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HomeMy WebLinkAboutAG RPTS 1995 0717 PR REGPARKS AND RECREATION COMMISSION AGENDA July 17,1995 7:00 p.m. 1. CALL TO ORDER: 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: Commissioners Dave Badoud, John Hall, Jim Hartley, Sandra Thompson, and ChairArlene Butler. 4. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: 5. REORDERING OF, AND ADDITIONS TO, THE AGENDA: 6. PUBLIC COMMENTS: Any member of the public may address the Commission during the Public Comment portion of the agenda. Speaker Cards must be received by the Recording Secretary prior to the Public Comments portion of the meeting. Speakers will be heard in the order that their Speaker Cards are received. A limitation of three (3) minutes shall be imposed upon each speaker. 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 City Clerk and are available for public review Any questions concerning any Agenda item may be directed to the Community Services Department Secretary 799 Moorpark Avenue, Moorpark, CA 93021 (805) 529 -6864, ext.227. 7. CONSENT CALENDAR: 0-1Yf 11-4` 0 A. Approval of the Parks and Recreation Commission Minutes of June 5. 1995. Staff Recommendation: Approve as presented. B. Approval of the Special Meeting of the Parks and Recreation Commission Minutes of June 5. 1995, Staff Recommendation: Approve as presented. C. Approval of Special Joint Meeting of the City Council and the Parks and Recre- ation Commission Minutes of May 10. 1995, Staff Recommendation: Approve as presented. D. Park Status Report. Staff Recommendation: Receive and File the Report. DISCUSSION /ACTION ITEMS: A. Consider Recommended Guidelines for Recognizing Donations to City Parks and Recreation Programs. Staff Recommendation: Review Ad -Hoc Committee's rec- ommendations and forward recommendation to City Council. (Cont'd from 6/5/95) B. Consider Special Event Report: Fourth of July Event. Staff Recommendation: Re- ceive and File the Report. C. Consider Cancellinp- of August Parks and Recreation Commission Meeting (Oral-,, Report). Staff Recommendation: Cancel August 7, l*5"meeting. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: K Summer Concerts will be held on Sunday evenings, beginning t 6 pm, Vista Community Park. The dates are July 23 (K -Hay Radio Country Band) August 6 Swing Fever Jazz Band), and August 27 (Sapadilla - Reggae Music). Labor Day in the Park Picnic will be held on Monday, September 4, Community Park (all day). 10. ADJOURNMENT: 1995, at Arroyo Vi MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California 1. CALL TO ORDER: June 5, 1995 Chair Butler called the meeting to order at 7:13 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Thompson. 3. ROLL CALL: Present: Commissioners Dave Badoud, John Hall, Jim Hartley, Sandra Thompson, and Chairman Arlene Butler. 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: None. 7. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of May 1, 1995, Staff Recommendation: Approve as presented. B. Park Status Report, Staff Recommendation: Receive and File the Report. C. Consider Donation for Rollerhockev Rink, Staff Recommendation: Receive and File the Report. Minutes of the Parks and June 5, 1995 Recreation Commission Page Two MOTION: Commissioner Hall moved to approve the Consent Calendar, pulling Item 7.0 for discussion. Commissioner Thompson seconded. The motion was carried 5 -0. Director Adams gave a brief summary explaining to Commission the key points of the proposed Agreement between the City and Tri Valley Rollerhockey. Director Adams introduced Mr. Ned Collins from Tri Valley Rollerhockey Leagues who gave a presentation and background of his organization and the benefits to the City of adding the side boards to the rink. Tri Valley was started approximately eight years ago and has been incorporated for 1 1/2 years. At present, has three leagues consisting of 32 teams and approximately 400 participants. Commissioner Hall thanked Tri Valley for their generous offer but he is concerned about the leagues limiting free time use of the rink. He suggested that Tri Valley also make it possible to split rink in half by portable boards to allow for dual practice and free play. Commissioner Hall would also like staff to look into the cost to pull conduit for future lighting of rink, so it can be done prior to concrete being poured. Commissioner Hartley has requested an "experience report" from Tri Valley for comparison with staff's report. He also agrees that the time use of the rink by leagues will have to be very explicit, so residents do not come second to the leagues. Commissioner Thompson suggested to the Commission that if they have time, to please attend a Tri Valley's rollerhockey game. She was able to, and can now see the importance of the dasher boards. Commissioner Thompson also suggested that the supervision of the rink could be handled in the same manner as the gym. Commissioner Badoud suggested that two volunteers, preferably one Commissioner, be elected to the Tri Valley Rollerhockey League Board to provide local input. Chairman Butler discussed the Leagues Seasons, the total time that Tri Valley would require the rink and what free time would be available. Minutes of the Parks and Recreation Commission Page Three June 5, 1995 Commission all agreed that a five year lease was too long and recommended a three year lease with joint option of renewal. MOTION: Commissioner Thompson moved to receive and file the report with the following recommendations: 1) Non - Exclusive use, ie. available to public from June - September, and on school holidays and recesses. 