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Home My WebLink AboutAGENDA REPORT 2023 1206 CCSA REG ITEM 10ECITY OF MOORPARK, CALIFORNIA City Council Meeting of December 6, 2023 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. E. Consider Recreation Programs Cost Recovery Summary for Fiscal Year (FY) 2022/23. Staff Recommendation: Receive and file report. (Staff: Stephanie Anderson, Recreation Services Manager) Item: 10.E. Item: 10.E. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Stephanie Anderson, Recreation Services Manager DATE: 12/06/2023 Regular Meeting SUBJECT: Consider Recreation Programs Cost Recovery Summary for Fiscal Year (FY) 2022/23 BACKGROUND On January 18, 2012, the City Council approved the Recreation Programs and Services Cost Recovery Policy (Policy). The Policy was revised in 2016 to include Active Adult Center programs and was renamed “Recreation and Active Adult Programs and Services Cost Recovery Policy.” The purpose of this Policy is to determine the extent to which the General Fund will subsidize programs, provide direction in calculating program fees and establishing revenue sources, establish a process to recover the designated portion of program costs, and to provide a framework for modifying programs that do not meet the minimum cost recovery requirement. The Policy defines costs, revenue sources, program categories, and recovery levels. Costs are divided into direct costs and indirect costs. Direct costs are those costs which would not exist without the program and include budget line-item costs and part-time staff costs. Indirect costs are those costs which would still largely exist even if a specific program were eliminated. These include full-time staff costs and Recreation Division overhead costs. Revenue sources may include user fees, vendor fees, grants, advertising fees, and sponsorships. 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 to level 5.Program categories assigned to level 1 are primarily community benefit, and have the highest subsidy. Program categories assigned to level 5 have primarily individual benefit, and have the lowest subsidy. The Policy establishes both the minimum and target cost recovery requirements for each program category. Both the minimum and target amounts are noted in the cost recovery 36 Honorable City Council 12/06/2023 Regular Meeting Page 2 summaries in this report. Cost recovery percentages are calculated by first applying program revenue to direct costs. The recovery percentage is calculated by dividing revenue by direct costs. To calculate the recovery percentage for indirect costs, the gross profit must be determined. Gross profit is determined by subtracting direct costs from the revenue. If the gross profit is zero or negative, then 0% of indirect costs have been recovered. If gross profit is positive, the percent of indirect costs recovered is calculated by dividing the gross profit by the total indirect costs (full-time staff costs plus overhead costs). Below is the chart showing recovery levels required for each program category. 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 City Council, including whether programs met their cost recovery goals. DISCUSSION This report serves as a financial summary of Recreation Division programs for the fiscal year 2022/23. The seasons included are summer 2022 (June through August), fall 2022 (September through November), winter 2023 (December through February), and spring 2023 (March through May). This report includes only those programs operated by the Recreation Division. It does not include Active Adult Center programs or City co- sponsored events such as Country Days and Holiday on High Street. 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 2022/23 fiscal year programs were calculated based on time accounting recorded by full-time 37 Honorable City Council 12/06/2023 Regular Meeting Page 3 recreation division staff. Full-time staff costs calculations include salary and benefits. It should be noted that full-time staff costs associated with non-recreation related activity (such as assisting other departments with their projects), paid breaks, and annual leave are not included in these calculations. 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 Fireworks Extravaganza Camp Moorpark Moorpark Little Learners Academy Youth Basketball League Recreation Classes Summer Camp Out Movies in the Park Concerts in the Park Haunted High Street Breakfast with Santa Easter Egg Hunt Moorpark Earth Festival Skate Nights Teen Events Running Club Pickleball Tournament Adult Basketball League Adult Softball League Adult Soccer League None SUMMARY TABLES While there is no minimum cost recovery requirement for the Recreation Division as a whole, it is useful to consider the performance of 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. The table below summarizes the total performance for Recreation Division programs combined with rentals managed by the Recreation Division. 