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HomeMy WebLinkAboutAG RPTS 1995 0918 PR REGPARKS AND RECREATION COMMISSION AGENDA September 18, 1995 7:00 p.m. CALL TO ORDER: 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: Commissioners Dave Badoud, John Hall, Jim Hartley, Sandra Thompson, and Chair Arlene Butler. 4. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: Introduction of the Moorpark Teen Council. 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 tic 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: A. Approval of the Parks and Recreation Commission Minutes of July 10 1995 Staff Recommendation: Approve as presented. B. Approval of the Parks and Recreation Commission Minutes of July 17 1995 Staff Recommendation: Approve as presented. C. Park Status Report. Staff Recommendation: Receive and File the Report. 8. DISCUSSION /ACTION ITEMS: A. Consider Design Alternatives for Playground Barriers at Tierra Rejada Park Staff Recommendation: Direct Staff as deemed appropriate. B. Consider Special Event Report: Summer Concerts in the Park, Staff Recommen- dation: Receive and File the Report. C. Consider Special Event Report: Teen Raging Waters Trip, Staft' Recommendation: Receive and File the Report. D. Consider Special Event Report: Labor Day In The Park, Staff Recommendation: Receive and File the Report. E. Consider Commission Participation in Country Days Parade.(ORAL REPORT) Stall' Recommendation: Direct Staff as deemed appropriate. F. Consider Date for Fall Park Tour. (ORAL REPORT) Staff Recommendation: Se- lect a date in September or October. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: The 2nd Annual Teen Music Festival will be held on Saturday, October 7, 1995, at Arroyo Vista Community Park Halloween Trick or Treat Village will be held on Saturday, October 28, 1995, at Arroyo Vista Community Park (Volunteers are needed). The First Annual Senior Citizens Expo will be held at the Community Center on October 28, 1995. 10, ADJOURNMENT: The next meeting of the Parks and Recreation Commission will be held on Monday, October 2, 1995, at 7:00 p.m. at the City Council Chambers, 799 Moopark Avenue, Moorpark, California. 7 MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California 1. CALL TO ORDER: July 10, 1995 Chair Butler called the meeting to order at 7:05 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Hall. 3. ROLL CALL: Present: Commissioners Dave Badoud, John Hall, Jim Hartley, and Chairman Arlene Butler. Commissioner Thompson arrived late. 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 Alternative Recommendations for Proposed Roller Hockey Rink at Arroyo Vista Community Park Staff Recommendation: Direct staff as deemed appropriate. Director Adams gave an overview of the report stating that City Council had appropriated funds in June, 1994, for Phase II of Arroyo Vista Community Park which included a roller hockey rink that would serve as a multi functional sports rink. Minutes of the Parks and July 10, 1995 Recreation Commission Page 2 Commission's input has shown that they have considered the rink to be used primarily for roller hockey but could easily be converted for a different use in the future. Tri Valley Hockey League presented a proposal to Council on June 19, 1995, which provided a capital improvement plan to the rink in exchange for a three year facility use agreement. Council informed staff that they were still of the opinion that the rink was to be a multi functional rink starting with the immediate use, and referred the matter back to Commission for options for Council to choose from. Staff presented five different recommendations for Commission to review, pictures that were taken of the Boarder Patrol dasher boards used in Irvine and Commissioner Hartley provided a tape from Border Patrol for Commission to view. Commission agreed that if the decision was made to make the rink a multi functional facility, Border Patrol portable dasher boards would be most cost effective but all agreed that the height of the boards should be the maximum, which is 22 ". Commissioner Hall's opinion was that the rink was primarily planned for roller hockey and there is a definite demand for.roller hockey in Moorpark. He also stated that lights should be installed immediately and not at a later date. Footings and sleeves for the basketball poles could be installed at the same time as the rink so, if needed, the basketball poles could be added at any time. Commissioner Badoud questioned what space would be needed for basketball poles when in use. Director Adams stated that roller hockey actually takes place within 10 foot from the edge of the concrete, so the poles for basketball would not interfere. Commissioner Badoud's opinion was that if the City established roller hockey leagues, the number of participants would increase in a very short time, the same as other sports leagues have. He also questioned the benefits of having basketball courts located at the rink. Minutes of the Parks and July 