conflict of interest exists. Section 87105
of the Government Code, any statutes amendatory or supplementary thereto, and any
applicable regulations of the California Fair Political Practices Commission are hereby
incorporated by reference.
5. CONDUCT OF EMPLOYEES
5.1 Decorum and Order:
(a) Members of the staff and employees of the City shall observe the same rules
of procedure and decorum applicable to members of the Commission.
(b) The City Manager or ash„ his/her designee in
attendance shall insure that all staff members and employees observe such decorum.
(c) Any staff member or employee, including the City Manager, desiring to
address the Commission or members of the public shall first be recognized by the Chair.
All remarks shall be addressed to the Chair and not to any one individual Commissioner
or member of the public.
6. CONDUCT OF THE PUBLIC
6.1 Decorum and Order:
(a) Members of the public attending Commission meetings shall observe the
same rules of order and decorum applicable to the Commission pursuant to Section 4.1.
(b) Willful conduct that is disruptive, including but not limited to, unauthorized
remarks from the audience, stamping of feet, whistles, yells and similar demonstrations
shall be prohibited by the Presiding Officer. Any person who becomes willfully disruptive
while addressing the Commission or while attending the Commission meeting shall be
requested by the Chair to leave the meeting. ve moved frern the rnnm if the seFgean+_at
arms is so rliren4ed by the PFesidinn Of er The Chair may call a recess or adjourn the
meeting if the disruption continues. Aggravated cases shall be prosecuted on appropriate
complaint signed by the Presiding Officer.
6.2 Manner of Addressing the Commission:
No person shall address the Commission without being recognized by the
Presiding Officer. After being recognized by the Presiding Officer, any member of the
public desiring to address the Commission shall proceed to the podium. The speaker
shall state his/her name for the record. All remarks and questions shall be addressed to
the Presiding Officer and not to any individual Commissioner, staff member or other
person.
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6.3 Limitations on Addressina the Commission:
The making of oral communications to the Commission by any member of the
public during the "Public Comments" portion of the Agenda shall be subject to the
following limitations:
\(-a) Ne speaker shall be permitted t- -Gs the Go
- item which is net en the Agenda but whieh has been seheduled eF is unde
submission fer a puWG hearing before the Parks and Recreatien Commission-.
(ba) No speaker shall be permitted to address the Commission on an item which
is currently before or is under submission for consideration by a Commission, board,
committee or officer before which the speaker should make his/her presentation, until that
body has completed its deliberations and taken its final action. In case the speaker should
have followed an otherwise available appeal procedure, the Presiding Officer shall not
allow oral communication to the Commission outside that procedure.
(sb) A speaker that verbally complains about an employee of the City, or any
employee of a private firm or public agency providing a contract service to the City, will be
directed to contact the city's Human Resources/Risk Management Division for assistance
in documenting and resolving their complaint.
(dp) If it appears that several speakers desire to speak regarding any item on the
Agenda, the Presiding Officer may reasonably limit the number of speakers on each side
of the issue. In this regard, preference may be given to speakers who represent groups of
persons who have designated a spokesperson.
6.4 Video Audiotape, PowerPoint, Slide or Similar Presentation.
Video, audiotape, PowerPoint, slide or similar presentation will be disallowed unless
relative to an item on the agenda, and the Records Secretary has been provided with no
less than 24 -hours notice of the video, audiotape, PowerPoint, slide or similar
presentation, and has determined the City has the appropriate equipment to view and
broadcast the presentation. The video, audiotape, PowerPoint, slide or similar
presentation must be made by the person or agency making the presentation. The
Commission may limit the total amount of time allocated for presentations or particular
issues and for each speaker. The same limitations that govern speakers under Sections
2.57, and 2.14-0 and apply. Presentations shall be limited to the subject matter
jurisdiction of the Commission. Those items not germane to the agenda will be
disallowed.
7. MOTIONS
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7.1 Processing of Motions:
When a motion is made and seconded, it shall be stated by the Presiding Officer
or, at the request of the Presiding Officer, by the Records Secretary before debate. A.
motion so stated shall not be withdrawn by the mover without the consent of the person
seconding it.
7.2 Division of Motion:
If the motion contains two or more divisible propositions, the Presiding Officer may,
and upon request of any Commissioner shall, divide the same, unless a majority of the
Commissioners present and voting, votes not to do so.
7.3 Precedence of Motions:
When a motion is before the Commission, no motion shall be entertained except
the following, which shall have precedence in the following order.
The ordinary motions rank as follows, and any of them (except to amend) can be
made while one of a lower order is pending, but none can supersede one of a higher
order. Motions to limit discussion, to call the question and to suspend the rules require a
two-thirds vote; all other motions require only a majority vote:
Not Debatable:
To Fix the Time of Adjournment )
To Adjourn (when unqualified) ) Cannot
To Table ) be
To Limit Discussion (2/3 vote) ) Amended
To Call the Question (2/3 vote) )
To Suspend the Rules (2/3 vote)
Debatable:
To Postpone to a Certain Time )
To Commit or Refer to Committee ) Can be
To Amend ) Amended
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To Postpone Indefinitely )
The Motion to Reconsider: the motion can be made when any other motion is
before the Commission, but cannot be acted upon until the business then before the
Commission is disposed of; when called up, it takes precedence over all other motions,
except to adjourn, and to fix the time to which to adjourn.
Motions incidental to those before the Commission take precedence over them
and shall be acted upon first.
7.4 Motion to Fix Hour of Adjournment:
Such a motion shall be to set a definite time at which to adjourn and may be
amended by unanimous vote.
7.5 Motion to Adjourn:
Such a motion shall be in order at any time, except as follows:
(a) When repeated without intervening business or discussion;
(b) When made as an interruption of another Commissioner while speaking;
(c) When discussion has been ended and vote on the motion is pending; or
(d) While a vote is being taken.
A motion to adjourn "to another time" shall be debatable, but only as to the time to
which the meeting is adjourned.
7.6 Motion to Table:
Such a motion shall be used to temporarily bypass the subject and shall preclude
all amendments or debate of the subject under consideration. If the motion prevails, the
item may be "taken from the table" at any time prior to the end of the next regular
meeting.
7.7 Motion to Limit Discussion:
Such a motion shall be used to limit the time allowed each Commissioner to speak
to, or to appoint a time at which discussion shall close on., the question of the main motion
and any previously made amendment to the main motion. If a motion to limit the time
allowed each member to speak passes, no member, shall thereafter speak more than two
times to the question or longer than the time allowed at either time and no member shall
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speak the second time until every member choosing to speak has spoken.
7.8 Motion to Call the Question:
Such a motion shall be. used to close debate on, and further amendment to, the
main motion. If the motion fails, debate shall be reopened; if the motion passes, a vote
shall next be taken on any previously made amendments to the main motion and finally
on the main motion. .
7.9 Motion to Suspend the Rules:
Such a motion shall be used to suspend these rules of procedure and shall include
a statement of the purpose of the suspension. If the motion fails, the motion shall not be
renewed for the same purpose at the same meeting, but it may be renewed for the same
purpose at an adjourned meeting of that meeting.
7.10 Motion to Postpone to a Certain Time:
Such a motion shall be amendable and debatable only as to propriety of
postponement and time set.
7.11 Motion to Amend:
Such a motion shall be debatable only as to the amendment. A motion to amend
an amendment shall be in order, but a motion to amend an amendment to an
amendment shall not be in order. An amendment modifying the intention of a motion shall
be in order, but an amendment relating to a different matter shall not be in order. A
substitute motion on the same subject shall be acceptable, and voted on before a vote on
the amendment. Amendments shall be voted first, then the main motion as amended.
7.12 Motion for Reconsideration:
Any Commissioner who voted with the majority may move a reconsideration of any
vote at the same meeting or request an agenda item on at the next regular meeting or
request a special meeting called to be held prior to the next regular meeting to consider
reconsideration of any vote. The agenda item shall appear on
Presentation/Action/Discussion as a two-part item, e.g.:..
Consider Reconsideration of
Reconsideration of vote on
After a motion for reconsideration has once been acted upon, no other motion for
a reconsideration thereof shall be made without unanimous consent of the Commission
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8. VOTING
8.1 Restatement of the Motion:
Upon the request of any Commissioner, the Presiding Officer shall verbally restate
each motion immediately prior to calling for the vote.
8.2 Voting Procedure:
In acting upon every motion, the vote shall be taken by voice, roll call or any other
method by which the vote of each Commissioner present can be clearly ascertained. The
vote on each motion shall then be entered in full upon the record. The order of voting
shall be the maker of the motion, the second and then the remaining Commissioners
alphabetically, with the Chair called last. The Records Secretary shall call the names of all
members seated when a roll call vote is ordered. Members shall respond 'aye', 'no' or
'abstain', provided that when a vote is collectively taken by voice or when a method of
voting other than by voice or roll call is used, any Commissioner not audibly and clearly
responding 'no' or 'abstain' or otherwise registering an objection shall have his/her vote
recorded as 'aye'.
Following the vote, the Presiding Officer shall verbally announce whether the
motion carried or was defeated. The Presiding Officer may also publicly state the effect of
the vote for the benefit of the audience before proceeding to the next item of business.
Any member may change his/her vote before the next item of business is called.
8.3 Voting:
A roll call vote shall not be used for any item before the Commission unless
demanded by any Commissioner. It shall not be in order for members to explain their vote
during roll call.
8.4 Failure to Vote:
Every Commissioner should vote unless disqualified for cause. A Commissioner
who abstains from voting on an item because of being disqualified shall be considered as
if absent.
8.5 Tie Votes:
When no Commissioner abstains from voting, the motion shall be lost on a tie
vote. Any member who abstains .and is not considered absent shall be deemed to have
acquiesced to the motion and,the motion shall be passed on a tie vote.
If a tie vote results at a time when less than all members of the Commission are
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present, the matter shall automatically be continued to the agenda of the next regular
meeting of the Commission, unless otherwise ordered by the Commission.
9. R€-SOLUTIONSRECORD OF DECISIONS
DefinitiG4 Routine business and administrative matters for the Parks and
Recreation Commission are
accomplished by "resolution," ," "minute order" or "motion" (thereafter recorded by minute
entry). Technically, all-threeboth are equally as legally effective and binding; they just
vary in the formality of respective memonalization. The most 'formal is refeFred toas
ti Feselutions" are used for vaNGUS Feasons, such as when speGifically ^
,
when needed, as a- separate evidentiary deGument to be transmitted - te another
. The "motion" or "minute order" is a Commission action
which is recorded simply by an item entry in the minutes of the meeting at which it was
accomplished documenting consensus or vote, and no separate document is made to
memorialize it. The Records Secretary is empowered by State law to furnish certified
excerpts of the minutes in order to facilitate the administrative process to which a
particular action pertains.
9.1 When--Dfgpg��n Advance:
When a Feselution has been prepaFed in advanGe, it need not be read in full or--.hy
title, except to identify it. A majority vote of the Commission present and voting will require
that the Feselut*en be Fead in fulk
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10. COMMUNICATIONS
10.1 Addressed to Commission as a Whole:
The PaFks, ReeFeation and Community Sewioes Direc4e City Manager or his/her
designee is authorized to receive and open all written .communications, including e-mails,
addressed to the Commission, as a whole and give +tsuch communication immediate
attention to the end that all administrative business referred to in said communications,
and not necessarily requiring Commission action, may be disposed of between
Commission meetings. The Parks, ReGiFeation and Gemmunity Sewiees DiFeete City
Manager or his/her designee shall cause a copy of such communication to be sent to
each Commissioner.
10.2 All Other Written Communications:
Any written communication, including e-mails, received at City Hall addressed to
the Chair and/or an individual Commissioner shall be opened by the PaFks, ReGFeatien
City Manager or his/her designee. A copy of such
communication shall be provided to each of the other Commissioners, unless such
communication is personal and/or confidential and not related to the business of the City.
Any Commissioner who receives any written communication, including e-mails, on
any subject related to the business of the City, whether or not received at City Hall, shall
cause a copy to be provided to the Records Secretary who shall cause a copy of such
communication to be sent to each of the other members.
