HomeMy WebLinkAboutAG RPTS 1998 1102 PR REG1.
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CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AMENDED MEETING AGENDA
November 2, 1998
7:45 p.m.
CALL TO ORDER:
ROLL CALL:
Commissioners David Badoud, June Dubreuil, Sandra Thompson,
and Chair Janice Parvin.
PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS:
REORDERING OF, AND ADDITIONS TO, THE AGENDA:
PUBLIC COMMENTS:
CONSENT CALENDAR:
A. Approval of the Parks and Recreation Commission
Minutes of September` 8, 1998. Staff Recommendation:
Approve as presented.
B. Approval of the Minutes from the City Council and
Parks and Recreation Commission Joint Meeting of July
8, 1998. Staff Recommendation: Approve as presented.
C.� Approval of the Minutes from the Parks and Recreation
Commission Park Tour of October 11, 1998. Staff
Recommendation: Approve as presented.
D. Recreation Programming Quarterly Report: July through
September, 1998. Staff Recommendation: Receive and
file report.
E. Parks Quarterly Report: July through September, 1998.
Staff Recommendation: Receive and file report.
7. DISCUSSION /ACTION ITEMS:
A. Consider Revised Hours of Operation for the Arrovo
Vista Community Center. Staff Recommendation: That the
Commission support the elimination of youth open gym
on Sundays, and the reduction of hours of operation at
the AVRC, Monday through Sunday, to reflect activities
as discussed in the Agenda Report.
Parks and Recreation Commission
Amended Meeting Agenda
November 2, 1998
Page 2
8. ANNOUNCEMENTS /FUTURE AGENDA ITEMS:
9. ADJOURNMENT:
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.
MINUTES OF THE PARKS AND RECREATION COMMISSION
Moorpark, California
1. CALL TO ORDER:
September 8, 1998
Chairman Parvin called the meeting to order at 7:15 p.m.
2. PLEDGE OF ALLEGIANCE:
The Pledge of Allegiance was led by Commissioner Badoud.
3. ROLL CALL:
Present: Commissioners David Badoud, June Dubreuil, Sandra
Thompson, and Chairman Janice Parvin.
Staff Present: Mary Lindley, Director of Community
Services; Shelly Shellabarger, Recreation Superintendent;
and Patty Lemcke, Administrative Secretary.
4. PROCLAMATION, COMMENDATIONS AND SPECIAL PRESENTATIONS:
None.
5. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
CONSENSUS: To reorder the agenda, with 8.0 following 8.A, to
accommodate the public speakers present for the item,
and address item 7.B for discussion, following item
8.B.
6. PUBLIC COMMENTS:
None.
7. CONSENT CALENDAR:
A. Approval of the Parks and Recreation Commission
Minutes of July 6, 1998. Staff Recommendation:
Approve as presented.
B. Parks Quarterly Report from April 1 through June 30,
1998. Staff Recommendation: Receive and file report.
C. 3rd of July Fireworks Event Evaluation: Staff
Recommendation: Receive and file report.
P&P Commission Minutes
September 8, 1998
Page 2
MOTION: Commissior.er Dubreuil :roved to approve items 7.A and
C. - c.P.missioner Thompson seconded. The motion was
carried . -0.
8. DISCUSSION /ACTION ITEMS:
A. Consider Nomination and Selection of Vice Chair.
Staff Recommendation: Nominate and select new Vice
Chair to fill vacancy of Commissioner John Oberg.
MOTION: Commissioner Badoud moved to nominate Commissioner
Dubreuil as Vice Chair. Commissioner Thompson
seconded. The motion was carried 4 -0.
C. Consider Moorpark Girl's Softball Proposal for an
Additional Field at Mountain Meadows Park, or
Relocating League Play to AVCP. Staff Recommendation:
Thai the Commission recommend to City Council: 1) The
construction of a third softball field at Arroyo Vista
Community Park at no direct cost to the City, as
outlined in the Agenda Report, and 2) The relocation
of Mocrpark Girls Softball to Arroyo Vista Community
Park for their annual spring season.
Public Speakers: Moorpark Girls Softball President,
Blanca Rodriquez, and Jeff Yallec. Ms. Rodriquez
presented the Girls Softball proposal, requesting an
additional field be constructed at Arroyo Vista Park,
and Girls Softball to begin league play at Arroyo
Vista Park for their spring season. She also proposed
the City to provide funding for the materials, and
Girls Softball to perform all labor needed. This
proposal reflects just the essential needs for a new
field; the backstop, infield dirt, irrigation, and
bases. Ms. Rodriquez also stated that Girls Softball
will be holding fundraisers and working with corporate
sponsors to raise funds needed for all additional
construction of the field, which will be done in
phases.
Ms. Lindley stated that all labor performed by Girls
Softball must be done by a licensed contractor. She
also explained that not only are there no funds
available in the Community Zone for park improvement,
but this Zone is in the negative.
P &R Commission Minutes
September 8, 1998
Page 3
Ms. Rodriguez requested the City to loan Girls
Softball the funds needed for materials, and repayment
of the loan could be accomplished by corporate
donations and fundraisers.
Commissioner Badoud agreed with moving the league to
Arroyo Vista Park, establishing that the only
salvageable item from Mountain Meadows Park is the
bleachers. He discussed with Ms. Rodriquez their
upcoming fundraising efforts, and what time frame the
league anticipates for repayment of the City loan.
Commissioner Dubreuil proposed that the City borrow
funds from another park zone for the loan to Girls
Softball, and for the City to match those funds, also
borrowed from another zone. Once the loan has been
repaid to the City, only then could Girls Softball
continue improvements on the field. She also stated
that moving the field from Mountain Meadows to Arroyo
Vista Park would relieve the stress of residents in
the Mountain Meadows area. It was suggested that Girls
Softball submit a letter reflecting the views and
concerns of the Mountain Meadows residents.