2) No Sunday morning leagues. Available to public on Sunday mornings. 3) Only three weekday nights (2 hour time block) for league use. Other two nights available for public use. 4) Dasher boards to be specified to meet City standards and maintained to City standards. 5) Include at least two Moorpark residents on Tri Valley Rollerhockey League Board to provide local input, possibly one be a Commissioner. 6) Staff to look into cost to pull conduit for future lighting of rink, so it can be done prior to concrete being poured. 7) Term of lease to be three years, with a joint renewal option after that. 8) Tri Valley also provide portable boards for dividing court for dual practice and free play. Commissioner Hall seconded. The motion was carried 5 -0. 8. DISCUSSION /ACTION ITEMS: B. Consider GrouB Rentals of Parks. Staff Recommendation: Review available parking at each park and provide City Council with recommendations for modification of park rules. Minutes of the Parks and Recreation Commission Page Four June 5, 1995 Commission agreed to address Item 8.B first to accommodate two public speakers who attended meeting to address this Item. 1) Mr. Richard Conley, Mountain Trail Court, Moorpark. He was speaking on his and his neighbors behalf regarding the traffic and parking problems on Mountain Trail Court due to Mountain Meadows Park, which is at the end of the cul -de -sac. He presented a petition signed by twenty of the neighbors also concerned with safety on their street. Mr. Conley stated that there are contributing factors causing the heavy traffic. Mr. Conley stated that the parking lot and entry to the park is on the opposite side from Mountain Trail Court. However, the girls softball teams that practice and play their games at Mountain Meadows do not use the parking lot to drop off or pick up their children for these games. The parents use Mountain Trail Court because it is closer to the playing fields and more convenient for drop off. This is causing extreme heavy traffic and the safety of children who live on this court is at risk. The location of the Pavilion, which is also easy access from Mountain Trail Court is also contributing to heavy parking problems and traffic on week -ends. 2) Mr. Greg Rudabush, 11175 Brodney Drive, Moorpark. Mr. Rudabush was speaking on behalf of the Girls Softball League. It is his opinion that the softball teams are not creating or contributing to traffic problems or safety of the residents. Since there has been complaints, he has been observing the team members arrival and departure and there is not excessive use of Mountain Trail. The heavy parking on week -ends is due to other activities such as rentals of the Pavilion, basketball, etc. Commission discussed the situaticn with Staff. Some solutions to the problem were to erect a fence to deter entry from the Court, try to maximize the use of other parks, limit the rental of the Pavilion to a smaller number that the parking area Minutes of the Parks and Recreation Commission Page Four. June 5, 1995 can accommodate, if money were made available, to increase parking area, and post signs. MOTION: Commissioner Hall moved to appoint Commissioners Badoud and Hartley to serve on an Ad -Hoc Committee for solutions to be recommended to Commission. Commissioner Hartley seconded. The motion was carried 5 -0. Chairman Butler called a recess at 9:47 p.m. Chairman Butler reconvened the meeting at 10:00 p.m. A. Consider Recommended Guidelines for Recoanizinq Donations to City Parks and Recreation Proarams. Staff Recommendation: Review Ad -Hoc Committee's recommendations and forward recommendation to City Council. C. Consider Special Event Report: World Fest '95. Staff Recommendation: Receive and file the report. D. Update on 1995/96 Budaet (Oral Report) Staff Recommendation: Receive and File the Report. MOTION: Chairman Butler moved to table Items 8.A, 8.0 and 8.D until the next scheduled meeting of July 17, 1995. Commissioner Hartley seconded. The motion was carried 5 -0. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: Agends items to be carried forward from June 5, 1995 meeting. Commissioner Hartley and Chairman Butler recognized and commended staff on the planning of the July 3rd and July 4th events. Commissioner Thompson is pleased to see the progress being made with basketball court at Peach Hill Park. Commissioner Badoud would like staff to review the rules regarding the use of professional sport team names being used on Moorpark teams t- shirts and hats. Minutes of the Parks and Recreation Commission Page Five June 5, 1995 Commissioner Hall thanked Mr. Ned Collins for attending the meeting to discuss and answer questions. He also thanked Mr. Conley and Mr. Rudabush for their concern and comments. Commissioner Hartley announced the eighth grade dance being held at the Community Center on Friday, June 9, 1995. 10. ADJOURNMENT: Chairman Butler adjourned the meeting until the next scheduled meeting of July 17, 1995. The time was 10:10 p.m. Respectfully submitted, Patty Lemcke Administrative Secrectary APPROVED: ARLENE BUTLER, CHAIRMAN MINUTES OF THE PARKS AND RECREATION COMMISSION Special Meeting held at 6:30 p.m. Moorpark, California 1. CALL TO ORDER: June 5, 1995 Vice Chairman Hall called the meeting to order at 6:30 p.m. 2. PLEDGE OF ALLEGIANCE: None 3. ROLL CALL: Present: Commissioners Dave Badoud, James Hartley, John Hall, Sandra Thompson, and Chairman Arlene Butler. 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: None. 7. CONSENT CALENDAR: None 8. DISCUSSION /ACTION ITEMS: A. Consider Commission Report on CPRS Conference (Oral) Staff Recommendation: Receive and File the Report (con't from 4/3/95, 4/10/95 and 5/01/95). Commissioner Hall opened the meeting with an overall summary of what the CPRS Conference represents and accomplishes. Commissioners Hall and Thompson once again stressed to the Minutes of the Parks and Recreation Commission, Special Meeting Page Two June 5, 1995 Commissioners how productive the Conference is and how necessary their attendance at next year's conference is. Commissioner Hall attended a class on "Skateboarding." In consideration of our Rollerhockey Rink planned for Moorpark, he felt this class would be informative on the lines of similar skating programs and the pro's and con's of such a sport. Rollerhockey tends to be the most popular and the expense of the rink can be utilized for other sports if rollerhockey is no longer popular. Commissioners Hall and Thompson attended the class, "You Scratch My Back," which focused on the School Board and the City working together on events. More can be accomplished by both contributing time and money. The Commissioners stated two examples from other Cities and how much smoother the events ran due to the cooperation of both groups. Commissioner Thompson stated that she would really like to see the City and School Board attempt to work together on more events. Commissioner Thompson also attended the class "At Risk Youth Program." The class was informative regarding characteristics of "at risk youths," what programs have been arranged and tried and which proved to be most effective. A good suggestion for our staff would be a training session on how to be a good leader and the different ways to deal with kids. Both Commissioners attended the CPRS Board Members Meeting which reviewed the roles and responsibilities of the Commission. Commissioner Hall and Thompson had flyers and brochures to distribute to the other Commissioners. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: None Minutes of the Parks and June 5, 1995 Recreation Commission, Special Meeting Page Three 10. ADJOURNMENT: Chairman Butler adjourned the meeting at 7:03 p.m. Respectfully submitted, Patty Lemcke, Administrative Secrectary Approved, Arlene Butler, Chairman MINUTES OF THE JOINT MEETING OF THE CITY COUNCIL AND PARKS AND RECREATION COMMISSION Moorpark, California C May 10, 1995 A Special Joint Meeting of the City Council and the Parks and Recreation Commission of the City of Moorpark was held on May 10, 1995 in the Council Conference Room of said City located at 799 Moorpark Avenue, Moorpark, California. 1. CALL TO ORDER: Mayor Lawrason called the City Council meeting to order at 8:08 p.m. Chairman Butler called the Parks and Recreation Commission to order at 8:08 p.m. 2. ROLL CALL: Council: Councilmembers Hunter, Montgomery, Perez, Wozniak and Mayor Lawrason Commission: Commissioners Hall, Hartley, Thompson and Chairman Butler Absent: Commissioner Badoud Staff Present: Steven Kueny, City Manager; Christine Adams, Director of Community Services; and Dorothy Vandaveer, Deputy City Clerk 3. ACTION /DISCUSSION: A. Consider Status Report of the 1994/95 Goals and Objectives and Consider 1995196 Goals and Objectives. Mayor Lawrason indicated that this was an opportunity for the Parks and Recreation Commission to ask questions of the Council. Commissioner Hall asked if the Parks and Recreation Commission could be an integral part of evaluating play equipment proposals. In response, Mayor Lawrason indicated that it was more appropriate that staff perform that function. Councilmember Montgomery stated that he believed