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Home My WebLink AboutAG RPTS 2012 0402 PR REG O4 -` City of loo ar -� \ PARKS, RECREATION & COMMUNITY SERVICES DEPARTMENT a 799 Moorpark Avenue,Moorpark,California 93021 (805)517-6200 fax(805)532-2550 PARKS AND RECREATION COMMISSION MEETING AGENDA April 2, 2012 6:30 p.m. Moorpark Community Center 799 Moorpark Avenue 1. CALL TO ORDER: 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: 4. SPECIAL AGENDA ITEMS: A. Consider Nomination and Selection of Chair and Vice Chair. 5. PUBLIC COMMENTS: 6. REORDERING OF, AND ADDITIONS TO, THE AGENDA: 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS: 8. PRESENTATIONS/ACTION/DISCUSSION: A. Consider Youth Sports Organization Use Agreement Policy and Fees for Use. Staff Recommendation: 1)Approve staff recommendations for a Youth Sports Organization Use Agreement Policy; and 2) Approve staff recommendations for a fee schedule for use of City facilities under a Youth Sports Organization Use Agreement. 9. CONSENT CALENDAR: A. Approval of Minutes for Parks and Recreation Commission Special Meeting of February 13, 2012. Staff Recommendation: Approve as presented. B. Winter Camp Event Summary. Staff Recommendation: Receive and file report. C. 2011 Visits from Santa Program Summary. Staff Recommendation: Receive and file report. Parks and Recreation Commission Agenda April 2, 2012 Page 2 D. 2011 Breakfast with Santa Event Summary. Staff Recommendation: Receive and file report. 10. ADJOURNMENT: All writings and documents provided to the majority of the Commission regarding all agenda items are available for public inspection at the City Hall public counter located at 799 Moorpark Avenue during regular business hours. The agenda packet for all regular Commission meetings Is also available on the City's website at www.ci.moomark.ca.us. Any member of the public may address the Commission during the Public Comments portion of the Agenda, unless it is a Discussion item.Speakers who wish to address the Commission concerning a Discussion item must do so during the Discussion portion of the Agenda for that item.Speaker cards must be received by the Recording Secretary for Public Comment prior to the beginning of the Public Comments portion of the meeting; and for a Discussion item, prior to the Chair's call for speaker cards for each Discussion agenda item. A limitation of three minutes shall be imposed upon each Public Comment and Discussion item speaker. Written Statement Cards may be submitted in lieu of speaking orally for Discussion items. Any questions concerning any agenda item may be directed to the Parks and Recreation Department at 517-6227. In compliance with the Americans with Disabilities Act, if you need special assistance to review an agenda or participate in this meeting, including auxiliary aids or services, please contact the Parks and Recreation Department at(805) 517-6227. Upon request, the agenda can be made available in appropriate alternative formats to persons with a disability. Any request for disability-related modification or accommodation should be made at least 48 hours prior to the scheduled meeting to assist the City staff in assuring reasonable arrangements can be made to provide accessibility to the meeting(28 CFR 35.102-35104;ADA Title II). City of Moorpark ) County of Ventura ) ss. State of California ) I, Patty Anderson, Administrative Assistant of the City of Moorpark, County of Ventura, State of California, do hereby certify under penalty of perjury that I posted a copy of the agenda for the regularly scheduled meeting of the Parks and Recreation Commission for April 2, 2012. Executed this 28th day of March 2012, at Moorpark, California. Patty Ande son Administra ive Assistant Parks, Recreation & Community Services Department ITEM g ) CITY OF MOORPARK PARKS & RECREATION COMMISSION AGENDA REPORT TO: The Parks and Recreation Commission FROM: Hugh R. Riley, Assistant City Manager PREPARED BY: Stephanie Shaw, Recreation Superintenden Jeremy Laurentowski, Parks and Landscape Manager DATE: March 23, 2012 (Meeting of April 2, 2012) SUBJECT: Consider Youth Sports Organization Use Agreement Policy and Fees for Use BACKGROUND For several years, the City Council has approved special use agreements for certain Moorpark youth sports organizations. These use agreements have allowed the organizations to use City sports facilities for their official games and practices at a fee of $1.00 per year for outdoor sports facilities, and at a significantly reduced rate for indoor sports facilities. The agreements also give priority use to these organizations, and allows them to perform certain maintenance on, and enhancements to, City outdoor sports facilities. For example, Packer Football installed bleachers at the football field at AVCP, Moorpark Little League has installed concrete flatwork within the dugouts at Poindexter Park, Moorpark Girls Softball assisted with the construction of ballfield #3 at AVCP, and AYSO has donated funds to the City for turf maintenance. Youth sports organizations with use agreements include American Youth Soccer Organization (AYSO), Moorpark Little League (MPLL), Moorpark Girls Softball Association (MGSA), United States Youth Volleyball League (USYVL), Moorpark Soccer Club (MSC), and the Moorpark Basketball Association (MBA). Demand for use of the City's sports fields for City-sponsored programs, youth sports organization programs, and by the general public, has increased significantly over the years. The increased field use has resulted in poor turf conditions, maintenance issues, and scheduling conflicts. In an effort to improve declining turf conditions, the City has recently established a field maintenance schedule, allowing time for the fields to rest, and providing staff with the opportunity to renovate and maintain the fields. The City Council has also enacted a field rental policy, establishing strict guidelines on the rental of City sports fields. While this action has improved the quality of the fields and allows Parks and Recreation Commission April 2, 2012 Page 2 for appropriate maintenance of turf, it has reduced the number of fields available for use at any given time and restricts some fields to certain types of use. Additionally, the City is faced with continuing constraints on funding for park maintenance. Currently, the FY 2011/12 operating budget for park maintenance is approximately $2,162,000. The Single Family Equivalent (SFE) assessment rate which was initiated as a direct result of Proposition 218 and ballot measures supported by the residents of Moorpark in 1999, is currently set at $54.09. This assessment will generate approximately $710,834 for park maintenance. However, this assessment only contributes approximately 33% of the overall parks operating budget, and will require approximately $1,450,000 of funding contributions from the General Fund. In addition, park maintenance costs, particularly water rates, continue to rise, and according to the Metropolitan Water District (MWD), wholesale water rates will increase an average of 6% annually over the next ten years. In response, it is likely that the Ventura County Water Works District No. 1 (VCWD) will transfer these rate increases directly to its end users. In February, 2010 the VCWD Board increased water rates by 16%, a 12% rate increase and tier allocation adjustment was approved by the Board in April 2011 and another 8% increase is proposed for 2012. Approximately 90% of the City's water use is through landscape irrigation and even though the City reduced water consumption by approximately 16.5% in FY 2010/11, as compared to the prior fiscal year, the direct impact on the operating budget was approximately $26,411 more in direct water costs due to water rate increases. The City's largest park, Arroyo Vista Community Park, which encompasses approximately 65 acres, is irrigated by well water, with minimal direct costs to the City. However, the FY 2011/12 water budget for all City parks is currently $281,335, and will most likely increase in FY 2012/13. Peach Hill Park, Mammoth Highlands Park, Campus Canyon Park, Miller Park, and Arroyo Vista Community Park are the primary parks utilized by sports organizations. These parks currently operate under a water budget of approximately $131,300 annually. A three year summary of these costs follows: Three Year Water Budget Summary: Park FY2009/10 FY2010/11 FY2011/12 Peach Hill Park $ 15,000 $ 27,000 $ 31,050 Mammoth Highlands Park $ 20,000 $ 25,000 $ 38,250 Campus Canyon Park $ 24,100 $ 20,000 $ 23,000 Miller Park $ 28,350 $ 30,000 $ 34,500 Arroyo Vista Community Park $ 3,450 $ 4,500 $ 4,500 Total $ 90,900 $ 106,500 $ 131,300 Parks and Recreation Commission April 2, 2012 Page 3 In an effort to reduce maintenance costs and mitigate the impact of rising water rates, staff has decreased the Scope of Services in the parks maintenance contract several times over the last seven years. Maintenance activities, such as turf aeration have been removed and many regular maintenance activities have been reduced, such as mowing, fertilization, weed abatement, and tree maintenance. Local youth sports organizations are the heaviest users of City sports fields. In light of field maintenance, scheduling, and park funding issues, staff is recommending a policy be established to set parameters for youth sports use agreements before new agreements are written and executed (currently, no policy exists). Staff also recommends that a portion of the City's cost to maintain sports facilities be charged to youth sports organizations for the specific time allocation that the sport fields are used under their respective agreements. DISCUSSION This item was initially presented to the Commission at a special meeting on February 13, 2012. The Commission made clear recommendations on some items, including the residency requirement and the issue of differentiating between inclusive/recreational use and restricted/club use. On other topics, more specific recommendations from the Commission