HomeMy WebLinkAboutAG RPTS 1996 0102 PR REGI!
MOORPARK
M1
PARKS AND RECREATION COMMISSION AGENDA
January 2, 1996
7:00 p.m. a
CALL To ORDER:
PLEDGE OF ALLEGIANCE:
ROLL CALL:
Commissioners Dave Badoud, John Hall, Jim Hartley, Sandra Thompson, and Chair Arlene
j Butler.
y#� PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS:
A. Consider Reorganization of the Parks and Recreation Commission. Staff Recom-
mendation: Proceed with the selection of Commission Chairperson and Vice Chair-
person for 1996.
5. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
6. PUBLIC COMMENDS:
Any member ol' the public may address the Commission during the public Comment portion ol' the agenda. Speaker
Cards must be received by the Recording Secretary prier 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 cacti item of business on the
Agenda are on File in the olTice of* the City Clerk and are available for public review. Any questions concerning any
Agenda item may he 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' December 4, 1995.
Staff Recommendation: Approve as presented.
B. Park Status Report. Staff Recommendation: Receive and File the Report.
S. DISCUSSION /ACTION ITEMS:
A. Consider Council Request to Study Revisions to Arroyo Vista Community Park
Master Plan. Staff Recommendation: Receive Public Comment and Continue Item
to February 5, 1996 meeting.
B. Consider Commission Attendance at the California Pacific Southwest Recreation
and Park Conference in San Diego. Staff Recommendation: Select commissioners
to attend this conference in February, 1996.
I
C. Consider Holiday pecial Event Reports. Staff Recommendation: Receive and5;1P
the Report.
9. ANNOUNCEMENTS / FUTURE AGENDA ITEMSt
I Teen Ski Trip will be held on Monday, January 29.
The Third Annual Mardi Gras will he held on Mondav, February 19.
10. ADJOURNMENT: The next meeting of the Parks and Recreation Commission will be
held on Monday, February 5, 1996, at 7:00 p.m. at the City Council Chambers, 799 Moc
park Avenue, Moorpark, California.
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11
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MINUTES OF THE PARKS AND RECREATION COMMISSION
Moorpark, California December 4, 1995
1. CALL TO ORDER:
Chair Butler called the meeting to order at 7:09 p.m.
2. PLEDGE OF ALLEGIANCE:
The Pledge of Allegiance was led by Commissioner Badoud.
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 November 6. 1995, Staff Recommendation:
Approve as presented.
B. Park Status Report. Staff Recommendation: Receive
and File the Report.
MOTION: Commissioner Hall moved to approve Consent Calendar
as presented, pulling Item 7.B for discussion.
Commissioner Hartley seconded. The motion was
carried 5 -0.
Minutes of the Parks and
Recreation Commission
Page 2
December 4, 1995
The Commission and Director Adams discussed the
final design for Griffin Park parking, the play
equipment at Mountain Meadows Park and the roller
hockey league sign ups and evaluations.
MOTION: Commissioner Hall moved to receive and file Iteiti
7.B. Chairman Butler seconded. The motion was
carried 5 -0.
8. DISCUSSION /ACTION ITEMS:
A. Consider Council Reauest to Study Revisions to
Arroyo Vista Community Park Master Plan, Staff
Recommendation: Receive Public Comment and
Continue Item to January 2, 1996 meeting.
Director Adams stated that this was the first of
two, three meetings if necessary, for public input
when funds become available, at Arroyo Vista Park.
Public Speakers:
1) Mr. Gerry Main represented the Moorpark Tennis
Club. Mr. Main presented a tennis complex proposal.
He also supplied the Commission with a petition
with 200 signatures.
Commissioner Badoud questioned the age range of the
club and the approximate number of members at this
time.
Mr. Main stated that of the 239 present members,
their ages range from 10 years to 70 years of age.
Commissioner Hall would like to see comparison
proposals from other Cities and perhaps a study of
the use of the existing courts over a period of
time presented to Commission, showing how high the
need actually is for additional courts.
Commissioner Thompson inquired about the minimum
amount of courts needed to begin.
Mr. Main agreed with the comparison proposals and
supplying Commission with the study showing actual
use of City courts. He also stated that the Tennis
Club would need a minimum of six (6) courts to
begin.