Commissioner Thompson agreed with the relocation of
the league to Arroyo Vista Park, with the
understanding that this move will not impact the
City's Adult softball league play.
Chair Parvin also agreed with the relocation, but
suggested that rather than the City match funds for
materials with Girls Softball, the City's contribution
be slightly less, perhaps 40 percent.
MOTION: Commissioner Thompson moved to recommend to City
Council, Commission's support for relocation of
Moorpark Girls Softball from Mountain Meadows Park to
Arroyo Vista Park with the following provisions:
1) The City to match funds paid by Girls Softball
for essential softball improvements;
2) Initial installation to include only the
backstop, infield dirt, irrigation, and bases;
P &R Ccmm'ssicn Minutes
September ?, :9496
Page 4
3; '-he City to loan Girls Softball their portion of
tre funds needed, but the loan to be repaid by a
specified date;
4 : izv's share of improvement and loan to Girls
Softball to be funded by a loan from Park
lm,provement Zone 1, to the Community Zone; and,
5) Allowance for future improvement of the field
onev when the initial loan has been paid in full.
B. Consider Facility Rental Classification and Fees.
Staff Recommendation: Review and forward recommended
Park Rental /Use Fee Schedule to City Council for
adoption.
Ms. Shellabarger reviewed with the Commission the
foiiowing recommended changes to the current rental
classifications and fees: Incorporating a fifth group
to accommodate "for profit organizations "; fee
adjustments to field and court rentals, picnic area
rentals, amenity rentals, and use of electricity; and
including rental fees for the snack bar.
MOTION: Commissioner Dubreuil moved to approve staff's
recommendation. Commissioner Thompson seconded. The
motion was carried 4 -0.
7.B Parks Quarterly Report from April 1 the .igh June 30
1998. Staff Recommendation: Receive and _ile report.
Commissioner Badoud recommended the AVCP access road
beyond the first gate and parking lots be striped. He
has witnessed a number of both driving and parking
problems on Saturdays, which he feels striping would
minimize.
Chair Parvin asked staff if the soccer teams who use
Campus Canyon Park have been contacted regarding the
problem with their soccer balls being kicked into the
residents back yards, and suggested they help fund
staff's recommendation of installing a net or planting
trees.
Ms. 7 �indley stated the soccer teams are aware of the
problem and are working with staff to resolve. Trees
P &R Commission Minutes
September 8, 1998
Page 5
were planted sometime ago, but now have reached a
height where the branches are too high to serve as a
proper barrier. Ms. Lindley is discussing with the
Supervisor of Maintenance and Operations, the option
of adding additional trees of a different species,
which would serve as a more permanent solution.
Chair Parvin asked if the Police Department is
contacted for each vandalism incident at Poindexter
Park, and Ms. Lindley informed her that reports are
filed. Commissioner Badoud stated that Chaparral
School, directly next to the Park, is also
experiencing a high level of vandalism.
Commissioner Thompson announced to the viewers that
Monte Vista Park has been closed, due to budget cuts
resulting from the failure of Measure % %P ".
CONSENSUS: To receive and file report.
D. Schedule Parks and Recreation Commission's Bi- annual
Park Tour. Staff Recommendation: Schedule a Park Tour
for the Commission and staff.
Commission and staff agreed to schedule the next bi-
annual Park Tour for October 11, 1998, to begin at
12:30 p.m. An agenda of approximate times at each
park will be posted and distributed.
9. ANNOUNCEMENTS /FUTURE AGENDA ITEMS:
Commissioner Dubreuil requested a status report on the
impact to date, on the parks following the failure of
Measure P, and information and procedure on conducting a
mail ballot. Director Lindley stated she will provide a
box item to the Commissioners on these two items along with
the status of Park Improvement funds.
Commissioner Dubreuil also requested on October's agenda,
information on a new student program at Moorpark High
School, requiring students to serve a specific number of
hours of community service before graduating, and if
feasible, how the City may utilize this program with City
events and assistance with vandalism repairs at the parks.
P &R Commission yinu-._s
September 8, 1998
Page 6
Commissioner Thompson req,�ested a follow up report on the
_ciler hockey agreement with Tri Valley Roller Hockey.
Commissioner Badoud would like to review the Park Amenities
L -st at t:e October meeting before the Park Tour is
conducted, review the unfinished Goals and Objectives, and
requested staff to provide information on application
deadline dates for the upcoming P &R Commission
appointments.
C ~air Parvin thanked the Moorpark Police Department and
citizens who participated in the Night Out Crime Prevention
Evening, held in August. She also commended staff on their
great job conducting Camp Moorpark. She also requested a
box item on the status of the Gift and Donation Catalogue,
focusing on promotional efforts.
10. ADJOURNMENT:
Chair Parvin adjourned the meeting at 9:02 p.m. until the
next regularly scheduled meeting of October 5, 1998.
APPRC' D:
Respectfully submitted,
JANICE PARVIN
CHAIRMAN
Party Lemcke
Administrative Secretary
MINUTES OF THE CITY COUNCIL AND PARKS & RECREATION COMMISSION
Moorpark, California July 8, 1998
A Special Joint Meeting of the Moorpark City Council and Parks &
Recreation Commission was held on July 8, 1998 at 7:30 p.m. at the
Moorpark Community Center located at 799 Moorpark Avenue, Moorpark,
California.
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CALL TO ORDER:
Mayor Hunter called the City Council to order at 7:45 p.m.
Chair Parvin called the Parks & Recreation Commission to order
at 7:46 p.m.
ROLL CALL:
City Council: Councilmembers Evans, Perez, Teasley,
Wozniak and Mayor Hunter
Parks & Recreation
Commission: Commissioners, Dubreuil, Thompson and
Chair Parvin
Absent: Commissioners Badoud, and Oberg
Staff Present: Steven Kueny, City Manager; Mary
Lindley, Director of Community
Services; Deborah Traffenstedt, City
Clerk; Susan Meyer, Deputy City
Clerk
PLEDGE OF ALLEGIANCE:
Commissioner June Dubreuil led the pledge of allegiance.
