HomeMy WebLinkAboutAG RPTS 2011 1107 PR REG s . eCaty et-MOO/Pant q
�yQ�`
j 'y PARKS, RECREATION & COMMUNITY SERVICES DEPARTMENT
799 Moorpark Avenue,Moorpark,California 93021 (805)5174200 fax(805)532-2550
PARKS AND RECREATION COMMISSION MEETING AGENDA
November 7, 2011
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:
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 Recreation and Active Adult Programs and Services Cost Recovery
Policy. Staff Recommendation: Approve the cost recovery policy for
consideration by the City Council.
B. Consider Sport Fields Rental Policy. Staff Recommendation: Approve the
Sport Fields Rental Policy for consideration by the City Council.
C. Update on Adopted Revised Rules and Regulations for City Park Rentals
and Adopted Revised Park Rental Fees. Deposits,and Additional Changes.
Staff Recommendation: Staff,will give an oral report.
9. CONSENT CALENDAR:
A. Approval of Minutes for Parks and Recreation Commission Special Meeting
of June 27, 2011. Staff Recommendation: Approve as presented.
B. Recreation Programming Quarterly Report. Staff Recommendation:Receive
and file report.
Parks and Recreation Commission.Agenda
November 7, 2011
Page 2
C. July 3'" Fireworks Extravaganza Event Report. Staff Recommendation:
Receive and file report.
D. Arts Festival Event Report. Staff Recommendation: Receive and file report.
E. Talent Show Event Report. Staff Recommendation: Receive and file report.
•
F. Parks Quarterly Report. Staff Recommendation: Receive and file report.
• 10. ADJOURNMENT:
All writings and documents provided to the majority of the Commission regarding all agenda Reins 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 Otis webatte at
www.ci.moorparic.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 ao 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 PublicCommenb portion of the meeting;
and for• Discussion item, prior to the Chains 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 oralfy'for Discussion Items. Any questions concerning
any agenda item may be directed to the Parke and Recreation Department at 5174227.
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) 5174227. Upon request,the agenda can be made available In appropriate alternative
formats to persons with•disability. Any request for dksbl lty-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 35.102-25.104;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 November 7, 2011.
Executed this 2nd day of November 2011, at Moorpark, California.
tea.. Genespee-2-41-2---__.
-any Ande jn
Administrati e Assistant
Parks, Recreation & Community Services Department
ITEM
OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks and Recreation Commission
FROM: Hugh R. Riley, arks, Recreation & Community Services
Directo
PREPARED BY: Stephanie Shaw, Recreation Supervisor
DATE: October 1, 2011 (Meeting of November 7, 2011)
SUBJECT: Consider Recreation and Active Adult Programs and Services
Cost Recovery Policy
Background
The Recreation Division and Active Adult Center offer a wide variety of recreational
programs to the community. Fees and other revenue sources are currently established
by staff based on historical data and current market rates. At this time, there is no
formal policy regarding how program fees and other revenue sources are established,
or to what extent recreation programs will be subsidized by the general fund.
Discussion
The Parks and Recreation Commission is being presented with a proposal for a
Recreation and Active Adult Programs and Services Cost Recovery Policy (Policy). The
purpose of this Policy is to provide direction to staff in calculating and establishing fees
and charges for recreation programs, to establish a process to recover the appropriate
portion of cost based on the recovery goals of the program, to provide a framework to
modify or eliminate programs that do not meet the minimum cost recovery goals, and to
determine the extent to which the General Fund may subsidize recreation programs and
services. Division staff will establish the appropriate strategies for reaching cost
recovery goals, based on maintaining quality programs while meeting required cost
recovery goals.
The Policy categorizes and defines program costs, revenue sources, program
categories, and recovery levels. Program costs are categorized as direct costs, which
include all costs charged to the program budget and part-time staff costs, and indirect
costs, which include division overhead costs, facility use costs, and full-time staff costs
associated with the planning and administration of the program. Revenue sources
Honorable Parks and Recreation Commission
November 7, 2011
Page 2
include user fees, sponsorships and donations, vendor fees, grants, and advertising and
promotional fees.
Each program or service offered through the Arroyo Vista Recreation Center will be
placed in a program category, according to the type, purpose, and structure of the
program. Program categories include community event, special event, other event, day
camp, recreation classes and specialty camps, adult sports program, youth sports
program, tournaments and competitions, vital services, nutrition programs, and special
interest groups.
These program categories are then placed into a recovery level. The recovery levels
establish the required minimum and target cost recovery goals for each program cost
category. Programs must meet the minimum recovery goal in order to continue
operating. Staff will attempt to reach the target recovery goal for each program. There
are five recovery levels, ranging from level 1 (high subsidy) to level 5 (no subsidy). The
cost recovery matrix defines which program categories are included in each recovery
level.
The policy also includes a right of exclusion for certain programs. The right of exclusion
allows the City Council to exclude a program from the Policy, allowing that program to
operate below recovery goals or without revenue sources.
STAFF RECOMMENDATION
Approve the Cost Recovery Policy for consideration by the City Council.
Attachment 1 —Draft Cost Recovery Policy
Attachment 1
SECTION 1. RECREATION AND ACTIVE ADULT PROGRAMS AND
SERVICES COST RECOVERY POLICY
1. Purpose
The purpose and intent of the City Council in adopting the Recreation and Active
Adult Programs and Services Cost Recovery Policy is to provide direction to staff
in calculating and establishing fees and charges for recreation programs, to
establish a process to recover the appropriate portion of -cost based on the
recovery goals of the program, to provide a framework to modify or eliminate
programs that do not meet the minimum cost recovery goals, and to determine
the extent to which the General Fund may subsidize recreation programs and
services.
2. Program Costs
Costs for each program shall be divided into two categories: 1. direct costs, and
2. indirect costs. Each cost category shall have established minimum and target
cost recovery percentages. As it is impractical to define and allocate costs above
the division level, revenue received in excess of direct and indirect costs shall be
considered net revenue. Costs for programs shall be defined as follows:
"Direct Costs" shall mean all costs directly associated with a program and
charged to the program's budget, and all part-time staff costs associated with
direct staffing of a program.
"Indirect Costs" shall mean all division costs associated with the program and
charged to the division budget, facility costs, and staff costs associated with
planning and administration of the program.
"Net Revenue" shall mean revenues received in excess of direct and indirect
costs.
3. Revenue Sources
A variety of revenue sources may be used to meet a program's designated cost
recovery goal. Staff will determine the most appropriate revenue sources to
assign to a program. Revenue sources include the following:
User Fees: Fees charged to the individual or team participating in a program,
including admission fees and registration fees.
Sponsorships and Donations: Contributions in support of a specific program or
service given to the City by private businesses or organizations.
Vendor Fees: Fees charged to vendors (such as food booths and arts and crafts
booths) to participate in recreation programs.
Grants: Funding received by the City from a public, private, or non-profit grant or
subvention program.
Advertising and Promotional Fees: Fees charged for advertisements placed in
recreation publications, temporary program or facility naming rights, providing
program or service equipment or supplies baring the promoter's name or logo,
and providing ancillary items or printed materials baring the promoter's name or
logo.
4. Program Categories
Each recreation program and service offered by the City shall be placed in a
Program Category. A program shall be placed in the category that best defines
the type, purpose, and structure of the program. Program Categories shall be
defined as follows:
A. "Community Event" shall mean a community-wide event that meets all of the
following criteria: 1) benefits the community as a whole; 2) appeals to broad
segments of the community; 3) is traditionally offered by a pubic agency; 4) does
not require advance registration to attend. Examples: Fireworks Extravaganza,
Moorpark Arts Festival
B. "Special Event" shall mean an event that meets the following criteria: 1)
benefits a large segment of the community; 2) appeals to a specific demographic
or population; 3) is typically offered by a pubic agency. Examples: Easter Egg
Hunt, Trick or Treat Village, Teen and Senior events.
C. "Other Event" shall mean all other events that do not fall into Community or
Special event categories. Example: Visits from Santa.
D. "Day Camp" shall mean a general camp program for youth that does not focus
on a specific activity type or topic. Examples: Camp Moorpark, Adventure Camp.
E. "Recreation Classes and Specialty Camps" shall mean any class, workshop,
or specialty camp that focuses on a specific activity type or topic and is
instructional or developmental in nature. Examples: Beginning Ballet, Lego
Engineering Camp, Tot Sports classes, Yoga.
F. "Adult Sports Program" shall mean an intra-community sports program which
is offered for individuals ages 16 and older, is recreational in nature, and is open
to a variety of playing abilities. Examples:Adult softball league, soccer league.
Pegs 2 c15
G. "Youth Sports Program" shall mean an infra-community sports program which
is offered for individuals ages 16 and younger, is recreational in nature, and is
open to all playing abilities. Example: Youth Basketball League, Punt, Pass &
Kick.
H. "Tournaments and Competitions" shall mean an activity that offers a higher
level of competition than typical recreation level programs. Sports tournaments,
extreme challenge events, and timed bicycle or running events are included
under this definition. Example: Softball tournament sponsored bythe City.