10, 1995 Recreation Commission Page 3 Director Adams stated that it would be beneficial with M.B.A., and if leagues were run by the City, the City could control the time use of the rink. Commissioner Hartley commended Director Adams on the thoroughness of the report presented. His opinion was that the rink not be a single use court for roller hockey at this point. The City should try the multi use court to start and if the hockey leagues grow and become more in demand, consideration then be given to roller hockey being the primary sport. Commissioner Hartley would like to see immediate installation for lighting and to reposition water access closer to the rink. Commissioner Thompson agreed with allowing basketball being included from the start but if roller hockey leagues do become large then it should be considered #1 for the rink. She also reminded Commission that they are an advisory board for Council, and Commission should take advice for multi purpose use if Council feels strong about this issue. Chairman Butler reviewed the change of site for the rink. She agreed with the necessity of the lights for year round use. Chairman Butler did not anticipate problems with easily adjusting the use of the rink to basketball at any time if hoop stands are built with rink. She would like to see roller hockey be given a chance and with portable dasher boards and basketball hoops, the use of the rink can be changed easily. MOTION: Commissioner Hall moved to recommend one of two alternative plans for City Council to approve, the first being Commission's first choice. 1) City Council approve the roller hockey rink to be designated for primarily roller hockey, with portable 22" Border Patrol dasher boards, installation of lighting and drinking fountain, and basketball stands to be built at a later date, if need is determined. The size of the rink to be 100' x 200'. Minutes of the Parks and Recreation Commission Page 4 July 10, 1995 2) City Council approve the roller hockey rink with portable 22" Border Patrol dasher boards, with two (2) basketball courts (four basketball stands) installed for immediate use, installation of lights and drinking fountain. Commissioner Badoud seconded. The motion was carried 5 -0. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: Director Adams announced the next Concert in the Park which will be held on July 23, 1995 at 6:00 p.m. to 8:00 p.m. at Arroyo Vista Park. The band will be the country western K -Hay Band. 10. ADJOURNMENT: Chairman Butler adjourned the meeting until the next scheduled meeting of July 17, 1995. The time was 8:27 p.m. Respectfully submitted, Patty Lemcke Administrative Secretary APPROVED: ARLENE BUTLER, CHAIRMAN MINUTES OF THE PARRS AND RECREATION COMMISSION Moorpark, California 1. CALL TO ORDER: July 17, 1995 Chair Butler called the meeting to order at 7:25 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Badoud. 3. ROLL CALL: Present: Commissioners Dave Badoud, Sandra Thompson and Chairman Arlene Butler. Commissioner Hall arrived late. Commissioner Hartley 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: None. 7. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of June 5, 1995, Staff Recommendation: Approve as presented. B. Approval of the Special ME Recreation Commission Min Staff Recommendation: Appr C. Approval of Special Joint Council and the Parks and Minutes of May 10, 1995. Approve as presented. eting of the Parks and .ites of June 5, 1995, ove as presented. Meeting of the City Recreation Commission Staff Recommendation: Minutes of the Parks and Recreation Commission Page 2 MOTION: Commissioner Badoud moved Calendar as presented. seconded. The motion Commissioner Hall had not Hartley was absent. 8. DISCUSSION /ACTION ITEMS: July 17, 1995 to approve the Consent Commissioner Thompson was carried 3 -0. arrived. Commissioner A. Consider Recommended Guidelines for Recognizing Donations to City Parks and Recreation Programs, Staff Recommencation: Review Ad -Hoc Committee's recommendations and forward recommendation to City Council (Cont'd from 6/05/95) Director Adams gave brief direction to Commission on what topics needed to be discussed and recommended to City Council. The first was to establish guidelines on recognition of a donation. The second was how the City would acknowledge the donation. Director Adams suggested a donor board be placed at Arroyo Vista P<<rk on which name plates could be attached with Lnformation regarding the donated item. As an acknowledgment to donor she suggested, depending on th(. dollar amount, a thank you gift, a certificate, a :lame plate, and a presentation at a Parks and Recreation meeting or a City Council meeting. Commission discussed details of how to handle a dollar amount placed on a donation, and if a memorial donation" should be handled differently than a donation that is not. Commission concluded that the two be handled in the same manner, and acknowledgment would be made per dollar amount. The verbiage on the name plate will distinguish the