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HomeMy WebLinkAboutAG RPTS 1996 0401 PR REG1. 2. 3. 4. 5. f O o D IPA Tr--) TW t� PARKS AND RECREATION COMMISSION AGENDA 1 April 1, 1996 7:00 p.m. CALL TO ORDER: PLEDGE OF ALLEGIANCE: ROLL CALL: Commissioners Dave Badoud, Arlene Butler, Jim Hartley, Sandra Thompson, and Chair John Hall. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: REORDERING OF, AND ADDITIONS TO, THE AGENDA: 6. PUBLIC COMMENTS- 7. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of March 4, 1996, Staff Recommendation: Approve as presented. Any member of the public may address the Commission during the Public Comment portion of the agenda. Speaker Cards must be received by the Recording Secretary prior to the Public Comments portion of the meeting. Speakers will be heard in the order that their Speaker Cards are received. A limitation of three (3) minutes shall be imposed upon each speaker. Copies of the reports or other written documentation relating to each item of business on the Agenda are on file in the office of the City Clerk and are available for public review Any questions concerning any Agenda item may be directed to the Community Services Department Secretary 799 Moorpark Avenue, Moorpark, CA 93021 (805) 529 -6864, ext.227. 8 E B. Park Status Report. Staff Recommendation: Receive and File the Report. DISCUSSION /ACTION ITEMS: A. Consider Proposed Special Events and Related Budget for 1996/97 Staff Recom- mendation: Recommend Special Events and Related Budget for 1996/97 to City Council for consideration. (Continued from 3/4/96) B. Consider Reports by Attending Commissioners of the 1996 California Pacific 5Qnth- west Recreation and Park Conference, Staff Recommendation: Receive. 04a1 rez� ports from Commissioners. (Continued from 3/4/96) S C. Consider Mardi Gras Special Event Report. Staff Recommendation: Receive and File the Report. (Continued from 3/4/96) D. Consider Category Names for Park Donation Board. Staff Recommendation: Se- lect three category names for Park Donation Board and recommend these names to the City Council. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: The City's Annual Easter Egg Hunt and Breakfast with Bunny will be held on Saturday, April 6, 1996, at Arroyo Vista Community Park. World Fest '96 will be held on Saturday, May 4, at Arroyo Vista Community Park. The City is seeking corporate donations for the 3rd Annual Summer Concert Series. Inter- ested individuals or businesses should contact the Community Services Department. 10. ADJOURNMENT: The next meeting of the Parks and Recreation Commission will be held on Monday, May 6, 1996, at 7:00 p.m. at the City Council Chambers, 799 Moorpark Avenue, Moorpark, California. 1c r n � �� MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California March 4, 1996 1. CALL TO ORDER: Chairman Hall called the meeting to order at 7:15 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Butler. 3. ROLL CALL: Present: Commissioners Dave Badoud, Arlene Butler, Jim Hartley, and Chairman John Hall. Commissioner Thompson arrived at 7:20 p.m. 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: Commissioner Badoud requested the reoderering of the agenda as follows: Discussion /Action Items to be presented in the order of 8.B, 8.A, and then 8.C, 8.D, and 8.E. 6. PUBLIC COMMENTS: None. 7. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of February 5, 1996. Staff Recommendation: Approve as presented. B. Park Status Report. Staff Recommendation: Receive and File the Report. Minutes of the Parks and March 4, 1996 Recreation Commission Page 2 MOTION: Commissioner Hartley moved to approve the consent calendar as presented, requesting a report on the status of the Griffin Park parking lot design. Commissioner Butler seconded. The motion was carried 5 -0. 