All outgoing Parks and Recreation Commissioner correspondence will be copied to
.the Commission reading file unless the Commission is listed as receiving a copy, in which
case each Commissioner will be provided an individual copy. Any Commissioner who
generates any written communication related to the business of the City, other than at
City Hall, shall .cause a copy to be provided to the
SeWiG^ DiFeMer Records Secretary for distribution. Letters produced by city staff for
Parks and Recreation Commissioners will be created on official city letterhead, only.
10.3 Agenda Item Communications:
Any such communication which relates to an item pending or to be brought before
the Commission and has been received prior to agenda distribution, shall be included in
the agenda packet for the meeting at which such item is to be considered and shall
become part of the public record for that item. If a Commissioner generates an agenda
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item, the Commissioner will prepare a brief, written explanation including
action/recommendation to the full Commission or provide direction to the mks;
City Manager or his/her designee for
preparation of agenda report. All agenda staff reports will be provided to the full
Commission with the distribution of the agenda. Agenda item communications (including
e-mails) received from the public after agenda distribution will be forwarded to the
Commission by the Records Secretary by e-mail or regular mail delivery up until the close
of the business day prior to the Parks and Recreation Commission meeting.
The Parks and Recreation Commission will be informed during the staff
presentation at the Commission meeting of agenda item communications received from
the public, including a project applicant, on the day of the meeting. Regardless of the
source, it will take a four -fifth's majority vote (four affirmative votes) of the Commission to
accept additional agenda material on the day of the Commission meeting at which the
item is to be considered.
All materials distributed by any person during a public meeting related to the
subject matter being discussed or considered will be made available for public inspection
at the meeting if prepared by City staff or a member of the Commission, or after the
meeting, if the materials were prepared by some other person in accordance with Section
54957.5(b) of the Brown Act. To avoid a Ralph M. Brown Act violation, Parks and
Recreation Commissioners should not read or send e-mail or cellular telephone text
messages during a Commission meeting.
Written communication for a non publiG—heaFi+ gPresentation/Action/Discussion
agenda item presented at the meeting for reading will be acknowledged by the mks,
Chair or staff, but not read. The
acknowledgment shall include a summary of.Pairks,
general content, and whether the ^^rite t communication is
+nincludes opposition or support of an agenda item_
Written communication relative to an public-hear-iRga enda item, if presented prior
to the close of the business day prior to the Commission meeting, will be copiesd for the
Commission, applicant, and the public agenda binder.
The public shall tender a written request to the PaFks,
City Manager or his/her designee and/or the Chair regarding the
placement on the agenda of any items. The Parks,
City Manager or his/her designee will then ,,t,�^uss an etermine the
appropriateness of the requested item being placed on a future agenda. Ln�erFS ofdecisions shall be pFoGessed under the
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A Parks and Recreation Commissioner or Commissioners may be requested to
meet, outside of the public heaFingmeetin process, with an applicant, the applicant
representative (s), proponents and opponents to a development application to discuss
aspects of the development. While meeting with these representatives is at the discretion
of the individual Commissioner, disclosure of the meeting(s), and the effects upon the
Commissioner's review of the application is required at the beginning of any Commission
discussion of a Presentation/Action/Discussion agenda item pertaining to a prier-teAhe-
. -4 the hearing on the
development p1giect application. The Commissioner shall
disclose the nature of the contact and what effect, if any, it had on he/she in the review of
the development application.
10.4 Research:
Any research requested by an individual. Parks and Recreation Commissioner that
results in a written response from staff will be copied to all Parks and Recreation
Commissioners. This is not meant to include copies of documents already on file.
10.5 Attendance at City Council Meetings:
The Parks and Recreation Commission recognizes that there are circumstances
where the City Council could benefit from the attendance of a Parks and Recreation
Commissioner at City Council meetings. When those circumstances arise, the Parks
and Recreation Commission will offer a spokesperson to attend thea City Council
meetings. The Parks and Recreation Commission also recognizes that the City Council,
or one of its members, may at any time request the presence of one or more
Commissioners to attend one of its meetings. When such a request is made, the Parks
and Recreation Commission will respond.
11. COMMITTEES
Committees may be appointed by the Chair, as needed, with the approval of the
majority of the members of the Commission.
12. COMMISSION MEETINGS
12.1 Meeting Time and Schedule:
The regular meetings of the Parks and Recreation Commission shall begin at the
hour of 6:30 p.m. on the first Monday of each month or as determined by the Commission
at its first regular meeting of each year, such determination to include the dates, time and
place of such meetings as set forth in Chapter 2.36 of the Municipal Code. Should the
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need arise during the year, the Commission may, by a majority vote, revise the regular
meeting schedule, including dates, time and place of such meetings.
13. MINUTES:
13.1 Action Minutes:
The Records Secretary shall be responsible for preparing action minutes to
record all the actions of the Parks and Recreation Commission (motions, votes, and
consensus decisions) at regular and special meetings, eonsistent with MuniGimpal Code
SeGtion 2.46.030, and shall schedule the completed minutes on the Consent Calendar
consistent with Section 2.131 of this resolution. Parks and Recreation Commission
meeting action minutes shall include documentation for each agenda item, including but
not limited to the following:
Date, hour, and place of meeting;
Identification of regular, adjourned regular or special meeting (and special
meeting notice language);
Names of Parks and Recreation Commissioners and staff in attendance;
Parks and Recreation Commission announcements, requested future agenda
items, and reports on meetings,_, conferences and training attended at City
expense by Parks and Recreation Commissioners;
Agenda titles, staff recommendations and record of action taken (motions, votes,
and consensus decisions);
Name(s) of staff providing the verbal staff report and documentation of verbal
and written corrections to the agenda report;
;Public speaker names, identification
of support or opposition, and/or other brief summary of comments as determ
Written statement card documentation, consistent with Sections 2.14-0 and 2.12
of this resolution;
Adjournment time; and
Chair and City
Manager's designee signatures.
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ATTAC H M ENT 2
RULES OF PROCEDURE FOR THE PARKS AND RECREATION
COMMISSION OF THE CITY OF MOORPARK FOR MEETINGS AND
RELATED FUNCTIONS AND ACTIVITIES
SECTION 1. Rules of Procedure for Parks and Recreation Commission
Meetings and Related Functions and Activities are as follows:
GENERAL PROVISIONS
1.1 Purpose:
The purpose and intent of the Parks and Recreation Commission in adopting the
Rules of Procedure for Meetings and Related Functions and Activities (Rules) shall be to
provide directory guidelines relating to the conduct of the public business by the
Commission. In the event of any non-compliance with, or violation of, any provision
herein, such shall not be deemed to affect the validity of any action taken, unless
otherwise specifically provided by law.
1.2 Procedures. in Absence of Rules:
In the absence of a rule herein to govern a point or procedure, Robert's Rules of
Order, Newly Revised, shall be used as a guide.
2. ORDER OF BUSINESS
2.1 Agenda:
The Order of Business of each meeting shall be as contained in the Agenda
prepared by the Records Secretary, who shall be appointed by the City Manager or
his/her designee. The Agenda shall be a listing by topic of the items of business which
shall be transacted or discussed. in the following order:
Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Special Agenda Items
5. Public Comments
6. Reordering of, and Additions to, the Agenda
(Items to be pulled from the Consent Calendar shall be identified under this
section.)
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7. Announcements, Future Agenda Items and Reports on
Meetings/Conferences Attended by Commissioners
8. Presentations/Action/Discussion
9. Consent Calendar
10. Adjournment
2.2 Special Meeting Agenda Format:
the order of business of special meeting agendas shall generally be consistent
with the order of business of regular meeting agendas, although not all regular items of
business must be included. Public Comments shall be included on all special meeting
agendas.
2.3 Delivery of Agenda Packet:
Barring insurmountable difficulties, the Agenda for regular meetings shall be
delivered ordinarily to Commissioners on or before each Wednesday preceding the
meeting to which it pertains.
The Agenda shall also be available to the general public after it is posted. Agenda
reports will be available to the general public after distribution to the Commission.
2.4 Call to Order:
The meeting of the Commission shall be called to order by the Chair or, in his/her
absence, by the Vice -Chair who shall serve until'the arrival of the Chair. In the absence of
both the Chair and the Vice -Chair, the meeting shall be called to order by the Records
Secretary. The Records Secretary shall immediately call for the selection of a temporary
Presiding Officer who shall serve until the arrival of the Chair or Vice -Chair or until
adjournment.
2.5 Roll Call/Quorum:
Before proceeding with the business of the Commission, the Records Secretary
shall call the roll of the Commission and the names of those present shall be entered in
the minutes. The order of roll call shall be alphabetical with the Chair called last. Unless
otherwise provided for by law, a majority of the Commission shall constitute a quorum
sufficient to do business.
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2.6 Special Aaenda Items
Agenda items to be scheduled under this section title will include selection of a
Presiding Officer (Chair and Vice -Chair) in accordance with the provisions of Section
3.1 of these Rules, and may also include special presentations or other agenda items
as determined by the Chair and City Manager or his/her designee.
2.7 Public Comments:
Any member of the public may address the Commission on any item within the
subject matter jurisdiction of the Commission which is not listed on the Agenda as a
Presentations/Action/Discussion item. Speakers will be heard in the order that their
speaker cards are received by the Records Secretary. All speaker cards for Public
Comments must be received prior to the Chair's call for speaker cards for the Public
Comments agenda item. A limitation of 3 minutes shall be imposed upon each speaker.
Speaker cards must be presented in person by the person wishing to speak. The passing
of time from one speaker to another or speaking in place of another speaker is not
allowed. No speaker will be allowed to speak after all speaker cards are called. By
majority vote of the Commission present and voting, the number of speakers and time
permitted for comments may be limited at any single meeting. The speaker shall be
governed by the rules of Sections 6.1, 6.2 and 6.3. Commissioners shall reserve their
comments and responses until the end of the public comments period. Speakers may be
heard at greater length at the end of the agenda by majority vote of the Commissioners
present and voting. The Records Secretary shall hold over to the next regular meeting,
timely submitted speaker cards of speakers who were not heard during the public
comments period, . and those speakers shall be given priority in the order that their
speaker cards were originally received during the public comments period of the next
meeting.
Speakers at a regular meeting shall not be allowed to address the same subject at
an adjourned meeting of the regular meeting at which they spoke, except by a four -fifth's
majority vote of the Commission.
2.8 Reordering of, and Additions to, the Agenda:
Except with majority consent of the Commissioners present and voting,
items may not be taken out of order.
At this time, Commissioners and the City Manager or his/her designee in
attendance may request that any item on the Consent Calendar be withdrawn for
separate consideration. Items withdrawn from the Consent Calendar shall be considered
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immediately after action on the balance of the Consent Calendar in the order that they
were withdrawn.
Any Commissioner, and the City Manager or his/her designee in attendance may
bring to the attention of the. Commission new items of business for discussion and action
in the event of an emergency situation or when the need to take immediate action comes
to the attention of the City subsequent to the posting of the agenda, as specified in
Government Code Section 54954.2. A two-thirds vote of the Commission, or if less than
two-thirds are present, a unanimous vote of those who are present, is required to add an
item to the agenda.
In addition to having the opportunity to reorder the agenda as order of business
number 6, the Chair shall suspend the item under discussion at 10:30 p.m. in order that
the agenda may be reordered by majority vote of the Commissioners present and voting.
The Records Secretary will notify the Chair that the time for reordering the agenda has
arrived.
2.9 Announcements, Future Agenda Items, and Reports on Meetings/Conferences
Attended by Commissioners:
At this time, Commissioners may make an announcement; update other Commissioners
on a City ad-hoc committee on which they may be participating; request to have an item
placed on a future agenda; and/or provide a brief report on meetings, conferences, or
training attended at City expense in compliance with Section 53232.3(d) of the
Government Code.
2.10 Presentations/Action/Discussion Items:
Items that involve the consideration of city policy and items of a non -routine nature
shall be placed under this topic.
Presentations to the Commission by other public agencies or groups and
appointments will be listed first under the Presentations/Action/Discussion heading.
Continued Presentations/Action/Discussion items will appear in the order they previously
appeared, following presentations and appointments.
