HomeMy WebLinkAboutAG RPTS 2014 1006 PR REG CITY OF MOORPARK
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, ea PARKS,RECREATION&COMMUNITY SERVICES DEPT. 1 799 Moorpark Avenue,Moorpark,CA 93021
Main City Phone Number(805)517-6200 i Fax(805)532-2550 I moorpar. q
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PARKS AND RECREATION COMMISSION MEETING AGENDA
October 6, 2014
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 Playground Equipment for Poindexter Park. Staff Recommendation:
Provide a recommendation on the play equipment for Poindexter Park.
9. CONSENT CALENDAR:
A. Approval of Minutes for the Parks and Recreation Commission Regular Meeting
of June 2, 2014. Staff Recommendation: Approve as presented.
B. Approval of Minutes for the City Council and the Parks and Recreation
Commission Joint Meeting of April 23, 2014. Staff Recommendation: Approve as
presented.
C. Parks Quarterly Report. Staff Recommendation: Receive and file report.
D. Breakfast With Santa Event Summary Report. Staff Recommendation: Receive
and file report.
E. Trick or Treat Village Event Summary Report. Staff Recommendation: Receive
and file report.
]ANILE S.PARVIN ROSEANN MIKOS,Ph.D. KEITH F.MILLFIOUSE DAVID POLLOCK MARK VAN DAM
Mayor Councilmember Councilmember Councilmember Councilmember
Parks and Recreation Commission
October 6, 2014
Page 2
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.mooroarkca.nov.
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 511-8227.
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 a disability. Upon advance notification of the
need for disability-related modification or accommodation, reasonable arrangements will be made by City staff to provide
accessibility to the meeting(28 CFR 35.102-35.104;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 October 6, 2014.
Executed this 1st day of October 2014, at Moorpark, California.
iatty Ander on 6744
Administrative Assistant II
Parks, Recreation & Community Services Department
ITEM 8.A
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Jeremy Laurentowski, Parks and Recreation Director
DATE: September 29, 2014 (Meeting of October 6, 2014)
SUBJECT: Consider Playground Equipment for Poindexter Park
BACKGROUND AND DISCUSSION
On November 5, 2012, staff prepared an agenda report for the Parks and Recreation
Commission describing the need to replace the playground equipment at Poindexter
Park, as it has outlived its life expectancy. The industry standard and life expectancy of
playground equipment is approximately fifteen years. Most play equipment warranties
expire after ten years and major renovations are typically required after fifteen years to
replace worn equipment and in an effort to meet current equipment trends, playground
safety codes and Americans with Disabilities Act (ADA) requirements. The playground
equipment at Poindexter Park was originally installed in 1996 and consists of two
separate tot lot play areas with individual play structures, one for children in the two to
five year age group and one play structure for children in the five to twelve year age
group. In addition, the tot lot areas include two swing sets, one for each age group,
several spring animals, a merry-go-round and a sand-and-water play structure. The two
tot lot play areas meet current ADA access requirements, as engineered wood fiber
(EWF), which is ADA compliant, and concrete ramps into the playground areas have
been provided.
On June 18, 2014, the City Council adopted the Operating and Capital Improvement
Budget for Fiscal Year 2014/15. Capital Improvement Project (CIP) number 7801
includes replacing the playground equipment at Poindexter Park. It is customary for the
Parks and Recreation Commission to make a recommendation on the design of the
playground equipment for City parks to the City Council. The City Council will make the
final determination on the playground equipment design.
On July 28, 2014, staff solicited bid proposals from six play equipment vendors that
specialize in commercial grade park playground equipment. A pre-bid meeting was held
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Parks and Recreation Commission
October 6, 2014
Page 2
at Poindexter Park on August 1, 2014, and staff received five bid proposals by the
submittal due date of August 19, 2014. The following is a summary of the information
contained in the RFP:
DESIGN CRITERIA
General Information: This site is located in a large 7.5 acre multi—use park, which
includes two softball/multi-use fields, basketball court, Skate Park, a large picnic
pavilion, and restroom facility. This is a high traffic area as this park is home to
various baseball/softball tournaments, and special events, as well as being
located adjacent to a middle school.
