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AG RPTS 2015 0202 PR REG
CITY OF MOORPARK car PARKS,RECREATION&COMMUNITY SERVICES DEPT. 1799 Moorpark Avenue,Moorpark,CA 93021 Main City Phone Number(805)517-6200 I Fax(805)532-2550 I moorpark@moorparkCA.gov PARKS AND RECREATION COMMISSION MEETING AGENDA February 2, 2015 6:30 p.m. Moorpark Community Center 799 Moorpark Avenue 1. CALL TO ORDER: A. The City Clerk will administer the Oath of Office to the newly appointed Parks and Recreation Commission. 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: 4. SPECIAL AGENDA ITEMS: A. Consider Nomination and Selection of Chair and Vice Chair. B. Review of the California Public Meeting Law (the Brown Act). 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 Location for Splash Pad at Arroyo Vista Community Park (AVCP). Staff Recommendation: Recommend to City Council the splash pad location at the east end of AVCP as described in staffs report. B. Consider Parks and Facilities Capital Improvement Program. Staff Recommendation: Commission to review and provide comment. C. Cost Recovery Summary for Fiscal Year 2012/13. Staff Recommendation: Provide feedback on cost recovery report and direct staff to present the report to City Council. D. Consider Attending the 2015 CPRS Conference. Staff Recommendation: Discuss attendance at the 2015 CPRS Conference in Sacramento, from March 10 — 13, 2015. (Oral Report) JANICE S.PARVIN ROSEANN MIKOS,Ph.D. KEITH F.MILLHOUSE DAVID POLLOCK MARK VAN DAM Mayor Councilmember Councilmember Councilmember Councilmember Parks and Recreation Commission February 2, 2015 Page 2 E. Schedule the 2015 Spring Park Tour. Staff Recommendation: Schedule a date and time to conduct the 2015 Spring Park Tour. F. Consider the Selection of One Parks and Recreation Commissioner to Serve on the Youth Sports Committee for a One Year Term. Staff Recommendation: Select one Commissioner to serve on the Committee for a one-year term. F. Consider Location for Splash Pad at Arroyo Vista Community Park (AVCP). Staff Recommendation: Recommend to City Council the splash pad location at the east end of AVCP as described in staff's report. 9. CONSENT CALENDAR: A. Approval of Minutes for the Parks and Recreation Commission Regular Meeting of October 6, 2014. Staff Recommendation: Approve as presented. B. Parks Quarterly Report. Staff Recommendation: Receive and file report. C. Easter Egg Hunt 2014 Event Report. Staff Recommendation: Receive and file report. D. Moorpark Has Talent 2014 Event Report. Staff Recommendation: Receive and file report. E. Moorpark Arts Festival 2014 Event Report. Staff Recommendation: Receive and file report. 10. ADJOURNMENT: All writings and documents provided to the majority of the Commission regarding all agenda items are available for public inspection at the City Hall public counter located at 799 Moorpark Avenue during regular business hours.The agenda packet for all regular Commission meetings is also available on the City's website at www.moorparkca.gov. Any member of the public may address the Commission during the Public Comments portion of the Agenda, unless it is a Discussion item. Speakers who wish to address the Commission concerning a Discussion item must do so during the Discussion portion of the Agenda for that item. Speaker cards must be received by the Recording Secretary for Public Comment prior to the beginning of the Public Comments portion of the meeting; and for a Discussion item,prior to the Chair's call for speaker cards for each Discussion agenda item. A limitation of three minutes shall be imposed upon each Public Comment and Discussion item speaker. Written Statement Cards may be submitted in lieu of speaking orally for Discussion Items. Any questions concerning any agenda item may be directed to the Parks and Recreation Department at 517-6227. In compliance with the Americans with Disabilities Act, if you need special assistance to review an agenda or participate in this meeting, including auxiliary aids or services,please contact the Parks and Recreation Department at(805) 517-6227. Upon request, the agenda can be made available in appropriate alternative formats to persons with a disability. 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 February 2, 2015. Executed this 29th day of January 2015, at Moorpark, California. iatty And rson Administrative Assistant II Parks, Recreation & Community Services Department ITEM 8.A CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: The Parks and Recreation Commission FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: January 29, 2015 (Meeting of February 2, 2015) SUBJECT: Consider Location for Splash Pad at Arroyo Vista Community Park (AVCP) BACKGROUND The Parks and Recreation Master Plan prepared by Moore lacofano Goltsman, Inc. in 2009, identifies deficiencies as they relate to park grounds and infrastructure. Section 3.7 of the Master Plan, Facility Needs Analysis, identifies a list of park facilities that were requested by the community and that reflect the current trends in park and recreation facility development established by the National Recreation and Parks Association (NRPA). According to Table 3.1 of the Master Plan, a splash/water play pool (splash pad), is a facility that is desirable and should be available to the residents of Moorpark. With a current population size of 35,000 residents, the City of Moorpark should have two splash pads within the City park system per NRPA standards. In recognition of this recommendation, a water spray attraction has been on the City Council's adopted Goals and Objectives for several years. It is listed in the current document, approved May 21, 2014, under Section V: V. Reinforce and enhance Moorpark's attractive community character and safeguard it's desirable resources 7. Select location, design, and construct a water spray attraction at one or more selected City parks." On August 26, 2013, staff presented to the Parks and Recreation Commission (Commission) a list of criteria that should be considered when evaluating possible locations for a future splash pad, such as visibility, parking, environmental exposure, existing facilities, etc., and the Commission determined that Arroyo Vista Community Park (AVCP), Tierra Rejada Park, Peach Hill Park, College View Park, and the downtown area on High Street were the locations that should be considered for this type of amenity. 1 Parks and Recreation Commission February 2, 2015 Page 2 On September 28, 2013, the Commission took a tour of the five proposed locations and on November 4, 2013, the Commission determined that AVCP would be the preferred location for a splash pad and that several areas surrounding the Arroyo Vista Recreation Center (AVRC) would be the preferred locations for the splash pad. The Commission also agreed that College View Park would be a suitable location, but could not recommend this location until a determination has been made regarding the proposed development of a fire station by the Ventura County Fire Department on the north side of the park. In addition, the Commission felt that a splash pad would be appropriate on High Street if this use could be incorporated into the overall design and circulation concept for the future redevelopment of the downtown area. However, due to the uncertainty of City owned properties on High Street, the Commission felt that this area should be considered at a future date. It should also be noted that during the November 4, 2013, Commission meeting, the Commission requested additional information on the different types of water spray features and confirmation on the type of water feature being considered. Due to the differences in installation and infrastructure costs, overall maintenance and staffing costs, and certain potential liabilities, staff feels that a `splash pad', as opposed to a `water park', is the type of feature being considered at this time. The two water spray features differ as follows: According to Wikipedia, "A splash pad is a recreation area, often in a public park, for water play that has little or no standing water. This is said to eliminate the need for lifeguards or other supervision ..." According to Wikipedia, "A water park is an amusement park that features water play areas, such as water slides, splash pads, spraygrounds (water playgrounds), lazy rivers, or other recreational bathing, swimming, and bare footing environments." The major difference between the two types of water spray features is in regards to the water level of the water feature. Splash pads generally do not have standing water, thus do not require supervision. Water parks are generally larger water features, with water depth commonly exceeding 12" and require higher infrastructure costs, staffing and supervision per current Health and Safety Code requirements. DISCUSSION On March 3, 2014, staff presented to the Commission several locations that could be considered for the future location of the splash pad at AVCP. The sites were selected based on recommendations by the Commission during the November 4, 2013, meeting, as well as standard design criteria such as visibility, available parking, proximity to existing facilities, circulation, and future proposed uses, particularly as they relate to the areas adjacent to the recreation center. The future uses are shown on Attachments 1 2 Parks and Recreation Commission February 2, 2015 Page 3 through 5 and consist of an aquatic center, the expansion of the AVRC gym and a recreational trail system. They are identified below with the related objectives approved by the City Council for FY 2014/15. IV.B.1. Consider options for funding construction and maintenance of a community aquatic facility. The original master plan for AVCP included an aquatic facility located south/east of the AVRC gym. The approximate location of the facility is where the existing tennis courts are currently located. However, in 2002, the City Council approved a conceptual plan, prepared by Martinez Amador Architects, Inc., for the aquatic facility. The approved facility location encompasses the majority of the area on the east side of AVRC, between the recreation center and parking lot B. Due to budgetary constraints, primarily related to long term maintenance costs, the project was postponed until a partnership could been established with a local interest group that would commit to the long term maintenance of the facility. The aquatic facility included a competition lap pool, a small wading pool for young children, and an auxiliary restroom/concession building. It should be noted that the splash pad that is being considered in this report is not intended to replace the future aquatic facility planned for AVCP in the future. IV.C.1. Expand Arroyo Vista Community Park gym. The plans and specifications for the gym expansion project were completed in 2007. The project generally consists of the expansion of the gym area to include a second full basketball court and bleachers, and encompasses the area east of the existing gym. V.A.19. Upon formal approval of grant funding, complete design and construct multi-use trail and road widening and install outdoor exercise equipment at Arroyo Vista Community Park (AVCP). The City recently had plans and specifications prepared for the bicycle trail extension from the pedestrian bridge on the east end of the park, to the connection of the existing bicycle path north of AVRC along the access road, as well as a one mile recreation trail that extends around the perimeter of AVCP. The plans and specifications were approved by City Council on February 5, 2014, and the City has been awarded a Land and Water Conservation Fund grant from the National Park Service in the amount of approximately $500,000 to complete this project. The following options were presented to the Commission on March 3, 2014: Option A (Attachment 1): The splash pad is located south of the multi-use court and east of the tennis courts. 