Discussion/Action items shall be conducted in the following order:
Staff Report
Questions of Staff by Commission
Testimony by Applicant
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Public Comment
Discussion by Commission
Action by Commission
Questions or comments from the public shall be limited to the item under
consideration and the speaker shall be governed by the provisions of Sections 6.1 and
6.2. Speakers will be heard in the order that their speaker cards are received by the
Records Secretary for the item during which the speaker wishes to address the
Commission. However, a proponent/applicant may be heard first during the public
comment for a Presentations/Action/Discussion item, if so determined by the Chair, but
no rebuttal by the proponent/applicant shall be allowed. All speaker cards for each
agenda item must be received prior to the Chair's announcement of the public comment
for each Presentations/Action/Discussion item and call for speaker cards. A limitation of
three (3) minutes shall, be imposed upon each speaker. Speaker cards must be
presented to the Records Secretary by the person wishing to speak. The passing of time
from one speaker to another or speaking in place of another speaker is not allowed.
Written statement cards may be submitted in lieu of addressing the Commission.
The number of cards received in favor of or in opposition to an item being considered will
be verbally reported to the Commission by the Records Secretary following the last public
speaker for an item. The total number of written statement cards received in favor of or in
opposition to an item will be recorded in the minutes of the meeting, and the written
statement cards will become a part of the official record.
2.11 Consent Calendar:
Minutes of previous Parks and Recreation Commission meetings, items of a
routine nature and items recommended to be received and filed shall be placed on the
Consent Calendar. All items may be approved by one blanket motion by unanimous vote
of those present and voting.
Prior to a motion on the Consent Calendar, any Commissioner may request that
any item be withdrawn from the Consent Calendar for individual consideration. Items
withdrawn from the Consent Calendar shall be considered immediately after action on the
Consent Calendar in the order that they were withdrawn, including any items requested to
be withdrawn under Section 2.8 (Reordering of, and Additions to, the Agenda).
2.12 Adjournment:
It is the policy of the Parks and Recreation Commission that upon reaching 12:00
midnight, the Parks and Recreation Commission will not address any new agenda items.
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Should the Parks and Recreation Commission decide to continue to address an in -
progress non -closed session agenda item past 12:00 midnight, the following motion is in
order:
Move that, the Parks and Recreation Commission meeting tonight may extend
beyond the 12:00 midnight deadline to conclude the item in progress.
3. PRESIDING OFFICER
3.1 Selection and Term:
The Chair shall be the Presiding Officer at all meetings of the Commission, except
as otherwise provided in Section 2.4 (Call to Order). At its first regular meeting of the
year, the Commission shall elect a Chair and Vice -Chair from among the appointed
members, to serve for that year. Each selection shall be by three (3) or more affirmative
votes, and a failure to achieve such total of affirmative votes shall be deemed a selection
of the incumbent to remain in office. Each person so selected shall serve until the end of
the year or until a successor is chosen (at any time) by three (3) or more affirmative votes,
whichever first occurs.
If a vacancy in the position of Chair occurs for any reason except for removal of
the Chair pursuant to this Section, the Vice -Chair shall assume the position of Chair until
a successor is chosen.
3.2 Participation of Presiding Officer:
The Presiding Officer may move, second and debate from the chair, subject only
to such limitations of debate as are imposed on all Commissioners. He/she shall be
accorded all of the rights and privileges of a Commissioner.
3.3 Maintenance of Order:
The Presiding Officer is responsible for the maintenance of order and decorum at
all times.
3.4 Rulings Final Unless Overruled:
The Presiding Officer shall decide all questions of interpretation of these rules,
points of order, maintenance of order or other questions of procedure requiring rulings.
Any such decision shall be final and binding and (even if clearly erroneous) for purposes
of the item under consideration, unless overridden by a majority vote of the
Commissioners present and voting. Any Commissioner may seek to have the Presiding
Officer's decision overridden by moving the question "Shall the decision of the Presiding
Officer be sustained?"
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CONDUCT OF COMMISSIONERS
4.1 Decorum and Order:
(a) Any Commissioner desiring to speak shall address the Presiding Officer and,
upon recognition by the Presiding Officer, shall confine himself/herself to the item under
debate.
(b) A Commissioner desiring to question the staff shall address his/her question
to the City Manager or his/her designee in attendance, as appropriate, who shall be
entitled either to answer the inquiry or to designate some member of his/her staff for that
purpose.
(c) A Commissioner, once recognized, shall not be interrupted while speaking
unless called to order by the Presiding Officer, a point of order is raised by another
Commissioner pursuant to Section 3.4 or the speaker chooses to yield to questions from
another Commissioner.
(d) Any Commissioner called to order while he/she is speaking shall cease
speaking immediately until the question of order is determined. If ruled to be in order
he/she shall be permitted to proceed. If ruled out of order he/she shall remain silent or
shall alter his/her remarks so as to comply with the rules..
(e) Commissioners shall accord the utmost courtesy to each other, to City
employees, and to the public appearing before the Commission. They shall refrain at all
times from rude and derogatory remarks, abusive comments and statements as to
integrity, motives or personalities.
(f) The right of a Commissioner to address the Commission on a question of
personal privilege shall be limited to cases in which his/her integrity, character, or motives
are assailed, questioned or impugned.
(g) Any Commissioner may move to require the Presiding Officer to enforce the
rules. The affirmative vote of a majority of the Commission present and voting shall
require him/her to so act.
4.2 Limitation of Debate:
A Commissioner should not speak more than once upon any one item until every
other member choosing to speak thereon has spoken. No member shall speak for. a
longer time than five (5) minutes each time he/she has the floor, without the approval of a
majority vote of the Commission present and voting.
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4.3 Dissents and Protests:
Any Commissioner shall have the right to express dissent from, or protest to, any
action of the Commission and to have the reason entered in the minutes. If such dissent
or protest is desired to be entered in the minutes, this should be made clear by language
such as, "I would like the minutes to show that I am opposed to this action for the
following reasons...."
4.4 Conflict of Interest:
Section 87105 of the Government Code describes the procedure to be followed if
an official has a conflict of interest on a matter and cannot participate in a decision.
Section 87105 shall apply to the Parks and Recreation Commission. The official must
publicly identify the financial interest (not including the address of a personal residence),
recuse himself or herself from voting, and leave the room until after the discussion, vote
and other disposition of the matter is concluded. If the matter is on the consent calendar,
the official need not leave the room, but must still make the required disclosure on the
record and abstain from voting. The official also may speak on the issue as a member of
the general public, during the public comment period on that matter, solely to represent
himself or herself on a matter related to his or her personal interest. The announcement
of the conflict of interest must be declared prior to the initiation of Commissioni
consideration of the agenda item for which the conflict of interest exists. Section 87105
of the Government Code, any statutes amendatory or supplementary thereto, and any
applicable regulations of the California Fair Political Practices Commission are hereby
incorporated by reference.
5. CONDUCT OF EMPLOYEES
5.1 Decorum and Order:
(a) Members of the staff and employees of the City shall observe the same rules
of procedure and decorum applicable to members of the Commission.
(b) The City Manager or his/her designee in attendance shall insure that all staff
members and employees observe such decorum. .
(c) Any staff member or employee, including the City Manager, desiring to
address the Commission or members of the public shall first be recognized by the Chair.
All remarks shall be addressed to the Chair and not to any one individual Commissioner
or member of the public.
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6. CONDUCT OF THE PUBLIC
6.1 Decorum and Order:
(a) Members of the public attending Commission meetings shall observe the
same rules of order and decorum applicable to the Commission pursuant to Section 4.1.
(b) Willful conduct that is disruptive, including but not limited to, unauthorized
remarks from the audience, stamping of feet, whistles, yells and similar demonstrations
shall be prohibited by the Presiding Officer. Any person who becomes willfully disruptive
while addressing the Commission or while attending the Commission meeting shall be
requested by the Chair to leave the meeting. The Chair may call a recess or adjourn the
meeting if the disruption continues. Aggravated cases shall be prosecuted on appropriate
complaint signed by the Presiding Officer.
6.2 Manner of Addressing the Commission:
No person shall address the Commission without being recognized by the
Presiding Officer. After being recognized by the Presiding Officer, any member. of the
public desiring to address the Commission shall proceed to the podium. The speaker
shall state his/her name for the record. All remarks and questions shall be addressed to
the Presiding Officer and not to any individual Commissioner, staff member or other
person.
6.3 Limitations on Addressing the Commission:
The making of oral communications to the Commission by any member of the
public during the "Public Comments" portion of the Agenda shall be subject to the
following limitations:
(a) No speaker shall be permitted to address the Commission on an item which
is currently before or is under submission for consideration by a Commission, board,
committee or officer before which the speaker should make his/her presentation, until that
body has completed its deliberations and taken its final action. In case the speaker should
have followed an otherwise available appeal procedure, the Presiding Officer shall not
allow oral communication to the Commission outside that procedure.
(b) A speaker that verbally complains about an employee of the City, or any
employee of a private firm or public agency providing a contract service to the City, will be
directed to contact the city's Human Resources/Risk Management Division for assistance
in documenting and resolving their complaint.
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(c) If it appears that several speakers desire to speak regarding any item on the
Agenda, the Presiding Officer may reasonably limit the number of speakers on each side
of the issue. In this regard, preference may be given to speakers who represent groups of
persons who have designated a spokesperson.
6.4 Video, Audiotape, PowerPoint, Slide or Similar Presentation.
Video, audiotape, PowerPoint, slide or similar presentation will be disallowed unless,
relative to an item on the agenda, and the Records Secretary has been provided with no
less than 24 -hours notice of the video, audiotape, PowerPoint, slide or similar
presentation, and has determined the City has the appropriate equipment to view and
broadcast the presentation. The video, audiotape, PowerPoint, slide or similar
presentation must be made by the person or agency making the presentation. The
Commission may limit the total amount of time allocated for presentations or particular
issues and for each speaker. The same limitations that govern speakers under Sections
2.7, and 2.10 shall apply. Presentations shall be limited to the subject matter jurisdiction
of the Commission. Those items not germane to the agenda will be disallowed.
7. MOTIONS
7.1 Processina of Motions:
When a motion is made and seconded, it shall be stated by the Presiding Officer
or, at the request of the Presiding Officer, by the Records Secretary before debate. A
motion so stated shall not be withdrawn by the mover without the consent of the person
seconding it.
7.2 Division of Motion:
If the motion contains two or more divisible propositions, the Presiding Officer may,
and upon request of any Commissioner shall, divide the same, unless a majority of the
Commissioners present and voting, votes not to do so.
7.3 Precedence of Motions:
When a motion is before the Commission, no motion shall be entertained except
the following, which shall have precedence in the following order.
The ordinary motions rank as follows, and any of them (except to amend) can be
made while one of a lower order is pending, but none can supersede one of a higher
order. Motions to limit discussion, to call the question and to suspend the rules require a
two-thirds vote; all other motions require only a majority vote:
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Not Debatable:
To Fix the Time of Adjournment
To Adjourn (when unqualified) ) Cannot
To Table ) be
To Limit Discussion (2/3 vote) ) Amended
To Call the Question (2/3 vote) )
To Suspend the Rules (2/3 vote)
Debatable:
To Postpone to a Certain Time
To Commit or Refer to Committee ) Can be
To Amend ) Amended
To Postpone Indefinitely )
The Motion to Reconsider: the motion can be made when any other motion is
before the Commission, but cannot be acted upon until the business then before the
Commission is disposed of; when called up, it takes precedence over all other motions,
except to adjourn, and to fix the time to which to adjourn.
Motions incidental to those before the Commission take precedence over them
and shall be acted upon first.
7.4 Motion to Fix Hour of Adjournment:
Such a motion shall be to set a definite time at which to adjourn and may be
amended by unanimous vote.
7.5 Motion to Adjourn:
Such a motion shall be in order at any time, except as follows:
(a) When repeated without intervening business or discussion;
(b) When made as an interruption of another Commissioner while speaking;
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(c) When discussion has been ended and vote on the motion is pending; or
(d) While a vote is being taken.
A motion to adjourn "to another time" shall be debatable, but only as to the time to
which the meeting is adjourned.
