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HomeMy WebLinkAboutAG RPTS 1994 1205 PR REGPARKS AND RECREATION COMMISSION AGENDA December 5, 1994 �> 7:00 p.m. \ Moorpark Community Center, 799 Moorpark Avenue e. CALL TO ORDER: PLEDGE OF ALLEGIANCE: ,,V• ROLL CALL: Commissioners Ginger Stratton, Arlene Butler, Debra Ulis -Judd, Sandra G. Thompson, and Chair John Hall PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: JS. REORDERING OF, AND ADDITIONS TO, THE AGENDA: PUBLIC COMMENTS: 7. CONSENT CALENDAR: A.� Approval of the Parks and Recreation Commission /1 Minutes of November 7, 1994. Staff Recommendation: Approve as presented. NQ - c Park Status Report, Staff Recommendation: Receive and File the Report. /C Report on Park Tour of October 9 1994 Staff Recommendation: Receive and File the Report. 8. DJSCUSSION /ACTION ITEMS: Consider Special Event Report: Holiday Craft r\:l Fair Staff Recommendation: Receive and File the �- Report. -U Consider Special Event Report • Tree Lighting .1 Ceremony (Oral Report) Staff Recommendation: �✓ ` Receive and File the Report. � rF U 1 Event w' Santa (Oral Report) Staff Recommendation: Receive and File the Report. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: _ �- 116JOURNMENT: The next Parks and Recreation Commission meeting g will be held on Tuesday, January 3, 1994. k, � ---------------------------------------------------------- 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 item 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. MINUTES OF THE PARRS AND RECREATION COMMISSION Moorpark, California November 7, 1994 The regular meeting of the Parks and Recreation Commission of the City of Moorpark was held on Monday, November 7, 1994, in the Council Chambers of City Hall of said City, located at 799 Moorpark Avenue, Moorpark, California. 1. CALL TO ORDER: The Meeting was called to order at 7:25 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Stratton. 3. ROLL CALL: Present: Chair John R. Hall, Jr., Commissioners Ginger Stratton, Sandra G. Thompson, Arlene Butler. Commissioner Debra Ulis - Judd was absent. Staff Present: Christine Adams, Director of Community Services, and Patty Lemcke, Administrative Secretary. 4. PROCLAMATIONS, COMMENDATIONS AND SPECIAL PRESENTATIONS: None. 5. REORDERING OF, AND ADDITIONS TO, THE AGENDA: None. 6. PUBLIC COMMENTS: 1. Mr. Dale Smith wished to comment on Item 7.E, that he was in favor of the use of Arroyo Vista Park for Cross Country and jogging purposes. Mr. Smith has been a track coach at Moorpark High School for approximately twelve years. He stated that considering the large number of Moorpark residents that jog, to allow an approximate three mile course at Arroyo Vista Park would be a safer place to jog rather than the streets. Minutes of the Parks and Recreation Commission Page Two A jogging course other activities at be necessary, nor enough space. November 7, 1994 would not interfere with the park, lights would not concrete, and there is 7. CONSENT CALENDAR: 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 Program, Staff Recommendation: Receive and File the Report. E. Update on High School Cross Country Use of Arroyo Vista Community Park. Staff Recommendation: Receive and File the Report. MOTION: Commissioner Stratton moved to approve the Consent Calendar as presented. Commissioner Thompson seconded. The motion was carried 4 -0. Commissioner Ulis - Judd was absent. 8. DISCUSSION /ACTION ITEMS: A. Consider Special Event Report: Teen Music Festival. Staff Recommendation: Receive and File the Report. Director Adams gave an oral report on the event. Approximately 200 to 300 teens were present throughout the day. The Teen Council was pleased. Director Adams felt the only problem was the low turnout, but this was a first time event for Teen Council. They will aim for better planning for the Teen Dance scheduled for December 29th. Commissioner Butler stated that she had received negative feedback. The advertising of this event said that it would be a "Teen Festival" and her Minutes of the Parks and November 7, 1994 Recreation Commission Page 3 opinion is that it was a "Teen Concert ". She feels that the attendance of the Moorpark and Simi teens was not great, and that the majority of the teens were from other communities. Also she was under the assumption that there would be other activities, (such as booths, etc.) in addition to the music. Commissioner Thompson stated that she had received different feedback. She understands why some parents had concerns with the type of music which was not basic rock. Also she had heard that the majority of teens were Moorpark and Simi residents. Commissioner Thompson