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HomeMy WebLinkAboutAGENDA REPORT 2025 0205 CC REG ITEM 09BCITY OF MOORPARK, CALIFORNIA City Council Meeting of February 5, 2025 ACTION RECEIVED AND FILED. BY A. Hurtado. B. Consider Update on City Council Goals for Fiscal Years 2023/24 and 2024/25, Objective 3.10, Moorpark Teen Engagement Study and Teen Council Evaluation. Staff Recommendation: Receive and file. (Jeremy Laurentowski, Parks and Recreation Director) Item: 9.B. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: 02/05/2025 Regular Meeting SUBJECT: Consider Update on City Council Goals for Fiscal Years 2023/24 and 2024/25, Objective 3.10, Moorpark Teen Engagement Study and Teen Council Evaluation BACKGROUND The Fiscal Year (FY) 1993/94 City Council adopted Goals and Objectives included the Goal “Enhance and expand quality recreational opportunities for all Moorpark residents, and effectively coordinate recreational activities with other organizations.” One of the specific objectives was to “Develop recreation programs targeting teens and at-risk youths.” These Goals and Objectives were presented at the August 4, August 18, and October 6, 1993 City Council meetings and the October 11th and November 8, 1993, Parks and Recreation Commission meetings. The concept of a Teen Council was originally discussed by the Parks and Recreation Commission at their meeting of November 8, 1993 and later supported by a Teen Task Force ad hoc that was assembled to identify the needs for the teen population of Moorpark and identify ways to provide services more efficiently to a larger population of teens. The Teen Task Force ad hoc included two members of the Parks and Recreation Commission, two representatives from the Boys and Girls Club, a Moorpark Unified School District representative, a Ventura County Sheriff’s Department representative, a private citizen, and two community organization members, which are no longer in operation, Our Town Teens and Project Pride. Staff prepared Teen Council Guidelines, which were reviewed by the Teen Task Force and Parks and Recreation Commission before being presented to the City Council on February 7, 1994. On February 16, 1994, the City Council approved the formation of a Teen Council and approved the Teen Council Guidelines. The intended purpose of the Item: 9.B. 110 Honorable City Council 02/05/2025 Regular Meeting Page 2 Teen Council was to investigate and make recommendations to staff on recreational programming and other matters of concern to Moorpark teens. Teen Council members are appointed by the Mayor, and as such, the Teen Council is subject to the requirements of the Brown Act. The Teen Council Guidelines have been modified several times over the years. Currently, the Teen Council consists of between seven and 15 members, preferably with representation from each grade level from 7th through 12th grade. The administration of the Teen Council is governed by the City Council’s Policies Resolution (Policies). The Policies administer a variety of functions governed by the City Council across all City departments. However, on February 2, 2022, the Administration, Finance, and Public Safety (AFPS) Standing Committee considered a comprehensive update to the Policies, and on May 18, 2022, Resolution No. 2022-4097 was adopted by the City Council. The changes included language updates which include overarching policy statements for existing policies with highly detailed and prescriptive language, and for the transition of sections with detailed policy language into Moorpark Administrative Procedures (MAPs) administered and implemented by the respective departments. Of particular note is City Council Policy 6.4, Teen Council (Policy 6). The changes to Policy 6.4 maintained a general statement regarding the Teen Council that would be administered by the City Council with the details of the program and its functions delegated to Parks and Recreation Director and his/her designee. The program details and procedures have been removed from the City Council Policies and moved to Moorpark Administrative Policy Manual, PRCS-6, Teen Council (PRCS-6), administered by the Parks and Recreation Director. City Council Policy 6.4: “The Moorpark City Council has created a Teen Council to encourage young residents to: actively participate in the operations of their City government in a positive and productive manner, provide the opportunity to facilitate communication and a spirit of involvement by youth in City government; and provide a learning experience for Teen Council members that is conductive to leadership growth. The purpose of the Teen Council is to investigate and make recommendations to City Parks, Recreation and Community Services Department staff on recreational programming and other matters of concern to Moorpark teens, and such other duties and functions as may be specifically assigned to the Teen Council by the City Council. The details of the program and its functions are