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HomeMy WebLinkAboutAGENDA REPORT 2021 1215 CCSA REG ITEM 10DCITY OF MOORPARK, 
 CALIFORNIA City Council Meeting of December 15, 2021 ACTION APPROVED STAFF RECOMMENDATION. BY K. Spangler. D. Consider Recreation Programs Cost Recovery Summary Fiscal Year 2020-2021. Staff Recommendation: Receive and file report. (Staff: Stephanie Anderson, Recreation Services Manager) Item: 10.D. Item: 10.D. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Stephanie Anderson, Recreation Services Manager DATE: 12/15/2021 Regular Meeting SUBJECT: Consider Recreation Programs Cost Recovery Summary Fiscal Year 2020-2021 BACKGROUND On January 18, 2012, the City Council approved the Recreation Programs and Services Cost Recovery Policy (Policy), which was incorporated into the City Council Policies Resolution No. 2012-3091. The Policy was revised in 2016 to include certain Active Adult Center programs and was renamed “Recreation and Active Adult Programs and Services Cost Recovery Policy” and incorporated into the City Council Policies by Resolution No. 2017-3610. This report includes only those programs operated by the Recreation Division. The Policy defines costs, revenue sources, program categories, and recovery levels. Costs reported include direct costs (costs charged to the programs’ line-item budget and part-time staff costs) and indirect costs (full-time staff costs and Recreation Division overhead costs such as facility use and general department supplies). Each program offered by the Recreation Division is assigned a program category based on factors including type, purpose, and program structure. Program categories are placed into a recovery level. There are five recovery levels, ranging from level 1 (high subsidy) to level 5 (minimal subsidy). The Policy establishes both the minimum cost recovery and target cost recovery requirements for each program category. Both the minimum and target amounts are noted in the cost recovery summaries in this report. Programs that are unable to meet the minimum cost recovery will be reviewed for consideration of appropriate action, including restructuring, or eliminating the program. The City Manager is authorized to exclude individual programs from the requirements of the Policy. The Policy requires annual reporting to the Parks and Recreation Commission and Moorpark City Council, including whether programs met their cost recovery goals. 412 Honorable City Council 12/15/2021 Regular Meeting Page 2 DISCUSSION This report serves as a financial summary of Recreation Division programs for the fiscal year 2020/21. The seasons included are summer 2020 (June through August), fall 2020 (September through November), winter 2021 (December through February), and spring 2021 (March through May). Included in this report are brief narratives for each program; financial summaries for each program, including comparison figures from the prior two fiscal years; a summary listing of programs based on their status of meeting cost recovery goals; and staff recommended action plans for those programs not meeting their minimum recovery goals. All figures in this report are rounded to the nearest dollar. The full-time staff costs for the 2020/21 fiscal year programs are calculated based on time accounting recorded by full-time recreation division staff. Fiscal year 2020/21 presented many challenges for the Recreation Division due to the ongoing COVID-19 pandemic. In addition to the outright cancelling of many events and programs due to State and local public health orders related to the pandemic, other programs were adversely affected due to substantial regulations for operating programs during the pandemic. As noted last year, this year’s report reflects the difficulties of operating recreation programs during a pandemic. It should be noted that events that were held were all able to meet the minimum cost recovery requirement due to the generous support of the City’s annual event sponsors. COST RECOVERY GOAL SUMMARY Programs Meeting Target Cost Recovery Goal Programs Meeting Minimum Cost Recovery Goal Programs Not Meeting Minimum Cost Recovery Goal Programs Cancelled Due to Public Emergencies Moorpark Little Learners Academy (MLLA) Porch & Patio Party Movies in the Park Summer Camp Out Spooky Avenue Home for the Holiday Parade Breakfast with Bunny Moorpark Earth Festival Spring Teen Cupcake Challenge Recreation Classes Youth Basketball (Spring) Running Club Camp Moorpark Adult Softball League (Spring) Adult Cornhole League Pickleball Tournament 3rd of July Fireworks Concerts in the Park Haunted High Street Breakfast with Santa Holiday Movie Marathon Moorpark Has Talent Winter Classes* Easter Egg Hunt Teen Events** Skate Nights (all) Adult Basketball League Youth Basketball League (Summer, Fall, and Winter) Adult Softball League (Summer and Fall) *Except workshops in early December/late February and fitness classes **Except Spring Teen Cupcake Challenge 413 Honorable City Council 12/15/2021 Regular Meeting Page 3 RECREATION PROGRAM NARRATIVES AND FINANCIAL SUMMARIES 3RD OF JULY FIREWORKS EXTRAVAGANZA The 3rd of July Fireworks Extravaganza was cancelled in 2020 due to the COVID-19 pandemic. Fireworks Extravaganza Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) Cancelled 11,000 12,000 Revenue $57,787 $61,710 Direct Costs $55,612 $60,948 Indirect Costs F/T Staff $22,354 $23,610 Overhead Costs $2,567 $2,290 Total Costs $80,533 $86,848 Gross Profit / (Loss) $2,175 $762 Net Profit / (Loss) ($22,746) ($25,138) Cost Recovery Summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 25% 100% Percent Division Indirect Costs Recovered: N/A 0% 25% Minimum Recovery Met: N/A (EVENT CANCELLED) PORCH & PATIO PARTY Due to the cancellation of the Fireworks Extravaganza, the Recreation Division promoted a Porch & Patio Party, encouraging Moorpark