HomeMy WebLinkAboutAG RPTS 2015 1102 PR REG PpK Cq<R
° /•�=- CITY OF MOORPARK
Are '�'�^o� PARKS,RECREATION&COMMUNITY SERVICES DEPT. 1799 Moorpark Avenue,Moorpark,CA 93021
7Main City Phone Number(805)517-6200 I Fax(805)532-2550 I moorpark@moorparkCA.gov 111.11,7-
PARKS AND RECREATION COMMISSION MEETING AGENDA
November 2, 2015
6:30 p.m.
Moorpark Community Center 799 Moorpark Avenue
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE:
3. ROLL CALL:
4. SPECIAL AGENDA ITEMS:
5. PUBLIC COMMENTS:
6. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS:
8. PRESENTATIONS/ACTION/DISCUSSION:
A. Consider Update on City's Water Conservation Efforts. Staff Recommendation:
Receive and file report.
B. Cost Recovery Summary Fiscal Year 2014/15. Staff Recommendation: Provide
feedback on cost recovery report and direct staff to present the report to the City
Council.
9. CONSENT CALENDAR:
A. Approval of Minutes for the Parks and Recreation Commission Spring Park Tour
Meeting of September 8, 2015. Staff Recommendation: Approve as presented.
B. Recreation Programming's Spring Quarterly Report. Staff Recommendation:
Receive and file report.
C. Parks Quarterly Report..Staff Recommendation: Receive and file report.
10. ADJOURNMENT:
JANICE S.PARVIN ROSEANN MIKOS,Ph.D. KEITH F.MILLHOUSE DAVID POLLOCK MARK VAN DAM
Mayor Councilmember Councilmember Councilmember Councilmember
Parks and Recreation Commission
November 2, 2015
Page 2
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 November 2, 2015.
Executed this 28th day of October 2015, at Moorpark, California.
Patty And= son
Administrative Assistant II
Parks, Recreation & Community Services Department
ITEM 8.A
PARKS AND RECREATION COMMSSION
AGENDA REPORT
TO: The Parks and Recreation Commission
FROM: Jeremy Laurentowski, Parks and Recreation Director
DATE: October 28, 2015 (P&R Commission Meeting of 11/2/15)
SUBJECT: Consider Update on City's Water Conservation Efforts
BACKGROUND
The purpose of this report is to update the Parks and Recreation Commission on the
efforts made by staff regarding the current drought and the various action items that
have been implemented following the City Council's July 1, 2015, approval of the
Drought Action Plan.
The winter of 2015 has now been documented as the driest winter in California on
record. On April 1, 2015, Governor Brown signed Executive Order B-29-15 ("Order")
which called for the first ever statewide mandatory water reductions. The Order directs
mandatory water reductions of 25% statewide using 2013 water use as a baseline for
reduction. In addition, the Order contains several other provisions that also impact City
operations directly, including a statewide requirement to remove 50 million square feet
of lawn and replace it with drought tolerant landscaping, and a prohibition on the use of
potable water to irrigate ornamental turf in public street medians.
On May 6, 2015, the State Water Resources Control Board ("SWRCB") adopted
Emergency Regulations designed to carry out the requirements of the Order. The
Emergency Regulations set up tiers of water reduction under which the various urban
water suppliers must meet conservation standards in order to achieve the statewide
mandatory reduction target. Ventura County Waterworks District #1 (VCWWD), the City
of Moorpark's water supplier, is in conservation Tier 8, which calls for a 32% reduction
in potable water use. If VCWWD customers do not achieve the mandatory reduction
target set by the SWRCB, VCWWD will face large fines and penalties that would then
be passed down to the ratepayers, including the City, in the form of higher water rates.
Prior Water Conservation Efforts
On January 17, 2014, Governor Jerry Brown declared a drought emergency in the State
of California and urged Californians to voluntarily reduce water consumption by at least
20%. In response to the worsening drought and the Governor's voluntary call for water
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reduction in 2014, the City had initiated several long term objectives to address the
issue of water conservation.
The adopted City of Moorpark Mission Statement, Priorities, Goals, and Objectives for
FY 2015/2016 contain several departmental objectives that coincide with water
conservation and the need to reduce consumption. Updates regarding the projects are
highlighted below:
IV. A. 6. Install the second phase of a centralized irrigation system for City
facilities, parks, and landscape maintenance districts by September
30, 2015.