Square Feet The current playground #1 is approximately 70' x 45' and
playground #2 is approximately 60' x 40' the scope of the work is no less than
50% size of the existing playground. See attached site map and photo exhibits for
existing playground structures and approximate locations for new equipment
Surfacing: Primary surface material shall be engineered wood fiber(EWE). EWF
shall be installed to a minimum depth of 16". Poured in place (PIP) surfacing
material will not be accepted in the design
Accessibility: Accessibility should be provided according to American with
Disabilities (ADA) Act A concrete ramp, extending form the top-of-curb finish
surface elevation to the finish grade elevation within the play areas, with a 6"curb
on both sides of the ramp, shall be built into the play area to provide ADA access.
The 6" curbs on the ramps shall meet grade at top of existing curb and shall not
extend above finish elevation of existing curb. Concrete ramps shall not exceed
5% grade and shall be designed as an integral component of the play area.
Play Values Desired: The installation of the playground shall comply with the US
Playground Guidelines. The existing playground includes two play areas; play
structure #1 shall be designed for children 5 to 12 years of age and shall include at
least one large climbing structure with multiple entry-exit points, a minimum of one
slide component, one merry-go-round/or a play feature alternate, and one swing
set with two belt swings; Play structure #2 shall be designed for children 2 to 5
years of age and shall include at least one large climbing structure with multiple
entry-exit points, a minimum of one slide component, one swing set with two
"bucket" tot swings, and two spring rockers or a play feature alternate. The
contractor shall also include one play structure that incorporates water and sand play.
The major play components shall incorporate overhead shade structures. Shade
structures shall not be fabric based. The playgrounds should be visually appealing,
challenging, and attractive.
Total budget$115,000
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Parks and Recreation Commission
October 6, 2014
Page 3
The playgrounds are currently installed with engineered wood fiber (EWF) as the
primary surface material and staff is requesting that the contractor continue to utilize
EWF in an effort to save overall project costs and long term maintenance costs. EWF is
ADA compliant and meets safety fall zone requirements. In addition, staff has requested
the installation of a commercial grade sand-and-water play structure, and that the
existing merry-go-round is replaced with a new merry-go-round that meets current safety
requirements, or an equivalent play amenity. The play structures shall also incorporate
overhead shade.
Staff has evaluated each proposal and had initially determined that each proposal meets
the budget and requirements of the RFP, with the exception of the proposal submitted
by Sun Country Systems, Inc. (Sun Country), the manufacturer representative for Burke
Premier Play Environments. Staff had determined that the Sun Country proposal is non-
responsive to the RFP, due to the fact that they did not appear to include a sand-and-
water play structure, or equivalent amenity, as required by the RFP. Staff contacted Sun
Country to discuss the issue. Sun Country stated that the sand-and-water feature was
included in the overall costs, but was not itemized in their proposal. They sent via
separate email a sand-and-water toy that they would like included in their proposal (see
last sheet in attachment 5). This was received on October 1, 2014.
EVALUATION OF PROPOSALS
The Parks and Recreation staff will review the written proposals and will determine the
top vendor(s) based on overall responsiveness to the Request for Proposals. Evaluation
of the proposal(s) will be based on the following:
• Responsiveness to the RFP and the criteria
• Proposed site equipment designs and concepts
• Originality and creativity
• Safety
• Overall play value of the proposed design and equipment
• Durability and ease of maintenance of the proposed equipment
• Ability to meet budget
• Ability to put together a design and construction system which will be able to
perform all aspects of the project, possess appropriate California contractor's
license, and meet insurance requirements.
• Ability of proposed design to comply with the Americans with Disabilities Act and
the Consumer Products Safety Council, as well as International Playground
Equipment Measure Association Guidelines.
It should be noted that the bidders are required to provide a proposal that is within the
budget identified in the RFP and the Commission should make a recommendation to the
City Council based on the evaluation process identified above, not the lowest bid
received. For reference, the following is a summary of bids submitted by the responsive
bidders:
3
Parks and Recreation Commission
October 6, 2014
Page 4
1. Great Western Park and Playground $114,992.00
Game Time play equipment (Attachment 1)
2. RecWest Outdoor Products, Inc. $114,834.30
Landscape Structures (Attachment 2)
3. Recreation Republic $114,733.00
Kompan, Inc. (Attachment 3)
4. Pacific Park and Playground $114,937.01
Little Tikes (Attachment 4)
5. Sun Country Systems, Inc. $114,993.78
Burke Premier Play Environments (Attachment 5)
It should be noted that each play equipment manufacturer has a wide range of color
options available. Staff will make a final recommendation on the color choices for the
play equipment to the City Council.