the Commission's involvement might be valuable in preparing specifications. Mr. Kueny said that the Commission might want to provide the specifics of the attributes/ characteristics of the play equipment which they favored so that more than one manufacturer can possibly provide the equipment instead Minutes of the Joint Meeting of the City Council and Parks and Recreation Commission Moorpark, California Page 2 May 10,1995 of current process which usually results in the selection of a specific piece of equipment prior to bidding. Commissioner Thompson requested that the Commission be provided a summary of bids received on Parks and Recreation items. Mr. Kueny said that any item in the Council packet that pertains to the Commission can be forwarded to the Commission by the City Clerk's office. Commissioner Hartley indicated that bids were properly evaluated at the Council level and not the Commission level. Mr. Kueny said the Commission might want to request capital improvement project updates as well. Commissioner Hartley said the development of a program to address the next step of the Arroyo Simi trail could be an important element of the Recreation Element for the City. He would like to start developing an outreach program. Commissioner Hall said an important. He said he would this process and have more commission. Outreach Program would be like to be more involved in information provided to the Mayor Lawrason said the development of recreational corridor is a very worthy goal. Chairman Butler asked if there were funds to build a fourth tennis court at Tierra Rejada Park. She said there was a possibility of a petition circulating requesting additional tennis courts. Councilmember Wozniak indicated that the next tennis courts should be built at Arroyo Vista Community Park. He also said the City needs to move forward on the gifts catalog. He said an interim program needs to be in place immediately so momentum from the community is not lost. In response to Ms. Adams, Councilmember Wozniak said initially, focus could be on recognition of a person's passing. In response to Mr. Kueny, Councilmember Wozniak said that a plaque could be placed near the tree being donated and the cost borne by the donator. Mr. Kueny said the Commission needs to focus on this Minutes of the Joint Meeting of the City Council and Parks and Recreation Commission Moorpark, California Page 3 May 10,1995 program and bring it back to the Council. He said staff can be compiling a list of things that can be donated, and the Commission can focus on how the City will recognize a donor. Gerald Goldstein, 11932 Los Angeles Avenue, addressed the Council regarding the safety of playground equipment. 4. ADJOURNMENT: Mayor Lawrason adjourned the City Council meeting at 9:11 p.m. Chairman Butler adjourned the Parks and Recreation Commission meeting at 9:11 p.m. Arlene Butler, Chairman Paul W. LaWfason Jr., ayor ATTEST: Lillian E. Hare, City Clerk 7. D City of Moorpark AGENDA REPORT TO: The Parks and Recreation Commission FROM: Christine Adams, Director of Community Service PREPARED BY: Allen Walter, Maintenance and Operations Supervisor DATE: July 17, 1995 SUBJECT: Park Status Report ITE STATUS Arroyo Vista Comm. Park No new maintenance issues this month. CAPITAL Playground has been installed. Ballfield lights have been installed. Bleachers and other concrete flat work around ball fields have been installed. Picnic tables, benches, barbecues, and trash cans have been delivered and are currently stored until picnic shelter is delivered and installed (est. end of July). Backstops and ballfield fencing to be installed in mid to late August. Roller hockey / Multi Use Court on hold until Council decision on July 19. Restroom / Concession building construction out to bid until July 21. Hopefully there will be a successful bidder and Council can award contract on August 2. The City Council approved the inclusion of security cameras, a power lift for changing lights and vents in gym, an outside flag and flag pole, and maintenance equipment storage for budget this year. Campus Park No new maintenance issues this month. CAPITAL Still waiting on third spring toy to be delivered prior to installation. Campus Canyon Park No new maintenance issues. CAPITAL Electrical engineer has completed preliminary design of security lighting system. Security light fixtures and poles have been delivered and are being stored until electrical work is completed. Community Center No new maintenance issues this month. Country Trail Park Play equipment has arrived and is in storage until park is near completion, before installation (early October). Parking lot is completed, as is walkways and curbing around play area. Irrigation has been installed and turf and landscaping has been installed. Dedication date may be in mid - October. Downtown Park Site Plans and Specifications are being reviewed by staff. Staff plans to have City Council