type of donation made. Categories should be established per donor board. Commission agreed on having a separate page in the Gifts Catalogue for only those items available that a name plate could be placed on. Items will not exceed the planned number for each park. Commission discussed having donor boards placed at each park site to display donations for that particular park, but it was decided that the donor boards would have to remain at Arroyo Vista due to Minutes of the Parks and July 17, 1995 Recreation Commission Page 3 vandalism at the other parks. By placing the donor board in the lobby area of Arroyo Vista, this would eliminate vandalism and also be located at a site more visible to the community. Commission and Director Adams agreed that by establishing an acknowledgment procedure, this will encourage citizens to participate in the Gifts Catalogue program. MOTION: Chairman Butler moved to recommend to City Council that a three (3) category recognition donor board be placed at Arroyo Vista Park. The acknowledgment of donations will be as follows: 1) Under $100.00 donation, donor will receive a thank you letter and certificate. 2) $100.00 to $499.00 donation, donor will receive recognition on the donor board with small name plate, a thank you letter, a certificate and a thank you gift. 3) $500.00 to $999.00 donation, donor will receive recognition on the donor board with a medium size name plate, a thank you letter, certificate and a thank you gift. 4) $1,000.00 to $4,999.00 donation, donor will receive recognition on the donor board with a large name plate, recognition at a Park and Recreation meeting, a thank you letter, certificate and a thank you gift. 5) $5,000.00 and over donation, recognition will be decided on a case to case basis by City Council. There will also be a page in the Gift Catalogue that will distinguish which items are appropriate, if donor chooses, to have a small plague placed directly on the item. Commissioner Thompson seconded. Minutes of the Parks and July 17, 1995 Recreation Commission Page 4 AMENDMENT TO THE MOTION: Commissioner Thompson moved to amend the motion to a four (4) category recognition donor board at Arroyo Vista park, stating that the $5,000.00 or over donation also be guaranteed a place on the donor board. VOTE ON THE AMENDMENT: The amendment was carried 4 -0. Commissioner Hartley was absent. VOTE ON THE MAIN MOTION: The motion was carried 4 -0. Commissioner Hartley was absent. B. Consider Special Event Report• Fourth of July Event, Staff Recommendation: Receive and File the Report. Director Adams suggested that the July 4th picnic be eliminated next year due to low attendance and the money be applied to the July 3rd fireworks event. The July 3rd event went extremely well, attendance was very high. Staff could enlarge the number of activities next year. Commission agreed with eliminating the picnic and applying money to the July 3rd event. Commissioner Thompson commented that since the fireworks event was free, perhaps staff should distribute a "collection bucket" to a few places in Moorpark for next year's show. Director Adams stated that staff had already done this. Chairman Butler stated that she would like to thank all the businesses and organizations who donated their time and effort to this event. MOTION: Commissioner Thompson moved to receive and file the report. Commissioner Hall seconded. The motion was carried 4 -0. Commissioner Hartley was absent. C. Consider Canceling the August Parks and Recreation Commission Meeting. (Oral Report) Staff Recommendation: Cancel the August 7, 1995 meeting. Minutes of the Parks and Recreation Commission Page 5 July 17, 1995 Director Adams suggested that due to vacations and conflicting schedules in the month of August, that the August meeting be canceled and the next scheduled meeting be in September. MOTION: Commissioner Hall moved to cancel the August Park and Recreation meeting and to schedule the next meeting to be on Monday, September 18, 1995. Commissioner Thompson seconded. The motion was carried 4 -0. Commissioner Hartley was absent. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: Commissioner Thompson would like to introduce the new Teen Council at the next regular scheduled meeting. Commission suggested a date be set at the next meeting for a park tour. Commissioner Hall would like a letter of appreciation sent to Debi Ryono at the Moorpark Star, for her time and effort given to the July 3rd fireworks show. Chairman Butler announced the Concerts in the Park scheduled for July 23, August 6, and August 27 at Arroyo Vista Park. Chairman Butler announced the Labor Day Picnic being held on September 4 at Arroyo Vista Park. 10. ADJOURNMENT: Chairman Butler adjourned the meeting until the next scheduled meeting of September 18, 1995. The time was 9:30 p.m. Respectfully submitted, Patty Lemcke, Administrative Secretary APPROVED: ARLENE BUTLER, CHAIRMAN u E." M % G City of Moorpark AGENDA REPORT TO: The Parks and Recreation Commission FROM: Christine Adams, Director of Community Services PREPARED BY: Allen Walter, Maintenance and Operations Supervisor DATE: September 18, 1995 SUBJECT: Park Status Report ITE TS ATUS Arroyo Vista Comm. Park Area beyond developed portion of park was graded for additional soccer parking. Soccer fields were fertilized as well. CAPITAL The south softball diamond was completed on September 11, in time for the first games of the fall softball season. The north field will be completed by the third week of September. The City Council approved the 200' x 100' multi use court, and excavation began on September 13. Forming and concrete pouring will begin the week of September 18. Restroom / Concession building construction will be rebid on September 15. If there is a successful bidder, construction could begin by early October. 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. All have been purchased, except for the flag pole, which will be ordered and installed in October. Campus Park No new maintenance issues this month. CAPITAL All three spring toys have been installed in the play area. Campus Canyon Park No new maintenance issues. CAPITAL Electrical contractor work is being bid for the installation of the security lighting. The modification parts for the playground equipment has been ordered and should arrive by late October. 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. Glenwood Park No new maintenance issues this month CAPITAL Electrical contractor work is being bid for the installation of the security lighting. There are still problems with the replacement parts for the playground equipment that was vandalized last October. The tube slide that has been sent to the City does not fit the existing connections. Staff is working with Pacific Designs to remedy this problem. Griffin Park No new maintenance issues this month. High St. Pedestrian Park No new maintenance issues this month. Monte Vista Nature Park Staff has installed 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 CDDG funds to replace the play equipment at Mountain Meadows. Staff bid this equipment and received one bid. This is currently being reviewed by staff. Peach Hill Park No new maintenance issues this month. CAPITAL Construction work on the basketball court. has been advertised for bids. Bid opening is September 29. The site has already been rough graded. Poindexter Park Construction documents and bid specification packets are being completed, and the City will advertise for construction bids beginning September 18. The bid process will close in early October, and construction could begin in early November. Tierra Rejada Park villa Campesina Park Virginia Colony Park RECOMMENDATION No new maintenance issues this month. CAPITAL The Commission will be reviewing the need for installing a barrier along Mountain Trail Road at the September 18 meeting. Staff met with residents of the Villa Campesina area, Councilmembers Montgomery and Wozniak, and Supervisor Judy Mikels to discuss the park. As part of their improvements to the flood control channel, Ventura County Flood Control District had recommended developing over 1/2 of the proposed park land as a dyke and widening the channel in this area. Based on the discussion at this meeting, the Supervisor's office asked Flood Control to go back and provide some alternatives whereby the Villa Campesina residents would be able to retain most, if not all, of the proposed park land. This study should be completed in mid - October. No new maintenance issues this month. Receive and file the report. CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Services DATE: September 18, 1995 SUBJECT: Consider Design Alternatives for Playground Barriers at Tierra Rejada Park, BACKGROUND At the City Council meeting of August 2, 1995, a request was made by members of the MOMS Club of Moorpark to install a fence barrier at Tierra Rejada Park along Mountain Trail Road to keep children who are playing on the larger play equipment from running into the street. This is the only request that staff has received from the public on this issue, and to date the City has no information regarding any instances where the barrier would have been necessary. The City Council directed that the Parks and Recreation Commission consider several design alternatives, or recommend no change to the current design, and present a recommendation to the City Council on this matter. Staff has prepared three alternative design proposals for the Commission to consider, including a proposal presented by the MOMS Club. The proposal that the MOMS Club has presented to the City Council is to extend the wrought iron fence along Mountain Trail, from the corner of Mountain Trail and Tierra Rejada to the beginning of the park parking lot. Staff is not recommending this proposal for three reasons. The first involves the cost of this improvement. As the Commission will recall, there are no park improvement funds in the Mountain Meadows Zone for any park capital improvements. The cost to