In.2011, the City Council approved an Agreement with HydroPoint Data Systems, Inc.
(HydroPoint) for the replacement of 44 existing irrigation controllers with WeatherTRAK
ET Pro2 irrigation controllers within the City's Landscape Maintenance Districts (LMD's)
and several parks. WeatherTRAK controllers receive real time weather and
evapotranspiration (ETo) data via HydroPoint's system software and adjust irrigation
schedules on a daily basis to reduce overall irrigation water consumption. In FY
2009/2010, prior to the installation of the WeatherTRAK controllers, the City reduced
water consumption by approximately 16.5%, as compared to the prior fiscal year. Staff
has tracked the City's water use and has determined that overall the City has saved an
average of approximately 9.4% in irrigation water at locations where the WeatherTRAK
controllers have been installed, as compared to the baseline of water use established in
FY 10/11.
HydroPoint Data System Water Use Summary
FY 11/12, 12/13, 13/14 Analysis
FY 10/11 FY 11/12 FY 12/13 FY 13/14
HCF (%) (%) (%)
Baseline HCF saving HCF saving HCF saving
Total LMD/Parks 85,492 70,134 18.0% 76,130 11.0% 86,106 -0.7%
Overall Savings 9.40%
The resulting savings is proportionate to the general weather conditions over the last
several years and comparable to the significant drop in precipitation due to the drought
conditions. The water savings from installing the WeatherTRAK controllers has declined
from approximately 18% in FY 10/11, 11% in FY 12/13, and in FY 13/14 was relatively
equal to the baseline of water use established in FY 10/11. This would be expected, as
the controllers are generally programmed to supplement available precipitation when
needed. Given the severe drought conditions during 2013 and 2014, the controllers
have exceeded staffs expectations and have shown substantial overall savings.
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Phase II of the project includes the installation of fifteen (15) ETo controllers at the
following City parks: Glenwood Park, Tierra Rejada Park, Campus Park, Poindexter
Park, Mountain Meadows Park, Miller Park, Campus Canyon Park, and College View
Park. Currently, staff is in the process of comparing several central irrigation systems,
as well as the HydroPoint system, to ensure that the system we choose for Phase II
does not compromise the City's ability to manage the parks. The parks are more difficult
to manage than the LMDs, as schedules constantly need to be adjusted to
accommodate for turf renovation practices, youth sports organizations, rentals, and
large City events, such as the 3' of July Fireworks Extravaganza. Staff anticipates
completion of the Phase II work by the June 2016.
V. A. 25. Develop design plan to refurbish median landscaping and hardscape
on Tierra Rejada Road from Spring Road to Los Angeles Avenue,
Campus Park Drive from Princeton Avenue to Collins Drive, and
Princeton Avenue from Condor Drive to Campus Park Drive
including cost estimates, financing, phasing and water conservation
measures by December 31, 2015.
At the February 19, 2014, City Council meeting, staff discussed the need to develop a
comprehensive plan to renovate all of the landscaping on Tierra Rejada Road, including
the slopes, parkways, and median islands, with drought tolerant and California native
plant material, or other low water use options. In addition to the need to reduce water,
the majority of the Tierra Rejada Road streetscape requires funding from the general
fund to supplement normal maintenance costs. The Tierra Rejada Road streetscape lies
within LMD Zone 2 (Steeple Hill Area Tract 2865), LMD Zone 5 (Pheasant Run Tracts
3019 & 3525), and LMD Zone 10 (Mountain Meadows Planned Community). LMD Zone
2 is fully funded and there is funding available for normal maintenance procedures.
However, funding for general maintenance procedures in LMD Zones 5 and 10 has
historically been supplemented by the General Fund. These two Zones were accepted
by the City prior to the passage of Proposition 218 (The Right to Vote on Taxes Act) in
1996. Historically, LMD Zones 5 and 10 have exhibited negative fund balances of
approximately $41,437 and $51,118 respectively, resulting in substantial funding from
the general fund to supplement normal maintenance procedures. The cost of water for
these two zones in FY 14/15 was estimated at $87,000, which is equivalent to
approximately 94% of the negative fund balance.