FISCAL IMPACT
Currently, there is no funding available in the Park Zone Development Fund for Zone 1
to replace the playground equipment at Poindexter Park. The Zone 1 Development
Fund has a negative fund balance of approximately $932,848, due to the installation of
the Poindexter Park expansion project and skate park. The fund balance will be
supplemented by future development within the Zone 1 boundary. In addition, the City is
faced with continuing constraints on funding for park maintenance, which has a direct
impact on the General Fund. Currently, the FY 2013/14 operating budget for park
maintenance is approximately $2,243,430. The Single Family Equivalent (SFE)
assessment rate for park maintenance is currently set at $57 per household. This
assessment will generate approximately $753,375 for park maintenance, which
contributes approximately 34% of the overall parks operating budget, and will require
approximately $1,521,775 of funding contributions from the General Fund. Due to the
high use of Poindexter Park and popularity with local residents, the City Council
approved funding in the FY 2014/15 budget in the amount of$115,000 from the General
Fund Reserve to complete this work.
However, in January 2014, a grant opportunity was brought to staff's attention regarding
possible funding options for the replacement of this play equipment. The California
Department of Housing and Community Development (HCD) accepted applications for
the Housing-Related Parks (HRP) Program. The HRP Program was designed to reward
local governments that provided housing for lower-income households and are in
compliance with State housing element law with grant funds to create or rehabilitate
parks. The 2013 Notice of Funding Availability (NOFA) award funds to eligible
jurisdictions on a per-bedroom basis for each residential unit affordable to very low and
low income households permitted during calendar years 2010, 2011, 2012, and 2013.
During the eligibility period, the City of Moorpark developed 27 units consisting of 68
bedrooms. Recently, it was brought to the City's attention that City was successful in
4
Parks and Recreation Commission
October 6, 2014
Page 5
securing the grant in the amount of approximately $123,000 to replace the playground
equipment at Poindexter Park. The City expects to receive official notification on the
grant award sometime in October, 2014.
STAFF RECOMMENDATION
Provide a recommendation on the play equipment for Poindexter Park.
Attachments:
1. Great Western Park and Playground, Game Time Play Equipment
2. RecWest Outdoor Products, Inc., Landscape Structures Play Equipment
3. Recreation Republic, Kompan, Inc. Play Equipment
4. Pacific Park and Playground, Little Tikes Play Equipment
5. Sun Country Systems, Inc., Burke Premier Play Environments
5
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ATTACHMENT 1
Moorpark,CA 93021 Poindexter RFP GREATWESTERN PARK AND PLAYGROUND - GAMETIME
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ATTACHMENT 4 PAGE 1 OF 3
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2-5 PLAY STRUCTURE W/SWINGS
,--,
AND AMENITIES
City of Moorpark
Poindexter Park
Proposal # 106-82309-1
September 30, 2014
•
I ,
1:11 11Q.
Presented by
Sun Country Systems, Inc.
and
Burice
premier play environments
/ / Jf
22
ITEM 9.A
MINUTES OF THE PARKS AND RECREATION COMMISSION
Moorpark, California June 2. 2014
A Regular Meeting of the Parks and Recreation Commission of the City of Moorpark
was held on June 2, 2014, in the Council Chambers of said City located at 799
Moorpark Avenue, Moorpark, California.
1 . CALL TO ORDER:
Chair Haverstock called the meeting to order at 6:35 p.m.
2. PLEDGE OF ALLEGIANCE:
Commissioner Babcock led the Pledge of Allegiance.
3. ROLL CALL:
Present: Commissioners Robert Babcock, Tina Brown, Thomas Pflaumer,
Sandra Thompson, and Chair Adam Haverstock.
Staff Present: Parks and Recreation Director Jeremy Laurentowski and
Administrative Assistant Patty Anderson.
4. SPECIAL AGENDA ITEMS:
None.
5. PUBLIC COMMENTS:
None.
6. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
Commissioner Babcock requested that Item 9.A from the Consent Calendar be
pulled for discussion.
7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS:
Commissioner Thompson and Commissioner Pflaumer stated that they would
like to table their oral report on the CPRS Conference from March until the next
Commission meeting.
Chair Haverstock announced the City's upcoming July 3`d event and the start of
Summer Camp Moorpark on June 12.