install a wrought iron fence, with six (6) concrete pilasters similar to what is along the Tierra Rejada Road park frontage, is approximately $6,200. The second reason that staff is rejecting this proposal is that by putting in a fence along the road on Mountain Trail Road, over 3/4 of the park will be within a fence, which is not, in staff's opinion, an aesthetically pleasing park. Likewise, the third reason for rejection is that a fence along Mountain Trail would restrict all pedestrian access to the park, except from the two parking lots. The second proposal is to put a black wrought iron fence along the west side of the larger playground. This will deter children from running away from the playground area toward the street, and contains them in the play area. It would blend nicely with the fencing around the tiny tot play area, and yet will not fence in the whole park. The cost for this improvement is approximately $3,000. Again, this funding is not available in the park improvement zone. The third proposal is to install shrubs around the west end of the larger playground. This accomplishes the same objectives as the second proposal (for wrought iron fencing around the west end of the playground), for about 1/2 of the cost of the fence. The one difficulty that staff sees in this proposal is the potential of damaged plants, and the expense of replacing trampled shrubs often. The Peach Hill Park design does not have this problem, but a split rail wood fence is included in the design at that park. Including a wood rail fence would potentially double the estimated cost, and would not mix well aesthetically with the other site features at Tierra Rejada Park. The shrubs and bushes planted around the playground at Peach Hill Park have been able to accomplish the same objective, that is keeping children from leaving the play area and running into the street, with minimal maintenance and replacement costs. Total cost for this proposal is approximately $1,500, without a rail fence. Funding for any improvement at this park would need to come from another source, possibly the General Fund Reserves, and would be a decision for the City Council to make at a future meeting. Staff does not recommend any changes to the current park design, but would support the third proposal if the Commission considers it, to install shrubs along the west end of the play area, and further recommend that the Commission recommend the same to the City Council, with the funding source be determined by the City Council. Direct Staff as Deemed Appropriate. - /��, >I i � / -� - - -- �, \\ `� ', �, � � \.� � �� i � � SrRFET wRO� `2 >0.�� OyT IRON � FENOE 0 T lusl%L 7o• 1,80-7 cv, PAILS D.C. STM TUBM PCISTS I it Cox,. 100 1 W. $ SLM TOP SURF AC! NUT B,4^� LSk'.0 To DRAIN kATE-2 AT 7 js Ir. f RM POST r lj� I F—,-4 12b I I j '-3 E-"C-',I.LONL%. E,crgri:,n - 9' . ,,rc,t >111311 Oo, cr, in pm�. rc-,l or nh,ic ,, 11 arc irc—iint to ,nd 3nd thri%c in rull IG 7 ,tin ncjr [It(- coa.,t in !,areal hj,!e -n hot ;-i Or—i ir•a,, F,(ahl,,h,%I plan;• zjnti --Ync drm,LJ,t but arelwt(cr 1o•kon%z c ith .. .......... 7 (I•cp %I aic"ng ( 'crul 3 IT1,11%sdual plin 1) ni k♦ lo -.I but 111 r-o-, o IT E Mid- (F Al I liu:k, 11'uh to s- 1:i:; h,* .1 ;1101(1 trllilkcd r, Ir, 4� cr, —mm, r fill CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission ,,�� FROM: Christine Adams, Director of Community Service&tN DATE: September 18, 1995 SUBJECT: Consider Special Event Report: Summer Concerts in the Park. The City sponsored the second summer season of musical concerts at Arroyo Vista Community Park. These four concerts were made possible by a donation from various businesses. There were no general fund appropriations for this event, as was the case last year as well. Each concert, with the exception of the first concert held at the Moorpark High School Stadium, in conjunction with the fireworks show on July 3, had an approximate attendance of 500 people. The Moorpark Rotary Club sold hot dogs, drinks, and snacks at each concert. The concerts, and the financial contributor for each are as follows: July 3 - The Fabulous Chevelles (50's) Sponsored by First Interstate Bank July 23 - The K -HAY Country Band (Country Western) Sponsored by K -HAY Radio and Ventura Pacific Capital Group. August 6 - Swing Fever (Jazz and Swing) Sponsored by California Community Builders August 27- Sapadilla (Reggae) Sponsored on Behalf of Breast Cancer Awareness �; MK41LI Le' -092X4k!x Receive and File the Report Y CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Services PREPARED BY: Dale Sumersille, Recreation Supervisor DATE: August 17, 1995 SUBJECT: Raging Waters Teen Trip Evaluation The purpose of this evaluation is to offer recommendations and suggestions on the program "Raging Water's Teen Trip" sponsored by the City of Moorpark. Event Description: Location: Raging Waters (San Dimas) Date: August 16, 1995 Day: Wednesday Time: 8:00 am to 6:00 pm Actual Dav Schedule: 7:30 am 7:45 am 8:20 am 8:30 am 10:00 am 10:15 am 4:00 pm 