suggested that perhaps at the next event they could have a mixture of music. She believes that this was a good beginning for the Teen Council. Commissioner Stratton stated that it was to her understanding that this event was to be a "Music Festival" and that is what it was. Chair Hall stated that he felt the event did not fulfill what the City had set out to accomplish; one area being the advertising of local businesses. He felt there should have been additional activities. He felt that perhaps the next activity should be presented for recommendation by the Park and Recreation Commission. There were some questions as to the control of the budget for the Community Services Department. Director Adams will let Commission know the clarification on this. MOTION: Commissioner Thompson moved to receive and file report. Commissioner Butler seconded. The motion was carried 4 -0. Commissioner Debra Ulis - Judd was absent. B. Consider Special Event Report: Halloween. Staff Recommendation: Receive and File the Report. Director Adams reported that the Halloween party was a great success. Shelly Shellabarger, Recreation Supervisor, did a great job, and Director Adams thanked all volunteers and participants for their support. The number of Minutes of the Park and November 7, 1994 Recreation Commission Page 4 people who attended well exceeded what was expected. Commission all agreed that it was a great success and also thanked all involved for their time and support. Commission discussed that next year perhaps instead of a costume contest, we have a costume parade and all the children could receive a participation ribbon. Commissioner Thompson gave special thanks to the Kiwanis for all the effort and prizes they donated. MOTION: Commissioner Thompson moved to receive and file the report. Commissioner Stratton seconded. The motion was carried 4 -0. Commissioner Debra Ulis - Judd was absent. C. Update on Country Trail Park, Staff Recommendation: Receive and File the Report. Director Adams explained that the agreement between the City and VC Flood Control has not been finalized, but the park construction may not be contingent on this agreement, and they could proceed with the play equipment. Director Adams reminded Commission that the plans for equipment had been approved and Commission needed to select colors. Commission all agreed on design of the plan and decided on the color scheme. MOTION: Commissioner Butler moved that the design remain the same and the colors would be as follows: 1. All plastic parts, (platforms and covers) to be beige. 2. Uprights to be teal. 3. Railings to be cranberry. Commissioner Stratton seconded. The motion was carried 4 -0. Commissioner Debra Ulis - Judd was absent. Minutes of the Park and Recreation Commission Page 5 9. ANNOUNCE4ENTS / FUTURE AGENDA ITEMS: November 7, 1994 Chair Hall would like an update on the status of the Downtown Park after it has been presented to Council. Chair Hall also inquired if there have been any changes to the design. Director Adams stated that if Council decides to cut the cost, the amphitheater will be eliminated, and possibly replaced with a pavilion. Commissioner Thompson would like the status of the burnt equipment and replacement for Glenwood Park. Director Adams stated that all burnt equipment that was considered unsafe had been cleared away and new equipment is scheduled to arrive in December. Chair Hall would like an approximate date on the construction of Country Trail Park. Director Adams stated that the ground breaking should start in December and may take four to five months to complete to a degree to utilize. Commissioner Thompson would like to know status of play equipment at Campus Canyon Park. Chair Hall suggested that Arroyo Vista Park needs a sign for advertising events. Residents can than be better aware of planned activities. 10. ADJOURNMENT: Chair Hall Commissioner carried 4 -0. absent. moved to adjourn the meeting and Stratton seconded. The motion was Commissioner Debra Ulis - Judd was The time was 8:30 p.m. Minutes of the Park and November 7, 1994 Recreation Commission Page 6 Respectfully submitted, Patty Lemcke Administrative Secretary APPROVED: JOHN R. HALL, JR., CHAIRMAN City of Moorpark AGENDA REPORT TO: The Parks and Recreation Commission FROM: Christine Adams, Director of Community Servic j;tf\A PREPARED BY: Allen Walter, Maintenance and operations Supervisor DATE: December 5, 1994 SUBJECT: Park Status Report for November, 1994 SITE STATUS Arroyo Vista Comm. Park Well Problem (electrical and valve) Front planter project completed. Second water well drilling completed. Preliminary work done on developing plans for 1994 -95 improvements. Gymnasium