8. DISCUSSION /ACTION ITEMS: B. Consider Council Request to Study Revisions to Arroyo Vista Park Master Plan. Staff Recommendation: Consider Long Range Improvement Plan for Park, and Recommend Priority of Improvements to City Council. Director Adams briefly reviewed the report, and the preliminary list to be prioritized for recommendation to the City Council. Director Adams also reviewed the five (5) year Capital Improvement Budget, emphasizing the Community Zone, which Arroyo Vista Park falls under. Staff recommended that the City hire a Landscape Architect, at approximately $10,000, to begin the Phase II plans, and stated that an architect would have to be approved by City Council first, before he could begin the design of the additions to the park. Commissioners and Director Adams discussed costs, the four (4) prioritized projects from last month's meeting and funds that are shown on budget, that have been assigned for specific projects, i.e. "Pool... There were five (5) public speakers. 1. Mr. Mike Drummond is the President of the Moorpark Packers Football League. Mr. Drummond explained that the Packers football began eight (8) years ago at the old Moorpark High School. Their organization has been responsible for all areas of upkeep to maintain the field for use. They have been informed that due to the building of new homes on this land, their football league, as of the upcoming season, will lose their field, which is the only one available to them for their use. Minutes of the Parks and March 4, 1996 Recreacion Commission Page 3 The Packers organization have asked for approximately six (6) acres of land at Arroyo Vista, to install a sports field. They have offered to supply all labor and cost of material that will be needed, and handle the on going maintenance. 2. Mr. Scott Rienhardt also represented the Moorpark Packers Football League. He owns a construction business and has offered services for irrigation, grading, soils testing, and electrical needs for the lights. Mr. Rienhardt stated that he knows of other companies that have volunteered their services also in these areas. Mr. Rienhardt stated that it will take approximately two (2) months to complete the sports field and three (3) months for the turf to be ready for use. In his opinion, the lights (which will be transported from their old field location), once installed, will be used no later than 8:00 p.m. during football season. 3. Mr. Jim Stueck is the treasurer of the Boys & Girls Club. He stated his support of the Packers Football League and for the youth basketball programs. In his opinion, an upgrade is needed for the football program. For the record, Mr. Stueck thanked Moorpark staff for a job well done at Glenwood Park. 4. Mr. Gerry Main represented the Moorpark Tennis Club. Mr. Main handed out a cost proposal from Malibu Pacific Tennis Courts, Inc. and a letter of recommendation from Dr. Charles Weis, Moorpark Tennis Club Member. Commission and Mr. Main once again discussed different proposals and ideas that might be presented to Council for approval. Land that is needed would be 3.5 acres, starting with one (1) court funded by the City and one (1) court funded by the Tennis Club. Their fund raising would not begin until after Council approved the tennis complex. Commissioner Butler suggested that if this item is approved by Council, perhaps this could be recommended for the 1997/98 budget. Minutes of the Parks and March 4, 1996 Recreation Commission Page 4 One main concern of the Commissioners is the fact that this is a private club, dues are paid, and complex would be built on public property. Staff will set a meeting with Mr. Main to discuss the details at greater length to present to Commission as a plausible addition to Arroyo Vista. 