Minutes of the Parks and
Recreation Commission
Page 3
December 4, 1995
Commissioner Hartley and Mr. Main discussed the
fund raising that will be necessary for the Tennis
Club, since there are no available funds.
Chairman Butler is in favor of a tennis center,
especially since this will serve as an additional
teen program venue.
2) Mr. Brad Dolliver represented the Moorpark
Packers Youth Football. Mr. Dolliver stated that
this organization is presently six (6) years old,
has 230 members and is part of the Boys & Girls
Club. They have been using the field from the old
Moorpark High School. This field will only be
available for another year, maybe two due to
construction. If the Packers Football are able to
have a field at Arroyo Vista there would be very
little cost involved, since they already have all
equipment from the present stadium that can be
moved, including lights. Also the field can be
used by soccer once football is over. There would
be a possible expense to build another snack bar
and restroom facility.
3) Mr. Charles Weis represented the Moorpark
Tennis Club. Mr. Weis feels a tennis complex would
be heavily used. Tennis is an easily scheduled
sport, however, players have difficulty finding
empty courts.
Commissioner Thompson suggested that the tennis
club discuss a joint venture on the tennis complex
with the school district since they also have a
tennis club.
MOTION: Chairman Butler moved to accept public comment and
continue this Item to the next regularly scheduled
meeting of January 2, 1996. Commissioner Hall
seconded. The motion was carried 5 -0.
B. Consider Holiday Craft Fair Special Event Report,
Staff Recommendation: Receive and File the Report.
Director Adams stated this was the third Holiday
Craft Fair. The turn out was good. AYSO was using
the fields that day, which contributed to sales.
There was a positive response from the vendors.
Minutes of the Parks and December 4, 1995
Recreation Commission
Page 4
MOTION: Commissioner Badoud moved to receive and file the
report. Commissioner Hartley seconded. The motion
was carried 5 -0.
C. Consider Softball Tournament Special Event Report.
Staff Recommendation: Receive and File the Report.
Director Adams stated we had a better sign up this
year than previous years and it went well.
Commissioner Badoud feels that we need to have a
larger mailing list to encourage more sign ups for
next year. Also, he suggested better organization
with scheduling events. Commissioner Badoud feels
that having more than one event scheduled at one
particular park causes parking problems and
overlapping of field times.
MOTION: Commissioner Thompson moved to receive and file the
report. Chairman Butler seconded. The motion was
carried 5 -0.
D. Consider Commission Attendance at the California
Pacific Southwest Recreation and Park Conference in
San Diego. Staff Recommendation: Select two (2)
commissioners to attend this conference in
February, 1996.
Director Adams explained that the $1,200.00
appropriated funds from last year's budget would
be enough this year to cover only the expenses for
two Commissioners to attend the CPRS Conference.
Commissioner Hall and Thompson, since they have
been funded for the last two years, stated that
they are willing'to pay their own expenses if
necessary to attend. They are both on the board
and have speaking engagements at the Conference.
Chairman Butler will need to be fully financed to
attend.
Commissioner Badoud and Hartley will be willing to
pitch in to finance their expenses but requested
that this item be brought before Council for
reconsideration of the allocation of funds,
hopefully providing a larger dollar amount to allow
all the Commissioners to attend.
Minutes of the Parks and
Recreation Commission
Page 5
December 4, 1995
MOTION: Commissioner Hartley moved that a request be
presented to Council for an additional $1,200.00 of
funding be awarded to the Commission, allowing full
participation of the Park & Recreation Commission's
attendance to the Conference. Commissioner Badoud
seconded. The motion was carried 5 -0.
9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS:
Commissioner Badoud would like to focus on a more
organized scheduling of recreation and sports
events taking place at Arroyo Vista Park. He also
encouraged the public to attend the next scheduled
meeting for their input on Arroyo Vista Park.
Commissioner Hall would like to have the issue of
the potential danger and the fencing off of the
Arroyo from Country Trail Park on the next agenda.