approve plans and specifications on August 2 and direct staff to advertise for construction bids. Glenwood Park No new maintenance issues this month CAPITAL Electrical engineer has completed preliminary design of security lighting system. Security light fixtures and poles have been delivered and are being stored until electrical work is completed. Griffin Park No new maintenance issues this month. CAPITAL Staff plans to have Commission review in October, a design for the conversion of College View Drive into a parking lot for the park, or another use. High St. Pedestrian Park No new maintenance issues this month. Monte Vista Nature Park Trails have been regraded. Staff is installing some cement bollards at top of road near homes to limit access and deter motorized vehicle traffic in park. Mountain Meadows Park No new maintenance issues this month. CAPITAL The County has approved the use of CDBG funds to replace the play equipment at Mountain Meadows. Staff is currently advertising for bids on this equipment. Peach Hill Park No new maintenance issues this month. CAPITAL Staff is preparing bid specifications for basketball court and will advertise in August. Tierra Rejada Park No new maintenance issues this month. Villa Campesina Park Nothing new. Virginia Colony Park Both slides on play equipment were seriously vandalized. Game Time has offered to replace at no cost, as these were less than a year old. RECOMMENDATION Receive and file the report. CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Service-�' DATE: July 17, 1995 SUBJECT: Consider Recommended Guidelines for Recognizing Donations to City Parks and Recreation Programs. ( font ' % from June 5. 19 9 5 ) BACRGROIIND At the Joint Meeting with the City Council on May 10, 1995, the Council directed the Commission to move forward with the gifts catalogue program, specifically in developing a policy for recognition. The development of the Catalogue itself will follow. The Ad Hoc Committee assigned to develop this project for the Commission (Badoud and Hall) were given the following information by staff to assist them in making a recommendation to the full Commission. When considering recognition there are two parts of this issue. First, the City needs to develop a consistent guideline for recognizing those who have made financial contributions to our parks or programs. The second part deals with establishing a policy to give staff direction on how to manage requests from the donors for the inclusion of special plaques or identification attached or near the donated item. Several months ago, staff gave the Commission a position paper outlining the purpose and structure of a gifts catalogue program. 1Pir ,&5rzph :f5 dealt with the issue of recognition. It reads: 5. Recognition - Indicate what recognition is attached to gifts of various values. Recognize every bit of generosity, large or small. Recognition can spur others to contribute or lead to future donations from the same source. The scope of the recognition program should fit the size and type of gift, and the spectrum could include signed certificates presented at City Council meetings, engraved donor plaques affixed to capital projects, names of donors listed in subsequent gifts catalogue, or whatever fits the desire of the community. Every gift of $20.00 or more could be acknowledged with a certificate of thanks and a coffee mug decorated with the catalogue's logo /picture. The mug would be utilized daily and is a visible reminder of the donation. Below is a draft guideline for City recognition of donors: Any gift of $15.00 or more will be recognized with a certificate of thanks and a coffee mug decorated with the catalogue / logo picture. The mug would be utilized daily and is visible of the donation. The certificate of thanks will have the cover of the catalogue superimposed on the background, will be of a good quality paper, signed by the Mayor and the Chairperson of the Parks and Recreation Commission. City recognition for donations, either monetary, or of equipment equaling the dollar amount, will be handled in the following manner: $200 • Thank you letter prepared by appropriate staff and signed by the Mayor and Parks and Recreation Commission Chair. • A framed certificate acknowledging the gift. • Coffee Mug - $200 -$999 • Thank you letter prepared by appropriate staff and signed by the Mayor and the Parks and Recreation Commission Chair. • Small Engraved plaque. • Coffee Mug $1000 - Over • Large plaque with presentation occurring at a Parks and Recreation Commission Meeting and a City Council Meeting. • Coffee Mug Funding for plaques and coffee mugs will need to be included in a Gifts Catalogue Budget for next year, and should be proposed by the Commission. The second issue that needs to be dealt with is how the donor can recognize his /her loved one? What policy should be established that is consistent and allows individuals to make donations to