PUBLIC COMMENT:
Gerald Goldstein, 11932 Los Angeles Avenue, expressed his
concern regarding the City's billboard along Moorpark Avenue.
PRESENTATION /ACTION /DISCUSSION:
Consider Fiscal Year 1998/99 Goals & Objectives. Staff
Recommendation: Consider the proposed Goals and Objectives.
Mr. Kueny gave the staff report.
Mayor Hunter suggested that the Council and Commission work
through the goals and objectives.
Minutes of the City Council and
Parks & Recreation Commission
Moorpark, California Page 2
Goal A. Expand and encourage
establishing the genera
increase the public's
government operations.
July 8, 1998
community involvement in
1 policies of the City and
understanding of local
Commissioner Thompson discussed the possibilities of the
City's government channel 10 and expanding what is shown,
including all agendas on the channel.
In response to Commissioner Thompson, Ms. Traffenstedt said
that a new character generator had been purchased and with the
enhanced capability it will be possible to have more
information shown on Channel 10, including some of the same
information currently included on the City's Internet Home
Page.
Goal D. Strengthen the City's fiscal well being and long -
range financial growth.
Commissioner Thompson stated that the community volunteers for
city events helped to cut down on part -time staff costs.
Goal E. Reduce the potential for juvenile crime through
intervention and prevention efforts.
Mayor Hunter identified that Planning Commissioner Acosta had
suggested that for Objective No. E.4, the word afternoon
should be inserted pertaining to evaluating the feasibility
and interest for afternoon and late night teen activities.
Commissioner Thompson stated that the skateboard facility at
Arroyo Vista Community Park had been successfully implemented
and questioned whether Objective E.6 should be deleted.
In response to Commissioner Thompson, Ms. Lindley stated that
in conjunction with development of the Phase II conceptual
design plans for Arroyo Vista Community Park, the need for a
permanent skateboard facility would be considered.
Mr. Kueny commented that Objec- re E.6 could be incorporated
into the Arroyo Vista Park Phas II Objective No. F.13.
In response to Mayor Hunter, Ms. Lindley stated that the
landscape architect was finalizing the drawings for eight-
Minutes of the City Council and
Parks & Recreation Commission
Moorpark, California Page 3 July 8, 1998
lighted tennis courts that were proposed to be constructed in
Arroyo Vista Community Park.
Goal F. Enhance the delivery of services an expand program
efficiencies.
In response to Councilmember Perez, Mr. Kueny said that
Objective No. F.1 was not funded but should be looked at for
community development function.
In response to Councilmember Wozniak regarding Objective No.
F.11, Mr. Kueny stated that recreation billing rates for
Recreation personnel and costs for programs are being
developed. He further stated that the City does not capture
full -time staff billing rates but that the full cost of a
program can be identified.
Ms. Lindley commented that full -time staff hours are not being
used to calculate actual costs for programs; however, part -
time staff hours will be calculated and a report will be
brought back to the City Council and the Parks & Recreation
Commission.
Goal G. Reinforce and enhance Moorpark's attractive
community character and safeguard its desirable
resources.
In response to Councilmember Wozniak regarding Objective No.
G.12, Mr. Kueny gave a brief update on the General Plan Open
Space, Conservation, and Recreation (OSCAR) Element. He said
that staff's intent was to distribute the draft document this
fiscal year and schedule a joint meeting with the City Council
and both Commissions.
In response to Mayor Hunter regarding Objective No. G.18, Ms.
Lindley stated that the architect submitted grading plans for
Campesina Park and the plans have gone to the City Engineer
for approval. She also stated that the Park was near approval
to begin construction for the initial phase that would include
minimal hardscape, without a tot lot or basketball court.
In response to Councilmember Evans, Mr. Kueny commented that
security lighting would be included.
Mayor Hunter requested a box item memorandum regarding the
status of the Campesina Park.
Minutes of the City Council and
Parks & Recreation Commission
Moorpark, California Page 4 July 8, 1998
In response to Chair Parvin regarding Objective No. G.15, Mr.
Kueny stated that staff intended to include a report on the
Council's August 19 agenda regarding the Carlsberg Specific
Plan neighborhood park.
In response to Commissioner Dubreuil, Mr. Kueny commented that
the staff report would also address the zone of benefit for
the Carlsberg Specific Plan park.
Commissioner Dubreuil asked if the Parks and Recreation
Commission should be looking at recapture of costs for all
programs and whether the Commission should be more proactive
in recommending new fees.
Mayor Hunter commented that the City Council and the
Commission have an obligation to look at a program from a
fiscal standpoint.
Councilmember Evans commented that the Council encourages all
input, although not all needs can be addressed. He also
stated that the Commission shouldn't waste its time if there
is no money.
Councilmember Wozniak commented that groups should be
encouraged to propose solutions for problems or requests for
funding that they bring to the Council and Commission.
Councilmember Teasley commented that the priority should be to
maintain current programs and increase revenues.
Mayor Hunter commented that he could not support lowering
standards but that the Commission should use its imagination.
Ms. Lindley commented that in order for staff to evaluate
ideas, such as paying for parking at Arroyo Vista Community
Park, there should be a Council objective to accomplish that
study.
Mr. Kueny stated that focusing on having parks bring in
revenue could be added an objective.
Commissioner Thompson cc .mented on the need for a BMX track
for youth and asked if a location could be identified for
riders.
Minutes of the City Council and
Parks & Recreation Commission
Moorpark, California Page 5 July 8, 1998
Councilmember Evans suggested going forward with the idea to
develop it further and then bring back more information to the
City Council.
In response to Councilmember Evans, Mr. Kueny stated that
staff resources and time are limited, and that if a BMX track
is a priority, then it should be added to the goals and
objectives.