3 Parks and Recreation Commission February 2, 2015 Page 4 Option B (Attachment 2): The splash pad is located where the future pool site is located, north of the multi-use court. Option C (Attachment 3): The splash pad is located where the multi-use court is currently located. Option D (Attachment 4): The splash pad is centrally located between the gazebo and tot lot. Option E (Attachment 5): The splash pad is located north of the Arroyo Vista Recreation Center (AVRC). Staffs recommended option for the splash pad location at that time was Option D. Staff preferred Option D due to its location to compatible uses, such as the picnic pavilion and playground, and due to the fact that there is ample parking within close proximity. Staff also preferred this option as it exhibited the least impact on current uses or future amenities. The Commission recommended Option E. The Commission preferred this option due to the fact that the splash pad would be highly visibility as visitors entered the park and was within close proximity to the restroom facilities at AVRC, as well as the future pool location. Staff did not feel that this option was ideal, as it would impact recreational programming, since this area is used on a regular basis by many camp programs, and it would over-use the space once the pool area was built-out. Staff also felt that the splash pad would impact parking needed for the recreation center within Lot A, and it would limit staffs options to expand AVRC if warranted in the future. However, after further analysis, it is staffs opinion that all the options presented to the Commission on March 3, 2014, could ultimately create potential future conflicts with the amenities planned for the areas immediately surrounding AVRC, such as the future aquatic facility and expansion of the gym. In addition, staff feels that the area to the north of AVRC should be preserved, as there may be a need to expand AVRC in the future for additional office space or possibly a teen center. In addition, although the conceptual plans for the proposed pool were approved by the City Council in 2002, current trends in pool programming may necessitate a different location for the aquatic center, as the original layout and amenities may not be adequate to meet the needs of the community. These factors will need to be re-evaluated if the aquatic center comes to fruition. For these reasons, staff does not recommend the installation of the splash pad at any of the areas surrounding AVRC at this time, as it would conflict with existing and future uses, and create too much congestion around AVRC, particularly after the proposed projects are built-out. In consideration of these factors, staff has determined that an area at the east end of the park, south west of the Pepper Tree Pavilion would make the ideal location for the 4 Parks and Recreation Commission February 2, 2015 Page 5 future splash pad (See Attachment 6, Option F). This site is large enough to accommodate the splash pad and the necessary equipment enclosure. It allows ample room for expansion of the splash pad and parking, if warranted in the future, and there are no use conflicts with future projects. In addition, the area is within close proximity to existing amenities, such as restrooms, shade trees, a large picnic pavilion with barbecues, a playground and a concession building, as well as ample parking. The area also allows for the opportunity to install additional shade structures that could be rented to generate a source of revenue, as well as additional barbecues and picnic tables. Staff has contacted several manufacturers that specialize in the construction of splash pads and has determined that on average, a mid-size splash pad is typically located within an area approximately 2,500 square feet (s.f.). The industry standard is one user for every twenty-five square feet. Based on this information, a 2,500 s.f. splash pad can accommodate up to approximately 100 users at any given time. Staff has also determined that the structure that houses the pumps and filtration equipment vary in size, but generally consist of a walled structure approximately 15' x 20'. This size will generally accommodate three pumps with accessory equipment, such as filters and piping. Staff has graphically represented the splash pad options shown in Attachments 1 through 6 utilizing these sizes as a general guide for discussion purposes. It should also be noted, that along with the splash pad, a certain amount of space needs to be provided for accompanying structures and amenities, such as a shade structures, picnic tables, shade trees and walkways. In addition, current State code requires that a recirculating water system, where the water source is filtered and treated in underground storage tanks and recycled back through the system for use in the facility, are utilized for this type of amenity. STAFF RECOMMENDATION 1. Recommend to the City Council the splash pad location at the east end of AVCP as described in the staff report. Attachments: 1. Option A 2. Option B 3. Option C 4. Option D 5. Option E 6. Option F 5 si _ ATTACHMENT 1 r •Q% 1 ARROYO VISTA COMMUNITY PARK / PROPOSED SPLASH PAD LOCATION OPTION 'A' - -. ll.6-'{.Isi:_,.LI t P:,. / ` FI!TURE POOL II LOC.ATION I I LOT B . r All j l , N 4 e-'• jVRC„� `ti a` s �• \\ `L ya \...— ;, PA\,II"ION . ` G �'1 - r' 'll s y `'' ^y^� MUL f-USE y; r -i ` --- COURT —FUTURE h (iDA'ED •.� 1 r?1 I AALKN.r.4Y ADA ACCESS td Tri +FT84!' ,-Iti-DS FUTURE FITC. - GYM \- IMOD T2All-' T AY - ^II • TENNIE' OURTS PROPOSED SPLASH PAD LOCATION W/SHADE STtZUCTURE & PICNIC TABLES � � - •is �., PROPOSED SPLASH PAD \ • EQUIPMENT ENCLOSURE . City of SMoopark seers =\ t. 799 MOORPARK AVEGlia MOORPARK CA.93021 PREPARED BY:JEREMY LAURENTOWSKI SCALE I°=300'-0°(APPROX.) PARKS AND RECREATION DIRECTOR PATE February 26,2014 kit)4 ARROYO VISTA COMMUNITY PARK ATTACHMENT 2 , PROPOSED SPLASH PAD LOCATION OPTION 'B' " FUTURE 6r' 4 ACGESS Fi6-A_ i,.+ v - - - , - is1_ ir 'PROPOSED SPLASH PAU -�� t` LOCATION W/SHADE LOT B STRUCTURE & PICNIC , � • , TABLES . i /:;?----=;> VRC . ,55-4-t , • , 1. 27 _ id ._ _ r : ,,..t,,,, - 1 -.w ' - FUTURE IL • 1 I'I \ TO SOFTBALL -I s " r '' 1Wg • tE PAtJ11�.; . .% - FUTURE FITNESS GYM • a TRAIL. TLNNL 1 OURTS PROPOSED SPLASH PAD tEQUIPMENT ENCLOSURE 1 47" ar 0 .... ....._ • _______ __ ___ , - ___. , _ _ .__ ,-- City of Woopark .uii %\ ,'+.i 799 MOORPARK AVE `WA MOORPARK CA.93021 PREPARED BY:JEREMY LAURENTOWSKI VALE 1'=300'-0'(APPROX.) PARKS ANO RECREATION DIRECTOR MTE February 26.2014 ARROYO VISTA COMMUNITY PARK ATTACHMENT 3 PROPOSED SPLASH PAD LOCATION OPTION 'C' . • Fla"Jkr EIC,C'.i u......„,„,...sR©Ad s ` .. yr fc. 1 -----. I i,11112E POOL t ^1 LOT B I I :1,_: T ION � 1 i d. S tri OFFL1oBsALL )• ....41".:-% IVES , �� B - '�I. ..., i q, ` � �, I , PA'+' .ION f ter+' '-1 R 1 ' FUTURE IA1i4UED t �J •`f n ' GYM t 1 I WALK (A[)A A.CC'c 1 r TO SOFTBA! .1E1 DS I _ I. FY:;I<7r. • 4•-,' GYM.'. *.EXPAJ \ , '�1�\ FUTURE FITNESS LOOP TRAIL so . -4' - �IYG BUND \ •' TENNI. ' OURTS . PROPOSED PLASH PAD LOCATION g= ,--�_ W/SHADE STRUCTURE & PICNIC TABLES _ f .- ; . -I _ PROPOSED SPLASH PAD + EQUIPMENT ENCLOSURE -r- city of Ploopark mum /(1�'?,- 'P(7 799 MOORPARK AVE 1-J 41, MOORPARK CA,93021 PREPARED BY:JEREMY LAVRENTDWSKI mu 1"=300'-0"(APPROX.) PARKS AND RECREATION MEC TOR MATE February 26,2014 CO :: ATTACHMENT 4 i .I ARROYO VISTA COMMUNITY PARK .,q=,:. PROPOSED SPLASH PAD LOCATION OPTION 'D' Fill UHF BICYCLE PATH AC =-• d +I�„ S R%3AD , . j , J -- -- .O..' 4, I i;I tJI'.L of OL I I r,, '(nrj I I LOT B ,1 ) SQFTBALL T f ILDS . (,( . � ` Ric Ai.. l ,, 4 `,. _,�' -- - `'r FUTUHLI.". :P' • + Ct MUL}yI-USE TOS t IL a 1100 y,1 1 COUI\T ` aDk1;'{ PROPOSED SPLA i ; t\L .\ GYM - LOCATION W/SHADE 1.6T A r't OI+NU . - --% STRUCTURE & PICNIC TABLES TENNI`• OURTS PROPOSED SPLASH PAD ... '4k EQUIPMENT ENCLOSURE • , City of Moopark NMI i�!'-!;-���� I.0 799 MOORPARK AVE `WA _ MOORPARK CA,93021 PREPARED BY:JEREMY LAURENTOWSKJ SCALE 1'=300'-0"(APPROX.) PARKS AM)RECREATION DIRECTOR SATE February 26.2014 LO ATTACHMENT 5 `le ARROYO VISTA COMMUNITY PARK PROPOSED SPLASH PAD LOCATION OPTION 'E' POSED SPLASH PAD • -" EQUIPMENT ENCLOSURE --- FUTURE BICYCLE PATH . :X PROPOSED SPLASH ACCESS R6-An •d • — _-``" `. PAP-LOCATION v. .¢ �`"�" a ' i/SHADE STRUCTURE ..., ` / _ - -- --------_-__ _- --:----- r & PICNIC TABLES 401' --1{ LOT B ' l SOFTBALL 5 1 IN„ FUE POOL ♦ . f FIELDS :' :ATIOtI ��' _ 4 1.: �r f �� AVRCi Y r 1. l fi\ s1( =1 ='"`= 1-- 1 (LION /�f 'rr ,41 I 1 p COAT it ILIORMED .•' r 1 1 1 l n �'1 P!) I 'NALK41AY-,ADA ACCESS 1 •to 1 1 TO SOFTBALG, LCS 1} Afl \ ..•-•„...---. FUTURE FITNESS .s4 \` - ar 11 (cl'i:, \l } \ LOOP TRAIL zy �\ LATA �, y YG UND e' • TENNI.! OURTS • • _ \\ .13 City of Moopark um 799 MOORPARK AVE Nigif MOORPARK CA,93021 PREPARED BY:JEREMY LAURENTOWSKI SCALE 1"=300'-0"(APPROX.) PARKS AND RECREATION OIRECI OR /A1C February 26,2014 ARROYO VISTA COMMUNITY PARK ATTACHMENT 6 PROPOSED SPLASH PAD LOCATION ••:„, . OPTION 'F - EAST END ___ i !___,,..v. tii) -....-.2__ w• - t . -x,..i. , ----:•...- - . • - r 44* -74, . , -N. . . . ..... ._._ , PRACTICE F FIELD LOT ti ": '''', 1 4)--21 '4'75 I •GO i 13 At i ...... _- _.. • -1 / FLITUTRE PAWING L DT • „. '•, . i „. (APPROX,EXPANSIO 50 S T A L L S , ,.,.' • ', ,.. •$ 1 .415 . . EXISTING REST'. ," - — —, ,,.c. i STORAGE SOCCER FIELDS : . . •. [XI.1;1 ING . FOOT RAI t. CON : I I 7:_i -;-..-- • • • , ''.)1 I"I " PAN./ILI('N FIELO • ' PROWSED SPLASH PAD EQUIPMENT ENCLOSURE ‘ :1 i PX' .fi -- PROPOSED SPLASH PAD LOCATION VV/SHADE . , a'; .1-....., At. . STRUCTURES/BBO'S & PICNIC TABLES SI .,.. • 1 ' ',,', ,r L-V.2 . -' ....„.. ,/ IN- t,,,,,,-, ,,•••;. ,-z4IL 1 . . . . . . .: , . . . . . _ _ __ ______ .. PREPARED BY:JEREMY LAURENTOWSKI IMF 1'.300'-0"(APPROX.) PARKS AND RECREATION DIRECTOR lATE October 24,2014 0--. 