5. Mr. Steve Michener came to address the issue of the roller hockey rink being used also as a basketball court. He feels since this is the only roller hockey rink available in Moorpark, it should be used only for roller hockey and not another sport, such as basketball. In his opinion, there are enough basketball courts, inside and outside facilities, to accommodate the public. He also feels that there is a safety issue to consider, with the basketball poles installed. Commissioner Butler reminded Mr. Michener that Council had approved a multi purpose court and not just a roller hockey rink. Chairman Hall called a 10 minute recess at 9:25 p.m. Chairman Hall reconvened the meeting at 9:35 p.m. The preliminary list was presented to Commission, divided into three categories. Short term improvements (1 -3 years), intermediate improvements (3 -5 years), and long term improvements (5 -10 years). Each category was prioritized per Commissioner. This will now be summarized by staff and presented to Council. A. Consider Proposed Capital Improvement Budget for 1996/97. Staff Recommendation: Recommend Park Improvement Capital Projects for 1996/97 to City Council for Consideration. Commission and Director Adams reviewed the budgeted amount for each Zone and recommended improvements needed with funds available. Community Zone: Improvements at Arroyo Vista Park to be decided by City Council, presented with a prioritized list from P & R Commission. Minutes of the Parks and March 4, 1996 Recreation Commission Page 5 Zone 3: Propose to Council replacement of picnic tables at Campus Park and Griffin Park and installation of basketball lighting at Campus Canyon Park. Zone 1: At this time, budget only applies to Poindexter Park, which is under construction. Zone 5: Nothing proposed. Zone 6: Nothing proposed. Zone 4: Nothing proposed. MOTION: Commissioner Thompson moved to approve the Proposed Capital Improvement Budget for 1996/97, with the inclusion of installation of basketball lighting at Campus Canyon Park, and the improvements for Arroyo Vista Community Park, which were discussed under agenda item 8.B, to City Council. Commissioner Badoud seconded. The motion was carried 5 -0. C. Consider Proposed Special Events and Related Budget for 1996/97. Staff Recommendation: Recommend Special Events and Related Budget for 1996/97 to City Council for Consideration. D. Consider Reports by Attending Commissioners of the 1996 California Pacific Southwest Recreation and Park Conference. Staff Recommendation: Receive Oral Reports from Commissioners. E. Consider Mardi Gras Special Event Report. Staff Recommendation: Receive and File the Report. MOTION: Commissioner Thompson moved to carry over Items 8.C, 8.D, and 8.E, until the next regularly scheduled meeting of April 1, 1996. Commissioner Hartley seconded. The motion was carried 5 -0. 9. ANNOUNCEMENTS / FUTURE AGENDA ITEMS: Commissioner Badoud announced the City's annual Easter Egg Hunt and Breakfast with Bunny to be held on Saturday, April 6, 1996, at Arroyo Vista Park. Director Adams announced that a craft show would be held in conjunction with this event. Minutes of the Parks and Recreation Commission Page 6 March 4, 1996 Commissioner Thompson announced that the Easter Egg Hunt is providing a time for special need children. She also announced the Teen Ski Trip on March 15, planned for middle school age. Commissioner Butler reminded the public that the third annual Summer Concerts in the Park were being planned and the funding for this event is based solely on donations. Commissioner Hartley announced World Fest '96, scheduled for Saturday, May 4, at Arroyo Vista Park. 1 * • l ++we_�M jF Chairman Hall adjourned the meeting until the next regularly scheduled meeting of April 1, 1996. The time was 10:20 p.m. Respectfully submitted, Patty Lemcke Administrative Secretary APPROVED: JOHN HALL, CHAIRMAN ITEM 7--3-- -- City of Moorpark AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Servic 8X PREPARED BY: Allen Walter, Maintenance and Operations Supervisor DATE: April 1, 1996 SUBJECT: Park Status Report IT STATU Arroyo vista Comm. Park The City Council has reviewed the situation with the repair of the gym floor following the accidental damage that occured in February when a pipe for the indoor drinking fountain broke and flooded the gym. The City's insurance carrier has been contacted, and the floor contractor is scheduling the repair for early April. Work should take about 2 - 3 weeks. Entrance Sign Replaced at gate. Ballfields were graded and prepared for spring softball season. The heavy rain storms in late February contributed to the fields not draining