CONSENSUS: There was Council consensus not to include any
objective regarding a BMX track at this time.
Councilmember Perez commented on City efforts to provide
intervention for juvenile crime and the need to be mindful of
other agency programs that are available.
Councilmember Teasley commented that there was a need to find
out what youths that do not participate in sports would like
to have available.
Mr. Kueny stated that staff would reschedule the Goals and
Objectives for the City Council's agenda.
6. ADJOURNMENT:
Mayor Hunter adjourned the City Council meeting at 8:52 p.m.
Chair Parvin adjourned the Parks & Recreation Commission
meeting at 8:52 p.m.
Janice Parvin, Chair
ATTEST:
Deborah S. Traffenstedt, City Clerk
MINUTES OF THE SPECIAL PARKS AND RECREATION COMMISSION
MEETING PARK TOUR
Moorpark, California
1. CALL TO ORDER:
October 10, 1998
The meeting was called to order at 12:45 p.m.
2. ROLL CALL:
Present: Commissioners Badoud, Dubreuil, Parvin, and
Thompson.
Staff Present: Mary Lindley, Director of Community
Services, and Allen Walter, Supervisor of Maintenance
and Operations.
Commissioner Badoud suggested that the Recreation
Brochure contain a message from the Commission
generally describing the activities accomplished and
upcoming issues to be tackled. Additionally, the
message would contain information about when the
Commission meets and the dates for the Youth Sports
Committee. The Commission agreed by consensus.
3. PARK TOUR:
Poindexter Park:
The Commission viewed
park benches near the
noted on the walkway
Parvin pointed out a
planter areas at the
additional wood chip m
play lot, particularly
the site location for the new
flag pole. There was graffiti
near the pay phones and Chair
flooding problem in one of the
south end of the park. Also,
aterial needs to be added to the
around the spring toys.
Villa Campesina Park:
The Commission toured the newly constructed Villa
Campesina Park. BBQ stands are on order and will be
installed by the developer. The park will continue to
be maintained by Cabrillo for the next 60 days, at
which time, the City will begin performing the
maintenance.
Park Tour
October 10, 1998
Page 2
Glenwood Park:
The Commission briefly discussed the time line for the
installation of the new play equipment, which is now
scheduled to be delivered in mid November.
AVCP:
Commissioners discussed the construction of the third
softball field at AVCP and the impacts to AYSO. They
viewed several locations where the displaced mini
soccer field could be relocated.
Mountain Meadows Park:
The Commission discussed the desirability of
constructing a third softball field and snack bar at
Mountain Meadows Park. The consensus of the
Commission was that either was desirable and that
Girls Softball should be relocated to AVCP as soon as
feasible.
Peach Hill Park:
The Commission discussed the proposal for a vending
machine at Peach Hill Park. The Park's reservation
board needs to replaced and several picnic tables,
benches and trash receptacles also need to be
replaced, they cannot be fixed.
Griffin Park:
The Commission observed a "moon bounce" in use. The
truck used to deliver the moon bounce left deep tire
tracks in the grass. The Commission also discussed
the time line for the new equipment, which is expected
to be delivered around January.
Campus Canyon Park:
A "moon bounce" was also in place at Campus Canyon
Park (operated by a different company from the one at
Griffin Park). This moon bounce had been carried over
onto the grass, rather than by truck which eliminates
the problem of damage to the grass. The Commission
noted a leak in both the women's and men's restrooms .
The Commission discussed the addition of trees at the
toe of the slope, between the soccer field and the
Park Tour
October 10, 1998
Page 3
softball field. The Commission agreed to this by
consensus. Commissioner Dubreuil suggested Carrot
Wood Trees.
4. ADJOURNMENT:
The Park Tour was adjourned at 3:15 p.m.
Respectfully submitted: APPROVED:
Mary Lindley Janice Parvin
Director of Community Services Chairperson
AGENDA REPORT
CITY OF MOORPARK
TO: Parks and Recreation Commission
i
FROM: Shelly Shellabarger, Recreation Superintendent'
DATE: October 15, 1998 (Parks & Recreation Commission
Meeting of November 2, 1998)
SUBJECT: Quarterly report on Recreation Programming
Summer Quarter: June - September 1998
EXECUTIVE SUMMARY
This memo serves as a review and analysis of summer 1998
Recreation Division programs. Winter 1998 was the first full
season where figures were kept on Recware. Therefore, there are
instances in this report where last year's figures were not
available. Staff is working to standardize the reporting format
as outlined below to increase the ability to compare year -to -year
figures in future reports.
This report also reflects staff's efforts to identify direct
costs for each program. Direct costs are all costs for a program
with the exception of staff time. Part -time staff costs are
included in the total cost for each program. Coordinator and
Superintendent hours are indicated at the end of each program
section to provide perspective on the amount of administration
time that a project may demand.
The chart below summarizes participation, gross
expenditures and net revenue /expenditure for of
programs. Expenditures include direct costs and
costs but do not include general overhead items
maintenance and full time staff costs. The atta
illustrate these figures.
revenue,
Summer 1998
part -time staff
like facility
shed charts
Activity
1998
Participation
Revenue
Expenditure
Net Revenue
Fireworks
10000
$5,700
$12,003
($6,303)
Camp
233
$84,401.30
$53,956
$30,445
Classes
510
$18,220
$9,781
$8,439
Adult Sports
852
$19,241
$10,244
$8,997
Youth Sports
145
$6,503
$5,405
$1,098
Sports Camps
102
$9,519
$5,188
$4,331
Teens
244
$1,460
$3,581
($2,121)
Facilities
296
$20,085
$845
$19,240
TOTAL
12382
1$165,129
1$101,003
$64,126
SUMMER EVENTS
One event was planned this quarter. The Fireworks Event was
successful in that there was a very good attendance and there
were no serious problems in event development or execution. The
City's 15`h Anniversary celebration was included in the event.