delegated to Parks and Recreation Director and his/her designee.” DISCUSSION Moorpark is somewhat unique when it comes to the makeup of the Teen Council. Several other cities in Ventura County have a teen based advisory Council or Commission (groups), such as the Youth Council in the City of Simi Valley or the Youth Commission in the City of Thousand Oaks. However, both of these teen groups are assigned to the City Manager’s Office and generally focus on government functions, not recreation. The cities of Fillmore and Ojai do not have a teen group per se, but they do have youth 111 Honorable City Council 02/05/2025 Regular Meeting Page 3 representatives that serve on the Parks and Recreation Commission. No other cities in Ventura County have advisory groups specifically focused on teens. For the past nearly 30 years, the Recreation Division has been responsible for managing the Teen Council. As mentioned previously, the original purpose of the Teen Council was to investigate and make recommendations to City staff on recreational programming and other matters of concern to Moorpark teens, with the desire that the Teen Council’s recommendations will ultimately improve teen programming with tangible and positive outcomes for the teen community at large. Although many Teen Councils in prior years have had success planning and participating in recreation activities, active participation in the Teen Council has declined over the years. This seems to coincide with the decline in teen participation in organized events overall, such as the teen dances that were popular for many years and offered by both the City and the Moorpark Unified School District, as well as other specific teen events such as teen concerts, band jams, and game nights. Additionally, the structure of the Teen Council has created challenges for both staff and the teens in the ability to coordinate and plan events and programs, or to have in-depth discussion on various matters affecting teens. This is because the Teen Council is subject to the Brown Act and all meetings must be held in accordance with the Brown Act, which requires preparation and advance posting of the agenda, and limits discussions solely to items on the agenda. These restrictions have not been conducive or effective in producing true engagement with the teen community, or for the Teen Council to be able to recommend, develop, or implement successful teen programming. Additionally, due to declining regular attendance, approximately 15% of the meetings were cancelled due to a lack of quorum over the last few years, and approximately 40% of the meetings that did have a quorum, had approximately 30% of the Teen Council members absent. Because of this, the function of the Teen Council has transitioned from an active role in the planning and implementation of teen related programs and events, to a more passive role, whereby the Teen Council assists the Recreation Division by volunteering on the day of teen and community events and has had limited success planning and implementing new programs. The FY 2023/24 and 2024/25 City Council Goals includes Objective 3.10, “Moorpark Teen Engagement Study and Teen Council Evaluation.” The purpose of the objective is to evaluate the structure of the Teen Council to determine opportunities to improve the program. Staff initiated the evaluation last year starting with an informal survey of the Teen Council. The survey covered a variety of subject areas, such as: why they applied to be on the Teen Council, what are their interests as it relates to teen programming, what they wanted to get out of the Teen Council, their participation in Moorpark recreation overall, and what programs the City should offer to Teens, to name a few. Of particular note was the fact that members of the Teen Council stated that they have a strong interest in wanting to help expand recreational programs for Moorpark teens. Additionally, the 112 Honorable City Council 02/05/2025 Regular Meeting Page 4 Teen Council members have an interest in developing leadership skills and obtaining a better understanding of government functions. Over the course of last year’s term, staff met with the Teen Council regularly to identify ways to improve the program and used the survey as the basis for discussion. Ultimately, staff learned that the Teen Council had interests related to recreation, government functions, and particularly a variety of social issues that affect teens. The following are the primary changes to the program that were developed by the Teen Council. Also, attached to this staff report are the corresponding changes to PRCS-6. •Develop at least three (3) Teen Council Ad Hoc Committees (Ad Hoc Committee) each year so that the Teen Council members can freely engage in conversations about a variety of issues related to teens, better plan and organize events and programs, and engage Moorpark teens in functions of the Teen Council. Each Ad Hoc Committee will update the Teen Council