Per City Council's approval, staff has solicited the services of Architerra Design Group
(Architerra) to prepare a landscape master plan for the complete redesign of the Tierra
Rejada Road corridor. In addition, as a special consultant to the design team, Architerra
has enlisted the assistance of Robert (Bob) Perry of Perry and Associates
Collaborative. Bob Perry is a recognized expert in the field of drought tolerant and
California native planting design, as well as sustainable landscape development. To
date, staff has met several times with Architerra on site to review the existing conditions
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and to coordinate design efforts. Staff anticipates that a final concept plan will be
available for City Council review by the end of November 2015.
DISCUSSION
The City of Moorpark is one of VCWWD's largest water customers and utilizes
approximately 10% of VCWWD's total water production. As such, the City's efforts to
reduce water will have a large impact on the ability of VCWWD's customers as a whole
to meet the water conservation standard. However, in order to meet the reduction
target, the City needed to implement additional measures to further reduce water use.
The adopted City of Moorpark Mission Statement, Priorities, Goals, and Objectives for
FY 2015/2016 contains the following departmental objective that coincides with water
conservation and the need to reduce consumption:
IV. A. 31. Develop a Water Conservation Policy and Implementation Plan to
meet mandatory water use restrictions for parks, facilities,, and City
administered maintenance districts to include turf reduction,
changes to the Landscape Design Standards and Guidelines to
assist private efforts, and funding recommendations for City
activities by September 30, 2015.
In response to the City Council's desire to develop a Water Conservation Policy and
Implementation Plan, staff prepared a Drought Action Plan (DAP) to guide the City's
efforts in meeting the conservation standard mandated by SWRCB. The DAP was
approved by the City Council on July 1, 2015, and contains water conservation
practices and associated action items. Several of the items needed to be implemented
immediately in order for the City to achieve a 32% overall reduction in water use by the
February 2016 deadline established by SWRCB. A summary of the action items,
including estimated costs, are listed below:
• Action Item A.1.a — Retrofit existing facilities with low water use appliances
and fixtures —estimated cost: $59,000
• Action Item A.1.b — Retrofit park restrooms with low water use fixtures —
estimated cost: $3,000
• Action Item A.1.c — Install weather based irrigation controllers and drip
irrigation —estimated cost: $275,000
• Action Item A.1.d — Reduce operating hours of city owned and maintained
fountains
• Action Item A.2.a — Implement turf conversion projects at all City parks —
estimated cost, Phase I: $141,645 of which 100% will come from the
General Fund. Phase II: Costs TBD
• Action Item A.2.b — Renovate planters and turf areas in Landscape
Maintenance Districts (LMDs) and at City facilities with California native
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plants or other low water use landscaping — estimated cost, Phase I:
$1,981,205 of which 64% or $1,241,210 will be funded by the General
Fund
• Action Item A.4.a — Implement and publicize a broken irrigation reporting
system for City facilities, parks, and LMDs — estimated cost: staff effort
only
• Action Item B.1.a — Homeowner's Association (HOA) outreach - estimated
cost: staff effort only
• Action Item B.1.b — Fast Track Landscape Renovation Approvals —
estimated cost: $35,000
• Action Item B.3.a — Community Outreach Campaign — estimated cost:
$2,000 •
Several action items of the DAP needed to be implemented immediately in order for
staff to get a head start on meeting the water conservation goal. A summary of these
items follows:
Action Item A.2.a - Turf Conversion Projects (Parks)
Phase I: Staff prepared conceptual plans for each City park that outlines the turf areas
proposed for removal and conversion to wood chips. The plans take into consideration
usage at the parks by various sports leagues and other recreational opportunities.
Staffs concept was to remove turf areas that have very limited or no recreational value
and convert these areas to other uses, such as planters with California native or drought
tolerant plant species, trails, or other park amenities. The approximate percentage of
turf conversion at each site is summarized on the following page:
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Turf conversion(parks)
Turf Conversion Turf Conversion Total Turf Total turf Turf
Park (s.f.) Acreage (s.f.) Acreage Reduction
Campus Canyon Park 50,200 1.15 205,500 4.72 24%
Campus Park 45,000 1.03 127,000 2.92 35%
College View Park 70,600 1.62 135,900 3.12 52%
Community Center Park 21,600 0.50 57,500 1.32 38%
Country Trail Park 149,600 3.43 184,000 4.22 81%
Glenwood Park 83,400 1.91 182,600 4.19 46%
Mammoth Highlands Parr 69,800. 1.60 190,000 4.36 37%
Miller Park 47,000 1.08 200,000 4.59 24%
Mountain Meadows Park 58,600 1.35 254,000 5.83 23%.