23
P&R Commission Meeting
June 2, 2014
Page 2
Commissioner Thompson congratulated all the Moorpark graduates and
reminded the public to drive slow and use caution now that children are out on
summer vacation.
8. PRESENTATION/ACTION/DISCUSSION:
B. Consider Playground Equipment for the Future Park Site at 161 Second
Street. Staff Recommendation: Recommend the play equipment and color
options for the park site at 161 Second Street.
Jeremy Laurentowski gave a brief overview of staffs report and the four
proposals submitted to the City, which were Great Western Park and
Playground, Recreation Republic, RecWest Outdoor Products, and
Miracle Recreation Equipment.
The Commission and staff discussed the proposals. Some of the
discussion included if any of the companies are local, allowing the City to
buy within the state; if the equipment can include a shade structure, as
well as types of shade structures; the history of the companies with the
City concerning customer service, durability, and service life of the
equipment; and modifications if so desired.
Commissioners Haverstock, Thompson, and Pflaumer, stated RecWest
was their first choice.
Commissioner Brown stated that Miracle was her first choice, because
she would like a shade structure included.
Commissioner Babcock stated he liked both Miracle and RecWest.
Commissioner Thompson stated she would like it noted that a pinata pole
be included with the equipment.
Jeremy Laurentowski stated he would see if it is doable to include a shade
structure with the RecWest equipment.
MOTION: Commissioner Pflaumer moved and Commissioner Thompson
seconded a motion to recommend the RecWest proposal to the City Council for
consideration. The motion carried 4-1, with Commissioner Brown dissenting.
24
P&R Commission Meeting
June 2, 2014
Page 3
9. CONSENT CALENDAR:
A. Approval of Minutes for the Parks and Recreation Commission Spring
Park Tour Meetinq of April 14, 2014. Staff Recommendation: Approve as
presented.
Commissioner Babcock discussed the recommendation in the motion of
Item 6.0 of the April 14, 2014, minutes with staff. He stated that he would
like any recommendation approved by the Commission to be presented to
the City Council for consideration as stated in the motion.
MOTION: Commissioner Babcock moved and Commissioner Brown seconded a
motion to approve the minutes as presented. The motion was carried by
unanimous voice vote.
B. Parks Quarterly Report. Staff Recommendation: Receive and file report.
C. Recreation Programs Winter Quarterly Report. Staff Recommendation:
Receive and file report.
MOTION: Commissioner Thompson moved and Commissioner Pflaumer
seconded a motion to receive and file Items 9.B and 9.C. The motion was carried
by unanimous voice vote.
C. July 3f' Special Event Report. Staff Recommendation: Receive and file
report.
D. Consider Fiscal Year 2014/15 Objectives. Staff Recommendation:
Receive and file report.
MOTION: Commissioner Thompson moved and Commissioner Babcock
seconded a motion to approve the remaining items of the Consent Calendar as
presented. The motion was carried by unanimous voice vote.
10. ADJOURNMENT:
The meeting was adjourned at 7:17 p.m.
25
PSR Commission Meeting
June 2, 2014
Page 4
APPROVED:
Respectfully submitted ADAM HAVERSTOCK, CHAIR
Patty Anderson, Administrative Assistant
26
ITEM 9.B
MINUTES OF THE JOINT MEETING OF THE
CITY COUNCIL AND PARKS & RECREATION COMMISSION
Moorpark, California April 23, 2014
A Special Joint Meeting of the Moorpark City Council and Parks & Recreation
Commission was held on April 23, 2014, at 6:45 p.m. at the Moorpark Community
Center located at 799 Moorpark Avenue, Moorpark, California.
1. CALL TO ORDER:
Mayor Parvin called the City Council meeting to order at 6:49 p.m.
Chair Haverstock called the Parks and Recreation Commission meeting to order
at 6:49 p.m.
2. THE PLEDGE OF ALLEGIANCE:
Commissioner Babcock led the Pledge of Allegiance.
3. ROLL CALL:
City Council: Councilmembers Mikos, Millhouse, Pollock,
•
Van Dam, and Mayor Parvin.
Parks & Recreation Commission: Commissioners Babcock, Brown, Pflaumer,
Thompson, and Chair Haverstock,
Staff Present: Steven Kueny, City Manager; Deborah
Traffenstedt, Deputy City Manager; Jeremy
Laurentowski, Parks and Recreation
Director; and Blanca Garza, Deputy City
Clerk.
