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HomeMy WebLinkAboutAG RPTS 1995 0605 PR REG2 \G l/ PARKS AND RECREATION COMMISSION AGENDA CALL TO ORDER: PLEDGE OF ALLEGIANCE: 3. ROLL CALL: 4. 5 A June 5, 1995 7:00 p.m. Commissioners Dave Badoud, John Hall, Jim Hartley, Sandra Thompson, and Chair Arlene Butler. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: REORDERING OF, AND ADDITIONS TO, THE AGENDA: 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 die 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 May 1. 1995. Staff Recommendation: Approve as presented. B. Park Status Report, Staff Recommendation: Receive and File the Report. C. Consider Donation for Rollerhockey Rink, Staff Recommendation: Receive and File the Report \V'� 8. DISCUSSION /ACTION ITEMS: A. Consider Recommended Guidelines for Recognizinp- Donations to City Parks and Recreation Programs. Staff Recommendation: Review Ad -Hoc Committee's rec- ommendations and forward recommendation to City Council. B. Consider Group Rentals of Parks. Staff Recommendation: Review available park- ing at each park and provide City Council with recommendations for modification of park rules. C. Consider Special Event Report: World Fest '95. Staff Recommendation: Receive and File the Report. D. Update on 1995/96 Budget. (ORAL REPORT) Staff Recommendation: Receive and File the Report. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: July 3rd Fireworks Show and Summer Concert, Moorpark High School Stadium, 7 pm. Summer Concerts will be held on Sunday evenings, beginning at 6 pm, at Arroyo 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). Camp Moorpark begins Monday, June 19 at Arroyo Vista Recreation Center. 10. ADJOURNMENT: The next regular Parks and Recreation Commission meeting will be held on Monday, July 17, 1995 at 7:00 p.m., due to 4th of July holiday. EI � fJA.6 • . y � MINUTES OF THE PARRS AND RECREATION COMMISSION Moorpark, California 1. CALL TO ORDER: May 1, 1995 Chair Butler called the meeting to order at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Hartley. 3. ROLL CALL: Present: Commissioners Dave Badoud, James Hartley, Sandra Thompson, and Chairman Arlene Butler. Commissioner John Hall 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 April 3. 1995. Staff Recommendation: Approve as presented. B. Approval of the Parks and Recreation Commission Minutes of April 10, 1995, Staff Recommendation: Approve as presented. C. Park Status Report, Staff Recommendation: Receive and File the Report. Minutes of the Parks and May 1, 1995 Recreation Commission Page Two D. Review Proposed Teen Programs for 1995 -96 Staff Recommendation: Receive and File the Report. MOTION: Commissioner Thompson moved to approve the Consent Calendar, pulling Item 7.D for discussion. Commissioner Hartley seconded. The motion was carried 4 -0. Commissioner Hall was absent. Commissioner Thompson requested clarification on the Music Festival status. She was concerned about the City's agreement with Rancho Simi Recreation Department. In 1995, Rancho Simi co- sponsored the Music Festival held in Moorpark and it was agreed that this year we would co- sponsor the Music Festival to be held in Simi Valley. Commissioner Thompson feels that the City has an obligation to pay our portion for the Music Festival this year and that it should not be cut from programs. Director Adams stated that she was concerned about this event due to the reaction of the Commission when we hosted the first Music Festival but the City still will fulfill their side of the agreement with Rancho Simi. She suggested the event be postponed until 1996 due to shortage of funds. Director Adams updated Commission on Teen Movie Night at Arroyo Vista Park. Attendance was small but staff is hoping it will increase. Director Adams explained that a television and VCR was needed at the Arroyo Vista Center and Commission should consider the purchase of a projection system. Commission and Director Adams discussed the fact that the cost could not be regained by charging admission to Teen Movie night, because it is illegal to charge admission on a rental movie. They discussed different uses for the projection system. Being able to air sports events, cutting the cost on rental of equipment for the Teen Movie Night and different organizations to view educational films. Minutes of the Parks and May 1, 1995 Recreation Commission Page Three Commissioner Badoud expressed removing events from Teen Prog replacement. He stated that if Staff agreed to remove an event, replace it rather than cutting teens. concern about rams without a Commission and another should out events for MOTION: Commissioner Thompson moved to receive and file the report. Commission Hartley seconded. The motion was carried 4 -0. Commissioner Hall was absent. 