38 Honorable City Council 12/06/2023 Regular Meeting Page 4 The following table summarizes the Recreation Division programs and events. 39 Honorable City Council 12/06/2023 Regular Meeting Page 5 The following table summarizes the Recreation Division programs and Rentals. ALL RECREATION PROGRAMS AND RENTALS SUMMARY TOTAL ALL RECREATION PROGRAMS TOTAL RENTALS TOTAL PROGRAMS AND RENTALS TOTAL 2021/22 TOTAL 2020/21 Participation 32,220 537,786 570,006 308,804 138,722 Revenue $888,438 $343,548 $1,231,986 $1,132,607 $694,898 Direct Costs $532,952 $24,833 557,785 506,736 391,153 Indirect Costs F/T Staff $305,198 $106,145 411,343 369,656 338,778 Overhead Costs $129,615 $133,308 262,923 223,328 138,860 Total Costs $967,765 $264,286 $1,232,051 $1,163,870 $868,852 Gross Profit / (Loss) $355,486 $318,715 $557,785 $506,736 $391,153 Net Profit / (Loss) ($79,326) $79,262 ($64) $32,885 ($173,954) Cost Recovery Summary (Informational Purposes Only): Recovered Minimum Target Percent Direct Costs Recovered: 100% N/A N/A Percent Division Indirect Costs Recovered: 100% N/A N/A RECREATION PROGRAM NARRATIVES AND FINANCIAL SUMMARIES 3RD OF JULY FIREWORKS EXTRAVAGANZA The 2022 Fireworks Extravaganza was held on Sunday, July 3 at the Arroyo Vista Community Park. Gates opened at 4:00 p.m. and the event concluded at approximately 9:30 p.m. Event activities included live music by Decadent Decades and The Smokin’ Cobras, three food courts, inflatable attractions, the presentation of the American Flag, and an aerial fireworks display. Overall, the event ran smoothly with no significant incidents. One improvement from last year was the reinstatement of the 3rd food court, which was eliminated in 2021 due to lack of available food vendors (the COVID-19 pandemic had a significant impact on the food truck industry). Another improvement at the 2022 event was ticketing. Due to COVID-19 restrictions in place during the planning phase of the 2021 event, presale tickets were initially required (previously, only cash gate sales were taken for this event.) In 2021, tickets were sold via an application called Ticketleap. Tickets were scanned using the Ticketleap app on mobile phones. While pre-ticketing was successful overall, the time it took to scan tickets was too slow, at times resulting in traffic backups onto Tierra Rejada Road. In 2022, the City recreation software (RecTrac) was upgraded, including adding a Point-of-Sale module that includes ticketing. Tickets were sold through RecTrac for $8.00 per person, and event ticket scanners were rented 40 Honorable City Council 12/06/2023 Regular Meeting Page 6 to improve the ticket scanning process. Additionally, for the first time, an on-site parking fee was implemented. On-site parking passes were sold for $5.00 per vehicle, with 100 of the passes designated for the disabled. While parking on-site required the presold parking pass, walk-ins who did not prepurchase tickets were allowed to purchase admission for $10.00, cash only at the gate. Fireworks Extravaganza Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 10,000 12,000 Cancelled Income $98,980 $72,478 Direct Costs $75,111 $70,027 Indirect Costs F/T Staff $27,980 $21,699 Overhead Costs $3,021 $2,866 Total Costs $106,112 $94,592 Gross Profit / (Loss) $23,869 $2,451 Net Profit / (Loss) ($7,132) ($22,114) Cost Recovery Summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 25% 100% Percent Division Indirect Costs Recovered: 77% 0% 25% Minimum Recovery Met: YES SUMMER CAMP OUT The 2022 Summer Camp Out was held on Friday, August 12 through Saturday, August 13 at the Arroyo Vista Community Park. The event allows community members an opportunity to camp out overnight at the park. Participants enjoy a BBQ dinner, crafts, games, story time, and a pancake breakfast in the morning. The registration fee was $15, with a $3 discount for early registration. The event ran smoothly with positive feedback from attendees. Summer Camp Out Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Enrollment 173 186 56 Income $2,175 $2,364 $702 Direct Costs $2,140 $1,503 $1,391 Indirect Costs F/T Staff $3,630 $2,390 $1,845 Overhead Costs $595 $520 $535 Total Costs $6,365 $4,413 $3,771 Gross Profit / (Loss) $35 $861 ($689) Net Profit / (Loss) ($4,190) ($2,049) ($3,069) 41 Honorable City Council 12/06/2023 Regular Meeting Page 7 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 MOVIES IN THE PARK The 2022 Movies in the Park series included six scheduled screenings: Clifford the Big Red Dog on June 24 (175 attendance), Encanto on July 22 (320 attendance), Jungle Cruise on August 26 (350 attendance), Napoleon Dynamite on September 23 (100 attendance), A Nightmare on Elm Street on October 21 (100 attendance), and The Nightmare Before Christmas on October 22 (rain out). Movies were shown at the Arroyo Vista Community Park starting at dusk. Admission was free. Income for this program included event sponsorships and vendor fees. This year, the City purchased its own outdoor