are needed. The item is being presented to the Commission again to: 1) Provide additional information and background on the subject; 2) Ask the Commission to reconsider staffs recommendations for the Youth Sports Organization Use Agreement Policy (Policy) and use fees; and 3) Clarify the Commission's recommendations for the Policy and use fees. Youth Sports Organization Use Agreement Policy The Youth Sports Organization Use Agreement Policy would establish requirements and parameters for all youth sports use agreements. On February 13, 2012, the Commission was asked to consider staff recommendations, and provide additional recommendations, to develop the Policy. At the February 13, 2012, meeting, staff recommended the Policy establish criteria to address the following: 1. Non-profit status of organization 2. Minimum number of players required 3. Residency and age requirements of players 4. Inclusive/recreational use and restricted/club use 5. Maximum field and/or facility allocations 6. Maximum use allowed under agreements The terms used to describe the different types of use (#4) have been changed to better reflect the distinction between the types of teams and organizations involved. Parks and Recreation Commission April 2, 2012 Page 4 1. Non-profit status of organization: Currently, only non-profit Moorpark based youth sports organization have use agreements. Staff recommends that only 501 (c) (3) youth sports organizations chartered within the City of Moorpark be eligible for a use agreement. This requirement would formalize current practice. The Commission appeared to concur with staff recommendation that only Moorpark- based non-profit organizations be eligible for a use agreement, but did not address this during their final recommendations. Staff recommends that the Commission approve staff recommendation for this item. 2. Minimum number of players required: Currently, some agreements contains language that they must register and maintain at least seventy-five (75) players in order to retain rights under their agreement. This minimum was established to ensure these organizations have sufficient participants to merit the priority use and reduced fees a use agreement provides. Staff recommends that seventy-five (75) players be established as the minimum for all youth sports organizations in order to be eligible for a use agreement. The Commission appeared to concur with staff recommendation that only groups that register and maintain seventy-five (75) or more players be eligible for a use agreement, but did not address this during their final recommendations. Staff recommends that the Commission approve staff recommendation for this item. 3. Residency and age requirements of players: Currently, some agreements contain language that at least 80% of players must be City of Moorpark residents in order to retain rights under their agreement. A use agreement gives priority use of facilities to the organization over other users, including City residents not involved in the organization: Additionally, the agreements allow priority use of facilities at a fee that is less than the normal rental rate, including the rental rate for City residents. It is therefore reasonable to require that only organizations that serve primarily City of Moorpark residents be eligible for a use agreement. The residency rate is calculated based on the registration roster of the organization. Staff recommends that a minimum residency rate of 80% be established as the minimum for all youth sports organizations in order to be eligible for a use agreement. Staff also recommends that only youth sports organizations be eligible for use agreements; therefore all players must be 17 years of age or younger, or still in high school. The Commission was strongly in favor of the recommendation for a minimum residency requirement. Staff recommends that the Commission reaffirm their support of this recommendation, and approve staff recommendation for age requirements. Parks and Recreation Commission April 2, 2012 Page 5 3 4. Inclusive/recreational use versus restricted/club use: While all sports are by nature competitive, there are differences in purpose, philosophy, level of play, and availability to resident youth among different organizations, and even within organizations. Inclusive/recreational teams/organizations accept players of all skill levels, generally provide a guaranteed minimum playing time for all players, and are usually coached by volunteers during its regular season. These teams/organizations also generally play other teams within its own organization (resident vs. resident), particularly in the younger age groups. Restricted/club teams/organizations (such as All- Stars, travel teams, and Club organizations) select players based on skill, generally do not provide and/or guarantee a minimum playing time for all players, and generally have some paid trainers and/or coaches. These teams/organizations usually play against teams from outside Moorpark. It is possible that within one organization, both inclusive teams and exclusive teams exist. Many organizations have both regular season play that is inclusive and All-Stars or tournaments that are exclusive. The philosophy behind staff recommendation to differentiate between the two is that activities which benefit, or are open to, a larger segment of our community should be prioritized over those activities which are more exclusive or benefit a smaller segment of our community. This philosophy is consistent with that of the "Recreation Programs and Services Cost Recovery Policy,"which was recommended by the Parks and Recreation Commission in November 2011 and subsequently approved by Council in January 2012. The cost recovery policy establishes the percentage of cost that must be recovered (through registration fees, vendor fees, sponsorships, etc.) for each City of Moorpark recreation program, based on the program category. The cost recovery policy differentiates between recreational youth sports programs and more highly competitive programs, and places them in different program categories. More highly competitive sports programs require a higher cost recovery than recreational sports programs. The Commission was asked in February 2012 to recommend whether or not restricted/club teams/organizations should be eligible for a use agreement, and if so, if there should be a differentiation between restricted/club teams/organization use and inclusive/recreational teams/organization use. Staff recommended that if restricted/club teams/organizations be eligible for a use agreement, such teams/organizations pay a higher use fee than inclusive/recreational teams/organizations. The Commission recommended that restricted/club teams/organization be eligible for use agreements, and that no differentiation be made between types of teams or organizations. After considering the Commission's recommendation and public comments made during the meeting on February 13, staff recommends that restricted/club teams/organizations be eligible for use agreements. The Commission is asked to reconsider staff's recommendation that restricted/club teams/organizations be differentiated from inclusive/recreational teams/organizations. Staff recommends that inclusive/recreational Parks and Recreation Commission April 2, 2012 Page 6 teams/organizations pay a lower use fee than restricted/club teams/organizations, and that inclusive/recreational teams/organizations have priority use of facilities, should a scheduling conflict arise. Such a differentiation is consistent with the City's treatment of its own recreation programs. Staff recommends that in order to be considered an inclusive/recreational team/organization, all of the following criteria apply: • Playing skill or ability is not a criterion for acceptance. • There are no paid coaches. • All players must be guaranteed, and play, a minimum on-field or on-court playing time for each game they attend, as appropriate to the sport and position played. Soccer, Volleyball, and Basketball: Minimum 50% on-field/on-court time Football: Minimum 12 plays per game Softball/Baseball: Minimum every other full inning • There is no additional fee or cost to the player beyond the regular season registration fee to participate. • All participants registered for the season participate (thereby excluding tournaments and All-Stars.) 5. Maximum Field and/or facility allocations: The "Moorpark Parks and Recreation Master Plan"defines standard field allocations as follows: • Football: Practice: 1 field per 12 teams; Games: 1 field per 6 teams • Soccer: Practice: 1 field per 18 teams; Games: 1 field per 12 teams • Baseball/Softball: Practice and Games: 1 field per 12 teams The Commission asked staff to consider the issues of safety and over-crowding in field allocations. Staff recommends that maximum field allocations under a use agreement be governed by the standard field allocations for Games as defined above, for both practices and games. For soccer, the size of field needed for the age group must also be included in calculating field allocations (for example, three or four U-5 or U-6 fields can fit on one full-size soccer field). As no standard field allocation is described for volleyball, a grass area sufficient for their league would be allocated. Fields actually assigned or available to a youth sports organization under an agreement may be less than indicated above, if fields are closed for maintenance or in use by the City for its own programs (currently, in all use agreements, the City retains priority use of its own facilities.) As no formal recommendation was made by the Commission at the February meeting, staff recommends the Commission approve staffs recommendation for field allocations. 