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 and 4/10/95). Commissioner Thompson would like to table the item due to Commissioner Hall "s absence. He also attended the Conference and his input is needed. Commission discussed a special meeting be set up, open to the public but not televised, for Commissioners Thompson and Hall to give their reports on the Conference. MOTION: Commissioner Thompson moved to table item until a tentatively scheduled Special Parks and Recreation Commission meeting, on June 5th, 1995, at 6:30 p.m. Commissioner Hartley seconded. The motion was carried 4 -0. Commissioner Hall was absent. B. Consider Design and Selection of Water / Sand Play Eauipment for Poindexter Park. Staff Recommendation: Select Play Equipment Design for Poindexter Park. Director Adams described the size of area for play equipment and informed Commission that the cost is included in the budget. Commission discussed the size and design of equipment, area space, drainage and the accessability of water. Commissioner Badoud suggested that an outside faucet from the restrooms be installed for easy access. Minutes of the Parks and May 1, 1995 Recreation Commission Page Four MOTION: Commissioner Badoud moved to approve play equipment numbers 590 and 571 and the installation of an outside faucet. Commissioner Hartley seconded. The motion was carried 4 -0. Commissioner Hall was absent. C. Consider Special Event Report: Breakfast with Bunny. Staff Recommendation: Receive and file the report. Director Adams stated that the event went well. The turn out was 60 people registered and extra that showed up unknowing that registration was necessary. Commissioner Thompson had volunteered and reported that the idea of a cold breakfast as opposed to the hot breakfast which was served at Santa's Breakfast worked out much better. There was more of a variety. The only problem she saw was the overflow and the availability of food and the gift to the child from the Bunny. Different ideas for organization need to be discussed to control the overflow next year. Commissioner Hartley would like to see some type of plan where the overflow could be handled and not have to turn away people due to shortage of food or gifts. Commission discussed that next year large advertisement of the event be made with a heavy emphasis on "pre- registration a must." MOTION: Commissioner Thompson moved to receive and file the report. Commissioner Badoud seconded. The motion was carried 4 -0. Commissioner Hall was absent. D. Consider Special Event Report: Easter Eaa Hunt, Staff Recommendation: Review and File the Report. Commissioner Hartley, who was a volunteer, stated that this was a great event. He did not hear a negative comment. Everything went very smooth with the egg hung, the craft fair and the petting zoo. Minutes of the Parks and May 1, 1995 Recreation Commission Page Five Commissioner Badoud commended the Kiwanis on their participation. He suggested that next year for the egg hunt to allow children under a certain age to be accompanied by their parents. Chairman Butler commended Shelly Shellabarger, Recreation Supervisor, on the great job she did with these two events. MOTION: Commissioner Thompson moved to receive and file the report. Commissioner Badoud seconded. The motion was carried 4 -0. Commissioner Hall was absent. E. Consider Commission Attendance at the California Association of Parks and Recreation Commissioners and Board Members Mini Conference in La Mirada on June 10, 1995, Staff Recommendation: Direct staff as deemed appropriate. Director Adams informed Commission that there are funds available for all Commissioners to attend and that she will need a formal commitment by May 5, 1995 on attendance. Commissioner Thompson stated that attendance to the Conference would be extremely beneficial. The topics are very informative and the interaction with the other City's ideas and programs can benfit US. Commission plans on attending and will give definite answer to Director Adams by May 5. A motion was not needed for this item since it was agendized as an informative item only. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: Agenda items: CPRS Conference report. Commissioner Badoud suggested a discussion to potentially invite groups and organizations of our Community to attend a meeting for discussion and input pertaining to the revision of the Master Park Plan. Minutes of the Parks and Recreation Commission Page Six May 1, 1995 Discussion and Review of the Spring Brochure's events and classes scheduled. Commissioner Hartley suggested a discussion of Arroyo Simi and its development for our Community use. Announcements: The completion and mailing of the Spring Brochure. The World Fest event on May 13, 1995 and a brief overall of the day's schedule. Chairman Butler announced the joint meeting of the Parks and Recreation Commission and City Council to be held on May 10, 1995. 10. ADJOURNMENT: Commissioner Badoud moved to adjourn the meeting until the next scheduled Joint Meeting, May 10, 1995. Commissioner Hartley seconded. The motion was carried 4- 0. Commissioner Hall was absent. The time was 8:59 p.m. Respectfully submitted, Patty Lemcke Administrative Secrectary Approved: Arlene Butler, Chairman 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: June 5, 1995 SUBJECT: Park Status Report SIT STATU Arroyo Vista Comm. Park Well operating. Campus Park Campus Canyon Park Community Center CAPITAL Contracts for concrete work, ballfield lights, playground equipment and installation, picnic shelter have all been completed. Work should begin in early June. Picnic tables, benches, barbeques, and trash cans have been ordered. The City Council will be approving the plans and specifications for the restroom / concession building on June 7, and staff will then initiate the bid process for the building construction. No new maintenance issues this month. CAPITAL Spring toys will be installed in June. No new maintenance issues. CAPITAL Electrical engineer has been contracted to design security lighting system. Light fixtures and poles have been ordered. No new maintenance issues this month. Country Trail Park Play equipment has arrived and is in storage until park is near completion, before installation. Parking lot is completed, as is walkways and curbing around play area. Irrigation has been installed and landscaping is underway. The time line for park completion is still set for the end of June, with the maintenance period to be 60 days after that. Staff will confirm a dedication date with the City Council and will provide that information to the Commission when it becomes available. Downtown Park Site Infrastructure work is almost completed by staff and architect for sewer, water, other utilities, grading, and drainage. Restroom design has been approved by staff and the architect is finishing the working drawings. It is anticipated that the City Council will be able to review the plans and specifications within the next two months, and go out to bid for construction after that. Staff is still hoping for a mid - March, 1996, park dedication. Glenwood Park No new maintenance issues this month CAPITAL Electrical engineer has been contracted to design security lighting system. Light fixtures and poles have been ordered. Griffin Park No new maintenance issues this month. High St. Pedestrian Park No new maintenance issues this month. Monte vista Nature ParkTrails have been regraded and bi- annual weed abatement has been completed. 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 will be moving this process forward during the summer. Peach Hill Park No new maintenance issues this month. CAPITAL Staff has prepared the site for the basketball court and is finalizing the contract for the construction of the basketball court. Tierra Rejada Park Villa Campesina Park Virginia Colony Park RECOMMENDATION No new maintenance issues this month. Nothing new. No new maintenance issues this month. Receive and file the report. 18 ENI CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Services DATE: June 5, 1995 SUBJECT: Consider Donation for Rollerhockey Rink. BACRGROIIND The City Council will be receiving a similar report on June 7, 1995. Staff is providing the following to the Commission as informational. Representatives from Encore Sports in Thousand Oaks, Simi Valley, and Woodland Hills, met with staff recently regarding the possibility of a donation of the dasher boards for the perimeter of the rollerhockey rink at Arroyo Vista Community Park. The representatives also organize the Tri Valley Rollerhockey League in Agoura Hills and Simi Valley, a non - profit youth rollerhockey organization, and through that organization, they are offering to provide and install the plywood dasher boards and chain link fencing, valued