I. "Vital Services' shall be defined as services or activities that are essential to
the health and well-being of the individual or community, are typically offered by
a public agency, and are not available to the public through other sources.
Example: Senior blood pressure clinic.
J. "Nutrition Programs" shall be defined as programs and services that promote
the health and well-being of individuals by providing balanced meals, nutrition
education, and/or opportunities to improve healthy eating habits. Example:
Senior congregate meals.
K. "Special Interest Groups" shall be defined as social gatherings that do not
have a paid instructor or supervisor at which the group will: 1. Discuss topics of
interest; 2. Provide emotional or social support to group members; or 3. Work
together on or participate in a common activity. Examples: Book club, social
bridge group.
5. Definition of Recovery Levels
Program Categories will be placed into recovery levels establishing the
percentage of required minimum and target cost recovery the program. Levels
are defined as follows:
Level One: Programs that are of a benefit to the whole community or are
essential to the health and well-being of a target segment of the community, are
typically provided by public agencies and not typically available through other
providers, and require minimal commitment from participants (minimal time or
financial investment is required, performance of program would not be altered by
the absence of a single participant, and/or advance registration is not required.)
Level Two: Programs that provide a benefit to a targeted segment of the
community, are often offered by public agencies, are limited in availability from
other providers, and require minimal commitment from participants.
Level Three: Programs that provide both a community and individual benefit, are
often offered by public agencies and may be available through other providers,
and require some level of commitment from participants.
Page 3 M5
Level Four: Programs that have a greater individual than community benefit, may
be offered by public agencies or private businesses or other providers, are
instructional or recreational in nature, and require a strong commitment from the
participant (substantial time or financial investment is required, performance of
program may be altered by the absence of a participant, and/or advance
registration is required.)
- - Level Five: Programs that-provide primarily an individual benefit and are
specialized or competitive in nature.
6. Cost Recovery Matrix
In accordance with the Cost Recovery Levels, the following matrix has been
developed. The minimum recovery indicates the percentage of costs that must
be recovered in order to continue offering the program. The target recovery
indicates the percentage of costs that staff will attempt to recover through
program fees and other revenue sources.
Direct Costs Indirect Costs Net Revenue
Mnimum Target Mninum Target Mninum Target
Programs and Levels Recovery Recovery Recovery Recovery Recovery Recovery
Level One: Includes:
Community Events (A)
Vital Services (I) 25% 100% 0% 25% 0% 0%
Nutrition Programs (M
Level Two: Includes:
Special Events (B) 50% 100% 0% 50% 0% 0%
Special Interest Groups (K)
Level Three: Includes:
Day Camps(D) 100% 100% 50% 75% 0% 0%
Youth Sports Programs (G)
Level Four: Includes:
Recreation Classes and Specialty Camps (E) 100% 100% 75% 100% 0% 10%
Adult Sports Programs (F)
Level Five: Includes:
Other Events (C ) 100% 100% 100% 100% 0% 50%
Tournaments and Competitions (H)
s
Pape4 5
7. Cost Recovery Implementation and Management
Division staff will establish strategies for achieving cost recovery goals.
Strategies will be implemented based on the best interests of maintaining a
strong program and reaching the designated recovery goals within a period not to
exceed one year. The process for cost recovery shall be as follows:
a. Each recreation program or service will be assigned to the appropriate
Program Category, establishing the recovery level for the program
b. Staff will determine appropriate revenue source(s) for the program and
establish user fees, sponsorships/donations, vendor fees, and/or grant
amounts necessary to meet minimum cost recovery.
c. Programs will be reviewed annually to determine if they are meeting the
minimum cost recovery percentage.
d. Programs that are unable to meet the minimum cost recovery will be
reviewed by the Parks, Recreation, and Community Services Director for
consideration of appropriate action, including restructuring or eliminating
the program.
e. Programs that meet minimum cost recovery and do not exceed target
recovery will not require action.
E Programs that exceed target cost recovery will be reviewed to determine
whether or not fees should be decreased, the program should be placed in
a different Program Category or Recovery Level, or other action is
needed.
8. Right of Exclusion
The City Council reserves the right to exclude individual programs from the Cost
Recovery Policy. Said programs will be fully budgeted in and subsidized by the
general fund. Said programs will not be required to meet Cost Recovery
requirements and may operate below recovery levels for the program category,
or without revenue sources.
Page 5M 5
ITEM g ,
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks and Recreation Commission
FROM: Hugh Riley, Assistant City Manager
PREPARED BY: Stephanie Shaw, Recreation Superintendent
DATE: October 20, 2011 (Meeting of November 7, 2011)
SUBJECT: Consider Sports Field Rental Policy
Background
Demand for use of City sports fields has risen significantly over the past few years. This
increased use has resulted in turf maintenance issues at several City parks. In order to
address these issues, staff has developed a turf maintenance plan. Additionally, on
September 14, 2011, the Moorpark City Council adopted the Rules and Regulations
Governing City Park Rentals (Rules) and revised fees, which included changes for
better management and cost recovery related to sports field rentals.
Discussion
The Parks and Recreation Commission is being presented with a proposal for a Sports
Field Rental Policy (Policy). This policy is supplemental to the Rules. The purpose of
this Policy is to provide additional guidelines to City staff in managing sports field
rentals. The Policy differentiates between rentals of sports fields at neighborhood parks
and rentals of sports fields at Arroyo Vista Community Park. This policy concerns
rentals only, and does not govern use by the City or use by youth sports organizations
as permitted under their respective agreements.
It is proposed that rentals of sports fields in neighborhood parks (including Campus
Canyon Park, Mammoth Highlands Park, Miller Park, Mountain Meadows Park, Peach
Hill Park, and Poindexter Park) be more restrictive than what is allowed at Arroyo Vista
Community Park. The intent is to reduce the impact on surrounding neighbors (including
noise and parking issues), as well as to manage use so that major renovations of turf at
neighborhood parks is not needed. Sports field rentals at Arroyo Vista Community Park
Honorable Parks and Recreation Commission
November 7, 2011
Page 2
will be managed based on a turf maintenance schedule, as these fields require periodic
renovation and rest.
It is proposed that rentals at neighborhood parks be limited to youth sports
organizations and Group 2 and Group 3 renters (as defined in the Rules) only. Group 4
renters (non-residents and Moorpark businesses for business purposes) would not be
permitted to rent sports fields at neighborhood parks. Rentals of sports fields would be
limited to attendance of 20 or less for Group 2 and 3 renters, and attendance of 49 or
less for a youth sports organization (this attendance limitation does not apply to use
under their respective agreements). Group 2 and 3 renters would also be able to rent a
sports field in conjunction with a picnic pavilion or other park facility, with an attendance
of up to 100. This will allow for activities such as larger family reunions or parties.
Rental use of sports fields at Arroyo Vista Community Park is proposed to
accommodate renovation and rest periods for sports fields. For athletic fields (soccer
and football fields), it is proposed that 5 of the 10 athletic fields be available for rental,
with the other 5 fields closed to rentals to allow for rest periods and/or renovation.
These rental/rest periods will rotate on a four-month schedule. For softball fields, which
do not receive as much turf damage as athletic fields, it is proposed that two fields be
available for rentals each month, with the other two fields closed for turf rest periods.
In order to accommodate special circumstances, deviations from the policy guidelines
would be permitted with the written authorization of the City Manager or his/her
designee. If approved, the Policy will be incorporated into the City Council Policies
Resolution on the next amendment.
STAFF RECOMMENDATION
Approve the Sports Field Rental Policy for consideration by the City Council.
Attachment 1 — Draft Sports Field Rental Policy
Attachment 2 —Arroyo Vista Community Park Map
Attachment 1
SECTION 6.
Policy 6._: SPORTS FIELD RENTAL POLICY
1. Purpose
The purpose and intent of the City Council in adopting the Sports Field Rental
Policy (Policy) is to establish guidelines for staff in determining appropriate rental
use of City sports fields-and to manage rental use of sports fields to allow for
proper maintenance. This policy is supplemental to Resolution 2011-3056, Rules
and Regulations Governing City Park Rentals. This policy does not apply to use
by Youth Sports Organizations which is allowed under their respective
agreements.
2. Rental Use of Sports Fields in Neighborhood Parks
Rental use of sports fields in neighborhood parks shall be limited to the following:
A. Group 2 and Group 3 Renters with a total attendance of 20 or less.
B. Group 2 and Group 3 Renters with a total attendance of 100 or less,
when the rental of athletic fields is in conjunction with a picnic pavilion
or other park facility and the use is for family and friends only.
C. Rental use by Youth Sports Organizations that is not included in their
respective agreements, when the rental has a total attendance of 49 or
less.
D. All other rental use must be approved in writing by the City Manager or
his/her designee.