Fireworks
1998
1997
Participants
:0,000
3,000
Volunteers
30
25
Direct Costs
$11,638
$12,585
Part Time Staff Costs
S365
$89
Total Costs
$12,003
$12,774
Total Revenue
$5,700
$6,135
Net Cost
$6,303
$6,639
Direct Cost Per Participant
$1.16
$1.57
Total Cost Per Participant
$1.20
$7.59
Revenue Per Participant
$0.57
$0.77
Net Cost Per Participant
$0.63
$0.63
Coordinator Hours
80
Supervisor Hours
123
SUMMER CAMP
Summer Camp registrations and average daily attendance rates
declined over 1998 due to administrative and procedural changes,
which included implementing a daily cap of eighty -four campers.
Despite the decline in registration, gross and net revenues
increased. This is due primarily to an adjustment of
registration fees and the reduction of certain expenditures. For
example, more costly activities (such as Woody Woodworker and
Gymnastics) were replaced with lower cost activities (such as
swing dance lessons and moonbounces). Additionally, limiting
registrations eliminated the need to hire additional busses for
field trips.
Summer Camp
Participants
Average Per Day
Direct Costs
Part Time Staff Costs
Total Costs
Gross Revenue
Net Revenue
1998 1997
233 325
68 80
$17,970 $18,618
$35, 986 $35, 523
$53,956 $54,141
$84,401.30 $82,489.60
$30,445.30 $28,348.60
Direct Cost Per Participant
$77.12
$57.28
Total Cost Per Participant
$231.57
$166.58
Gross Revenue Per Participant
$362.23
$253.81
Net Revenue Per Participant
$130.66
$87.22
Coordinator Hours (approximate)
150
52
Superintendent /Supervisor Hours
125
48
SUMMER CLASSES
Summer class registrations showed a sharp increase over 1997. The
1998 figures indicate that classes have established a stable
customer base. Fewer classes are canceling and more classes are
filling. Continued growth is anticipated in the future. Again,
the figures are pulled from the Recware database. Therefore,
comparable detail is not available for 1997. However, the jump
from 393 to 510 students and drop from 15% to 11% cancellation
rate is indicative of the program growth and stability.
Recreational Classes
1998
1997
Students
510
393
Classes Offered
70
65
Ran
62
55
Canceled
8 11%
10 15%
Instructor payments
$9,781
$7,191
Supplies
$0
Direct Costs
$9,781
Gross Revenue
$18,220
Refunds and credits
$1,900
Net Revenue
$6,539
Direct Cost Per Participant $19.17
Gross Revenue Per Participant $35.73
Net Revenue Per Participant $12.82
Coordinator Hours (approximate) 40
SUMMER ADULT LEAGUES
Reports on adult leagues
Again, we anticipate th
year -to -year comparison.
adult sports are holding
1997. The Women's league
proven very popular.
were not produced in the summer of 1997.
at future reports will show a better
In general, however, it is clear that
steady and even increasing slightly over
reflects an added program, which has
Softball
1998 1997
Teams
36 33
Supply Costs
$2,884
Facility Costs (Lights)
$1,588
Direct Costs
$4,472
Part Time Staff Costs
$1,215
Total Costs
$5,687
Gross Revenue
$12,879
Net Revenue
$7,191
Direct Cost Per Team $80.12
Total Cost Per Team $157.98
Gross Revenue Per Team $357.75
Net Revenue Per Team $199.77
Coordinator Hours 50
Basketball
Teams
Supply Costs
Facility Costs
Facilitv Costs
Direct Costs
Part Time Staff
Total Costs
Gross Revenue
Net Revenue
;Lights)
;Gym at $12 per
Costs
Direct_ Cost Per Team
Total Cost Per Team
Gross Revenue Per Team
Net Revenue Per Team
Coordinator Hours
Volleyball
Coordinator Hours
Women's League
Participants
Supply Costs
Facility Costs (Lights)
Direct Costs
Part Time Staff Costs
Total Costs
Gross Revenue
Net Revenue
1998
16
$595
023
nour)$1,440
$2,058
$1,875
$3,933
$5,162
$1,229
$128.62
$245.8'•
$322.62
$76. 81
24
1998
Canceled
3
1998
48
$390
$147
$537
$87
$624
$1,200
$576
Direct Cost Per Participant $11.18
Total Cost Per Participant $13.00
Gross Revenue Per Participant $25.00
Net Revenue Per Participant $12.01
Coordinator Hours 16
1997
16
1997
Canceled
1997
Not offered
SURER YOUTH LEAGUES
Youth sports registrations have also been holding relatively
steady in comparison with 1997, with the exception of t -ball,
which was canceled last summer. Staff has analyzed the problem
with t -ball and has determined that, in the future, this sport
should be limited to two seasons. It is hoped that this tactic
will consolidate interested parties into two solid leagues rather
than spreading registrations out to four seasons that almost make
a league.
Junior Basketball League
Participants
Supply Costs
Facility Costs (Lights)
Facility Costs (Gym at $12 per
Direct Costs
Part Time Staff Costs
Total Costs
1998 1997
81 80
$1,847
$16
hour)$960
$2,823
$291
$3,114
Gross Revenue
Net Revenue
Direct Cost Per Participant
Total Cost Per Participant
Gross Revenue Per Participant
Net Revenue Per Participant
Coordinator Hours
JBL Upper Division
Participants
Supply Costs
Facility Costs (Lights)
Facility Costs (Gym at $12 per
Direct Costs
Part Time Staff Costs
Total Costs
Gross Revenue
Net Revenue
Direct Cost Per Participant
Total Cost Per Participant
Gross Revenue Per Participant
Net Revenue Per Participant
Coordinator Hours
T -Ball League
Participants
Direct Costs
Facility Costs
Direct Costs
Part Time Staff Costs
Total Costs
Gross Revenue
Net Revenue
Direct Cost Per Participant
Total Cost Per Participant
Gross Revenue Per Participant
Net Revenue Per Participant
Coordinator Hours
$3,564
$450
$34.85
$38.44
$44.00
$5.55
25
1998
41
$912
$8
hour)$480
$1,400
$143
$1,543
$1,927
$384
$34.14
$37.63
$47.00
$9.36
25
1998
23
$679
$0
$679
$69
$748
$1,012
$263
$29.52
$32.52
$44.00
$11.43
15
1997
56
1997
Canceled
SUMMER YOUTH SPORTS CAMPS
A variety of sports camps were offered during the summer. These
camps were offered on a contract basis and are reported in a
format consistent with contract classes. The camp cancellation
rate is elevated over that of 1997. However, more camps were
offered and more ran than those offered in 1997. The revenues per
participant are consequently elevated.