Commissioner Thompson promoted the new fall
brochure and registration for the classes. She
announced the following events:
1. The middle school dance at the Community
Center on Friday, December 29, beginning at
7 :00 p.m.;
2. Winter Break Camp, starting December 26
through January 5; and
3. The New Year's Overnighter on December 31.
Commissioner Hartley complimented the staff on the
large variety of events and classes that are being
offered to the public. He announced the following
events:
1. Rose Parade Tickets are currently on sale;
2. Breakfast with Santa being held on December 9,
at the Community Center;
3. Make reservations for Santa Claus to visit
your home during the week of December 19 -23.
10. ADJOURNMENT:
Chairman Butler adjourned the meeting until the
next regularly scheduled meeting January 2, 1996.
The time was 9:30 p.m.
Minutes of the Parks and
Recreation Commission
Page 6
Respectfully submitted,
Patty Lemcke
Administrative Secretary APPROVED:
December 4, 1995
ARLENE BUTLER, CHAIRMAN
7 z5
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: January 2, 1996
SUBJECT: Park Status Report
SITE
STATUS
Arroyo Vista Comm. Park One handicapped parking space was painted
in each of the two gravel parking lots.
Graffiti removed from large trash enclosure
gate.
Rewelded hinges on trash gates.
Spread wood chips in various areas.
Installed new combination locks on gates.
CAPITAL
Construction work on restroom /concession
building began.
Campus Park Repair restroom sinks
Repair security lights.
Painted rule signs and bollards.
CAPITAL
Staff has recommended a contractor for the
repair of the restroom roof.
Campus Canyon Park Painted Park Rule Sign and trash can lids.
Replaced basketball nets.
CAPITAL
Security lighting contractor has begun
v,ork. T?eather has caused project to sloe
down.
The modification parts for the playground
equipment were delivered but some clamps
and other fasteners were not delivered. As
soon as those parts arrive, installation
shall begin.
Community Center No new maintenance issues this month.
Country Trail Park The City is discussing the possibility of
installing a fence along the north end of
the park, near the channel, as suggested by
Commissioner Hall. To date, staff has not
been able to determine if a fence would be
approved by the County Flood Control
District, and we are still researching
this. A more detailed report will be sent
to the Commission when information is
available.
Glenwood Park Painted Park Rule Sign
Removed a sycamore tree near Tierra Rejada
Road that was growing poorly.
CAPITAL
Security lighting contractor has begun
work. Weather has caused project to slow
down.
Griffin Park Repaired drinking fountain.
CAPITAL
Staff is preparing bid specifications for
slurry sealing and striping College View
Drive.
High St. Pedestrian Park No new maintenance issues this month.
Monte Vista Nature Park No new maintenance issues this month.
Mountain Meadows Park Repainted trash bin doors.
Replaced a section of sidewalk that was
cracked during playground equipment
installation.
CAPITAL
Installation of new equipment took place on
November 28.
Peach Hill Park Repaired water fountain in restroom.
Stripped and repainted park monument sign.
Painted Park Rule Sign.
CAPITAL
Contract has been awarded for basketball
court construction. Work has been delayed
as contractor does not have all parts for
basketball pole and backboard.
Poindexter Park All rough grading and staking have been
completed. Over excavation for tr_e
restroom and picnic shelters has also been
completed. Work is moving along.
Tierra Rejada Park Replaced basketball nets.
Painted trash bin doors.
Villa Campesina Park City staff has received a written
communication from Ventura County Flood
Control regarding alternatives for widening
the Arroyo Simi channel in a way that will
not affect the approved design of the park.
Staff is hopeful that the City and County
can reach a compromise that the residents
will feel is fair and reasonable. A
meeting will take place in late January.
Virginia Colony Park No new maintenance issues this month.
Receive and file the report.
n V
CITY OF MOORPARK
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Christine Adams, Director of Community Services
DATE: January 2, 1995
SUBJECT: Consider Commission Attendance at the California Pacific
Southwest Recreation and Park Conference in San Diego
BACKGROUND
This item was discussed at the Commission meeting of December 4,
1995. At that meeting, staff identified that the appropriated
budget for Commissioner attendance at the CPRS conference was
specified for two (2) commissioners to attend. After reviewing
costs and benefits of the conference, the Commission requested
that staff make a request of the City Council for an additional
$1,200 in order that the all five commissioners could be fully
funded to attend the conference.