residents to celebrate the holiday by decorating their porch or patio for a chance to win a prize. A best 4th of July recipe contest was also held, with residents emailing in their favorite recipe with photo. A vintage plane fly-over that covered all of Moorpark was the highlight of the event. Porch & Patio Party FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) unknown N/A N/A Revenue $1,000 Direct Costs $3,428 Indirect Costs F/T Staff $10,625 Overhead Costs $525 Total Costs $14,578 Gross Profit / (Loss) ($2,428) Net Profit / (Loss) ($13,578) 414 Honorable City Council 12/15/2021 Regular Meeting Page 4 Cost Recovery Summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 29% 25% 100% Percent Division Indirect Costs Recovered: 0% 0% 25% Minimum Recovery Met: Yes MOVIES IN THE PARK The summer 2020 series featured three films, all shown at Arroyo Vista Community Park. Due to the COVID-19 pandemic, these events were redesigned to a drive-in format. The first movie scheduled in June was moved to September in order to allow staff enough time to implement the changes in format. The final movie schedule was Sonic the Hedgehog on July 18, Jumanji, the Next Level on August 15, and Frozen II on September 19. As space was limited to only 100 vehicles, preregistration was required, with a $10 fee per vehicle. All nights sold out. Other income included donations from annual event sponsors. Both direct costs and full-time staff costs increased significantly this year due to the extra work involved with holding the events in a drive-in format. . Movies in the Park Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) 1200 950 625 Revenue $6,555 $5,188 $2,570 Direct Costs $6,418 $4,782 $4,541 Indirect Costs F/T Staff $12,090 $7,204 $7,399 Overhead Costs $1,159 $1,058 $593 Total Costs $19,667 $13,044 $12,533 Gross Profit / (Loss) $137 $406 ($1,971) Net Profit / (Loss) ($13,112) 950 625 Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 1% 0% 50% Minimum Recovery Met: Yes SUMMER CAMP OUT The Summer Camp Out was launched in the summer of 2018. This event allows community members to “camp” overnight at Arroyo Vista Community Park. The 2020 event was held from 6:00 p.m. on Friday, August 7 through 9:00 a.m. on Saturday, August 8. The event featured a BBQ dinner, s’mores, arts and crafts, games, campfire stories, and a pancake breakfast. The registration fee was $10 advance and $12 late registration. Participants brought their own tent and camping gear. Due to the COVID-19 pandemic, this pre-registered event was held in compliance with industry guidance for camping and related industries. COVID-19 protocols included plated (rather than buffet style) meals, increased disinfecting of equipment, physicall y distanced story time, specific time slots for s’mores, and closure of the playground. 415 Honorable City Council 12/15/2021 Regular Meeting Page 5 Attendance was significantly below normal due to the pandemic, but staff received positive feedback and gratitude for offering the event from those that attended. Summer Camp Out Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Enrollment 56 137 117 Revenue $702 $1,566 $1,558 Direct Costs $1,391 $1,551 $1,452 Indirect Costs F/T Staff $1,845 $3,080 $8,592 Overhead Costs $535 $294 $280 Total Costs $3,771 $4,925 $10,324 Gross Profit / (Loss) ($689) $15 $106 Net Profit / (Loss) ($3,069) ($3,359) ($8,766) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 50% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: Yes CONCERTS IN THE PARK These free events were scheduled for June 28, July 26, and August 23, 2020. Due to COVID-19 restrictions, the concerts could not be held in their normal format. The first concert was redesigned into a drive-in format, however, there was little registration, and the first event was cancelled. The second date was also cancelled due to lack of interest. Staff preemptively cancelled the third date, since the first two did not have enough interest. Two of the bands were rescheduled for the 2021 concert series. Concert in the Park Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) Cancelled 2,000 Not offered Revenue $0 $5,200 Direct Costs $1,980 $8,771 Indirect Costs F/T Staff $9,268 $14,188 Overhead Costs $920 $654 Total Costs $12,168 $23,613 Gross Profit / (Loss) ($1980) ($3,571) Net Profit / (Loss) ($12,168) ($18,413) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 50% 100% Percent Division Indirect Costs Recovered: N/A 0% 50% Minimum Recovery Met: N/A (EVENT CANCELLED) 416 Honorable City Council 12/15/2021 Regular Meeting Page 6 HAUNTED HIGH STREET Haunted High Street was cancelled due to the COVID-19 pandemic. The event was also cancelled in 2019 due to the Easy Fire and dangerously high winds. Haunted High Street Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) 0 (cancelled) 0 (cancelled) 4,500 Revenue $800 $6,750 Direct Costs $1,280 $6,530 Indirect Costs F/T Staff $10,317 $15,694 Overhead Costs $1,070 $2,043 Total Costs $12,667 $24,267 Gross Profit / (Loss) ($480) $220 Net Profit / (Loss) ($11,867) ($17,517) Cost Recovery Summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 25% 100% Percent Division Indirect Costs Recovered: N/A 0% 25% Minimum Recovery Met: N/A (EVENT CANCELLED) SPOOKY AVENUE HALLOWEEN DRIVE THROUGH Due to the cancellation of Haunted High Street in 2020, the Recreation Division planned and implemented a drive-through trick-or-treating experience at Arroyo Vista Community Park, “Spooky Avenue”. Twenty-nine “trunks” participated, including local businesses, organizations, and City staff. City staff also decorated the Lot D median with Halloween scenes. The event was hugely successful, serving over 2,000 people. Spooky Avenue Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) 2000 N/A N/A Revenue $3,000 Direct Costs $5,065 Indirect Costs F/T Staff $12,564 Overhead Costs $1,231 Total Costs $18,860 Gross Profit / (Loss) ($2,065) Net Profit / (Loss) ($15,860) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 59% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: Yes 417 Honorable City Council 12/15/2021 Regular Meeting Page 7 BREAKFAST WITH SANTA Breakfast with Santa was scheduled for December 12 and 13, 2020. The event would have filled to capacity; however, due to surging COVID-19 cases and subsequently issued public health restrictions, the event was cancelled, and refunds were issued. Breakfast with Santa Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Enrollments cancelled 299 311 Revenue $0 $2,900 $3,600 Direct Costs $161 $3,112 $3,368 Indirect Costs F/T Staff $3,005 $6,074 $4,091 Overhead Costs $409 $604 $582 Total Costs $3,575 $9,790 $8,042 Gross Profit / (Loss) ($161) ($212) $232 Net Profit / (Loss) ($3,575) ($6,890) (4,441) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 50% 100% Percent Division Indirect Costs Recovered: N/A 0% 50% Minimum Recovery Met: N/A (EVENT CANCELLED) HOME FOR THE HOLIDAYS PARADE This event was held on December 19 and 20, 2020, to provide the Moorpark community with a holiday celebration after the annual Breakfast with Santa and Holiday Movie Marathon events were cancelled due to the COVID-19 pandemic. As with the Bunny Parade in the spring of 2020, Recreation staff worked closely with the Public Works Department and Moorpark Police Department to implement the parade. The parade consisted of two police vehicles, two public works vehicles, and two recreation vehicles which were decorated and transporting Santa Claus, an Elf, and the Grinch. The parade covered virtually all streets in Moorpark over the two-day event. The event was promoted primarily through social media and a Santa Tracker, using the Glympse app. The event was well received by the community and received coverage on local news programs and newspapers. Event costs were covered by annual event sponsorships. Home for the Holidays Parade FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) 7,000 N/A N/A Revenue $1,550 Direct Costs $3,066 Indirect Costs F/T Staff $5,514 Overhead Costs $787 Total Costs $9,367 Gross Profit / (Loss) ($1,516) Net Profit / (Loss) ($7,817) 418 Honorable City Council 12/15/2021 Regular Meeting Page 8 Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 51% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: Yes HOLIDAY MOVIE MARATHON This event was not scheduled due to the COVID-19 pandemic based on restrictions on indoor movie theaters. Holiday Movie Marathon Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance cancelled 198 199 Revenue $271 $262 Direct Costs $102 $170 Indirect Costs F/T Staff $2,371 $1,645 Overhead Costs $268 $310 Total Costs $2,741 $2,125 Gross Profit / (Loss) $169 $92 Net Profit / (Loss) ($2,470) ($1,863) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 50% 100% Percent Division Indirect Costs Recovered: N/A 0% 50% Minimum Recovery Met: N/A (EVENT CANCELLED) MOORPARK HAS TALENT The traditional Moorpark Has Talent show was not scheduled due to the COVID-19 pandemic. Instead, a Virtual Talent Show was planned. Video submissions were solicited, and a virtual show was scheduled for April 10. However, due to a lack of talent submissions, the virtual event was cancelled. Moorpark Has Talent Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance Cancelled 0 (cancelled) 254 Revenue $0 $160 $3,627 Direct Costs $0 $295 $1,876 Indirect Costs F/T Staff $4,762 $5,536 $5,987 Overhead Costs $325 $762 $719 Total Costs $5,087 $6,593 $8,582 Gross Profit / (Loss) $0 ($135) $1,751 Net Profit / (Loss) ($5,087) 0 (cancelled) 254 419 Honorable City Council 12/15/2021 Regular Meeting Page 9 Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 50% 100% Percent Division Indirect Costs Recovered: N/A 0% 50% Minimum Recovery Met: N/A (EVENT CANCELLED) EASTER EGG HUNT In anticipation of continued COVID-19 public health restrictions, this event was not scheduled for 2021. Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 50% 100% Percent Division Indirect Costs Recovered: N/A 0% 50% Minimum Recovery Met: N/A (EVENT CANCELLED) BREAKFAST WITH BUNNY In lieu of the Easter Egg Hunt, the Recreation Division planned and implemented a Breakfast with Bunny event in compliance with COVID-19 protocols for outdoor dining. The event was held on March 27 and April 3 at the Peppertree Pavilion, with three seatings available on each date (7:45 a.m., 9:00 a.m., and 10:15 a.m.). Aside from the 7:45 a.m. seating on March 27, all seatings filled to capacity. The event featured a pancake breakfast, a spring craft packet, a photo opportunity with the Easter bunny, and an individualized egg hunt (children were given a brightly colored egg carton to fill with pre-filled Easter eggs). The event ran smoothly with positive feedback from attendees. Easter Egg Hunt Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) cancelled 0 (cancelled) 1,600 Revenue $0 $5,584 Direct Costs $305 $5,219 Indirect Costs F/T Staff $2,220 $8,301 Overhead Costs $970 $1,090 Total Costs $3,495 $14,609 Gross Profit / (Loss) ($305) $365 Net Profit / (Loss) ($3,495) ($9,025) 420 Honorable City Council 12/15/2021 Regular Meeting Page 10 Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 6% 0% 50% Minimum Recovery Met: Yes MOORPARK EARTH FESTIVAL & COMMUNITY YARD SALE The 2021 Moorpark Earth Festival was held on Saturday, May 1 from 9:00 a.m. to 1:00 p.m. at parking lot B of the Arroyo Vista Community Park. The event featured eco- friendly vendors, gardening resources, free trees, a monarch butterfly conservation display, and the Community Yard Sale with 27-yard sale entries. Overall, the event ran smoothly. The 2020 event was scheduled for Saturday, April 25, but was cancelled due to the COVID-19 pandemic. Moorpark Earth Festival Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) 