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HomeMy WebLinkAboutAG RPTS 1994 1107 PR REGPARRS AND RECREATION COMMISSION AGENDA November 7, 1994 7 :00 p.m. Moorpark Community Center, 799 Moorpark Avenue x. CALL TO ORDER: PLEDGE OF ALLEGIANCE: . ROLL CALL: ,N Commissioners Ginger Stratton, Arlene Butler, Debra Ulis -Judd, Sandra G. Thompson, and Chair John Hall �. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: ,d. REORDERING OF, AND ADDITIONS TO, THE AGENDA: �. PUBLIC COMMENTS: 7. CONSENT CALENDAR: �Jx� A. Approval of the Parks and Recreation Commission Minutes of October 3, 1994 Staff Recommendation: Approve as presented. B, Approval of the Parks and Recreation Commission Minutes of October 17 1994 Staff Recommendation: Approve as presented. C. Park Status Report, Staff Recommendation: Receive and File the Report. D. Update on Adopt A Park Proaram Staff Recommendation: Receive and File the Report. E. Update on Hiah School Cross Country use of Arroyo Vista Community Park, Staff Recommendation: Receive and File the Report. 8. DISCUSSION /ACTION ITEMS: A. Consider Special Event Report: Teen Music Festival Staff Recommendation: Receive and File the Report. B. Consider Special Event Report: Halloween Staff Recommendation: Receive and File the Report. C. II)date on Country Trail Park Staff Recommendation: Review play equipment design as presented and recommend colors for equipment. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: 10. ADJOURNMENT: The next Parks and Recreation Commission meeting will be held on Monday, December 5, at 7:00 p.m. Any member of the public may address the Commission during the Public Comments portion of the Agenda. SPEAKER CARDS MUST BE RECEIVED BY THE SECRETARY PRIOR TO THE CALL TO ORDER OF THE MEETING. Speakers will be heard in the order that their Speaker Cards are received. A limitation of 3 minutes shall be imposed upon each speaker. * Discussion /Action Items which are judged by the Director of Community Services to be of high priority. ---------------------------------------------------- - - - - -- Copies of the reports or other written documentation relating to each Stem of business on the agenda are on file in the office of the Secretary and are available for public review. Any questions concerning any agenda item may be directed to the Secretary at 529 -6864, ext. 227. dCf tl 7- MINUTES OF THE PARRS AND RECREATION COMMISSION Moorpark, California October 3, 1994 The regular meeting of the Parks and Recreation Commission of the City of Moorpark was held on Monday, October 3, 1994, in the Council Chambers of City Hall of said City, located at 799 Moorpark Avenue, Moorpark, CA 93021. 1. CALL TO ORDER: Chair Hall called the Meeting to order at 7:05 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Thompson. 3. ROLL CALL: Present: Chair John Hall, Commissioners Sandra G. Thompson, Ginger Stratton, Arlene Butler, and Debra Ulis -Judd. Staff Present: Christine Adams, Director of Community Services, Patty Lemcke, Administrative Secretary. 4. PROCLAMATIONS, COMMENDATIONS AND SPECIAL PRESENTATIONS: Commissioner Thompson commended the Maintenance Staff on the work that was done on High Street for Country Days, and the landscaping of the Police Resource Center. 5. REORDERING OF, AND ADDITIONS TO, THE AGENDA: None. 6. PUBLIC COMMENTS: All public comments were related to Item 8.A. The Commission agreed to allow public speakers to wait and address the Commission at that time on the agenda. There were nine public speaker cards. Chair Hall requested that it be noted that he had received 27 letters from Minutes of the Parks and Recreation Commission Page Two 10/03/94 Moorpark Little League in favor of the baseball fields at the Downtown Park. Director Adams added that the City had received 7 phone calls on October 3 also in favor of fields. 7. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of September 6, 1994. Staff Recommendation: Approve as presented. Chair Hall stated that at the September 6 meeting, he had recommended that Vicki McGowan's effort and work at the Labor Day Picnic be recognized with a letter and he did not see it listed on the Minutes. Director Adams stated that it would be corrected., B. Park Status Report - September. Staff Recommendation: Receive and file the report. Chair Hall stated that in his conversation with Director of Community Services, it was decided that future Park Status Reports will also include updates on capital projects and new park development projects as well as on -going maintenance. MOTION: Chair Hall moved to approve the Consent Calendar as presented. Commissioner Thompson seconded. The motion was carried 5 -0. 