The Budget and Finance Committee (Lawrason and Perez) reviewed
this item at their meeting on December 11. It was recommended by
the Committee that the Council not allocate any additional funds
for the 1996 CPRS Conference for Commissioners. The Committee
recommended that all five Commissioners could attend, if they
desired, as long as the City budget amount of $1,200 was not
exceeded. Furthermore, the Committee recommended that the current
policy regarding appointed officials attendance at conferences
should be reviewed during the 1996/97 budget process. The City
Council, at their meeting of December 20, approved this
recommended action.
At the last Commission meeting, it was staff's understanding that
Commissioners Hall and Thompson were willing to pay their own
expenses, as the City has funded their attendance at previous
conferences. If this is correct, the $1,200 can be divided
between the other three commissioners.
Staff has prepared a preliminary cost analysis for three
commissioners to attend the conference. These costs are inclusive
of all anticipated expenses. Because of the budget limitation,
some of these costs will need to be incurred by individual
Commissioners.
Commissioner Butler
Hotel Room $328.00
Conference Registration $169.00
Meals $136.00
Misc. Costs $ 50.00
TOTAL $683.00
Commissioner Badoud
Hotel Room (shared) $180.70 G
Conference Registration $169.00
Meals $136.00
Misc. Costs $ 50.00
3
TOTAL $535.70
Commissioner Hartley
Hotel Room (shared) $180.70
Conference Registration $199.00
Meals $136.00
Misc. Costs $ 50.00
TOTAL $565.70
GRAND TOTAL $1784.40
* Conference registration was sent in already to guarantee
the $169.00 discount fee for two commissioners. Each
additional registration will cost $199.00.
Based on this cost estimate, each of the three commissioners would
need to personally fund approximately $200.00 of their individual
costs.
Staff needs direction from the Commission on how they would like
to divide these expenses, so that hotel rooms and other
arrangements can be made for the commissioners this week.
RECONWENDATION
Select commissioners to attend this conference in February, 1996.
ITEM
City of Moorpark
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Christine Adams, Director of Community Services
Prepared by: SG ShellabarQer, Recreation Supervisor
DATE: January 2, 1995
SUBJECT: Consider Holiday Special Event Reports
BACKGROUND
The City of Moorpark offered a variety of holiday events including
Breakfast With Santa, Tree Lighting Ceremony, Visits With Santa,
Sleigh Rides With Santa, Little Elves Workshop, Rose Parade Trip,
Winter Break Camp and New Year's Sleep Over.
EVENT DETAIL
Breakfast With Santa:
Attendance: 124
Revenue: $660
Expenditures: $640
Budget Allowance: $750
Tree Lighting Ceremony:
Attendance: 600+
Revenue: $0
Expenditures: $802
Budget Allowance: $855
Visits With Santa:
Attendance: 30
Revenue: $600
Expenditures: $226
Budget Allowance: $250
Sleigh Rides With Santa:
Attendance: 111
Revenue: $795
Expenditures: $415
Budget Allowance: $0
Little Elves Workshop: This was offered as a contract class taught
by Kelly Watson.
Attendance: 14
Revenue: $140
Expenditures: $84
Rose Parade Trip: Due to last year's success, we doubled our
ticket and bus order. A report on this event will be in the
February packet.Estimated:
Attendance: 100
Revenue: $6,410
Expenditures: $5,011
Budget Allowance: $5,105
Holiday Craft Fair (Reported in last agenda packet)
Vendors: 75
Attendance: 1550
Revenue: $2945
Expenditures: $822
Budget Allowance: $800
Winter Break Camp: Canceled due to lack of Registration (10
children signed up. A minimum of 25 was required.)
New Year's Sleep Over Canceled due to lack of Registration (10
children signed up. A minimum of 25 was required.)
Attached are the reports prepared by Recreation Supervisor Shelly
Shellabarger evaluating Breakfast With Santa, Tree Lighting
Ceremony, Visits With Santa & Sleigh Rides With Santa.
ANALYSIS
Total revenue for these combined events was $11,550. The direct
cost total was $8,000 garnering a net gain of $2,229. Though
Sleigh Rides were not a budgeted item, they netted $380.
979 customers were served.
SUGGESTIONS FOR NEXT YEAR
All responses were favorable. Recommend continuing all programs in
1996.