1--. ITEM 8.B CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: The Parks and Recreation Commission FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: January 29, 2015 (Meeting of February 2, 2015) SUBJECT: Consider Parks and Facilities Capital Improvement Program DISCUSSION A Capital Improvement Program (CIP) is a long-range plan that will ultimately outline each individual capital improvement project and potential funding source. CIP's are also used to prioritize staff time and project implementation. The Parks, Recreation and Community Services Department is in the process of preparing its first CIP document. The attached is a list of CIP projects that are planned for the City's parks and Arroyo Vista Recreation Center (AVRC). Staff is requesting that the Commission review the list of CIP projects, make recommendations regarding which projects should be a priority, and identify any potential projects or improvements that may not be listed. The Commission's responsibilities are generally limited to the parks. However, due to the fact that AVRC is an integral component of Arroyo Vista Community Park, it has been included in the attached list. It should be noted that the final CIP that will be presented to the City Council will include all City owned properties and areas of responsibility, such as City Hall and the Library, the Police Services Center, the Moorpark Public Services Facility, the High Street Arts Center, and the Ruben Castro Human Services Center, as well as the Landscape Maintenance Districts (LMD's), which include median islands and streetscapes at varying locations throughout the City, and all City owned open-space properties. The entire list is extensive and thus recommendations from the Parks Commission and City Council are needed to prioritize staff's efforts. STAFF RECOMMENDATION Review and provide comment. Attachment— DRAFT - Parks and Facilities Capital Improvement Program 12 Parks and Facilities (P&F) Capital Improvement Program (CIP) PARKS Parks General: 1. Sand Replacement: Replace sand in playgrounds that exceed 4' vertical height and replace with engineered wood fiber or expand poured-in-place surfacing to accommodate fall zone and ADA access. Install new sand play areas as appropriate. 2. Lighting Replacement: Replace site lighting with LED lighting or other energy efficient alternatives. 3. Handball Wall (Objective IV.B.5): Install a handball wall at a selected City park. 4. Central Irrigation System (Objective IV.A.6): Install a central irrigation system at all parks with large turf areas: Poindexter Park, Tierra Rejada Park, Mountain Meadows Park, Miller Park, Campus Park, Campus Canyon Park, College View Park. 5. Turf Reduction (Objective IV.A.10): Reduce turf areas by a minimum of 10% at all City parks and provide native landscaping or other alternative uses within these areas. 6. Universally accessible playground equipment (Objective IV.A.11): Select two to three City parks and design and install universally accessible playground equipment. 7. Tennis Courts: Select a site to locate a tennis court in the Campus Park Area. 8. BMX/Bicycle Free Style facilitv(Obiective IV.A.16): Select a site and design and construct a facility to accommodate either bicycle free-style or BMX. 9. Therapeutic or Sensory Garden: Select a site and design and install a therapeutic or sensory garden. 10. ADA Improvements: Install ADA compliant walkways to all park amenities and features, including basketball courts and picnic areas, within all City parks. 11. Install Electronic Messaging Marquees (Objective IV.C.3): Identify appropriate site locations and install electronic messaging marquees. 12. Ridqecrest Drive: Evaluate potential park and recreation uses for the asphalt area at the end of Ridgecrest Drive. 13. Frisbee Golf Course: Install a frisbee golf course(Objective IV.A.27) 14. Security Cameras: Evaluate parks for installation of security cameras. 15. Alternative Sports Amenities: Evaluate potential locations for alternative sports amenities such as a pickle ball court, bocce ball court and horseshoe pits. Arroyo Vista Community Park: 1. Lighting Upgrades and Additions (Objective IV.A.4): Provide pedestrian style lighting from the softball fields to AVRC. Replace all exterior lighting with LED. Add LED parking lot lighting at Parking Lot's C and D. Add additional field lighting at Fields 1, 2, 3, 4 as required to utilize all the fields during evening use. Install lighting at the pedestrian bridge. 2. Water Spray Attraction (Objective V.A.7): Select appropriate site and design and install a water spray attraction. 3. Re-use of Multi-use court (Objective IV.A.B): Determine suitable use for the multi-use court or remove. Possible use: combination outdoor hockey and basketball court with lighting. 4. Parking Lot Renovations: Repave Lot A to include moving the light poles to the current median island locations, changing the lighting to LED lighting, the addition of new tree 13 planters to meet the City's shade ordinance and the replacement of all landscaping with drought tolerant landscaping and trees. Improve parking and drainage along the access road from AVRC to Lot C. 5. AVRC Recreational Trail Improvements (Objective 11.8.5, IV.C.2, & V.A.19): Construct improvements to include a bicycle path extension and parking improvements from the pedestrian bridge to AVRC, along with ADA compliant pedestrian improvements from the softball fields to AVRC and adding a one-mile multi-use trail with exercise stations. 6. Park Drainage Issues: Prepare a grading plan for the entire park to resolve drainage issues at existing soccer fields and other areas. 7. AVRC Gym Expansion (Objective IV.C.1): Design and construct expansion of the AVRC gym. 8. Community Swimming Pool (Objective IV.8.1): Select appropriate site, design, and construct community swimming pool. 9. Access Road Improvements: Install speed bumps along access road from corner at Countrywood to AVRC. 10. Slope Retaining Wall: Improve retaining wall at top of slope adjacent to homes on Sunnyglen and work with HOA and MUSD to prevent pedestrian access along slope. 11. Electronic Marquee: Replace marquee at park entrance with electronic marquee. 12. Central Irrigation/Fertilization System (Objective IV.A.6): Install a central irrigation system with an inline fertilization system to manage sports turf and all site/field lighting. 13. Softball Fencing Improvements: Add permanent or removable outfield fencing at the softball fields as deemed appropriate. 14. Second Access Point: Prepare a feasibility study on a second access point. 15. Slope Landscaping: Prepare a landscaping plan to improve the adjacent slope landscaping. 16. Storage Improvements: Increase storage area capacity or add new storage areas as appropriate. 17. Parking Lot Improvements: Expand parking lot at east end of the park. Butter Creek Park Site 1. Determine disposition of Butter Creek Park Site Campus Canyon Park: 1. Drainage Improvements: Grade and improve drainage on upper and lower turf area. 2. Field Improvements: Install an irrigation booster pump and renovate soccer field. 3. Parking Lot: Evaluate potential for pervious parking lot. 4. Tennis Courts: Install tennis court. 5. Basketball Court: Renovate basketball court 6. Lighting: Evaluate lighting of basketball court. Campus Park: 1. Restroom: Remove and replace restroom, or renovate to comply with ADA requirements and repair deferred maintenance issues. 2. Pavilion Improvements: Replace concrete flatwork in pavilion. 3. Playground Improvements: Remove and replace swing set. 14 College View Park: 1. Sand Volleyball Court: Install a sand volleyball court. 2. Basketball Court: Install additional basketball court with lighting. 3. Soccer field: Select location to add soccer field. 4. Tennis Court: Install tennis court 5. Dog Park Improvements: Install lighting at dog park. 6. Potential Fire Station site (Objective V.A.20): Evaluate feasibility of constructing a Fire Station on a portion of the park. 7. Park Improvements: Add fencing along Campus Park and Collins. Install park sign on Collins frontage. Community Center Park: 1. Landscaping Improvements: Remove turf between fence and drive aisle, replace with trees and drought tolerant landscape. Renovate turf area around picnic tables/bbq's or remove and replace with permeable paving alternative (i.e. decomposed granite) 2. Parking Improvements: Improve and reconfigure the parking lot. Country Trail Park: 1. Park Improvements: Remove and replace playground equipment. Install an ADA compliant ramp and/or walkway from parking lot to playgrounds. 2. Landscape Improvements: Renovate and improve turf drainage. Improve slope landscaping. 3. Restroom Building: Install a restroom. 4. Lighting Improvements: Replace security lighting with LED lighting and add additional security lighting as needed. 5. Dog Park: Determine feasibility of installing a dog park. Glenwood Park: 1. Park Improvements: Increase privacy at restroom. Install benches adjacent to basketball court. 2. Lighting Improvements: Install coin operated lighting at basketball court. Replace security lighting with LED lighting. 3. Landscape Improvements: Re-grade area around the basketball court to direct drainage away from courts. Remove turf and install a fence along the west side of the park adjacent to Tierra Rejada Road. Replace with drought tolerant plant material. 4. Park Expansion: Evaluate options for potential expansion of the park. 5. Sand Volleyball Court: Install a sand volleyball court. 6. Trail: Install fitness trail. Magnolia Park None at this time. Mammoth Highlands: 1. Trails: Install loop trail with connection to future multi-use trail, east of future housing project. 15 2. Sand Volleyball Court: Add sand volleyball court. 3. Public Parking Improvements: Evaluate feasibility of adding public parking along Ridgecrest Drive or at the end of the cul-de-sac on Ridgecrest Drive. 4. Park Improvements: Install shade trees adjacent to park benches. 5. Landscape Improvements: Remove approximately fifteen feet of turf around the north, south and east turf area and install drought tolerant plant material. Plant material shall provide buffer from future SR 118/23 bypass and wind break along north side of playgrounds. Replace turf around monument sign and east side of parking lot drive approach with drought tolerant plant material. 6. Lighting Improvements: Reposition lights or add lights as required at basketball court. Miller Park: 1. Lighting Improvements: Install security lighting behind tennis courts. Replace security lighting with LED lighting. 2. Landscape Improvements: Re-grade soccer field to improve drainage and renovate turf. Install shade trees at picnic area on east side of park. Remove turf behind tennis court and provide alternative paving option. Remove tree planters around oak trees adjacent to restroom. Replace oak trees at picnic area adjacent to restroom with fast growing shade trees. Install native landscape material at vehicular turn around. Plant additional trees. 3. Park Improvements: Install benches at basketball court. Replace metal site furnishings with concrete. Slough wall safety fencing at the base of the slope. 4. Trail: Install loop trail and connection to nature trail. Monte Vista Park: 1. Lighting Improvements: Install additional lighting. 2. Shade Structure: Identify location and install a shade structure. 3. Park Improvements: Replace parking lot with permeable paving alternative (i.e. pavers, decomposed granite) 4. Landscape Improvements: Develop an overall site plan to include the removal of all non- native plant species. Replace with native landscape, demonstration gardens, interpretive signage, walkways and seating areas. Mountain Meadows: 1. Landscape Improvements: Install trees along south side of park adjacent to school site. 2. Park Improvements: Add benches by basketball court. 