3. Rental Use of Sports Fields at Arroyo Vista Community Park
Rental use of sports fields at Arroyo Vista Community Park shall be managed as
follows:
A. Athletic Fields: Soccer and football fields available for rental shall be
rotated on a four month schedule as follows (numbered fields are
soccer fields, FB is the football field, PFB is the practice football field):
Odd year Even year
Months: Fields available: Fields available:
Jan/ Feb/ March /April #5, 6, 7, 8, FB #1, 2, 3, 4, PFB
May/June /July/August #1, 2, 3, 4, PFB #5, 6, 7, 8, FB
Sept/Oct/ Nov/ Dec #5, 6, 7, 8, FB #1, 2, 3, 4, PFB
B. Softball Fields: Softball fields available for rental shall be rotated on a
monthly schedule as follows:
Odd year Even year
Months: Fields available: Fields available:
January #1, 2 #3, 4
February #3, 4 #1, 2
March #1, 2 #3, 4
_ . . . . April #3, 4 #1, 2
May #1, 2 #3, 4
June #3, 4 #1, 2
July #1, 2 #3, 4
August #3, 4 #1, 2
September #1, 2 #3, 4
October #3, 4 #1, 2
November #1, 2 #3, 4
December #3, 4 #1, 2
C. Tournaments (other than tournaments held by Youth Sports
Organizations as allowed under a current use agreement) shall be
restricted to the months of January through April.
D. All other rental use must be approved in writing by the City Manager or
his/her designee.
Papa 2d2
N
•
C
d
E
t
H
C
a+
o+
Q
"'
— Parkin: LotC
'_ p_— ,_ a Parking Lot 0
_ _ _�� o " j re,...
_�\-,, athletic field 1 '
j J practice
�o p ballfield 4 �
ballfield 1 football a
Or } ^�
Parking Lot 'I field Ab v athletic
r athletic field 2 su
ea • a B .y __. nauv o field S °
e�Fe rid b ere o e ` 8 i . .
Sie ° (multi-use 010�O \ athletic field 3 football' ai.nAm erne athletic field 6 e`�
° 1 Cou U ield I Ci pavilion
.O ,.,� '4', ballfield 2 ballfield 3/ field
1 ya 4h °e athletic field 4 � of athletic field 8 athletic field 7
o 1 2 3 I at'.
s
Parking Lot etc.-
afk�l 003:,.._, ---. Q.,r __ a � ���y. ^ ��� __"'—�J Ng 10S u
ITEM G
There is no written report for Item 8.0
ITEM 9
MINUTES OF THE PARKS AND RECREATION COMMISSION
Moorpark. California June 27, 2011
A Special Meeting of the Parks and Recreation Commission of the City of Moorpark was
held on June 27, 2011, in the Council Chambers of said City located at 799 Moorpark
Avenue, Moorpark, California.
1. CALL TO ORDER AND OATH OF OFFICE:
Vice Chair Pflaumer called the meeting to order at 6:34 p.m.
2. PLEDGE OF ALLEGIANCE:
Stephanie Shaw led the Pledge of Allegiance.
3. ROLL CALL:
Present: Commissioners Zachary Cook, Thomas Pflaumer, Sandra
Thompson, and Julie Weisberger. Chair Patrick Ellis was absent.
Staff Present: Assistant City Manager Hugh Riley, Deputy City Manager
Deborah Traffenstedt, Recreation Superintendent Stephanie
Shaw, and Administrative Assistant Patty Anderson.
4. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS:
None.
5. PUBLIC COMMENTS:
None.
6. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
CONSENSUS: It was the consensus of the Commission to pull Item 9.0 from the
Consent Calendar for individual consideration upon the request of Commissioners
Weisberger and Pflaumer.
7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS:
Commissioner Thompson stated that she would like to postpone her oral report
on the CPRS Conference she attended in March 2011 until the next meeting.
P&R Commission Meeting
June 27, 2011
Page 2
Commissioner Cook requested a report be placed on a future agenda to the
Commission regarding the City's newly purchased property, which is
approximately 80 acres in the Tierra Rejada Valley, to discuss future trail use in
this area. Ms. Traffenstedt stated that this would be presented to the City
Manager for review and then scheduled for the Commission when there is
enough information available for them to review and discuss.
Commissioner Thompson stated that she would like to remind everyone of the
upcoming July 3rd Event at Arroyo Vista Community Park.
8. PRESENTATION/ACTION/DISCUSSION:
A. Consider Resolutions Revising the Rules and Regulations Governing City
Park Rentals and Adopting Revised Park Rental Fees, Deposits, and
Additional Charges. Staff Recommendation:
1. Provide recommendations on proposed changes to the Draft
Resolution, Adopting Rules and Regulations Governing City Park
Rentals, and Rescinding Resolution No. 2007-2635, including any
recommendation for revising Group residency requirements for field
rentals;
2. Provide recommendations on proposed Resolution Adopting Revised
Park Rental Fees, Deposits, and Additional Charges.
Stephanie Shaw gave an oral report, reviewing with the Commission the
proposed changes to the current resolutions.
Commissioner Cook inquired as to the small fee listed for picnic table
rental and the necessity of this. Ms. Shaw stated that staff has received a
number of requests for reserving just one or two picnic tables and not the
entire pavilion.
Commissioner Weisberger clarified the parking lot rental fee to mean
actual rental of the parking lot for an event rather than reserving the lot for
a function taking place in the park.
Commissioner Weisberger discussed with staff the low fee proposed for
the snack bar rental and the proposed lower vendor fees for Moorpark
based vendors. She stated that she would recommend that these
proposed fees be raised.
Ms. Shaw stated that the snack bar is not frequently rented, and when it
is, it is typically rented for large tournaments. If it is a Moorpark sports
P&R Commission Meeting
June 27, 2011
Page 3
organization, the City would like to offer a lower fee for them to use the
snack bar and charge a higher fee for outside City organizations.
Ms. Shaw stated that this also applies for the proposed vendor fees. Once
again, the recommendation is for lower City based vendors and higher
fees for non-City vendors.
Commissioner Weisberger inquired as to deposits required for parties up
to 50 people. Ms. Shaw stated that there is a deposit required for all
pavilion rentals, which will remain in place with proposed changes. The
field rental does not require a deposit if it does not exceed 50 people.
Commissioner Weisberger stated that she would recommend that it be
mandatory to pay the fee for additional staff for parties 200+, with a
minimum of two hours rental time.
The Commission and staff discussed the responsibility of cleanup of trash
and restrooms when there is a large tournament rental.
Commissioner Pflaumer inquired as to what regulations are required of the
inflatable attraction companies hired for park rentals. Ms. Shaw stated that
all bounce companies used must be authorized by the City and they do
have strict regulations they must abide by. In addition, the City requires a
deposit from the company.
MOTION: Commissioner Cook moved and Commissioner Weisberger seconded a
motion to approve staff's recommended changes and additions for Council
consideration. The motion was carried by unanimous voice vote.
9. CONSENT CALENDAR:
A. Approval of Minutes for the Parks and Recreation Commission Meeting of
March 26, 2011. Staff Recommendation: Approve as presented.
B. Approval of Minutes for the Joint Meeting of the City Council and Parks
and Recreation Commission Meeting of March 29. 2011. Staff
Recommendation: Approve as presented.
C. Parks Quarterly Report. Staff Recommendation: Receive and file report.
D. Recreation Programming Quarterly Report. Staff Recommendation:
Receive and file report.
P&R Commission Meeting
June 27, 2011
Page 4
Item 9.0 was pulled for discussion:
Commissioner Pflaumer wanted to take this opportunity to acknowledge
the two Eagle Scouts, Jacob Wadman and Darren Hansen, as well as the
Moorpark Helping Hands volunteers for all the time and effort they have
given to the City in completing their recent park projects.
Commissioner Pflaumet inquired as to what areas at AVCP will be
scheduled for the aerification. Ms. Shaw stated that it will be the 44 acres
at the east end of the park. Commissioner Thompson wanted to
acknowledge AYSO for contributing the funds to provide this service.
MOTION: Commissioner Thompson moved and Commissioner Cook seconded a
motion to approve the Consent Calendar as presented. The motion was carried by
unanimous voice vote.
10. ADJOURNMENT:
The meeting was adjourned at 7:05 p.m.
APPROVED:
Patrick Ellis, Chair
Respectfully submitted:
Patty Anderson, Administrative Assistant
ITEM 9. 13
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks and Recreation Commission
FROM: Hugh R. Ricreation 8 Community Services
Direc
PREPARED BY: Stephanie Shaw, tion Superintendent and Recreation
Division Staff
DATE: October 14, 2011 (Meeting of November 7, 2011)
SUBJECT: Quarterly Report: Recreation Programs and Rentals
Summer Quarter: June, July, and August 2011
This memo serves as a review and analysis of Summer 2011 Recreation Division
programs and park and facility rentals.
It should be noted that beginning with the Summer 2009 quarter, figures for programs
offered through the Arroyo Vista Recreation Center were calculated using a
comprehensive cost allocation system. This system was implemented to account for
division overhead costs, more accurate facility overhead costs, and all full-time staff
costs associated with the programs. Previously, division overhead costs were not
included at all, and only partial facility overhead was accounted for. Also not accounted
for previously were costs associated with the Recreation Assistant position and full-time
recreation division staff not assigned directly to the program.