Peach Hill Park 76,100 1.75 302,000 6.93 25%
Poindexter Park 20,800 0.48 163,000 3.74 13%
Tierra Rejada Park 131,921 3.03 235,689 5.41 56%
Veteran's Memorial Park 1,630 0.04 1,630 0.04 100%
Virginia Colony Park 17,000 0.39 38,000 0.87 45%
TOTAL 843,251 19.36 2,276,819 52.27 37%
The total acreage of turf proposed to be removed is approximately 19.36 acres,
representing 37% of all the turf acreage in the various City parks listed above. The
recommended areas proposed for turf conversion are in addition to the turf removals
that have already taken place. It's important to note that the plans staff prepared are
conceptual in nature and that the percentage of turf removal could fluctuate based on
actual field conditions. Staffs goal was to maximize the conversion boundary by
following parameters established by the layout of the existing irrigation systems. This
will reduce additional costs of modifying the irrigation systems at a later date. As such,
the actual turf removal boundaries may need to be adjusted as the work commences.
Staff has received quotes from the City's park maintenance contractor, Venco Western,
Inc. (Venco). The cost to remove the turf, retrofit the irrigation systems to maintain
existing trees, and spread wood chips was $123,169. Staff was able to realize
considerable cost savings by reducing the work scope at the parks. Instead of removing
all the turf and associated subgrade, staff proposed to eliminate the turf by utilizing
chemical herbicides approved by the County of Ventura, Agricultural Commissioner's
office, mowing the remaining turf down to the subgrade, removing the turf only at
locations adjacent to sidewalks and other hardscape areas, and covering the areas with
wood chips. The cost savings will be achieved by leaving considerable portions of the
dead turf in place, thus lowering the amount of square footage of grass and subgrade
that is actually removed. This change in the scope of work allowed the City to lower the
estimated cost of the project by $1,583,000, as compared to removing all the turf and
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associated subgrade. Currently, the City is eligible for rebates from the Metropolitan
Water District (MWD) to offset a portion of these costs As of May 26, 2015, the rebates
for turf removal through MWD is $2.00/s.f. up to 3,000 s.f. of turf area, $1.00/s.f. for
greater than 3,000 s.f. of turf area, with a limit of $50,000 per property. The rebates for
this work will offset the cost to remove the turf. It is important to note that the rebates
are not guaranteed and applications are being processed and approved for rebate
reservations on a first come, first serve basis until the funding runs out. Staff has
submitted for the MWD rebates for each park. However, in order to get a jump start on
the City's water conservation efforts, staff has turned off the majority of the water within
the proposed turf conversion areas as early as June 2015.
Monte Vista Park was not included in the above calculation due to the fact that this park
already consists of native and drought tolerant plant species, and Villa Campesina and
Arroyo Vista Community Park are not included in the turf conversion calculation due to
the use of well water atthese sites. In addition, Walnut Acres Park has already been
designed with the goal of minimizing irrigation water use. The turf area within this park
is limited to a small recreational area consisting of Bermuda turf, the plant material
consists primarily of California native plant species and the irrigation system has been
installed with low volume spray heads, in addition to the many sustainable features
designed into the park, such as below grade storm water infiltration systems and the
use of permeable paving.
Phase II: Consists of the preparation of plans to replace converted turf areas with
drought tolerant and/or California native plant species, or other recreational
opportunities for review by the Parks and Recreation Commission and the City Council,
prior to the future development of these areas. Staff will return to the City Council to
request additional funding for future phases if required at that time.
STATUS: Action Item A.2.a - Turf Conversion Projects(Parks)
To date, Phase I of the turf conversion projects at the City's parks has been completed,
with the exception of Miller Park and College View Park. The turf areas outlined in the
DAP have been removed and replaced with bark mulch, and the irrigation systems have
been modified to ensure that the trees get supplemental water as needed to maintain
their health. The total acreage of turf removed is approximately 19.36 acres,
representing 37% of all the turf acreage in the various City parks. Miller Park and
College View Park only need bark mulch installed to complete this phase of the work.