3. Trail: Install loop trail. Peach Hill Park: 1. Landscape Improvements: Renovate turf and improve drainage. Plant additional trees at the north end of the park. 2. Lighting Improvements: Replace all site lighting with LED lighting. Replace softball field lighting. Add soccer field lighting 3. Park Improvements: Replace softball bleachers. Renovate pavilion or add new pavilion/gazebo with solid roof. 16 4. Sand Play Area: Identify location to add sand play area. 5. Trail: Install trail loop around park perimeter. 6. Parking Lot: Evaluate adding second driveway for parking lot adjacent to Christian Barrett Drive. 7. Name Sign: Update park name sign Poindexter Park: 1. Tot Lot Replacement: Replace tot lot play equipment adjacent to the restroom. 2. Drainage Improvements: Improve drainage and install flatwork outside restroom. 3. Security Camera Improvements: Replace security cameras and install additional cameras as required. 4. Skate Park Fencing: Improve security fencing around the skate park. 5. Additional Park Amenity Development: Determine alternative uses for turf area adjacent to basketball court. Possible uses: another basketball court or tennis court 6. Site Amenity Improvements: Replace metal and wood site amenities with concrete (i.e. picnic tables in pavilion and trash receptacles). Add recycling containers. 7. Skate Park Improvements: Provide an alternative material for the walls around the perimeter of the skate park to minimize damage to skate boards. 8. Trail: Improve and extend decomposed granite path and add outdoor exercise. Tierra Relada Park: 1. Lighting Improvements: Install coin operated lighting at Basketball and Tennis courts. Replace security lighting with LED. 2. Landscape Improvements: Renovate turf area. Remove turf area east of playgrounds and between playground and swings and replace with turf alternative or amenity. 3. Tennis Court: Install a fourth tennis court. 4. Basketball Court Improvements: Add a volleyball option to the basketball court if feasible. 5. Trail: Install loop trail. Villa Campesina: 1. Lighting Improvements: Replace security lighting with LED lighting and add additional security lighting as needed. 2. Park Improvements: Install security cameras. Add ADA parking and signage. Install a drinking fountain. Virginia Colony: 1. Basketball Court: Install a basketball court or half court. 2. Monument Sign: Remove raised monument sign and replace with park name sign. Walnut Acres Park None at this time. Toll Equestrian Staging Area None at this time. 17 Meridian Hills Staging Area None at this time. FACILITIES Arroyo Vista Recreation Center and Gym: 1. AVRC Expansion: Evaluate feasibility of expanding Arroyo Vista Recreation Center to add staff offices and study other alternative uses for expansion. 2. HVAC System: Replace four HVAC systems and duct work. 3. Generator: Install a back-up generator for AVCP, gym and sewer lift station. (Objective I V.B.4) 4. Lighting Improvements: Replace current lighting with LED lighting or other efficient alternative. 5. Water Saving Improvements: Install hands free fixtures and low flow or waterless urinals. 6. Security Card Reader: Install card reader system at main entry doors. 7. Security Cameras: Install new security cameras. 8. Kitchen Remodel: Renovate kitchen cabinets and appliances. 9. Flag Poles: Install three flag poles (USA, State, City) • 18 ITEM 8.0 CITY OF MOORPARK PARKS & RECREATION COMMISSION AGENDA REPORT TO: The Parks & Recreation Commission FROM: Stephanie Anderson, Recreation Superintendent DATE: October 15, 2014 (Meeting of February 2, 2015) SUBJECT: Cost Recovery Summary Fiscal Year 2013-2014 BACKGROUND On January 18, 2012, the City Council approved the Recreation Programs and Services Cost Recovery Policy (Policy.) The Policy defines costs, revenue sources, program categories, and recovery levels. Costs currently reported include direct costs (costs charged to the programs' line item budget and part-time staff costs) and indirect costs (full-time staff costs and overhead costs such as facility use and general department supplies.) Each program offered by the Recreation Division is assigned a program category, based on factors including type, purpose, and program structure. Program categories are each placed into a recovery level. There are five recovery levels, ranging from level 1 (high subsidy) to level 5 (minimal subsidy). The Policy establishes both the minimum cost recovery and target cost recovery requirements for each program category. Both the minimum and target amounts are noted in the cost recovery summaries in this report. Programs are expected to reach their minimum recovery goal within a period not to exceed one year. Programs that are unable to meet the minimum cost recovery will be reviewed for consideration of appropriate action, including restructuring or eliminating the program. The City Manager is also authorized to exclude individual programs from the requirements of the Policy. The Policy requires an annual reporting to the Parks and Recreation Commission and Moorpark City Council on Recreation Programs, and whether those programs met their cost recovery goals. Attached for reference is the Cost Recovery Policy, which establishes minimum and target cost recovery percentages for recreation programs. 19 DISCUSSION This report serves as a financial summary of Recreation Division programs for the fiscal year 2013-2014. The seasons included are Summer 2013, Fall 2013, Winter 2014, and Spring 2014. Included in this report are financial summaries for each program, including comparison figures from the prior two fiscal years; a summary listing of programs based on their status of meeting cost recovery goals; and staff recommended action plans for those programs not meeting their minimum recovery goals Cost Recovery Goal Summaries Programs meeting Programs meeting minimum Programs not meeting target cost recovery cost recovery goal minimum cost recovery goal goal 3rd of July Fireworks Trick or Treat Village Moorpark Has Talent Extravaganza Breakfast with Santa Teen Band Events 5K Fun Run and Fitness Teen Dances Challenge Recreation Classes Easter Egg Hunt Adult Softball League Moorpark Arts Festival Adult Soccer League Teen General Events Adult Basketball League Camp Moorpark Youth Basketball League Financial and Cost Recovery Summaries for Recreation Programs 3'd of July Fireworks Extravaganza Wednesday, 7/3/13 from 4:00 to 9:30 p.m. at AVCP. Admission $5.00. Fireworks Extravaganza Financial Summary FY 12/13 FY 11/12 Participation 11,300 12,100 13,100 Revenue $60,430 ar �014War1 ^1-1,9u,fit Direct Costs $49,593 $40,317 $39,064 Indirect Costs F/T Staff $14,623 $14,499 $11,791 Overhead Costs $1,663 $1,693 $935 ,Total Costs $65,87k;!F $56,509. _; •-•,,ViA4t Gross Profit/ (Loss) $10,837 $13,177 $6,917 Net Profit (Loss) _ ($5,449 4 ' rf 5 ($5,809) 2 20 Cost Recovery summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 25% 900% Percent Division Indirect Costs Recovered 67% 0% 25% Minimum Recovery Met: Yes Target Recovery Met: Yes Trick or Treat Village Thursday, 10/31/13 from 5:30-9:00 p.m. at AVRC. Admission $2.00, tickets 21$1.00. Trick or Treat Village Financial Summary FY 12/13 FY 11/12 Participation 350 575 600 ..Revenue. a ._4,.a �` 1,, Y.=. $1,656. 7IftVa,$1`,725_ <.,,,u 442, 00, Direct Costs $2,654 $2,124_ $2,060 Indirect Costs FIT Staff $6,794 $5,965 $5,325 Overhead Costs $488 $611 $424 Total Costs:,. ;, ., . $9,936 . . _. .. $8,700 k*.. i:' 47 80 ' Gross Profit/ (Loss) ($998) ($399) $40 -Net Profit I(Loss); ka ($8,280), , f$6 975j` C ,, : .($`5 70s, Cost Recovery summary (Category: Special Event): Recovered Minimum Target Percent Direct Costs Recovered: 62% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Breakfast with Santa Saturday, 12/21/13 from 8:00 a.m. to 12:00 noon at AVRC. Registration fee $10.00. Breakfast with Santa Financial Summary FY 12/13 FY 11/12 Enrollments 199 116 83 'Revenue,,,,- , .. _ . ;. ,, $1,960 $1,268., r .$854a;, Direct Costs $1400 $1,592 $1,144 Indirect Costs z,; .., .3. 14 ; q. ,s .... **,-,0, X M LL :4, FIT Staff $3,032 $3,056 $2884 Overhead Costs $170 $257 $217 rlf . . 4 � „ �Total Cost . �� ': . S4 602 _ ,906 �,� k,.�t �,2d-t. Gross Profit/ Loss $560 $324 $290 Net Profit/(Loss)-.n t :, ,, , .($2,642) .. , ..-03,616. ..:_. 0i291)= 3 21 Cost Recovery summary (Category: Special Event): Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 17% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Easter Egg Hunt Saturday, 4/19/14 from 10:00 a.m. to 1:00 p.m. at AVCP. Admission $5.00/$10.00. Easter Egg Hunt Financial Summary FY 12/13 FY 11/12 Attendance 1,350 1,260 1,200 Revenue g V;K„; $3,720 . Direct Costs $3,013 $2,103 $2,645 Indirect Costs • F/T Staff $3,328 $3173 $4,031 Overhead Costs $267 $390 $378 .Total Costs w $6 608 �- fk a . ,t ,. $5,68,&; , ,. ..F. _ ,05e Gross Profit/ (Loss) $707 $1,252 $665 !:Net Profit/(Loss)W9 • ($2,888) Cost Recovery summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 20% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Moorpark Has Talent Friday, 3/21/14 at 7:00 p.m. at HSAC. Performer entry fee $10.00; show admission $10.00/$12.00. Moorpark Has Talent FY 12/13 FY 11/12 Attendance 274 212 284 Revenue, ; �.. ,�" �` : $3►9 '-'':2:41,164:$4,881 ' $$4,4� - Direct Costs $1,471 $1,710 $2,026 Indirect Cosmo ..'b . ,. ; ..,.. FIT Staff $4,331 $3,479 $4,397 Overhead Costs $208 $454 $421 tal Co$' .. kt' r� , $6010, e,,4.: ate e:S Gross Profit I (Loss) $2,483 $3,171 $2,400 ` x$2,056 6 E ( ,41i 4 22 Cost Recovery summary (Category: Other Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 55% 100% 100% Minimum Recovery Met: No Target Recovery Met: No Moorpark Arts Festival Saturday, 4/5/14 from 10:00 a.m. to 4:00 p.m. on High Street. Free admission. Moorpark Arts Festival FY 12/13 FY 11/12 Attendance 2,000 3,500 3,000 Revenue, 2,eie $2,900 $1,700 _ $2,310 Direct Costs $3,749 $2,645 $3,124 Indirect Costs F/T Staff $5,910 $8,377 $9,562 Overhead Costs _ $610 $826 $704 Total Costs ' $10,269 $11,848, $13 39 Gross Profit/ (Loss) ($849) ($945) ($814) Net Profit (Loss) ($7,369) ($10, 48) ($11,080) Cost Recovery summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 77% 25% 100% Percent Division Indirect Costs Recovered 0% 0% 25% Minimum Recovery Met: Yes Target Recovery Met: No 5K Fun Run and Fitness Challenge Saturday, 12/14/13 at AVCP. 5K at 9:00 a.m., fitness challenge at 10:00 a.m., 1 mile walk at 10:30 a.m. Entry fees $15.00-$45.00; booth spaces $50.00. Fitness Challenge Financial Summary Attendees 350 Run Enrollments 159 Revenue _ $6,440 Direct Costs $8,323 lndi( ot Costs F/T Staff $9,306 Overhead Costs $515 Total Costs $18,144 Gross Profit/ (Loss) ($1,883) Net Profit l (Loss) ($11,704) 5 23 Cost Recovery summary (Category: Special Event): Recovered Minimum Target Percent Direct Costs Recovered: 77% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No General Teen Events Cupcake Challenge: Saturday, 6/22/13 from 6:30-9:30 p.m. at AVRC. Entry fee $10 per team (up to 4 people) Game Night: Saturday, 7/19/13 from 7:00-10:00 p.m. at AVRC. Admission $5.00. Game Night: Friday, 11/15/13 from 7:00-10:00 p.m. at AVRC. Admission $5.00. Cupcake Challenge: Saturday, 9/21/13 from 6:30-9:30 p.m. at AVRC. Entry fee $10 per team (up to 4 people.) Gingerbread House Challenge: Friday, 12/13/13 from 6:00-9:00 p.m. at AVRC. Entry fee $10 per team (up to 4 people.) Game Night:Saturday, 1/18/14 from 5:00-8:00 p.m. at AVRC. Admission $5.00. Quidditch Tournament: Saturday, 2/1/14 at 1:00 p.m. at AVCP (canceled due to lack of interest.) Valentines Cupcake Challenge: Saturday, 2/8/14 from 6:30-9:30 p.m. at AVRC. Entry fee $10 per team (up to 4 people.) Cupcake Challenge: Saturday, 5/10/14 from 6:30-9:30 p.m. at AVRC; entry fee $10 per team (up to 4 people.) General Teen Summer Fall Winter Spring Total FY Event Financial 2013 2013 2014 2014 13-14 FY 12/13 FY 91/92 Summaries _ Participation (Total) 39 54 50 16 159 197 193 Revenue $130 $152 $129 $40 $451iSift*f. n. Direct Costs $237 $254 $286 $63 $840 $2,168 $1,927 Indirect Costs F/T Staff $4,370 $4,262 $6,392 $2,131 $17,155 $8,860 $7,365 Overhead Costs $562 $563 $746 $268 $2,139 $2,202 $1,250 Total Costs $5169 $5,079 $7,424 $2,462 $20,134 $13,220 $10,542 Gross Profit/ (Loss) ($107) ($102) ($157) ($23) ($389) ($1,474) ($1,043) Net Profit I (Loss),; ($5,039) ($4,927) ($7,295) ($2,422) ($19,683) ($-12,525 ($9,658)'-'€ 6 24 Cost Recovery summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 54% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Teen Band Events ArroyoPalooza: Saturday, 8/10/13 from 1:00-5:00 p.m. at AVRC; Admission free. Band Jam: Friday, 3/30/14 from 7:00-10:00 p.m. at AVRC; $5.00 admission. Band Events Financial Summer Spring Total FY FY 12/13 FY 11/12 Summary 2013 2014 13-14 Participation 100 10 110 338 216 Revenues = , . , $142 $31 $173 $958 f $8i7! Direct Costs $455 $36 $491 $1,181 $392 liidifect_Cos mit ','.i. " -.1-;111,; F/T Staff $2,185 $2,131 $4,316 $5,729 $6,444 Overhead Costs $286 $280 $566 $1.378 $1,109 Total Costs .a' ` $2,926 $2,447 $5,33 $8,288 :,7fft' Gross Profit / (Loss) ($313) ($5) ($318) ($223) $419 Net Profit I (Loss) ($2,784) ($2,416) ($5,200) ($7,330 `y 7,134) Cost Recovery summary (Category: Special Event): Recovered Minimum Target Percent Direct Costs Recovered: 35% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: No Target Recovery Met: No Teen Dances Glow Party: Saturday, 10/19/13 from 7:00-10:00 p.m. at AVRC; admission $5.00. St. Patrick's Day Dance: Friday, 5/14/14 from 7:00-10:00 p.m. at AVRC; admission $10.00. Teen Dances Financial Fall Spring Total FY FY 12/13 FY 11h2 Summary 2013 2014 13-14 Participation (Total) 43 17 60 None held 52 Revenue , Avr $279 $188 $467 ;;Direct Costs $724 $665 $1,389 $1,753 Indirect Costs 1:-',.::::',7:':' ;':;: F/T Staff $2,131 $2,131 $4,262 $3,222 7 25 Overhead Costs $318 $304 $622 $561 Total Costs $3,173 $3,099 $6,272 :$5,536. Gross Profit I (Loss) ($445) ($477) ($922) ($1563) Net Profit I (Loss) ($2,894) ($2,912) ($5,806) ,348) Cost Recovery summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 34% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: No Target Recovery Met: No Recreation Classes Summer 2013:June through August Fall 2013: September through November Winter 2014: December through January Spring 2014: March through April Recreation Classes Summer Fall Winter Spring Total FY FY 12/13 FY 1192 Financial Summary 2013 2013 2014 2014 13-14 Passes Offered h .:;' 119 100 106 142 '� =�.. a ���-� � -45Z' Classes Run 79 70 53 63 265 300 271 Classes Canceled 40 30 53 79 202 185 181 Cancelation Rate 33.6% 30%: 50% 56% 43.25% 38% 40% Enrollments 518 494 464 552 2028 2479 2,566 Revenue Ems. ,,7,,; _ $40,114 $57,332 $55,214 a $58,074 $210,734 $ 488 :,$239,242 , Direct Costs $30,292 $40,662 $39,789 $41,140 $151,883 $165,082 $162,079 ndirect Co, ►` _ " i :. . F/T Staff $20,503 $20,287 $20,287 $20,287 $81,364 $64,924 $69,945 Overhead Costs $4,711 $5,410 $4,102 $4,662 $18,885 $19,892 $21,073 total Costs _" ' $55,506 $66,359 $64,178 y $66,08911252,132 $249,898253,098 Gross Profit/ (Loss) $9,822 $16,670 $15,425 $16,934 $58,851 $71,403 $77,163 et Profit! ose `-`' ($15,392) ($9,027) 08,964) - ($8,015) (00981, '..,($.13,16'44440 )V Cost Recovery summary (Category: Recreation Classes): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 59% 75% 100% Minimum Recovery Met: No Target Recovery Met: No 8 26 Camp Moorpark Summer Camp: Monday through Friday, 6/13/13 through 8/20/13 from 7:00 a.m. to 6:00 p.m. at AVRC. Daily registration fees $23.00-$46.00; annual registration fees $25.00-$35.00; theme park pass $95.00. Adventure Camp: Ages 10 to 14 Camp Moorpark: Ages 4 years 7 months to 10 Fall Camp:Thursday 9/5/13, Friday 11/1/13, and Monday through Wednesday 11/25/13 to 11/27/13 from 8:00 a.m. to 6:00 p.m. at AVRC. Daily registration $28.00- $36.00; annual registration fees $25.00-$35.00 (if did not attend summer 2013.) Winter Camp: Monday through Thursday 12/23/2013 to 12/27/2013 and 12/30/2013 to 1/3/2014 from 8:00 a.m. to 6:00 p.m. at AVRC. Daily registration fees $28.00- $36.00; annual registration fee $25.00-35.00 (if did not attend summer 2013.) Spring Camp: Monday, 3/10/14, Monday through Friday 3/24/2014 to 3/28/2014, Friday 4/18/2014, and Monday 4/21/2014 from 8:00 a.m. to 6:00 p.m. at AVRC. Daily registration fees $28.00 - $36.00; annual registration fee $35.00 (if did not attend summer 2013.) Camp Moorpark Summer Fall Winter Spring Total FY FY 12h3 FY 11/12 Financial Summary 2013 2013 13/14 2014 13-14 Participants(unduplicated) 301 53 32 47 433 429 358 Total Enrollments 5,283 130 185 188 5,786 7159 6,932 Average Daily Attendance 114.8 26 23.1 31.3 48.8 59.5 60.4 ,FRevenuel, ". .: $170,923 $3,481 $5,727 $5198_.,.$185,33 Direct Costs $113,552 $1,446 $2,708 $2601 $120,307 $147,018 $140,462 direct Cosf : � r� "" FIT Staff $75,025 $2,668 $4,463 $4,229 $86,385 $62840 $53,604 Overhead Costs $17,516 $768 $1,178 $940 $20,402 $20,458 $13,859 o Costs $206,093 "' $4,885 $8,349 $7,770 }$227,097 $230,31 Gross Profit/ Loss $57,371 $2,045 $3,019 $2,597 $65,032 $74,697 $75,798 Profi ( osa . .. '. ($35,170) (1,391) ($2,622), Cost Recovery summary (Category: Day Camps): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 61% 50% 75% Minimum Recovery Met: Yes Target Recovery Met: No 9 27 Adult Softball Leagues Summer 2013: Thursdays and Fridays, games at AVCP and PHP. Registration fee $425.00. Fall 2013: Thursdays and Fridays, games at AVCP and PHP. Registration fee $425.00. Spring 2014: Thursdays and Fridays, games at AVCP and PHP. Registration fee $425.00. Summer Fall Spring Total FY FY 12/13 FY 11/12 Adult Softball 2013 2013 2014 13-14 Teams 29 19 19 67 81 83 Players 489 302 321 _ 1112 1125 1,117 Revenue .„ ? _$12,533 $7,520 67,860 $27,913 $33,236 $34,056 Direct Costs $5,782 $4,477 $4,669 $14,928 $15,209 $14.249 Indirect Costs w,. F/T Staff $3,974 $3,917 $3,917 $11,808 $12,339 $6,528 Overhead Costs $3,466 $3,323 $2,730 $9,519 $11,850 $8,730 Total Costs ,, "�` `,;;$13,222 $11,718 -$11,316 $36,256 -._- , � � $3 � 9 � $29,508_ Gross Profit/ (Loss) $6,751 $3,043 $3,191 $12,985 $18,027 $19,807 Net Profit/ (Loss _. s ($689) ($4,197) ($3,456) - ,=.($8,342) {$6,162] $4,549 Cost Recovery summary (Category: Adult Sports Programs): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 61% 75% 100% Minimum Recovery Met: No Target Recovery Met: No Adult Basketball Leagues Summer 2013: Mondays and Thursdays, games at AVRC. Registration fee$375.00. Fall 2013: Mondays and Thursdays, games at AVRC. Registration fee $375.00. Winter 2014: Mondays and Thursdays, games at AVRC. Registration fee $325.00. Spring 2014: Mondays and Thursdays, games at AVRC. Registration fee $325.00. Summer Fall Winter Spring Total FY FY 12/13 FY 11/12 Adult Basketball 2013 2013 2014 2014 13-14 Teams _ 14 12 12 12 50 56 58 Players 140 119 101 114 474 431 517 Revenue $5,490 $4,285 $3,635 $3,900 $17,310 $19 650 $1879i Direct Costs $2,636 $2,218 $1,684 $1,571 $8,109 $10,478 $10,993 Indirect Costs 10 28 F/T Staff $2,676 $2,641 $2,641 $2,642 $10,600 $9,856 $5,516 Overhead Costs $1,704 $1,379 $1,252 $1,264 $5,599 $6.675 $6,018 Total Costs $7,017 $6,238 $5,577 $5,477 _ $24,309 $27,010 $22,525 Gross Profit/ (Loss) $2,854 $2,067 $1,951 $2,329 $9,201 $9,172 $7,797 Net Profit/(Loss) _ ($1,526) ($1,953) ($1,942) ($1,577) ($g90,t,t($7,359) ($3,737) Cost Recovery summary (Category: Adult Sports Programs): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 57% 75% 100% Minimum Recovery Met: No Target Recovery Met: No Adult Soccer Leagues Summer 2013: Tuesdays and Wednesdays, games at PHP. Registration fee $340.00. Fall 2013:Tuesdays and Wednesdays, games at AVCP. Registration fee $340.00. Winter 2014 (Futsal): Wednesdays, games at AVRC. Registration fee $325.00. Spring 2014: Tuesdays and Wednesdays, games at AVRC. Registration fee $350.00. Summer Fall Winter Spring Total FY Adult Soccer 2013 2013 2014 2014 13-14 FY 12/13 FY 11/12 Teams 18 16 4 16 54 51 46 Players 282 215 43 215 755 718 593 Revenue $6,200 $5,440 $1,300 $5,600 $18,540_ $19,505 $15,070 Direct Costs $2,726 $2,676 $563 $2,392 $8,357 $10,077 $6,434 7 , indirect Costs F/T Staff $3,051 $3,019 $1,353 $3,019 $10,442 $10,625 $7,017 Overhead Costs $1,860 $1,368 474 $1,779 $5,481 $6,667 $4,167 ` Total Costs $7,638 $7,063 $2,390 $7,190 ,$24,281 $28,069 4017 Gross Profit / (Loss) $3,474 $2,764 $737 $3,208 $10,183 $9,428 $8,636 Net Profit„ .(Loss) ($1,437) ($1,623) ($1,090) ($1,590) (-07,744,74 Cost Recovery summary (Category: Adult Sports Programs): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 64% 75% 100% Minimum Recovery Met: No Target Recovery Met: No 11 29 Youth Basketball League Summer 2013: Saturdays games with weekly practices 6/29/13 to 8/24/13, games at AVRC. Registration fee $69.00/ $79.00. Fall 2013: Saturdays games with weekly practices 9/2813 to 11/16/13, games at AVRC. Registration fee $69.00/ $79.00. Winter 2014: Saturdays games with weekly practices 1/11/14 to 3/1/14, games at AVRC. Registration fee $69.00/ $79.00. Spring 2014: Saturdays games with weekly practices 3/29/14 to 5/31/14, games at AVRC. Registration fee $69.00/ $79.00. Summer Fall Winter Spring Total FY FY 12/13 FY 11/12 Youth Basketball 2013 2013 2014 2014 13-14 Enrollments 115 82 173 174 544 557 708 Revenue $8,516 $6,278 $12,628 $13,066 q$40,488 ;$,39,950, $48,887 Direct Costs $3,972 $3,678 $5,571 $5,690 $18,911 $18,603 $25,501 Indirect Costs F/T Staff $4,981 $4,905 $4,904 $4,905 $19,695 $15,212 $12,995 Overhead Costs $3,662 $2,463 $4,100 $3,569 $13,794 $15,247 $15,175 Total Costs $12,614 $11,046 $14,575 $14,164 $52,399 $49,062 $53,669 Gross Profit/ (Loss) $4,544 $2,600 $7,057 $7,376 $21 ,577 $21,347 $23,386 Net Profit/ (Loss) ($4,099) ($4,768) ($1,947) ($1,098) ($11,912) " Cost Recovery summary (Category: Youth Sports Programs): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 64% 50% 75% Minimum Recovery Met: Yes Target Recovery Met: No Staff Recommended Actions for Programs Not Meeting Minimum Cost Recovery Goals Moorpark Has Talent The event is held at the High Street Arts Center, and helps promote that venue. It continues to receive positive response from event participants and attendees. This event is currently categorized as "Other Event" because it requires participants to register and audition in advance, the venue limits the number of public that can attend the final show, and substantial financial prizes are distributed to winners. This program has not been able to meet its minimum cost recovery for the past three years, and has been excluded from the cost recovery requirements by the City Manager. 