The full-time staff cost allocations for summer 2009 through spring 2010 were
calculated based on estimates of past history, as no data was available. Beginning with
the fall of 2009, full-time recreation staff began tracking time spent on various programs.
Utilizing a full year of data (fall 2009 through summer 2010), the full-time staff cost
allocations have been revised to reflect actual reported hours. This resulted in
significant changes in reported full-time staff costs for some programs from 2009 to
2010. The process of accounting for full-time staff costs continues to be refined each
year in an effort to produce the most accurate figures possible.
EVENTS
3ftl of July Fireworks Extravaganza
The 3rd of July Fireworks Extravaganza continues to be Moorpark's signature event.
The event took place on Sunday, July 3 beginning at 4:00 p.m. at Arroyo Vista
Community Park. The admission fee remained at $3.00 per person this year. Children
under 5, VIP's, and event staff were admitted free of charge. Live entertainment kicked
off at 4:15 p.m. with The Addiction, winners of the 2011 Battle of the Bands. Featured
entertainment started at 5:00 p.m. with Pier 101, and Full Spectrum went on at 7:30
p.m. The event also featured food booths, games and attractions, and the presentation
of the American flag.
Event attendance was at a record high for 2011, with over 13,000 people at Arroyo
Vista Park. It is estimated that several thousand more viewed the display from
neighboring parks and shopping centers. Overall, the event ran smoothly with no major
incidents reported. The fireworks display was provided by Zambelli Fireworks again this
year. The display ran smoothly. Parking and traffic egress plans which were instituted
• five years ago continue to be successful.
Both gross revenue and direct costs for the event were up slightly from 2010. Direct
costs increased due primarily to increases in security and sanitation costs. Indirect costs
decreased slightly this year, due to more accurate calculations of overhead and full-time
staff costs, as well as less hours spent by the Recreation Superintendent planning the
event due to a heavier work-load. It should be noted that costs for management staff
who worked the day of the event were not included in the 2011 or 2010 calculations.
Fireworks Extravaganza 2011 2010 2009
Participation 13,100 12,300 12,500
Roue $42,787 $44,13f
Direct Costs $39,064 $35,933 $34,789
Indirect Costs
F/T Staff $11,791 $14,629 $19,853
-- —Overhead Costs $935 $1,297 $1,825
Total Costs 1,859 $56,467
Gross Profit/ (Loss $6 917 . $6,854 $10,879
4- .,.t"":�SF�ie'�t Ta'$'�:�i--' 'R{•1Yt'S�t .. ..
Net Profit/ (Loss) Per Participant ($0.44) ($0.74) ($0.99)
Demographic summary (estimated):
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
_Participants 1000 2500 900 1200 7500
Coco Loco Luau
The Coco Loco Luau was held on Friday, June 10 from 7:00-10:00 p.m. at the Arroyo
Vista Park. Admission was $5.00. The event was for ages 10 and older, and featured
music, a $1 food menu, Hawaiian ice, a water attraction, games, and raffles. A total of
13 teens attended the event.
Coco Loco Luau 2011 2010 2009
Number of events _ 1 1 Not offered
Partici•ation Total 13 12
Direct Costs $445 $487
irect Casts
------_--_- _---_FLT.Staff -_.- -- .. _ $1,541. --$1,937
Overhead Costs $294 $344
,Total Costs 6 �:
. Gross Profit/ Loss $ 378 $ 394
I 'ofit I Z F�y A.Lwv�S4' 4.11;44.41 a 44 k i Vg'F .i.� " :... , .f e.ZA a a Y`.:.1 A": ^_',, 4
Net Profit/ (Loss) Per Participant ($193.30) ($222.92)
Band Jam
A Band Jam was offered on July 10 from 7:00-10:00 p.m. at the Arroyo Vista Recreation
Center. The event features local bands playing at the center and is designed for teens
ages 12 and up. The admission fee was set at $5.00. Bands are not charged to
participate. However, no bands registered for the event, therefore event was cancelled.
Band Jam 2011 2010 2009
Number of events 1 Not offered Not offered
Partici•ation Total 0
-rgls; a:,- --:: ;'
Via:.:.. - - _ e Direct Costs ------------ - _.{-:.___.._---__._ 4- -- _
a a:-'4--,---..--,,-}�_ •c,v,-,--.. - a=^ ^*Mw..a .."1
Indirect Costs _
F/T Staff $1841
Overhead Costs $294
tal Costs $2,135 _ ' 4
Gross Profit/ (Loss) $0 ___
Net Profit/(Loss) ($2,135)
Net Profit / (Loss) Per Participant N/A
Skate Fest
Skate Fest was held on August 13 from 1:00-4:00 p.m. at the Poindexter Park Skate
Park. The event featured live bands, vendors, a $1 food menu, and skate contests.
Surfin West of Simi Valley and Chronic Tacos of Moorpark donated giveaways and
prizes. Admission was set at $2.00, but free coupons had been distributed to promote
the event, and many participants used these coupons. Due to the large attendance,
staff had difficulty enforcing the protective equipment rules, and only enforced wearing
helmets for those participating in the skate contest. The event was designed for ages 10
and up.
Skate Fest 2011 2010 2009
Number of events 1 1 Not offered
Partici•ation Total 85 170
YEN ;� � .`. _ f o
Direct Costs $397 $304
F/T Staff $1,841 $1937
Overhead Costs $294 $344
Total Costs $2,135 $2585
Gross Profit/ (LossL _ ($254)
: .a a (Loss) .($2,389) ($2,585
Net Profit/ (Loss) Per Participant ($28.10) ($15.21)
CAMP MOORPARK
Summer Camp was held June 6 through August 22, 2011. Camp Moorpark offered
three programs specifically designed for campers' different ages and interests. Camp
Moorpark, ages 6 to 10 years, included sports, games, arts and crafts, special guests,
theme events, parties, trips, and movies. Adventure Camp, ages 10 to 15 years,
included exciting trips to theme parks, beaches, skating, local hang-outs, movies, and
malls. Mini Camp, ages 4 years 9 months to 6 years, was designed for younger
elementary children and included non-competitive sports, active and passive games,
arts and crafts, special guests, and parties.
The program saw a significant increase in attendance this year. Total unduplicated
enrollment for Camp Moorpark and Mini Camp was 247, and 80 teen and youth
participated in Adventure Camp. Average daily attendance (ADA) was 70.5 for Camp
Moorpark this year, compared to 56.7 last year. ADA was 23 for Mini-Camp this year,
compared with 21.7 last year, and ADA for Adventure Camp was 24.2 this year
compared with 19.6 last year. The average daily attendance for the program as a whole
was 117.7 campers in 2011 compared to 98 in 2010. The increase in attendance may
be due to several factors, including the lowering of Adventure Camp fees to make the
program more affordable, the YMCA reducing services in the Moorpark area, and an
increase in demand for affordable, quality, child care.
Overall, the program realized a net profit. Individually, Camp Moorpark and Mini Camp
both realized net revenue and Adventure Camp had a small net loss. In addition to the
budget summary of the program as a whole, an individual financial analysis of each
camp program is included in this report.
Direct costs are reflected in the program for which the expenditure was made, and part-
time staff costs are accounted for based on the program the staff were assigned to.
Overhead and full-time staff costs were allocated based on average daily attendance. In
2009 full-time staff costs were calculated based on estimates of prior history. In 2010,
full-time staff costs were based on actual reported hours, resulting in a significant
increase in full-time staff costs for the program. Costs for full-time staff decreased in
2011, primarily due to the Recreation Supervisor and Superintendent spending less
time on the program due to heavier work-loads as a result of a coordinator vacancy.
Direct expenses for the program were slightly higher this year, due in part to the
purchasing of replacement equipment and crafts supplies, which did not need to be
purchased last summer and the increase in attendance, which resulted in increases in
field trip admissions. —
A survey was taken at the end of the summer to assess parent and camper satisfaction
with the program. Most customers were happy with camp staffs competence, camp
facilities, camp fees, the overall camp experience, the variety of activities offered and
camp hours. Based on survey results, one area that needs improvement is extended
care.