theater system. The cost of the system will be included in direct costs and amortized over the next six years. Overall, the events ran smoothly. Movies in the Park Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 920 750 1200 Income $4,219 $2,907 $6,555 Direct Costs $8,394 $5,447 $6,418 Indirect Costs F/T Staff $10,492 $6,601 $12,090 Overhead Costs $1,323 $886 $1,159 Total Costs $20,209 $12,934 $19,667 Gross Profit / (Loss) ($4,175) ($2,540) $137 Net Profit / (Loss) ($15,990) ($10,027) ($13,112) 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 42 Honorable City Council 12/06/2023 Regular Meeting Page 8 CONCERTS IN THE PARK The 2022 Concert in the Park series featured four performances: Retro Station playing oldies and dance music on June 4 (650 attendance), the Moorpark Symphony Orchestra on July 16 (400 attendance), Upstream playing reggae on August 6 (350 attendance), and Electric Vinyl playing classic rock, originally scheduled for September 10 but moved to November 5 due to rain (200 attendance). All concerts were held at the Arroyo Vista Community Park starting at 5:00 p.m. Concerts were free to the public. Income sources included event sponsorships and vendor fees. Average concert attendance fell this year, from 587 last year to 400 this year. This may be due poor weather conditions for two of the four concerts (The temperature for the August concert was 99°. The September concert was rescheduled to November due to rain, but the weather during the concert was a chilly 55 degrees and overcast.) This program will be included in next year’s report; however, it should be noted that cost recovery will no longer apply as the program will be funded out of the Arts Fund rather than the General Fund. Concert in the Park Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 1,600 3,525 Cancelled Income $10,650 $15,861 $0 Direct Costs $21,069 $17,825 $1,980 Indirect Costs F/T Staff $13,492 $9,991 $9,268 Overhead Costs $1,319 $1,159 $920 Total Costs $35,880 $28,975 $12,168 Gross Profit / (Loss) ($10,419) ($1,965) ($1,980) Net Profit / (Loss) ($25,230) ($13,114) Cancelled 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 43 Honorable City Council 12/06/2023 Regular Meeting Page 9 HAUNTED HIGH STREET Haunted High Street was held from 4:00 to 7:00 p.m. on October 31 on High Street and featured Trunk-or-Treat, a Halloween carnival with games and attractions, a live disc jockey, Halloween arts and crafts, food trucks, and a costume contest with prizes. All activities were free to the public, except for the carnival ($5 advance purchase and $10 at the gate). This event relies on community support, and included 22 trunks from local businesses and organizations plus several trunks from City departments, crafts provided by the Moorpark City Library, and a large number of volunteers to operate the carnival, including Teen Council members. In addition to the City’s annual event sponsors, sponsorships were received from Perez Family Funeral Homes and Theresa’s Country Pet & Feed ($500 from each), Kahoots (use of hay bales) and Underwood Family Farms (pumpkins). Overall, the event ran smoothly, and staff received many positive comments. Haunted High Street Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 4,500 4,500 Cancelled Income $5,862 $5,261 Direct Costs $10,440 $10,498 Indirect Costs F/T Staff $13,685 $16,556 Overhead Costs $2,003 $1,373 Total Costs $26,128 $28,427 Gross Profit / (Loss) ($4,578) ($5,237) Net Profit / (Loss) ($20,266) ($23,166) Cancelled Cost Recovery Summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 56% 25% 100% Percent Division Indirect Costs Recovered: 0% 0% 25% Minimum Recovery Met: YES BREAKFAST WITH SANTA Breakfast with Santa was held on December 10 and 11, 2022, at the Arroyo Vista Recreation Center. Two seating times were offered on each date. The registration fee of $10 for adults and $15 for children included a pancake breakfast (with eggs and sausage provided by Lucky Fools Pub), children’s craft, and photo opportunity with Santa. Teen Council members volunteered as wait staff for this event. The event ran smoothly and filled to 96% capacity. 44 Honorable City Council 12/06/2023 Regular Meeting Page 10 Breakfast with Santa Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Enrollments 385 275 Cancelled Income $4,445 $3,225 $0 Direct Costs $4,041 $3,681 $161 Indirect Costs F/T Staff $8,159 $4,229 $3,005 Overhead Costs $1,411 $826 $409 Total Costs $13,611 $8735 $3,575 Gross Profit / (Loss) $404 ($456) ($161) Net Profit / (Loss) ($9,166) ($3,575) ($6,890) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 4% 0% 50% Minimum Recovery Met: YES EASTER EGG HUNT The 2023 Easter Egg Hunt was held on Saturday, April 8 from 10:00 a.m. to 1:00 p.m. at the Arroyo Vista Community Park. The event featured non-competitive egg hunts with prizes, attractions, carnival games, food trucks, and a photo opportunity with the bunny. Wristbands to participate in the activities were sold for $8 early