4:45 pm 6:45 am Staff arrive to open up AVRC Teens arrive and check in Bus arrives AVRC Bus departs AVRC Arrived in San Dimas Teens in park Teens back at bus Departure from San Dimas Bus arrived at AVRC There were a total of 19 participants (ages 11 - 17 years) and staff person, Dale Sumersille. General Comments: Publicity was sent out via news releases, Videomax, flyers at Arroyo Vista and the Boys and Girls Club, and flyers mailed to past teen program participants. After a teen registered for the trip the following were given out to each participant: 1. list of recommended items to bring for the trip 2. list of rules and regulations 3. medical and release form Registrations were slow, staff contacted Calabasas and Agoura Hills to see how their registrations were going - it was decided to provide one bus for all three agencies to make this trip more cost efficient. The trip went very smoothly. Teens arrived promptly as staff checked them in. A roll call was done prior to leaving, as well as and reviewing the rules on the trip with all of the teens. Once at the park, teens stayed in the bus with the Agoura Hills staff person, and reviewed rules while, the Moorpark staff person went to the office to purchase the admission tickets. The teens were then given their tickets, and went out into the park. After the teens left the bus, staff made a home -base station outside with picnic tables, in front of the "Thirst Aid Station ", so teens could drop things off, cat lunch or rest. Staff did a check - in with the first aid station on a regular basis to ensure there were no injuries. The bus was late arriving back to Arroyo Vista, due to 3 Agoura Hills teens not arriving promptly. Staff was very pleased with the turn out, the weather and how smooth the excursion ran. The teens who went from Moorpark were great! It was helpful that the staff person had previous experience doing this particular excursion, thus adding to the successful outcome. Recommendations: 1. To offer this annual trip again, if need be cooperatively with other agencies 2. To have an additional volunteer or staff person go along if registrations warranted it Budget: Income: 19 teens x $28 $531.00 $531.00 Expenses: 20 tix x $12.99 $259.80 transportation (Durham Bus) $111.40 $371.20 Net $159.80 Dale's time: 5 hours prep x $55 per hour $275.00 11.5 hours day of trip x $55 per hour $632.50 Total staff cost $907.50 # transportation cost was divided by the number of total passengers between all three agencies ITEM. 9. -,0"' Agenda Report TO: Parks & Recreation Commission FROM: Christine Adams, Director of Community Services Prepared By: SG Shellabarger, Recreation Supervisor Date: September 6, 1995 Subject: Labor Day Family Picnic A. BACKGROUND For the past eight years, this event has been coordinated by MYAC and Vickie McGowan. The city's contribution to the festivities was $2,000 from which part time staff and insurance fees were deducted. In the past, this event was held at Peach Hill Park. Following last year's event it was determined that, to address parking and space concerns, the event would be moved to Arroyo Vista Community Park. MYAC expressed concerns about the site change. One month before the event date, Vickie contacted the city to communicate that she would be unavailable to coordinate this year's Labor day due to a terminal illness in her family. She indicated that no other member of the group was willing to take over the coordination of the event and that MYAC would not be interested in continuing running this event. The choices at this time included 1) canceling the event altogether, 2) offering a concert only featuring Cactus County Country & Western Band and 3) have the city take over the coordination of the event. It was discussed and determined that it was feasible for the city to take over the event if arrangements are made in a timely manner. Recreation Supervisor, Shelly Shellabarger, communicated with Vickie McGowan to determine what arrangements had been made at that time. She indicated that the following aspects had already been booked: Wood Ranch BBQ had agreed to cater the food concession. In past they had donated a percentage back to the event and Vickie indicated that they intended to continue this; Cactus County Country Western Band (MYAC sponsored); Soda Booth (which would be used as a revenue source for the city); High School Chorus (booked as opening entertainment); fingernail painting (sponsored by Happenings Magazine and free to the public); Shaved Ice; Flamingos Frozen Yogurt. Though these groups had been booked, Vickie was unable to provide contact names or phone numbers for most of these participants. Unconfirmed, yet advertised elements included sound , Paint Pals, community volunteers to run booths, face painting, cartoonist, stage, canopies, game booths, moon bounce, donations, and children's concert (usually sponsored by Kavlico). Per Vickie, in the past the city money had gone to the following supplies: Stage & canopies ($800), game booths (8 