Camp Moorpark—Total Program 2011 2010 2009
Participants (unduplicated) 327 297 313
Total Enrollments 6,471 5,203 5831
Average Daily Attendance 117.7 98 111
Revenue $204,324 $173,166 $180,745
Direct Costs $134,478 $128,643 $126,544
Indirect Costs
F/T Staff $45,636 $60,736 $37,366
Overhead Costs $12,230 $14,627 $13,362
Gross Profit/ Loss $69 846 $44,523 $54,201
Net Profit/(Loss) Per Participant $36.63 $(103.84) $11.09
Demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10J (11-13) (14-17) (18+)
Participants 0 254 65 8 0
Enrollments 0 5218 1175 78 0
Camp Moorpark: 6-10 years 2011 2010 2009
Participants (unduplicated) 217 195 210
Total Enrollments 3876 2957 3325
Average Daily Attendance 70.5 56.7 61
kwe $120,717 $9T 541 $96,360
�
Direct Costs $79,916 $78,505 $70,993
Indirect Costs
F/T Staff $22,797 $29,738 $20,551
Overhead Costs $6,479 $8,080 $7,099
Total Costs $109,192 $116,323 $98,643
Gross Profit/ (Loss) $40,801 $19,036 $27,367
Net Profit/(Loss) $1.1,525 $(18,782) ($283)
Net Profit/ (Loss) Per Participant $53.11 $(96.32) ($1.35)
•
Mini Camp Moorpark: 4yr9mo-6 2011 2010 2009
Participants (unduplicated) 30 30 20
Total Enrollments 1264 1130 1055
Average Dail Attendance 23 21.7 20
Revenue 2$
_. .. `2 93.`1....�� =P'..a
Direct Costs $14,314 $13,299 $11,749
�,. _ > ,
j�. > r.� �.. � ., , , max. � � pia
F/T Staff $10,973 $14,408 $6,726
Overhead Costs $3,969 $4,632 $4,007
56 $32,339 $22,482
Profit/ Loss " $17,773 $15,759 $15,011
$3,281 $4,278
Net Profit/ (Loss) Per Participant $94.36 ($109.37) $214
4 Adventure Camp: 10-15 years 2011 2010 2009
Participants (unduplicated) 80 72 83
Total Enrollments 1331 1116 1451
Average Daily Attendance 24.2 19.6 30
Revenue $51,526 $46,567 $55,625
Direct Costs $40,248 $36,839 $43,803
Indirect Costs ,
`tL
F/T Staff $11,865 $16,590 . $10,089
Overhead Costs $1,781 $1,915 $2,256
Total`t `,'.'! 4-Z ilf4,447Ate.
Gross Profit/ (Loss $11,272 $9,728 $11,822
Net Profit/ (Loss) Per Participant ($29.68) ($121.90) ($6.30)
SUMMER CLASSES
Summer classes began in June and concluded in August. Summer classes continue to
see an increase in revenue and enrollment. Summer class registration increased nearly
25% from 2009 to 2010 and increased just over 18% from 2010 to 2011. Specialty
camps continue to be the focus for summer recreation classes, with camps offered
including basketball, soccer, golf, science, art, technology, and horseback riding.
Summer Classes 2011. 2010 2009
Classes Run 80 70 60
Classes Canceled 46 42 41
Cancelation Rate _ 36.5% 37.5% 40.6%
Enrollments 758 642 518
Revenue $68,222 $57,686
P icL
Direct Costs $46,304 $38,121 $32,903
Cri tS
Fir Staff $18,885 $17,880 $12,438
Overhead Costs $4,852 $4,481 $4,150
Total Costs $70,041 $60,482 $49,491
Gross Profit/ (Loss) $21,918 $19,565 $15,948
Net Profit I(Loss) .:($1,819) ($2,796) ($640).
Net Profit/ (Loss) Per Participant ($2.39) ($4.36) ($1.23)
Class demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Enrollments 169 386 96 5 102
SUMMER ADULT SPORTS LEAGUES
Adult Softball
Summer softball league participation remains relatively consistent with prior years. This
year a total of 30 teams participated, with 18 teams in coed divisions and 12 teams in
men's divisions. Games for the summer season were played at Arroyo Vista Park and
Peach Hill Park. Direct costs decreased primarily due to supplies being purchased in
bulk at a lower price. It should be noted that costs associated with field use are not
included in the overhead calculations.
Adult Softball 2011 2010 2009
Participation 375 420 300
[ `. N;:` $12,300 $12,300 $00140:
Direct Costs - . $6,3:13 $7,487 $7,622
F/T Staff $2,220 $1,735 $4918
Overhead Costs $348 $359 $478
$8,881 $9,581 $13,018
Gross Profit/ (Loss) $5,987 $4,813 $2,918
_ Net Profit/ (Loss) $341.9 _$2„719- ($2;478)
Net Profit/ (Loss) Per Participant $9.12 $6.47 ($8.26)
Adult Basketball
The summer season started in July and concluded in September. Adult basketball
registration increased this summer, with a total 16 teams participating. The league
offered a "B" division on Monday (8 teams) and a "C" division on Thursdays (8 teams).
Both divisions were included in play-offs, and play-off games were held on both nights
at the end of the league season.
Adult Basketball 2011 2010 2009
Participation 130 120 136
Revenue r0W0 $3,850. '' :
Direct Costs $2,767 $2,142 $3,141
Indirect Costs
F/T Staff $1,379 $1,323 $2,869
Overhead Costs $1,652 $1,414 $1,532
Total Costs
----- - — A .,_, $4;$'79. 0,542:
Gross Profit/ (Loss) $2,433 $1,708 $2,059
Net Profit Lass), .. ., ,,_ $(f,029) $(2,342)
Net Profit/ (Loss) Per Participant ($4.60) $(8.58) $(17.22)
Adult 7 on 7 Soccer
The summer season began in June and concluded in August. Participation is soccer
decreased significantly this year. No coed teams participated this summer, compared
with 6 teams last summer, and men's teams decreased from 22 last year to 16 this
year. All men's division games were played on Wednesdays. The games were played at
Peach Hill Park due to turf refurbishment at Arroyo Vista Community Park. It should be
noted that costs for field use are not included in overhead calculations.
Adult Soccer 2011 2010 2009
Participation 224 336 325
,Revenue
Direct Costs $2,206. $5,373 $5,256
ct
indir -
F/T Staff $2,005 $1,530 $4,918
Overhead Costs - $322 $376 $478
Gross Profit/ (Loss) $2,994 $3,727 $2,855
Net Profit/(Loss) $667 $1,821` ($2,541)
Net Profit/ (Loss) Per Participant $2.98 $5.42 ($7.81)
YOUTH BASKETBALL LEAGUE
The youth basketball league is a co-ed recreational league for youth ages 5-13. Games
are played on Saturdays at the Arroyo Vista Recreation Center gym, and practices are
held for one hour per week. League fees range from $68-$78 and include team shirts,
photos, a trophy, and an end-of-the-season pizza party.
The league increased enrollment this summer. Summer registration and evaluations
were held on June 10 and 11, when parents registered and paid for the league and
players were then evaluated through a variety of skill drills. The summer league ran
from July to the end of August. Divisions offered included Rookie for ages 5-7 (39
enrollments with 4 teams); Junior for ages 8-10 (65 enrollments with 8 teams); and
Teen for ages 11-13 (56 enrollments with 6 teams.)
Surveys were distributed to league participants to get feedback on the program. Overall,
comments were positive on surveys returned. Some participants commented that not all
coaches provided equal playing time for all players. Staff will implement time tracking
volunteers for the upcoming season in order to better monitor and enforce minimum and
maximum playing rules.
Youth Basketball 2011 2010 2009_
Participation 160 131 131
Revenue $114,866 $8^x79 $8,039
_Direct Costs $5,772 $4,374 $4,888
Indirect Costs =
•
F/T Staff $2,601 $2,288 $4,537
Overhead Costs _ $3,671 $2,878 $2,768
Total Costs $12,044 , $9,540 $1
Gross Profit/ (Loss) $5,094 $4,365 $3,151
Net Pro€t141 oss 1$41410 ($4013 (COS':
Net Profit/ (Loss) Per Participant ($7.36) ($31.70) $6.95
Youth basketball demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+) _
Enrollments 1 100 59 0 0
PARKS AND FACILITY RENTALS
Park and facility use and revenue decreased slightly compared to last year. This is due
in part to the fields at Arroyo Vista Park being closed to rentals during the summer
season. Figures for the summer 2011 quarter include attendance as indicated on paid
rental permits for the Arroyo Vista Recreation Center and all City park facilities. Figures
do not include repeated use by youth sports organizations, use by the public without
permits, or use by City-run programs included elsewhere in this report.- -----
Costs for use of outdoor facilities (such as soccer fields and baseball fields) were not
included in 2009 and 2010 calculations. Field use costs have been included in the 2011
calculations, resulting in a net loss this year. Field costs were calculated at the average
maintenance cost of $12.61 per hour per field. These costs were included in the
"Overhead Costs" line. Fees for field rentals were raised in the fee resolution passed by
the Moorpark City Council in September 2011, which should result in better cost
recovery in future seasons.
Youth sports organizations operating in the summer (June, July, and August) include
Moorpark Girls Softball (250 players, June only), Moorpark Little League (600 players,
June and July), Moorpark Soccer Club (200 players, all season), AYSO (1400 players,
last 2 weeks of August only) and Packer Football (175 players, last 2 weeks of August).
Assuming one game and one practice per week, plus attendance by parents and
spectators, Youth Sports use is estimated at 46,900.
Facility and Parks 2011 2010 2009
Participation 13,365 15,722 19,380
Revenue $22,618 $23,382 $28,682
Direct Costs $2,453 $2,855 $2,940
FIT Staff $13,414 $12,865 $10,806
Overhead Costs S9,382 $3,743 $3,919
.4 .$19,463 P
Gross Profit/ Loss $20,165 $20,527 $23,742
',631 .s $3,919 $9,017
Net Profit/ (Loss) Per Participant ($0.20) $0.25 $0.46
HSAC SUMMER THEATER CAMP
The 2011 summer theater camp was operated by the High Street Arts Center, with
assistance from the Recreation Division in managing registrations and scholarships.