vandalized with discharged fire extinguisher. No permanent damage to floor. Campus Park The restroom building experienced major vandalism over Thanksgiving weekend. This included damage to the roof and torn out electrical wiring. Campus Canyon Park Drinking fountain repaired. Community Center Ordered monument sign for Senior Center. Country Trail Park Due to delay in developer acquiring performance bonds, construction may be delayed until early 1995. Downtown Park Site Bid documents for plans and specifications are being completed and will be sent to qualified landscape architects in December. Glenwood Park Playground equipment is being priced. City insurance carrier is being contacted. Temporary security light installed. Griffin Park No outstanding maintenance issues. High St. Pedestrian Park No outstanding maintenance issues. Monte Vista Nature Park Staff has been notified by residents of middle school children riding bikes on hills at park, and not staying on designated trails. Staff is monitoring park. Mountain Meadows Park No outstanding maintenance issues. Peach Hill Park New playground equipment installed, including Fibar surfacing, and sidewalk divider between new equipment and old. Tierra Rejada Park No outstanding maintenance issues. 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 Irrigation box vandalized over Thanksgiving weekend. �M OR] Receive and file the report. TO: FROM: DATE: SUBJECT: BACKGROUND CITY OF MOORPARK AGENDA REPORT Parks and Recreation Commission J Christine Adams, Director of Community Servic December 5, 1994 On Sunday, October 9, 1994, the Parks and Recreation Commission toured the city parks. In attendance were John Hall, Sandi Thompson, Ginger Stratton, Debra Ulis -Judd, Christine Adams. Arlene Butler was absent. Summary of Tour: Community Center Park Swings are too high. benches. Downtown Park Site Graffiti on stone tables and With park plans in hand, commission and staff looked at park and made following recommendations: Two minor league size baseball fields, located both near Chaparral fence (as previously discussed). Additional parking lot at southwest corner of parking lot. Additional open space and picnicking where original minor field was located. Keep amphitheater design as well as all passive area as designed. Reduce size of restroom and spot a location for Little League a restroom /concession/ storage building near the fields, at their cost. Mr. and Mrs. Oscar Barrera who live in the Moorpark Estates met the Commission at the site to offer input as well. Both were pleased with the recommended changes. Looked at burned play equipment. Staff explained proposed placement of security lights and also indicated that upgraded irrigation was also budgeted for this year. Arroyo Vista Community Park and Recreation Center Staff identified proposed locations for site improvements at park this year. Commission is concerned about proposed lake for future phase (liability, maintenance, use and abuse) . Recreation Center was occupied with private party rental. Gym was in use by about 15 adults. One weeknight adult volleyball league team was on grass with City's portable volleyball net having a practice. Commissioner Hall inquired about lights for roller hockey court. None have been proposed at this time, due to costs. The Commissioners stopped and looked at the site. Wood seats on spring toys in preschool area are splintering as paint has worn away. Staff has contacted manufacturer numerous times to get this fixed. Three large rentals were occurring during the park visit. Tennis courts were in use, and look well maintained. Mountain Meadows Park k irls Softball was holding games on south field. One oup rental at pavilion. Commission is concerned about e wood play structure, as stated at previous park G. ours. No children were playing at the playground. Staff sited where the basketball court may be placed. Maintenance staff was preparing the ball diamond for Sunday afternoon league play. No major comments on play equipment. Staff noted that new preschool equipment was being shipped and would be installed in November. Women's restroom hand dryer was broken. Commission inquired about picnic table and trash can for top of hill. Staff stated that this may only cause more problems at night with loitering after park hours and would not recommend this. Griffin Park Commission is supportive of developing a parking lot on the vacated College View Drive, but not extending the park as this park seems to have enough area to serve this neighborhood. One large party was utilizing the picnic area and had a Moon Bounce on the grass but it had been put there with a hand truck, which is