8. DISCUSSION/ACTION A. Consider Conceptual Desian for Downtown Park Site. Director Christine Adams described with an overhead diagram, the basic concept and purpose of the Downtown Park design. Director Adams then introduced Mr. David Volz, Landscape Architect, from Harris and Associates. Mr. Volz described the plans for the Downtown Park, situation of two ballfields, play area, restroom, picnic area and general landscape. Minutes of the Parks and Recreation Commission Page Three 10/03/94 Commissioners discussed the pro's and con's of the ballfields versus a passive park. Also the fact that half of the 8 acres assigned for the park area is being taken up by baseball fields. The parking area was agreed upon to be too small. Chair Hall introduced public speakers at this time: 1. David Beals. Member of the Moorpark Little League and in favor of the baseball fields. The fields in the City at this point are so limited, Little League will not be able to continue at their rate of growth. 2. Mike Jacalone. Vice - President of Moorpark Little League. He is in favor of the baseball fields. The Little League Organization would be happy to help out with a monetary donation along with their energy and time to keep up fields. Mr. Jacalone stated that their Organization had tried to obtain space at Arroyo Vista Park for fields when plans were originally approved, and was denied. 3. Ethel Sulkis - Her concern is if there are to be two baseball fields, the parking area is inadequate. Also in favor of a more passive area designed for the Seniors. Director Adams stated that she had discussed this with the Carol Ghens, Director of the Senior Center, and it was being discussed to set aside an area for Senior activities, such as horseshoes. 4. David Cruz - His concern is also the small area of parking that has been designated. He is worried about the safety of the children if there is heavy parking along the street. 5. Oscar Barrera - His concern is also the limited parking area. He stated that he is not against the ballfields, but if the City is going to design the park with fields, design it properly with adequate parking. 6. Rick Predmore - Stated that he supported the two baseball fields. Minutes of the Parks and Recreation Commission Page 4 10/03/94 7. Gary Murphy - Also supports the baseball fields. He was under the impression that Little League has been promised for at least three years that the City would provide additional fields. 8. Barbara Schultz - Lives in downtown Moorpark area and very much in favor of the park. She is concerned about the traffic and how it will effect Lassen Street. 9. Rob Jacalone - His feelings are that the Little League Organization is being made out to be the "bad guys." He wanted to remind the citizens that they are of the same community and must work together. Space is needed and has been promised for Little League. Director Adams stated that even though Arroyo Vista Park has more acreage, it would be too costly to try and change the plans and move the baseball fields to that park. Commissioner Stratton also stated that Phase II of Arroyo Vista Park was voted to be a passive park by the City Council. Commissioner Ulis -Judd discussed other parking options with Mr. Volz and the Commission. Mr. Volz said that he could have a new design completed within two weeks. MOTION: Commissioner Ulis -Judd moved for an additional design for the Downtown Park including additional parking area and to continue Item 8.A to a second meeting scheduled for October 17, 1994. Commissioner Thompson seconded. The motion was carried 5 -0. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: Commissioner Thompson thanked Leta Yancy- Sutton on behalf of the Commission for the use of the car provided for the Country Days Parade. Minutes of the Parks and Recreation Commission Page 5 10/3/94 Chair Hall would like to discuss the status and bids on the Arroyo Vista Park play equipment. Also he would like to review the Country Trail Park plans. Commissioner Ulis -Judd would like to know the status of "Adopt a Park ". Commissioner Thompson would like to discuss a Cross Country Course, linking it with Arroyo Vista Park. 10. AWOURNMENT : Commissioner Thompson moved to adjourn the meeting. Commissioner Stratton seconded. The Motion was carried 5 to 0. The time was 9:05 p.m. Respectfully submitted, Patty Lemcke Administrative Secretary Approved: JOHN R. HALL, JR., CHAIR MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California October 17, 1994 A special meeting of the Parks and Recreation Commission of the City of Moorpark was held on Monday, October 17, 1994, in the Council Chambers of City Hall of said City, located at 799 Moorpark Avenue, Moorpark, CA 93021. 1. CALL TO ORDER: Chair Hall called the Meeting to order at 7 :00 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Butler. 3. ROLL CALL: Present: Chair John Hall, Commissioners Sandra G. Thompson, Arlene Butler, and Debra Ulis -Judd. Commissioner Stratton was absent. Staff Present: Christine Adams, Director of Community Services, Patty Lemcke, Administrative Secretary. 4. PROCLAMATIONS, COW0NDATIONS AND SPECIAL PRESENTATIONS: None 5. REORDERING OF, AND ADDITIONS TO, THE AGENDA: None. 6. PUBLIC COMMENTS: There were three public speakers, and all regarding Item 8 (A) . 