The summer theater camp was held Monday through Thursday from 10:00 a.m. to 2:00
p.m. June 20 through July 29. A total of four performances were held, on July 29, 30,
and 31. The show for summer 2011 was "High School Musical." Enrollment for the
program was strong, with 34 youth participating. Revenue includes enrollment fees,
scholarship reimbursement through donation, box office receipts, and concessions. The
program performed well financially and was able to realize a net profit. It should be
noted that indirect costs do not include use of the High Street Arts Center
(approximately 108 hours of use) or division overhead costs, and full-time staff costs do
not include the theater manager's time. As the program was contracted out the prior
year, financial figures are not available.
Summer Classes 2011 2010 2009
Enrollments - 34 Not Avail- 1RTOt AvaW
.. ¢;5 �y1�. ..
Direct Costs $10,136
F/T Staff$538
Overhead Costs $83
Total Costs $10,757
Gross Profit/ (Loss) $6,420
Net Profit 1(1.oss) $5,799
Net Profit/ (Loss) Per Participant $170.55
Summer Theater Camp demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Enrollments 0 12 20 2 0
•
•
•
ITEM 9 c
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: Parks &Recreation Commission
FROM: Hugh R. s, Recreation & Community Services
Dire
PREPARED BY: Stephanie Sha ecreation Superintendent
DATE: August 17, 2011 (P&R Meeting of November 7, 2011)
SUBJECT: Consider Special Event Report: 3rd of July Fireworks
BACKGROUND
Since 1997, the City of Moorpark has sponsored an annual 3id of July Fireworks
Extravaganza at the Arroyo Vista Community Park. This Independence Day celebration
features entertainment, vendors, games and attractions; and an aerial fireworks display.
DISCUSSION
The 2011 Fireworks Extravaganza was held on Sunday, July 3, from 4:00 to
approximately 9:45 p.m. at the Arroyo Vista Community Park. Event features included
live entertainment, games and attractions, food vendors, and the aerial fireworks
display.
Admission fees remained at $3.00 per person this year. Children 5 and under were
admitted free of charge. Entertainers, vendors, staff members, City Council members,
and sponsors were also admitted free of charge. Activities at other parks this year
included inflatable attractions and the sale of glow and inflatable items at Tierra Rejada,
Mountain Meadows, and Glenwood parks.
Musical entertainment began at 4:15 p.m. with the Battle of the Bands winner The
Addiction" The opening band, "Pier 101" went on at 5:30 and played for 90 minutes.
The band played a variety popular music and top 40 hits. "Full Spectrum," who played
as the opening band last year, was selected as the feature act this year. They
performed from 7:30 to 9:00 p.m., with an encore after the fireworks show that lasted
approximately 15 minutes. The crowd enjoyed the music and many people were
dancing in front of the stage.
Parks and Recreation Commission
Page 2
A variety of other activities took place in the transition time between bands. The
American flag was presented by the Ventura County Sheriffs Department. "Moorpark
Has Talent" third place winner Alexa Zastrow sang the National Anthem for the
presentation. Mayor Janice Parvin led the Pledge of Allegiance. Also during this time
staff led some audience participation games of tug-o-war. Announcements and sponsor
recognitions were also made during the intermission.
In addition to the above described activities at the stage, the event featured special
attractions, games, and vendors. A small fee was charged to the public by the vendors
providing the special attractions. Attractions included bounce tents and other inflatable
attractions, face painting, a climbing wall, laser tag, paint ball game, non-motorized
rides, and carnival games. Recreation staff led a variety of picnic games near the
attraction area. These games were free of charge, and included gunny sack races, hula-
hoop contests, tug-o-war, relay races, and more. A variety of patriotic novelty items
were awarded to participants.
The number of food vendors increased this year, with twenty-two food booths this year
compared to twenty last year. Food vendors were located at three food courts, with
eight vendors in courts #2 and #3 and six vendors in court #1 (eight vendors were
scheduled for court #1, but two did not show up on the day of the event.) Food courts
were located near the recreation center, the ball field snack bar, and the football field.
Items sold included tri-tip, seafood, pizza, funnel cake, kettle corn, fries, Mexican food,
shave ice, and many other items. Other vendors included Band Boosters selling items
such as glow necklaces, inflatable items, and patriotic knick-knacks. The American
Legion distributed hundreds small flags to the public free of charge. Moorpark MOPS
sponsored a free diaper-changing booth. The Moorpark Arts Commission also had a
booth.
Zambelli International was contracted for the aerial fireworks display this year. Staff
again worked with the City's sound engineer to develop the musical accompaniment
that was used during the display. The display ran smoothly this year and staff received
many positive comments about it.
The Moorpark Presbyterian Church worked with the Sheriff's Department on parking
and traffic control. A City staff person was also assigned to parking to assist with
communications and oversight. The north side of the access road was striped by Public
Works to maximize the number of parking spaces available in the park. This continues
to be effective. Permit parking for vendors and staff was again located in lot C. VIP and
disabled parking was located in lot #A. There were some issues this year with vehicles
parking, attempting to park, and/or violating traffic laws to get into the venue before
gates opened to the public. This created a great deal of congestion on Tierra Rejada
Road as well as confrontations with staff who were turning vehicles away. Staff will work
with the Moorpark Police Department to provide better traffic control prior to the start of
the event next year.
Parks and Recreation Commission
Page 3
Police services were provided by the Ventura County Sheriffs Department, and a fire
inspector was on site for the day. The event continues to maintain a safe environment.
No major incidents were reported. Volunteers from ARES provided radio
communications. This assistance continues to be a valuable asset to the smooth
running of the event. A first aid station was set up in the City information booth. Other
than a few bee stings, no injuries were reported.
The primary issue with the event continues to be the large amount of pedestrian and
vehicle traffic exiting the park at the end of the event. The traffic egress plan, which has
been in place for the past several years, was utilized again this year. Barricades were
aligned along the center of the road to delineate between pedestrian and vehicle traffic.
The sidewalk on the south side of the access road and the entire inbound traffic lane
were reserved for pedestrian traffic, with vehicles limited to the outbound lane.
Pedestrian crosswalks were established at key points to allow pedestrians to cross the
road without disturbing the traffic flow. The park was emptied of vehicle traffic in
approximately an hour and a half.
Sponsorships decreased again this year. Last year the City received $3,500 in
sponsorships. This year, sponsorships totaled. $3,000. Sponsorships included $1,000
each from Waste Management, and Moorpark Rubbish; and $500 each from Wayne J.
Sand & Gravel and Pardee Homes. Sponsors were recognized in print advertising and
with announcements during the event. They also received complimentary event passes,
and either a certificate or plaque.
Both gross revenue and direct costs for the event were up slightly from 2010. Direct
costs increased due primarily to increases in security and sanitation costs. Indirect costs
decreased slightly this year, due to more accurate calculations of overhead and full-time
staff costs, as well as less hours spent t by the Recreation Superintendent planning the
event due to a heavier work-load. Additionally, costs for management staff outside the
Recreation Division who worked on the day of the event were not included in this years
calculations (management staff from other divisions who worked on July 3 did not
receive additional administrative leave or other compensation for working at the event,
and therefore presented no additional cost.) Estimated costs for competitive service
employees from other divisions are included in the full-time staff cost calculations. A
budget summary is included in this report.
Attendance at the event was a record high, with approximately 13,100 in attendance. It
is estimated that several thousand more watched the fireworks display from nearby
parks, shopping centers, and homes. The Fireworks Extravaganza continues to be a
successful event.
A wrap-up meeting was held after the event. Event staff indicated the event was well
managed and no major problems were encountered. Suggestions to refine the event
were solicited from those at the meeting. Suggestions for future years include (in no
particular order):
Parks and Recreation Commission
Page 4
• Develop and enforce an exit plan for vendor vehicles.
• Revise municipal code to allow for enforcement of"no dogs" at the event.
• Provide a shade covering for staff at the main admission point and at the top
gate.
• Purchase different barricades/crowd control devices for the main admission point
(something with flat feet and more sturdy construction.)
• Schedule two staff at top gate to monitor and control entrance until gates open.
• Work on way to facilitate access for late arriving performers.
• Schedule police to direct traffic prior to gates opening.
• Change stoplight at Tierra Rejada and Countrywood to a four-way stop flashing
light for the event.
• Post directional signs on Tierra Rejada Road for event traffic and through traffic.
• Allow vehicles to enter the park and line up on access road before gates open to
reduce congestion on Tierra Rejada.
• Develop system to keep pedestrians on the sidewalk during entry.
• Post vendor loading area signs.
• Secure more management staff to assist with event set-up, including assistance
with vendor check-in.
• Increase police patrol of Villa Campesina area to ensure people do not block the
road (the pedestrian bridge is the access point for emergency vehicles.)