acceptable to us. Play equipment was in good shape as were the basketball court and lights. Campus Canyon Park Commission would like to revisit, placing some additional play equipment here, such as some spring toys. Staff indicated that this would have to be a budget consideration for 1995 -96. Staff also discussed where the security lighting for this park was being proposed. Commission still voiced support for the removal of the north soccer goal posts. There was a group party going on at this park, and the picnic shelter, play area and basketball court were all in use. Restrooms were in better shape than during previous tours, but there was still some evidence of small fires in the toilet stalls. Staff discussed location of handball wall with commission, who concurred with location to be at south of basketball area. Everyone was pleased with the maintenance of this park and the compaction of the Fibar. About a dozen people were using the park. There were problems with drinking fountains at every park. Park maintenance staff are constantly repairing fountains due to sand in the drains. While it may be a consideration to locate drinking fountains away from the playground areas, it also seems logical to keep the drinking fountains near the play areas for convenience sake. Perhaps with the inclusion of Fibar at future playground sites, the sand in the drains will not be such a problem. Turf had dry areas at some parks but since we had some heat in the previous few days, it wasn't a big issue to be concerned about. All above information was provided to the Maintenance and Operations Supervisor, who is responsible for on- going maintenance and repairs of landscaping and park equipment in the City. Tour began at 1 pm and concluded at 5 pm. ' • ulul:�l�l� ' • � Receive and File the Report ri City of Moorpark AGENDA REPORT TO: Parks and Recreation Commission ��1b FROM: Christine Adams, Director of Community Service SL Prepared by: SG Shellabarger, Recreation Supervisor DATE: December 5, 1994 SUBJECT: Consider Snecial Event Report: Craft Fair BACKGROUND Attached is the report prepared by Recreation Supervisor Shelly Shellabarger evaluating the Holiday Craft Fair November 19, 1994. This very successful event was held at Arroyo Vista Community Center with well over 700 people in attendance. There were 59 Vendors. After expenses of $706.19 (not including staff time which is represented in a separate budget line item) this event made $1518.81. STAFF RECOMMENDATION: Receive and File the Report SGS /ss Event Report TO: Chris Adams. Director of Community Services FROM: SG Shellabarger, Recreation Supervisor DATE: November 30, 1994 SUBJECT: 1994 Holiday Craft Fair The 1994 Holiday Craft Fair was held on Saturday, November 19. at Arroyo Vista Community Park & Recreation Center. The event ran from 10:00 am -4 pm. The "day of preparation began at 6:00 am at Arroyo Vista Community Park. Vendor check in began at 7:30 am. This was a very successful event due to several factors including a "built in" customer base of AYSO soccer families and beautiful weather. Success is defined by a large customer turnout, lack of organizational problems. positive vendor evaluations and a smooth pre -event preparation. Staff & Dignitaries Christine Adams, Director of Community Services Sandi Thompson, Parks & Recreation Commissioner Shelly Shellabarger. Recreation Supervisor Stephanie Casillas, Recreation Leader Dean Jones, Maintenance Sam Tomlinson, Maintenance Attendance There were 59 vendors with an estimated 750 customers. There were 25 outdoor vendors, 9 table vendors, 25 indoor vendors. Finance Finance ACCOUNT NUMBER EXPENDITURE: Staff 2534.34 01.4.148.502 Shelly Shellabarger 45x$55 2475 01.4.148.503 Stephanie Casillas 7 x$8.01 56.07 01.4.148.503 Sam Tomlinson 2 x $7.63 15.26 01.4.148.503 Dean Jones 1 x $8.01 8.01 Advertising $631.19 01.4.148.642 Happenings Magazine $176 01.4.148.642 Ventura County Newspapers $455 01.4.148.642 Supplies $75 033.3.499.499 TOTAL REVENUE: $2,225.00 TOTAL EXPENDITURE: $3,260.53 TOTAL EXPENDITURE LESS STAFF TIME $706.19 EVENT PROFIT $1518.81 Comments Despite the problems with the weather, this was a very successful event. Complaints from vendors were minimal and due to circumstances beyond our control. The following problems were experienced: Two days before the event a mysterious and offensive odor emanated from the kitchen. Al Walter and his crew worked to dispel the odor and used air freshener to clear out the smell. There were no food vendors other than the Girl Scouts Bake Sale. The Simi Valley Enterprise /News Chronicle did not print our ad on November 18 as requested. When we brought this oversight to their