Due to the forecasted El Nino weather pattern expected to hit Southern California during
the winter, staff is taking precautions and preparing measures to ensure that the newly
placed bark mulch does not migrate offsite. For instance, drought tolerant plant material
is being installed on slope areas and in parkways adjacent to sidewalks and streets. In
addition, area drains are being installed with cobble to act as a barrier, while allowing
storm water to migrate into the drainage structures. Staff is also stocking up on erosion
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control devices, such as straw waddle and sand bags, in case extreme weather
- necessitates the installation of this material.
Phase II of the turf conversion project consists of replacing the converted turf areas with
drought tolerant and/or California native plant species, or other recreational amenities.
In addition to the plant material already installed to prevent erosion and minimize storm
water concerns, staff has had an opportunity to initiate two volunteer projects that
consisted of planting California native plant species to start this process. On September
12, 2015, thirty-eight volunteers planted 175 shrubs at Glenwood Park and on October
10, 2015, six volunteers planted ninety shrubs at Tierra Rejada Park. Volunteer Day is a
program that was initiated by the City's recreation division. The program's objective is
directed at engaging the teen population, however, all individuals are welcome and
anyone may sign up to participate in this program. The next Volunteer Day is scheduled
at Country Trail Park on November 4, 2015.
Staff has not begun the process of preparing options for recreation amenities within the
converted turf areas for review by the Parks and Recreation Commission or the City
Council. Staff will prepare a series of options for each park prior to the future
development of these areas.
Action Item A.2.b — Landscape Maintenance Districts and City Facility Landscape
Renovations
LMD Zone 7 (LA Ave — Shasta Ave to Gabbert Road), LMD Zone 8 (Shadyridge Buffer
Zone), LMD Zone 12 (Carlsberg Specific Plan), LMD Zone 15 (Toll Brothers Tract
4928), LMD Zone 16 (Cabrillo Tract 5161), LMD Zone 18 (Colmer Tract 5307), and
LMD Zone 22 (Pardee Tract 5045) have also been installed with high to moderate water
use plant types and staff feels that there are opportunities to reduce waterconsumption
within these LMD's, that can further help us meet the conservation standard, primarily
the conversion of turf area to planters consisting of California native plant material.
Similar to the turf conversion projects within the City parks, staff recommended to the
City Council the renovation of the landscaping within the Landscape Maintenance
Districts and at City facilities. Staff prepared a phased approach that will allow
immediate water savings to be achieved while allowing time to design a drought tolerant
or low water use plant palette for the designated renovation areas. Phase I includes the
removal of ornamental and high water use plant material, the removal of all turf areas,
modification of the irrigation to maintain the health of affected trees, and placement of
wood chips.
As mentioned previously, in addition to the need to remove turf within all the LMD areas,
the majority of the Tierra Rejada Road streetscape consists of 'red fescue' a high water
use groundcover, similar to turf. The Tierra Rejada Road streetscape lies within LMD
Zone 2 (Steeple Hill Area Tract 2865), LMD Zone 5 (Pheasant Run Tracts 3019 &
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3525), and LMD Zone 10 (Mountain Meadows Planned Community). Atthe time the
DAP was presented to the City Council, staff was uncertain whether or not 'red fescue'
will qualify for rebates under the guidelines established by MWD. However, staff
submitted rebates for each water meter along the Tierra Rejada Road corridor in hopes
that this plant material will qualify for rebates.