Recommended that we discontinue offering Visits With Santa on
Weekends and offer only one night of Sleigh Rides. Budget for the
Tree Lighting Ceremony should be increased to accommodate rising
broadcast costs.
STAFF RECOMMENDATION: Receive and File the Report
SGS /ss
holiday revenue
Page 1
Attendance
Revenue
Expenditure
Net Gain
Breakfast With Santa:
Attendance: 124
124
Revenue: $660
660
Expenditures: $640 1
640
20
Budget Allowance: $750
Tree Lighting
Ceremon y:
Attendance: 600+
600
Revenue: $0
Expenditures: $802
802
Budget Allowance: $855
Visits With Santa:
Attendance: 30
30
Revenue: $600
600
Expenditures: $226
226
374
Budget Allowance: $250
Sleigh Rides With Santa:
Attendance: 111
1 1 1
Revenue: $795
795
Expenditures: $415
417
378
Budget Allowance: $0
Little Elves Workshop:
Attendance: 14
14
Revenue: $140
140
Expenditures: $84
84
56
Rose Parade rip:
Attendance: 100
100
Revenue: $6,410
6410
Expenditures: $5,011
5011
1399
Budget Allowance: $5,105
Holiday Craft Fair
Vendors: 75
75
Attendance: 1550
1550
Revenue: $2945
2945
Expenditures: $822
822
2123
Budget Allowance: $800
TOTALS
2604
11550
8002
2229
Revenues Less Expenditures
3548
Attendance
Revenuel
Expenditure
Net Gain
Page 1
Holiday Craft Fair
Rose Parade Trip
Little Elves Workshop
Sleigh Rides With Santa
Visits With Santa
Tree Lighting Ceremony
Breakfast With Santa
Holiday Rev vs Exp
0 1000 2000 3000 4000 5000 6000 7000
Page 1
Holiday Craft Fair
Vendors:
Holiday Craft Fair
Attendance
Rose Parade Trip: Est.
Attendance
Little Elves Workshop:
Attendance
Sleigh Rides With
Santa: Attendance
Visits With Santa:
Attendance
Tree Lighting
Ceremony: Attendance
Breakfast With Santa:
Attendance
Holiday Event Attendance
i50
0 200 400 600 800 1000 1200 1400 1600
Page 1
Holiday Craft Fair
Revenue
Rose Parade Trip: Est.
Revenue
Little Elves Workshop:
Revenue
Sleigh Rides With
Santa: Revenue
Visits With Santa:
Revenue
Tree Lighting
Ceremony: Revenue
Breakfast With Santa:
Revenue
Holiday Event Revenue
0 1000 2000 3000 4000 5000 6000 7000
Page 1
Holiday Craft Fair
Expenditures
Rose Parade Trip:
Expenditures
Little Elves Workshop:
Expenditures
Sleigh Rides With
Santa: Expenditures
Visits With Santa:
Expenditures
Tree Lighting
Ceremony:
Breakfast With Santa:
Expenditures
Holiday Event Expenditures
0 1000 2000 3000 4000 5000 6000
Page 1
Event Report
TO: Chris Adams, Director of Community Services
FROM: SG Shellabarger, Recreation Supervisor
D ATE: December 9, 1995
SUBJECT: 1995 Breakfast With Santa
Description: The 1995 Breakfast With Santa was held Saturday, December 9, 1995 at the Community
Center from 8:30 a.m. - 12: 30 a.m It was open to families of children aged 12 and under. Each child received a
gift from Santa, photo, candy and breakfast. Supplies include paper goods, food/pancake makings, gifts, food serving
supplies, and film for photos. This year gift bags were assembled prior to the event rather than individual gifts.
Santa's Elves were Christine Hester from A to `L Storage and Moorpark Kiwanis. Santa was played by David
Stafford. The tree was donated by Santa's Christmas Tree Farm in Moorpark. John Casillas & Todd Henderson
coordinated the tree pick up and delivery, Allen Walter and Efrain Alcarez assisted with event set up and coordination.