attention they published the ad on the 19th. Some vendors complained about the lack of advertising. (NOTE: While researching the ad rates for this event, I was informed that the Daily News has raised their rates and abolished non - profit rates for display advertising. This means our cost per column inch has effectively gone from $4 to $11. This makes display advertising in the Daily News cost prohibitive. A single -run ad in the Daily News was equivalent in cost to one ad in the News Mirror, one ad in the Simi Valley Enterprise and one ad in the News Chronicle). Advertising The following advertising covered this event: Three sets of press releases were sent to local radio stations and all area newspapers on a time release schedule. Additionally, display advertising was purchased in Happenings Magazine, News Mirror, Simi Valley Enterprise and the News Chronicle). This event was covered on 3 local cable stations. Flyers on this event were distributed at preceding boutiques, sporting events and local businesses. A brochure advertising this event was sent to every home in Moorpark and a flyer advertising this event was sent home with every student in the Moorpark School District. Flyers were also sent to vendors for their disbursement to clients. Posters advertising this event were posted in local store windows and large signs were posted for 1 week preceding this event in Moorpark. Thousands of small flyers with door prize drawing forms printed on the back were distributed throughout town. Suggestions for Future Events Avoid placing vendors in the Kitchen or on the back patio. Consider reducing indoor spots to 8 x 8 to accommodate more vendors. Use the front lawn. Though the weather for this event was perfect, the next week there were gale force winds. Beware of outdoor events at this facility. Consider the long term purchase of protective covering for the gym floor to make an indoor event feasible. City of Moorpark AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Servic Prepared by: SG Shellabarger, Recreation Supervisor DATE: December 5, 1994 SUBJECT: Consider Sipecial Event Report: Tree Lightinct Ceremony BACKGROUND Attached is the report prepared by Recreation Supervisor Shelly Shellabarger evaluating the 1994 Tree Lighting Ceremony on December 1, 1994. This was the most successful Tree Lighting to date with standing room only after 6:00 pm. This popular event was held at the Moorpark Community Center with over 700 people in attendance. There were 9 volunteers. This event cost $569.75 less staff time when $410 was budgeted. The overage of $159.75 is attributable to the growth of this event and the fact that our holiday decorations had to be re- purchased. TAFF RECOMMENDATION: Receive and File the Report SGS /ss Event Report TO: Chris Adams, Director of Community Services FROM: SG Shellabarger, Recreation Supervisor DATE: December 2, 1994 SUBJECT: 1994 Tree Lighting Ceremony Description, The 1994 Tree Lighting Ceremony was held Thursday, December 1, 1994 at the Community Center from 7:00 -9:30 pm. Activities included dance and musical entertainment, greetings from the Mayor, holiday songs, a visit from Santa and refreshments. Paul Lawrason opened the festivities, welcomed guests, council members, commissioners. The tree was lit by Mayor and Connie Lawrason and Sara Judd. Christine Adams and the Golden Tones sang from 7:10 to 7:15, Cathy Foley's Dance Classes performed from 7:15 -7:45 (Dancer costumes designed & made by Nancy Rogers with help from other parents). Shiloh Singers performed Victorian carols from 7 :45 to 8:00, and Allyson Keuchmann and the Amadeus Boys Choir performed from 8:00 -8:15. Santa arrived at 8:15 pm and entertained kids while parents had refreshments. Santa's Elves were Christine Hester and Audrey Kranig from A to Z Storage Santa was played by Brad Dolliver. Refreshments were served by Sandi. Garrett and Holly Thompson, John and Jason Hall, Patrick Hunter and Stephanie Casillas. The tree was donated by Hagle Tree Farm in Somis and Fireproofed by Kevin & Fred's in Camarillo. John Casillas arranged these donations. Todd Henderson coordinated the tree pick up and delivery, Allen Walter and Efrain Alcarez assisted with event set up and coordination. Staff do Dignitaries Present Staff Christine Adams, Director of Community Services Shelly Shellabarger, Recreation Supervisor Stephanie Casillas, Recreation Leader Efrain Alcarez Maintenance Staff John Casillas (Staff Volunteer) Brad Dolliver, Santa Video Max Officials Paul Lawrason, Mayor Patrick Hunter, City Councilman John Hall, Parks & Recreation Commission Chairperson Sandi Thompson, Parks & Recreation Commission Vice Chairperson Debra