Staff identified the areas for removal which are summarized below:
Turf Turf
Turf Conversion -Landscape Maintenance Conversion Conversion Turf
Districts (s.f.) Acreage Reduction Est Cost
*Zone 2(Steeple Hill Tract 2865) 147,000 3.37 100% $316,050.00
*Zone 5(Pheasant Run Tract 3019&3525) 62,400 1.43 100% $134,160.00
Zone 7(LA Ave-Shasta to Gabbert) 7,500 0.17 100% $16,125.00
Zone 8(Shadyridge Buffer Zone) 147,000 3.37 84% $316,050.00
*Zone 10(Mountain Meadows) 202,000 4.64 100% $434,300.00
Zone 12(Carlsberg Specific Plan) 1,800 0.04 100% $3,870.00
Zone 15(Toll Brothers Tract 4928) 83,000 1.91 100% $178,450.00
Zone 16(Cabrillo Tract 5161) 1,200 0.03 100% $2,580.00
Zone 18(Colmer Tract 5307) 2,400 0.06 100% $5,160.00
Zone 22(Pardee Tract 4045) 90,000 2.07 100% $193,500.00
Citywide Zones 1,200 0.03 100% $2,580.00
SUB-TOTAL: 745,500 17.11 $1,602,825.00
* Conversion consists of the removal of'red fescue'-staff is uncertain at this time if this plant
material will qualify for rebates under the current guidelines established by MWD
Landscape Removal
Median Landscape Removal (s.f.) Est Cost
Tierra Rejada Rd. (btwn Courtney Lane &Spring Road) 130,000 $350,000
SUB-TOTAL: $350,000
Turf Turf
Conversion Conversion Turf
Turf Conversion -Facilities (s.f.) Acreage Reduction Est Cost
Ruben Castro Human Services Center 4,500 0.10 100% $9,675.00
Moorpark Public Services Facility 400 0.01 100% $860.00
Police Services Center 3,800 0.09 100% $8,170.00
Miscellaneous City Properties 4,500 0.10 100% $9,675.00
SUB-TOTAL: 13,200 0.30 $28,380.00
GRAND TOTAL: 758,700 17.42 $1,981,205.00
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Staff received a preliminary estimate from our landscape maintenance contractors for
turf conversion in LMD zones 7, 15, and 22 of $559,000 or approximately $2.15/sq.ft.
Using the preliminary cost estimate of$2.15/sq.ft., the cost to remove the 17.11 acres of
turf in all of the LMDs is estimated to cost $1,602,825. The cost at the City facilities is
estimated at $28,380 for a total removal cost of $1,631,205. The turf removal work in
Zones 2, 5, and 10 will be a part of the larger project to renovate the landscaping on
Tierra Rejada Road. Staff is exploring other opportunities to remove the turf at the City
facilities and LMD areas that will require funding from the General Fund, primarily Zones
7, 8, 12, 16, and 18. In addition to completing a portion of this work with in-house City
staff, staff has been contacted by several volunteer organizations looking for service
projects and will seek assistance from . local service organizations. Staff initially
estimated that the turf rebates available for the turf removal work would total
$1,294,000. If staff is successful in obtaining all the requested rebates, the net project
cost for this work will total approximately $337,205. Approximately $192,207 would
come from the General Fund, with the remaining costs attributed to the applicable LMD
zone.
STATUS: Action Item.A.2.b — Landscape Maintenance Districts and City Facility
Landscape Renovations
The turf conversion in the LMD zones began in October 2015. Because the turf
conversion activities in these areas will be the most noticeable, staff has prepared and
placed signs in LMD zones around the City, so that the public can be made aware of the
pending water conservation activities. As with the parks, all of the water has been
turned off to the affected areas and irrigation will be modified to ensure the health of the
urban forest.
Staffs original concept was to remove all turf and high water use landscaping, such as
red fescue, in all LMD zones. However, due to the costs associated with these
removals, and the need to finalize the landscape plans for certain LMD areas, such as
the Tierra Rejada Road corridor, the Phase I removals in several landscape
maintenance districts are only partial turf removals, particularly LMD Zones 2, 5, and 10.
The turf removals at the remaining City facilities included 100% of the turf area.
It should be noted that several improvement projects were included in the Phase I work.
A portion of LMD Zone 12 includes the median islands on Tierra Rejada Road between
Spring Road and Hwy 23. Due to the excessive irrigation runoff from the overhead
spray irrigation system and the restrictions imposed by the SWRCB, staff is replacing
the spray irrigation system with a drip irrigation system. In addition, several areas of red
flax have declined due to a localized rat infestation. Staff will be replacing the flax with
Rhaphiolepis i. 'clara', a moderately drought tolerant plant that is consistent with the
streetscape design within LMD Zone 12. The rats have only infested the red flax, as the
plant material is dense and appears favored by the rats for burrowing and nest making.