Sports Camps
1998
1997
Students
102
149
Camps Offered
16
7
Ran
8
Canceled
8 50�
2 29%
Instructor payments
$5,188.8
$8,045
Supplies
$0
SC
Direct Costs
$5,188.8
$8,045
Gross Revenue
$9,519
$12,303
Refunds and credits
51,067
not avai' able
Net Revenue
$3,259
$4,258 'approx;
Direct Cost Per Participant
$50.87
553.99
Gross Revenue Per Participant
$93.32
582.57
Net Revenue Per Participant
$31.95
528. 7
Coordinator Hours (approximate)
15
TEEN PROGRAMS
Teen programs are building slowly with some setbacks. Staff is
working to restructure the teen offerings to increase the
participation rate. Some discussion and analysis of these
programs follows:
SKATEPARK: The skatepark went from 110 registered
participants to 23 when the City instituted a use fee of $24
per year. Additionally, teens have been disappointed that
the skatepark rules and city ordinance are enforced. This
has caused a drop from 25 (spring average) to 2 (summer
average) daily participants. Staff recommends dropping the
annual fee. Fall events have been planned to revitalize
interest in the skatepark.
TRIPS: All the summer trips were canceled this year, as they
have in the past. The pool parties, beach trips and midnight
bowling trips received zero registrations. In fact, the only
teen trips that are successful are the ski trips. It is
recommended that the City refrain from offering trips (with
the exception of ski trips) in the future.
BAND JAMS: Four band jams were offered this summer. Two did
not happen as the bands canceled just prior to the event.
Over seventy -five teens attended the June and September band
jams. It is important to note that the bands themselves
assisted in publicizing the event to their friends and
"following." As a result, most attendees of the band jams
were in their late teens and early twenties. Staff
encountered related problems such as drug and alcohol use
and fights. Staff will focus on securing bands whose members
are younger and therefore have a younger following. Middle
school aged teens will be the focus.
CLASSES: The babysitting course is experiencing tremendous
success, filling every season. Staff takes a waiting list
and requests the American Red Cross offer additional
classes. Teens have shown interest in other general classes
such as dog obedience, painting, dance and fitness.
TEEN OPEN GYM: This program was offered on Friday evenings
once a month throughout the summer and was poorly attended.
Generally, two or three teens attended, though on one
night there were six teens and one night there were none.
Teen Classes
Teen Baby Sitting Course
Beginning Guitar
Events
Pool party
Beach trips
Skate Nites
Band Jams
Late Night Basketball
Moonlight Rock N Bowl
Skatepark
Coordinator Hours
Superintendent Hours
1998 1997
15 (Average) Not offered
5 8
1998 1997
Canceled 0
Canceled Not offered
Canceled 25 (Average)
June -70 Not offered
July- canceled
August - canceled
September -75
4 (average) Not offered
Canceled Not offered
23 registered Not offered
62
35
BROCHURE
The following information does not include the City Clerk's
portion of the brochure costs for the City Newsletter. The drop
in ad sales is reflective of the fact that part -time staff was
used in the past to make the sales contacts and visit individual
advertisers. There is currently no staff time allocated to
support this function. All ads are sold through a mailing to past
advertisers and advertising application form distributed in the
Chamber of Commerce Newsletter. Additionally, these figures
reflect a steep rise in paper costs, which drives up the cost of
the publication.
Brochure Costs
1998
1997
Printing Cost
$2,514.29
$1,698.75
Mailing Cost
$1,066.83
$876.55
Total Cost
$3,581.12
$2575.30
Ad Revenue
$1,460
$2070
Net Cost
$2,121.12
$505.30
FACILITY RENTALS
The recreation division processes rentals for Arroyo Vista
Recreation Center and all neighborhood parks. The costs shown
for AVRC rentals include rental coverage by part time staff.
Figures from 1997 were not available. Please note that many
permits include multiple dates. For example, AYSO has been issued
one permit for the full season, which includes multiple dates.
Please also note that staff and direct cost figures are not
available for park rentals.
Park Rentals
1998
1997
Permits
279
Not available
Gross Revenue
$10,579
Gross Revenue Per Rental
$37.91
Coordinator Hours
30
Superintendent Hours
24
AVRC Rentals
1998
1997
Permits
17
Not available
Part Time Staff Hours
99.5
Part Time Staff Costs
$845. 75
Total Costs
$845.75
Gross Revenue
$9,506
Net Revenue
$8,660.25
Staff Cost per Rental $49.75
Gross Revenue Per Rental $559.17
Net Revenue Per Rental $509.41
Coordinator Hours 10
Superintendent Hours 5
STAFF RECOMMENDATION
Staff recommends that the Commission receive and file the report.