6. Maximum use allowed under agreements: Currently, the amount of use allowed under a use agreement (length of season, number of seasons, tournaments, etc.) is not Parks and Recreation Commission April 2,2012 Page 7 consistent from organization to organization. Because of the need to rest and renovate fields, and the increasing number of requests for expanded use, staff recommends establishing maximum use parameters for agreements. Staff recommends establishing the following: • Use under an agreement is limited to official games and practices of the organization. • Use under an agreement is limited to two seasons, plus one annual tournament per fiscal year. • The two seasons combined cannot exceed 20 weeks. • The annual tournament cannot exceed two consecutive weekends or four total days. The above parameters would apply to any organization with a use agreement. Fees charged for use under an agreement will depend on what City Council ultimately approves for use fees under an agreement. Any use by youth sports organizations beyond the above described parameters would fall under regular rental rules, fees, and procedures. It should be noted that some of the youth sports groups have traditionally requested time periods for use under their agreements well in excess of 20 weeks. Based on information posted on the youth sports organizations' websites, games are scheduled for 10-14 weeks for the primary season. Allowing up to 20 weeks of use under an agreement provides ample time for each youth sports organization for their primary season, including pre-season practice and post-season play-offs. If an organization has a primary season that lasts less than 20 weeks, and they choose to participate in a secondary season, any weeks not used for the primary season could be used for a secondary season. A summary of youth sports information, including requested weeks of use for 2012, is attached. It should be noted that the above recommendation has been modified from staffs original recommendation in the February 13, 2012 staff report, which recommended use not to exceed 24 weeks. As no formal recommendation was made by the Commission at the February meeting, staff recommends the Commission approve staff's recommendation for maximum use allowed under an agreement. Use Fees Under a Youth Sports Use Agreement As mentioned previously, the current operating budget for park maintenance is approximately $2,162,000, which will result in a subsidy from the General Fund of approximately $1,450,000, as only $710,834 will be assessed in FY 11/12 to supplement the park maintenance budget. To fully comprehend the assessment process and identify the City's limitations on park assessment fees, it is necessary to briefly summarize the progression of assessment fees initiated by the City: Parks and Recreation Commission April 2, 2012 Page 8 The City of Moorpark was incorporated July 1, 1983. There were numerous procedural steps taken prior to the successful incorporation election of March 8, 1983. One step was preparing a Fiscal Analysis which was considered by LAFCO as part of its action to allow the incorporation process to continue to an election. This report failed to fully consider the costs of parks and recreation services and resulted in a lower property tax share for the City. The City's first City Council was aware of this, as well as the community's desire for higher levels of services and the planned improvement and acceptance of 14 acres of additional parks (Peach Hill Park and Glenwood Park). The City Council considered establishing an assessment district to provide a specific revenue source for parks maintenance. The City Council placed an Advisory Measure (Measure C) on the November 6, 1984, election as follows: "Shall the City Council consider the formation of an assessment district pursuant to the Landscaping and Lighting Act of 1972 for the purpose of maintaining public parks and other landscaped areas within the City of Moorpark?" The argument in favor of Measure C was endorsed by all five seated councilmembers and signed by four of them. The argument in part stated: "If the district is implemented on July 1, 1985, the estimated 1985 86 citywide assessments would total $60,000.00. This would average about $15.00 per year for each property assessed." The Advisory Measure was supported by 2,634 "yes" votes (61.5%) with 1,650 "no" votes (38.5%). The estimated annual parks maintenance costs of $60,000 were for Campus Park and College View Park (formerly Griffin Park) as well as the Community Center landscaping. Parks Maintenance Assessment District No. AD 85-1 was established by action of the City Council on June 17, 1985, with the first assessments levied for FY 1985-86. At that time, four park locations were included: Campus Park, College View Park (formerly Griffin Park), Community Center, and Monte Vista Nature Park. The Assessment Engineer's Report also referenced three additional locations as follows: 1) Buttercreek Park (remains unimproved); 2) Unimproved 65 acres that became Arroyo Vista Community Park (at that time unnamed); and 3) Ten acres that became Peach Hill Park. Parks and Recreation Commission April 2, 2012 Page 9 Seventy-five percent (75%) of the total assessment was considered "people use" and assigned to residential uses, and twenty-five percent (25%) was assigned to non- residential uses. The action creating AD 85-1 also included consolidating AD 83-1 into AD 85-1. AD 83-1 had been established by the County of Ventura to assess the 190 homes in the tract adjacent to Glenwood Park for its maintenance. Since this park was a public park, the City Council took the consolidation action. The annual assessment for those 190 homes went from an estimated $156.25 to $15.31. The annual cost for park maintenance in FY 1985/86 was estimated at $94,157. At that time, there were about 3,800 single family units, 489 condominiums, 298 mobile homes, 46 parcels with 2 — 4 units, and only one apartment project. No park assessments were levied in FY 1987/88 and 1988/89 because the City Council opted to use surplus General Fund revenues. In FY 1993/94, 1994/95 and 1995/96, the City Council authorized an annual contribution from the General Fund of about $143,000, increasing to $160,000 in FY 1995/96. This was done to maintain the single family (SF) assessment rate at $33.20. In FY 1996/97, the SF assessment rate was increased to $40.16, which still required a contribution from the General Fund of about $200,000. The maintenance budget was about $587,000 and included the addition of Country Trail Park, for a total of 13 park sites. On November 6, 1996, the voters of the State of California passed Proposition 218 (The Right to Vote on Taxes Act). It is now codified as Articles XIII C and XIII D of the California Constitution. Proposition 218 provides for benefit assessments to improve, maintain, and operate a public improvement which specially benefits the assessed properties. Special benefits are directly received by and provide direct advantage to property in the benefit assessment district. General benefits cannot be assessed to the properties. The proceeds of the benefit assessments can only be used for the specified purposes of the district such as maintenance. It was determined that FY 1997/98 was the last year an assessment for parks maintenance in AD 85-1 could be assessed. The parks maintenance budget was about $607,000; and the SF assessment rate was approved at $40.16, the same amount as FY 1996/97. The City did not have a park assessment in FY 1998/99 and funded the approximate $571,000 in parks maintenance from the General Fund. The City Council eliminated most maintenance at Monte Vista Nature Park, reduced turf fertilizations from six to four times per year, and reduced contract maintenance services by eliminating service on rainy days. While not funded by an assessment district, the Council also canceled the 1999 July 3 Fireworks event. After months of study and public discussion, the City Council authorized a mail ballot vote for a parks assessment to replace AD 85-1. An engineer's report was prepared consistent with Proposition 218, which required that property owners only be assessed Parks and Recreation Commission April 2, 2012 Page 10 for the portion of maintenance and improvements (of parks in this case) that generates a special benefit. The assessment engineer determined that the special benefit was seventy-five percent (75%). Of the total estimated annual cost of parks maintenance of $867,000, only $650,000 could be paid for by assessments. On June 16, 1999, the Assessment Ballots were counted and 70.9% of the ballots supported the assessment. The approved Single Family Equivalent (SFE) assessment rate was $39.00 in FY 1999/00 and funded approximately 52% of the total parks maintenance budget. As part of the established Parks and Recreation Maintenance and Improvement Assessment District (District), Zone 13 of AD 84-2, created to maintain Villa Campesina Park, was merged into the new District. The Zone 13 assessment for each of the 62 homes in the adjacent tract had been $60.00. The City Council may increase annual District assessments based upon increases in the Consumer Price Index (CPI) not to exceed 3%. If the CPI increase exceeds 3%, any portion exceeding 3% may be carried forward and used in a subsequent year when the CPI increase is less than 3%. In FY 2000/01, the SFE assessment rate could have increased to $39.90, but the City Council approved a lower rate of$29.90. In FY 2001/02, the SFE assessment rate was increased to $41.08. For FY 2011/12, there are now 19 park locations including Moorpark Highlands, Serenata Trail, and Veterans' Memorial site. Approximately 11,000 parcels are now included in the District. The SFE assessment rate is now $54.09 ($0.83 increase from FY 2010/11) and is projected to provide $710,834 for the District. This is about 33% of the overall annual cost for the District of $2,162,000 (of which $284,000 is capital improvements). This requires about $1,450,000 of funding contributions from the General Fund. About$540,000 of this is the general benefit portion of the expenses. Of the total amount eligible to be funded by assessments ($1,622,000), only 44% ($710,800) is actually assessed requiring the General Fund to contribute about $911,200 of