Staff believes that the change in plant type will eliminate the problem. In addition, staff
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recommended installing a drip irrigation system and replacing the turf along Poindexter
Avenue in LMD Zone 16 also with Rhaphiolepis i. 'clara' to maintain consistency with
the existing plant material on Poindexter Avenue. The turf conversion at the Ruben
Castro Human Services Center includes the installation of decomposed granite in place
of the turf and the turf conversion at the Civic Center includes the addition of several
trees within the parking lot area and the installation of wood chips. The City Council
approved this work on August 19, 2015, and staff anticipates completing Phase I of the
turf conversion in the LMDs by the end of November.
Phase.II of the landscape renovations is underway. Staff is preparing Requests for
Proposals for Landscape Architects to prepare plans for the replacement of the
removed landscaping with drought tolerant and low water use plants.
Staff directed that all water be turned off at the areas proposed for future turf conversion
so that water savings can begin immediately, with the exception of LMD Zones 2, 5, and
10. As discussed during previous City Council meetings, the predominant tree within
these LMD zones is the Coast Redwood, which requires a substantial amount of
supplemental irrigation water to thrive. Due to the fact that many of these trees are
already exhibiting health issues due to environmental stress conditions, staff did not
recommend further reducing the irrigation water within these LMD zones until a plan has
been developed to renovate the Tierra Rejada Road corridor, and a supplemental
irrigation system has been designed for the existing redwoods. However, staff is
confident that the trees within the remaining LMD areas will not decline due to the
elimination of supplemental irrigation water.
Conclusion:
To date, staffs efforts in implementing the DAP have yielded encouraging results. Staff
has received a summary and comparison of all the City's water accounts from Ventura
County Water Works District No. 1 (VCWWD). The results of Action Items A.2.a and
A.2.b has enabled the City to realize a 53% reduction in water use for City parks,
facilities, and landscape areas between the months of June through September 2015,
as compared to the water use during the same billing period in 2013. This equates to
savings of 64,591 hundred cubic feet (HCF) of water or 48,314,068 gallons. As a
reminder, in response to the Governor's April 2015 Executive Order, the State Water
Resources Control Board (SWRCB) has mandated a water conservation reduction
target of 32% by February 2016. To date, the City has exceeded the conservation goal.
It should be noted that Villa Campesina and Arroyo Vista Community Park (AVCP)
utilize well water and are not subject to the 32% reduction goal mandated by .the
SWRCB, and therefore were not included in the DAP. However, in 2014 the Fox
Canyon Groundwater Management Agency (FCGMA), the groundwater regulatory
agency in Ventura County, adopted Emergency Ordinance E (Ordinance), which
established Temporary Extraction Allocations (TEA) based on average annual reported
11 '
Parks and Recreation Commission
November 2, 2015
Page 12
extractions. The Ordinance called for a phased reduction in groundwater extractions of
20% beginning on July 1, 2014. If the City failed to reduce their groundwater extractions
by the prescribed amount, they will be subject to an extraction surcharge for the amount
of water that was extracted over the TEA. The first reduction reduced well water
extractions by 10%. Further reductions of 5% have occurred every 6 months, arriving at
the full reduction of 20% in January 1, 2016.
The City of Moorpark's TEA was established at 66.0 acre feet of water, resulting in a
ground water allocation of approximately 53 acre feet in 2016 for operations at AVCP.
The average well water use during a normal year is approximately 72 acre feet/year.
However, over the last several years, the City used approximately 100 acre feet of
water to irrigate the sports fields at AVCP due to turf renovation practices. In order to
achieve the reduction goal mandated by the Ordinance, the City would have to reduce
water use at AVCP by approximately 50%.
In July 2015, staff received a water use summary from FCGMA and has had an
opportunity to compare the City's water use from January through June of 2015 to the
same billing period in 2014. To date the City has reduced well water use at AVCP by
approximately 60% and has exceeded the well water extraction reduction target without
•
incurring surcharges. Staff believes that a significant portion of the water savings is due
to the variable frequency drive systems that were installed in 2014 to help alleviate
many of the irrigation system inefficiencies at AVCP.