1. Mike Jacalone. On behalf of Little League and himself, Mr. Jacalone would like to thank the Commission for including the two ballfields. He was also satisfied with the new park design. Minutes of the Parks and 10/17/94 Recreation Commission Page Two 2. Ethel Sulkis. Her opinion is that the passive area of the park design appears too small of a space for too many people. The picnic and play area will have an overcrowding problem. 3. Eloise Brown. She is in favor of the ballfields for Little League, but disagrees with the remainder of the park design. In her opinion the parking area is still not large enough. She does not agree with the "farm theme ". Also the amphitheater is not necessary. Mrs. Brown is concerned with the cost that will be needed to maintain. 7. CONSENT CALENDAR: None 8. DISCUSSION /ACTION ITEMS: A. Consider Conceptual Design for Downtown Park Site Staff recommendation: That the Parks and Recreation Commission consider the conceptual design for the downtown park site, take public input, and recommend a design to City Council for their review. Director Adams explained to all present that on October 9, 1994, she and Commission walked the downtown park site and reviewed the new park design. The new design was displayed. Director Adams introduced the architect, Mr. David Volz. Mr. Volz briefly explained the revisions that had been made to park design. One ballfield reduced to create additional space for different activities, a horseshoe area, smaller restroom, a space available for a concession stand, and another parking lot. Chair Hall suggested the amphitheater could be multi - purpose if it were converted to another pavilion. Minutes of the Parks and Recreation Commission Page Three 10/17/94 Commission continued to discuss changes with new plan that might free up additional space for picnics and play area. Chair Hall called a recess at 7:45 p.m. to allow Commission to question Mr. Volz on the design. Chair Hall reconvened the meeting at 7:55 p.m. Director Adams stated that it seemed the options on the design were now as follows: 1. To stay with the amphitheater. 2. To omit the amphitheater entirely to free up space. 3. To have a raised platform as a stage area with an open cover that could also serve as a play area. Chair Hall was in favor of the amphitheater being changed to a design, such as a pavilion that could serve multi - purposes. Commissioner Ulis Judd was in favor of the park design as is. Commissioner Thompson also was in favor of park design as is, but also including a Bocci Ball area. Commissioner Butler was in favor of the amphitheater, but would still prefer opening up additional space. MOTION: Commission Judd moved to approve the downtown park design with the following amendments and then to recommend to City Council for approval. 1. Amphitheater moved to the east fifteen feet. 2. Cover the amphitheater stage only. 3. Expand area west of the amphitheater. 4. To decrease the number of picnic tables by five and scale down bar -b -que pits to coincide with tables. Minutes of the Parks and 10/17/94 Recreation Commission Page Four 5. Clear a flat space for Bocci Ball area. Commissioner Thompson seconded. The motion was carried 4 -0. Commissioner Stratton was absent. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: None 10 . ADJOURNMENT: Commissioner Thompson moved to adjourn the meeting. Commissioner Butler seconded. The Motion was carried 4 to 0. Commissioner Stratton was absent. The time was 8:25 p.m. Respectfully submitted, Patty Lemcke Administrative Secretary Approved: JOHN R. HALL, JR., CHAIR 7 City of Moorpark AGENDA REPORT TO: The Parks and Recreation Commission F r.� FROM: Christine Adams, Director of Community Services' PREPARED BY: Allen Walter, Maintenance and Operations Supervisor DATE: November 7, 1994 SITE STATIUS Arroyo Vista Comm. Park Well Problem (electrical and valve) Oil Sealant is applied to gravel road Slope irrigation vandalized. Soccer parking area to the east of developed park area enlarged. Front planter project begun. Second water well drilling begun. Staff and consultant are preparing construction documents for park improvements at AVCP. Improvement work may begin by February. Campus Park Basketball nets replaced Fan vandalized in restroom Restroom burned Picnic tables re -glued to slab Campus Canyon Park No outstanding maintenance issues Community Center Contacted a designer for a monument sign for Senior Center. Country Trail Park Developer is submitting performance bonds prior to the start of construction on the park improvements, scheduled to begin in November. Downtown Park Site Conceptual design will be reviewed by City Council on November 2, 1994. Upon approval of design, staff will go to bid on working drawings, plans, and specifications for construction phase of project. Estimated completion of project will be in August, 1995. Glenwood Park Playground equipment burned on October 1. Replacement equipment is being priced and ordered. Basketball nets replaced. Griffin Park Basketball nets replaced. Drinking fountain repaired Barbecues replaced High St. Pedestrian Park No outstanding maintenance issues. Monte Vista Nature Park No outstanding maintenance