the special benefit portion in addition to the $540,000 for general benefits. A recap of the SFE assessment from FY 1999/00 to date follows: Engineer's Report for Parks & Recreation SFE Assessment FY Suggested Approved 1999/2000 $ 39.00 $ 39.00 2000/2001 $ 39.90 $ 29.90 One year reduction equivalent to $10 for a single-family unit 2001/2002 $ 41.08 $ 41.08 Parks and Recreation Commission April 2,2012 Page 11 2002/2003 $ 42.24 $ 42.20 2003/2004 $ 43.50 $ 43.50 2004/2005 $ 44.60 $ 44.60 2005/2006 $ 45.94 $ 45.94 2006/2007 $ 47.32 $ 47.32 2007/2008 $ 48.74 $ 48.74 2008/2009 $ 50.20 $ 50.20 2009/2010 $ 51.71 $ 51.71 2010/2011 $ 53.26 $ 53.26 2011/2012 $ 54.09 $ 54.09 Clearly, it has become necessary to initiate measures to minimize the direct fiscal impact on the General Fund. Over the last several years, staff has reduced the Scope of Work of the parks maintenance contract to include the following items: • Turf aeration has been removed (this maintenance procedure will be completed by our in-house staff and has been scheduled for each park over the course of a year). • Mowing has been reduced to two times a month, with the exception of Arroyo Vista Community Park which remains at four times a month. • Turf fertilization has been reduced from six times a year, to four times a year. • Shrub fertilization has been reduced from four times a year, to two times a year. • The park tree maintenance budget has been reduced by 50%. Staff has made the following adjustments to our in-house maintenance schedule to supplement necessary maintenance activities and invested in equipment to reduce direct costs in the long term: • Reduced water use by 16% in 2009, and 12% in 2010. • Purchased a tractor and aerator in 2011 to continue aeration and maintenance of sports fields (Investment: $36,000). Maintenance of all sports fields has been coordinated with the local sports organizations and will be scheduled around league use throughout the year. • Purchased irrigation controllers that utilize real time evapotranspiration (ETo) data at Peach Hill Park and Mammoth Park in 2011 in an effort to continue to reduce water consumption (Investment: $40,000) • Eto based irrigation controllers are proposed for the remaining parks in 2012. • Turf renovation at Arroyo Vista Community Park was completed in 2011 (Cost: $124,000. A$15,000 contribution from AYSO in 2011 helped offset this cost) Parks and Recreation Commission April 2, 2012 Page 12 • Initiated a park mulching program (Cost: $0, bark mulch is provided by our contract tree trimming company West Coast Arborists and labor is provided by our contract landscape maintenance company) Staff is also working on several future projects to reduce direct costs associated with water use and maintenance activities as funding allows: • Turf reduction plan with a minimum goal of 10% turf reduction in all City parks. (Estimated cost savings: $30,000 per year) • Installation of water saving irrigation equipment such as flow meters and irrigation heads with low precipitation rates. • Replacing turf and shrub areas with native and drought tolerant landscaping. As noted earlier in this report, the Parks Commission recommended adoption of the Recreation Programs and Services Cost Recovery Policy on November 7, 2011 and the City Council approved the policy on January 18, 2012. The policy establishes a process to recover an appropriate portion of the costs associated with City recreation programs, including City sport leagues. The policy mandates that inclusive youth sport programs recover a minimum of 100% direct costs and 50% indirect costs, and restricted/club sports programs recover a minimum of 100% of all costs associated with the program. The key principle of the policy is to provide a framework to modify or eliminate programs that do not meet the cost recovery goals, ultimately minimizing cost implications on the General Fund. During the February 13, 2012 Parks and Recreation Commission meeting, the Commission was asked to provide recommendations on use fees charged to youth sports organizations for field use under their respective agreements. The Commission recommended that all organizations pay the same use fee, with a higher fee charged for tournaments. Since use fees must correlate with any differentiation in use, and staff is recommending that the Commission reconsider differentiating between inclusive/recreational and restricted/club use, staff is also asking the Commission to reconsider a differentiation in use fees. Regular rental rates for sports fields for Group 2 (the rental category under which Moorpark non-profit youth sports organizations fall) are $15 per hour per field. The use fee for fields under the current youth sports organization use agreements is $1.00 per year. Staff has calculated the average hourly facility maintenance costs based on park acreage and the FY 2011/12 parks operating budget as summarized below (see Attachment 1, Sports Park Maintenance Cost Detail): Parks and Recreation Commission April 2, 2012 Page 13 SUMMARY: FIELD USE HOURLY COST/ACRE Unallocated Costs- 151 acres Cost All parks $ 1,116,981.00 Sub-Total $1,116,981.00 Total Park Unallocated Costs/Acre $ 7,397.23 (Cost allocation based on total park acreage,151 acres) Park Maintenance Costs-97 acres Cost Arroyo Vista Community Park $ 155,200.00 Miller Park $ 17,450.00 Peach Hill Park $ 29,450.00 Campus Canyon Park $ 17,650.00 Mammoth Park $ 20,050.00 Sub-Total $ 239,800.00 Total Park Annual Maintenance Costs/Acre $ 2,472.16 (Cost allocation based on total sports park acreage,97 acres) Turf Maintenance Costs-65.25 acres _ Cost Arroyo Vista Community Park $ 68,234.00 Miller Park $ 42,561.30 Peach Hill Park $ 47,590.40 Campus Canyon Park $ 33,022.40 Mammoth Park $ 38,772.40 Sub-Total $ 230,180.50 Total Turf Annual Maintenance Costs/Acre $ 3,527.67 (Cost allocation based on total sports turf acreage,65.25 acres) Total Cost per Acre $ 13,397.06 Total Cost Per Acre/Hour $ 6.44 (Based on 8 hours/day&5 days/week=2080 hours) Total Cost Per Sports Field/Hour $ 9.53 (Sports Field=110 yards x 65 yards=1.48 Acres) As the heaviest users of City sports fields, it is recommended that youth sports organizations pay a portion, and eventually the full amount, of the cost for field maintenance associated with their use. Some payment options for the youth sport Parks and Recreation Commission April 2, 2012 Page 14 organizations include paying a lump sum, paying a per-player fee, or paying per-field per-hour. Based on historical data, a lump sum cost could be calculated and charged as the use fee under an agreement. This option would not account for increases or decreases in field use from year to year, or season to season. Additionally, many youth sports organizations have over-booked fields, since fees were $1.00 per year regardless of amount of use during their use period. Payment per-player would require that a dollar amount per player be established, and the organization would pay based on the number of registered participants. This option would be simple to calculate, but would not reflect actual field use, as some organizations may practice more frequently than others and/or use more field space than others. A per-field per-hour payment would require the organizations to pay an established per-field per-hour fee. Therefore, costs to the organization would be based on actual field usage. Staff recommends the organizations pay per-field per-hour. Based on the above cost analysis, staff recommends assessing a fee of $6.50/hour per acre of field, and $9.75/hour per athletic field for inclusive/recreational use. For restricted/club use, staff recommends adding 15% to the direct maintenance cost. For reasons described earlier in this report, it is reasonable to require a small premium above the City's direct costs to provide restricted/club organizations or teams with priority use of City sports fields over other City residents. Staff also recommends rounding hourly costs up to the nearest quarter-dollar. Hourly field use fees are summarized below: Facility Recreational Sport Groups Restricted/Club Sport Groups Field use, per acre: $6.50/hour $7.50/hour Athletic field: $9.75/hour $11.25/hour In order to allow organizations time to adjust budgets and registration fees, staff recommends a phased-in payment schedule. Staff recommends that new agreements be for a term of three years: July 1, 2012, through June 30, 2015. Use fees would be assessed beginning July 1, 2012, and increased each year of the agreement. After the three-year term, costs would need to be recalculated and use fees reconsidered. Staff also recommends that fees be calculated at the averaged rate, as calculated above (actual costs for Arroyo Vista Community Park are lower than the average and other parks are higher than the average, because AVCP utilizes well-water and does not have the water costs that other parks do). Some options for use fees under an agreement include the following: A. Phase in fees at different dollar amounts or percentages than listed below. B. Staff recommendation from the February 13, 2012 meeting: Parks and Recreation Commission April 2, 2012 Page 15 For inclusive/recreational use: Year 1 (use between July 1, 2012, and June 30, 2013): 50% of maintenance cost Year 2 (use between July 1, 2013, and June 30, 2014): 75% of maintenance cost Year 3 (use between July 1, 2014, and June 30, 2015): 100% of maintenance cost For restricted/club use: Group 2 rate C. Commission recommendation from the February 13, 2012 meeting: One fee for all sports groups for the regular season and a higher fee for tournaments and other use (specific amounts were not recommended) D. Charge a non-resident participant fee, equivalent to the SFE assessment fee (charged once per family per organization per season) in addition to any fee option selected E. Maintain status quo ($1.00 per year for field use) F. Eliminate special use fees and charge all Group 2 Rental Rate If the Commission recommends use fees other than staff recommendation, the Commission will need to