• Reinstate-the--use-of--dirt--bikes-by--MPD-furore-effective than bicycle patrol for
arroyo/pedestrian bridge area.)
• Add more speakers to sound system.
• Post large site maps around park to assist public in locating activities.
• Station a paramedic/ambulance on-site.
• Move baby-changing station to more central location.
• Continue to post police volunteers in AVRC lobby (money counting station is in
the building.)
• Secure money-counting machines that work properly.
• Continue to have counterfeit detecting pens at admission points (some people
paid with $100 bills.)
• Increase change fund to $1,000.
• Make a line for"exact change only" at the main admission point.
• Institute a $5 parking fee for on-site parking.
Parks and Recreation Commission
Page 5
• Increase traffic enforcement outside of event area and increase citing/towing of
illegally parked vehicles.
• Post an officer or police volunteer on top of the hillside to patrol the slope (MPD
slow to respond to calls of people coming down the slope.)
• Add activities such as henna tattoos, adult bounce houses, and airbrush tattoos.
BUDGET SUMMARY
FIREWORKS EXTRAVAGANZA BUDGET SUMMARY
2011 EVENT 2010 EVENT 2009 EVENT
Participants 13,100.00 Parlidpanls 12,300.00 Participants 12500.00
GROSS REVENUE $ 46,981.00 GROSS REVENUE $ 42,798.86 GROSS REVENUE $ 44,130.64
Vendor Fees $ 7,77600 Vendor Fees $ 7,04700 Vendor Fees $ 6.154.00
Sponsorships $ 3000,00 Sponsorships $ 3.50000 Sponsorships $ 5.500.00
Admission Fees $ 35,20500 Admission Fees $ 32239.86 Admission Fees $ 3247664
DIRECT COSTS $ 37,138.84 DIRECT COSTS $ 34.093.6$8 DIRECT COSTS $ 33,251.73
Fireworks Display $ 13,000.00 Fireworks Display $ 12000.00 Fireworks Display $ 12,00000
Entertainment $ 2,427.67 Entertainment $ 3,141.31 Entertainment $ 2,783.38
Stage,Sound,Lighting $ 4,340.90 Stage,Sound,Lighting $ 4040.90 Stage.Sound,Lighting $ 4,394.80
Equipment,Signs,Prizes $ 545.36 Equipment,Skins,Prizes $ 118.96 Equipment,Signs.Prizes $ 399.28
Publicity and Promotion $ 291.20 Publicity and Promotion $ 192.00 Publicity and Promotion $ 377.40
Event Insurance $ 2,74625 Event Insurance $ 2746.25 Event Insurance $ 2,286.25
Police/Security/Safety $ 903400 Police/Security/Safety $ 8,584.00 Police/Security/Safety $ 8,930.96
Sanitation $ 381896 Sanitation $ 2935.62 Sanitation $ 1008.50
Sponsor Benefits $ 34.30 Sponsor Benefits $ 34.62 Sponsor Benefits $ 271.16
Part-time Staff Costs $ 1,925.19 Part-time Staff Casts $ 1,839.40 Part-time Staff Costs $ 1,537.00
INDIRECT COSTS $ 12,725.00 INDIRECT COSTS $ 18926.00 INDIRECT COSTS $ 21,678.00
Full-lime staff costs(est.) $ 11.791.00 Full-time staff costs(est.) $ 14,829.00 Full-time staff costs(est.) $ 19,853.00
Overhead Costs $ 935.00 Overhead Costs $ 1,297.00 Overhead Costs $ 1825.00
TOTAL COST $ 51,790.03 TOTAL COST $ 61,869.08 TOTAL COST $ 56,486.73
Gross Profit l(Loss) $ 8,842.18 Gross Profit/(Loss) $ 8,693.20 Gross Profit l(Loss) $ 10,878.91
Net Profit I(Loss) $ (5,809.03) Net Profit!(Loss) $ (9.072.20) Net Profit l(Loss) $(12,336.09)
Net Profit I(Lass)IPartIcipant $ 10.44) Net Profit l(Lose)/Participant $ 10.74) Net Profit/(Loss)Narticipant $ (0.99)
STAFF RECOMMENDATION
Receive and file this report.
ITEM q. 0
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks 8 Recreation Commission
FROM: Hugh. R. Rile arks, Recreation & Community Services
Director
PREPARED BY: Ma a Duenas, Recreation Supervisor
DATE: September 27, 2011 (Meeting of November 7, 2011)
SUBJECT: Moorpark Arts Festival
BACKGROUND
The Moorpark Arts Festival was originally established in 1930. After a period of years
when the event was not held annually, the tradition was revived in 2003 by a committee
of Moorpark residents and local volunteers. In 2007, the City assumed responsibility for
planning and staffing the event. Due to conflicts with other City events, the Arts Festival
was moved from the first Sunday in October (when it had been held in 2003-2005), to
the first Sunday in May. In 2009, the event was moved to the last Sunday in April to
avoid competition with other arts-related events in east Ventura County. In prior years,
the event was coordinated by the Active Adult.Center Supervisor with assistance from
Recreation Division staff. In 2011, the Recreation.Division assumed full responsibility for
---coordinatingtheevent. _._. _._. ..
DISCUSSION
The Moorpark Arts Festival was held on Sunday, April 17, 2011. Activities were held at
the Moorpark Community Center, Moorpark City Library, and High Street. The event
showcased a wide variety of art forms. Admission was free to the public.
At the Community Center, featured artist Wes Van Dyke exhibited paintings of his
personal interests, including his love of outdoor activities and the environment. A harp
performance by Xavier Montes in the Apricot Room added to the festive atmosphere.
The fine arts exhibit included drawing, painting, photography, and ceramics with a total
of 33 submissions. A gourd art exhibit was held inside the Citrus Room with a total of 9
submissions, in conjunction with gourd crafting demonstrations. The Braun Room
exhibited Art by school-age children with over 200 youth pieces. The Youth Art Exhibit
drew a very large and enthusiastic audience.
The Moorpark Library hosted a "Dia De Los Ninos, Dia De Los Libros" program of
bilingual activities, starting with the Magic Mariachi Show and followed by Chinese
Stories and Tamil (India) and English storytelling.
Parks and Recreation Commission
Page 2
Free art activities for children were sponsored by The Neighborhood for Learning.
Activities included box painting, sand art, and bracelet making. A pottery wheel
demonstrations and lessons by Chad Steel were also held at the NfL. All activities were
extremely popular with youth and parents.
A fine arts and crafts faire was added this year, located at the Chamber of Commerce
and 33 High Street. There were a total of 16 booths, featuring photography, paintings,
hand-made soaps, and other unique hand-made arts and crafts items. The 'Teen
Scene" area was discontinued, due to lack of interest.
Matt Oppenheimer created a chalk painting at the Chamber parking lot depicting a child
looking into an aquarium. Sidewalk chalk was also provided for children to practice
street painting.
The High Street Arts Center showcased performances by Campus Canyon Lunchtime
Singers, "Moorpark Has Talent" Winner the MHS String Quintet, Megill & Company
Dance, Mary Mesick Vocal Academy, Pam Rossi's Dance Ten, Camarillo Academy of
Performing Arts, Vanessa Townsell's Future Stars, Dance Fusion and Ballet Folklorico-
First 5 Moorpark. The High Street Arts Center reported a continual stream of guests
throughout the day.
Overall attendance at all combined sites is estimated at 1,500. Attendance varied
throughout the day, with numbers increasing as the day progressed. Both art
submissions and event attendance were lower than last year. This may be due in part to
the event falling on Palm Sunday. Additionally, staff made changes to the way in which
artists entered their work. Rather than all artwork being dropped off at the Community
Center, artists were asked to submit digital or hard-copy photographs of their work. This
is similar to how other local art festivals handle entries. Entry fees were not changed,
but requirements of sellers permit was added for those artists that wished to sell their
work.
The event had a significant increase in program revenue, due to the addition of the arts
and crafts fair. Total costs for the event increased, due to different accounting methods
between the Recreation Division and former event coordinator. The event has not been
able to realize a gross or net profit for the third consecutive year. A budget summary is
attached.
Staff Recommendation
Staff recommends that the Commission receive and file this report.