800 0 400 Revenue $535 $0 $985 Direct Costs $500 $0 $796 Indirect Costs F/T Staff $5,805 $2,763 $11,498 Overhead Costs $1,027 $607 $539 Total Costs $7,332 $3,370 $12,832 Gross Profit / (Loss) $35 0 $189 Net Profit / (Loss) ($6,797) ($3,370) ($11,848) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 1% 0% 50% Minimum Recovery Met: Yes Breakfast with Bunny Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) 385 Not offered Not offered Revenue $4,056 Direct Costs $3,509 Indirect Costs F/T Staff $7,405 Overhead Costs $1,060 Total Costs $11,974 Gross Profit / (Loss) $547 Net Profit / (Loss) ($7,918) 421 Honorable City Council 12/15/2021 Regular Meeting Page 11 SKATE NIGHTS Skate Nights were cancelled due to the COVID-19 pandemic. Some staff costs were incurred due to the planning time spent in the event Skate Nights could be held. Skate Night Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Attendance (approx.) cancelled 245 500 Revenue $0 $525 $767 Direct Costs $0 $1,031 $1129 Indirect Costs F/T Staff $455 $4,811 $7396 Overhead Costs $229 $630 $428 Total Costs $684 $6,471 $8952 Gross Profit / (Loss) $0 ($506) ($362) Net Profit / (Loss) ($684) ($5,947) ($8,186) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: N/A 50% 100% Percent Division Indirect Costs Recovered: N/A 0% 50% Minimum Recovery Met: N/A (EVENT CANCELLED) TEEN EVENTS All Teen events were cancelled due to the COVID-19 pandemic, with the exception of the Spring 2021 Cupcake Challenge. The spring Cupcake Challenge was held on Friday, April 30 from 6:30-9:00 p.m. at the Arroyo Vista Recreation Center. A Teen Book club was also launched by the Moorpark Teen Council; however, the club was cancelled due to a lack of interest. General Teen Event Financial Summaries FY 2020/21 FY 2019/20 FY 2018/19 Participation (Total) 12 22 51 Revenue $60 $220 $430 Direct Costs $104 $282 $442 Indirect Costs F/T Staff $1,896 $1,615 $7,171 Overhead Costs $256 $512 $1302 Total Costs $2,256 $2,409 $8,914 Gross Profit / (Loss) ($44) ($62) ($12) Net Profit / (Loss) ($2,196) ($2,189) ($8,485) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 57% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: Yes 422 Honorable City Council 12/15/2021 Regular Meeting Page 12 CAMP MOORPARK Prior to COVID-19, Camp Moorpark enrollment and revenue had been increasing. In 2018/19, the program did not meet the minimum cost recovery requirement due solely to low attendance in Adventure Camp. Program enrollment improved in 2019/20, and despite the entire spring 2021 season being cancelled due to the COVID-19 pandemic, the Camp Moorpark program reached its target recovery goal last year. However, significant COVID-19 restrictions and protocols have set Camp Moorpark back on its trend toward reaching and exceeding its cost recovery goals. During the summer 2020 season, summer camp started as scheduled on June 15. However, due to the COVID-19 pandemic, extensive COVID-19 protocols were implemented, which reduced revenue but increased operational costs. Revenue decreased because total camp attendance was limited to 50% of normal capacity due to group size and facility space limitations. Camp rooms were partitioned to provide each group with its own space. Due to facility limitations, total camp enrollment was limited to 60 per day, as opposed to a maximum of 120 per day. Proportionally, part-time staff costs increased for several reasons. First, the maximum group size allowed under the COVID guidance was 10 campers per one counselor, compared to the camp’s normal 12:1 ratio. Second, a new outdoor check-in/out desk was set up which required additional staffing. Finally, enhanced cleaning routines required additional staff time. As mentioned above, check-in and check-out was moved outdoors and parents were not allowed to enter the classroom. Temperature checks were performed on all campers at check-in. Other changes were made to camp under the COVID protocols as well. Camp activities were modified to promote physical distancing and outdoor activities were increased. The refund/credit policy was revised to allow for sick day credits, to encourage parents to keep ill children at home. Despite the challenges of operating under the COVID-19 protocols, staff did an excellent job, and the program was successful, with most days filling to capacity or near capacity. Over the course of the summer, no COVID-19 cases were identified in camp. Adventure Camp’s start date was delayed until July 7, in hopes that enough field trip sites would be open by that time to offer the program. However, with increasing cases in July, most field trip sites were reclosed or remained closed, and the summer 2020 program was ultimately cancelled. Field trips for Camp Moorpark were also cancelled. After summer and during the school year, in order to provide parents with partial-day care for their children while school was virtual or limited hours, the Recreation Division launched a new camp program in the fall: B.A.S.E. (Before and After School Enrichment) Camp. The program started immediately after summer camp concluded. Initially, two sessions were offered to compliment the school day cohorts. A third afternoon session was added after the second week and through the remainder of the fall season due to demand. Camp COVID-19 protocols continued to be in place. The B.A.S.E. Camp program continued to operate through the end of May 2021. Regular Fall, Winter, and Spring Camp Moorpark sessions were also offered during Moorpark Unified School District (MUSD) school holidays. Enrollment numbers for these camps were lower than normal. 