properly in time for the beginning of the season. Some league nights had to be delayed for two weeks for the field to be dry enough to play on. Well area sprayed for weeds. Wood chips spread underneath maintenance yard. CAPITAL Restroom facility construction should be completed by April 5. New water well construction has begun. The City Council approved for Packer Football to grade and landscape 6 acres of land to the immediate east of the existing soccer fields. Grading began on March 23, and all work is being donated by the organization. Staff estimates that the dollar value of this donation is approximately $200,000, and will extend the turf playing area at the park. Campus Park Repaired drinking fountain. Removed grafitti from tables. Replaced skylights. Repaired women's restroom toilet. Replaced basketball nets. CAPITAL Contractor repaired restroom roof in late March. Campus Canyon Park Replaced basketball nets. Repaired drinking fountain. CAPITAL Playground equipment has been installed. Community Center Draperies at the rear of the stage have been installed. Painted trash cans in park area. Interior painting has been completed. Country Trail Park Monument sign was repainted and modified with the City seal. Repaired drinking fountain. Removed grafitti at drainage culvert. Installed new handicapped sign. Glenwood Park Installed drinking fountain. Removed grafitti from pavillion. Painted trash cans. Griffin Park Repaired tot swing set. Repaired men's urinal. Repaired drinking fountain. Replaced basketball nets. CAPITAL Public Works Department is managing a large slurry sealing project throughout the City. Changes for College View Drive will be included in this overall contract and administered by Public Works. High St. Pedestrian Park No new maintenance issues this month. Monte Vista Nature Park Concrete bollards replaced. Mountain Meadows Park Staff assisted Moorpark Girls Softball with field improvements to north softball field, including dug outs, extended fencing and for future bleachers. Peach Hill Park Cleaned storage room. Re -glued concrete benches. Repaired drinking fountain Painted park rule sign. CAPITAL Basketball concrete has been poured. Poles have been installed. Contractor needs to wait about 30 days for concrete to cure before painting the surfacing and lines on the court. Baskets are not going to be installed until the painting is completed. Poindexter Park Restroom and picnic shelter are near completion. Playground equipment almost all installed. All that is left is the planting of the landscaping materials and hydroseeding the grass. Actual park construction should be completed in mid to late April, with the park maintenance period extending until June. Staff will be recommending to Council to dedicate the park either June 1 or June 8. Tierra Rejada Park Installed new tennis net. Removed grafitti from picnic table benches. Installed new stop sign at parking lot. Repaired wall in men's restroom Repaired drinking fountain. Villa Campesina Park The residents of Villa Campesina, Cabrillo Economic Development, and staff have met to make the previously approved park design fit into the new configuration. Cabrillo is also seeking donations for construction materials and labor, to combine with approximately $40,000 that they have set aside for the park. Construction work could begin in the next few months. Virginia Colony Park No new maintenance issues this month. RECO14MNDATION Receive and file the report. CITY OF MOORPARR AGENDA REPORT TO: Parks and Recreation Commission J FROM: Christine Adams, Director of Community Servic 4� DATE: March 4, 1996 SUBJECT: Consider Proposed Special Events and Related Budget for 1996/97. BACKGROUND Staff is proposing a fairly conservative budget for the fourth year in a row. Special events and other recreation programs have been evaluated based on the past year's attendance. Several new programs were introduced this year and their status is as follows: Recreation Celebration: This event will be modified this June 1 and be combined with an all day celebration of