issues. Mountain Meadows Park Basketball nets replaced Two barbecues installed Peach Hill Park Preschool play equipment removed. Sand removed in area beneath removed equipment, to be used for fill at other playgrounds Slide repaired on large equipment Picnic tables re -glued to slabs Checked valves and added irrigation lines to ballfield irrigation. Tierra Rejada Park Tennis court gate latch broken Basketball nets replaced. Villa Campesina Park Grading plan is in final plan check. City and CEDC are discussing phasing plan for construction. Some preliminary grading work may begin in December. Virginia Colony Park Replaced letters on monument sign Drinking fountain repaired New electrical services installed, per SCE specifications Picnic tables re -glued to slab Receive and file the report. 7- .o CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission , C ^` v FROM: Christine Adams, Director of Community Servicekt�- DATE: November 7, 1994 SUBJECT: UDdate_on Adopt A At the September 21, 1994 City Council meeting, Councilmember Wozniak requested that staff provide information regarding the development of a policy and mechanism whereby residents could purchase and dedicate something such as a tree or park bench in honor or memorial of a loved one. Staff has been considering the development of a City Gifts Catalogue, whereby needed and identified items or recreational activities for the City's Parks and Recreation programs would be listed for the public to review. Interested persons could then select an item or activity and donate a specified amount for that item or activity, as listed in the catalogue, in honor of whomever they chose. This type of program has been done in other communities, and the success of the program varies between communities. In the City of Buena Park, for example, a Gifts Catalogue was published in the mid 1980's. Within the first year of publication, a local hospital donated $10,000 toward a fitness course at a local park, as well as several individuals donated tables and chairs to the senior center, and two service clubs donated funds to support recreational special events. In later years, the interest faded and the program was abandoned. In other communities, a gifting program is still made available. Staff has worked with the Parks and Recreation Commission on the "Adopt a Park" program, which focuses on community support for on -going maintenance of a park or area. The suggestion for individual donations of capital items for parks and facilities could be included as a part of the "Adopt a Park" concept. The City has a good number of well established trees at the City parks and along City streetscapes. Staff has been working on a Citywide tree inventory which will assist City staff in tracking the health and age of these trees. The City is also being considered as a recipient of a Tree U.S.A. designation, because of the proliferation of trees in Moorpark. The City also has a long standing relationship with Boething Treeland Nursery, which has enabled the City to add and replace trees as the need arises. What is needed is additional funding for the on -going maintenance of existing trees. A "Tree Adoption" in honor of someone, whereby the annual cost for maintaining a tree is donated to the City, may be an option to consider. The Director of Community Services maintains a map of City trees at each site and can provide residents information about maintenance costs for specific trees as requested. Also to be considered would be any tax deduction credit for making these types of donations. This would need to be reviewed by the City Attorney. This information is provided to the Commission as an update as to the status of the Adopt a Park program. Staff has provided a report similar to this to the City Council in response to Councilmember Wozniak's request. The City Council has this on the Council agenda for Wednesday, November 2, but at the time this report was prepared, no additional direction has been given to staff. Therefore, the Adopt a Park program is on temporary hold, until staff receives more specific direction from Council on the memorial tree program. RECON31ENDATION Receive and File the Report CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Servic��v DATE: November 7, 1994 • unit _� At the October 3, 1994 Parks and Recreation Commission meeting, Commissioner Thompson inquired about the possibility of a shared use of Arroyo Vista Community Park with the high school cross country team. Specifically, the discussion was to include the feasibility of an access gate from the school to the park for the runners. In researching this, staff has learned that in the early planning stages of the park, this concept was addressed by the City and the school district. At that time, the school district determined that they did not desire a gated entrance from the school fields to the park, and the matter was no longer discussed. Recently, the cross country team has been using Arroyo Vista Community Park for practices, and in October, hosted a cross country meet at