423 Honorable City Council 12/15/2021 Regular Meeting Page 13 Although the program was not able to meet its cost recovery minimum overall, the Fall and Spring sessions did meet the minimum recovery goal and all direct costs incurred by the City were recovered for all camp programs. Additionally, considering the constraints placed on many Moorpark families during the COVID-19 pandemic, camp services served a much more vital role to the community, as parents were in desperate need of childcare and children were in need of social, physical, and emotional activity. Categorized as a Vital Service, Camp Moorpark exceeded its cost recovery target. Camp Moorpark Financial Summary Summer 2020 Adventure Camp Summer 2020 Fall 2020 Winter 2020/21 Spring 2021 Total FY 2020/21 FY 2019/20 FY 2018/19 Total Enrollments 2583 0 480 264 337 3664 4119 4,031 Income $103,489 $0 $33,888 $15,802 $20,083 $173,262 $190,467 $169,892 Direct Costs $92,574 $0 $23,694 $11,418 $12,645 $140,331 $125,106 $137,650 Indirect Costs F/T Staff $37,437 $0 $13,790 $10,545 $8,297 $70,069 $54,827 $60,769 Overhead Costs $13,238 $0 $5,318 $3,748 $4,146 $26,450 $16,324 $15,841 Total Costs $143,249 $0 $42,802 $25,711 $25,088 $236,850 $196,257 $214,263 Gross Profit / (Loss) $10,915 $0 $10,194 $4,384 $7,438 $32,931 $65,361 $32,242 Net Profit / (Loss) ($39,760) $0 ($8,914) ($9,909) ($5,005) ($63,588) ($5,790) ($44,369) Cost Recovery Summary (Category: Day Camps) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 34% 50% 75% Minimum Recovery Met: No Cost Recovery Summary (Category: Vital Services) Recovered Minimum Target Percent Direct Costs Recovered: 100% 25% 100% Percent Division Indirect Costs Recovered: 34% 0% 25% Minimum Recovery Met: Yes CAMP MOORPARK PROGRAM SUMMARY: Summer 2020 - Spring 2021 Annual registration fee: $35/$25 (2nd child) PROGRAM DATES HOURS DAIILY FEES Summer Camp Moorpark Monday-Friday 6/15 - 8/21 (49 days) 7:30 a.m. - 6:00 p.m. $43 - $60 Adventure Camp Cancelled Fall Camp Moorpark 9/28, 11/11, 11/23-25 (5 Days) 8:00 a.m. - 6:00 p.m. $43 - $60 Winter Camp Moorpark 12/21-24, 12/28-31, 1/4, 1/18, 2/12, 2/15 (12 Days) 8:00 a.m. - 6:00 p.m. $43 - $60 Spring Camp Moorpark 3/29-4/2, 4.5, 5/28 (7 Days) 8:00 a.m. - 6:00 p.m. $43 - $60 B.A.S.E. Camp 8/24/20-5/28/21 7:00-11:00 a.m. & 11:00 a.m.-3:00 p.m. $75-$90/ week Program held at AVRC. 424 Honorable City Council 12/15/2021 Regular Meeting Page 14 AVERAGE DAILY ATTENDANCE COMPARISON Report Year Summer Adventure Camp Fall Camp Winter Camp Spring Camp 2020/2021 52.71 0.0 17.2 / 30.3* 13.2 / 14.6* 22 / 15.25* 2019/2020 71.3 18.8 27.4 22.5 0 2018/2019 64.1 12.7 21.3 19.6 28.1 2017/2018 91.5 19.2 19.2 23.7 29.5 *Average weekly attendance for BASE Camp Staff Recommended Action for this Program to Meet Cost Recovery: It is anticipated that with the end of the COVID-19 pandemic, the Camp program will resume its upward trend and meet its cost recovery minimum requirement. No changes are recommended at this time. RECREATION CLASSES A variety of recreation classes are offered throughout the year, including sports, dance, baking, technology, art, and music. Most classes are held at the Arroyo Vista Recreation Center and Community Park. This year, an increased number of classes were taught directly by City staff rather than contract instructors. This has resulted in fewer cancellations, better customer service, and increased net revenue to the City. After being completely cancelled in the spring of 2021, classes resumed in summer, primarily after July 1, but had lower-than-normal enrollment. Additionally, several contract classes were cancelled, because the contract instructors were either uncomfortable teaching or unable to rehire laid-off employees. For classes that did resume, COVID-19 protocols were implemented, including limiting class size, conducting temperature checks, maintaining physical distancing as feasible, implementing face covering requirements for adults and children in grades 3 and up, and increasing cleaning and disinfecting of facilities and equipment. Classes continued (with COVID-19 protocols in place) in the fall. Class enrollments increased significantly, as parents sought in-person activities for their children. In winter, classes continued with COVID-19 protocols still in place. Class enrollments in December were very high, continuing the trend of increased class enrollment. However, in early December, the State issued a regional stay-at-home order, which resulted in all indoor and non-sports related classes being cancelled from the 2nd week of December through January. Despite these cancellations, Winter 2021 enrollments were the highest since 2008, and were higher than 17 out of 22 previous seasons. The increased enrollment trend continued in Spring 2021, with record enrollment numbers. It should be noted that figures are substantially different this year and last year compared to 2018/19 and prior years because the Away We Grow preschool program ended in May of 2019. As this program was operated through an independent contractor (Away We Grow, LLC (AWG), it was considered a contract class and expenses and revenue related to the program were included in Recreation Classes. Upon the retirement of AWG’s owner, the City purchased AWG’s equipment and curriculum, and starting in September 2019, began operating the preschool directly. This program was named Moorpark Little Learners Academy and is included as its own section of this report. 