4. PUBLIC COMMENT:
None.
5. PRESENTATION/ACTION/DISCUSSION:
A. Consider Status Report on Mission Statement, Priorities, Goals and
Objectives for Fiscal Year 2013/2014 and Direction for Fiscal Year
2014/2015. Staff Recommendation: Direct staff as deemed appropriate.
27
Minutes of the City Council and
Parks & Recreation Commission
Moorpark. California Page 2 April 23 2014
Mr. Kueny deferred giving a staff report and stated staff is available to
respond to Council and Commission questions.
Mr. Laurentowski announced the City has received a letter indicating the
State is recommending a $500,000 grant toward the Arroyo Vista
Recreational Trail Project. The final recommendation is expected in
September.
There were no speakers.
A discussion followed among the Councilmembers, Commissioners, and
staff which focused on:
1) Construction of public park on Second Street and the possible
consideration to incorporate artwork at Magnolia park;
2) Arroyo Vista Community Park recreation trails, possible splash pad,
multi-activity court to be changed to include usable basketball courts,
and improving the access road to include a bike travel lane;
3) Development of a plan to reduce the amount of turf in City parks by ten
percent to save money from the General Fund and reduce water
consumption;
4) Implementation of a disc golf course in the City of Moorpark;
5) Consideration of a freeze on youth sports use fees to ensure the
Moorpark youth are able to participate in sports and mentorship
opportunities;
6) Adding a new objective relative to re-use opportunities for Country Trail
park consistent with Flood Control use restrictions, and ADA access
requirements, and consider potential disc golf course, a BMX bike
track, or dog park uses;
7) Acquisition of the Birkenshaw home on Moorpark Avenue for
conversion into a museum;
8) Considering options for funding, construction, and maintenance of a
community aquatic facility and incorporating water spray attractions at
selected City Parks;
9) Development of a Youth Master Plan in collaboration with the various
agencies that serve Moorpark youth;
10)Facilitating meeting spaces for youth programs with the Moorpark
Unified School District;
11)Ensuring maintenance of Active Adult Center Bocce Ball Courts; and
12)Evaluating the feasibility of establishing a community garden program
including identification of a preferred location.
28
Minutes of the City Council and
Parks & Recreation Commission
Moorpark California Page 3 April 23, 2014
6. ADJOURNMENT:
Mayor Parvin adjourned the City Council meeting and Chair Haverstock
adjourned the Parks and Recreation Commission meeting at 7:37 p.m.
Janice S. Parvin, Mayor
Adam Haverstock, Chair
ATTEST:
Maureen Benson, City Clerk
29
ITEM 9.0
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Jeremy Laurentowski, Parks & Recreation Director
PREPARED BY: Allen M. Walter, Landscape and Parks Superintendent
Emilio Blanco, Landscape and Parks Superintendent
DATE: July 15, 2014 (Meeting of October 6, 2014)
SUBJECT: Parks Quarterly Report for April, May, June 2014
Mammoth Highlands Park and Glenwood Park Helping Hands Project: The Helping
Hands Project was completed on Saturday, April 26. The organization provided 200
volunteers at Mammoth Highlands Park to plant fifteen trees (Oaks and Sycamores)
and spread woodchips in a new planter designed to reduce water usage at the park.
Helping Hands also provided 50 volunteers at Glenwood Park to plant shrubs, add
trees, and spread woodchips along the west end of the park, paralleling Tierra Rejada
Road. This will be the first phase in developing a no play area between the Park and
Tierra Rejada Road.
Poindexter Park Playground Equipment: No change since last report. In December
2012, staff obtained City Council approval to replace the playground equipment at
Poindexter Park. Staff included funding for this work in the FY 13/14 budget and is in
the process of an RFP. Once the RFP process is complete, staff will present the final
designs to the Parks and Recreation Commission in the fall of 2014.
Recycle Beverage Containers: No change since last report. To date, a total of 66
recycle beverage containers were installed at various parks with funding obtained
through the Recycle Beverage Container Grant. Staff anticipates that approximately
$24,000 in recycle beverage grant funding will be available in FY 2013/14. City Council
approved the funding to install recycle beverage containers on High Street on October
2, 2013. The High Street containers match the model and manufacturer specified on the
High Street Improvement Plans prepared by Lawrence Moss and Associates and were
delivered in January. Staff is in the process of obtaining bids to have the containers
installed.