12 30 Teen Band Events and Dances Providing recreation programming to the City's teen population is a priority for the City. These events are categorized as "Special Event" and are required to recoup at least 50% of direct costs. Over the course of this fiscal year, these events recouped only 35% (band events) and 34% (dances.) For the prior two fiscal years, teen band events have met the minimum cost recovery requirement. Teen dances were not held in FY 2012/2013. In 2011/2012, teen dances did not meet the minimum cost recovery requirement. Staff recommends eliminating teen dances, as there is a continued lack of interest in them. Staff recommends continuing band events, focusing on the low cost Band Jams rather than higher cost outdoor concerts such as ArroyoPalooza. Recreation Classes This is the first year the program has not met its minimum cost recovery requirement. The program did not meet its minimum recovery requirement due to a decline in enrollment, which resulted in less revenue. Staff recommends increasing program promotion, eliminating poorly performing classes, and researching and implementing new classes in order to increase enrollment and revenue. Adult Softball League This is the first year this program has not met its minimum cost recovery requirement. As with classes, the issue is declining enrollment. In order to meet the minimum cost recovery requirement, the number of teams participating must be increased. This year, a total of 67 teams participated. If 73 had enrolled (a difference of only 6 teams), the program would have met its minimum recovery goal. Staff recommends increasing promotion for the league, as well as researching and implementing new divisions or activities, such as a softball tournament, that will increase interest in the league. Adult Basketball League The adult basketball league has not been able to meet its minimum cost recovery requirement for the past three years. Although staff have already implemented some cost saving measures, these have not been sufficient to overcome the loss in revenue due to declining team enrollment. The league will need at least 14 teams per season (56 teams per year) participating in order to meet the minimum recovery goal; this year only 50 teams enrolled. Staff recommends instituting additional cost saving measures, including reducing part-time staff assigned to the program (scheduling one scorekeeper instead of two), restricting prizes for league winners, and buying supplies in bulk. As with softball, staff recommends researching and implementing new divisions or activities, such as a tournament or 3-on-3 division, to increase interest in the league. 13 31 Adult Soccer League This league has not been able to meet its minimum cost recovery requirement for two of the past three fiscal years. As with the other adult sports leagues, declining team enrollment and the subsequent reduction in revenue are the primary factors. This year the league had 54 teams participating; a total of 60 teams (52 7-on-7 and 8 futsal) are needed in order for the program to meet its minimum recovery goal. Staff recommendations are the same as for the other adult sports leagues; increasing promotion for the league, as well as researching and implementing new divisions or activities that will increase interest in the league. STAFF RECOMMENDATION Provide feedback on cost recovery report and direct staff to present the report to the City Council. Attachment 1 — Recreation Programs and Services Cost Recovery Policy 14 32 ATTACHMENT 1 SECTION 6. Policy 6._: RECREATION PROGRAMS AND SERVICES COST RECOVERY POLICY 1. Purpose The purpose and intent of the City Council in adopting the Recreation 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 will fund above the amount collected in fees recreation programs and services. 2. Program Costs Costs for each program shall be divided into three categories: 1. direct costs; 2. division indirect costs; and 3. other indirect costs. Each cost category shall have established minimum and target cost recovery percentages. 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. "Division 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. "Other Indirect Costs" shall mean department overhead costs for the department director and his/her administrative staff and city-wide overhead costs associated with the operation of the division. 3. Revenue Sources A variety of revenue sources may be used to meet a program's designated cost recovery goal. The City Manager or his/her designee shall 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. 33 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 Recreation Division 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 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. Page 2 of 5 34 F. "Adult Sports Program" shall meanan intra-community sports program which is offered for individuals ages 18 and older, is recreational in nature, and is open to a variety of playing abilities. Examples: Adult softball league, soccer league. G. "Youth Sports Program" shall mean an intra-community sports program which is offered for individuals ages 17 and younger, is recreational in nature, and is open to all playing abilities. Example: Youth Basketball League. 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 by the 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 generally available to the public through other sources. Example: Women's assault prevention clinic. J. "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. Example: Book club. 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. Level Four: Programs that have a greater individual than community benefit, may be offered by public agencies or private businesses or other providers, are Page 3 of 5 35 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 without modification. The target recovery indicates the percentage of costs that staff will attempt to recover through program fees and other revenue sources. Direct Costs Division Indirect Costs Other Indirect Costs Mninum Target Mninum Target Mninum Target Programs and Levels Recovery Recovery Recovery Recovery Recovery Recovery Level One: Includes: Community Events (A) 25% 100% 0% 25% 0% 0% Vital Services (I) Level Two: Includes: Special Events (B) 50% 100% 0% 50% 0% 0% Special Interest Groups (J) 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% 25% Adult Sports Programs (F) Level Five: Includes: Other Events (C) 100% 100% 100% 100% 50% 100% Tournaments and Competitions (H) Page 4 of 5 36 7. Cost Recovery Implementation and Management Division staff will establish, and the Department Director will approve, 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 Department 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. f. 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. g. An annual report will be presented to the Parks and Recreation Commission by October 31 and to the City Council by December 31 each year summarizing the programs offered during the prior fiscal year and whether cost recovery goals for each program were met. • 8. Right of Exclusion The City Manager is authorized to exclude individual programs from the Cost Recovery Policy. Said programs shall be budgeted as approved by the City Council. Said programs shall not be required to meet Cost Recovery requirements and may operate below recovery levels for the program category, or without revenue sources. Page 5 of 5 37 ITEM 8.D Consider Attending the 2015 CPRS Conference. Verbal Presentation No Staff Report 38 ITEM 8.E CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: January 28, 2015 (Meeting of February 2, 2015) SUBJECT: Schedule Parks and Recreation Commission's 2015 Spring Park Tour DISCUSSION The Commission typically tours 10 to 12 of the City's parks each year (5-6 each tour) in the spring and fall for the purpose of discussing and identifying enhancements and improvements it may wish to consider and recommend to the City Council, and including recommendations for use of the parks for recreation programs and sports. The Commission is being asked to select a date and time to conduct a 2015 Spring Park Tour, which will be conducted as a special meeting. Staff will publish an agenda identifying the parks on the tour and estimated arrival times for the public. The special meeting will be called to order at the City's Community Center, and at the conclusion of the tour, the meeting is reconvened and then adjourned also at the Community Center. Commissioners may submit recommendations to staff for the parks to be included on the 2015 Spring Park Tour. As a reminder, identifying maintenance issues is not an objective of the tour. STAFF RECOMMENDATION Select a date and time for a 2015 Spring Park Tour and provide recommendations to staff on parks to be toured. 39 ITEM 8.F CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: January 20, 2015 (Meeting of 212/15) SUBJECT: Consider Selection of a Parks and Recreation Commissioner to Serve on the Youth Sports Committee BACKGROUND The City has a Youth Sports Committee comprised of one member of the City Council (currently Councilmember Mark Van Dam), one Parks and Recreation Commissioner, and a representative from each of the Moorpark youth sports organizations. The purpose of the Committee is to receive input and feedback from the youth sports organizations, coordinate the use of park facilities, and to identify and share information about long-term goals and current and future needs. The Committee meets once or twice a year, typically on a weekday evening. The Parks and Recreation Commission is being asked to select one of its members to serve on the Youth Sports Committee fora one-year term. STAFF RECOMMENDATION Select one Commissioner to serve on the Youth Sports Committee for a one-year term. S:\PRCS\Administrative\Parks&Rec CommissiorMgenda Reports12-2-15 Meeting\Youth Sports Committee.doc 40 ITEM 9.A MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California October 6, 2014 A Regular Meeting of the Parks and Recreation Commission of the City of Moorpark was held on October 6, 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 6:31 p.m. 2. PLEDGE OF ALLEGIANCE: Commissioner Pflaumer 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 Item 9.B be pulled for discussion. Commissioner Pflaumer requested Item 9.E be pulled for discussion. 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS: Chair Haverstock announced the upcoming annual Moorpark Beer Festival, scheduled on October 11, to be held at Moorpark College, and sponsored by the Moorpark Morning Rotary Club. Commissioner Pflaumer announced that the Moorpark Mammoth Run, which was held on September 17, was very well attended. 41 P&R Commission Meeting October 6, 2014 Page 2 Commissioner Babcock encouraged Moorpark residents to attend Moorpark High School Friday night football games. Commissioner Babcock announced that the Moorpark School Board is currently discussing the possibilities of installing a pool and he encouraged residents and Commissioners to attend the next School Board meeting and give their input. Commissioner Babcock announced that he was pleased to see that this year's Country Days Event was well attended. Commissioner Babcock announced the upcoming Moorpark Civil War Reenactment, scheduled on November 8 and 9, which is being held at a new location by Moorpark College, and is being sponsored by the Moorpark Noon Rotary Club. Commissioner Pflaumer announced that he also had attended the Moorpark School Board meeting because of discussion regarding a pool, and he also encouraged residents and Commissioners to attend the next School Board meeting. Commissioner Pflaumer requested as a future agenda item, information on how the Commission could be involved with the School District's pool plans. In addition, the Commission would like information regarding surrounding cities with pools and what maintenance costs may be shared. 