425 Honorable City Council 12/15/2021 Regular Meeting Page 15 Recreation Classes Financial Summary Summer 2020 Fall 2020 Winter 2020/21 Spring 2021 Total FY 2020/21 FY 2019/20 FY 2018/19 Classes Offered 102 99 104 127 432 328 403 Classes Run 43 80 57 110 290 171 248 Classes Canceled 59 19 47 17 142 157 155 Cancelation Rate 58% 19% 45% 13% 33% 48% 38% Enrollments 365 606 449 813 2233 1045 1986 Revenue $37,864 $32,042 $22,185 $43,736 $135,827 $70,818 $228,321 Direct Costs $21,953 $21,560 $15,465 $25,918 $84,896 $46,420 $166,510 Indirect Costs F/T Staff $11,692 $11,692 $11,692 $11,692 $46,768 $39,894 $40,900 Overhead Costs $5,644 $3,828 $3,826 $3,983 $17,281 $7,867 $20,923 Total Costs $39,289 $37,080 $30,983 $41,593 $148,945 $94,182 $228,333 Gross Profit / (Loss) $15,911 $10,482 $6,720 $17,818 $50,931 $24,398 $61,811 Net Profit / (Loss) ($1,425) ($5,038) ($8,798) $2,143 ($13,118) ($23,364) ($12) Cost Recovery Summary (Category: Recreation Classes) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 79% 75% 100% Minimum Recovery Met: Yes MOORPARK LITTLE LEARNERS ACADEMY PRESCHOOL Moorpark Little Learner’s Academy (MLLA) is a traditional preschool program that prepares students for entry into elementary school. The program features part-time classes for toddlers on Monday and Wednesday or Tuesday and Thursday, a 3-year-old class on Tuesday and Thursday, and a 4-year-old class on Monday, Wednesday, and Friday. The school operates September through May. The program is not a licensed childcare, but instead operates as a public recreation program as defined in the California Health and Safety Code, chapter 3.5, section 1596.792. This limits the program to a maximum of 12 hours per week. The 2020/21 school year started in September, with COVID-19 protocols in place (very similar to those of Camp Moorpark). The program was not filled to capacity, as several withdrawals took place due either to parents’ concerns about the pandemic, parents working from home, or families moving out of the area. Holiday parties and special events for the program were significantly altered to comply with public health orders while still offering as much normalcy to the students as possible. Preschool continued in the winter and spring seasons, with COVID-19 protocols in place. Over the course of the school year, the program was at over 90% capacity. For two weeks in January, at the height of the winter COVID surge, class was cancelled for two weeks due to one student and one employee testing positive for COVID, and several potential exposures (family members of students testing positive). This resulted in a decrease in revenue, as credits/refunds were issued for COVID-19 related cancellations. 426 Honorable City Council 12/15/2021 Regular Meeting Page 16 The program was able to meet its target cost recovery goal. MLLA Financial Summary Total FY 2020/21 FY 2019/20 FY 2018/19 Annual Enrollments 61 76 Previously included in Recreation Classes Average Monthly Attendance 60 66 Revenue $166,757 $141,796 Direct Costs $92,728 $87,893 Indirect Costs F/T Staff $38,047 $34,677 Overhead Costs $11,774 $6,476 Total Costs $142,549 $129,046 Gross Profit / (Loss) $74,029 $53,903 Net Profit / (Loss) $24,208 $12,750 Cost Recovery Summary (Category: Recreation Classes) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 100% 75% 100% Minimum Recovery Met: Yes ADULT SOFTBALL LEAGUES Due to the COVID-19 pandemic, all but the spring 2021 seasons of adult softball were cancelled. The spring season was small, with only 6 men’s teams participating. Games were played on Thursdays at the Arroyo Vista Community Park. This program did not meet its minimum cost recovery requirement, due both to the low enrollment in spring and the complete cancellation of the other two seasons. Adult Softball Summer 2020 Fall 2020 Spring 2021 Total FY 2020/21 FY 2019/20 FY 2018/19 Teams 0 0 6 6 12 45 Players 0 0 72 72 195 730 Revenue $0 $0 $1,225 $1225 $5,025 $18,975 Direct Costs $0 $0 $976 $976 $2,730 $11,991 Indirect Costs 0 F/T Staff $571 $571 $4,564 $5,706 $17,131 $13,680 Overhead Costs $74 $83 $486 $643 $2,553 $7,322 Total Costs $645 $654 $6,026 $7,325 $22,414 $32,993 Gross Profit / (Loss) $0 $0 $249 $249 $2,295 $6,984 Net Profit / (Loss) ($645) ($654) ($4,801) ($6,100) ($17,389) ($14,018) 427 Honorable City Council 12/15/2021 Regular Meeting Page 17 Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 4% 75% 100% Minimum Recovery Met: No Staff Recommended Action for this Program to Meet Cost Recovery: For over two decades, slow-pitch softball participation has been declining nationwide. This trend has also affected the City’s leagues. The softball league has not been able to meet its minimum cost recovery requirement for the past eight years due to a decline in team enrollment that began in FY 2013/14. This program will not meet the minimum cost recovery requirement without either: 1) Significantly increasing enrollment fees (which would subsequently decrease participation further) or significantly increasing enrollment; 2) Eliminating one full-time staff position and filling it with a part-time position to account for the decline in adult sports programs; or 3) Implementing new adult sports (or other) programs to reduce the overhead cost burden on adult softball. Two years ago, staff recommended option 3; however, additional successful sports programs were could not be added. A futsal league and a pickleball tournament were planned for the spring 2020; however, the COVID-19 pandemic cancelled all sports programs for the season. It was anticipated that adult softball would not fare well this year, due to continued cancellations from the COVID-19 pandemic. The adult basketball league was cancelled for all four seasons, and the only new sports programs were a small cornhole league (which was postponed twice before running due to COVID-19) and a pickleball tournament (which was postponed three times due to COVID-19 before being run). Considering this situation, staff recommends continuing with option 3 once programming is able to return to normal. ADULT BASKETBALL LEAGUES The adult basketball league was cancelled for all four seasons of this reporting period due to the COVID-19 pandemic. Some costs were incurred as staff efforts were spent on league planning in the event the leagues would be able to run. Adult Basketball Summer 2020 Fall 2020 Winter 2020/21 Spring 2021 Total FY 2020/21 FY 2019/20 FY 2018/19 Teams 0 0 0 0 0 28 52 Players 0 0 0 0 0 293 517 Revenue $0 $0 $0 $0 $0 $9,190 $18,975 Direct Costs $0 $0 $0 $60 $0 $3,388 $7,691 Indirect