7.6 Motion to Table:
Such a motion shall be used to temporarily bypass the subject and shall preclude
all amendments or debate of the subject under consideration. If the motion prevails, the
item may be "taken from the table" at any time prior to the end of the next regular
meeting.
7.7 Motion to Limit Discussion:
Such a motion shall be used to limit the time allowed each Commissioner to speak
to, or to appoint a time at which discussion shall close on, the question of the main motion
and any previously made amendment to the main motion. If a motion to limit the time
allowed each member to speak passes, no member shall thereafter speak more than two
times to the question or longer than the time allowed at either time and no member shall
speak the second time until every member choosing to speak has spoken..
7.8 Motion to Call the Question:
Such a motion shall be used to close debate on, and further amendment to, the
main motion. If the motion fails, debate shall be reopened; if the motion passes, a vote
shall next be taken on any previously made amendments to the main motion and finally
on the main motion.
7.9 Motion to Suspend the Rules:
Such a motion shall be used to suspend these rules of procedure and shall include
a statement of the purpose of the suspension. If the motion fails, the motion shall not be
renewed for the same purpose at the same meeting, but it may be renewed for the same
purpose at an adjourned meeting of that meeting.
7.10 Motion to Postpone to a Certain Time:
Such a motion shall be amendable and debatable only as to propriety of
postponement and time set.
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7.11 Motion to Amend:
Such a motion shall be debatable only as to the amendment. A motion to amend
an amendment shall be in order, but a motion to amend an amendment to an
amendment shall not. be in order. An amendment modifying the intention of a motion shall
be in order, but an amendment relating to a different matter shall not be in order. A
substitute motion on the same subject shall be acceptable, and voted on before a vote on
the amendment. Amendments shall be voted first, then the main motion as amended.
7.12 Motion for Reconsideration:
Any Commissioner who. voted with the majority may move a reconsideration of any
vote at the same meeting or request an agenda item on at the next regular meeting or
request a special meeting called to be held prior to the next regular meeting to consider
reconsideration of any vote. The agenda item shall appear on
Presentation/Action/Discussion as a two-part item, e.g.:..
Consider Reconsideration of
Reconsideration of vote on
After a motion for reconsideration has once been acted upon, no other motion for
a reconsideration thereof shall be made without unanimous consent of the Commission
8. VOTING
8.1 Restatement of the Motion:
Upon the request of any Commissioner, the Presiding Officer shall verbally restate
each motion immediately prior to calling for the vote.
8.2 Voting Procedure:
In acting upon every motion, the vote shall be taken by voice, roll call or any other
method by which the vote of each Commissioner present can be clearly ascertained. The
vote on each motion shall then be entered in full upon the record. The order of voting
shall be the maker of the motion, the second and then the remaining Commissioners
alphabetically, with the Chair called last. The Records Secretary shall call the names of all
members seated when a roll call vote is ordered. Members shall respond 'aye', 'no' or
'abstain', provided that when a vote is collectively taken by voice or when a method of
voting other than by voice or roll call is used, any Commissioner not audibly and clearly
responding 'no' or 'abstain' or otherwise registering an objection shall have his/her vote
recorded as 'aye'.
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Following the vote, the Presiding Officer shall verbally announce whether the
motion carried or was defeated. The Presiding Officer may also publicly state the effect of
the vote for the benefit of the audience before proceeding to the next item of business.
Any member may change his/her vote before the next item of business is called.
8.3 Voting:
A roll call vote shall not be used for any item before the Commission unless
demanded by any Commissioner. It shall not be in order for members to explain their vote
during roll call.
8.4 Failure to Vote:
Every Commissioner should vote unless disqualified for cause. A. Commissioner
who abstains from voting on an item because of being disqualified_ shall be considered as
if absent.
8.5 Tie Votes:
When no Commissioner abstains from voting, the motion shall be lost on a tie
vote. Any member who abstains and is not considered absent shall be deemed to have
acquiesced to the motion and the motion shall be passed on a tie vote.
If a tie vote results at a time when less than all members of the Commission are
present, the matter shall automatically be continued to the agenda of the next regular
meeting of the Commission, unless otherwise, ordered by the Commission.
9. RECORD OF DECISIONS
Routine business and administrative matters for the Parks and Recreation
Commission are accomplished by "minute order" or "motion" (thereafter recorded by
minute entry). Technically, both are equally as legally effective and binding; they just vary
in the formality of respective memorial ization. The "motion" or "minute order is a
Commission action which is recorded simply by an item entry in the minutes of the
meeting at which it was accomplished documenting consensus or vote, and no separate
document is made to memorialize it. The Records Secretary is empowered by State law
to furnish certified excerpts of the minutes in order to facilitate the administrative process
to which a particular action pertains.
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10. COMMUNICATIONS
10.1 Addressed to Commission as a Whole:
The City Manager or his/her designee is authorized to receive and open all written
communications, including e-mails, addressed to the Commission, as a whole, and give
such communication immediate attention to the end that all administrative business
referred to in said communications, and not necessarily requiring Commission action,
may be disposed of between Commission meetings. The City Manager or his/her
designee shall cause a copy of such communication to be sent to each Commissioner.
10.2 All Other Written Communications:
Any written communication, including e-mails, received at City Hall addressed to
the Chair and/or an individual Commissioner shall be opened by the City Manager or
his/her designee. A copy of such communication shall be provided to each of the other
Commissioners, unless such communication is personal and/or confidential and not
related to the business of the City.
Any Commissioner who receives any written communication, including e-mails, on
any subject related to the business of the City, whether or not received at City Hall, shall
cause a copy to be provided to the Records Secretary who shall cause a copy of such
communication to be sent to each of the other members.
All outgoing Parks and Recreation Commissioner correspondence will be copied to
the Commission reading file unless the Commission is listed as receiving a copy, in which
case each Commissioner will be provided an individual copy. Any Commissioner who
generates any written communication related to the business of the City, other than at
City Hall, shall cause a copy to be provided to the Records Secretary for distribution.
Letters produced by city staff for Parks and Recreation Commissioners will be created on
official city letterhead, only.
10.3 Agenda Item Communications:
Any such communication which relates to an item pending or to be brought before
the Commission and has been received prior to agenda distribution, shall be included in
the agenda packet for the meeting at which such item is to be considered and shall
become part of the public record for that item. If a Commissioner generates an agenda
item, the Commissioner will prepare a brief, written explanation including
action/recommendation to the full Commission or provide direction to the City Manager or
his/her designee for preparation of agenda report. All agenda staff reports will be provided
to the full Commission with the distribution of the agenda. Agenda item communications
(including e-mails) received from the public after agenda distribution will be forwarded to
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the Commission by the Records Secretary by e-mail or regular mail delivery up until the
close of the business day prior to the Parks and Recreation Commission meeting.
The Parks and Recreation Commission will be informed during the staff
presentation at the Commission meeting of agenda item communications received from
the public, including a project applicant, on the day of the meeting. Regardless of the
source, it will take a four -fifth's majority vote (four affirmative votes) of the Commission to
accept additional agenda material on the day of the Commission meeting at which the
item is to be considered.
All materials distributed by any person during a public meeting related to the
subject matter being discussed or considered will be made available for public inspection
at the meeting if prepared by City staff or a member of the Commission, or after the
meeting, if the materials were prepared by some other person in accordance with Section
54957.5(b) of the Brown Act. To avoid a Ralph M. Brown Act violation, Parks and
Recreation Commissioners should not read or send e-mail or cellular telephone text
messages during a Commission meeting.
Written communication for a Presentation/Action/Discussion agenda item
presented at the meeting for reading will be acknowledged by the Chair or staff, but not
read. The acknowledgment shall include a summary of general content and whether the
communication includes opposition or support of an agenda item.
Written communication relative to an agenda item, if presented prior to the close of
the business day prior to the Commission meeting, will be copied for the Commission,
applicant, and the public agenda binder.
The public shall tender a written request to the City Manager or his/her designee
and/or the Chair regarding the placement on the agenda of any items. The City Manager
or his/her designee will then determine the appropriateness of the requested item being
placed on a future agenda.
A Parks and Recreation Commissioner or Commissioners may be requested to
meet, outside of the public meeting, process, with an applicant, the applicant
representative (s), proponents and opponents to a development application to discuss
aspects of the development. While meeting with these representatives is at the discretion
of the individual Commissioner, disclosure of the meeting(s), and the effects upon the
Commissioner's review of the application is required at the beginning of any Commission
discussion of a Presentation/Action/Discussion agenda item pertaining to a development
project application. The Commissioner shall disclose the nature of the contact and what
effect, if any, it had on he/she in. the review of the development application.
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10.4 Research:
Any research requested by an individual Parks and Recreation Commissioner that
results in a written response from staff will be copied to all Parks and Recreation
Commissioners. This is not meant to include copies of documents already on file.
10.5 Attendance at City Council Meetings:
The Parks and Recreation Commission recognizes that there are circumstances
where the City Council could benefit from the attendance of a Parks and Recreation
Commissioner at City Council meetings. When those circumstances arise; the Parks
and Recreation Commission will offer a spokesperson to attend a City Council meeting.
The Parks and Recreation Commission also recognizes that the City Council, or one of
its members, may at any time request the presence of one or more Commissioners to
attend one of its meetings. When such a request is made, the Parks and Recreation
Commission will respond.
11. COMMITTEES
Committees may be appointed by the Chair, as needed, with the approval of the
majority of the members of the Commission.
12. COMMISSION MEETINGS
12.1 Meetinq Time and Schedule:
The regular meetings of the Parks and Recreation Commission shall begin at the
hour of 6:30 p.m. on the first Monday of each month or as determined by the Commission
at its first regular meeting of each year, such determination to include the dates, time and
place of such meetings as set forth in Chapter 2.36 of the Municipal Code. Should the
need arise during the year, the Commission may, by a majority vote, revise the regular
meeting schedule, including dates, time and place of such meetings.
13. MINUTES:
13.1 Action Minutes:
The Records Secretary shall be responsible for preparing action minutes to
record all the actions of the Parks and Recreation Commission (motions, votes, and
consensus decisions) at regular and special meetings, and shall schedule the
completed minutes on the Consent Calendar consistent with Section 2.11 of this
resolution. Parks and Recreation Commission meeting action minutes shall include
documentation for each agenda item, including but not limited to the following:
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Date, hour, and place of meeting;
Identification of regular, adjourned regular or special meeting (and special
meeting notice language);
Names of Parks and Recreation Commissioners and staff in attendance;
Parks and Recreation Commission announcements, requested future agenda
items, and reports on meetings, conferences and training attended at City
expense by Parks and Recreation Commissioners;
Agenda titles, staff recommendations and record of action taken (motions, votes,
and consensus decisions);
Name(s) of staff providing the verbal staff report and documentation of verbal
and written corrections to the agenda report;
Public speaker names, identification of support or opposition, and/or other brief
summary of comments;
Written statement card documentation, consistent with Section 2.10 of this
resolution;
Adjournment time; and
Chair and City Manager's designee signatures.
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ITEM_�_ 9 - 6 WA-W-MIUM
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Deborah S. Traffenstedt, Deputy City Manager �
DATE: January 26, 2011 (Meeting of 2/7/11)
SUBJECT: Consider Selection of a Parks and Recreation Commissioner
to Serve on the Youth Sports Committee
BACKGROUND
The City has a Youth Sports Committee comprised of one member of the City Council
(currently Councilmember Mark Van Dam), one Parks and Recreation Commissioner,
and a representative from each of the Moorpark youth sports organizations. The
purpose of the Committee is to receive input and feedback from the youth sports
organizations, coordinate the use of park facilities, and to identify and share information
about long-term goals and current and future needs. The Committee meets once or
twice a year, typically on a weekday evening. Commissioner Pflaumer was the Parks
and Recreation Commission representative for the past year.
The Parks and Recreation Commission is being asked to select one of its members to
serve on the Youth Sports Committee for a one-year term.
STAFF RECOMMENDATION
Select one Commissioner to serve on the Youth Sports Committee for a one-year term.