the park against Nordoff. Unfortunately, the City was not informed of this meet, and there were some minor conflicts, since AYSO teams were practicing on the fields during the meet. Staff spoke with Dale Smith, the cross country coach, regarding the need for the team to coordinate their schedule with the City if City facilities were to be used. Mr. Smith, in the same conversation, also indicated an interest in being included in the planning, when the time is right, for the remaining 30 acres of park land at Arroyo Vista Community Park. He would like the City, at that time, to consider designing the planned trails so that long distance runners can utilize these trails as well. At the appropriate time, staff will solicit input from the District. There is no time line planned for this end of the park for improvements due to the unavailable funding at this time. RECONII4ENDATION Receive and File the Report. - - r\ I CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Service' DATE: November 7, 1994 SUBJECT: Consider Special Event Report: Teen Music Festival BACKGROUND Attached is the evaluation prepared by Recreation Supervisor Dale Sumersille on the 1st Annual Teen Music Festival held on Saturday, October 15, 1994. This program was held cooperatively with Rancho Simi Recreation and Park District and Moorpark College Grooven Club, which coordinated the music. The sponsoring organizations would like to repeat this program on an annual basis, with Rancho Simi hosting the program next year. The Teen Council will be reviewing this program and making recommendations for next year, at their meeting on November 3, 1994. RECOMMENDATION Receive and File the Report 0� �x Memorandum To: Chris Adams, Director of Community Services From: Dale Sumersille, Recreation Supervisor Date: October 20, 1994 Re: Teen Music Festival Evaluation The purpose of this evaluation is to offer recommendations and suggestions on the joint program "East County Music Festival" sponsored by the City of Moorpark, Rancho Simi Recreation & Park District and Moorpark College Grooven Club also act as a final update on the budget. The pp=se (s) of the Event: 1. To conduct an event for teens that is planned and promoted by teens for the purpose of increasing their awareness of local businesses, agencies and activities that serve this age group. 2. To provide a teen network and resources that serve this age group. 3. To provide and promote Moorpark teens with positive leisure choices 4. To kick off "Red Ribbon" festivities this month. Event Description: Location: Arroyo Vista Community Park Date: October 15, 1994 Day: Saturday Time: 10:00 am to 5:00 pm Local groups participating: Service Organizations: MYAC Vendors: Victoria Bell Rotary Domino's Pizza Girl Scouts Janet Wild Moorpark High CSF Ron Williams Holy Cross CCD Simi Valley Carvers 4 -H Kathy Blakeman U.S. Marines Joanne Matthews Conejo Youth Employment Service Jolly Jump 1st Assembly of God Ventura D.A.R.E. Bahai Faith CBC Pt. Hueneme Sea Cadets City of Moorpark Rancho Simi Recreation & Park Dist. Ventura County Fire Department Pruners Ambulance Service The Music Festival consisted of a variety of exhibit booths including: arts & crafts, service organizations, local merchants, game booths and food booths. The entertainment scheduled throughout the day offered a variety of performances including: two metal band, two punk bands, three rock bands, a karate demonstration by Dan Anderson's Team Karate and a free raffle from 12 noon to 5:00 pm. Actual entertainment 11:00 - 11:50 am 12:05 - 12:40 pm 12:50 - 1:20 pm 1:35 - 2:05 pm 2:05 - 2:35 pm 3:00 - 3:35 pm 3:50 - 4:20 pm 4:40 - 5:10 pm schedule: Voluptuous Soundbaby Unearthed Rodriquez PLAD Dan Anderson's Team Karate Still Life * KROQ passed out CD's, t- shirts etc. No Consent Glue Gun The following donated items for the raffle that held throughout the day: Carl's Jr. (25 meals) Delfina's Salon (2 facials & pedicure) Mann Theaters (25 tickets) General Comments: The City of Moorpark and Rancho Simi Recreation & Park District staff worked well together. Duties were split with both agencies, while Moorpark College Grooven Club secured the bands and assisted in advertising of the event. With the exception of not being notified until the morning of the event that one band would not show up, and one late the days events ran smoothly from set -up to the final clean-up. Overall, the staff from the agencies involved are very pleased with the turn out of the days activities. Staff was disappointed in the vendor and community organization turnout. The general planning of the event was done by the three agencies. Unfortunately, one promoter did bail out 3 weeks before the event occurred took three bands with him. We were able to get other bands to replace those that left. Over 1300 teens attended the music festival throughout the day. Those teens who did attend, enjoyed the food and music. The teens conducted themselves well throughout the day. There was one incident where a microphone was missing after KROQ gave out some items. An