Campus Park and Poindexter Park Lighting: The project has been completed to the
specifications for LED lighting. City staff has received positive comments from residents
who appreciate the additional lighting and the safety features which include motion
sensors.
30
Parks Quarterly Report
Page 2
Land and Water Conservation Fund (LWCF) - Arroyo Vista Bicycle/Pedestrian
Path: The project plans are prepared and were approved by City Council on February 5.
The grant application was completed and submitted by the grant application deadline of
February 3. Staff was notified by the California State Parks, Office of Grants and Local
Services staff that our project has been recommended to the National Park Service
(NPS) for $500,000 in funding. It is expected the NPS will make a final funding decision
in September. If awarded, the funds would be available in October at the start of the
federal fiscal year.
City Playground Audit: Staff is continuing playground audits at all park playgrounds.
The audit uses ASTM regulations for playground equipment safety inspection. The audit
inspection reports identify changes or hazards since the installation of the play
equipment. The audit inspects the protective surface, looks for the development of
protrusion, entanglement, pinch, crush, shearing, sharp edges, equipment wear, and
proper signage identifying age appropriate use of the play equipment. Staff is evaluating
30 playgrounds and submitting the reports for analysis and scheduled repairs.
Walnut Acres Park: Staff received City Council approval for the design of the park site
on Second Street on June 19, 2013. The plans and specification for the park were
completed and approved by City Council on April 16, 2014, and the project was
advertised for bid. The bids that came in were $100,000 over the project estimates. The
City Council rejected the bids and authorized a re-bid. The new bids were due June 20,
2014. These bids were also rejected due to confusion by the low bidder regarding the
requirement to list a C-27 Landscape Contractor in their bid. The project went out to bid
a third time and bids are due on August 21 . Staff anticipates that the construction
contract will be awarded in mid-September, with final construction completed by mid-
December.
Arroyo Vista Community Park Sewer Litt Station Renovation: The Arroyo Vista
Community Park sewer lift station renovation were completed just before the July 3,
firework event. At this time the sewer pump work is about 90% complete. The remaining
work is above ground work and includes upgrades to the Automatic Transfer Switch
(ATF). The ATF will be used to switch to generator power during electrical power
outages.
Arroyo Vista Community Park Well Pumps # 1 and 3: The Arroyo Vista Community
Park renovation of well pump #1 and #3, which included adding two Variable Frequency
Drives, have been completed. Staff is monitoring the energy use and water
consumption.
Asphalt Parking Lot Repairs: Staff prepared the bid specifications for the asphalt
repairs required at Arroyo Vista Community Park (AVCP) lots A,B,C, and D, Poindexter
Park, Monte Vista Park, Country Trail Park, Miller Park, and the Civic Center parking
lots. The bid specifications were approved by City Council on July 16, 2014. Staff
anticipates going out to bid in mid-August and completing the work in the fall of 2014.
2
31
Parks Quarterly Report
Page 3
Staff has prepared a preliminary budget and anticipates that this work will cost the City
approximately $595,000. This is an increase of staff's original estimate due to some
drainage repair work at the entry to the AVCP and in parking lot C at AVCP.
Mammoth Highlands Park — Pardee Slope Replanting: During construction of a wall
along the north side on Mammoth Highlands Park delineating the new residential homes
from the park several plants and irrigation was damaged. Oakridge Landscape will be
working with Pardee to replant and repair the slope damage in conjunction with the
installation of the new park DG trail being added extending the multi-use trail from
Ridgecrest Drive.
3
32
ITEM 9.D
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks & Recreation Commission
FROM: Dylan Gunning, Recreation Coordinator I
DATE: July 17, 2014 (Meeting of October 6, 2014)
SUBJECT: 2013 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 21, 2013, at Arroyo Vista
Recreation Center. The first breakfast seating was at 8:30 a.m. and the second
breakfast seating was at 10:00 a.m. The entire event concluded at noon. The event
featured a breakfast cooked by the recreation staff, a photo opportunity 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.
For breakfast service, the room was set up with round tables and chairs covered in
plastic green and red table cloths. The tables were decorated with miniature Christmas
trees and garland. Breakfast was cooked by recreation staff in the Arroyo Vista
Recreation Centers kitchen; this reduced direct costs that were associated with have
the event catered. The breakfast included two pancakes, two eggs, and two sausage
links. Coffee, apple and orange juice were also included provided. Breakfast was
served by Teen Council volunteers who delivered the breakfasts to each table.