City parks in the way of trees or benches or tables, and can leave a lasting reminder of the gift? Is it a good idea to let every donor put up (or have us put up) a plaque or sign saying "This bench given in memory of John Hall ?" How many plaques or signs are appropriate in a park for donated items? Is there another way of recognizing the donation at the park site itself? Here are some examples: David Brown was born on July 1, 1983. He is exactly the same age as the City of Moorpark. He was recognized in conjunction with the City's 10th Anniversary. Following that anniversary, his family contacted me, and asked to plant an 11th Apricot Tree in the grove near Arroyo Vista Park as a gift to the City. I have not followed up on this, because no policy is in place at this time. Should there be a plaque in the ground near his tree? How will this look next to the other trees in the grove? The Kiwanis Club wants to treat and seal the wood play equipment at Peach Hill Park on an annual or semi - annual basis. They have indicated that they want some sort of permanent recognition at the park if they do this. What is appropriate? How large should this be? What should it say? Carol Kelly's son Shane was killed in an automobile accident last year. She is reserving Arroyo Vista Community Park for a one year anniversary memorial service on June 20 at the park, under the large walnut trees. She is offering to buy a park bench and have it placed under the trees with a plaque. There are no plans for benches to be located in that area. However, Mrs. Kelly could meet with staff and identify the locations that are already planned for benches and select one of those locations. Mrs. Kelly would also like to attach a plaque to the bench. Is this appropriate? What if everyone wanted to do that? Who determines what is written on the plaque? As you can see, this second issue is more complicated. Staff does not have any information from any other City that is doing a Gifts Catalogue program that addresses this issue. In discussing this with the Ad Hoc committee, staff would recommend that the Commission suggest a Donor Board be placed in the lobby of the Arroyo Vista Recreation Center, where donors can be permanently recognized for their contribution toward capital items. Recognition for financial contributions toward recreation programs and events, could be recognized in other ways. Staff would further recommend that the Commission determine if there should be specific wording used for all donations and acknowledgment on the Donor Board. RECOMMENDATION Review Ad -Hoc Committee's recommendations and forward recommendation to City Council. CITY OF MOORPARK AGENDA REPORT j TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Service - DATE: July 17, 1995 SUBJECT: Consider Special Event Report: Fourth of July Event, BACKGROIIND In May, 1995, the Moorpark Star approached the City about co- sponsoring a fireworks show on July 3. The paper was willing to donate $7,800 towards the fireworks, if the City and other agencies would match this donation through other contributions or in -kind services. The City, Moorpark Unified School District, and the Chamber of Commerce all combined efforts, and in less than two months, held the first fireworks show in Moorpark in four years at Arroyo Vista Community Park. The City's contribution was providing $2,000 towards police services, as well as dedicating some staff time and the use of Arroyo Vista Community Park as the launching site. The City Council directed staff to move one of the planned summer concerts, and associated costs, to coincide with the fireworks show. Staff arranged for the Fabulous Chevelles to make an encore appearance after their successful performances in 1993 and 1994. The School District's contribution was to provide use of the High School stadium at no charge, and allow public parking at the high school. The District also provided some staff assistance. The Chamber of Commerce provided for the insurance for the event. The Moorpark Star financed and signed the contract with the fireworks company, who was responsible for their own insurance coverage and handling all permits with the Fire Department. Debi Ryono of the Star also coordinated all of the service groups who sold refreshments at the event. The City also received several individual monetary contributions and in -kind support from Pruner Ambulance, G.I. Rubbish, and the City's EMT program. In total, the City is estimating that over 10,000 people viewed the fireworks from either the stadium, or one of the four neighboring parks (Glenwood, Tierra Rejada, Mountain Meadows, and portions of Arroyo Vista Community Park). The committee for this event had an evaluation meeting on Thursday, July 6. The committee concluded that the program was a success and that it should be held again next year, on July 3, with all of the participating agencies once again contributing to the event. Throughout