announcement was made that the concert would stop if the microphone was not returned and within 2 minutes of the announcement - it was returned, and the concert continued. Another incident did occur with the last band performing, apparently there was a substance (fake blood) that was poured into the microphone during the last song. Staff is working with the sound techs on either having the microphone cleaned and/or replaced if needed. Listed below are the times and attendance at the festival: 11:15 am 75 2:45 pm 145 12:00 pm 126 3:15 pm 200 12:45 pm 170 4:00 pm 160 1:30 pm 170 4:30 pm $1 2:10 pm 180 total 1311 Expenses: Income: Postage $ 116.00 Vendors $ 360.00 Stage Equipment 875.00 Candy Sales 162.00 Stage Crew 250.00 Stage Supplies 46.28 Printing 147.47 Sheriff Dept. Grand Total $1798.75 Grand Total $ 522.00 Rancho Simi Recreation & Park District received the $360 vendors fees and have agreed to pay for approximately $800 worth of expenses. $1798.75 - $875 (R /S) _ $923.75 - $162.00 revenue from candy = $761.75 total expense of the event to the City of Moorpark. Recommendations: The following are recommendations for future Music Festivals in Moorpark: 1) After staff has reviewed/screened the bands demo tapes, pass these tapes on the sound crew - so they have an idea for the sound mix needed for the day. 2) Have more representation from the community groups. Emphasize the importance to these groups of the event, and their participation. 3) Offer different music i.e. rock and reggae to attract different teens. 4) Try to get more participation from the two local high schools ASB's and get a MUSD official /representative on the actual planning committee. 5) Have better participation from the Moorpark Teen Council. 6) Bands that will be participating, should be asked before the day of the event if they will be using any special props - so that the sound techs are aware ahead of time of what is going on. City of Moorpark AGENDA REPORT TO: Parks and Recreation Commission //�- FROM: Christine Adams, Director of Community Service`;` Prepared by: SG Shellabarger, Recreation Supervisor DATE: November 7, 1994 • • • _ Z - • • T "711 • BACKGROUND Attached is the report prepared by Recreation Supervisor Shelly Shellabarger evaluating the Halloween Carnival and Trick or Treat Village on October 29, 1994. This very successful event was held at Arroyo Vista Recreation Center with well over 700 people in attendance. Groups involved included Moorpark Senior Citizens, Moorpark Kiwanis donated $15, American Legion, Moorpark Women's Fortnightly, Mom's Club of Moorpark, The Friends of the Library, MYAC and Girl Scout Troop 916. There were 62 volunteers. Due to supply problems and overwhelming crowds, this event came in $199 over budget. STAFF RECOMMENDATION: Receive and File the Report SGS /ss EVENT REPORT TO: Christine Adams, Director of Community Services FROM: Shelly Shellabarger, Recreation Supervisor DATE: November 1, 1994 SUBJECT: Halloween Event Report EVENT DESCRIPTION Halloween Party & Trick or Treat Village DATE: Saturday October 29, 1994 LOCATION: Arroyo Vista Recreation Center TIME: 10 am -2 pm AGE GROUP: Boys and Girls (3 - 12) This event included a Penny Carnival, Costume Contest & Parade, Witches Kisses Guessing Contest, Coloring Contest and Trick Or Treat Village. Moorpark Senior Citizens donated $50. Moorpark Kiwanis donated $15, 5,000 pogs and ran the Trick or Treat Village Booths, American Legion donated $15, Moorpark Women's Fortnightly donated $15, Mom's Club of Moorpark donated $15. The Friends of the Library had a book sale in the lobby, giving out candy and Girl Scout Troop 916 ran the carnival games as well as a snack bar. MYAC members also assisted in running the booths as did many community volunteers. Trick or Treat Village Emergency construction artists included Sandi, Kyle, Holly and Garrett Thompson. John Hall. Jesse Emgee and Stephanie Casillas. STAFF and VOLUNTEERS Paid Staff Stephanie Casillas, Recreation Leader Sam Tomlinson. Recreation leader Dean Jones, Recreation leader Kelly Watson. Recreation leader Gailya Jankovskis, Recreation Leader Volunteers John Hall, Parks & Recreation Commission Chairman Sandra Thompson, Parks & Recreation Commissioner Arlene Butler, Parks & Recreation Commissioner Mike Wesner, Moorpark Kiwanis and Planning Commissioner Jason Symchak, Teen Council Co -Chair Tara Corzine, Teen Council Co -Chair A.J. Alldredge, City Staff Volunteer Teresa Felix, City Staff Volunteer Teresa Jones, City Staff Volunteer Kyle Zoeller, Community Volunteer Brandon Zoeller, Community Volunteer Rosemary Grossman, Community Volunteer Justin Sumner, Community Volunteer David Cloward, Community Volunteer Holly Thompson, Community Volunteer Garrett Thompson, Community Volunteer Jesse Emgee, Community Volunteer Matthew Grossman, Community Volunteer Joanne Cowan, Mom's Club Member Sue Jensen, Mom's Club Member Carol Collins, Mom's Club Member Wendy McGrath, Mom's Club Member Leisa Ormskel, Mom's Club Member Lori Matush, Morris Club Member Beth Grassel, Mom's Club Member