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
33
Parks and Recreation Commission
October 6, 2014
Page 2
Santa's workshop frame craft and two personalized greeting cards to color. Crafts were
not needed to be purchased this year because of recycling crafts from the prior year.
Overall attendance for the 2013 event was 199 participants up from 116 participants in
2012. Current seating capacity for the event is 200 participants. Fees were adjusted to
$10 per person and free for children less than 1 year old with a paid adult. Included in
the registration fee was breakfast for all participants except children under 1, a photo
opportunity with Santa, and craft project for all children. Staff received very positive
feedback from the participants and the event ran smoothly.
The program was able to recoup its direct costs. A budget summary is included below.
Participants 199 Participants 116 Participants 83
GROSS REVENUE $1,960.00 GROSS REVENUE $1,268.00 GROSS REVENUE $854.00
DIRECT COSTS $1,345.84 DIRECT COSTS $1,591.76 DIRECT COSTS $842.33
Publicity $10.00 Publicity $48.00 Publicity $95 37
Food&Supply $523.37 Food $724.32 Food $592.33
Santa $280.00 Santa $280.00 Santa $175.00
Craft $0.00 Craft $120.00 Craft $75.00
Decorations $0.00 Decorations $0.00 Decorations $0.00
Photos $0.00 Photos $0.00 Photos $0.00
Part-time Staff Costs $532.47 Pad-time Staff Costs $419.44 Pad-time Staff Costs $302.11
INDERECT COSTS $3,201.82 INDERECT COSTS $3,313.00 INDERECT COSTS $3,100.26
Owrhead Costs $170.19 Oherhead Costs $257.00 Oherhead Costs $216.53
Full Time Staff Costs $3,031.63 Full Time Staff Costs $3,056.00 Full Time Staff Costs $2,883.73
TOTAL COST $4,547.66 TOTAL COST $4,904.76 TOTAL COST $4,244.70
Gross Profit/(Loss) $614.16 Gross Proft/(Loss) ($323.76) Gross Profit/(Loss) ($290.44)
Net Profit/(Loss) ($2,587.66) Net Profit(Loss) ($3637.59) Net Profit/(Loss) ($3390.70)
Net Profit/(Loss) ($13.00) Net Profit/(Loss) ($31.35) Net Profit/(Loss) ($40.85)
per participant per participant per participant
STAFF RECOMMENDATION
Receive and file the report.
34
ITEM 9.E
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks & Recreation Commission
FROM: Dylan Gunning, Recreation Coordinator
DATE: March 14, 2014 (Meeting of October 6, 2014)
SUBJECT: Trick or Treat Village Event Report
BACKGROUND
For the past twenty-three years, the City of Moorpark has sponsored a Halloween event
on the Saturday before Halloween. This event provides a safe alternative to traditional
Halloween activities. The event features Halloween theme activities such as the Trick or
Treat Village, arts and crafts, games, attractions, and a costume parade.
DISCUSSION
The annual Halloween Party and Trick or Treat Village was held on Thursday, October
31, 2013, from 5:30 to 9:00 p.m. at AVRC. The Trick or Treat Village was designed for
children ages 3-12, and featured trick-or-treating in the Trick or Treat Village, fourteen
carnival games with prizes, four arts and crafts activities, three special attractions, face
painting, and a costume parade. All activities were held indoors, with the exception of
the inflatable attractions, face painting, and the costume parade. The food vendor that
typically participated did not this year, due to other commitments on Halloween night.
This year, the Village itself was transformed into a scary village for the last hour of the
event, in an effort to attract older youth and younger teens. Only four children entered
the Village during this hour.
For the past several years, admission wristbands were sold. Each wristband included
an admission to the Trick or Treat Village, along with a certain number of carnival
games, attractions, and craft activities. This year, in order to be more consistent with
other Halloween carnivals in the community and allow greater freedom in the selection
of activities, tickets were sold. Prices for tickets were 2 tickets for a $1.00 or 25 tickets
for $10.00. Activities cost between 1 and 4 tickets. An unlimited attraction wristband
was offered for $10.00 and allowed unlimited use of inflatable attractions. Thirty
coupons for a complimentary set of 25 tickets were given to the Moorpark
Neighborhood for Learning to distribute to disadvantaged children. Of these, 10 were
submitted at the admission booth.