at $40,000. This would be a permanent addition to the facility, and would become the property of the City once installed. Upon approval by the City Council, staff would develop a contractual agreement with Tri Valley Rollerhockey League for the installation work. Tri Valley Rollerhockey League is currently developing plans and specifications for review by staff. The dasher boards were removed from the original scope of work due to the cost, and the City had planned only to pour a large concrete slab with a 6" concrete curbing to serve as the rollerhockey rink. The proposal offered by Tri Valley would require the City to do a change order with Sport Court, who has already been contracted with the City to do the concrete work, which would eliminate the 6" curb, eliminate the goals (which Tri Valley will provide), and increase the area of the concrete from 15,725 square feet (185'x 851) to 20,000 square feet (200' x 100'). Staff estimates that this would be a net increase to the contract with Sport Court of about $7,500. The City has realized savings in many other areas, such as the benches and picnic tables, and would therefore not exceed the total amount appropriated ($642,700). In short, the City will be getting $40,000 of labor and materials for spending an additional $7,500 with the current contractor. Tri Valley Rollerhockey League would also like to establish an annual lease with the City and run leagues at the rink in return for their capital donation. This arrangement could be done similar to the City's agreement with MBA, whereby the league pays the City an annual use fee, includes insurance covering the City, and offers the program independently from the City. Tri Valley Rollerhockey League would include all maintenance of the rink during their two seasons which is approximately eight months each calendar year, including all repair and repainting of the dasher board. Currently, in Agoura Hills and Simi Valley, Tri Valley charges $120.00 per person for a season of play. The organization has made a commitment to providing scholarships to individuals who cannot afford to pay the league fee, and will provide the same to Moorpark residents in the proposed Moorpark league. In Agoura Hills and Simi Valley, approximately 10% of the participants in Tri Valley Rollerhockey currently live in Moorpark. Each league has over 400 youth participating annually. Tri Valley is requesting a five year lease agreement. Staff is considering proposing a $15 per hour rental fee, which would equate to approximately $9,300 per year. The City would develop the agreement whereby the City would have time available to offer their own programs (such as a preschool or tiny tot rollerhockey class), and retain a certain number of hours each week for public use. Tri Valley is suggesting a seven day a week use during their seasons (all day Saturdays and Sundays, and two hours each afternoon during the week). Staff would recommend that there be no organized use on Sundays, with the exception of make up games and play offs. If the City Council is agreeable to this arrangement in concept, staff will move forward with the development of a final agreement for both the installation of the dasher boards and fence, and a lease agreement with Tri Valley Rollerhockey League, and will present this to the City Council on June 21 for approval. RECOMMENDATION Receive and File the Report COST ESTIMATE SUMMARY 4 o Contingency $ 21,912 $642,700 * Includes new fence bid for arched backstop, which is about $2,000 more. ** Includes additional concrete area, and elimination of 6" curbing. Approved New Water Well $ 80,000 $ 80,000 Ballfields (2) $ 73,777 $ 78,497 Ball Lights (1) Installed $ 89,808 $ 89,808 Restroom /Concession $ 85,000 $ 85,000 Play Equipment $ 62,941 $ 62,941 Hardscape $ 0 $ 0 Rollerhockey $ 60,736 $ 68,236 ** Picnic Shelter $ 21,644 $ 21,644 Tables, Benches, BBQ's, Drinking Fountains, and Trash Cans $ 31,082 $ 16,304 TOPO/ Survey $ 700 $ 700 Soils Test $ 1,500 $ 1,500 Architect for Restroom $ 3,400 $ 3,400 Sewer /Water /Hydrant $ 65,000 $ 65,000 Blue Prints $ 1,500 $ 1,500 Construction Admin.