4
$90,000
$70,000
$60,000
$50,000
$30,000
$20,000
$10,000
$0
RECREATION DIVISION
Summer 1998
Revenues vs Expenditures
V,00�
+ e & e e e SP \
``�., G G\� `�coQ c�Q G� pop �z
8 O��r oe 4
P 4�
■ Revenue
■ Expenditure
Sports C
6%
Youth Sport
4%
Adult Sport
12%
Summer 1998 Recreation Division Revenue
Fireworks
3%
Rentals
. nni
■ Fireworks
■ Camp
❑ Classes
❑ Adult Sports
• Youth Sports
■Sports Camps
■Brochure
❑ Rentals
Adult
11
Summer 1998 Recreation Division
Expenditure
Brochure Rentals
Snorts Camos 4% 1 % Fireworks
■ Fireworks
■Camp
❑ Classes
❑Adult Sports
• Youth Sports
• Sports Camps
■Brochure
❑ Rentals
C
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Allen Walter, Supervisor of Maintenance and Operations k w
DATE: October 15, 1998 (Meeting of November 2, 1998)
SUBJECT: Parks Quarterly Report From July 1 through October 1, 1998
All Parks:
Park backflows were inspected, repaired and certified by the City's in -house certified
inspector, John Casillas.
Sunridge Landscape Services was advised of contractual changes affecting current
contract services. The two services impacted are, 1) fertilizer frequency, reducing from 6
to 4 times per year, and 2) no work on rainy days. Sunridge will make adjustments and
follow the City's direction.
Arroyo Vista Park:
Irrigation was suspended on July 7, when a 6" mainline "Tee" broke, west of the football
field. Sunridge conducted the repair and irrigation returned on July 9. Two additional
mainline breaks occurred to irrigation on September 29, after well #2 was activated to
service Villa Campesina Park's new construction. Water pressure caused pipe
connections to separate. The clock and valves for Campesina Park were added to the
Arroyo Pedestrian Bridge to reduce pressure and allow the system to operate properly.
Park staff and Sunridge completed the repair.
Restroom sewer pump #2 failed and required repair. The cost was $1,200, and system
was back online September 4.
The football field's 4 x 4 fence, had two handicapped entry points added after a complaint
was made of no handicap accessibility by football patrons. Entries and parking spots were
clearly marked so proper usage can be maintained.
Under the supervision of park maintenance staff, AYSO made arrangements and paid for
additional fertilization and weed removal of the area on four of the soccer fields. The
service was completed on August 11, and cost $800.
Poindexter Park:
The sand playground water supply valve malfunctioned. A new valve was located and the
toy was placed back in service. The cost was $140.
The block wall at the south end of the park, near the pavilion, was vandalized. Nine top
caps were broken free from the wall. Park staff had just recently repaired this same
damage to the wall. The cost to repair was $50 plus 1 1/2 staff hours.
Tierra Rejada Park:
Tennis court nets required replacement from normal wear and tear. The cost was $305.
On September 20, extensive graffiti was done to the Park wall and sidewalks. Staff
contacted police and removed all signs of damage after police investigation. Two
suspects were arrested and booked, and the City was contacted by Ventura County
Probation. The offenders are requested to pay $500 restitution to cover the City's cost to
repair the damage.
Glenwood Park:
A lift at the playground sidewalk was repaired. Several large tree roots were required to
be pruned to allow repair and s• - -'uture problems.
A drinking fountain was remo,. m the picnic area in the center of the Park. The
fountain was beyond repair and ul require replacement.
Griffin Park:
Inspection of the Park's trees found a species of beetle living in the Sycamore trees. The
beetle is removing harmful scale from the trees that developed after the extreme rains this
year. This benefit will reduce tree spraying and disease.
Recommendation
Receive and file report.
2
r r "i-A
MEMORANDUM
COMMUNITY SERVICES DEPARTMENT
TO: The Parks and Recreation Commission
FROM: Mary K. Lindley, Director of Community Services tk
DATE: October 21, 1998 (Meeting of November 2)
SUBJECT: Consider Revised Hours of Operation for the Arroyo Vista Recreation
Center
Background
Since January 1998, the Department has made a concerted effort to track the use of the Arroyo
Vista Recreation Center. Specifically, staff has been recording the number of participants at
AVRC, noting the time, day of the week, and the corresponding activities scheduled. Upon
review of use patterns over the past six months, and in light of the recent reduction in part-time
staff hours in the recreation division (2,080) with the adoption of the FY 1998/99 Budget, staff is
proposing several changes to the hours of operation for AVRC which will reduce and/or eliminate
part-time staff cost when the facility is not in use. Additionally, the proposed changes will help
reduce the potential cuts the City appears to be facing as the FY 1999/2000 approaches.
Currently, the business office at AVRC is open Monday through Friday, between the hours of
8:30 a.m. to 7:00 p.m. The Center is advertised as open Monday through Friday, 8:30 a.m. to
10:00 p.m.; Saturday, 10:00 a.m. to 6:00 p.m.; and Sunday, 10:00 a.m. to 4:00 p.m. While the
office is not open for business on Saturday and Sunday, the City does provide drop -in use of the
gym and lends out basketball equipment.
Sunday Open Gym:
While the AVRC business office is closed on Sundays, the City does offer a drop -in open gym
program. Other than occasional facility rentals, this is the only activity taking place on Sundays.
Adult Open Gym, designed for individuals eighteen years of age and older, is offered every
Sunday from 10 a.m. to 1 p.m. and Youth Open Gym, for youth under 18 years of age, is offered
from 1 p.m. to 3:30 p.m. Between 3:30 and 4:00 p.m., staff cleans the gym and treats the
hardwood floors. Over the last two years, the City has rented AVRC to Sonrise Church every
Sunday from 8 a.m. to 1 p.m. As a result, staff scheduled to monitor the rental activity of the
Church was also responsible for staffing the Open Gym program. Staff hours for Open Gym,
between 10 a.m. and 1 p.m., were charged to rentals, allowing the City to save staff costs. The
Church no longer rents AVRC; therefore, staff time for Open Gym is now charged to recreation.