specify dollar amounts and/or how the fee(s)will be calculated. Staff recommendation for phasing in fees (for sports fields) under an agreement is as follows: Inclusive/Recreational Team/Organization Year 1 (use between July 1, 2012, and June 30, 2013): • $3.25/hour for athletic fields; $2.25/hour for softball/baseball fields Year 2 (use between July 1, 2013, and June 30, 2014): • $6.75/hour for athletic fields; $4.50/hour for softball/baseball fields Year 3 (use between July 1, 2014, and June 30, 2015): • $9.75/hour for athletic fields; $6.50/hour for softball/baseball fields Restricted/Club Team/Organization Year 1 (use between July 1, 2012, and June 30, 2013): • $4.75/hour for athletic fields; $3.25/hour for softball/baseball fields Year 2 (use between July 1, 2013, and June 30, 2014): • $8.00/hour for athletic fields; $5.50/hour for softball/baseball fields Year 3 (use between July 1, 2014, and June 30, 2015): 115% of maintenance cost • $11.25/hour for athletic fields; $7.50/hour for softball/baseball fields It should be noted that the above rates would apply only to the use under an agreement, which staff recommends be limited to 20 weeks and one annual tournament per fiscal year, as described earlier in this report. Use beyond this would fall under regular rental rates. Staff also recommends instituting a non-resident fee for participants who reside outside of Moorpark city boundaries. Staff recommends charging the equivalent of the SFE Parks and Recreation Commission April 2,2012 Page 16 assessment fee, currently $54.09. The fee would be charged once per family per youth sport organization per fiscal year. Youth sports organizations would need to collect this fee and subsequently pay the fee to the City. Staff has prepared a summary of the estimated annual revenue assessed for each youth sports organization, based on a twenty (20) week season with one (1) annual tournament at the above mentioned rates (see Attachment 2 for a detailed estimate). However, it should be noted that this estimate is based on staffs understanding of the number of teams, frequency and length of games and practices, and season length associated with each organization, and is subject to change once staff has obtained accurate information from each sport organization on their use: Youth Sports Organization Total American Youth Soccer Organization: $37,296 Packers Football: $4,368 Moorpark Soccer Club: $4,500 Moorpark Girls Softball Association: $6,240 Moorpark Little League: $4,368 United States Youth Volleyball League: $1,404 Total: $58,176 As stated earlier in this report, the Group 2 rental rate for both athletic fields and ball fields is $15.00 per hour. For reference, other agencies in the area receive between no money and several thousand dollars each year from youth sports organizations with special agreements for use of agency sports fields. Examples include: Conejo Recreation & Park District: $100.00 processing fee, plus hourly rates of $4.50/field/hour for recreation use and $9.00/field/hour for club use. City of Ventura: Only three organizations still have special use agreements (AYSO and two Little Leagues); other agreements have expired and will not be renewed. Little Leagues pay directly for the field maintenance; AYSO pays $9,000-$12,000 per year. Rancho Simi Recreation and Park District: $850/field/year. (Groups without a special use agreement, such as Chivas soccer, pay $20/1.5 hours/field, or about $13.33/hour/field). Pleasant Valley Recreation and Park District: Fees vary greatly among youth sports groups. For example, Camarillo Girls Softball pays approximately $1,500/year; AYSO and Eagles soccer each pay $30,000/year. Parks and Recreation Commission April 2, 2012 Page 17 City of Oxnard: No fees charged; Oxnard fully subsidizes youth sports organization's use. In addition, staff has had the opportunity to discuss field use fees with Moorpark Unified School District and has obtained the following information in regards to their rates: Moorpark Unified School District: Rental Cost Sport Field/Stadium: $75.00 per day or$7.50/hour based on a 10-hour day Restroom: $15.00/hour Parking Lot: $50.00 per day or$5.00/hour based on a 10-hour day Sub-total: $27.50/hour Custodian: $45.00/hour (weekend and overtime rate) Sub-total: $181hour(based on 4 hours over a 10-hour day_ Total: $45.50/hour It should be noted that MUSD charges a flat rate for field use, regardless of hours used. The above hourly rate required to utilize MUSD's facilities are based on a 10- hour day simply to obtain an hourly average. This cost would increase dramatically if the use was only for a few hours, such as an afternoon practice or evening game schedule. For example, a three (3) hour field use could cost as much $101.67/hour. In addition, some sports organizations have been able to obtain special rates from MUSD, provided they maintain the Districts facilities. For instance, Moorpark Little League currently pays the district a flat annual rate of approximately $4,000. In addition, they are required to maintain the baseball fields, outfield turf areas and pay for all utilities such as water and electricity. According to MUSD, the maintenance costs associated with the four (4) fields that Moorpark Little League utilizes at Chaparral Middle School typically exceeds $25,000/year. For Moorpark Basketball Association, or any other organization using the gymnasium, it is recommended that fees charged under a use agreement for the gymnasium be $20 per hour (the Group 2 rental rate is $50 per hour.) Part-time staff costs may also apply, if the use is outside normal operating hours. Summary of Staff Recommendations for a Youth Sports Use Agreement Policy: 1. Non-profit status of organization: Only Moorpark based 501 (c) (3) organizations be eligible for a use agreement Parks and Recreation Commission April 2,2012 Page 18 2. Minimum number of players required: An organization must register and maintain a minimum of seventy-five (75) players in order to be eligible for a use agreement. 3. Residency and age requirements of players: An organization must maintain a minimum of 80% City of Moorpark residents and serve only youth (age 17 and under or still in high school) in order to be eligible for a use agreement. 4. Inclusive/recreational use and restricted/club use: Use shall be categorized as either inclusive/recreational or restricted/club. Inclusive/recreational use pays a lower use fee and has priority use over restricted/club use in the event of a scheduling conflict. 5. Maximum field and/or facility allocations: The maximum number of fields assigned to a youth sports organization for use under an agreement be governed by the City's Parks and Recreation Master Plan standard field allocations for games; with the City maintaining priority use of its facilities for its own programs and being able to close facilities for maintenance. 6. Maximum use allowed under agreements: Use under an agreement be limited to two seasons (not to exceed 20 weeks per fiscal year) and one annual tournament (not to exceed two consecutive weekends or four days per fiscal year), Summary of Staff Recommendation for Use Fees Under an Agreement: For outdoor sports fields, a phased-in fee schedule as follows: Inclusive/Recreational Team/Organization Year 1 (use between July 1, 2012, and June 30, 2013): • $3.25/hour for athletic fields; $2.25/hour for softbalUbaseball fields Year 2 (use between July 1, 2013, and June 30, 2014): • $6.75/hour for athletic fields; $4.50/hour for softball/baseball fields Year 3 (use between July 1, 2014, and June 30, 2015): • $9.75/hour for athletic fields; $6.50/hour for softball/baseball fields Restricted/Club Team/Organization Year 1 (use between July 1, 2012, and June 30, 2013): • $4.75/hour for athletic fields; $3.25/hour for softball/baseball fields Year 2 (use between July 1, 2013, and June 30, 2014): • $8.00/hour for athletic fields; $5.50/hour for softball/baseball fields Year 3 (use between July 1, 2014, and June 30, 2015): 115% of maintenance cost • $11.25/hour for athletic fields; $7.50/hour for softballbaseball fields • For the gymnasium at the Arroyo Vista Recreation Center: • $20 per hour, plus applicable staff costs Non-resident fee On addition to use fees): • For each non-resident family, include the Single Family Equivalent fee (the SFE is currently at$54.09) per organization, per fiscal year. Parks and Recreation Commission April 2, 2012 Page 19 STAFF RECOMMENDATION 1) Approve staff recommendations for a Youth Sports Organization Use Agreement Policy; and 2)Approve staff recommendations for a fee schedule for use of City facilities under a Youth Sports Organization Use Agreement. Attachments: 1. Sports Park Maintenance Cost Detail 2. Estimated Annual Fee Assessment 3. Youth Sports Organization 2012 Information Summary ATTACHMENT 1 CITY OF MOORPARK-SPORTS FIELD MAINTENANCE COST DETAIL Arroyo Vista Community Park,Miller Park, Peach Hill,Mammoth Highlands,Campus Canyon Park PARKS(Regular Season Sports Use) Turf Acres Park Acres Arroyo Vista -.. _ _.-. 44 69 Miller 5.25 7 Peach Hill 7 10 Campus Canyon _-.. 4.5 - 5 Mammoth Highlands 4.5 6 Sub-total 65.25 97 Total acres'all'City Parks 151 PARK UNALLOCATED COSTS: Salaries,Benefits&Administration $ 9.79,31700 Contracture!Services .00 _.. $ 10,450.00 Legal Services _-_ $ _ 2,000.00 Overhead Alice-Services _ $ 7,013.00 Office Supplies $ _ 500.00 Shop and Operating Supplies $ &000.00 Small - -- -_-- --- -__— , _. _ $ 1,000.00 Subscriptions $ 250.00 Membership and dues i $ 500.00 Education and training $ 2,200.00 Conferences and meetings $ 1,500.00 Mileage _. $ 1,500.00 Equipment Maintenance $ 3,000.00 Vehicle Maintenance i $ _ 9,500.00 Gasoline/Diesel $ 13,000.00 Overhead Alloc-Supplies $ 30,413.00 Telephone Service _ _ _ _- $ 2,400.00 Collection Admin Fee $ 1,800.00 Overhead Alloc-Utilities $ 4,638.00 Vehicle&General Equip.Depreciation $ 38,000.00 Sub-Total Unallocated Costs $ 1,116,981.00 PARK SPECIFIC MAINTENANCE COSTS: Turf Equipment depreciation cost is based on a 20-year life expectancy,50%(approx.