(Picon) $ 15,100 $ 15,100 Sod /Irrigation Removal for Ballfields, Tot Lot, and Picnic Shelter (force account) $ 1,000 $ 1,000 Road Oil Treatment $ 5,600 $ 5,600 Fencing $ 3,500 $ 3,500 Well Pump Repair $ 15,000 $ 15,000 Inspection / Permits $ 3,500 $ 3,500 TOTAL $620,788 $618,230 4 o Contingency $ 21,912 $642,700 * Includes new fence bid for arched backstop, which is about $2,000 more. ** Includes additional concrete area, and elimination of 6" curbing. CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Services DATE: June 5, 1995 SUBJECT: consider Recommended Guidelines for Recognizing Donations to City Parks and Recreation Programs. BACKGROIIND 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. Paragraph #5 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, wi l l 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, 1984. 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 acknowledgement on the Donor Board. RECOMMENDATION Review Ad -Hoc Committee's recommendations and forward recommendation to City Council. CITY OF MOORPARK AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Services DATE: June 5, 1995 SUBJECT: Consider Group Rentals of Parks. -•QMB At the meeting of April 5, 1995, the City Council directed that the Parks and Recreation Commission revisit the issue of park reservations, specifically as it relates to the available off - street parking at each location. The Parks and Recreation Commission had previously reviewed this item at their meeting of March 6, 1995, but not the relationship with group size and available parking. In many cases, as demonstrated by the attached information, City parks are located next to schools. Residents using the parks on weekends can use the school parking lots in the event that the designated parking lots are full. The primary concern of the City Council has to do with the high demand for parking at Mountain Meadows Park, during the Girls Softball season. As the games are played at both the park and the school fields, people are encouraged to use both the parking lot at Mountain Meadows Park (38 regular spaces) and the parking lot at Mountain Meadows School (62 regular spaces). The problem is exacerbated, according to residents who live adjacent to the park, by the constant traffic, caused by softball participants arriving for games and leaving when games are over. The Girls Softball season lasts for four months each year, with occasional weekend tournaments during the remainder of the year. There has been discussion about moving a portion of Girls Softball to Arroyo Vista when the fields are completed, which may alleviate some of the traffic and parking problems next year. However, with only two fields planned for Arroyo Vista, many games will continue to be played at Mountain Meadows Park and School. The Commission should give this matter careful consideration, and make recommendations to the City Council, if appropriate. RECOMMENDATION Review available parking at each park and provide City Council with recommendations for modification of park rules. Attachment: Available Parking at Each Park ARROYO VISTA COMMUNITY PARK 94 Parking Spaces 6 Handicapped Spaces TIERRA REJADA PARK 40 Parking Spaces 5 Handicapped Spaces MOUNTAIN MEADOWS PARK 38 Parking Spaces 2 Handicapped Spaces MOUNTAIN MEADOWS SCHOOL 62 Parking Spaces 2 Handicapped Spaces PEACH HILL PARK 46 Parking Spaces 2 Handicapped Spaces PEACH HILL SCHOOL 29 Parking Spaces 1 Handicapped Space MONTE VISTA PARK 11 Parking Spaces 1 Handicapped Space CAMPUS CANYON SCHOOL 60 Parking Spaces 2 Handicapped Space COUNTRY TRAIL PARK 13 Parking Spaces 1 Handicapped Space POINDEXTER PARK 65 Parking Spaces 4 Handicapped Spaces j EM Agenda Report TO: Parks & Recreation Commission FROM: Christine Adams, Director of Community Services Prepared By: SG Shellabarger, Recreation Supervisor D ATE: June 5, 1995 SUBJECT. 1995 World Fest A. Event Description TIME LINE Staff started researching this event in March of 1994, contacting cities and organizations who hold ethnic festivals for resources on performers, exhibitors and vendors. Coordination of resources and booking for entertainers began in October of 1994. Sponsors, donations and Park your Art entries were solicited beginning in January 1995. T- Shirts were ordered and children's corner features were developed in April 1995. THE EVENT The 1995 World Fest was held May 13, 1995 at Arroyo Vista Community Park. This event ran from 10:00 am -6:00 pm and featured the Worldfest Bazaar. A marketplace of 67 vendors offering unique and unusual items, International Food Fair with 9 vendors featuring exotic and popular cuisine, a Children's Corner featuring pony rides, petting zoo (Tierra Rejada Ranch), Jolly Jump, painted tatoos, carnival games (Troop 916, Kiwanis Key Club), Children's Worldfest Art Festival (items from Campus Canyon school) and continuous entertainment. ENTERTAINMENT SCHEDULE 9:30 -10:30 Podhale Polish Dancers 10:30 -11:00 