Staff & Dignitaries Present
Staff
Shelly Shellabarger, Recreation Supervisor
Stephanie Casillas, Recreation Leader
Dean Jones, Recreation Leader
Volunteers
Christine I [ester, Moorpark Kiwanis
Don Eaton, Moorpark Kiwanis
Mike Wesner, Moorpark Kiwanis
Carl Grether, Moorpark Kiwanis
Barry Teasley, Moorpark Kiwanis
David Stafford, Moorpark Kiwanis
Kathy Stafford, Community Volunteer
Kristen Stafford, Community Volunteer
Attendance: An Estimated 115 people attended with 9 staff and volunteers.
Finance
ACCOUNT NUMBER
Full Time Staff
01.4.148.502 Shelly Shellabarger 25x$55= $1,375
Part Time Staff
01.4.148.503 Stephanie Casillas 12x$8.31 =$100
01.4.149.502 Dean Jones 4x$8.31 =$33
Other
(Food & Gifts)
01.4.148.642
Smart & Final $246
01.4.148.642
KMart $103
01.4.148.642
US Tby $100
01.4.148.642
Oriental $98
TOTAL EXPENDITURE:
TOTAL EXPENDITURE LESS FT
REVENUE
TOTAL. REVENUE LESS DIRECT
BUDGET ALLOWANCE
EXPENDITURE:
$1,375
$133
$507
$2,015
STAFF TIME $640
$660
COSTS $20
$750
Comments
This event was well planned and ran smoothly. The group was split into two servings with 1/2 the tables marked as
reserved for the second serving. "There were ample servers to manage the serving, photographs and cooking. Thank
you letters were sent to all helpers.
The Moorpark Star sent a reporter to cover this event.
Usually Breakfast With Santa averages a 1:2 ratio (one child to two parents). This year, however, we had a 1:1 ratio.
We had more children than we were prepared for. We bought 11 stuffed toys at KMart to compensate for the
difference. It was determined that anyone under 2 would receive a stuffed toy as the gift bags are not age appropriate.
We may want to consider switching to something similar for all gifts, considering the time element required to
prepare the bags.
There was a small problem with the alarm in the Apricot room malfunctioning. Al Walter came in and reset the
alarm.
Suggestions for Future Events:
This format worked well. All participants were pleased.
Invest in a pancake measurer, wire whisk, knife and measuring cups.
Comments from patrons included suggestions for background music.
As the profit margin is so tenuous, consider raising the price per person to $7.
Recommendations:
Continue in 1996.
Event Report
TO: Chris Adams, Director of Community Services
FROM: SG Shellabarger, Recreation Supervisor
D ATE: December 11, 1995
SUBJECT: 1995 Tree Lighting Ceremony
Description: The 1995 Tree Lighting Ceremony was held Sunday, December 10, 1995 at the Community Center
from 2:00 -3:30 pm. Activities included dance and musical entertainment, greetings from the Mayor Pro Tem, holiday
songs, a visit from Santa and refreshments. A technical rehearsal was held Saturday, December 9. John Wozniak
opened the festivities and lit the tree. Performers included Shiloh Madrigal Singers (Frances Hale, Director),
Recreation Dance Classes (Cathy Foley, Director with costumes designed & constructed by Nancy Rogers), Amadeus
Boys Choir (Patricia Hesselbach, Director) , the Golden Tones Senior Chorus & Flory School Chorus (Christine
Adams & Mary Messick, Directors), Moorpark High School Chorus (Ray Hebel, Director). Entertainment was
followed by Santa & Refreshments. Refreshments were served by Sandi Thompson and Stephanie Casillas. Allen
Walter, Todd Henderson, John Casillas and Efrain Alcarez assisted with program set up. Videomax coordinated the
broadcast element. Santa's Elves are Christine Hester from A to Z Storage & Connie Volke. Brad & Mary Dolliver
coordinated Santa's visit. The tree was donated and fireproofed by James Erhardt of Santa's Christmas Tree Village
located on Moorpark and Los Angeles Avenues.