$8.40/acre)for repairs/maint and assessed per turf acre: ($32,600/97 acres)/20 years X 50%=$25.20/acre per year Note: turf acres is based on all parks that would require aeration(97 acres total). 50%contingency=approx.$800/yr. in maintenance/repair costs Fuel Consumption: (2.0 gallons/hr.)/3.5 acres/hr.x$4.50/gallon x 20%(contingency) =$3.10/acre 1 I ARROYO VISTA COMMUNITY PARK Arroyo Vista Community Park(Annual Park Maintenance Costs)-69 acre s Contractual _ Dial Security 1$3k,50%MUSD) $ _ 1,500.00 Equipment Rental _ $ 500.00 Landscape Services Contract Landscape Company $ 118,100.00 Electricity Pump $ 6,500.00 Tree Trimming $ 2,600.00 Pay Phone $ 1,000.00 Property Maintenance $ 25,000.00 Sub-Total AVCP Annual Park Maint.Cost $ 155,200.00 Arroyo Vista Community Park(Annual Turf Maintenance Costs)-44 acres turf acres cost/acre Igty/year Water _ - - - $ 4,500.00 8"deep tine aeration 44 $ 25.20 '4 $ 4,435.20 Shatter-tine aeration 44 $ 25.20 1 $ 1,108.80 Tractor fuel 44 $ 3.10. 5 $ 682.00 Fertilization 44 $ 250.00 2 $ 22,000.00 Sand(1/4") 22 $ 1,114.00 1 $ 24,508.00 Broadcast over-seed 22 i $ 500.00 1 $ 11,000.00 Sub-Total AVCP Annual Turf Maint.Cost $ 68,234.00 ' MILLER PARK - Miller Park(Annual Park Maintenance Costs)-7 acres Equipment Rental 1 $ 250.00 Landscape Services Contract Landscape Company $ 12,200.00 Property Maintenance $ 5,000.00 Sub-Total Miller Annual Park Maint.Cost $ 17,450.00 H. Miller Park(Annual Turf Maintenance Costs)-5.25 acres turf acres cost/acre qty/year Water - - - $ 34,500.00 8"deep tine aeration 5.25 $ 25.20 3 $ 396.90 Shatter-tine aeration 5.25 $ 25.20 1 $ 132.30 Tractor fuel 5.25 $ 3.10 4 $ 65.10 Fertilization 5.25 $ 250.00 2 $ 2,625.00 Topper 3 $ 1,114.00 1 $ 3,342.00 Broadcast over-seed 3 $ 500.00 1 $ 1,500.00 Sub-Total Miller Annual Turf Maint.Cost $ 42,561.30 PEACH HILL PARK -- - - Peach Hill(Annual Park Maintenance Costs)-10 acres Equipment Rental $ 250.00 Landscape Services Contract Landscape Company $ 21,200.00 Property Maintenance ' $ 8,000.00 2 Sub-Total Peach Hill Annual Park Maint.Cost $ 29,450.00 r Peach Hill Park(Annual Turf Maintenance Costs)-7 acres turf acres cost/acre qty/year Water --- -- - -_ - -_ $ 32,000.00 8"deep tine aeration 7 $ 25.20 3 $ 529.20 Shatter-tine aeration 7 $ 25.20 1 $ 176.40 Tractor fuel 7 $ 3.10 4 $ 86.80 Fertilization _ -- 7 $ 250.00 2 _- - - $ 3,500.00 Topper 7 1 $ 1,114.00 1 $ 7,798.00 -._. __....Broadcast over-seed 7 $ 500.00 1 $ 3,500.00 Sub-Total Peach Hill Annual Turf Maint.Cost $ 47,590.40 CAMPUS CANYON PARK Campus Canyon(Annual Park Maintenance Costs)-5 acres Equipment Rental $ 200.00 - Tree Trimming $ 500.00 Landscape Services _ Contract Landscape Company $ 12,150.00 Electricity $ 800.00 Property Maintenance $ 4,000.00 Sub-Total Campus Canyon Annual Park Maint.Cost $ 17,650.00 L Campus Canyon Park(Annual Turf Maintenance Costs)-4.5 acres turf acres cost/acre qty/year Water - - - $ 23,000.00 8"deep tine aeration 4.5 $ 25.20 3 $ 340.20_ Shatter-tine aeration 4.5 $ 25.20 1 $ 113.40 Tractor fuel 4.5 $ 3.10 4 $ 55.80 Fertilization 4.5 $ 250.00 2 $ 2,250.00 Topper 4.5 $ 1,314.00 1 _ $ 5,013.00 Broadcast over-seed 4.5 $ 500.00 1 $ 2,250.00 Sub-Total Campus Cyn Annual Turf Maint.Cost $ 33,022.40 MAMMOTH HIGHLANDS PARK Mammoth Highlands(Annual Park Maintenance Costs)-6 acres__ Equipment Rental $ 350.00 Tree Trimming $ 1,100.00 Landscape Services - Contract Landscape Company ' $ 10,600.00 Electricity $ 3,000.00 , Property Maintenance ' $ 5,000.00 Sub-Total Mammoth Park Annual Park Maint.Cost -L $_20,050.00 I Mammoth Highlands(Annual Turf Maintenance Costs)-4.5 acres turf acres cost/acre qty/Year _ --- -- -- - Water - - $ 28,750.00 8"deep tine aeration 4.5 . $ 25.20 3 $ 340.20 3 Shatter-tine aeration 4.5 $ 25.20 1 $ 113.40 'q Tractor fuel 4.5 $ 3.10 4 $ 55.80 Fertilization 4.5 $ 250.00 2 $ 2,250.00 Sand (1/4") 4.5 $ 1,114.00 1 $ 5,013.00 Broadcast over-seed 4.5 $ 500.00 1 $ 2,250.00 Sub-Total Mammoth Highlands Annual Turf Maint.Cost $ 38,772.40 4 SUMMARY: HOURLY COST/ACRE Unallocated Costs-151 acres Cost All parks _ - - - - $ 1,116,981.00 0 _ Sub-Total $ 1,116,981.00 Total Park Unallocated Costs/Acre $ 7,3.97.23 (Cost allocation based on total park acreage,151 acres) Park Maintenance Costs-97 acres Cost Arroyo Vista Community Park', $ 155,200.00 Miller Park _ --- _. $ 17,450.00_ Peach Hill Park _ _ $ 29,450.00 Campus Canyon Park _ __ _ $ 17,650.00 Mammoth Park $ 20,050.00 Sub-Total $ 239,800.00 Total Park Annual Maintenance Costs/Acre $ 2,472.16 (Cost allocation based on total sports park acreage,97 acres) Turf Maintenance Costs-65.25 acres Cost Arroyo Vista Community Park $ 68,234.00 Miller Park 5 _42,561.30 Peach Hill Park $ 47,590.40 Campus Canyon Park $ 33,022.40 Mammoth Park -- --_. __ $ 38,772.40 ,Sub-Total $ 230,180.50 Total Turf Annual Maintenance Costs/Acre $ 3,527.67 (Cost allocation based on total sports turf acreage,65.25 acres) Total Cost per Acre $ 13,397.06 Total Cost Per Acre/Hour $ 6.44 (Based on 8 hours/day&5 days/week=2080 hours) Total Cost Per Sports Field/Hour 9.53 (Sports Field=110 yards x 65 yards=1.48 Acres) STAFF RECOMMENDATION: $6.50/hour per acre&$9.75/hour per sports field 5 ATTACHMENT 2 YOUTH SPORTS LEAGUES-ESTIMATED ANNUAL FEE ASSESSMENT Turf field rates: $9.75/hr.per field(Inclusive),$11.25/hr.per field(restricted) Baseball/softball field rates: $6.50/hr.per field(Inclusive),$7.50/hr.per field(restricted) Per staffs recommendations,use under an agreement shall be limited to two seasons(not to exceed 20 weeks per fiscal year)and one annual tournament(not to exceed two consecutive weekends or four days per fiscal year). Any additional use beyond the 20 week maximum will incure standard Group II rates. AMERICAN YOUTH SOCCER ORGANIZATION(AYSO) Agreement Fields Season(weeks) Pratice hrs./wk Game hrs/wk Estimated hrs/season Estimated annual fee FALL SEASON(Inclusive rate) 10 16 10- 10 3200 $ 31,200.00 SPRING SEASON(Inclusive rate) 4 4 8 8 256 $ 2,496.00 APRICOT JAM(Restricted Rate) 10 4 0 8 320 $ 3,600.00 TOTAL AYSO $ 37,296.00 PACKERS FOOTBALL Agreement Fields Season(weeks) Pratice hrs./wk Game hrs/wk Estimated hrs/season Estimated annual fee FALL SEASON(Inclusive rate) 2 16 10 4 448 $ 4,368.00 TOTAL PACKERS $ 4,368.00 MOORPARK SOCCER CLUB(MX) Agreement Fields Season(weeks) Pratice hrs./wk Game hrs/wk Estimated hrs/season Estimated annual fee FALL SEASON(Restricted Rate) 1 12 10 6 192 $ 2,160.00 PRACTICE SEASON(Restricted Rate) 1 8 6 0 48 $ 540.00 JLMC TOURN.(Restricted Rate) 10 2 0 8 160 $ 1,800.00 TOTAL MSC $ 4,500.00 MOORPARK GIRLS SOFTBALL ASSOCIATION(MGSA) Agreement Fields Season(weeks) Pratice hrs./wk Game hrs/wk Estimated hrs/season Estimated annual fee SPRING SEASON(Inclusive rate) 4 18 8 4 864 $ 5,616.00 FALL SEASON(Inclusive rate) 4 2 8 4 96 $ 624.00 TOTAL MGSA 8 20 16 8 864 $ 6,240.00 ) . B@ . a , ■ ■ ) } $ ) mm § f ) i ) & { , - X § ® , - - iji ;a \ 0I V. \ ;Ti \ ; / ! _ _ LU 2 \ , . ( ) , N 13 ol cu \ \h ATTACHMENT r r City of Moorpark, Recreation Division Youth Sports Organization Information 2012 (As provided by Youth Sports Organizations on the Youth Sports Organization Information Sheet- Calendar Year 2012) Organization Address Phone Web and/or E-mail Ste(s)Used Primary Primary Approx.# Secondary Secondary Approx.# Number Season Start Season End of Weeks Season Start Season End of Weeks American Youth PO Box 241, (805)529- web:moorparkayso org Soccer Organization Moorpark 93021 7666 email: AVCP 8/1/2012 12/31/2012 22 4/1/2012 6/1/2012 10 (AYSO) commissioner96vmomparkayso. org Moorpark Basketball PO Box 514, (805)529- web:moorparkbasketball.org Association(MBA) Moorpark 93020 1140 e-mairogcmoorPark©am.com AVRC gym Did not repond to request for information Moorpark Girls PO Box 246, (805)338- Softball Association Moorpark 93021 6694 moorpaikgidesoftball.net AVCP 2/25/2011 6/30/2011 18 8/1/2011 11/1/2011 13 (MGSA) Moorpark Little PO Box 496, (805)529- moorparkll.com email: Poindexter 3/3/2011 6/9/2011 14 N/A N/A 0 League(MLL) Moorpark 93020 2931 info®moorparkll.com Park Moorpark Packer 4215 Tierra Rejada (805)530- moorparkpackers.com e-mail: Football(Packers) Road PMB 207 0358 info@moorparkpackers.mm AVCP 7/9/2012 11/17/2012 19 N/A N/A 0 Moorpark 93021 Moorpark Soccer PO Box 373, (805)532- Campus Club(MSC) Moorpark 93020 9292 moorparksoccerab. ucom Canyon& 9/8/2012 11/28/2012 12 1/2/2012 9/7/2012 40 Miller United States Youth 2771 Plaza Del (805)701- Volleyball League Amo Suite 808, 3412 usyN.org MH 4/4/2012 6/2/2012 9 9/1/2012 11/1/2012 9 (USWL) Torrance, CA 90503 City of Moorpark, Recreation Division Youth Sports Organization Information 2012 (As provided by Youth Sports Organizations on the Youth Sports Organization Information Sheet- Calendar Year 2012) Organization 2011 Partic. anon Number of teams %MOOryark 2012 ESL Number of teems %Moorpark 0 p Residents' Participation Residents' Ages Served Fees Charged American Youth Soccer Organization 1250 146 99% 1300 150 99% 4-19 $110 (AYSO) Moorpark Basketball • Association(MBA) Moorpark Girls $140($100 for Softball Association 246 22 95% 200 18 95% 5-14 ($1 6u ( ) MGSA) Moorpark Little 140 12 100% 140 11 100% 7-14 $250 League(MLL) Moorpark Packer 211 9 98% 220 9 99% 6-14 $330-360 Football(Packers) Moorpark Soccer 150 10 98%. 170 11 98% 7-18 $325 Club(MSC) United States Youth $125-$145- Volleyball League 181 26 80% 215 30 64% 7-15 $185 (USYVL) As reported by group',does not reflect actual percentage. ITEM 9 /9 MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California February 13, 2012 A Special Meeting of the Parks and Recreation Commission of the City of Moorpark was held on February 13, 2012, in the Council Chambers of said City located at 799 Moorpark Avenue, Moorpark, California. 1. CALL TO ORDER: Chair Ellis called the meeting to order at 6:35 p.m. 2. PLEDGE OF ALLEGIANCE: Jeremy Laurentowski, Parks and Landscape Manager, led the Pledge of Allegiance. 