at their regular meeting to inform the Teen Council of their progress and seek input. The Ad Hoc Committee’s selected by the Teen Council for the FY 2024/25 term are: Government Relations, Event Planning, Social Issues, and Outreach. •Plan and organize at least one event for teens each term and develop a new event for the following year for Teen Council members to plan and organize. The FY 2024/25 event that will be planned by the Teen Council is the existing After Dark Dance scheduled this May. The Event Planning and Outreach Ad Hoc Committees will be responsible for planning, organizing, and promoting the event, with final approval of all actions by the Teen Council. The new 2025/26 event has not yet been proposed by the Ad Hoc Committee. •Update the Parks and Recreation Commission at least twice a year, and the City Council at least once a year on all matters related to the Teen Council. The Teen Council presented to the Parks and Recreation Commission on November 4, 2024. A representative from each Ad Hoc Committee provided an update. The Teen Council will attend the Parks and Recreation Commission meeting for a second time in March and will update the City Council at the end of their term in June of each year. The additional changes to PRCS-6 generally include some administrative revisions that better align with the term of the Teen Council. For instance, the term has been changed from July 1 to September 1 to better align with the school year, and meetings have been changed from monthly to bi-monthly since the Teen Council has been meeting bi-monthly for many years to allow more time for the teens to plan and organize events. However, now that the Teen Council has created Ad Hoc Committees to help administer Teen Council functions, staff will evaluate the schedule at the end of the year to determine if a bi-monthly schedule is still warranted. On September 11, 2024, staff presented the final changes to PRCS-6 to the Teen Council 113 Honorable City Council 02/05/2025 Regular Meeting Page 5 for their approval. Since implementing these new changes, staff has received positive feedback from the Teen Council members. The meetings have been engaging and participation and attendance has improved. In fact, no Teen Council meetings have been canceled due to lack of quorum so far this year. Staff will continue to work with the Teen Council on the above stated objectives for the current term in an effort to produce tangible improvements to teen programming. The effectiveness of these changes will be evaluated at the end of the current term to determine if additional changes to the Teen Council are needed. Because PRCS-6 is now an Administrative Policy administered by staff, no City Council action is required. 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 further environmental review is required. FISCAL IMPACT None. COUNCIL GOAL COMPLIANCE This action is consistent with Fiscal Years 2023/24 and 2024/24 City Council Strategic Priority: Governance, Goal 3: Excellent City Governance, Objective 3.10: Moorpark Teen Engagement Study and Teen Council Evaluation. STAFF RECOMMENDATION Receive and file. Attachment: Moorpark Administrative Policy Manual, PRCS-6, Teen Council 114 CITY OF MOORPARK PRCS DEPARTMENT POLCIES MANUAL PRCS-6 TEEN COUNCIL Approved By: Issued Date: Revision Date: Prior Reference: Jeremy Laurentowski, Parks & Recreation DirectorCity Manager 10/06/2010 09/25/2024N/A CC POLICY 6.45 PURPOSE The purpose of the Teen Council isshall be to investigate and make recommendations to City Parks, Recreation and Community Services Department staff on recreational programming and other matters of concern to Moorpark teens, and such other duties and functions as may be specifically assigned to the Teen Council by the City Council. GUIDELINES 1.Goals A.To encourage young residents to actively participate in the operations of their City government in a positive and productive manner. B.To expand and improve programs and events for teens in the Moorpark community. C.To provide the opportunity to facilitate communication and a spirit of involvement by youth in City government. D.To provide a learning experience for Teen Council members that is conductive to leadership growth. 2.Membership and Organization All appointments to the Teen Council shall be made by the Mayor of the City of Moorpark, with approval of the City Council, consistent with the adopted Council on procedures for appointments (Policy 2.2). The Teen Council shall consist of no less than seven (7) and no more than fifteen (15) members, with a goal of having a minimum of one (1) representative from each grade level from 7th grade to 12th grade. In the event there are sixteen (16) applications, the Council may appoint sixteen (16) members if it determines doing so would help meet the goal of having at least one (1) representative from each grade level from 7th grade to 12th grade. All representatives must be City of Moorpark residents and must be