8. PRESENTATION/ACTION/DISCUSSION: A. Consider Playground Equipment for Poindexter Park. Staff Recommendation: Provide a recommendation on the play equipment for Poindexter Park. Jeremy Laurentowski gave staffs oral report and presented a slide show of the existing play equipment and different areas of Poindexter Park. He also briefly reviewed with the Commission the park zones and funding, as well as stating that the City may receive a grant towards the funding of the play equipment. The Commission discussed with staff the different play equipment proposals and their preferences. MOTION: Commissioner Pflaumer moved and Commissioner Thompson seconded a motion to recommend to the City Council for consideration the Sun Country Systems' proposal for play equipment for Poindexter Park. The motion was carried by unanimous voice vote. 42 P&R Commission Meeting October 6, 2014 Page 3 At this time, Commissioner Brown stated that she was not comfortable with a sand and water feature. After further discussion by the Commission and staff regarding this feature, the Commission concurred to an amended motion. AMENDMENT TO PRIOR MOTION: Commissioner Pflaumer moved and Commissioner Babcock seconded an amendment to the prior motion to recommend to the City Council for their consideration, Sun Country Systems' proposal for play equipment for Poindexter Park, with the exception of the sand and water feature, leaving this item up to staffs discretion for recommendation. The motion was carried by unanimous voice vote. 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. Commissioner Babcock discussed number 5 on the Minutes with staff, pertaining to a freeze on youth sports fees. Commissioner Brown discussed numbers 9 and10 with staff, pertaining to a Youth Master Plan and facilitating meeting spaces for youth programs. Chair Haverstock requested as a future agenda item for staff to review with the Commission the City's facility rental policies. MOTION: Commissioner Babcock moved and Commissioner Thompson seconded a motion to approve the minutes as presented. The motion was carried by unanimous voice vote. 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. 43 P&R Commission Meeting October 6, 2014 Page 4 Commissioner Pflaumer stated that he wanted to commend staff on their ability on making this event so successful for so many years. Staff explained that this year there will be some changes to this event, hoping to increase attendance, which has dropped in the last few years. MOTION: Commissioner Thompson moved and Commissioner Pflaumer seconded a motion to receive and file report. The motion was carried by unanimous voice vote. MOTION: Commissioner Thompson moved and Commissioner Brown seconded a motion to approve the remaining Items on the Consent Calendar. The motion was carried by unanimous voice vote. 10. ADJOURNMENT: The meeting was adjourned at 7:52 p.m. APPROVED: Respectfully submitted ADAM HAVERSTOCK, CHAIR Patty Anderson, Administrative Assistant 44 ITEM 9.B 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: January 26, 2015 (Meeting of February 2, 2015) SUBJECT: Parks Quarterly Report for October, November, December 2014 • Poindexter Park Playground Equipment: In December 2012, staff obtained City Council approval to replace the playground equipment at Poindexter Park, as the existing equipment has outlived its life expectancy. The City Council approved an appropriation of $115,000 from the General Fund Reserve to fund this project. However, in January 2014, staff applied for a Housing Related Parks Program Grant through the California Department of Housing and Community Development and was awarded $123,850 in funding to complete this project. Staff obtained proposals from five manufacturers that specialize in commercial grade playground equipment and on October 6 the Parks and Recreation Commission made a recommendation to replace the existing equipment with the proposal submitted by Sun County Systems, Inc. The City Council approved the design of the play equipment on November 5, 2014. Staff anticipates project completion mid-spring 2015. • Asphalt Parking Lot Repairs: Staff prepared the bid specifications for the asphalt repairs required at Arroyo Vista Community Park, Poindexter Park, Monte Vista Park, Country Trail Park, Miller Park, and the Civic Center parking lots. City Council approved the project plans and specifications in July 2014. On December 3, a contract for the parking lots asphalt work was awarded to Berry General Engineering, Inc. Staff anticipates completing this work in the spring of 2015. Staff has determined that this work will cost approximately $595,000. • Walnut Acres Park: The City Council approved the Agreement for the construction of the park site at 161 Second Street to Malibu Pacific Tennis Courts on September 17, 2014. The total contract cost is $448,800. Construction of the park started on October 27, 2014, and is scheduled for completion on February 23, 2015. 45 Parks Quarterly Report Page 2 • Widening Access Road at Arroyo Vista Community Park (AVCP) to Accommodate Bike Lanes/Paths and Sidewalks (Objective VII.A.26) and Formal Walking Path at Arroyo Vista Community Park (Objective VII.A.20): The plans were approved by the City Council on February 5, 2014. The Civil Engineer is working on some changes to the plans that will add additional parking to the access road and clean up some areas in the existing parking lots that are prone to water ponding. These changes do not substantially change the City Council approved plans. The Land and Water Conservation Fund (LWCF) Grant application was submitted to the state by the grant deadline of February 3, 2014. Staff was notified by the state in May that our project is being recommended to the National Park Service (NPS) for $500,000 in grant funding. Staff received confirmation from California State Parks in September that we had been awarded the grant. Staff received the Agreement in January. Staff will return to the City Council to revise the project budget to include the grant funding in late February. • Arroyo Vista Community Park (AVCP) Retaining Wall: A retaining wall at AVCP is in need of replacement. The retaining wall was installed at the top of the slope on the south side of the park, adjacent to three homes at the end of the cul- de-sacs on Honeyglen Court and Summerglen Court. To date, the geotechnical evaluation is complete and the civil engineering plans and specifications are approximately 25% complete. Upon completion, staff will solicit bid proposals from qualified contractors to complete this work. • Arroyo Vista Recreation Center Gym: In August 2014, new scoreboards were installed and repairs were made to the gym basketball backboard. In November, the flooring was removed and new vinyl floor covering was installed, and then in December new gym bleachers were installed. The project was completed on December 29, 2014, at a total cost of$95,163. 2 46 ITEM 9.0 CITY OF MOORPARK PARKS & RECREATION COMMISSION AGENDA REPORT TO: The Parks & Recreation Commission FROM: Dylan Gunning, Recreation Coordinator I DATE: October 9, 2014 (Meeting of February 2, 2015) SUBJECT: Easter Egg Hunt 2014 Event Report BACKGROUND The City of Moorpark sponsors an annual Easter Egg Hunt the Saturday before Easter. Since 1995, the Egg Hunt has been held at the Arroyo Vista Community Park. Traditionally, the event has featured egg hunts for various age groups and other special activities and attractions. DISCUSSION The 2014 Easter Egg Hunt was held on Saturday, April 19, 2014, at the Arroyo Vista Community Park from 10:00 a.m. to 1:00 p.m. The event featured egg hunts, a petting zoo, pony rides, face painting, arts and crafts, a bounce house, carnival games, two food booths, and a visit from the Easter bunny. Overall the event was well attended and all activities ran smoothly. The event was publicized through banners, flyers, the City website, the quarterly recreation guide, advertisements in the Acorn Newspaper, the Moorpark Coffee News, and press releases to local radio stations, churches, and community groups. Staff received positive comments from the public regarding the event. The egg hunts were the main event feature, and were held on the football field. Hunts were divided into two age groups. Three "Little Kids Hunts" for ages five and under took place, and two "Big Kids Hunts" for ages six and over took place. A "Family Hunt" for all ages was held at the end of the age-based hunts, to allow families with children of different ages to hunt together, and to ensure children who had missed the earlier hunts had an opportunity to participate. The egg hunts ran smoothly and generally ran according to the scheduled times. For safety reasons, strollers and pets were not allowed in the egg hunts, and parents were welcome to participate in the five and under and Family hunts only. Participants returned their eggs at the end of the hunt to receive a prize. The younger children received Easter activity books and the older children received large inflatable crayons. 47 In addition to the egg hunts, the event featured several other activities. Attractions included pony rides, a petting zoo, face painting, a spring craft, a bounce house, and a set for photos with the Easter bunny. The pony rides and petting farm were provided and staffed by Tawni's Ponies, with volunteers assisting. City staff and volunteers ran the craft booth and the face painting booth. A City staff person dressed in costume as the Easter Bunny: The attractions were very popular. Carnival games were located near the snack bar. Eight spring and Easter themed games were offered. Small, medium, and large prizes were distributed from each game. The games were run by volunteers from Moorpark High School and the middle schools, with supervision by City staff. New prizes were purchased this year for the carnival games, as inventory from previous years was depleted. Costs were up compared to 2013, due to purchasing new prizes for the 2014 egg hunt. Two food vendors participated this year: California Kettle Corn and Herb's Heavenly Hot Dogs. Items sold included shaved ice, lemonade, kettle corn, and hotdogs. The vendors reported that they did very well. Admission to the activities required a wristband. Three wristbands were available for purchase at the event. A general admission wristband was offered at $5.00, and included egg hunt admission, one carnival game, and one special attraction. An all- access wristband was offered at $10.00, and included admission to the egg hunt, plus admission to three attractions and six carnival games. An unlimited attraction wristband allowed participants, with purchase of an all access or general admission wristband, unlimited access to the attractions. New wristbands were purchased this year as inventory from the previous years was depleted. Thirty coupons for complimentary general admission wristbands were donated to NFL for underprivileged children. Of these, 19 were submitted at the event. Attendance was higher than last year. Based on wristband sales and coupons submitted, 461 children participated in the event, compared to 421 last year. Overall attendance is estimated at 1,350. Volunteers assisted with the event and were assigned to help with the egg hunts, attractions, and carnival games. Park and Recreation Commissioners also assisted at the event, helping to staff the admission booth. This year, staff continued efforts to secure sponsorships for the Easter Egg Hunt. An in- kind sponsorship from the Moorpark Coffee News was secured. This sponsorship included $640 worth of advertising in the Moorpark Coffee News weekly publication. The event was able to cover 100% of its direct costs. A budget summary is attached. 