Uliss -Judd, Parks & Recreation Commissioner Volunteers Holly Thompson, Community Volunteer Garrett Thompson, Community Volunteer Christine Hester, Community Volunteer Audrey Kranig, Community Volunteer Jason Hall, Community Volunteer Attendance: An Estimated 600 people attended Finance ACCOUNT NUMBER 1307.11 $185 $3'70 $1.876.86 $569.75 $410 In future, this event's budget should include tree costs and fireproofing, as donation is not guaranteed. Comments: Brochures naming all performers and donators were distributed. Set up was difficult due to the large crowds that showed up as early as 5pm. Audio and video could not be set up properly due to this problem. This year saw a crowd larger than ever before. Many people suggested that the event be moved to Arroyo Vista. however, the largest room at Arroyo Vista is smaller than the Apricot room, there is no stage and that facility does not have the capacity for live broadcast. Moving the event outdoors was also suggested. However, outdoor events are subject to inclement weather, a stage would be costly and we would not have the capacity for live broadcast. I think we can expect a crowd of this magnitude in years to come and suggest increasing the budget to accommodate all participants. Many decorations were missing from the storage areas. As noted in previous reports, we are in the process of consolidating recreation supplies to a location at Arroyo Vista. and are having problems locating some key items. Commissioner Hall noted the lack of Hanukkah decorations this year. I assured him that we have had them in past years and intend to have them in future, but between the time we noted that some of our decorations were missing and the event, we could not locate more decorations. Some individuals were good enough to remain at the event until the very end. These volunteers helped clean the facility. They were Sandi. Holly and Garrett Thompson. Thank you letters were sent to all performers, donators, and helpers. Suggestions for Future Events: Have a technical rehearsals prior to the event. Have all technical equipment set up two hours before the event and lock doors to keep audience out until 20 minutes before the event. Offer opportunities for residents to bring canned food for the needy (Kiwanis and Town Center have complementary programs) or Toys for Tots. Commission Chair John Hall suggested including a Menorah in next year's event. He also suggested moving the event to a Sunday afternoon. This would eliminate the time constraints on this event and would increase the audio and video technicians ability to prepare. Consider increasing budget allocation due to the growth of the event. Staff 01.4.148.502 Shelly Shellabarger 22x$55 =1210 01.4.148.503 Stephanie Casillas 4x$8.01 =32.04 01.4.149.502 Efrain Alcarez 2x$14.43 =28.86 01.4.149.502 Todd Henderson 2x$12.46 =24.92 01.4.149.502 John Casillas 1 $11.29x1 =11.29 01.4.148.642 Supplies & Decorations 01.4.148.642 Refreshments TOTAL EXPENDITURE: TOTAL EXPENDITURE LESS STAFF TIDE AMOUNT BUDGETED 1307.11 $185 $3'70 $1.876.86 $569.75 $410 In future, this event's budget should include tree costs and fireproofing, as donation is not guaranteed. Comments: Brochures naming all performers and donators were distributed. Set up was difficult due to the large crowds that showed up as early as 5pm. Audio and video could not be set up properly due to this problem. This year saw a crowd larger than ever before. Many people suggested that the event be moved to Arroyo Vista. however, the largest room at Arroyo Vista is smaller than the Apricot room, there is no stage and that facility does not have the capacity for live broadcast. Moving the event outdoors was also suggested. However, outdoor events are subject to inclement weather, a stage would be costly and we would not have the capacity for live broadcast. I think we can expect a crowd of this magnitude in years to come and suggest increasing the budget to accommodate all participants. Many decorations were missing from the storage areas. As noted in previous reports, we are in the process of consolidating recreation supplies to a location at Arroyo Vista. and are having problems locating some key items. Commissioner Hall noted the lack of Hanukkah decorations this year. I assured him that we have had them in past years and intend to have them in future, but between the time we noted that some of our decorations were missing and the event, we could not locate more decorations. Some individuals were good enough to remain at the event until the very end. These volunteers helped clean the facility. They were Sandi. Holly and Garrett Thompson. Thank you letters were sent to all