booths $35 each), moon bounce ($250). Past donations had included Kavlico ($500 children's concert), American Products, Litton ($100). Staff took this information and developed the event as follows: B. EVENT DESCRIPTION Labor Day Picnic was held Monday, September 4, 11:00 -3:00 at Arroyo Vista Community Park and included the following features: Children's crafts: Decorate Bags - -This table offered children an opportunity to decorate bags to carry their "loot" from the carnival games. There was no fee for this activity. Spin Art - -This activity cost 50¢ (2 tickets) and was manned by staff. Color Contest - -This activity was free to the public Ceramic Painting - -This activity was run by Paint Pals. They charged for the size of the sculpture ($2 -5). This cost the city nothing, but the city made no money on this activity. Children's Activities: Bubbleworld- -This activity was free to the public and consisted of a table covered with bubble wands and soap solution. This was manned by a volunteer. Face painting - -The city hired 3 face painters at $50 each (fee included supplies). This activity cost 50¢ (2 tickets) Fingernail painting - -this activity was free to the public and sponsored by Happenings Magazine. Hair Spraying - -We were working with Ultima Beauty Supply to provide hair coloring booth, but were not able to coordinate it in time. This would be an excellent activity for future events. Moonwalks brought a bounce to this event. They charged $1 per jump. This cost nothing for the city, and The City made no money on it. The bounce company Vickie recommended wanted $325 to provide a bounce. Pony Rides & Petting Zoo were provided by Party Animals Farm (at Tierra Rejada Ranch). They charged $2 per ride. This cost nothing for the city, and The City made no money on it. The City paid ($30 per hour plus $40 insurance) for the petting zoo and charged 2 tickets (50¢) per visit. Entertainment: 11:00 AM High School Chorus (soloists) 1 1:30 -12:30 pm Jeff Peterson, Magician sponsored by Kavlico 12:30 -1:00 pm Jason Flame Karate Exhibition 1:00 -3:00 PM Cactus County Country & Western Band sponsored by MYAC Sound System -- Videomax handled this element. Previous Year's Entertainment —Pam Rossi opted not to perform this year as the stage was not professional level and she was concerned for the safety of her dancers. (NOTE: To upgrade to the stage they wanted would have doubled the stage cost). Food: BBQ— Wood Ranch BBQ offered Hot Dogs, BBQ sandwiches and ribs ranging in price from $2- 6. They agreed to return a percentage of their profit to the event. Unfortunately, Wood Ranch operated at a loss on this event, due to over - preparation of food (based on last year's numbers). Therefore, they will not be passing a percentage of the profits on to the city. Soda Booth -- Golden West Beverages provided this concession. The City paid for all supplies up front and he agreed to buy back what we did not use at the end of the day (we sold out). The City kept all proceeds ($350). Shaved Ice -- (Island Snow Hawaii) They agreed to return a percentage of their income to the event (estimated to be $80). At this time they have not issued a check. Flamingos Frozen Yogurt-- They agreed to return a percentage of their income to the event (estimated to be $30). At this time they have not issued a check. Equipment: Stage & Canopies - -In the past MYAC ordered two 20x20 foot canopies for the audience and stage and one 10x40 for the activity area. The company used in the past, however, was bought out by another company whose quote was $300 higher than budgeted due to holiday delivery fees. One 20x20 canopy was eliminated to offset these costs. Game Booths - -The City ordered 8 game booths through J &M Concessions at $35 each with a $50 set up fee. Additional Canopies -- Moorpark Kiwanis provided extra canopies. Tables & Chairs -- Tables were brought over to AVCP on Friday September 1. Chairs came over on Saturday morning. Items were returned on Tuesday. All city tables and chairs were used for this event. Additional garbage cans were purchased for this event. Craft Fair: A craft fair was considered to offset costs, but it was determined that there was not enough time to coordinate this aspect. Donations: Kavlico generously donated $500 to the children's concert. Volunteers: To mitigate staff costs, The City solicited help from local volunteer groups. Support was offered by Moorpark Kiwanis, Shiloh Church, Mom's Club of Moorpark, Girl Scout Troop 916 and a number of community volunteers. Assistance from Parks and Recreation Commissioners and Teen Council Members was also valuable. B. STAFF and VOLUNTEERS STAFF Shelly Shellabarger, Recreation Supervisor Amanda Bianchi, Recreation Leader Jordan Sickman, Recreation Leader Stephanie Casillas, Recreation Leader Jose Leuvano, Recreation Leader OFFICIALS Dave Badoud, Parks & Recreation Commissioner John Hall, Parks & Recreation Commissioner Jim Hartley, Parks & Recreation Commissioner Sandra Thompson, Parks & Recreation Commissioner