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r
s �
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Deborah S. Traffenstedt, Deputy City Manager
DATE: January 26, 2011 (Meeting of 2/7/11)
SUBJECT: Consider Scheduling Parks and Recreation Commission 2011 Spring
Park Tour
DISCUSSION
The Commission typically tours approximately eight to ten of the City's parks each year
(4-5 each tour) in the Spring and Fall for the purpose of discussing and identifying
enhancements and improvements it may wish to consider and recommend to the City
Council, and including recommendations for use of the parks for recreation programs
and sports. The last parks tour was conducted on Saturday, April 17, 2010 (no tour was
conducted in Fall 2010).
The Commission is being asked to select a date and time to conduct a 2011 Spring
Park Tour, which will be conducted as a special meeting. Staff will publish an agenda
identifying the parks on the tour and estimated arrival times for the public. The special
meeting will be called to order at the City's Community Center, and at the conclusion of
the tour, the meeting is reconvened and then adjourned also at the Community Center.
Commissioners may submit recommendations to staff for the parks to be included on
the 2011 Spring Park Tour. Staff has attached a copy of a map showing the current
City parks. The following parks were toured in April 2010: Monte Vista Nature Park,
Virginia Colony Park, Campus Canyon Park, and Magnolia Park. As a reminder,,
identifying maintenance issues is not an objective of the tour.
STAFF RECOMMENDATION
Select a date and time for a 2011 Spring Park Tour and provide recommendations to
staff on parks to be toured.
Attachment: Parks Map
I qt 0111 1' ''IlKe 17
i I MIL -1141 11
DOWNTOWN AREA
1. Mammoth Highlands: 7000 Elk Run Loop
Picnic pavilion, BBQs, playground, basketball court,
tennis court, restrooms.
2. Magnolia Park: 296 Charles Street
Picnic tables, playground.
3. Community Center Park: 799 Moorpark Avenue
Meeting rooms, picnic tables, BBQs, playground.
4. Poindexter Park: 500 Poindexter Avenue
Picnic pavilion, BBQs, playground, ball fields, horse
shoe pits, skate park, basketball court, restrooms.
5. Villa Campesina Park: Liberty Bell & James Weak
Multi-purpose field, BBQs.
MOUNTAIN MEADOWS AREA
6. Glenwood Park: 11800 Harvester
Picnic pavilion, BBQs, playground, basketball courts,
volleyball court.
7. Arroyo Vista Community Park: 4550 Tierra Rejada Road
Meeting rooms, restrooms, picnic pavilion, BBQs,
playground, ball fields, athletic fields, multipurpose
court, football field, tennis courts, gym.
8. Country Trail Park: 12301 Mountain Trail
Picnic tables, BBQs, playground.
9. Tierra Rejada Park: 11900 Mountain Trail Street
Picnic pavilion, BBQs, playground, basketball court,
tennis courts, bocce ball, restrooms.
10. Mountain Meadows Park: 4350 Mountain Meadow
Picnic pavilion, BBQs, playground, basketball courts,
ball fields, restrooms.
PEACH HiLL AREA
11. Peach Hill Park: 13200 Peach Hill Road
Picnic pavilion, BBQs, playground, ball field, basket
ball court, rest rooms.
12. Monte Vista Nature Park: 4201 Spring Road
Picnic tables, trails.
13. Miller Park: 4530 Miller Parkway
Picnic pavilion, BBQs, playground, athletic fields, ball
fields, basketball court, tennis courts, trail, restrooms.
COLLEGE AREA
14. Virginia Colony Park: 14507 Condor Drive
Picnic tables, BBQs, playground.
15. Campus Park: 6400 Harvard Street
Picnic pavilion, BBQs, playground, basketball court,
restrooms.
16. College View Park: 15400 Campus Park Drive
Picnic pavilion, BBQs, playground, basketball court,
dog park, restrooms.
17. Campus Canyon Park: 6970 Hearon Drive
Picnic pavilion, BBQs, playground, basketball court,
ball fields, restrooms.
ITEM 9. 149
PARKS AND RECREATION COMMISSION
MINUTES OF THE PARKS AND RECREATION COMMISSION
SEMI-ANNUAL PARK TOUR
Moorpark, California April 17, 2010
1. CALL TO ORDER:
The meeting was called to order at 10:03 a.m.
2. ROLL CALL:
Present: Commissioners Patrick Ellis, Delfina Newton, Thomas Pflaumer, Sandra
Thompson, and Chair Daniel Groff.
Staff present: Tom Kruse, Parks and Recreation Director; Allen Walter, Parks
and Landscape Superintendent; and Patty Anderson, Administrative Assistant.
3 . PARK TOUR:
At 10:10 a.m., the Commission and staff toured the following parks:
1. Monte Vista Nature Park: The Commission and staff hiked the park. Allen
Walter stated that as part of the Arbor Day recognition this year, 12 Native
California trees were planted. Also, the Capital Improvement Project has
$25,000 currently budgeted for additional landscaping and trail
improvements at this park.
2. Virginia Colony Park: The Commission and staff toured the park.
Commissioner Ellis stated that he is concerned about the gaps in the
fence on the south border of the park, separating the park from the
railroad tracks. He suggested that additional fencing be installed to close
the gaps.
3. Campus Canyon Park: The Commission and staff toured the park.
Commissioner Ellis suggested that recreation division staff research the
possibility of adding an adult kick ball league to the City's sports programs,
which could be accommodated at this park.
4. Magnolia Park: The Commission and staff discussed the location of the
swing set proposed to be installed this fiscal year. Tom Kruse stated that
the safety surfacing for the swings will be a combination of rubberized
surfacing and sand.
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Park Tour -April 17, 2010
Page 2
At 11:30 a.m., the Commission and staff returned to City Hall and continued the
meeting.
4. CONSENT CALENDAR:
A. Approval of Minutes for the Parks and Recreation Commission Meeting of
March 1, 2010. Staff Recommendation: Approve as presented.
MOTION: Commissioner Pflaumer moved and Commissioner Thompson seconded
a motion to approve the Consent Calendar as presented. The motion was
carried by unanimous voice vote.
5. DISCUSSION ACTION ITEMS:
A. Consider Design and Specifications for Playground Equipment at Arroyo
Vista Community Park (AVCP) College View Park Peach Hill Park and
Magnolia Park. Staff Recommendation: Approve and recommend design
and specifications of play equipment for Arroyo Vista Community Park
Phase I and II, College View Park, Peach Hill Park, and Magnolia Park.
Allen Walter presented to the Commission playground designs for each
park site, as well as the cost of the equipment and installation.
Commissioner Ellis stated that he still would like to receive information
regarding "Shane's Inspiration" and fundraising options for purchasing
universally accessible play equipment for at least one City park. He also
stated that staff should contact the Ventura County, Community
Foundation for information on funding options.
MOTION: Commissioner Thompson moved and Commissioner Pflaumer seconded
a motion to recommend the Landscape Structure, RecWest play
equipment for AVCP Phase I, with the potential of incorporating
universally accessible play equipment in the future, with funding from
outside sources. The motion was carried by unanimous voice vote.
MOTION: Commissioner Ellis moved and Commissioner Newton seconded a motion
to recommend the Miracle swing set for AVCP Phase II. The motion was
carried by unanimous voice vote.
MOTION: Commissioner Thompson moved and Commissioner Pflaumer seconded
a motion to recommend the Miracle play equipment for College View Park.
The motion was carried by unanimous voice vote.
P&R Commission Meeting
Park Tour -April 17, 2010
Page 3
MOTION: Commissioner Pflaumer moved and Commissioner Ellis seconded a
motion to recommend the Miracle play equipment for Peach Hill Park, with
additional surfacing for the swings. The motion was carried by unanimous
voice vote.
MOTION: Commissioner Thompson moved and Chair Groff seconded a motion to
recommend the Miracle swing set, to accommodate both standard and tot
swings. The motion was carried by unanimous voice vote.
B. Review Current Goals and Objectives and Discuss Proposed Goals and
Objectives for FY 2010/11 . Staff Recommendation: Oral report.
Tom Kruse reviewed the current status of goals and objective for this fiscal
year and asked the Commission if they had any recommendations for next
fiscal year.
Commissioner Thompson recommended the installation of universally
accessible play equipment be considered for the future, with the funding
by outside sources.
Commissioner Ellis recommended that the Parks and Recreation
Commission have more involvement, and possibly mentoring, with the
City's Teen Council
Chair Groff recommended that a Master City Calendar be developed and
maintained by the Chamber of Commerce, which would reflect scheduled
events by all City entities throughout the year.
Commissioner Thompson took this opportunity to say what a great job the
City's library is doing with its programs and events.
6. ANNOUNCEMENTS:
Chair Groff announced the upcoming annual Arts Festival scheduled for Sunday,
April 25 at the City's Community Center.
As a future agenda item, Commissioner- Ellis requested discussion of the pool
issues mentioned at the Parks and Recreation Commission's March meeting,
including the possibility of the City leasing the pool from the Moorpark Athletic
Club, and inviting the Athletic Director of California Lutheran University to do a
presentation on the construction and maintenance of the University's pool.
P&R Commission Meeting
Park Tour -April 17, 2010
Page 4
As a future agenda item, Commissioner Newton requested discussion of the
construction of a BMX track at the multi-purpose court at AVCP, including
alternative funding for the project.
Chair Groff requested, considering the date of the Commission's April meeting
and the Joint Council and Commission meeting on April 28th, that the
Commission's May 3rd meeting be rescheduled for May 10th at 6:30 p.m.
7. ADJOURNMENT:
The meeting was adjourned at 12:52 p.m.
Respectfully submitted:
Patty Anderson, Administrative Assistant
CHAIR
MINUTES OF THE JOINT MEETING OF THE
CITY COUNCIL AND PARKS & RECREATION COMMISSION
Moorpark, California April 28, 2010
A Special Joint Meeting of the Moorpark City Council and Parks & Recreation
Commission was held on April 28, 2010, at 7:00 p.m. at the Moorpark Community
Center located at 799 Moorpark Avenue, Moorpark, California.
1. CALL TO ORDER:
Mayor Parvin called the City Council to order at 7:29 p.m.
Chair Groff called the Parks and Recreation Commission to order at 7:29 p.m.
2. THE PLEDGE OF ALLEGIANCE:
Yugal Lall, City Engineer/Public Works Director, led the Pledge of Allegiance.
3. ROLL CALL:
City Council: Councilmembers Mikos, Millhouse, Pollock,
Van Dam, and Mayor Parvin.
Parks & Recreation Commission: Commissioners Ellis, Newton, Pflaumer,
Thompson, and Chair Groff.
Staff Present: Steven Kueny, City Manager; Tom Kruse,
Parks and Recreation Director; Captain Ron
Nelson, Sheriff's Department; Deborah
Traffenstedt, Administrative Services
Director/City Clerk; and Maureen Benson,
Assistant City Clerk.
4. PUBLIC COMMENT:
None.
5. PRESENTATION/ACTION/DISCUSSION:
A. Consider Status Report on Mission Statement, Priorities, Goals and
Objectives for Fiscal Year 2009/2010 and Direction for Fiscal Year
2010/2011. Staff Recommendation: Direct staff as deemed appropriate.
Mr. Kueny gave a brief oral report.
Minutes of the City Council and
Parks & Recreation Commission
Moorpark, California Page 2 April 28, 2010
The following issues were discussed by Councilmembers,
Commissioners, and staff: 1) Incorporate "universal access" play
equipment in park renovations; 2) Parks and Recreation Commission
volunteering to mentor the Teen Council; 3) Long-term goal of a
community swimming pool; 4) Contemplation of using the Moorpark
Chamber to coordinate a master, community -wide, calendar of events; 5)
Look at the budget for funds to install "circuit training" at a park; 6)
Consider sites for the Historical Society; 7) Update on the cameras at
Poindexter Park; and 8) BMX riders want a park similar to the Skate Park.
CONSENSUS: It was the consensus of the Council to request a future agenda
item to discuss coordinating with the Moorpark Chamber of Commerce in
developing the guidelines for a master community -wide, calendar; and to direct
the Parks and Recreation Commission to submit a report to the City Council on
how they could mentor the Teen Council and possibly schedule a special joint
meeting with the Teen Council.
6. ADJOURNMENT:
Mayor Parvin adjourned the City Council meeting and Chair Groff adjourned the
Parks and Recreation Commission meeting at 8:04 p.m.