M:\NILINDLEY\RECREAPAVRCHOUR.NEM
Typically, Youth Open Gym has had few, if any, participants. Over the last five months, there
have been no youth in attendance on Sundays, and the number of adults attending has significantly
decreased from between 20 — 30 to an average of ten or less. In the last three weeks there has
been a little more activity for youth open gym with three to five players. Because the City
advertises its drop -in hours for the gym as 10 a.m. to 4 p.m., even when no participants show up,
the facility is still staffed.
Additionally, in an effort to recoup the cost of staff time required to monitor Open Gym, in
March, the City implemented a pilot program of charging a nominal fee of $2.00 for adults. The
fee was consistent with how other municipalities and park districts handle their open gym
programs. Initially, there did not appear to be any negative impact on participation as a result of
the fee; however, after about three months the numbers began to decrease. While it's not possible
to definitively say that the fee is the reason the numbers have significantly decreased, it appears to
be the mostly likely cause.
Recommendation: Limit Sunday Open Gym to adults, post the hours as 10 a.m.
to 1 p.m., and discontinue the nominal fee. The gym will be cleaned and the floor
treated from 1 to 2:00 p.m. This action will free up two part-time hours per week,
or 104 per year. Staff will continue to closely track participation of Adult Open
Gym. If the number of adults attending continues to average less than 10, a
proposal to discontinue open gym altogether will be considered.
AVRC Saturday Hours:
The business office at AVRC is closed on Saturdays; no business transactions, such as
registrations or rental reservations, are handled. However, the Center is advertised as open
between the hours of 9 a.m. and 6 p.m. The City does operate a number of recreation classes,
sports leagues, and drop -in gym use on Saturdays. Drop -in use of the gym can only take place
when no other activity is scheduled. No fee is charged for drop -in use of the gym on Saturday.
Saturday use of the gym has never attracted many, and most often no, participants. The reason
may be because residents may not have a lot of discretionary (unplanned) time on Saturdays.
Additionally, City programs have priority use of the gym, therefore, the time the gym is available
for drop -in activities is limited and not consistent from week to week. Because the City has
posted drop -in hours for the gym, even when there are no organized activities scheduled and no
one is making use of the open gym, the facility must still be staffed each Saturday until 6 p.m.
Recommendation: It is recommended that AVRC be officially closed on
Saturday; that is, no drop -in activities will be offered. Classes and sports leagues
will continue to take place at the Center and the facility open to those registered in
the various recreation programs only. However, when no organized activity is
taking place, the Center will be closed and no part-time staff will be scheduled.
This action will free up approximately 2.5 hours per week, or 130 hours per year.
Please note that if this recommendation is enacted, one of the City's two full -time recreation
coordinators will continue to work between five and eight hours each Saturday to handle any
MANE NDLEY\RECREAPAVRCHOUR.MEM
problems or situations that may develop in regards to park and facility rentals and any general
emergency that may arise. This practice has been in place for the past 12 months and has proven
to be very successful. Anyone experiencing a rental problem is able to have the problem
addressed immediately, without having to page other department staff, who may not be readily
available.
Evening Weekday Hours:
The AVRC business office closes at 7 p.m. on weekdays, but the Center remains open and staffed
until 10 p.m. Most of the recreation classes sponsored by the City end between 8 and 9 p.m., and
adult sports leagues operating in the gym usually end at 10 p.m. (there are no classes or leagues
on Friday evenings, with the exception of occasional teen programs). While, during a majority of
the year there is usually one or more evening activities scheduled at AVRC, there are a number of
days when nothing is scheduled.
Recommendation: To reduce the cost of part-time staff, it is recommended that
on weekdays the Center close at 7 p.m., consistent with the posted office hours.
After 7 p.m., when classes or sports leagues in the gym have ended, the Center will
be closed and no staff will be scheduled. This action will free up approximately 3
part-time hours per week, or 156 hours per year.
If all three recommendations are implemented, the City would free up approximately 312 part-
time staff hours annually. These hours are badly needed to respond to the demands placed on the
recreation division, including general activities, additional assistance with recreation registrations,
and with additional teen activities. The part-time staff budget allows for no flexibility for
activities that typically arise throughout the year for such things as Country Days and the recent
downtown celebration (both activities require the use of recreation staff to set up and/or take
down). It is proposed that some of the newly made available hours be applied to these types of
activities.
Over the past year, the City has seen a significant increase in the number of residents registering
for recreation programs. To accommodate the high volume of customers who register at AVRC,
the City purchased a second computer to process transactions. In addition to the part-time office
manager's time (six hours per day), the two full -time recreation coordinators spend an average of
4 hours per day assisting with registrations. Allocating minimal additional part-time hours to
assist with registrations would free up some of the coordinators' time and allow them to more
effectively conduct program planning and development.
Historically, the City has had a difficult time generating the interest of teens in organized
activities. Staff continues to be committed to developing new ideas. The introduction of the
skate ramps, which took place on a Friday evening, proved to be a very successful event;
however, it required seven staff members (four full -time and three part- time). There are no staff
hours budgeted to conduct a similar event in FY 1998/99. Some of the hours made available by
the proposed changes outlined in this memo could be reprogrammed to teen activities.
M:\NILTNDLEY\RECREAT�A VRCHOUR.MEM
In summary, the recommendations contained in this memo are meant to redirect hours to times
and activities the division is deficient in now. Staff anticipates that there will be some minimal
savings, but if the enrollment in the City's youth and adult leagues continues to grow, as it has
over the past year, additional hours may need to be redirected to those programs as well (the
allocation of additional hours to sports programs would be off -set by additional revenue). The
proposed changes will not require any new costs or expenditures, but will better allow the
Community Services Department to live within the reduced budget approved for FY 1998/99.
Recommendation
Staff recommends that the Parks and Recreation Commission support the elimination of youth
open gym on Sundays, and the reduction of hours of operation at AVRC Monday through Sunday
to reflect scheduled activities as discussed in the Agenda Report.
M:VviLINDLEY\RECREATIA VRCHOUR. MEM