bird, $12 regular, and $15 at the gate (parents are free). Last year, the event saw record attendance, with nearly 900 paid children attending and overall attendance including parents at 2,200. For 2023, attendance remained strong with 747 paid children and overall attendance estimated at 2,000. Easter Egg Hunt Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 2,000 2,200 Not scheduled Income $8,278 $7,069 Direct Costs $7,004 $4,602 Indirect Costs F/T Staff $14,086 $10,168 Overhead Costs $2,092 $1,340 Total Costs $23,182 $16,110 Gross Profit / (Loss) $1,274 $2,467 Net Profit / (Loss) ($14,904) 2,200 Not scheduled 45 Honorable City Council 12/06/2023 Regular Meeting Page 11 Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 8% 0% 50% Minimum Recovery Met: YES MOORPARK EARTH FESTIVAL & COMMUNITY YARD SALE The Moorpark Earth Festival was held on Saturday, May 6 from 9:00 a.m. to 1:00 p.m. at the Arroyo Vista Community Park in Parking Lot B. This event also encompasses the City’s Arbor Day celebration. The largest component of the event continues to be the Community Yard Sale, which gives residents and organizations an opportunity to purchase a space to sell their gently used goods. The 2023 event had a total of twenty-seven yard sale participants, a slight increase from last year. The event also includes two eco-friendly craft vendors, and booths with giveaways and activities hosted by Waste Management, Moorpark City Library, Peach Hill Soils, and West Coast Arborists. The City’s Recreation Division, Active Adult Center, and Solid Waste Division also hosted booths. The Recreation booth had information on the Mayor’s Monarch Pledge, had a seed giveaway, and oversaw the distribution of the tree giveaway (the 2023 tree was a Moorpark Apricot). Moorpark Earth Festival Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 800 800 800 Income $555 $1,075 $535 Direct Costs $554 $650 $500 Indirect Costs F/T Staff $8,579 $3,020 $5,805 Overhead Costs $1,421 $819 $1,027 Total Costs $10,554 $4,489 $7,332 Gross Profit / (Loss) $1 $425 $35 Net Profit / (Loss) ($9,999) ($3,414) ($6,797) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: YES 46 Honorable City Council 12/06/2023 Regular Meeting Page 12 SKATE NIGHTS Skate Nights are held on Saturdays from 5:00 to 8:00 p.m. at the Arroyo Vista Community Park multiuse court. Each Skate Night has a theme and includes open skating (roller skates or roller blades), music, contests, and food vendors. Admission to this event is free. Income for this event was from event sponsorships and snack sales. The 2022/23 Skate Nights were scheduled for 9/17 (Old School), 10/15 (Monster Mash), 11/19 (Thanksgiving), 12/17 (Very Merry), 2/11 (Valentine), and 5/20 (Hop, Pop, Boogie & Bop). The 2022/23 season was plagued with poor weather. The October event was cancelled due to drizzle and a rain forecast, the November event was cancelled due to high winds, and while the events for December and February were held, the temperature was in the low 40s and cloudy. Despite the poor weather, attendance at each event held ranged from a low of 30 at the December event to 150 at the September event. Although Skate Nights do not draw large numbers, attendees consistently tell staff how much they enjoy the events. For the 2023/24 season, events will not be scheduled during the winter months, instead focusing on early fall, late spring, and summer. Skate Night Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Attendance (approx.) 320 575 Cancelled Income $1,082 $1,120 $0 Direct Costs $1,971 $2,020 $0 Indirect Costs F/T Staff $6,417 $3,671 $455 Overhead Costs $1,505 $611 $229 Total Costs $9,893 $6,302 $684 Gross Profit / (Loss) ($889) ($900) $0 Net Profit / (Loss) ($8,811) ($5,182) ($684) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 55% 50% 100% Percent Division Indirect Costs Recovered: 0% 0% 50% Minimum Recovery Met: YES 47 Honorable City Council 12/06/2023 Regular Meeting Page 13 TEEN EVENTS In 2021/22 the only teen-focused events offered were three Cupcake Challenges. For 2022/23, a new Dodgeball Night event was added. The Teen Cupcake Challenges were held on Friday nights from 6:30 to 9:00 p.m. at the Arroyo Vista Recreation Center. Teams of 4 bakers bake and decorate cupcakes which are judged based on taste, presentation, and use of the secret ingredient. The entry fee includes use of kitchen equipment, basic cupcake ingredients, and frosting. The entry fee ranged from $15 to $25. The event dates were October 14 (6 teams), January 27 (6 teams), and April 28 (6 teams). The Dodgeball Nights were held at the Arroyo Vista Recreation Center Gym from 6:00 to 9:00 p.m. on November 4 (55 attendance), February 4 (47 attendance) and May 13 (14 attendance). Admission was $5 for Dodgeball Nights. General Teen Event Financial Summaries FY 2022/23 FY 2021/22 FY 2020/21 Participation (Total) 188 20 12 Income $640 $120 $60 Direct Costs $516 $131 $104 Indirect Costs F/T Staff $3,642 $1,231 $1,896 Overhead Costs $877 $228 $256 Total Costs $5,035 $1,590 $2,256 Gross Profit / (Loss) $124 ($11) ($44) Net Profit / (Loss) ($4,395) ($1,470) ($2,196) Cost Recovery Summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 3% 0% 50% Minimum Recovery Met: YES CAMP MOORPARK Camp Moorpark is a day camp program for children ages 5 to 12. The program offers weekly/daily themed activities including sports, games, crafts, STEM, special events, parties, special guests, movies, and during the summer, field trips. Structured activities are held from 10:00 a.m. to 4:00 p.m., with extended care available from 7:00 a.m. (summer) or 8:00 a.m. (school year) to 6:00 p.m. Camp is held at the Arroyo Vista Recreation Center, and utilizes both the indoor facility and the various amenities available at the Arroyo Vista Community Park. The program allows parents to sign up for full weeks or individual days. Fees for 2022/23 started at $199/week or $49/day. 48 Honorable City Council 12/06/2023 Regular Meeting Page 14 Summer 2022 was very successful, with a significant increase in average daily attendance. The summer included themes such as Out of this World, Holiday Hoopla, Superhero Showdown, and Jump into the Jungle. After a two-year hiatus due to COVID- 19, field trips were reinstated. Field trip locations included Studio Movie Grill, Ventura Aquatics Center, Underwood Family Farms, and the Santa Barbara Zoo. Field trips were very poplar, with six of the 10 field trips filled to capacity, with the other four trips filling to 95-98% capacity. As was the case in 2021, the biggest challenge was recruiting a sufficient number of seasonal staff for the summer program. Camp Moorpark Financial Summary Summer 2022 Fall 2022 Winter 2022/23 Spring 2023 Total FY 2022/23 Total FY 2021/22 Total FY 2020/21 Average Daily Attendance 105.90 29.90 18.40 19.10 73.21 58.73 46.81 Total Enrollments 4871 209 258 153 5491 5168 3664 Income $230,777 $10,712 $15,234 $11,192 $267,915 $ 222,443 $173,262 Direct Costs $134,311 $4,464 $6,559 $5,113 $150,447 $134,290 $140,331 Indirect Costs F/T Staff $36,067 $4,504 $6,401 $3,962 $50,934 $ 52,189 $70,069 Overhead Costs $19,405 $2,072 $3,901 $2,366 $27,744 $ 22,488 $26,450 Total Costs $189,783 $11,040 $16,861 $11,441 $229,125 $208,967 $236,850 Gross Profit / (Loss) $96,466 $6,248 $8,675 $6,079 $117,468 $88,153 $32,931 Net Profit / (Loss) $40,994 ($328) ($1,627) ($249) $38,790 $13,476 ($63,588) Cost Recovery Summary (Category: Day Camps) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 100% 50% 75% Minimum Recovery Met: YES CAMP MOORPARK PROGRAM SUMMARY: Summer 2022 - Spring 2023 Annual Registration Fee: $35/$25 (2nd Child) PROGRAM DATES HOURS DAILY FEES* Summer Camp Moorpark 2022: 6/13-8/16 (46 camp days) 7:00 a.m. to 6:00 p.m. $45-$56 Fall Camp Moorpark 2022: 9/26, 10/5, 11/1, 11/11, 11/21-23 (7 camp days) 8:00 a.m. to 6:00 p.m. $45-$56 Winter Camp Moorpark 2022: 12/19-23, 12/26-30 | 2023: 1/2, 1/16, 1/23, 2/20 (14 camp days) 8:00 a.m. to 6:00 p.m. $45-$56 Spring Camp Moorpark 2023: 3/13, 3/20-23, 4/7, 4/10 (8 camp days) 8:00 a.m. to 6:00 p.m. $45-$56 Program held at AVRC. 49 Honorable City Council 12/06/2023 Regular Meeting Page 15 CAMP MOORPARK AVERAGE DAILY ATTENDANCE COMPARISON Report Year Summer Adventure Camp Fall Camp Winter Camp Spring Camp 2022/2023 105.9 0.00 29.9 18.4 19.1 2021/2022 90.9 0.00 25.5 23.9 22.7 2020/2021** 52.71 0.0 17.2 / 30.3*** 13.2 / 14.6*** 22 / 15.25*** 2021/2220 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 *Sibling and weekly discount factored into lowest fee **Due to state mandated COVID-19 restrictions, maximum capacity was reduced from 120 to 60 ***Average weekly attendance for BASE Camp ****Cancelled due to COVID-19 restrictions RECREATION CLASSES The Recreation Division offers a variety of classes including art, music, baking, dance, STEM, and a wide variety of sports. During the summer, a variety of special interest camps are also offered. Classes are instructed by hourly employees as well as contract instructors. Most classes are held at the Arroyo Vista Recreation Center, except those classes requiring specialized facilities such as golf. The majority of classes offered are for preschool through elementary ages, with more limited offerings for teens and adults. After a near record-breaking year in 2021/22, enrollments for 2022/23 continued to be well above historical averages. Classes with high enrollment numbers included Kindercamp, STEM camps, Let’s Bake Workshops, Tot Sports, Tennis, Pickleball, Golf, and Parents Night Out. Classes that had mixed success over the year included Breakthrough Sports Basketball, Youth Evolution Soccer, Makerspace, Spanish for Kids, Guitar, Ukulele, and Karate. Recreation Classes Financial Summary Summer 2022 Fall 2022 Winter 2022/23 Spring 2023 Total FY 2022/23 Total FY 2021/22 Total FY 2020/21 Classes Offered 90 92 80 85 347 409 432 Classes Run 70 80 62 71 283 318 290 Classes Canceled 20 12 18 14 64 91 142 Cancelation Rate 22% 13% 23% 16% 18% 22% 33% Enrollments 