Tami Walker; Mom's Club Member Vickie McGowan, Moorpark Youth Activities Committee Member Sharon Harper, Moorpark Youth Activities Committee Member Willy Knecht, Moorpark Youth Activities Committee Member Karen Knecht, Moorpark Youth Activities Committee Member Heather Harper, Moorpark Youth Activities Committee Member Sophie Potempo, Moorpark Youth Activities Committee Member Jennifer Harper, Moorpark Youth Activities Committee Member Lonnie Fisher, Moorpark Youth Activities Committee Member Marie Blazejewski, Moorpark Youth Activities Committee Member Cathleen Leaver, Moorpark Youth Activities Committee Member Elizabeth Leaver, Moorpark Youth Activities Committee Member Tandy Westmiller, Girl Scout Troop 916 Cindy Rundgren, Girl Scout Troop 916 Jackie Gressman, Girl Scout Troop 916 Chrystal Tipping, Girl Scout Troop 916 Jennifer MacDonald, Girl Scout Troop 916 Rebecca Wershba. Girl Scout Troop 916 Amy Cloward, Girl Scout Troop 916 Sarah Cloward, Girl Scout Troop 916 Stephanie MacDonald, Girl Scout Troop 916 Katie Fleeman. Girl Scout Troop 916 Holli Christensen, Girl Scout Troop 916 Jennifer Underwood, Girl Scout Troop 916 Janice Christensen, Girl Scout Troop 916 Monica Tipping, Girl Scout Troop 916 Aida Louch, Girl Scout Troop 916 Toni Fleeman, Girl Scout Troop 916 Genice Wershba, Girl Scout Troop 916 Jacqueline Cloward, Girl Scout Troop 916 David Sakata. Moorpark Kiwanis Teri Sakata, Moorpark Kiwanis Gloria Zarate Devlin. Moorpark Kiwanis Chris Hester, Moorpark Kiwanis Roy Talley, Moorpark Kiwanis Susan Wesner, Moorpark Kiwanis David Stafford. Moorpark Kiwanis ATTENDANCE There were and estimated 525 children at this event. Including all the parents and volunteers, there were an estimated 755 people in attendance during the 4 hour period. There were over 62 volunteers, not counting the Friends of the Library. FINANCE BUDGETED AMOUNT: $1.100.00 EXPENDITURE: $1,394.40 Staff 313.56 Shelly Shellabarger (Day 00 8x$20 =160 Stephanie Casillas, Recreation Leader 8x$8 =64.08 Sam Tomlinson, Recreation leader 4X$8 =30.52 Dean Jones, Recreation leader 2x$8 =16.02 Kelly Watson, Recreation leader 2x$8 =15.26 Gailya Jankovskis, Recreation Leader 4x$7 =27.68 Candy & Refieshments 161.46 Smart & Final $141.46 Kmart $20 Awards & Prizes 252.35 Oriental 252.35 Supplies & Publicity $667.03 Vilma Caldwell $401.88 (Halloween Bags) Happenings Magazine $88 Daily News $90.55 Halloween Store $49.95 Michaels $36.65 TOTAL REVENUE: $95.00 TOTAL EXPENDITURE $1,299.40 OVER BUDGET $199.40* *Please see comments regarding overage COMMENTS Advertising included the following: Press releases to local papers, display advertising in Happenings Magazine and the Daily News, posted at three magnetic signs around town, flyers to all MUSD students, flyers to local area businesses and brochure to each home. For the first time ever, this event was set up at Arroyo Vista Recreation Center. Preparation included two days preceding the event. Event items were difficult to locate. From now on, all recreation items will be stored at the Recreation Storage room in the Arroyo Vista Gym. Some items, however, were not located, including the entire Trick or Treat Village which was stored in the community center from years past. The Trick or Treat Village had to be completely reconstructed one day before the event resulting in additional staff hours and materials cost. The total over budget amount of $199.40 is attributable to this situation as well as the fact that due to the large crowd, we ran out of supplies and had to make extra emergency purchases in the middle of the event. Additional supplies were "borrowed" from summer camp supplies accommodate the huge crowd. Please also note that the Halloween Bag expenditure of $402 includes items that will be used in future years. It has been suggested that a committee be formed to create additional Trick or Treat Houses for future years. It was also suggested that we contact the High School Stage Craft Class to assist in creating the village. This year we used numerous boxes donated by Sandi Thompson and Mesa Verde School to serve as game barriers (eliminating the need to transport 30 tables from city hall). The boxes worked well but did not hold their position due to the crowd. The costume contest was run by John Hall and Sandi Thompson. Problems included the huge crowd and small stage. The event began at 10:00 am. The girl scouts of troop 916 were in place 10 minutes ahead of time and performed admirably. By 10:05 the event was in full swing with a lot of children present. The crowd continued to grow. At one point it was impossible to move from one end of the hallway to the other. By 11:30 we had run out of candy at the Trick or Treat Village. Kiwanis began handing out 5,000 Pogs while staff went out to buy additional candy. Clean up took longer than usual. Individuals who stayed until everything was done deserve recognition. They include Teresa Felix. Sandi Thompson and Stephanie Casillas. SUMMARY Overall, this event was very successful. The crowd was unprecedented and it is likely that such crowds will attend future events. It is recommended that parts of this event be moved outdoors to make room for people to move. The costume contest should be reconsidered. The costume parade should move out of the building and perhaps through the gym to alleviate the crown. Perhaps the costume contest should take place out doors. SUGGESTIONS FOR FUTURE EVENTS 1. Place some carnival games outside. Add "messy" games like blow out the candle with,a squirt gun etc. (lace Trick or Treat Village outside. Solicit a committee to held create the houses. Consider investing in plywood for more permanent structures. Paint the boxes used for game barriers. Use for other events. Consider creating a Haunted House in the kitchen. 