Recreation staff was assigned to supervise each section of the event and the
volunteers assigned to that section. Staff was assisted by a total of 55 volunteers. Teen
Council assisted in securing teen volunteers. Park & Recreation Commissioners Adam
35
Parks and Recreation Commission
October 6, 2014
Page 2
Haverstock and Tina Brown assisted in the admission booth. Members of the Moorpark
Kiwanis Club also volunteered.
Moorpark Country Club donated $750 to the event. Due to this donation, the event was
able to meet its minimum cost recovery. Although attendance was low, participants
enjoyed the event. Overall, the event ran smoothly.
This event has traditionally been held on the Saturday before Halloween. However,
attendance for the event has been stagnant for the past several years. It has also been
significantly less than the Easter Egg Hunt, a similar holiday event that serves the same
demographic. From 2007 to 2012, paid admission for the Trick or Treat Village ranged
from 171 to 226 with an average of 207, compared to the Easter Egg Hunt, which
ranged from 335 to 507 with an average of 362.
It is possible that the low attendance at this event is due to the large number of other
Halloween events held in the community now. These include the Harvest Festival at
Underwood Family Farms (held every weekend in October), Halloween carnivals at
Flory, Walnut Canyon, and Peach Hill schools, a Halloween dance at Mesa Verde
Middle School, and Halloween concerts at Moorpark High School. The majority of these
school events were held on the weekend before Halloween. As no Halloween events
were scheduled for Halloween night, the City's event was moved in order to fill that void
and avoid competing with other events.
Moving the event to Halloween night in order to increase interest in the event was not
successful. Attendance this year fell significantly. A total of 137 admission tickets were
purchased this year, compared to 218 last year. Attendance figures for the event
include estimates of parents and others who attended but did not have to purchase
admission tickets.
Staff recommends discontinuing this event, due to the persistent low attendance.
Additionally, there does not appear to be a need in the community for the City to offer a
Halloween event, as several other organizations now offer Halloween activities.
Instead, staff recommends moving the 5K Fun Run and Fitness Challenge to October
and focusing on that event as the primary fall event.
STAFF RECOMMENDATION
Staff recommends that the Commission receive and file this report.
36
Parks and Recreation Commission
October 6. 2014
Page 2
TRICK OR TREAT BUDGET SUMMARY
2013 2012 2011
Participants 350 Participants 575 Participants 600
GROSS REVENUE $1,656 GROSS REVENUE $1,725 GROSS REVENUE $2,100.00
DIRECT COSTS $ 2,653.73 DIRECT COSTS $2,124 DIRECT COSTS $2,059.88
Prizes $ 36442 Prizes $ 33622 Prizes $ 235.99
Signs $ 333.54 Signs $ 7043 Signs $ 194.66
Crafts Crafts Crafts $ 53.99
Candy $ 142.89 Candy $ 148.47 Candy $ 192.75
Supplies $ 71.39 supplies $ 108.78 Supplies $ 25.81
Decorations $ 95 19 Decorations Decorations
Attractions $ 545.00 Attractions $ 495.00 Attractions $ 560.00
Advertisement $ 192.00 Adhertisement $ 192.00 Advertisement
Wristbands $ - Wristbands Wristbands $ -
Part-time Staff Costs $909.30 Part-time Staff Costs $ 773.50 Pad-time Staff Costs S 796.68
INDIRECT COSTS $7,282 INDIRECT COSTS INDIRECT COSTS $5,748.63
Full-time staff costs $6,794 Full-time staff costs $5,965 Fun-time staff costs $5.324.88
Overhead costs $488 Overhead costs $611 Overhead costs $ 423.75
TOTAL COST $ 9,935.73 TOTAL COST $ 2,124.00 TOTAL COST $7,808.51
Gross Profit/(Loss) $ (997.73) Gross Profit/(Loss) $ (399.00) Gross Profit/(Loss) $ 40.12
Net Profit/(Loss) $ (8,279.73) Net Profitl(Loss) $ (399.00) Net Profit/(Loss) $(5,708.51)
Net Probe(Loss)per paNGpant ($23 66) Net Profit/(Loss)per participant ($0.69) Net Profiv(Loss)per participant ($9.51)
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