3. ROLL CALL: Present: Commissioners Zachary Cook, Thomas Pflaumer, Sandra Thompson, Julie Weisberger, and Chair Patrick Ellis. Staff Present: Assistant City Manager Hugh Riley, Parks and Landscape Manager Jeremy Laurentowski, Landscape and Parks Superintendent Allen Walter, Recreation Superintendent Stephanie Shaw, and Administrative Assistant Patty Anderson. 4. SPECIAL AGENDA ITEMS: None. 5. PUBLIC COMMENTS: There were four public comments: Jessie Day requested the City reconsider its current policy and allow bikes in the Skate Park. Bob Day, 2131 Olsen Road, Thousand Oaks, also requested the City reconsider its current policy and allow bikes in the Skate Park. Austin Boswell also requested the City reconsider its current policy and allow bikes in the Skate Park. Garry Boswell also requested the City reconsider its current policy and allow bikes in the Skate Park. P&R Commission Meeting February 13, 2012 Page 2 6. REORDERING OF, AND ADDITIONS TO, THE AGENDA: MOTION: Commissioner Weisberger moved and Commissioner Thompson seconded a motion to add an item at tonight's meeting, following the Consent Calendar, for the Commission and staff to determine a date for holding a spring park tour. The motion was carried by unanimous vote. Chair Ellis requested that item 9.0 from the Consent Calendar be pulled for individual consideration. 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS: Commissioner Thompson requested as a future agenda item for discussion, allowing bikes in the City's Skate Park. Chair Ellis submitted a written request for a future agenda item, requesting the consideration of constructing a facility to accommodate BMX freestyle activity. 8. PRESENTATION/ACTION/DISCUSSION: A. Consider Youth Sports Organization Use Agreement Policy and Fees for Use. Staff Recommendation: Provide recommendations for 1) a Youth Sports Organization Use Agreement Policy and 2) use fees under agreements, for consideration by the City Council. Stephanie Shaw gave the staff report. There were 13 speakers: Bill Gratke, 4618 Big Country Court, Moorpark, Regional Commissioner for AYSO, questioned the cost increase as compared to Conejo Creek in Thousand Oaks, and would like the City to help with subsidizing the cost. Jose Luis Godinez, 4285 Peach Slope Road, Moorpark, with Moorpark Soccer Express, stated that he opposes the proposed fee increase. Christopher Harvill, 15201 Middle Ranch Road, Moorpark, with Moorpark Soccer Club, stated that he opposes the proposed fee increase and the verbiage of everyone plays versus competitive. Dan Toomey, 15509 Harte Lane, Moorpark, with Moorpark Packers, stated that he was concerned with the different fees proposed for different P&R Commission Meeting February 13, 2012 Page 3 types of leagues, as well as the proposed field allocation policy due to safety concerns. Stefano Borzone, 4057 Weeping Willow Drive, Moorpark, Moorpark Packers President, opposed the proposed fee increase. Michael Scanlon, 4422 Terracemeadow Court, Moorpark, with Moorpark Soccer Club, stated that he opposes the proposed fee increase and is concerned with the distinction of everyone plays and club leagues. Alyse Cronk, 13445 Laurelhurst Road, Moorpark, with Moorpark Soccer Express, stated that she opposes the distinction the proposed policy is placing on Moorpark Soccer and the increased fee. Stuart Levenson, 15464 Borges Drive, Moorpark, with Moorpark Soccer Club, stated that he opposes the proposed fee increase. Sean Scanlon, 488 McFadden Avenue, Moorpark, with Moorpark Soccer Club, stated that he does not agree with the verbiage used of competitive and noncompetitive in the proposed policy. Rene Herrera, Moorpark resident, with Moorpark Soccer Club, stated he does not agree with the verbiage used of competitive and noncompetitive used in the proposed policy. Lize Houston, Moorpark resident, with Moorpark Soccer Club, stated she does not agree with the verbiage used of competitive and noncompetitive in the proposed policy. Daniel Cronk, 13445 Laurelhurst Road, Moorpark, Moorpark Soccer Club President, stated that coaches do not get paid, but they do pay trainers. He opposes the different fees for different leagues proposed in the policy. Joe Johns, with Moorpark Soccer Club, stated he feels Moorpark Soccer Club has not been treated as fairly as other sports organizations regarding sports agreements. He also opposes the proposed fee increase. The Commission and staff discussed the proposed policy and public input. Some recommendations by the Commission for consideration by staff and City Council were: eliminate distinction between everyone plays and club leagues; create a two tier fee schedule, with equal fees for all Moorpark non-profit youth sports organizations' regular season play, and higher fees for all tournaments or other outside activities; and re-examine field allocations to account for safety. P&R Commission Meeting February 13, 2012 Page 4 B. Resume Focused Discussion of Proposed Goals and Objectives for FY 2012/13. Staff Recommendation: Discuss and suggest new, revised, or deleted objectives for FY 2012/13 for City Council consideration. Hugh Riley gave the staff report. The Commission reviewed the current Goals and Objectives and recommended the following changes and deletions for consideration: Vl.A.6. Install lighting at east parking lots, soccer fields, and multi-purpose court at AVCP. Recommendation was to place this item as a high priority, as well as improved lighting at some park basketball courts as needed. VI.A.9. Construct a wood ball wall at a selected City park by June 30, 2012. Recommendation was to move to the 5+ year list. VI.A.19. By December 31, 2011, develop cost estimate to acquire temporary, collapsible outfield fencing at AVCP for one of the softball fields. Recommendation was to change the completion date to December 31, 2012. VI.A.22. By March 31, 2012, evaluate feasibility for greater use of Country Trail Park by youth sports teams and include construction of a restroom. Recommendation was to remove this item. VI.C.2. Evaluate use of artificial turf for playing fields at City parks including maintenance and replacement costs. Recommendation was to remove this item. The Commission reviewed the current Potential Objectives and recommended the following changes or deletions for consideration: 16. Upgrade plumbing fixtures in public restrooms to include sensor activation. Recommendation was to move to actual objectives, 0-2 years in FY 2012/13. 29. Evaluate feasibility of constructing a small lake in a City park. Recommendation was to remove this item. 40. Install outdoor fitness equipment at one or more parks. Recommendation was to move this item to actual objective in FY 2012/13. P&R Commission Meeting February 13, 2012 Page 5 51. Evaluate feasibility of public or private BMX facility in City. Recommendation was to move this item to actual objective in FY 2012/13, and to change "BMX"to "BMX Freestyle". 9. CONSENT CALENDAR: MOTION: Commissioner Thompson moved and Commissioner Weisberger seconded a motion to approve the Consent Calendar, with the exception of Item 9.C, which was pulled for individual consideration. The motion was carried by unanimous voice vote. A. Approval of Minutes for the Parks and Recreation Commission Park Tour Meeting of January 14, 2012. Staff Recommendation: Approve as presented. B. Parks Quarterly Report. Staff Recommendation: Receive and file report. C. Recreation Programming Quarterly Report. Staff Recommendation: Receive and file report. The Commission discussed with staff the feasibility of keeping the two sports programs NFL Punt, Pass, and Kick, and NBA Dribble, Dish, and Swish, due to the decline in attendance over the years and loss of revenue. MOTION: Chair Ellis moved and Commissioner Cook seconded a motion to receive and file item 9.C. The motion was carried by unanimous voice vote. At this time, the Commission and staff discussed a date to conduct a spring park tour. It was the consensus of the Commission to hold a spring park tour on Saturday, May 19, 2012, at 10:00 a.m. 10. ADJOURNMENT: The meeting was adjourned at 9:25 p.m. APPROVED: Respectfully submitted Patrick Ellis, Chair Patty Anderson, Administrative Assistant ITEM 913 CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Stephanie Shaw, Recreation Superintendent PREPARED BY: Martha Duenas, Recreation Supervisor DATE: March 24, 2012 (Meeting of April 2, 2012) SUBJECT: Winter Camp Moorpark 2011 Summary BACKGROUND The City of Moorpark has offered a winter session of the Camp Moorpark Day Camp program at AVRC for the past several years. The program is open to children ages 4 years, 9 months through 12. DISCUSSION Winter Camp Moorpark was held during the Moorpark Unified School District's winter break, from December 19-30, 2011. Camp hours of operation were from 9:00 a.m. to 3:00 p.m. Extended care remained available from 7:00 to 9:00 a.m. and from 3:00 to 6:00 p.m. Winter Camp offered two different weekly themes. The first week's theme was 'Winter Wonderland," which featured a walking trip to Baskin Robin's for ice cream sundaes, a snowflake scavenger hunt, Frosty the Snowman movie and a special visit from Santa Claus. The walking trip was cancelled due to rain, instead campers enjoyed ice cream sundaes on site. The second week's theme was Penguin Parade," which featured a bounce tent party at Glenwood Park, Happy Feet movie, and an artic cool party, where campers had a penguin costume party and made pipe cleaner penguins. Bus Field Trips were not offered this year in a continued effort to reduce costs. A total of 59 unduplicated campers participated in the winter session, with an average daily attendance of 28.9:This figure increased from last year's numbers. In addition, 8 new children enrolled in the program, who will hopefully continue to participate in Camp Moorpark in future seasons of camp. Overall, the program ran smoothly and the children enjoyed the various activities and walking trips. No complaints were received. While the program realized a gross revenue, the program was not able to recoup all costs. A budget summary is attached. Page 2 WINTER CAMP MOORPARK BUDGET SUMMARY Participants 59 Participants 35 Participants 25 GROSS REVENUE $7,610.00 