Staff & Dignitaries Present
Staff
Christine Adams, Director of Community Services
Shelly Shellabarger, Recreation Supervisor
Stephanie Casillas, Recreation Leader
Efrain Alcarez Maintenance Staff
Videomax
Officials
John Wozniak, Mayor Pro Tern
Bernardo Perez, City Councilman
Sandi Thompson, Parks & Recreation Commissioner
Volunteers
Brad Dolliver, Santa & Community Volunteer
Christine Hester, Community Volunteer
Connie Volke, Community Volunteer
Courtney Dolliver, Community Volunteer
Attendance: An Estimated 600 people attended
Finance
ACCOUNT NUMBER
EXPENDITURE:
Full Time Staff
$825
01.4.148.502 Shelly Shellabarger 15x$55 =$825
Part Time Staff
$133
01.4.148.503 Stephanie Casillas 12x$8.31 =$100
01.4.149.502 Dean Jones 4x$8.31 =$33
Entertainment
$400
01.4.148.642 Ydeomaxx $400
Supplies
$269
01.4.148.642 Smart & Final $216
01.4.148.642 Smart & Final $42
01.4.148.642 K Mart $11
TOTAL EXPENDITURE:
$1,627
TOTAL EXPENDITURE LESS FT STAFF
TIME
$802
REVENUE
$0
TOTAL EXPENDITURE LESS FT STAFF
& REVENUE
$802
Budget Allowance
$855
In future, this event's budget should include tree costs and fireproofing, as donation is not guaranteed. Additionally,
video costs will be rising and this element must be addressed In any filming project, there can be unanticipated cost
overruns. Recommend a minimum of $800 for filming costs.
Comments:
Brochures naming all performers and donators were distributed. As discussed last year, the Tree Lighting Ceremony
was moved to Sunday afternoon with a Tech rehearsal on Saturday. There were problems with daytime filming
because it was important that no ambient light affect the shot. Every time someone opened the door, the shot was
affected. Recommend moving the program to 5:00 pm on a Sunday rather than 2:00 pm to avoid this problem. One
mother was glad to see the Tree Lighting on Sunday because she works nights and could never make it before.
Thank you letters were sent to all performers, donators, and helpers.
On December 22 the tree was donated to Catholic Charities.
Suggestions for Future Events:
This event was moved to Sunday afternoon to avoid having to turn acts away due to time limitations. However, due
to the timing, almost all the performers left as soon as their set was over. As a result, there were less than 50
children left to be greeted by Santa. The Citrus Room is vital as a staging area, but consider having Santa greet the
performing children in the Senior Center following each performance. All acts should submit a play list in
November. This will assure there are no duplicate songs. Continue to have a technical rehearsal prior to the event.
Require all acts to attend (or send a representative group). Assure that Videomax has the tapes and CDs at the time of
the technical rehearsal. Have all technical equipment set up two hours before the event and lock doors to keep
audience out until 20 minutes before the event.
Offer opportunities for residents to bring canned food for the needy (Kiwanis and Town Center have complementary
programs) or Toys for Tots.
Consider increasing budget allocation due to the growth of the event.
Recommendations:
Continue in 1996. Increase budget to $1,655.
Event Report
TO: Christine Adams, Director of Community Services
FROM: Shelly Shellabarger, Recreation Supervisor
D ATE: December 26, 1995
SUBJECT- 1995 Visits With Santa
Description: The 1995 Visits With Santa were held Saturday, December 16 -22, 1995. Evening hours were
available during the week and all day hours were available on the weekend. This is the third year the city has offered
Visits With Santa. The program was very successful with a total of 30 visits and a revenue of $600. Problems
included the difficulty of scheduling Santas during this busy time.
Please also note that this project was administered solely by Stephanie Casillas, Recreation Leader. She did an
admirable job of handling all the last minute problems.
Staff
Santas
Stephanie Casillas, Recreation Leader III
Dave Badoud, Parks & Recreation Commissioner
Carl Sullivan
Dallin Hutchinson
Jose Leuvano, Recreation Leader
Brian Hester
Attendance: There were 30 visits (compared to 36 last year).