the family in conjunction with the Moorpark Police Department. Special interest booths, games, music, and a variety of demonstrations will be featured throughout the day, and will be culminated by a family dance on the rollerhockey court in the evening. The Community Services Department will take the opportunity at this event to promote our summer programs, including day camp, sports camps, and classes. Multicultural Day: Worldfest '96 is scheduled for May 4 at Arroyo Vista Community Park, and should be a very well attended day. Staff has arranged for entertainment, food, and activities to feature many cultures of the world, from Asia to Europe, from the United States to Latin America. Special Needs Easter Egg Hunt: The City will again hold an Easter Egg Hunt for those children with special needs in conjunction with the regular Easter Egg Hunt on April 6. Fourth of July: Staff will be meeting with representatives from the School District, Police Department, and the Moorpark Star to begin discussion about this year's fireworks show, scheduled for July 3. The games and other picnic activities that have been held on the 4th at Arroyo Vista Community Park, will be combined with the evening activity at the High School Stadium. Outside donations will need to be obtained for this activity to be successful. Expenses and revenue for this program are high, and were not included in this report last year, which accounts for most of the increase in the expenditure and revenue grand totals shown at the end of the attachment. Concerts in the Park: Staff has sent letters to many of the primary businesses in town asking for financial support. Staff needs approximately $6,000 for five summer concerts, including the concert to be held in conjunction with the July 3 event. Excursions: One family excursion to the Rose Parade was successful, and staff is recommending funds to provide this trip again. However, instead of two buses, staff is recommending going back to one bus, which will save staff preparation time. The attached budget spread sheet outlines each special event, the projected costs, the projected revenues, and part time staff costs associated with each event. Revenues are realized from a variety of sources, such as participant fees and donations, or a combination of the two. The Commission should be aware that the part time staff costs for special events increased this year, and unless staff can generate more volunteer support for these events, some events may need to be eliminated or reduced, as the staff costs associated with each event is very costly. Staff is requesting that the Commission review the proposed events and recommend those to be included in the 1996/97 budget to the City Council. RECOMMENDATION Recommend Special Events and Related Budget for 1996/97 to City Council for consideration. Attachment: Exhibit A - City Special Events and Programs EXHIBIT A CITY SPECIAL EVENTS AND PROGRAMS EVENT Fourth of July WWII 50th Anniversary Police Services Fireworks Postage Advertising PT Salaries TOTAL Concerts in the Park Staging Sound Bands Advertising TOTAL Supplies Advertising Postage PT Salaries TOTAL Holiday Craft Fair Supplies Advertising Postage PT Salaries TOTAL Breakfast with Santa Supplies Advertising PT Salaries TOTAL EXPENSE REVENUE cc L 2,000 r. 8,000 .1 30 75 210 10,315 8,315 2000 1006 3000 100 6106 6160 1326 156 36 355 1855 150 450 200 85 L-0 650 50 100 800 2500 e Tree Lighting Ceremony Supplies 1570 Advertising 50 Postage 30 PT Salaries 110 TOTAL 1760 0 Santa's visits Supplies 220 Advertising 50 Postage 30 PT Salaries 650 TOTAL 950 $$9.0 Mardi Gras Supplies 490 Advertising 80 Postage 30 PT Salaries 285 TOTAL 885 250 Breakfast with the BiLuny Supplies 650 Advertising 50 PT Salaries 100 TOTAL 800 800 Easter Ega Hunt /Spring Craft Fairs/ Supplies 1480 J6 Advertising 150 _' Postage 30 PT Salaries 280 TOTAL 1940 2000 Special Olympic Event Supplies 500 TOTAL 500 0 World Fest Supplies /Entertain Advertising Postage PT Salaries TOTAL Recreation Celebration Supplies Postage PT Salaries Rose Par 3700 500 250 450 