2 48 Staff Recommendation Receive and file report. Budget Summary Easter Egg Hunt 2014 2013 2012 Attendance 1,350 1260 1,200 it '.r a%t i fg �»"a€ t "-+" 4 'ab#fta `r �i3 gt + ;i $pts � M _�. .. A ..a�O��ay �.',,�(§w:hs��,,.,,<�?, 5ivr:='�.u•'��£,1'� A.+�.�'ni5r'"' .�. �+n".'d.:..m^tn*..V.rR�J u4:�X�,^,rrv'd,ri:r..-Y�jJS� ..;+.. ,.�z`s,'iS.'.[M���'� Direct Costs $3,013 $2,103 $2,645 - T 'a¢.Y m eta, ri,. (#. C.' o-� u `9. `�"5t'ty'"�1"aw( a ,p * tei r ,qsi eyl i !!!!��.13/ :.5. ,a;., tn: �t31,;� 1Py''' + {G"r rt�� w+Fi";k' x�� a�;,. ,, a ,ur.�' n .,.tCs... ,�k.„,�,ai F/7 Staff $3,328 $3173 $4,031 Overhead Costs $267 $390 $378 r nu m,";�'uE�`P x@ gan ,„pt ``A. -y as ^1n5 er v .�,.p. a0,410.10*f Gross Profit/(Loss) $707 $1,252 $665 pp�e �r ao .....,.101 \ 4)M1eR �iie"'...i yuY `'! 5:,. # tiZ_wr.�a�` :-.n''�'t o)a L 1`aux !` !s )f Net Profit/(Loss) Per Participant ($2.14) ($1.83) ($3.12) Cost Recovery summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 20% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Demographic summary (estimated): Ages Served Preschool Youth Tween Teen Adult (under 5) (5-10) (11-13) (14-17) (18+) Participants 300 161 0 0 889 3 49 ITEM 9.D CITY OF MOORPARK PARKS & RECREATION COMMISSION AGENDA REPORT TO: The Parks & Recreation Commission FROM: Dylan Gunning, Recreation Coordinator I DATE: October 14, 2014 (Meeting of February 2, 2015) SUBJECT: Moorpark Has Talent 2014 Event Report BACKGROUND The 5th 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 Friday, March 21, 2014, at 7:00 p.m. at the High Street Arts Center. Admission to the show was $10.00 pre-sale and $12.00 at the door. During the show, local performers competed for cash prizes consisting of $500 for first place, $300 for second place, $200 for third place. The 1st through 3ta place prizes were donated by the Moorpark Foundation for the Arts. Z-Ultimate Self Defense and Tang Soo Do University donated the consolation prizes for 4th through 12th place. The event performers were selected through an audition process. A total of two auditions were held, in which members of the Moorpark community were invited to showcase their talents for a chance to compete in the final event. Auditions were held at the High Street Arts Center, and 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. Twenty-five acts auditioned for a panel of three judges. The judging panel included Arts Commissioners and the Assistant City Manager. The panel determined which acts would be invited to the final event. Twelve acts were selected to perform. The show sold a total of 238 out of 260 tickets. The audience enjoyed the variety of the twelve unique acts, which included dance, vocalists, martial arts, and instrumental performances. The audience also had the opportunity to purchase concessions during the show. 50 P&R Commission Meeting February 2, 2015 Page 2 The winning performers were chosen by a combination of a judging panel and audience vote. Each member of the audience was given a ballot ticket with their paid admission. Audience members were allowed a few minutes to cast their ballots at the end of the show. Staff collected the judge's ratings and tallied the ballot boxes. The winners were announced shortly thereafter by the Master of Ceremonies, Chrisanne Eastwood. The 2014 "Moorpark Has Talent" winning act was Mia Rauschenberger, Tawnie Davis, Sara Sanchez, and Kirra Berglund with their dance routine. Second place was awarded to Lilly Graves, Luke Weynand, Christopher Seagraves, Nick Fanella with their cover band Knights of Cyndonia, and third place went to Alessandra Valery& Kendenn Rose for their dance performance. 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. A financial sponsorship was received this year from the Moorpark Foundation for the Arts ($1,000). Consolation prizes were donated from Z-Ultimate Self Defense and Tang Soo Do University. Costs for use of the High Street Arts Center (for 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 attached. The event was not able to meet its cost recovery goals. Staff will increase efforts to obtain sponsorships in order to meet recovery goals next year. STAFF RECOMMENDATION Receive and file report. 51 P&R Commission Meeting February 2, 2015 Page 3 Moorpark Has Talent 2014 2013 2012 Attendance 274 212 284 jar "�?- �>< ,�`,4- x' " 1 " ^e' ro^� 'w awry,+ <..i'..i�s�5y�'rt"�'�*. A�u. .�',� '.,..�z;�:,t�a� " ,,.�A:i'.'�x.�,�ll�?i Direct Costs $1,471 $1,710 $2,026 ailtXdlt 4_c ��rrs�.:Rs'�at1.�k'" :g �l xir,l�$d SENO:- .ednwghsE�S�A. ^.u�k FIT Staff $4,331 $3,479 $4,397 Overhead Costs $208p $454 $421 �':)N' 8" .'llt49^I. {A' k$lu....3n ry^.' `� `Nd°� 4 p "'t i+y'?ah.YY, tT{s�L^ L O��G , .,�Ls. _t.., r�.w�_,:�,v�?1' :. . _A. Q;u" ��.�',' _ -_ .�^e.., $5�94.r Gross Profit/(Loss) $2,483 $3,171 $1,400 ^�st"-s+ a .-'ter^� a`'�' �f� ,�' r^ ss-„� .a �- -�n,4,'�;�`�."i WO_..P %iyf.4ss,.� ss. _., .i a ( 2(066J�� g 1l tsgi ig Net Profit/(Loss) Per Participant ($7.50) ($3.59) ($12.03) Cost Recovery summary (Category: Other Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 55% 100% 100% Minimum Recovery Met: No Target Recovery Met: No Demographic summary (estimated, includes auditions): Ages Served Preschool Youth Tween Teen Adult (under 5) (5-10) (11-13) (14-17) (18+) Participants 0 40 40 40 154 52 ITEM 9.E CITY OF MOORPARK PARKS & RECREATION COMMISSION AGENDA REPORT TO: The Parks & Recreation Commission FROM: Dylan Gunning, Recreation Coordinator I DATE: January 21, 2015 (Meeting of February 2, 2015) SUBJECT: Moorpark Arts Festival Event Summary 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 coordinating the event. In 2012, the entire event was moved to High Street to consolidate the event site in order to reduce confusion about where activities were located, increase event visibility, improve event traffic flow, and address safety concerns about people crossing Moorpark Avenue (which is a state highway). In 2013, High Street was closed between Moorpark Avenue and Walnut Street creating a street fair. DISCUSSION The Moorpark Arts Festival was held on Saturday, April 5, 2014, from 10:00 a.m. to 4:00 p.m. Activities were held on High Street, at the Moorpark Chamber of Commerce, High Studio, Moorpark Foundation for the Arts offices, and High Street Arts Center. The event showcased a wide variety of art forms. Admission was free to the public. The Featured Artist was Jeffery Diamond. He is an amateur photographer from Moorpark and was selected as one of the Moorpark Photo contest winners in 2013. His photography ranges from microscopic and macro photography to landscape and abstract photography. His works were displayed among the vendors on High Street as well as in the High Studio art gallery. 53 Parks and Recreation Commission Page 2 The fine arts exhibit was located at the High Studio and included gourd art, drawing, painting, and photography. The exhibit included 34 fine artists, each with multiple art submissions. Also displayed were hundreds of youth art entries from the local schools. The youth art exhibit drew a very large and enthusiastic audience. Free hands-on art activities for children were sponsored by the City of Moorpark and the Moorpark Library. Activities included drawing and other hands on activities. Pottery wheel demonstrations and lessons by Chad Steel were also held at the Moorpark Foundation for the Arts site. All activities were popular with youth and parents. Booths for the fine arts and crafts fair were located along High Street. Only vendors selling original/hand-made works were accepted. There were a total of 34 booths, featuring photography, paintings, gourd art, and other unique hand-made arts and crafts items. The number of booths has steadily increased since the arts and crafts fair component was introduced in 2011. There were 28 vendor booths in 2013, 21 in 2012, and 13 in 2011. A total of two food booths were located at the Chamber of Commerce parking lot, featuring food items from California Kettle Com and The Grilled Cheese Truck. An outdoor performance stage was located at the Moorpark Chamber of Commerce parking lot. Live performances ran throughout the day. Performances included Ventura County Gourd Society, Ballet Folklorico, Tang Soo Do University, Z-Uttimate Self Defense Studios, Moorpark Has Talent participants Calvin Le, David Bailey, Katie White, and the band Rewind, and story times by local authors Ryan M. Blanck, Barbara Gibson-Paul, and Len Kamensdorf. The event had one monetary sponsor and two media sponsors. Z-Ultimate Self Defense donated $750 to the event. Media sponsors were the Acorn Newspaper (donation of $300 worth of advertisement space), and Moorpark Coffee News (donation of $350 worth of advertisement space.) Attendance varied throughout the day, with most people attending as the day progressed. In prior years, overall attendance was estimated. This year, in order to increase accuracy, volunteers were stationed at each end of the street to tally attendance. Based on these tallies, event attendance was 2,000. In the future, to reduce costs, improve the event, and increase artist participation, staff recommends moving the event to the Arroyo Vista Recreation Center. This will solve the space problem needed for the expanding program and would reduce staff costs that relate to running the event on High Street. This would also eliminate police and street closure costs. 54 Parks and Recreation Commission Page 3 Revenue from the event is up from 2013, due to having a $750 financial sponsor. Revenue from artist and vendor fees also increased. A budget summary is attached. Staff Recommendation Receive and file report. Budget Summary Moorpark Arts Festival 2014 2013 2012 Attendance 2,000 3,500 3,000 A' Direct Costs $3,749 $2,645 $3,124 " aitd' ad e. . i'a4' ° 'a r` ill t.SF`! ' �=.. � �say F/T Staff $5,910 $8,377 $9,562 Overhead Costs $610 $826 $704 Gross Profit/(Loss) ($849) ($945) ($814) Net Profit/ (Loss) Per Participant ($3.68) ($2.90) ($3.69) Cost Recovery summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 77% 25% 100% Percent Division Indirect Costs Recovered 0% 0% 25% Minimum Recovery Met: Yes Target Recovery Met: No Demographic summary (estimated): Ages Served Preschool Youth Tween Teen Adult (under 5) (5-10) (11-13) (14-17) (18+) _ Participants 150 250 50 50 1,500 55