the year, coffee cans for donations towards next year's show will be located at most merchants and restaurants in Moorpark. The City has established a trust account for people to donate to for fireworks. Other than that, there is no budget for this event next year. Total costs for the 1995 fireworks show was approximately $15,000. The committee recognized that there weren't enough portable restrooms, which will be rectified next year. There were technical problems with some of the fireworks, and the Star is negotiating a refund or credit to next year's show. Conversely, the Fourth of July picnic on the following day had a very low attendance. About 200 people attended. Those who did, had a good time. Staff would recommend that this picnic be eliminated next year. The fireworks committee had suggested in their evaluation meeting that there be game booths and other activities for kids during the concert, located near the food booths. The games that are conducted during the picnic on the 4th could easily be conducted on the 3rd at the fireworks show. Attached is Recreation Supervisor Shelly Shellabarger's event report on the Fourth of July picnic. RECOMMENDATION � Receive and File the Report _ °� Agenda Revort TO: Parks & Recreation Commission FROM: Christine Adams, Director of Community Services Prepared By: SG Shellabarger, Recreation Supervisor Date: July 17, 1995 Subject: Fourth of July Picnic A. EVENT DESCRIPTION On July 4 the City of Moorpark, Shiloh Church and American Legion Post 502 co- sponsored the 4th of July Picnic at Arroyo Vista Community Park. The event featured family games and prizes, live entertainment (Santa Rosette Cloggers, DJ and Buckshot), American Legion BBQ and Kiwanis Pie Sale. New to this event were the following: Carnival games by Girl Scout Troop 916, a watermelon eating contest, pony rides, dunk tank by Ventura County Sheriffs, coloring contest and EMT station. Prior to the live entertainment, the American Legion coordinated a commemoration ceremony honoring veterans of W.W.II and POWs. B. STAFF and VOLUNTEERS Paid Staff Shelly Shellabarger, Recreation Supervisor Stephanie Casillas, Recreation Leader Jose Leuvano, Recreation Leader Sam Tomlinson, Recreation Leader Officials Sandi Thompson, Parks & Recreation Commissioner Volunteers EMTs: John Casillas, Tony Pierce Shiloh Church: Robin Harikul, Don Foster, Carol Borsos, Judy Gold, Frances Hale, Arlene Herrera, Randy Ketner, Bob Kreycik, Steve Mataisz, Eileen Mayfield, Judy McClain, Bruce Moore, Tim & Yvonne Morgan, Rodney Murrah, David Walton, Erik Nielsen, Errol Hale Girl Scouts: Sarah, David, Jacqueline & Amy Cloward, Kristen, Alicia & Amber Singer, Janice & Keith Christensen Moorpark Kiwanis: David Stafford, Emily Irelan, Roy Talley, Mike & Susan Wesner, Don Eaton, Celia LaFleur, Eric Ordway, Frank Guiterrez, Al Priato, Gloria Zarate - Devlin Moorpark Sheriff: Jessica Devers, Ryan Wilkerson, Jose Rodriguez, Ronnie Chips, Laurel Heitzman, Erik Emmerson, Jerry Torres, Allen Devers American Legion Post 502: Pete Duncan, Charlie Almeida, Hank Aldrete, Hank Blaher, Cecil Wooten, Mario Silas American Legion Post 741: Dennis Fercho, Jim Yasenchok, Lewis Mitchell C. ATTENDANCE Estimated 200. D. FINANCE EXPENDITURE: Pull Time Staff Shelly Shellabarger Part Time Staff Stephanie Casillas Jose Leuvano Sam Tomlinson Supplies Band Supplies Medals HoursRate 8 55 $440 HoursRate 7 8.31 $58.17 4 7.44 $29.76 3 8.31 $24.93 TOTAL EXPENDITURE: TOTAL EXPENDITURE LESS FULL TIME STAFF E. COMMENTS $440.00 $112.86 $250.00 $17.49 $125.00 $945.35 $505.35 COMPARISON TO LAST YEAR: Though there were more activities and additional advertising, there were fewer people at this event. Due to the cancellation of the Shiloh band, we spent $250 to hire a band one week before the event. PUBLICITY The following advertising covered this event: Three sets of press releases were sent to local radio stations, cable stations and all area newspapers on a time release schedule. Additionally, display advertising was purchased in Happenings Magazine. A brochure advertising this event was sent to every home in Moorpark in May and a flyer advertising this event was given to the people who attended the preceding fireworks on July 3. Marquee signs throughout town were posted. Members of Shiloh church and American Legion took flyers and posters to businesses throughout town. OVERALL EVENT EVALUATION Aside from a few minor problems, this event ran smoothly. Problems included the following: Aside from Sam Tomlinson, part time assistants were late. up, therefore ran past the 10:00 am start time. Karate exhibition canceled the day before the event There were not enough garbage cans for this event We needed duct tape to strap down the electrical cords Gymnastics showed up at 1:00 F. Recommendation for Future Events: Discontinue and focus on July 3 Fireworks show. Add duct tape, garbage cans and garbage bags to supply lists. The event set