611econsider the Costume Contest. (6) Add a Carved Pumpkin Contest. 7. Consider allotting extra funds to this event due to the large number of people Arroyo Vista Attracts. 8. Schedule set up times onto the calendar prior to recreation class scheduling. City of Moorpark AGENDA REPORT TO: The Parks and Recreation Commission FROM: Christine Adams, Director of Community Service` DATE: November 7, 1994 SUBJECT: Update on Country Trail Park, The Commission requested that staff provide an update as to the construction of improvements at Country Trail Park. As previously reported, an agreement between the City and the County Flood Control District needed to be finalized prior to the start of construction of the park and the adjacent flood channel landscaping improvements by California Community Builders (CCB), who are the general contractors for R.B.D., Moorpark Investors, Ltd. (formerly Urban West Communities) . R.B.D. is also not obligated to begin construction of the park until a majority of the homes in the West Ranch development were completed pursuant to the approved planned community plan. At this time, R.B.D. is ready to begin construction. All of the landscaping plans, previously approved by the City Council, have been plan checked by the City's landscape architect, and the grading plans have been reviewed, modified and approved by the City Engineer's office. Final performance bonds are now being submitted by CCB, and when that step is completed, construction for the park will begin. CCB is optimistic that this could be by mid - November. The agreement between the City and VC Flood Control for the flood control channel has not been finalized, but the park construction may not be contingent upon this agreement, and could move forward right away. The design for the park was submitted in 1990 and was approved by the City Council. It included a tot lot playground area and a large turf area. The Council considered two alternative grading plans, and chose the grading plan which would have a 1 - 2% slope the full width of the park from the base of the bank slope adjacent to Mountain Trail north to the proposed flood control channel, which was the original plan. Under a 10 year flood condition, water would cover most of the park area to a very shallow depth. This approved plan dictates to a certain extent the type of design appropriate for the park. Therefore, the park is designed for passive use only. Some off - street parking was also included in the design, however, the intent of the park would be to primarily serve the local neighborhoods. The tot lot play equipment originally chosen for this park was a wood structure design. In an agreement with Urban West, the design was changed to be a metal and plastic structure, with the cost of the structure not to exceed the original budgeted amount for the wood structure. The design that was originally submitted by the architect in 1990, no longer satisfies ADA requirements. The City has requested that CCB modify their design to include the Fibar surfacing and approved transfer points on the equipment. CCB has done this and has taken their preliminary design for the play equipment out to bid. They have selected Game Time as the equipment manufacturer, and have selected the attached design. This design, for the most part, is what the previous Commission reviewed and recommended. The only change is in the largest play structure, which is attached to this report. The Commission needs to select colors for this structure, as none have been called out in the plans. All transfer platforms are either beige or brown, while the slides, posts and climbers can be chosen from a variety of colors. Staff would recommend that the beige platforms be considered, instead of brown. Color samples are available for the Commission to look at this evening and choose a minimum of two (2) complimentary colors for this large structure. RECOMENDATION Review play equipment design as presented and recommend colors for equipment. I� t� It II II L COUNTRY TRAIL PARK CITY OF MOO"M 61 '' I ' I I n U Colomm 5-TUBE I" aweER W /GRAPHC 10074 10011 I �I ELI I II II II II u 860' POLY SPRAL SLDE W/ CANOPY 10189 OLIMEM F POLE 10080 THE CLWW �j ' 117 II 7 I� II II 11 II II U TRANSIR PLATFORM 10267 RUMBLE AND ROLL SLDE 10209 produch by 0 °Tmw FORT PAYNE, AL SANMIC.