4900 250 320 250 TOTAL 695 Tickets /Bus 3000 Advertising 75 Postage 30 PT Salaries 120 TOTAL 3225 Sleigh Rides with Santa Supplies Advertising PT Salaries TOTAL GRAND TOTAL 1995 -96 Budget �h �v 400 50 100 550 36160 30330 t� �cJ 3500 [11 3000 285Gf 19416 City of Moorpark AGENDA REPORT TO: Parks and Recreation Commission FROM: Christine Adams, Director of Community Services Prepared by: SG Shellabarger, Recreation Supervisor DATE: March 4, 1996 SUBJECT: Consider Special Event Report: Mardi Gras BACKGROUND Attached is the report prepared by Recreation Supervisor Shelly Shellabarger evaluating the 1996 Moorpark Mardi Gras. This very successful event was held at Arroyo Vista Recreation Center with well over 400 people in attendance. Groups involved included Moorpark Kiwanis and Girl Scout Troop 916. There were over 40 volunteers with over 157 volunteer hours and $250 in donated funds from Moorpark Kiwanis. Direct and indirect costs tally to $2,028. Total 01.4.148.642 expenditures (less staff costs) was $570. Less the $250 donation, the 01.4.148.642 expenditure drops to $320. The 01.4.148.642 budget allotment was $600. STAFF RECOMMENDATION: Receive and File the Report. Budget future Mardi Gras Events at the same level. SGS /ss EVENT REPORT TO: Christine Adams, Director of Community Services FROM: Shelly Shellabarger, Recreation Supervisor DATE: February 20, 1996 SUBJECT: Mardi Gras Event Report EVENT DESCRIPTION Mini Mardi Gras DA—F: February 19, 1_996 (Pre ^i,icnt'.> Day) ;,OCAT'.ON: Arroyo Vista Recreation. ('enter TIME: 10:00 am- 1:00 pm AGE GROUP: Boys and Girls (3 - 12) This event was sponsored by Moorpark Kiwanis and the City of Moorpark and C eatured Carnival Games & prizes, Costume Contest , Mask Making, Goodie Bag decorating, Frog's Egg Guessing Contest and necklace distribution.Donations to the Moorpark Food Pantry were taken at the door. Volunteers and groups included Moorpark Kiwanis, Kiwanis Builder's, Girl Scout Troop 916 Commissioners and local individua:s. 'Droop 916 ran a snack bar. STAFF and VOLUNTEERS Paid Staff Steohan.ie Casillas, Recreation Leader Gaylia Jankoviskis, Recreation Leader Shelly Runge, Recreation Leader Kelly ',,atson, Recreation. Leader Stephanie Shaw, Recreation. Leader Anthony Silvers , Recreation header Sam Tomlinson, Recreation Leader Volunteers Bernardo Perez, City Councilman Sandi Thompson, Park and Recreation Corram.issioner Arlene Butler, Park and Recreation Commissioner David Cloward, Boy Scout Troop 706 Lori Tai, National Junior Honor Society Amanda Drummond, Girl Scout Troop 916 Chrystal Tipping, Girl Scout 'Troop 916 ,�ennifer Underwood, Girl Scout Troop 916 Elizabeth Sternberg, Girl Scout Troop 916 Katie Fleeman, Girl Scout 'Troop 916 Cathy Smi:.h, Girl. Scout Troop 916 C'hrist.y But'_er, Girl. Scout Troop 916 Amy Cloward, Girl Scout 'Troop 916 Katie Cloward, Girl Scout Troop 916 "arch Cloward, Girl Scout. roop 916 :<ristin Na6as, Girl S >cout ':coop 916 Sara Smith, Girl Scout Troop 916 Rebecca Wershba, Girl Scout Troop 916 Monica Tipping, Girl Scout Troop 916 Jan Christensen, Girl Scout Troop 916 Toni Fleeman, Girl Scout Troop 916 Holli Christensen, Girl Scout Troop 916 Jennifer MacDonald, Girl Scout Troop 916 Cindy Rundgren, Girl Scout Troop 916 Jessica Martin, Kiwanis Builder's Club Stephanie Tacke, Kiwanis Builder's Club Hilary Gushwa, Kiwanis Builder's Club Elizabeth McDonald, Kiwanis Builder's Club Dave Stafford, Moorpark Kiwanis Dave Sakata, Moorpark Kiwanis Celia LaFleur, Moorpark Kiwanis Christine Hester, Moorpark Kiwanis Kathy Stafford, Moorpark Kiwanis Connie Volke, Moorpark Kiwanis Garrett Thompson, Community Volunteer Teryl, Mesa Verde Middle School Hannah, Mesa Verde Middle School Lisa Terrill, Mesa Verde Middle School Holly Thompson, Mesa Verde Middle School Gavin Humes, Mesa Verde Middle School Brennan Humes, Mesa Verde Middle School ATTENDANCE There were and estimated 250 children at this event. Including all the parents and volunteers, there were an estimated 425 people in attendance during the 3 hour period. 