GROSS REVENUE $3,992.00 GROSS REVENUE $2,851.00 Direct Costs $4,073.89 Direct Costs $2,409.68 Direct Costs $2,203.68 Walking Trips $130.00 Walking Trips $111.41 Walking Trips $48.81 Activity Supplies $265.29 Activity Supplies $79.87 Activity Supplies $98.87 Performer $30.00 Performer $40.r Equipment Replacement $0.00 Advertising Advertising $172.80 Advertising $192.00 Part-time Staff Costs $3,648.60 Part-time Staff Costs $200560 Part-time Staff Costs $1,864.00 Indirect Costs $4,470.74 Indirect Costs $4,869.67 Indirect Costs $6,011.00 Full-Time Staff $3,477.81 Full-Time Staff $3,688.58 Full-Time Staff $4,419.00 Overhead $992.93 Overhead $1,181.09 Overhead $1,592.00 TOTAL COST $8,544.63 TOTAL COST $7,279.35 TOTAL COST $8,214.68 Gross Profit/(Loss) $3,536.11 Gross Profit/(Loss) $1,682.32 Gross Profit/(Loss) $647.32 Net Profit/(Loss) ($934.63) Net Profit/(Loss) ($3,287.35) Net Profit/(Loss) ($5,363.68) Net Per Participant ($15.84) Net Per Participant ($93.92) Net Per Participant ($214.55) CAMP MOORPARK ATTENDANCE SUMMARY 2011-2012 Season 2010-2011 Season 2009-2010 Season Average Daily Attendance 28.9 Average Daily Attendance 17.75 Average Daily Attendance 12.5 Minimum Attendance 16 Minimum Attendance 14 Minimum Attendance 7 Maximum Attendance 43 Maximum Attendance 22 Maximum Attendance 19 Total Participants 59 Total Participants 35 Total Participants 25 New Partici•ants 8 New Parlici•ants 8 New Partic•ants 6 STAFF RECOMMENDATION Receive and file report. ITEM 9 G CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks 8 Recreation Commission FROM: Stephanie Shaw, Recreation Superintendent Dylan Gunning, Recreation Coordinator I DATE: March 27, 2012 (Meeting of April 2, 2012) SUBJECT: 2011 Visits from Santa Program Summary BACKGROUND The City of Moorpark has offered Visits from Santa over approximately the last twenty years, but not consistently. This program was reintroduced to City of Moorpark residents in 2007, and was offered again to residents in December 2011. DISCUSSION Visits from Santa offered residents the chance to surprise their children with a special visit from Santa in their own homes. Each home was visited by Santa knocking at the door and spreading holiday cheer by delivering gifts that parents had left at a designated location, reading stories, singing songs, and posing with children for pictures. Part-time recreation staff escorted Santa to each location and assisted him as needed. Visits from Santa were scheduled on December 22, 23, and 24 from 8:00 to 10:30 a.m.; December 16 and 23 from 5:30 to 8:30 p.m.; and December 17 from 330 to 6:00 p.m. and 6:00 to 8:30 p.m. The most popular Visit time this year was on Friday, December 23 with a total of 7 home visits. Visits were $52 each on all dates except Christmas Eve. Visits on Christmas Eve were $75. Each visit lasted approximately 10 minutes, with a limit of six children per visit. Overall, residents were pleased with the program, and staff received positive comments on the activity. Enrollment was slightly lower this year serving, 108 children and 93 adults, for a total participation of 201. A total of 20 different homes were visited. Camp Moorpark also scheduled two visits for Winter Camp. The decrease in participation may be due in part to an increase in fees. Staff will reconsider fees charged for 2012, in an effort to increase participation while meeting cost recovery targets. Parks and Recreation Commission April 2, 2012 Page 2 This year the City contracted with two different performers. One was a real-bearded Santa, with whom the City had successfully worked with in the past. This contractor also serves as the Santa for Universal Studios, and therefore had very limited availability. The other contractor worked evenings, which are the more popular time slots. Both contractors provided excellent service and received very positive feedback from the event participants. The event saw positive gross revenue, but was not able to recover indirect costs. It should be noted that for the 2009 report, a comprehensive cost allocation system was implemented to better calculate overhead and full-time staff costs. This system was refined for the 2010 report, resulting in an increase in the reported full-time staff and overhead costs. A budget summary is included below. 2011 2010 2009 Registrations 22 Registrations 28 Registrations 52 Home Visited 20 Home Visited 24 Home Visited 56 Participants 201 Participants 233 Participants 991 GROSS REVENUE 11,021.00 GROSS REVENUE $1,250.00 GROSS REVENUE $2.505.00 DIRECT COSTS $430.3 DIRECT COSTS $883.00 DIRECT COSTS 31,828.11 Contractor $275.00 Contractor $560.00 Helsel&Cohoon(Santa) $1,255.00 Advertising $000 Advertising $96.00 Advenising $82.24 Part-time staff costs. $155.33 Part-time staff costs $207.00 . Part-time staff costs $270.62 Santa Suit $220.14 INDIRECT COSTS $2,526.46 INDIRECT COSTS $1,153.09 INDIRECT COSTS 1966.3$ Full-time staff costs; $2391.59 Full-time staff costs $1,621.27 Full-time staff costs $017.36 Overhead costs $134.87 Overhead costs $131.82 Overhead costs $149.00 TOTAL COST 12,956.19 TOTAL COST $2,616.12 TOTAL COST $2,794.36 Gross ProfiV(Loss) $$90.67 Gross ProfiV(Loss) $387.00 Gross Profit/(Loss) $877.00 Net Profit/(Loss) ($1,935.79) Net Profitl(Los) 41,386.12 Net ProfiH(Los) ($289.36) Net Pro*a(LOse)per participant ($9.63) Net ProfitgLoss)per participant ($5.86) Net Profit(Loss)per paNcipant ($0.66) STAFF RECOMMENDATION Receive and file the report. ITEM 9 CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks & Recreation Commission FROM: Stephanie Shaw, Recreation Superintendent Dylan Gunning, Recreation Coordinator I DATE: March 27, 2012 (Meeting of April 2, 2012) SUBJECT: 2011 Breakfast with Santa Event Summary BACKGROUND In 1989, the City of Moorpark began offering a Breakfast with Santa event. In 2003, a brunch with Santa on Sunday was added. After 2005, both programs were discontinued. The event was reinstated in 2010 with the Breakfast only. DISCUSSION Breakfast with Santa was held on Saturday, December 17, 2011, at AVRC. The doors opened at 8:00 a.m. and the event concluded by 10:45 a.m. The event featured a gourmet breakfast catered by the Grinder restaurant, photos with Santa, and holiday craft projects. The hostess station was placed at the front lobby entrance, with a part-time recreation employee greeting each family. At check-in, each family was given a ticket indicating the number of people in their family for breakfast, photos, and crafts. The Sycamore Room was set up for both the breakfast service and photos with Santa. A "Santa's Village" set was constructed. The backdrop was placed on a portable stage. The set was decorated with wreathes, ornaments, a chimney, large presents, and a chair for Santa. A printed 3.5" x 5" digital photo was included in the registration fee for each child and infant. Some families with multiple children opted to have group photos taken. Each family received the number of photos equal to the number of infants and children in their family. For breakfast service, the room was set up with round tables and chairs covered in green, tan, and black linens. The tables were decorated with miniature Christmas trees and garland. Breakfast was catered by the Grinder Restaurant and included one pancake, hash brown potatoes, 2 eggs, and 2 bacon or sausage. Coffee was donated by Java Kai Coffee. The City provided juice. Breakfast was served through the kitchen window by part-time recreation staff. Parks and Recreation Commission April 2, 2012 Page 2 The Jacaranda room was set up as the craft workshop, where children and their parents worked on the craft activities. Each child who attended the event received a gingerbread house frame craft and two personalized greeting cards to color. Overall attendance for the event was 83 participants. Registration fees were lowered this year in an attempt to increase participation. 2011 registration fees were $15 for children, $10 for toddlers, and $8 for adults. Included in the registration fee was breakfast for all participants, a photo with Santa for toddlers and children, and a holiday craft project for children. Staff received very positive feedback from the participants and the event ran smoothly. The program was not able to recoup its direct costs. However, attendance was up by 28% this year compared to 2010. It should be noted that attendance built over time for the prior events, which is why a brunch event was added in 2003. It is anticipated that a • similar pattern will emerge, and participation in the event is expected to increase substantially next year, increasing gross revenue. Staff will also attempt to secure donations (either in-kind or cash) to reduce costs and/or increase revenue to address the budget shortfall. A budget summary is included below. BREAKFAST WITH SANTA BUDGET SUMMARY • 2011 EVENT 2010 EVEUT 2005 EVENT Participants 83 Participants 60 Participants 167 GROSS REVENUE $854.00 GROSS REVENUE $916.00 GROSS REVENUE $1,607.50 DIRECT COSTS $842.33 DIRECT COSTS $9$3.28 DIRECT COSTS $63875 Publicity $95.37 Publicity $57.60 Publicity $0.00 Food 8 Supply $592.33 Food $678.74 Food $364.71 Santa $175.00 Santa $175.00 Santa $180.00 Craft $75.00 Craft $43.94 Craft $58.90 Decorations $0.00 Decorations $0.00 Decorations $0.00 Photos $0.00 Photos $0.00 Photos $32.14 Part-time Staff Costs $30211 Part-time Staff Costs $281.50 Part-time Staff Costs $238.33 INDERECT COSTS $3,100.26 INDERECT COSTS $2,881.81 INDERECT COSTS $6366.03 Ovadead Costs $216.53 Overhead Casts $250.19 Overhead Costs $339.78 Full lime Staff Costs $2,883.73 Full Time Staff Costs $2,431.62 Full lime Staff Costs $3,026.25 TOTAL COST $4,244.70 TOTAL COST $3,916.59 TOTAL COST $4,240.11 Gross ProfiU(Loss) ($290.44) Gross Profit/(Loss) ($318.78) Gross Profit/(Loss) $733.52 Net Profit/(Loss) ($3,390.70) Net Profit/(Loss) ($3,000.59) Net Profit/(Loss) ($2,632.51) Net Profit/(Loss) ($40.85) Net Profit/(Loss) ($50.01) Net Profit/(Loss) ($15.76) per participant per participant per participant STAFF RECOMMENDATION Receive and file the report.