681 615 513 589 2398 2619 2233 Income $57,405 $31,914 $26,821 $36,733 $152,873 $176,398 $135,827 Direct Costs $32,495 $19,267 $16,097 $22,820 $90,679 $104,352 $84,896 Indirect Costs F/T Staff $22,986 $13,308 $10,888 $13,308 $60,490 $43,292 $46,768 Overhead Costs $4,837 $5,597 $4,526 $4,883 $19,843 $20,857 $17,281 Total Costs $60,318 $38,172 $31,510 $41,011 $171,011 $168,501 $148,945 Gross Profit / (Loss) $24,910 $12,647 $10,724 $13,913 $62,194 $72,045 $50,931 Net Profit / (Loss) ($2,913) ($6,258) ($4,689) ($4,278) ($18,138) $7,896 ($13,118) 50 Honorable City Council 12/06/2023 Regular Meeting Page 16 Cost Recovery Summary (Category: Recreation Classes) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 77% 75% 100% Minimum Recovery Met: YES MOORPARK LITTLE LEARNERS ACADEMY PRESCHOOL Moorpark Little Learners Academy (MLLA) is a traditional preschool program that prepares students for entry into elementary school. The program features 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 2022/23 school season started after Labor Day in September and ran through May 25. Monthly tuition was $250 for toddlers, $335 for the 3-year-old class, and $425 for the 4-year-old class. Participants continue to be happy with the quality of the program and staff often receive positive feedback from the parents. Overall enrollment declined this year, with the program filling to 85% capacity. The decline in enrollment was due largely to the public school’s introduction of universal Pre-K. For the 2023/24 school year, the program will be modified to provide services to younger students who are not eligible for Pre-K. MLLA Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Annual Enrollments 56 60 61 Average Monthly Attendance 57 60 60 Income $172,485 $172,909 $166,757 Direct Costs $88,447 $83,128 $92,728 Indirect Costs F/T Staff $16,668 $24,113 $38,047 Overhead Costs $24,710 $11,917 $11,774 Total Costs $129,825 $119,158 $142,549 Gross Profit / (Loss) $84,038 $89,781 $74,029 Net Profit / (Loss) $42,660 $53,751 $24,208 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 51 Honorable City Council 12/06/2023 Regular Meeting Page 17 FLASH AFTER SCHOOL PROGRAM In November 2022, the Moorpark Unified School District approached the City regarding after-school programming. The District requested the City’s assistance with offering after- school programming for 6th grade students because the Boys and Girls Club (who had been offering after-school programs at the Mesa Verde and Chaparral Middle School campuses) had canceled their programs for the 2022/23 school year. Staff worked with the District to develop FLASH (Fun Learning After School Hours) and entered into an agreement for providing after-school programming. A trial program was run in May 2023 with the intention of launching a full-scale program in Fall 2023. However, the Boys and Girls Club decided to return to the middle school campuses, negating the need for assistance from the City to provide programming. The information below is for the trial program. Although after-school programming will not be moving forward at this time, the District has stated there may be future opportunities to work jointly on after-school programs. FLASH Financial Summary FY 2022/23 FY 2021/22 Enrollments 5 Not offered Income $2,770 Direct Costs $556 Indirect Costs F/T Staff $1,876 Overhead Costs $346 Total Costs $2,778 Gross Profit / (Loss) $2,214 Net Profit / (Loss) ($8) Cost Recovery Summary (Category: Day Camp) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 100% 50% 100% Minimum Recovery Met: YES YOUTH BASKETBALL LEAGUE The youth basketball league is a co-ed recreational league for youth. For the past several years, divisions offered included Mites for ages 5-6, Rookie for ages 7- 8, Junior for ages 9-10, and Teen for ages 11-13. Beginning with Winter 2022/23, a new division for older teens was added for ages 13-15. The former Teen division was renamed Minors (ages 11-12), and the new Teen division was named Majors (ages 13-15). Games are played on Friday evenings and Saturdays at the Arroyo Vista Recreation Center Gym, and practices are held for one hour each week. League fees ranged from $75.00 to $139.00 depending on season and age division. Fees include a team jersey, photos, and a trophy or medal. 