Janice S. Parvin, Mayor
Chair
ATTEST:
Maureen Benson, Assistant City Clerk
ITEMq. C_
a
CITY OF MOORPARK
AGENDA REPORT
PARKS AND RECREATION COMMISSION
TO: Parks and Recreation Commission
FROM: Stephanie Shaw, Recreation Superintendent
DATE: January 15, 2011 (Meeting of 2/7/11)
SUBJECT: Recreation Programming Quarterly Report
Fall Quarter 2010: September, October, and November 2010
This memo serves as a review and analysis of fall 2010 Recreation Division programs and
park and facility rentals.
RECREATION DIVISION SECTION
Beginning with summer 2009, figures for programs offered through the Arroyo Vista
Recreation Center were calculated using a comprehensive cost allocation system. This
system was implemented to account for division overhead costs, more accurate facility
overhead costs, and all full-time recreation staff costs associated with the programs. Prior to
summer 2009, division overhead costs were not included at all, and only partial facility
overhead and partial full-time staff costs were accounted for. The full-time staff cost
allocations for summer 2009 through spring 2010 were calculated based on estimates of past
history, as no data was available. Beginning with the fall of 2009, full-time recreation staff
began tracking time spent on various programs. Utilizing a full year of data (fall 2009 through
summer 2010), the full-time staff cost allocations have been revised to reflect actual reported
hours. This has resulted in significant changes in reported full-time staff costs for some
programs. The process of accounting for full-time staff costs will continue to be refined each
year in an effort to produce the most accurate figures possible.
FALL EVENTS
Halloween Party and Trick or Treat Village
This event was held on Saturday, October 30, 2010 from 4:00 to 7:00 p.m. at AVRC. The
event is designed for children ages 3-12 and featured trick -or -treating in the Trick or Treat
Village, fourteen carnival games with prizes, four arts and crafts activities, three special
attractions, face painting ,and "guess how many" game. New features this year included a
costume contest and a contest & competitions both with a mummy wrap game, monster mash
Page 1
dance off, howling hula hoop contest, and Frankenstein relays. Approximately 30 children
participated in the costume contest. Due to inclement weather, all activities were held indoor,
with the exception of CA Kettle Corn Vendor.
Three wristband options were available, offering varying numbers of activities, and costing
$5.00, $10.00, and $15.00. The "Attraction Maniac" wristband was offered for $5.00 with the
purchase of any other wristband and allowed unlimited use of attractions. Thirty coupons for
complimentary wristbands were given to the Moorpark NFL for disadvantaged children. Of
these, 19 were submitted at the admission booth. New coupons this year included a coupon
for recreation program participants that offered a $1.00 off the $5.00 Wristband, $2 off the
$10.00 Wristband and $3 off the $15.00 Wristband.
Recreation staff was assigned to supervise each section of the event. Staff was assisted by a
total of 43 volunteers. A total of 171 wristbands were purchased this year, compared to 188
last year. Overall, the event ran smoothly.
Halloween Trick or Treat Village
2010
2009
2008
Participation
500
500
600
7-7
Direct Costs
$2,358
$2,159
$2,473
Indirect Costs
F/T Staff
$4,884
$4,004
$2,361
Overhead Costs
$758
$837
$479
Gross Profit / Loss
$582
$334
$308
Net Profit / Loss Per Participant
$12.45)
$10.35
$5.25
RECREATION CLASSES
Fall Classes
Participation in recreation classes was slightly lower than last year, with 556 registrations this
year compared to 588 from last year. Zumba fitness, the largest contracted class after the
Away We Grow program, brought in 81 registrations, a 40% increase from last year. Tot
sports, taught by City Staff, brought in 47 registrations, with 21 of those being in Pre -Soccer.
New classes offered for the fall included Piano and Keyboarding, Drama Classes, Gymnastics
and TaiJi Chuan. Registration for fall programs began on August 9 and most classes
concluded in November. With more accurate cost accounting, classes were not able to recoup
all overhead costs. Staff will explore ways in which to increase enrollment and revenue.
Page 2
Fall Classes
2010
2009
Tween
11-13
2008
Participation
560
588
96
394
2
145
Direct Costs
$35,658
$38,473
Direct Costs
$27,386
Indirect Costs
$6,964
$5,987
Indirect Costs
F/T Staff
$17,880
$12,727
$4,017-
4,017Overhead
OverheadCosts
$5,631
$4,995
$4,225
TotostsS�Y
Overhead Costs
�
$376
Gross Profit I Loss
$17,753
$19,184
$13,369
Int Prot �.,.os
7777
LLL
Gross Profit / Loss
$5,432
Net Profit / Loss Per Participant
$10.28
$2.491
$13.01
Class demographic summary:
Ages Served
Preschool
(under5)
Youth
5-10
Tween
11-13
Teen
14-17
Adult
18+
Enrollments
287
96
30
2
145
SPORTS LEAGUES
Adult Softball League
Fall softball registration increased this year. This year 28 teams participated compared to 22
teams last year. The increase is due to interest in the coed division. Games were played at
Arroyo Vista and Peach Hill Park. Teams are pleased with the preparation of ball fields on
game days. Managers are requesting a "better" ball for game use.
Adult Softball League
2010
2009
2008
Partici ation
420
330
380
06
b At
Direct Costs
$6,048
$6,964
$5,987
Indirect Costs
F/T Staff
$1,735
$3,709
$4,260
Overhead Costs
$376
$468
$2,095
X44',342
Gross Profit / Loss
$5,432
$2,056
$4,425
Net Profit / Loss Per Participant
$7.90
$6.43
$5.07
Adult Basketball League
The fall league decreased this year. This year 8 teams participated in the Thursday "C"
Page 3
league this year, compared to 16 teams in "B" and "C" leagues last year. The "B" league
offered on Monday and the 35+ league offered on Wednesday this year did not run due to
lack of enrollment. The majority of teams prefer playing on Thursday night. There were 2
teams on the waitlist for Thursday night, but they were not interested in playing on another
night.
Adult Basketball League
2010
2009
2009
2008
2008
Participation
288
68
160
64
/�
.*'11'60_ .
7�
777
$5,035
Direct Costs
$1,543
Indirect Costs
$3,049
$1,841
Indirect Costs
F/T Staff
$1,530
$3,709
FIT Staff
Overhead Costs
$1,323
$393
$2,164
$1,429
Overhead Costs
$921
$2,662
$252
$2,765
L
$1,288
Gross Profit / Loss
$1,057
$2,151
$289
$13.78)
$3.96
Net Profit / Loss Per Participant
$17.46
$16.71
$21.75
Adult 7 on 7 Soccer League
This fall, 24 teams registered for the program, an increase of 4 teams compared to last year.
A total of 6 coed teams and 18 men's teams participated this fall. Teams and managers are
requesting better maintenance on the soccer fields.
7 on 7 Soccer League
2010
2009
2008
Partici ation
288
240
207
/�
.*'11'60_ .
Direct Costs
$5,035
$5,670
$3,572
Indirect Costs
F/T Staff
$1,530
$3,709
$2,030
Overhead Costs
$393
$468
$81
Gross Profit / Loss
$2,765
$870
$1,288
Net Profit / Loss Per Participant
$2.92
$13.78)
$3.96
Junior Basketball League
Participation in this league increased significantly from last year. Each league participant
received a team shirt, photos, and trophy. At the conclusion of the season, all teams had a
pizza party at Round Table Pizza. Part-time staff continues to serve as scorekeepers and
referees for the older age divisions. In addition one part-time staff was needed to coach one
team. Comments on program evaluations were positive. Patrons were happy with officiating
and balanced teams.
Page 4
Junior Basketball League
2010
2009
2008
Participation
120
92
99
80
40
0
0
Direct Costs
$4,956
$3,954
$3,933
Indirect Costs
$5,518
Direct Costs
$76
F/T Staff
$2,287
$2,924
$1,443
Overhead Costs
$3,231
$2,671
$76
F/T Staff
$122
Gross Profit / Loss
$3,156
$1,883
$2,139
Overhead Costs
$0
$0
Net Profit / Loss Per Participant
$19.68
$40.34
$6.26
Youth Basketball demographic summary:
Ages Served
Preschool
under 5
Youth
5-10
Tween
11-13
Teen
14-17
Adult
18+
Enrollments
0
80
40
0
0
NFL Punt Pass & Kick
This is the third year the Recreation Division offered the Punt Pass & Kick program. This year,
the City did not have assistance from Packer Football, The National Football League supplied
footballs, tees, certificates, and ribbons for winners for the program. Winners from the local
competition represented Los Angeles area for sectionals. Next year staff will increase efforts
to work with Packer Football, and host the event on a Saturday, while Football is in session to
increase participation.
NFL Punt, Pass, & Kick
2010
2009
2008
Participation
8
4
23
Direct Costs
$76
$101
$0
Indirect Costs
F/T Staff
$122
$122
$83.20
Overhead Costs
$0
$0
$0
TdtaN�C��..
Gross Profit / Loss
$76
$93
$0
Net Profit./ Loss Per Participant
$24.75
$53.75
$3.61
Page 5
TEEN PROGRAMS
The City continues to offer teen programs including Band Jams and Friday night events.
Despite efforts to improve marketing and the events themselves, attendance continues to
decline for most events. Teen Council continues to meet once monthly and is working on
spring program ideas to increase teen participation in public recreation programs.
Back to School Jam
Back to School Jam was held September 10th. This event included music, dancing, attractions
and $1 menu. This event was developed to start the new school year with an activity for teens
to meet new friends and socialize. A total of 5 participants attended the dance. The Teen
Council is planning an After Dark Dance for spring 2011. They will be assisting in the
marketing of the event, in hopes to increase attendance at teen dances, which have been
poorly attended for the past several years.
Back to School Jam
2010
2009
2008
Number of events
1
Participation Total
5
Participation (Average)
5
777
eine,.
Direct Costs
$361
Indirect Costs
F/T Staff
$1,291
Overhead Costs
$251
7 777777
Gross Profit / Loss
$334
Net Profit /((Loss) Per Participant
($375.20)
*Program not offered
Horror Movie Night
Horror Movie Night was developed as a themed program for October. Horror Movie Night
offered a scary pg -13 movie, popcorn & soda. The event was held on October 8 at the Arroyo
Vista Recreation Center.
Page 6
Overhead Costs $255
............
Gross Profit / (Loss) 1 ($133)
Net Profit / (Loss) Per Participant ($559.66)
* Proaram not offered
Knott's Scary Farm Excursion
In an effort to offer a better variety of programs to teens during the school year, excursions
were reinstated this fall. A Knott's Scary Farm excursion was developed as a themed
excursion. The Knott's Scary Farm excursion fee was set at $80 and included transportation,
admission and staff supervision. Minimum participation was not reached, and the activity was
cancelled.
Knott's Scary Farm Excursion
2010
2009
2008
Number of dates offered
1
2
Participation Total
0
-Participation Total
144
122
Partici ation (Average per da
Direct Costs
$58
61
Indirect Costs
F/T Staff
$1,291
$440
Overhead Costs
$241
Indirect Costs
Tc�r�
Gross Profit / Loss
.
$58
-
Net Profit / Loss Per Participant
N/A
.v&,—I "WL vncrcv
Band Jam
This continues to be the most successful teen program. Each Band Jam featured live
performances by 3 to 4 local teen bands. This fall, two Band Jams were scheduled. Jam &
Skate was held at the Poindexter Skate Park on September 25 from 1:00-3:00 p.m. and Jam
& Dance was held at AVRC on November 5 from 7:00-10:00 p.m.
Band Jam
2010
2009
2008
Number of dates offered
2
2
-Participation Total
144
122
Partici ation (Average per da
72
61
Revj-6
Direct Costs
$440
$550
Indirect Costs
Page 7
F/T Staff
$2,582
$1,868
Overhead Costs
$497
$396
Tata%..
2009
2008
Gross Profit / Loss
$204
$101
1
3
Participation Total
-77-77
Net Profit / (Loss) Per Participant
($19.97)
($19.39)
39
* Fiqures for 2008 are not available.