Stephanie Bowman, Teen Council Member Ginny Hankins, Teen Council Member John Sherwood, Teen Council Member VOLUNTEERS Voices (Moorpark High School Chorus) -Susie Vasquez, Kim Haight, Jessica Preciado, Nicole Pryor, Chris Vasquez Girl Scouts - -Katie Cloward, Elise Underwood, Katie Elmore, Carolyn Schoenberg, Sara Smith, Judith Sternberg, David Cloward, Amy Cloward, Jennifer Underwood, Elizabeth Sternberg, Monica Tipping, Janice Christensen, Keith Christensen, Holli Christensen, Cindy Rundgren, Sarah Cloward, Chrystal Tipping, Cindy Rundgren Mom's Club- -Joann Salemi, Sue Henderson, Laurette Harris, Julia Spunt, Suzanne Mardock, Sharon Schlueter, Sue Hearon, Marilyn McQuinn, Michelle Forman, Vicki Moreno Shiloh Church —Judy McClain, Carol Borsos, Erik Nielsen, Don Foster, Robin Harikul, Carolyn Alldredge, Hannah Nielsen, Ryan Harikul Kiwanis- -Albert Prieto, Celia LaFleur, Emily Irelan, Eric Ordway, Frank Gutierrez, Mike Wesner, Roy Talley, Dee Talley Volunteers —BJ Dominguez, Connie Volke, Jennifer Wilson, Courtney Dolliver C. ATTENDANCE Estimated 700. D. FINANCE ACCOUNT NUMBER Full Time Staff 01.4.148.502 Shelly Shellabarger25x$55= $1,375 Part Time Staff 01.4.148.503 Stephanie Casillas 12x$8.31 =$100 01.4.149.502 Amanda Bianchi 6x$5.01 =$30 01.4.149.502 Jordan Sickman 6x$5.01 =$30 01.4.149.502 Jose Leuvano 10x$8.31 =$83 01.4.149.502 Sam Tomlinson 4x$8.31 =$33 01.4.149.502 Dean Jones 4x$8.31 =$33 Entertainment 01.4.148.642 Stage & Canopies Stage 16x20 =320 1 20x20 canopies $180 1 10 x 40 $260 Delivery $300 01.4.148.642 Cactus County 01.4.148.642 Sound System 01.4.148.642 Magician Games 01.4.148.642 Prizes 01.4.148.642 Game Booths 35x8 Other 01.4.148.642 Crafts 01.4.148.642 Face Painting 01.4.148.642 Soda Booth 01.4.148.642 Moonbounce 01.4.148.642 Pony Rides 01.4.148.642 Petting Zoo 01.4.148.642 Supplies Food Concessions Wood Ranch BBQ Hawaiian Shave Ice $0 Flamingos Yogurt EXPENDITURE: REVENUE: $1,375 $309 $1,485 $1,060 $0 $250 $175 $630 $300 $330 $565 $150 $150 $400 $0 $0 $120 $45 $500 $245 $560 $0 $0 $80 $0 $30 TOTAL EXPENDITURE: $4,364 TOTAL EXPENDITURE LESS FT STAFF TIME $2,989 REVENUE $1,415 TOTAL EXPENDITURE LESS FT STAFF & REVENUE $1,574 BUDGETED AMOUNT $2,000 E. COMMENTS COMPARISON TO LAST YEAR: This is the first year the city has run this 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 August and a flyer advertising this event was given to the people who attended the preceding concert in the park. Marquee signs throughout town were posted. Staff took flyers and posters to businesses throughout town. Signs were painted and posted at Peach Hill Park a week prior to the event, PSAs were sent to local radio stations (specifically KNJO through the recycling programs free PSA program), Updates were posted on channel 10. OVERALL EVENT EVALUATION This event was very successful and highly attended. The city achieved an excellent event with substantial recovery of costs. In the past the city gave MYAC $2,000 with no recovery of costs. Media coverage was excellent. Articles appeared in the Moorpark Star, Daily News and KADY covered this event on Channel 6. This is the first event we have charged for activities and as a result we successfully offset much of the event cost. It is recommended that we consider reevaluating our event philosophy regarding Gee activities. This event has established that the public is willing to pay a nominal fee for activities. Additionally, offsetting costs allows for additional expenditures (such as renting game booths rather than using upturned tables and providing shade for attendees). Due to a soccer tournament the previous day, there was a problem with overflowing garbage dumpster; there were not enough trash bags to handle Labor Day garbage. Due to the holiday, it was difficult to secure staff members the day of the event. This created a hardship for the few members who did work the event. Entertainment schedule went well until the final act. Cactus County started late and tuned up for a long time. At 3:30 we asked them to finish as the rental company was there to remove the stage and canopy. Free sodas for volunteers cut into profits. It is, however, essential to provide drinks for volunteers. Perhaps another source (donated lemonade) would be preferable. Though they had been advised to do so, volunteers didn't always rip up used tickets. This resulted in some double use of tickets. A few children were seen using non - sequential tickets. Though they had been advised not to do so, some game volunteers used gold coins to buy prizes at the prize booth. It is essential that volunteers not be allowed to buy prizes. F. RECOMMENDATION FOR FUTURE EVENTS: As MYAC is no longer interested in coordinating this event, discontinue and focus on July 3 Fireworks show. Consider charging nominal fees for face painting, spin art, carnival games etc. Labor Day Expenditures A- C.Af;- Games Entertainment Page 1 ull Time Staff art time Staff Activities Labor Day Revenue Food Concessions Page 1 uames Entertainment (Kavlico)