52 Honorable City Council 12/06/2023 Regular Meeting Page 18 The program had upwardly trending enrollment until the COVID-19 pandemic forced the cancellation of the spring 2020 through winter 2021 seasons. In 2021/22, the league was able to run all four seasons and although enrollment was not quite at pre-pandemic levels it was sufficient for the league to meet it cost recovery goal. This year saw a dramatic increase in enrollment, with the Winter season having the 2nd highest enrollment ever, both Summer and Fall with 3rd highest enrollment ever, and Spring with the 4th highest enrollment ever. As an enhancement to the league, an end-of season tournament was held the first weekend in March (just after the Winter season concluded) which included the top Moorpark teams plus top teams from several other area leagues including Santa Paula, Fillmore, Thousand Oaks, and Oxnard. Originally scheduled for the Arroyo Vista Recreation Center Gym, due to flooding issues, it was moved to the Moorpark High School gym. Due to the popularity of holding the tournament at the high school facility, staff is working with the Moorpark Unified School District to use the high school gym for the 2024 tournament. Youth Basketball Summer 2022 Fall 2022 Winter 2022/23 Spring 2023 End of Winter Tournament Total FY 2022/23 Total FY 2021/22 Total FY 2020/21 Enrollments 142 155 262 215 140 914 563 139 Revenue $14,545 $17,996 $33,024 $27,845 $1,888 $95,298 $59,688 $13,243 Direct Costs $6,807 $7,592 $14,633 $13,894 $1,785 $44,711 $27,882 $8,463 Indirect Costs F/T Staff $5,460 $5,460 $8,439 $5,460 $0 $24,819 $24,884 $13,759 Overhead Costs $3,019 $3,969 $6,902 $6,364 $218 $20,472 $14,043 $1,034 Total Costs $15,286 $17,021 $29,974 $25,718 $2,003 $90,002 $66,809 $23,256 Gross Profit / (Loss) $7,738 $10,404 $18,391 $13,951 $103 $50,587 $31,806 $4,780 Net Profit / (Loss) ($741) $975 $3,050 $2,127 ($115) $5,296 ($7,121) ($10,013) Cost Recovery Summary (Category: Youth Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 100% 50% 75% Minimum Recovery Met: YES MOORPARK YOUTH RUNNING CLUB The Moorpark Youth Running Club was offered during the fall 2022 and winter 2023 seasons. The fall season cancelled due to low enrollment. The winter season 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. The club met weekly for 4 weeks with the goal of running a distance equivalent to a half-marathon. As children met distance goals, they received rewards, including gift certificates donated by local businesses. The registration fee was $10, with an option to add a t-shirt for $15. 53 Honorable City Council 12/06/2023 Regular Meeting Page 19 Youth Running Club Financial Summary FY 2022/23 FY 2021/22 FY 2020/21 Participation 14 13 123 Revenue $140 $130 $1,695 Direct Costs $0 $4 $1,722 Indirect Costs 0 F/T Staff $1,515 $1,183 $3,667 Overhead Costs $221 $54 $128 Total Costs $1,736 $1,241 $5,517 Gross Profit / (Loss) $140 $126 ($27) Net Profit / (Loss) ($1,596) ($1,111) ($3,822) Cost Recovery Summary (Category: Special Interest Group): Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered: 8% 0% 50% Minimum Recovery Met: YES ADULT SOFTBALL LEAGUES This league offers a Men’s division on Thursday nights. A coed division was offered on Friday nights for the summer and fall seasons, but cancelled due to lack of enrollment. The coed division was moved to Wednesday in the spring, and ran with four teams. All games were held at the Arroyo Vista Community Park ballfields. League fees ranged from $400 to $475 per team, based on length of season and registration date. Official’s fees are paid directly to officials by the teams. Although enrollment, and correspondingly revenue, increased compared to last year, it has not yet returned to pre-pandemic levels (45 total teams in 2018/19, 59 in 2017/18, and 57 in 2016/17). Adult Softball Summer 2022 Fall 2022 Spring 2023 Total FY 2022/23 Total FY 2021/22 Total FY 2020/21 Teams 10 8 15 33 29 6 Players 150 125 250 525 457 72 Revenue $4,175 $3,425 $6,035 $13,635 $12,175 $1,225 Direct Costs $1,894 $1,869 $3,190 $6,953 $6,115 $976 Indirect Costs F/T Staff $2,667 $2,667 $2,748 $8,082 $12,690 $5,706 Overhead Costs $1,797 $2,188 $2,613 $6,598 $3,410 $643 Total Costs $6,358 $6,724 $8,551 $21,633 $22,214 $7,325 Gross Profit / (Loss) $2,281 $1,556 $2,845 $6,682 $6,060 $249 Net Profit / (Loss) ($2,183) ($3,299) ($2,516) ($7,998) ($10,039) ($6,100) 54 Honorable City Council 12/06/2023 Regular Meeting Page 20 Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 46% 75% 100% Minimum Recovery Met: NO Staff Recommended Action for this Program to Meet Cost Recovery: The City’s softball league has not been able to meet its minimum cost recovery requirement due to a decline in team enrollment that began in FY 2013/14. Although the program did not meet its minimum again this year, enrollment is trending upward. Additionally, the percentage of indirect costs recovered is on an upward trend as well. This year, the program recovered 46% of indirect costs, compared to 38% last year, 4% in 2020/21, 12% in 2019/20, and 33% in 2018/19. Staff recommends continuing efforts to increase league enrollment, reduce costs where feasible, and add more sports programming to continue to help defray full-time staff costs. ADULT BASKETBALL LEAGUES The Adult Basketball League offers open divisions on Monday and Thursday evenings, with games played at the Arroyo Vista Recreation Center Gym. League fees ranged from $325 to $425 per team, based on length of season and registration date. Official’s fees are paid directly to officials by the teams. Although participation increased compared to last year, like softball, enrollment has not quite returned to pre- pandemic