Parks and Recreation Commission
Page 3
Budget Summary
MOORPARK ARTS FESTIVAL SUMMARY
2011 Event 2010 Event 2009 Event
Participants - - — 1,500 --- - ---2,142 Participants - - -- — 1,161
PROGRAM REVENUE $ 1,020.00 PROGRAM REVENUE $ 840.00 PROGRAM REVENUE $ 880.00
DIRECT COSTS $ 4,163.86 DIRECT COSTS $ 4,747.00 DIRECT COSTS $ 5,623.00
Contractors $ 1,225.00
Promotions $ 2,050.87
Equipment $ 523.19
Health Department $ 114.00
Part-time Staff Costs $ 250.80 Part-time Staff Costs not ateilable Part-time Staff Costs not aeilahle
INDIRECT COSTS INDIRECT COSTS INDIRECT COSTS
Full-Time Staff Costs $ 9,970.70 Full-Time Staff Costs $ 7,980.00 Full-Time Staff Costs $ 5,614.00
Overhead Costs $ 498.52 Overhead Costs not available O.erhead Costs not available
TOTAL COST $ 14,63108 TOTAL COST $ 12,727.00 TOTAL COST $ 11,237.00
Gross Profit!(Loss) $ (3,143.86) Gross Profit l(Lose) $ (3,907.00) Gross Profit!(Loss) $ (4,943.00)
Net Profit!(Loss) $ (13,613.08) Net Profit!(Loss) $(11,887.00) Net Profit I(Loss) $(10,557.00)
Net Profit/(LossWParticipant $ (9.08) Net Profit/(Loss)iPartkipan $ (5.66) Net Profit l(Loss)IPartcipant $ (9.09)
ITEM 9. C
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks & Recreation Commission
FROM: Hugh R. Rile s, Recreation & Community Services
Dire
PREPARED BY: Martha Duenas, ecreation Supervisor
DATE: September 27, 2011 (Meeting of November 7, 2011)
SUBJECT: Moorpark Has Talent 2011 Event Report
BACKGROUND
The 2nd annual "Moorpark Has Talent"talent show competition was coordinated by the
Recreation Division in collaboration with the High Street Arts Center.
DISCUSSION
"Moorpark Has Talent" showcased local talent from the Moorpark community. The
event was held on Saturday, April 16, 2011, at 7:00 p.m. at the High Street Arts Center.
Admission to the show was $8.00 pre-sale and $10.00 at the door. During the show,
local performers competed for cash prizes consisting of $500 first place, $300 second
place, $200 third place, and $100 for 4th through 10th place. Gift cards were given to
13 place. The prizes were donated by event sponsors including Anderson
Rubbish Disposal, Waste Management, and the Moorpark Foundation for the Arts.
The event performers were selected through an open audition process. A total of three
open-auditions were held, in which members of the public were invited to showcase
their talents for a chance to compete in the event on April 16. Open-auditions were held
at the Moorpark Community Center and the Arroyo Vista Recreation Center. Auditions
were open to Moorpark residents of all ages. Only amateur performers were permitted
to enter. A performer entry fee of $10 per act was charged. Thirty-two acts auditioned
for a panel of three judges. The judging panel included a Parks & Recreation
Commissioner, an Arts Commissioner, and the Assistant City Manager. The panel
determined which acts would be invited to the final event. The original proposal
suggested ten finalists, but the judges were pleased with the quality of the
performances and selected the top thirteen acts to perform.
A total of 174 tickets to the event were sold, of which 67 were pre-sale. The audience
enjoyed the variety of the thirteen unique acts, which included dance, a pianist,
vocalists, martial arts, and instrumental performances. The audience also had the
opportunity to purchase concessions.
The winning performers were chosen by a combination of judging panel and audiences
vote through ballot boxes available at the end of the show. Each member of the
audience was given a ballot ticket with their paid admission. Voting took place at the
conclusion of all performances. Audience members were allowed a few minutes to cast
their ballots. Staff collected the judge's ratings and tallied the ballot boxes. The winners
were announced shortly thereafter by the Emcee, Andrew David James.
The 2011 "Moorpark Has Talent° winning act was the Moorpark High School Wind
Quintet. The Quintet wooed the crowd with their profound love for their country through
their music. Second place was awarded to Alexa Zastrow with a vocal performance,
and third place went to Eliseo Zavala with a dance performance.
Suggestions for future events included:
• All finalists should get a cash prize
• Performers should be divided into age groups
• Performers should not be charged an entry fee
FISCAL IMPACT
While this event did not realize net revenue, it was able to recover 100% of its direct
costs through ticket sales, audition fees, and sponsorships. It should be noted that
costs included in the budget analysis include only the costs incurred by the Recreation
Division. Costs for use of the High Street Arts Center (for one audition, a rehearsal, and
the event) and the theater manager's time are not included. Additionally, revenue from
concession sales was retained by the theater and is not included as a revenue source.
A budget summary is aftached.
STAFF RECOMMENDATION
Staff recommends that the Commission receive and file this report.
Budget Summary
MOORPARK HAS TALENT SUMMARY
2011 Event 2010 Event 2009 - No Prior Event
Participants 22 • Participants 310 Participants
PROGRAM REVENUE $ 4,442.00 PROGRAM REVENUE $3,727.00 PROGRAM REVENUE
DIRECT COSTS $2,718. DIRECT COSTS $2,949.01 DIRECT COSTS
Promotions/Programs $51453 Promotions/Programs $368.51 Prizes
Equipment $13.91 Equipment $88.00 Attractions
Participants Winnings $1,775.00 Participants Winnings $1,900.00 Advertising
Emcee $20000 Emcee $200.00 Equipment
Part-time Staff Costs $214.46 Pan-time Staff Costs $864.63 Part-time Staff Costs
INDIRECT COSTS INDIRECT COSTS INDIRECT COSTS
Full-Tme Staff Costs $4,600.24 Full-Tme Staff Costs $5,449.06 Full-Time Staff Costs
Overhead Costs $423.61 Overhead Costs $26.76. Overhead Costs
TOTAL COST $7,741.7 TOTAL COST $8,896.96 TOTAL COST
Gross Profit/(Loss) $ 1,724.10 Gross Prottt/(Los) ' $ 305.86 : Gross Profit I(Loss)
Net Profit I(Los) ($3,299.75 Net Profit/(Loss) ($5,169.96) Net Profit I(Loss)
Net Profit/(Loss)/Partkipant ($14.67) Net Profit I(Loss)/Partklpant ($16.68) Net Profit/(Loss)/Parficipant
ITEM 'l. F
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Hugh R. Riley;Parks, Recreation & Community Services Directo roe
PREPARED BY: Jeremy Laurentowski, Parks and Landscape Manager
Allen Walter, Landscape/Parks Maintenance Superintendent
DATE: October 15, 2011 (Meeting of 1117/11)
SUBJECT: Parks Quarterly Report
July, August, September 2011
AVCP Tennis Court Resurfacing: The tennis courts at Arroyo Vista Community Park
were resurfaced on September 16 by California Surfacing, at a cost of $25,560.
Moorpark Unified School District funded 50% of this project as the school district utilizes
the courts for team practice and matches.
Turf Maintenance Equipment Purchase: The City Council approved the purchase of
a tractor and aerator in the amount of $36,400 on October 19. Staff will utilize this
equipment to continue the turf maintenance schedule developed by Guise and
Associates, the turf management consultant that was hired to complete the turf
restoration at Arroyo Vista Community Park.
Country Trail Park Tot Lot and ADA Surfacing: The ADA access tiles currently
installed in the large tot lot area have outlived their life expectancy and staff has
obtained quotes to replace the surfacing. However, the tot lot equipment is scheduled
for replacement in FY 12/13 and it would not be cost effective to replace the surfacing at
this time without replacing the equipment. Staff has also discovered that the current
pedestrian access to the park does not meet current ADA standards. Staff has surveyed
the park and feels that a new walkway installed along the 4:1 slope would be the
preferred option to provide ADA access. Staff is obtaining quotes for a complete
renovation of the tot lot equipment and walkway.
Parks Recycling Program: Fifteen concrete recycle bins purchased from QuickCrete
Concrete Products were installed on October 4 and an additional seven bins were
ordered on October 19 to complete the recycling program at Arroyo Vista Community
Park. Phase II will include Poindexter Park, Peach Hill Park, and Miller Park, with the
remaining parks scheduled for installation in FY 12/13. In addition, $8,000 in recycling
grant funding was obtained in FY 11/12 for the purchase of a utility vehicle to service
Parks Quarterly Report
Page 2
Arroyo Vista Community Park. Staff has ordered an electric utility vehicle from EZGO
and anticipates delivery by the end of December. This vehicle will be stored in the
storage room adjacent to the AVRC gymnasium.
Tierra Rejada Park Tot Lot Damage: The slide installed on the large tot lot play
equipment has cracked at the base. The damage was the result of defective equipment
and a replacement slide was delivered to the City free of charge. Staff installed the slide
at the end of September.
Mammoth Highlands Park Turf Renovation: The turf at Mammoth Highlands Park is
not establishing as anticipated. Staff has discovered that the turf blend originally
installed consists of approximately 90% perennial rye and only 10% Bermuda. In
addition to soil conditioning problems, the rye has become a thick matt of thatch
inhibiting the Bermuda to establish. Staff has obtained cost estimates to renovate the
turf area so that Mammoth Park could ultimately be used by the local sport leagues.
However, Bermuda is a warm season turf and any renovation efforts would need to take
place in the late spring months or early summer months. Staff will re-evaluate the
condition of the turf in 2012.
Poindexter Park Eagle Scout Project: Eagle Scout candidate Robert Bruner
completed a landscape improvement project at Poindexter Park on October 29. The
project consisted of installing 12 trees, 155 shrubs, and bark mulch. The City provided
the plant material and bark chips. All labor and equipment were provided by the Boy
Scouts of America. Approximately 30 scouts were scheduled to assist with this project.