Redbird Hoop Dancer 11:00 -11:30 Jewels of the Nile 11:30 -12:00 Santa Rosa Cloggers 12:00 -1:00 Teatro de Las Puppets 1:00 -1:20 Dulcimer Folk Music 1:20 -2:00 Caribbean Drums 2:00 -2:15 Hands On Dulcimer 2:15 -3:15 Pam Rossi Dance Ten 3:15 -3:45 Scimitar Bwid 3:45 -4:15 Mea Hula Polynesian Dancers 4:15 -4:45 Presty Show Stoppers in Don Quixote 4:45 -5:15 Claddagh School of Irish Dancing 5:15 -6:00 Shamsa Middle Eastern Dancers THE DOOR PRIZE DRAWING This event also included a World Fest Passport Door Prize Drawing. Donated prizes included a ride on Fillmore & Western's BBQ Train, a Whale Watch Cruise from Santa Barbara's Sea Landing, a visit to the Hollywood Bowl to hear the Los Angeles Philharmonic, A Nature Cruise on Lake Cachuma from Santa Barbara County Parks Department, a visit to the Moorpark Melodrama, a visit to Magic Mountain, Universal Studios or Disneyland, Dodger 'Pickets, Tickets to the Great Western Forum, passes to Skating Plus, gift certificates to Not Just Bagels & Yogurt, Fifth Avenue Cleaners and Moorpark Veterinary Clinic, a visit to the Los Angeles Children's Museum, passes to Golf N' Stuff, a $50 Dinner for two from the Surfrider Charthouse, 2 complete dinners from Saaris African Cuisine and over 50 prizes donated by our talented vendors This is how the Door Prize Drawing Worked: World Fest "Passports" were distributed during the month preceding the event. This served as publicity designed to bring people in to the event. Each passport contained information on World lest activities, sponsors and donors as well as a World Fest Passport Drawing Entry Form. The only way a visitor could enter the Door Prize Drawing was by having their Passport "Validated" by nine separate World Fest Bazaar and Food Fair Vendors. Vendors who elected to participate in this promotion were given special suckers or stamps to validate passports. Visitors are also entered in the drawing with a purchase of a World Fest T -Shin Festival T Shirts listing performers & sponsors went on sale one week prior to the event and were on sale the day of the event. Sponsors of this event included Ventura County Star (Moorpark News Mirror), KBUS 96.7 FM, ACS Veterinary Clinic, Taco Bell, Carl's Jr and Jin's Moorpark Shell. B. Staff, Volunteers & Dignitaries Paul Lawrason, Mayor John Wozniak, Councilman Patrick Hunter, Councilman Arlene Butler, Parks & Recreation Commission Chairwoman Jim Hartley, Parks & Recreation Commissioner Sandi Thompson, Parks & Recreation Commissioner Shelly Shellabarger, Recreation Supervisor Stephanie Casillas, Recreation Leader Gailya Jankoviskis, Recreation Leader Sheleen Runge, Recreation Leader Kelly Watson, Recreation leader Sam Tomlinson, Maintenance Staff Dean Jones, Maintenance Staff Connie Volke, Community Volunteer Troop 916 Volunteers: Chrystal Pipping, Kara Achzet, Belinda Kui, Jennifer MacDonald, Janice Christensen, Holli Christensen, Cindy Rundgren, Aida Louch and Stephanie MacDonald C. Attendance There were an estimated 500+ people participating in this event throughout the day. Despite the wet and windy weather, there was a high turn out. D. Finance ACCOUNT NUMBER EXPENDI'T'URE: TOTAL EXPENDITURE: $9,511.39 TOTAL EXPENDITURE LI?SS STAI-T TIME $3,771.17 REVENUE $3,769.00 T -Shirts $509.00 Craft Fair Vendors $2,660.00 Sponsors $600.00 NET EXPENDITURE ($2) E. Additional Comments COMPARISON TO LAST YEAR: This is the first year for 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 lime release schedule. Additionally, display advertising was purchased in Happenings Magazine and in local papers immediately preceding this event. Our Media sponsor, the Ventura County Star also covered this event on Sunday May 7, Thursday May 11 and Friday May 12. The BUS played 42 sports advertising this event, KCLU ran a detailed spot on World Fest and a number of other radio stations provided PSAs. KLAC provided a number of PSAs as well. Thousands of flyers on this event were distributed at preceding boutiques, sporting events and local businesses. Posters were distributed to supporting businesses. A brochure advertising this event was sent to every home in Moorpark in February and May and a flyer advertising this event was sent home with every student in the Moorpark School District. Table Toppers were displayed at Taco Bell and Carl's Junior the week preceding this event. flyers will be handed out at these stores as well. World Fest "Passports" were mailed as invitations to local dignitaries, program participants and donators. Invitations were sent to local, state