enrolled in school. Special attention should be given to ensure that all middle schools and high schools in Moorpark have some representation on the Teen Council. Representatives would typically be limited to not serving more than a total of three years on the Teen Council to allow more teens the opportunity to serve as a Teen Council representative. In addition to the advertisement procedures specified in Council Policy 2.2, applications for Teen Council shall be made available on the City’s website, at City ATTACHMENT 115 PRCS-6 TEEN COUNCIL 2 of 3 Hall and,the Arroyo Vista Recreation Center, and sent electronically to administrators for distribution at Moorpark High School, , High School at Moorpark College, Chaparral Middle School, Mesa Verde Middle School, and any other location selected by the Parks and Recreation Director or City Clerk to encourage more applications. Teen Council members shall each serve a one (1)-year term commencing on SeptemberJuly 1 of each year. If a vacancy occurs otherwise than by expiration of a term, an appointment may be made to fill the unexpired portion of the term of office in accordance with City Council Policy 2.2 of thyis resolution (Advertising and Appointment Procedures for Policy for Citizen Appointments to Boards, Commissions and Committees). The Teen Council shall conduct itself in an orderly fashion at all meetings and shall follow and obey the standing rules established by the Parks, Recreation and Community Services Department. A meeting quorum shall be defined as a majority of the total appointed members. No member of the Teen Council shall use the title of Teen Council member on any form of communication unless authorized by the Parks &and, Recreation and Community Services Director or his/her designee and then channeled through the Teen Council for approval. The Teen Council shall not present or purport to represent any position, policy, or direction for the City of Moorpark without the prior approval of the City Council. The Teen Council shall hold bi-monthly meetings with the day, time and location to be determined at the first annual meeting of the Teen Council. Meetings shall be open to all interested participants. The Teen Council shall annually elect its chair, and vice-chair, and secretary from its appointed members. City staff will attend all meetings and provide administrative support to the Teen Council, including establishment of the agenda. 3.Duties and Responsibilities A.Attend all Teen Council meetings and other Teen Council activities. B.DevelopActively participate in at least three (3)one Teen Council Ad Hoc Committees (Ad Hoc Committee), with concurrence by the majority of the members of the Teen Council andsubcommittee, as approved by the City staff representative to the Teen Council. I.Actively participate in at least one Ad Hoc Committee. II. Ad Hoc Committees shall be formed and appointed no later than the second meeting of the term. III. At least one Ad Hoc Committee shall include the task of managing a teen event assigned by City staff, as well as developing a new teen event or program that will be managed by the Teen Council in the subsequent term. 116 PRCS-6 TEEN COUNCIL 3 of 3 C.Solicit, receive, and relay to City staff input and suggestions about any matters of concern to the teen residents in Moorpark. D.Participate in publicity and promotional activities of the Teen Council. E.Volunteer at recreation and library special events sponsored by the CityCity’s Parks, Recreation, and Community Services Department. F.Provide updates on the status of Teen Council operations to the Parks and Recreation Commission no less than bi-annually, and to the Moorpark City Council no less than annually. 4.Brown Act Compliance The Teen Council is subject to the Brown Act, including notice and agenda requirements. 5.Removal of Members Any appointed member of the Teen Council may be removed by either of the following: A.A majority vote of the City Council; or B.Following three (3) consecutive, unexcused or excused Teen Council meeting absences, or five (5) total absences during the term of the Teen Council member, the Parks &and, Recreation and Community Services Director may determine the seat of such member to be vacant. For the purpose of this section, excused absence includes absences due to illness or circumstances beyond the Teen Council member’s control. Scheduling conflicts with other activities will not be considered excused absences. 6.Volunteer Hours Assigned City Recreation Division staff shall prepare a written record of the volunteer hours for each Teen Council member for attendance at the meetings and activities described in Section 34 of this policy. A Teen Council volunteer hours report shall be prepared and presented to the City Council, City Manager, and Parks &and Recreation Director in conjunction with the annual Teen Council recognition to be scheduled no later than the secondfirst regular Council meeting in JulyJune of each year. 117