performers, donators, and helpers. Suggestions for Future Events: Have a technical rehearsals prior to the event. Have all technical equipment set up two hours before the event and lock doors to keep audience out until 20 minutes before the event. Offer opportunities for residents to bring canned food for the needy (Kiwanis and Town Center have complementary programs) or Toys for Tots. Commission Chair John Hall suggested including a Menorah in next year's event. He also suggested moving the event to a Sunday afternoon. This would eliminate the time constraints on this event and would increase the audio and video technicians ability to prepare. Consider increasing budget allocation due to the growth of the event. City of Moorpark AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Community Services Directo$� Prepared by: SG Shellabargor, Recreation Supervisor DATE: December 5, 1994 SUBJECT: Consider SneCial Event Report: Breakfast With Santa L-la "&el,ti e Attached is the report prepared by Recreation Supervisor, Shelly Shellabarger, evaluating Breakfast with Santa on December 3, 1994. This very successful event was held at Moorpark Community Center with over 100 people in attendance. There were 9 volunteers. This event cost $695.25 and brought in $600 in revenue. The total cost less revenue was $95.25. $510 was budgeted for this event. Initial expenditures went over the budgeted $510 when staff deemed it in the best interest of the event to increase expenditures to accommodate the 45 people on the waiting list. STAFF RECOMMENDATION: Receive and file the report. SGS /ss Event Report TO: Chris Adams, Director of Community Services FROM: SG Shellabarger, Recreation Supervisor DATE: December 3, 1994 SUBJECT: 1994 Breakfast With Santa Description: The 1994 Breakfast With Santa was held Saturday, December 3. 1994 at the Community Center from 8:30 a.m. - 11: 30 a.m It was open to families of children aged 12 and under. Each child received a gift from Santa, photo, candy and breakfast. Supplies include paper goods. food /pancake makings, gifts, food serving supplies, and film for photos. This year gift bags were assembled prior to the event rather than individual gifts. Santa's Elves were Christine Hester and Audrey Kranig from A to Z Storage. Santa was played by David Stafford. Refreshments were served by Sandi and Holly Thompson, John Hall, Connie Volke, Sophie Potempo and Stephanie Casillas. AJ Alldredge cooked pancakes. The tree was donated by Hagle Tree Farm in Somis and Fireproofed by Kevin & Fred's in Camarillo. John Casillas arranged these donations. Todd Henderson coordinated the tree pick up and delivery, Allen Walter and Efrain Alcarez assisted with event set up and coordination. Staff & Digaitaries Present Staff Shelly Shellabarger, Recreation Supervisor Stephanie Casillas, Recreation Leader Officials John Hall, Parks & Recreation Commission Chairperson Sandi Thompson, Parks & Recreation Commission Vice Chairperson Volunteers Holly Thompson, Community Volunteer Christine Hester, Community Volunteer Audrey Kranig, Community Volunteer AJ Alldredge, Community Volunteer Connie Volke, Community Volunteer Sophie Potempo, Community Volunteer David Stafford, Community Volunteer Attendance: An Estimated 105 people attended with 11 staff and volunteers. Finance ACCOUNT NUMBER EXPENDITURE: TOTAL EXPENDITURE: $2,501.72 TOTAL EXPENDITURE LESS STAFF TIME $695.25 TOTAL REVENUE $600.00 EVENT COST LESS REVENUE $95.25 AMOUNT BUDEGETED $510 Staff 1806.47 01.4.148.502 Shelly Shellabarger 32x$55 =1760 01.4.148.503 Stephanie Casillas 4x$8.01 =32.04 01.4.149.502 Efrain Alcarez 1x$14.43 =14.43 01.4.148.642 Supplies & Decorations 445.23 Km art $75 Oriental Trading $370.25 01.4.148.642 Refreshments 250 TOTAL EXPENDITURE: $2,501.72 TOTAL EXPENDITURE LESS STAFF TIME $695.25 TOTAL REVENUE $600.00 EVENT COST LESS REVENUE $95.25 AMOUNT BUDEGETED $510 Comments: This event was well planned and ran smoothly. The group was split into two servings with 1/2 the tables marked as reserved for the second serving. There were ample servers to manage the serving, photographs and cooking. Parents were called and reminded a day before the event. There were supplies and food left over. These were donated to Catholic Charities. Thank you letters were sent to all helpers. Suggestions for Future Events: This format worked well. All participants were pleased. Invest in a pancake measurer, wire whisk. knife and measuring cups. Due to the success of this event, plan on trying Breakfast With the Bunny on the same morning as the Easter Egg Hunt at Arroyo Vista. Send personalized invitations to those who attended here. Next year, budget for two separate seatings.