and federal officials, local recreation departments and districts. This event was featured on the front page of theDaily News ( Simi Valley Edition) on Sunday May 14 and on the cover of the Moorpark News Mirror on Thursday May FULL TIME STAFF 5225 01.4.148.502 Shelly Shellabarger 95x$55 =5225 PAM' TIME STAFF 515.22 01.4.148.503 Stephanie Casillas 20x$8.31 =166.2 01.4.148.503 Kelly 12x$8.31 =99.72 01.4.148.503 Gailya 12x$8.31 =99.72 01.4.148.503 Sheleen 12x$8.31 =99.72 01.4.149.502 Sam Tomlinson 4x$8.31 =33.24 01.4.149.502 Dean Jones 2x$8.31 =16.62 01.4.148.642 Happenings Magazine $215 01.4.148.642 Daily News S81 01.4.148.642 3,000 Flyers $100 01.4.148.642 Stage & Sound $950 01.4.148.642 Crafts (S &S) $50 01.4.148.642 Entertainment $550 01.4.148.642 Monarch (1'- Shirts) $1,566 01.4.148.642 Confetti $25 $259 Horizons $40 Thrifty $26 Thrifty $58 Sue's Hallmark $20 Smart & Final S91 TOTAL EXPENDITURE: $9,511.39 TOTAL EXPENDITURE LI?SS STAI-T TIME $3,771.17 REVENUE $3,769.00 T -Shirts $509.00 Craft Fair Vendors $2,660.00 Sponsors $600.00 NET EXPENDITURE ($2) E. Additional Comments COMPARISON TO LAST YEAR: This is the first year for 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 lime release schedule. Additionally, display advertising was purchased in Happenings Magazine and in local papers immediately preceding this event. Our Media sponsor, the Ventura County Star also covered this event on Sunday May 7, Thursday May 11 and Friday May 12. The BUS played 42 sports advertising this event, KCLU ran a detailed spot on World Fest and a number of other radio stations provided PSAs. KLAC provided a number of PSAs as well. Thousands of flyers on this event were distributed at preceding boutiques, sporting events and local businesses. Posters were distributed to supporting businesses. A brochure advertising this event was sent to every home in Moorpark in February and May and a flyer advertising this event was sent home with every student in the Moorpark School District. Table Toppers were displayed at Taco Bell and Carl's Junior the week preceding this event. flyers will be handed out at these stores as well. World Fest "Passports" were mailed as invitations to local dignitaries, program participants and donators. Invitations were sent to local, state and federal officials, local recreation departments and districts. This event was featured on the front page of theDaily News ( Simi Valley Edition) on Sunday May 14 and on the cover of the Moorpark News Mirror on Thursday May 17. Both articles and the accompanying photos were very complimentary. Thank yous were sent to editors, writers and photographers. OVERALL EVENT EVALUATION A number of performers canceled prior to this event including the Baliliaka Orchestra. Fortunately there was time to book other performers. We also developed a healthy "waiting list." Numerous performers wanted $500 -800 for a 30- 60 minute performance. Please note that most of the performers we booked performed for free. One exception to this was the Teatro de los Puppets. Staff felt it important to ensure at least one performance representative of the Hispanic population in Moorpark. As it turned out, no other Hispanic/Latin performing group expressed an interest in this event. Nina Meuller coordinated the Podhale Dancers, Folk Fiddler and Canibean Steel Drums as well as playing Dulcimer during change over times. Staff visited numerous events in preparation for this event including the Moorpark College Multicultural Day and the Camarillo Greek Festival, Ventura County Fair, Santa Barbara Craft Fair. Assistance on performer and exhibitor resources was provided by Velia Rosales of LA County Recreation & Parks, Michael Marks of the City of Santa Clarita, Linda Craighead of City of Palo Alto, Judith Loretelli of City of Modesto, Faye Campbell of City of Ventura, Maria Luisa de Herrera of City of Santa Monica, Steve Wiley of Conejo Recreation & Park District, LaLA Festival, Marian Anderson of Glendale Community Services, Sue Richmond of City of Anaheim Community Services and, most especially, Maile Marquand of the City of Los Angeles. All were sent a thank you and an invitation to this event. This event was embraced by the community through donations, performances, attendance and volunteerism. It is recommended that we continue this event in the years to come. F. Recommendation for Future Events: Consider offering a gift to mothers as a tribute to Mother's Day. Move the craft fair and children's comer closer to the stage. Consider having indoor vendors.