40 Volunteers with 5 staff members. FINANCE ACCOUNT NUMBER EXPENDITURE: FULL TIME STAFF $1,210 Full Time Staff- -Set Uo the big prizes 01.4.148.502 Shelly Shellabarger 15x$55 =$825 sold out by 11:15 so Fu;l Time Staff - -Day O were purc -_seal afs reserve. 01.4-48.502 Shelly Shellabarger 7x$55 -$385 _legs wi_1 be used PART TIME STAFF $248 Part Time Staff- -Set Up $144 at 1:00 01.4.148.503 Stephanie Casillas 8x$8.42 =$67 Sakata and Shelly 01.4.149.502 Gail.ya Jankoviskis 4xS8.21 =$33 A total of 7 children participated in the 01.4.149.502 Kelly Watson 4x$5.01-$20 one receiving O1 .4 . 1 49. 502. Anthony Si lv «r_; 01.4.149.502 Sam 'Tomlinson 2x$8.21 =$16 Part Time Sraf.f - -Day Of given: $ 1 C4 01.4.148.503 Stephanie Casillas 7x$8.42 =$59 01.4.149.502 Stephanie Shaw 3x$6.75 =$20 01.4.149.502 Kelly Watson 2x$8.21 =$16 01. :.149.:02 ::e ".y Runge 'x$8.42 =SR SUPPLIES $570 1.4.148.642 Supplies Oriental Trading 119.85 L'S Toy $333 K Mart $100 Vohs $17 TOTAL EXPENDITURE: $2,028 TOTAL EXPENDITURE LESS STAFF TIME $570 REVENUE (Kiwanis Donation) $250 TOTAL EXPENDITURE LESS STAFF & REVENUE $320 BUDGET ALLOTMENT $600 COMMENTS 1. Advertising included the foilo:-ring: Press releases :'.o local paper,;, classified advertising in Happenings Magazine, flyers to all Car.!':; and McDonal.ds customers, city signs and channel 10. Numerous flyers and post.E:rss were distributed around town. Vo1.unteE:r invitations ;ere sen -. ~ commissioners, 'local school ASPS, volun:.eer groups and past parti.ci.pants. 2. This event was set up at the Arroyo Vista Recreati.ori Center or, thc, S•.in:iay before the event due to a facility rental during the weekend. This reauired extra staff hours beyond that which was budgeted. The event began at 10:00 am. Ry 10:30 the event. was in full L,jiny. ..ast year, many of the big prizes had been sold out by 11:15 so addir.ionai supplies were purc -_seal afs reserve. Leftover _legs wi_1 be used for upcomirng everts. The costume con..est began at 1:00 pm. Judges were Da,e Sakata and Shelly Shellabarger. A total of 7 children participated in the costume contest, each one receiving an award. 4. Press coverage included Daily News, Ventura County Star and KADY News. 5. Clean up took longer than usual due to the number of participants. There were a lot of helpers available at this time. Volunteers who stayed unt:- everything was done deserve recognition. They include Sandi, Garrett and Holly Thompson. 6. Thank yous and certificates were sent to Dot Vandaveer, Chris Hester & Don Eaton (as well as all Moorpark Kiwanis & Builders Club volunteers), Girl Scout Troop 916, Community Volunteers, the Daily News, Ventura County Star and KADY News. SUMMARY This event was very successful. There were a multitude of volunteers. Extra (unanticipated) costs were incurred due facility rental requiring a Sunday set up (rather than Friday) and the purchase of additional reserve supplies. Though the weather was inclement, the attendance was good. In future years, with better weather, attendance could be much greater, resulting in insufficiency of supplies. SUGGESTIONS FOR FUTURE EVENTS Offer again if funding is available. CI`T'Y OF MOORPARX AGENDA REPORT TO: Parks and Recreation Commission ITEM 91D __ FROM: Christine Adams, Director of Community Services%_, DATE: April 1, 1996 SUBJECT: Conlider Category Names for Park Donation Board. BACKGROUND The Ad -Hoc Committee of Commissioners Badoud and Hall met with staff and Councilmember John Wozniak to discuss the inclusion of a separate category for memorial donations in the guidelines which the Commission had previously reviewed and recommended. A staff report of the same subject was presented to the City Council on March 20, 1996, and was approved by the City Council. A copy of the report is attached. The Commission needs to discuss and recommend category names for the Donor Board, which is proposed to be placed in the lobby of the Arroyo Vista Recreation Center. In addition to the Memorial Category, there are to be three categories, which are divided by the dollar amount contributed toward the City for specific park items. These are