Finance
ACCOUNT NUMBER
EXPENDITURE:
Full Time Staff
$550
01.4.148.502 Shelly Shellabarger lOxS55 =$550
Part Time Staff
$17
01.4.148.503 Stephanie Casillas
2x$8.31 =$17
Santas
$165
01.4.148.642 Jose Leuvano
3x$10.00 =$30
01.4.148.642 Brian Hester
6.5x$10.00 =$65
01.4.148.642 Dana Hoover
7x$10.00 =$70
01.4.148.642 Dave Badoud
3x$0.00 =$0
Supplies
$44
01.4.148.642 Candy Canes
$25
01.4.148,642 Boots
$19
TOTAL EXPENDITURE: $776
TOTAL, EXPENDITURE LESS FT STAFF TIME $226
REVENUE $600
NET REVENUE LESS FT STAFF $374
Budget Allowance $250
Comments: It was a tough time getting people to play Santa, even though we started looking in September.
David Stafford lent us his suit, but was not available to serve as Santa. Thanks to Dave Badoud as our volunteer
Santa.
The dip in numbers is probably related to the competing "Sleigh Rides With Santa" which had 72 participants.
Suggestions for Future Events:
Continue in 1996. Consider discontinuing weekend visits as they tend to he "parties" with many children and poor
adult supervision. Evening visits are almost exclusively "family" visits which more meets the spirit of this activity.
It is also easier to book Santas for a four hour evening than a 5 -10 hour Saturday or Sunday.
Event Report
TO: Chris Adams, Director of Community Services
FROM: SG Shellabarger, Recreation Supervisor
D ATE: December 26, 1995
SUBJECT: 1995 Sleigh Rides With Santa
Description: The 1995 Sleigh Rides With Santa were advertised for December 16 and 23 from 5:00 -9:00 pm. The
December 16 ride was canceled and those families were transferred over to the 23rd.
Staff & Dignitaries Present
Staff
Shelly Shellabarger, Recreation Supervisor
Officials
Sandi Thompson, Parks & Recreation Commissioner
Dave Badoud, Parks & Recreation Commissioner
Volunteers
Doug Eichorn, Santa
Attendance: There were a total of 111 riders (not counting Santa), 100 of whom paid.
Finance
ACCOUNT NUMBER EXPENDITURE:
Full Time Staff $550
01.4.148.502 Shelly Shellabarger 10x$55 $550
Part Time Staff $17
01.4.148.503 Stephanie Casillas 2x$8.31 =$17
Supplies $400
01.4.148.642 Sleigh Rental $400
TOTAL EXPENDITURE: $967
TOTAL EXPENDITURE LESS FT STAFF TIME $417
REVENUE $795
NET REVENUE LESS FT STAFF $378
Comments:
Sales were slow. We combined both nights in to one and offered group and city employee discounts. When it was
determined that there were extra spaces on some rides, city officials and their families were invited to ride. Judging
from the response from the participants, we will have better sales next year. Additionally, an article appeared in the
LA Times two days prior to the event which garnered a number of calls.
Our volunteer Santa was Doug Eichorn, who did a commendable job. Many participants indicated that Santa was the
draw for our sleigh rides. Tierra Rejada Ranch offers sleigh rides at $5 per person. They paid twice as much to ride
with Santa. As people learn about Tierra Rejada's rides, out registration may lower as their price is more reasonable.
We may want to consider lowering our price (if feasible) and consolidate our sales to make this event more affordable
while remaining in the black.
Though the previous day was rainy, and it looked to continue to the 23rd, as the rides commenced, a wind blew the
clouds away to reveal a starry sky. The first sleigh ride was a sunset ride. After the sun went down, however, it
became bitterly cold. Tierra Rejada Ranch provided a bonfire and cocoa. Despite the "iffy" weather, nearly all
registered participants showed up.
In two of the large groups a few people did not make it. They requested a refund and we offered them a credit for a
recreation class as the cost to cut a refund is close to the amount of the refund itself.
Suggestions for Future Events:
Offer one night only to consolidate the registrations. Anticipate a larger response. Include this even in the 1996!7
budget. The cost to rent the wagon et al is $100 per hour.
Consider offering the first ride at 3:00 or 4:00 pm to take advantage of the sunset. This also gives the children an
opportunity to enjoy the ranch's petting farm.
Consider serving hot apple cider rather than cocoa.
Consider a lighted marker for the road. Many participants got lost on the way there. Consider a lantern to show the
way to the porta potty.
Consider offering Harvest Hayrides one afternoon prior to Halloween. Include in the cost a free pumpkin for each
person.
Recommendations:
Continue in 1996. Budget $500.