Gaming Galore
The Karaoke night event was modified for fall 2010 to include additional activities and
renamed "Gaming Galore." In addition to karaoke, this event included Dance Revolution, DJ
Hero and a poker tournament. The event was scheduled for Friday, November 19 from 7:00-
10:00 p.m. Since no participants attended, the event was canceled at 7:30 p.m.
Gaming Galore
(Formerly Karaoke Night)
2010
2009
2008
Number of dates offered
1
1
3
Participation Total
0
11
39
Partici ation (Average)
0
11
13
W'M
'N 9.
Direct Costs
$84
$233
$227
Indirect Costs
F/T Staff
$1,291
$623
$166
Overhead Costs
$246
$141
$95
Gross Profit / Loss
$84
$162
$32
Net Profit / Loss Per Participant
N/A
$84.18
$7.51
PARK AND FACILITY RENTALS
Park and facility use decreased slightly compared to last year. Figures for the fall 2010
quarter include attendance as indicated on paid rental permits for the Arroyo Vista Recreation
Center and all park facilities. Figures in the chart below do not include repeated use by youth
sports organizations, use by the public without permits, or use by City -run programs included
elsewhere in this report. It should be noted that overhead costs for use of outdoor facilities
(such as soccer fields and baseball fields) are not included in the calculations below. (AVRC
overhead costs are included for facility rentals). Including these costs would significantly
reduce the gross and net profit amounts reflected below. Parks staff is working on calculating
these costs so they can be included in future reports.
Page 8
Parks and Facility Rentals
2010
2009
2008
Participation
12,940
17,394
15,028
lit
Direct Costs
$5,758
$3,655
$2,478
Indirect Costs
F/T Staff
$12,865
$9,283
$2,573
Overhead Costs
$3,540
$3,115
$6,078
44
Gross Profit / Loss
$15,493
$18,251
$20,191
Net Profit/Loss) Per Participant
$0.07
$0.34
$0.77
Youth sports organizations operating in the fall season (September, October, November)
include AYSO (1400 players, in session all season), Packer Football (175 players, in session
all season), USYVL (100 players, in session 9 weeks during the season), Moorpark Girl's
Softball (210 players, in session 8 weeks during the season), and Moorpark Soccer Club (225
players, in session all season.) Assuming one game and one practice per week, plus
attendance by parents and spectators, Youth Sports use is estimated at 103,920. This use
falls under the agreements with the various youth sports organizations. Field rental fees are
not charged or collected for this use. Fees for this use include only a $1.00 annual use fee, a
flat snack bar use fee (paid by AYSO and Packer Football), and field lights (rented to Packer
Football at a reduced rate of $10 per hour per their agreement, compared to the Group 2 field
light reservation rate of $20 per hour).
Page 9
ITEM -7 j)
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Allen Walter and Jeremy Laurentowski
Landscape/Parks Maintenance Superintendents
DATE: January 15, 2011 (Meeting of 2/7/11)
SUBJECT: Parks Quarterly Report
October, November, and December 2010
PARKS
Arroyo Vista Community Park (AVCP) Sport Turf Consultant: Staff has located a
sport turf consultant to provide turf rehabilitation to the sport fields at AVCP. Marina
Landscape's Agronomist Stephen Guise will be contracted with to provide the requested
services and prepare a long-term maintenance plan at a cost of $5,620.
Aerification at AVCP: AYSO and Packer Football organizations have offered to fund
aerification, in conjunction with contractual fertilization in January 2011 at AVCP. AYSO
will fund $1,739.82 and Packer will fund $600.00 of the $2,399.82 cost.
City Park Playground Improvements Notice of Completion: On December 1, City
Council approved the Notice of Completion for playground installations and
improvements at College View Park, Peach Hill Park, Magnolia Park, and AVCP
Phases I and ll, which concluded on September 30. Funding for the five playground
improvements totaled $260,427 to complete.
City Park Rule Signs: New City parks and open space rule signs are being fabricated
as a follow-up to revisions approved by the City Council to the parks and open space
ordinance code sections.
Glenwood Restroom Project: The Glenwood Restroom project continues on schedule.
City Council approved an additional $93,000 funding to complete the project. The
project's estimated cost is $331,310. Bottenfield Construction received a Notice to
Proceed for December 1, with the project concluding on February 13, 2011, under a 75 -
day construction schedule.
Parks Quarterly Report
Page 2
Country Trail Park Eagle Scout Project: Eagle Scout candidate Mike Hanshaw
completed his Eagle Scout project on November 22. He planted 24 new trees and 200
shrubs on the slopes of Country Trail Park. His project had 21 minor volunteers and 3
adult volunteers working 6.5 hours, providing 156 hours of labor, saving the City
approximately $1,408. The trees and shrubs came from the City's tree lease, saving the
City an additional $2,100. The City saved a total of $3,508 to complete this project.
Poindexter Skate Park Concrete Cracks: Staff has been monitoring the Skate Park
concrete for several months. Some settling and movement cracks appeared but
seemed normal. Several of the cracks recorded months earlier had increased in size
and now require repair to prevent a trip hazard to skate boarders. California Skateparks,
who is the contractor, was requested to visit the site. They claimed the cracking was
normal and would repair under warranty. Staff is withholding California Skateparks
Construction Bond, which was slated for release on December 22, 2010, until further
investigation can be completed.
Veterans Memorial Park Victory Column Repair: Malibu Pacific Tennis Courts
concluded the granite repair on November 20. The granite was re -attached per shop
drawings and recommendations using an anchoring system. The repair appeared to be
complete until inspection done in full sunlight revealed two 45 -degree angel breaks in
the lower white granite. The repair has been rejected until the lower white granite is
replaced.
Veterans Memorial Park: Veterans memorial celebration involves a red -white -blue
wreath to be placed behind the stone memorial name markers. The wreath is currently
installed on a tree stake. Staff is researching a permanent wreath hanger installed
behind the stone memorial name markers. Once the wreath hanger design is approved,
the local Veterans group will be asked to purchase and the City will install.
Arroyo Vista Community Park — Parking Lot "A" Damage Continuing: The parking
lot installed in 1993 has had no repairs or slurry sealed since installed. The parking lot has
several cracks and worn areas throughout the entire asphalt surface including lifting and
damage by tree roots. Parking lot "A" is an asphalt surface approximately 50,055 sq ft.,
containing 98 vehicle -parking stalls. The parking lot experiences high traffic conditions
daily and weekends because it provides parking for recreation staff and visitors, pre-school
drop-off, tennis court use, gymnasium users, and bus transportation for special events.
The parking lot damage is wide spread and encompasses the entire asphalt surface
and requires crack seal, asphalt repair, and slurry seal to protect the repaired surface.
The budgeted $35,000 will only provide minor repairs to the parking lot. The proposed
cost to return the parking lot to proper condition will cost approximately an additional
$50,000.
I I t IVI • Gam.,
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: Parks & Recreation Commission
FROM: Martha Duenas, Recreation Supervisor
DATE: December 31, 2010 (Meeting of 2/7/11)
SUBJECT: 2010 Halloween Party and Trick or Treat Village Event Report
BACKGROUND
For the past twenty years, the City of Moorpark has sponsored a Halloween event on
the Saturday before Halloween in order to provide a safe alternative to traditional
Halloween activities. The event features Halloween theme activities such as Trick or
Treat Village, crafts, games, attractions, movies and a costume parade.
DISCUSSION
The Halloween Party and Trick or Treat Village was held on Saturday, October 30,
2010, at the Arroyo Vista Recreation Center. The event began at 4:00 p.m. and
concluded at 7:00 p.m. Event features included the Trick or Treat Village, carnival
games, crafts and special attractions. New features this year included; a costume
contest and a contest & competitions booth. The costume parade, bingo and the
spooky movie theatre were not included this year. All activities were held indoor, with
the exception of CA Kettle Corn Vendor.
In celebration of the 20th Anniversary of Moorpark's Trick or Treat Village, children
received a glow bracelet with admission purchase. Admission to the various activities
required a wristband. Wristband sales went smoothly and the admission booth was
staffed by Parks and Recreation Commissioners, along with Teen Council members
and City staff. Participants had their choice of three different wristbands. The "Spooky
Sampler" wristband cost $5.00 and included Trick or Treat Village admission, 1 craft, 1
carnival game, and 1 attraction. The "Freaky Fun" wristband cost $10.00 and included
Trick or Treat Village admission, 2 crafts, 2 attractions, and 6 carnival games. The
"Super Scare" wristband cost $15.00 and included Trick or Treat Village admission, 3
attractions, 4 crafts, and 12 carnival games. The "Attraction Maniac" wristband was
offered again this year. This wristband cost $5 with the purchase of any other wristband
and allowed participants to have unlimited use of attractions.
Parks and Recreation Commission
Page 2
Wristbands purchased, not including Attraction Maniac, numbered 171, with overall
event attendance estimated at 500 people. A total of 30 coupons valid for a
complimentary wristband were given to First 5 families, and 19 coupons were used at
the event. Recreation participants were given coupons for $1 off Spooky Sampler
wristband, $2 off Freaky Fun wristband and $3 off Super Scare wristband. The event
relies heavily on volunteer support. A total of 43 volunteers from organizations including
the middle schools, Moorpark High School, Moorpark College, Teen Council and the
Parks and Recreation Commission assisted with the event. Volunteers ran the various
activities with supervision by City part-time and full-time staff members.
All aspects of the event ran smoothly this year. The Trick or Treat Village was located in
the Cypress room. The Village included themed areas such as the graveyard, pumpkin
patch, Halloween house, and haunted castle. The carnival games were located in the
Sycamore room. Fourteen games were featured and included small, medium, and large
prizes. Crafts were held in the kitchen and activity room. Underwood Family Farms
again donated the 150 pumpkins used for the pumpkin painting activity. Other crafts
included trick or treat bags, Spider Lollipops, and the Witches Brew craft corner, with
various Halloween craft kits. Attractions were located inside the gym and included a
bounce tent, obstacle course, and giant slide and face painting.
The costume contest was held at 6:00 p.m. for 4 years and under, 6:15 p.m. for 5-9
years and 6:30 p.m. for 10+. Contest categories included cutest, scariest and most
unique and elaborate. Winners from each age division were given 1St, 2nd, and 3rd prize
ribbons and a small treat. All other participants were given a participation ribbon and
small treat. Approximately 30 children participated in the costume contest. The event
was not able to recoup its costs. A budget summary is attached.
Staff Recommendation
Receive and file this report.
Parks and Recreation Commission
Page 3
TRICK OR TREAT BUDGET SUMMARY
��• ��:
oil
Participants 500
Participants 600
Participants 600
GROSS REVENUE $ 1,825.00
GROSS REVENUE $ 2,165.00
GROSS REVENUE $ 1,885.00
DIRECT COSTS $ 2,158.73
DIRECT COSTS $ 2,472.52
DIRECT COSTS $ 2,426.19
Prizes $ 296.96
Prizes $ 399.43
Prizes $ 384.24
Signs $ 32.93
Signs $ 166.71
Signs $ 305.26
Crafts $ 80.50
Crafts $ 65.84
Crafts $ 73.44
Candy $ 204.88
Candy $ 211.22
Candy $ 217.39
Supplies $ 16.36
Supplies $ 27.68
Supplies $ -
Decorations $ 25.39
Decorations $ 89,64
Decorations $ 72.34
Attractions $ 565.00
Attractions $ 565.00
Attractions $ 565.00
Advertisement $ 192.00
Advertisement $ 134.00
Advertisement $ 157.18
Wristbands $ -
Wristbands $ -
Wristbands $ -
Part-time Staff Costs $ 744.71
Part-time Staff Costs $ 813.00
Part-time Staff Costs $ 651.34
INDIRECT COSTS $ 4,840.86
INDIRECT COSTS $ 2,839.51
INDIRECT COSTS $ 3,336.34
Full-time staff costs $ 4,004.13
Full-time staff costs $ 2,361.00
Full-time staff costs $ 2,924.10
Overhead costs $ 836.73
Overhead costs $ 478.51
Overhead costs $ 412.24
TOTAL COST $ 6,999.59
TOTAL COST $ 5,312.03
TOTAL COST $ 5,762.53
Gross Profit/(Loss) $ (333.73)
Gross Profit/(Loss) $ (307.52)
Gross Profit/(Loss) $ (541.19)
Net Profit/(Loss) $ (5,174.59)
Net Profiti(Loss) $ (3,147.03)
Net Profit/(Loss) $(3,877.53)
Net Profit/(Loss) per participant ($10.35)
Net Profit/(Loss) per participant ($5.25)
Net Profit/(Loss) per participant ($6.46)
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: Parks & Recreation Commission
FROM: Stephanie Shaw, Recreation Superintendent
DATE: January 26, 2011 (P&R Meeting of 2/7/11)
SUBJECT: Consider Special Event Report: 3rd of July Fireworks
BACKGROUND
Since 1997, the City of Moorpark has sponsored an annual 3rd of July Fireworks
Extravaganza at the Arroyo Vista Community Park. This Independence Day celebration
features entertainment, vendors, games and attractions, and an aerial fireworks display.