levels. Adult Basketball Summer 2022 Fall 2022 Winter 2022/23 Spring 2023 FY 2022/23 FY 2021/22 FY 2020/21 Teams 16 14 12 11 53 50 0 Players 160 140 130 110 540 382 0 Revenue $5,875 $5,225 $3,508 $3,393 $18,001 $15,970 $0 Direct Costs $1,825 $1,643 $976 $1,386 $5,830 $8,204 $0 Indirect Costs F/T Staff $3,294 $3,294 $3,294 $3,294 $13,176 $16,608 $4,416 Overhead Costs $2,119 $1,931 $1,484 $1,776 $7,310 $5,265 $190 Total Costs $7,238 $6,868 $5,754 $6,456 $26,316 $30,078 $4,666 Gross Profit / (Loss) $4,050 $3,582 $2,532 $2,007 $12,171 $7,766 ($60) Net Profit / (Loss) ($1,363) ($1,643) ($2,246) ($3,063) ($8,315) ($14,108) ($4,666) Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 59% 75% 100% Minimum Recovery Met: NO 55 Honorable City Council 12/06/2023 Regular Meeting Page 21 Staff Recommended Action for this Program to Meet Cost Recovery: The adult basketball league suffers from the same issues as the softball league and has not been able to meet its minimum cost recovery requirement for many years. However, like softball, the percentage of indirect cost recovered is significantly higher this year than the past several years (59% this year, compared to 36% in 2021/22, 24% in 2019/20, and 49% in 2018/19). Staff recommends taking the same approach with basketball as recommended for softball. ADULT SOCCER LEAGUES After a seven-year hiatus, the Adult Soccer League was reinstated in the spring of 2022. This year soccer was offered for three seasons. Divisions included Coed on Tuesday evenings and Mens on Wednesday evenings. Games are played at Arroyo Vista Community Park Athletic Fields. League fees ranged from $350 to $450 per team, based on length of season and registration date. Official’s fees are paid directly to officials by the teams. Adult Soccer Summer 2022 Fall 2022 Winter 2022/23 Spring 2023 FY 2022/23 FY 2021/22 FY 2020/21 Teams Not offered 12 18 14 44 13 Not offered Players 180 270 210 660 130 Revenue $4,700 $6,253 $4,623 $15,576 $5,075 Direct Costs $2,188 $2,267 $3,204 $7,659 $2,511 Indirect Costs F/T Staff $3,534 $3,534 $3,534 $10,603 $4,805 Overhead Costs $1,998 $1,899 $1,943 $5,840 $1,393 Total Costs $7,720 $7,700 $8,681 $24,102 $8,709 Gross Profit / (Loss) $2,512 $3,986 $1,419 $7,917 $2,564 Net Profit / (Loss) ($3,020) ($1,447) ($4,058) ($8,526) ($3,634) Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 48% 75% 100% Minimum Recovery Met: NO 56 Honorable City Council 12/06/2023 Regular Meeting Page 22 Staff Recommended Action for this Program to Meet Cost Recovery: Staff recommends taking the same approach with soccer as recommended for softball and basketball. PICKLEBALL TOURNAMENT The first Apricot Slam was held in May 2021. Last year, two tournaments were held: a fall tournament on October 16 and 17, 2021, and a spring tournament on May 21 and 22, 2022. This year also included two tournaments, one on November 5 and 6, 2022, and the other on May 6 and 7, 2023. The tournament offered divisions for men, women, and coed at the 2.5, 3.0, 3.5, and 4.0+ levels. The tournaments were held at the Arroyo Vista Community Park Tennis Courts. Volunteer support was crucial in implementing the tournament, with substantial support from the tournament’s title sponsor, Lucky Fools Pub. Pickleball Tournament Fall 2022 Spring 2023 FY 2022/23 FY 2021/22 FY 2020/21 Teams 52 78 130 136 85 Players 104 156 260 272 169 Revenue $4,820 $8,039 $12,859 $13,298 $7,918 Direct Costs $3,028 $3,402 $6,430 $8,239 $3,928 Indirect Costs 0 F/T Staff $3,436 $3,436 $6,873 $9,350 $6,702 Overhead Costs $426 $538 $964 $493 $442 Total Costs $6,890 $7,376 $14,267 $18,083 $11,072 Gross Profit / (Loss) $1,792 $4,637 $6,429 $5,059 $3,990 Net Profit / (Loss) ($2,070) $663 ($1,408) ($4,785) ($3,154) Cost Recovery Summary (Category: Adult Sports Programs) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered: 82% 75% 100% 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 57 Honorable City Council 12/06/2023 Regular Meeting Page 23 calculations for rentals. It should be noted that costs for other outdoor rentable facilities including picnic pavilions, courts, and parking lots are not included in cost calculations. This report includes rentals from June 1, 2022, through May 31, 2023. Facility Rentals FY 2022/23 FY 2021/22 FY 2018/19 Total Rental Hours (facilities and equipment) 24,103 21,807 14,246 Rental Headcount 537,786 274,024 115,308 Revenue $343,548 $342,791 $176,903 Direct Costs $24,833 $14,767 $31,439 Indirect Costs F/T Staff $106,145 $94,206 $70,281 Overhead Costs $133,308 $131,869 $72,224 Total Costs $264,286 $240,842 $173,945 Gross Profit / (Loss) $318,715 $328,024 $145,463 Net Profit / (Loss) $79,262 $101,949 $2,958 ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no environmental review is required. FISCAL IMPACT None. This report is for informational purposes. COUNCIL GOAL COMPLIANCE The presentation of this report is not tied to a current City Council Strategic Priority; 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. 58