Costs F/T Staff $1,104 $1,104 $1,104 $1,104 $4,416 $19,977 $16,220 Overhead Costs $45 $54 $51 $40 $190 $4,299 $6,906 Total Costs $1,149 $1,158 $1,155 $1,204 $4,666 $27,664 $30,817 Gross Profit / (Loss) $0 $0 $0 ($60) ($60) $5,802 $11,284 Net Profit / (Loss) ($1,149) ($1,158) ($1,155) ($1,204) ($4,666) ($18,474) ($11,842) 428 Honorable City Council 12/15/2021 Regular Meeting Page 18 Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: N/A 100% 100% Percent Division Indirect Costs Recovered: N/A 75% 100% Minimum Recovery Met: N/A (PROGRAM CANCELLED) Staff Recommended Action for this Program to Meet Cost Recovery: The basketball league has not operated since spring 2020 due to the COVID-19 pandemic. Staff recommends taking the same approach with basketball as recommended for softball. CORNHOLE LEAGUE The Cornhole League was planned to begin in the Fall of 2020; however, due to the COVID-19 pandemic, it was not until Spring 2021 that the league was able to run. The league started on March 6 and ran for six weeks. Games were played from 3:00- 5:00 p.m. at the Arroyo Vista Community Park. A total of 10 teams enrolled in the league and staff received positive feedback from the players. As this was a new league, the start-up costs (primarily staff time for planning the new league) were high, and the program did not meet the minimum cost recovery requirement. Cornhole League Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Teams 10 Not offered Not offered Revenue $610 Direct Costs $1,048 Indirect Costs F/T Staff $4,129 Overhead Costs $231 Total Costs $5,408 Gross Profit / (Loss) ($438) Net Profit / (Loss) ($4,798) Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 58% 100% 100% Percent Division Indirect Costs Recovered: 0% 75% 100% Minimum Recovery Met: No Staff Recommended Action for this Program to Meet Cost Recovery: This program was intended to be one of the many supplemental adult sports programs to improve the overall cost recovery for adult sports. As this strategy has not been able to be fully implemented due to the COVID-19 pandemic, staff recommends continuing the same approach of increasing adult sports programming to defray full-time and overhead costs. Additionally, this is a first-time program, and staff costs are typically 429 Honorable City Council 12/15/2021 Regular Meeting Page 19 the highest for first time programs and decrease as programs become more routine and less new planning is needed. PICKLEBALL TOURNAMENT Pickleball has become very popular over the past few years. The City installed four pickleball courts at Tierra Rejada Park in 2017 and more recently installed dual use courts at Miller Park. As the demand for pickleball increases, the Recreation Division planned and implemented a pickleball tournament. Initially, the tournament was planned for the Spring of 2020, but was postponed repeatedly due to COVID-19 restrictions. The tournament was finally (and successfully) held on May 22 and 23 of 2021. The tournament included men’s doubles, women’s doubles, and mixed doubles with 3.0, 3.5, and 4.0+ brackets. Due to the number of teams that registered, the tournament was held at the AVCP tennis courts (pickleball courts were lined using temporary tape). Volunteer support was crucial in implementing the tournament, with substantial support from the City’s current and former pickleball instructors and Michael Shields of Lucky Fools Pub. Pickleball Tournament Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Teams 85 Not offered Not offered Revenue $7,918 Direct Costs $3,928 Indirect Costs F/T Staff $6,702 Overhead Costs $442 Total Costs $11,072 Gross Profit / (Loss) $3,990 Net Profit / (Loss) ($3,154) Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 56% 75% 100% Minimum Recovery Met: No Staff Recommended Action for this Program to Meet Cost Recovery: The costs for this tournament were higher than they should have been due to the rescheduling of the tournament several times because of the COVID-19 pandemic. Additionally, this is a first-time program, and full-time staff costs are typically the highest for first time programs and decrease as programs become more routine and less new planning is needed. Additionally, all new nets were purchased, with 25% of the cost applied to this tournament (the remaining costs will be applied to future tournaments). It is anticipated that in future years the tournament should meet its minimum cost recovery requirement. 430 Honorable City Council 12/15/2021 Regular Meeting Page 20 YOUTH BASKETBALL LEAGUE The youth basketball league is a co-ed recreational league for youth ages 5 to 13. Games are played on Saturdays at the Arroyo Vista Recreation Center gym, and practices are held for one hour each week. League fees range from $79.00 to $109.00 depending on season and age division. Fees include a team jersey, photos, and a trophy or medal. Several local pizza restaurants host the pizza parties, donating the pizza for the players. Divisions offered included Mites for ages 5-6, Rookie for ages 7-8, Junior for ages 9-10, and Teen for ages 11-13. The program has been successful, and enrollment was on track to continue increasing until the COVID-19 pandemic forced the cancellation of the spring 2020 through Winter 2021 seasons. Some costs were incurred during the cancelled seasons, as staff still prepared and planned for the league in the event it was able to run. The season that was able to run, Spring 2021, was successful and able to meet the minimum cost recovery requirement. Youth Basketball Summer 2020 Fall 2020 Winter 2020/21 Spring 2021 Total FY 2020/21 FY 2019/20 FY 2018/19 Enrollments 0 0 0 139 139 594 673 Revenue $0 $0 $0 $13,243 $13,243 $50,578 $60,327 Direct Costs $0 $0 $0 $8,463 $8,463 $29,399 $39,204 Indirect Costs F/T Staff $2,752 $1,376 $688 $8,943 $13,759 $34,004 $29,464 Overhead Costs $181 $219 $204 $430 $1,034 $17,541 $14,716 Total Costs $2,933 $1,595 $892 $17,836 $23,256 $80,944 $83,384 Gross Profit / (Loss) $0 $0 $0 $4,780 $4,780 $21,179 $21,123 Net Profit / (Loss) ($2,933) ($1,595) ($892) ($4,593) ($10,013) ($30,366) ($23,057) Cost Recovery Summary (Category: Youth Sports Programs) SPRING SEASON ONLY Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 51% 50% 75% Minimum Recovery Met: Yes MOORPARK YOUTH RUNNING CLUB The Moorpark Youth Running Club was offered during the summer 2020, fall 2020, and winter 2021 seasons. The program took place at the Arroyo Vista Community Park Recreational Trail and was coached by a volunteer. The program’s purpose is to promote health and fitness in children. Each season the club met twice per week for 6- 10 weeks with the goal of running a distance equivalent to a marathon or half-marathon. As children met distance goals, they received rewards, including gift certificates donated by local businesses. The registration fee was $15 and included a t-shirt. 431 Honorable City Council 12/15/2021 Regular Meeting Page 21 Youth Running Club Financial Summary FY 2020/21 FY 2019/20 FY 2018/19 Participation 123 128 176 Revenue $1,695 $1,590 $810 Direct Costs $1,722 $1,105 $907 Indirect Costs F/T Staff $3,667 $2,152 $6117 Overhead Costs $128 $314 $181 Total Costs $5,517 $3,571 $7205 Gross Profit / (Loss) ($27) $485 ($97) Net Profit / (Loss) ($3,822) ($1,981) ($6,395) Cost Recovery Summary (Category: Special Interest Group): Recovered Minimum Target Percent Direct Costs Recovered: 98% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: Yes FINANCIAL ANALYSIS OF FACILITY RENTALS Facility rentals are not governed by the Policy. This section is included for informational purposes only. Figures below include participants as indicated on paid rental permits, including those for youth sports organizations, the Arroyo Vista Recreation Center, Moorpark Community Center, and all City park facilities. Not included in participation is use by the public without permits and use by City-run programs included elsewhere in this report. Field costs, field light costs, and indoor room costs are included in the overhead calculations for rentals. It should be noted that costs for other outdoor rentable facilities including picnic pavilions and tennis courts are not yet included in cost calculations. The COVID-19 pandemic had a significant impact on rental activity for the 2020/21 year. Indoor room rentals and picnic pavilions rentals decreased significantly, while field rentals increased. This change in type of rental activity resulted in a much lower net profit this year, as field rentals have a lower net profit than other types of rentals. Facility Rentals FY 2020/21 FY 2019/20 FY 2018/2019 Total Rental Hours (facilities and equipment) 14,246 9,249.25 16,507 Rental Headcount 115,308 158,934 256,873 Revenue $176,903 $167,393 $289,718 Direct Costs $31,439 $17,287 $18,068 Indirect Costs F/T Staff $70,281 $68,872 $89,810 Overhead Costs $72,224 $71,427 $121,189 Total Costs $173,945 $157,586 $229,067 Gross Profit / (Loss) $145,463 $150,106 $271,650 Net Profit / (Loss) $2,958 $9,807 $60,651 432 Honorable City Council 12/15/2021 Regular Meeting Page 22 SUMMARY TABLES Below are tables summarizing cost recovery figures for Recreation Division programs for the 2020/21 fiscal year. The first table is a summary of the performance of events, and the second table is a summary of all programs. While there is no minimum cost recovery requirement for the Recreation Division as a whole, it is useful to consider the performance of the programs offered by the Recreation Division as a whole. It should be noted that these tables do not include unallocated costs, such as full-time staff costs associated with breaks, leave time, and working on projects not associated with Recreation, and facility costs for hours that facilities are unused. 433 Honorable City Council 12/15/2021 Regular Meeting Page 23 The table below summarizes the total performance for Recreation Division programs combined with rentals managed by the Recreation Division. As noted earlier, the Policy does not apply to rentals, and there is no overall minimum cost recovery requirement for the Recreation Division. As mentioned throughout this report, the COVID-19 pandemic has had a significant impact on both recreation programs and rentals. Despite the challenges of operating during the pandemic, gross profit was similar to the prior year and was only 5% lower than the 2018/19 year, which was not affected by the pandemic. The net loss was less this year than last year, due to a decrease in costs, primarily full-time staff costs (the Recreation Division had full-time position vacancies for a significant portion of the year). ALL RECREATION PROGRAMS AND RENTALS SUMMARY TOTAL ALL RECREATION PROGRAMS TOTAL RENTALS TOTAL PROGRAMS AND RENTALS TOTAL 2019/20 TOTAL 2018/19 Participation 23,414 115,308 138,722 194,620 286,293 Revenue $517,995 $176,903 $694,898 $714,474 $880,486 Direct Costs $359,714 $31,439 391,153 396,826 $471,277 Indirect Costs F/T Staff $268,497 $70,281 338,778 374,592 $366,999 Overhead Costs $66,636 $72,224 138,860 137,965 $198,538 Total Costs $694,907 $173,945 $868,852 $909,383 $1,036,814 Gross Profit / (Loss) $158,221 $145,463 $391,153 $396,826 $409,209 Net Profit / (Loss) ($176,912) $2,958 ($173,954) ($194,909) ($156,328) Cost Recovery summary (Informational Purposes Only): Recovered Minimum Target Percent Direct Costs Recovered: 100% N/A N/A Percent Division Indirect Costs Recovered: 82% N/A N/A FISCAL IMPACT None. This report is for informational purposes. COUNCIL GOAL COMPLIANCE The presentation of this report does not support a current strategic directive; however annual reporting to the City Council is required by the Recreation and Active Adult Programs and Services Cost Recovery Policy. STAFF RECOMMENDATION Receive and file report. 434