the categories which need to have titles, for the Donor Board, as well as for planned publicity for the Gifts Catalogue program, which staff is preparing at this time. Some suggested names include "Friend ", "Patron ", "Sponsor" "Supporter ", and "Benefactor ". The Commission should recommend three names and recommend them to the City Council for adoption. RECOMMENDATION Select three category names for Park Donation Board and these names to the City Council. r, -Y ,' 1 Al n` r recommend 1 r. ITEM CITY OF IAIOCRP ERR AGENDA RED 0IR`L` TO: The Honorable City Council FROM: Christine Adams, Director of Community Services DATE: February 27, 1996 (Meeting of March 20, 1996) SUBJECT: Consider Committee Review of Memorial Donations to Parks and Facilities. BACKGROUND In July, the Parks and Recreation Commission made recommendations to the City Council regarding the establishment of guidelines for accepting and recognizing monetary contributions for parks, facilities, and recreational activities. The City Council did not fully accept the Commission's recommendation at their meeting of August 2, and directed staff to meet with the Ad -Hoc Committee of Commissioners Hall and Badoud along with Councilmember Wozniak. The purpose of this meeting was to specifically discuss the treatment of recognizing donations from people who were making the donation on behalf of a loved one who had died. After several unsuccessful efforts to get a meeting together, staff met with the Ad -Hoc Committee and Councilmember Wozniak on February 27. Based on the discussion at this meeting, staff is recommending the additional following guidelines, which addresses the "memorial" gift recognition. 1. There should be two categories for making donations. One is for memorial donations, in honor of persons who are no longer living, and the other would be a general category, for all other donations. 2. The donor board, recommended by the Commission to be placed in the Arroyo Vista Recreation Center, would still be used to recognize general donations; however, all name plates on the donor board would be of equal size, regardless of the amount of the donation. The Donor Board will have separate categories, such as "Sponsor ", "Patron ", and "Friend" (similar to what is at the Reagan Library), which would indirectly acknowledge the different amounts of each donation, as well as a category for the Memorial donations. The Commission will discuss possible names for the different catagories at their next meeting. tXA52 3. Memorial Donations may be requested by a resident of the City of Moorpark or of the Moorpark Unified School District boundaries. 4. A plaque will be placed in an area near or on the donated item for a memorial, depending upon the item. The cost for the plaque will be included in the price of the donated item. The plaque will be no larger than 4" x 8 ", and the inscription will not exceed four lines of lettering. In regards to donations of trees for memorials, staff will encourage individuals to donate trees in specified grove areas (such as the planned memorial grove area at Poindexter Park) and a single plaque listing all donated trees would be installed in the grove. Hardscape items, such as benches and tables, would have individual plaques. It is the intention of the Committee that plaques would remain on or located next to the item in perpetuity. 5. Plaques will be included in the request for memorial donations regardless of the dollar amount of the gift. 6. A personalized gift from the City, such as a paperweight with a similar inscription, will be given to the donor as a keepsake of the donated memorial item, and the cost for this will be included in the total cost provided to the donor. 7. As in the case of the general donations, staff will make recommendations to the donor on appropriate locations for the requested donated item through the proposed gift catalogue, which is being drafted by staff at this time. RECOMMENDATION Approve recommended changes to Guidelines for Recognition of Donations as previously reviewed by the City Council.