DISCUSSION
The 2010 Fireworks Extravaganza was held on Friday, July 3, from 4:00 to
approximately 9:45 p.m. at the Arroyo Vista Community Park. Event features included
live entertainment, games and attractions, food vendors, and the aerial fireworks
display.
Admission fees remained at $3.00 per person this year. Children 5 and under were free.
Entertainers, vendors, staff members, dignitaries, and sponsors were again admitted
free of charge. Activities were added to other parks this year and included the sale of
glow and inflatable items at Tierra Rejada, Mountain Meadows, and Glenwood parks as
well as two food booths at Tierra Rejada Park.
Musical entertainment began at 4:30 p.m. with two of the Battle of the Bands finalists:
Hatching Dinosaurs and the Mark Cross Band. The opening band, "Full Spectrum" went
on at 5:15 and played for 90 minutes. The band played a variety of oldies and classic
hits. "The Hodads" were selected as the feature act again this year. "The Hodads"
performed from 7:30 to 9:00 p.m., with an encore after the fireworks show that lasted
approximately 15 minutes. Staff received positive comments from the public regarding
the entertainment.
Parks and Recreation Commission
Page 2
A variety of other activities took place in the transition time between bands. The
American flag was presented by the Ventura County Sheriff's Department. "Moorpark
Has Talent" second place winner Laura Elkins sang the National Anthem for the
presentation. Mayor Janice Parvin led the Pledge of Allegiance. Also during this time
staff led some audience participation games of tug -o -war. Announcements and sponsor
recognitions were also made at this time.
In addition to the entertainment and performances, the event featured special
attractions, games, and vendors. A small fee was charged to the public by the vendors
providing the special attractions. Attractions included bounce tents and other inflatable
attractions, face painting, a climbing wall, laser tag, paint ball game, non -motorized
rides, and carnival games. Recreation staff led a variety of picnic games near the
attraction area. These games were free of charge, and included gunny sack races, hula -
hoop contests, tug -o -war, relay races, and more. A variety of patriotic novelty items
were awarded to participants.
The number of food vendors decreased this year, with twenty food booths this year
(eighteen at Arroyo Vista and two at Tierra Rejada) compared to twenty-three last year
(all at Arroyo Vista). Twenty-one booths were scheduled to be at Arroyo Vista this year,
but one booth was closed by Environmental Health due to a non-operating sink. Food
courts were located near the recreation center and the ball field snack bar. An additional
food vendor was located near the attractions. Items sold included tri -tip, hot dogs, ice
cream, shave ice, smoothies, kettle corn, nachos, cotton candy, funnel cake, and more.
Other vendors included Band Boosters selling items such as glow necklaces, inflatable
items, and patriotic knick-knacks, and the American Legion distributed hundreds small
flags to the public free of charge. The Moorpark Arts Commission also had a booth. A
survey was sent to all vendors. Vendors generally had positive comments about the
event, with the exception of vendors located at Tierra Rejada Park and the south side of
the recreation center building at Arroyo Vista. These vendors were not satisfied with
their booth locations. Food booths will not be offered at Tierra Rejada Park next year,
and staff will consider whether the south -facing booths can be moved. These vendors
requested sink access, and there are restrictions set by Environmental Health as to the
placement of these booths.
Zambelli International was contracted for the aerial fireworks display this year. Staff
again worked with the City's sound engineer to develop the musical accompaniment
that was used during the display. The display ran smoothly this year and staff received
many positive comments about it.
Police services were provided by the Ventura County Sheriff's Department, and a fire
inspector was on site for the day. The event continues to maintain a safe environment.
No major incidents were reported. Volunteers from ARES provided radio
communications. This assistance continues to be a valuable asset to the smooth
running of the event. A first aid station was set up in the City information booth. Only
two minor injuries were reported to staff.
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Parks and Recreation Commission
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The Moorpark Presbyterian Church worked with the Sheriff's Department on parking
and traffic control. A City staff person was also assigned to parking to assist with
communications and oversight. The north side of the access road was striped by Public
Works to maximize the number of parking spaces available in the park. This continues
to be effective. Permit parking for vendors and staff was again located in lot C. VIP and
disabled parking was located in lot #A. VIP passes also included the option to park in lot
B this year.
The traffic egress plan, which has been in place for the past several years, was utilized
again this year. Barricades were aligned along the center of the road to delineate
between pedestrian and vehicle traffic. The sidewalk on the south side of the access
road and the entire inbound traffic lane were reserved for pedestrian traffic, with
vehicles limited to the outbound lane. Pedestrian crosswalks were established at key
points to allow pedestrians to cross the road without disturbing the traffic flow. The park
was emptied in approximately 1 hour.
Sponsorships decreased significantly this year. Last year the City received $5,500 in
sponsorships. This year, sponsorships totaled $3,500. Sponsorships included $1,000
each from Waste Management, and Moorpark Rubbish; and $500 each from Wayne J.
Sand & Gravel, Pardee Homes, and Moorpark Self Storage. Sponsors were recognized
in print advertising and with announcements during the event. They also received
complimentary event passes, and either a certificate or plaque.
Gross revenue for the event and direct costs were relatively consistent with 2009.
Indirect costs decreased due to more accurate calculations of overhead and full-time
staff costs. Additionally, management staff costs were not included in this year's
calculations. Management staff who worked on July 3 did not receive additional
administrative leave or other compensation for working at the event. A budget summary
is included in this report.
Attendance for the event remained relatively consistent with last year, with
approximately 12,250 in attendance. It is estimated that several thousand more watched
the fireworks display from nearby parks, shopping centers, and homes. The Fireworks
Extravaganza continues to be a successful event.
A wrap-up meeting was held after the event. Event staff indicated the event was well
managed and no major problems were encountered. Suggestions to refine the event
were solicited from those at the meeting. Suggestions were also submitted by the police
volunteers. Some suggestions for future years include (in no particular order):
• Increase number of portable toilets.
• Better coordinate admission between the gate monitor and admission staff before
the gates officially open. Give gate monitor a stamp to stamp people from whom
admission fees have already been collected.
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Parks and Recreation Commission
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• Secure opening in wall along Tierra Rejada Road near top of access road
(people sneaking in past the top gate.)
• Work with vendors with large volunteer groups to ensure they understand
admission procedures (members from a church with a booth were rude to
admission staff.)
• Increase police presence at Pedestrian Bridge (people sneaking in along the
Arroyo).
• Schedule all front-end admission staff until 9:30 p.m. to assist with egress
transition.
• Provide admission staff with orange vests.
• Specifically assign 1 admission staff person to manage hand -stamps and re-
admission.
• Use delineators at Pedestrian Bridge to better control admission traffic flow.
• Designate exact change lines at admission points.
• Provide a portable toilet for staff -use only.
• Rent hand -sanitizing stations for placement by portable restrooms.
• Provide an ATM machine (can be leased) at the park.
• Review radio etiquette with all event staff.
• Address safety concern of crossing the street from high school lots along access
road.
• Require attraction vendors to more clearly post what attractions are included with
their wristbands (two separate companies provided attractions; pubic confused
by wristbands.)
• Add more food vendors and a possible third food court.
• Secure a different band for the feature band.
• Address issue to illegal vendors north of the Pedestrian Bridge.
• Increase number of "Do Not Enter" signs at the restricted zone.
• Increase security staffing along hillside near the stage and tennis courts,
particularly later in the day.
• Have ARES volunteers route all calls through the Command Post.
• Put lighting in or above portable toilets.
• Weave caution tape through barricades along access road.
• Increase signage at entrance points regarding admission fees.
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Parks and Recreation Commission
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Improve system for identifying persons who do not need to pay admission (some
people were attempting to enter with City or Police badges from unknown
agencies.)
• Increase parking enforcement in Villa Campesina area (double parking and road
blockage issues.)
BUDGET SUMMARY
FIREWORKS EXTRAVAGANZA BUDGET SUMMARY
STAFF RECOMMENDATION
Receive and file this report.
S:\Community Services\ADMINISTRATIVE\P&R Commission\Agenda Reports\2011\2-7-11 Fireworks Extravaganza 2010.doc
00• EVENT
2008 EVENT
Participants 11,500.00
Participants 12,300.00
Participants 12,500.00
GROSS REVENUE $ 42,786.86
GROSS REVENUE 1$ 44,130.64
GROSS REVENUE $ 38,338.00
Vendor Fees $ 7,047.00
__.
Vendor Fees $ 6,154.00
Vendor Fees $ 4,320.00
Sponsorships $ 3,500.00
Sponsorships $ 5,500.00
Sponsorships $ 3,250.00
Admission Fees $ 32,239.86
Admission Fees $ 32,476.64
.
Admission Fees $ 30,768.00
DIRECT COSTS $ 34,093.66
DIRECT COSTS $ 33,251.73
DIRECT COSTS $ 43,444.64
Fireworks Display $ 12,000.00
Fireworks Display $ 12,000.00
Fireworks Display $ 15,000.00
Entertainment $ 3,141.31
Entertainment $ 2,783.38
Entertainment $ 8,600.00
................
Stage, Sound, Lighting $ 4,340.90
Stage, Sound, Lighting 1 $ 4,394.80
Stage, Sound, Lighting $ 4,394.80
Equipment, Signs, Prizes $ 118.96
_.
Equipment, Signs, Prizes $ 399.28
Equipment, Signs, Prizes $ 464.89
Publicity and Promotion $ 192.00
Publicity and Promotion $ 377.40
Publicity and Promotion $ 441.40
Event Insurance $ 2,746.25
Event Insurance $ 2,286.25
Event Insurance $ 2,286.25
Police/Security/Safety $ 8,584.00
Police/Security/Safety $ 8,930.96
Police/Security/Safety $ 9,671.00
Sanitation $ 2,935.62
Sanitation $ 1,808.50
Sanitation $ 2,199.39
Sponsor Benefits $ 34.62
--
Sponsor Benefits $ 271.16
Sponsor Benefits $ 386.91
Part-time Staff Costs $ 1,839.40
Part-time Staff Costs $ 1,537.00
Part-time Staff Costs $ 1,456.00
INDIRECT COSTS $ 15,926.00
INDIRECT COSTS $ 21,678.00
INDIRECT COSTS $ 18,692.00
Full-time staff costs (est.) $ 14,629.00
Full-time staff costs (est.) $ 19,853.00
Full-time staff costs (est.) $ 18,159.00
Overhead Costs $ 1,297.00
Overhead Costs $ 1,825.00
Overhead Costs $ 533.00
TOTAL COST $ 51,859.06
TOTAL COST $ 56,466.73
TOTAL COST $ 63,592.64
Gross Profit./ (Loss) $ 8,693.20
1
Gross Profit / (Loss) $ 10,878.91
Gross Profit / (Loss) $ (5,106.64)
Net Profit / (Loss) $ (9,072.20)
Net Profit ! (Loss) $(12,336.09)
Net Profit / (Loss) $ (25,254.64)
Net Profit/ (Loss)/Participant $ (0.74)
Net Profit/ (Loss)/Participant; $ (0.99)
Net Profit/ (Loss)/Participant $ (2.20)
STAFF RECOMMENDATION
Receive and file this report.
S:\Community Services\ADMINISTRATIVE\P&R Commission\Agenda Reports\2011\2-7-11 Fireworks Extravaganza 2010.doc