FISCAL IMPACT
The total cost of the Phase I turf removals at the City parks is $123,169, plus a project
contingency of $18,476 for a total cost of $141,645. The total estimated cost for the
Phase I turf removals in the LMDs, including the additional work scope, is approximately
$309,625, which includes a project contingency of $28,839. The total turf conversion
Phase I project costs for both the parks and LMD areas is $451,270. Due to transferring
some areas of the work scope (i.e. turf and dirt removals) from Phase Ito Phase II, staff
was able to reduce the total Phase I project cost by $1,653,104. Staff believes that the
modifications allow staff to take a more careful and phased approach to the Phase II
work scope in the turf conversion areas, potentially allowing for greater financial savings
in Phase II.
As of the writing of this report, staff has not received official approval from the
Metropolitan Water District (MWD) regarding the turf removal rebates. However, staff
has been notified by MWD that they are including all parkways and streetscapes,
including median islands, as one turf removal area, subject to the $50,000 project cap.
The results of this requirement suggests that there will be significantly less funding
available to offset the costs of the turf conversion projects. The parks and
miscellaneous City properties are still being treated as individual sites, so it does not
appear that the rebate amounts for these areas will be reduced. However, staff has
12
Parks and Recreation Commission
November 2, 2015
Page 13
also been informed by MWD that the red fescue within the streetscape areas along
Tierra Rejada Road does not qualify for turf removal rebates. Staff is aware of several
homeowners associations that have received rebates for red fescue and has questioned
MWD regarding their denial of the rebate applications. MWD has stated that each
project is assessed on an individual basis and due to the high number of applications
they have limited the release of turf rebates to only include projects that include the
removal of turf grass.
Staff has also discussed the issue of the $50,000 rebate cap for the streetscapes, as
many of the streetscapes in the City are within a particular LMD and funded individually
by the LMD assessment for a particular area, and not the General Fund. MWD agrees
that this may be an area of contention and has allowed staff to file a formal protest
regarding this matter. To date, staff has not received notice from MWD regarding this
issue.
STAFF RECOMMENDATION
Receive and file report.
Attachments:
1. Drought Action Plan
13
Attachment 1
CITY OF MOORPARK
DROUGHT ACTION PLAN
adopted
JULY 1 , 2015
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titPrepared by: L. .Rt;
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Parks, Recreation and r - ' = o. ;,
Community Services Department
14
DROUGHT ACTION PLAN
A. WATER EFFICIENCY IN CITY FACILITIES, PARKS AND
LANDSCAPE AREAS
1. USE WATER EFFICIENTLY
Enacting procedures to assess, maintain, repair, and retrofit existing plumbing
fixtures, pipes, and irrigation systems in all City buildings, parks and facilities is
critical to efficient water use.
Drought Action Items:
a. Retrofit Existing Facilities with Low Water Use Appliances and Fixtures.
Evaluate all City facility restrooms and kitchens and retrofit with low water use
toilets, waterless urinals, hands free faucets and/or flow restrictors, and water
efficient appliances such as dishwashers, where applicable.
Estimated Cost: $59,000
b. Retrofit Park Restroom Facilities with Low Water Use Fixtures.
Evaluate all park restroom facilities and retrofit with low water use toilets,
waterless urinals, hands free faucets and/or flow restrictors, where applicable.
Estimated Cost: TBD
c. Install Weather Based Irrigation Controllers and Drip Irrigation.
Install weather based irrigation controllers and retrofit irrigation systems with
either drip irrigation components or spray nozzles with low precipitation rates in
all landscaped areas at all City facilities, parks, and landscape maintenance
districts.
Estimated Cost Weather Based irrigation controllers:$275,000
Estimated Cost Irrigation System Modification: TBD
d. Reduce Operating Hours of City-maintained fountains.
Reduce the operating hours of city owned and maintained fountains to six hours
per day to reduce water use due to water evaporation and refilling the fountains,
while minimizing long term maintenance costs.
2. REDUCE IRRIGATED LANDSCAPING
Outdoor water use accounts for between 30% and 50% of water use, depending
upon the type of material being irrigated. Enacting programs and procedures to
reduce the amount and type of irrigated landscaping is critical to reducing overall
water use.
2IPage
15
DROUGHT ACTION PLAN
Drought Action Items:
a. Implement Turf Conversion Projects at all City Parks.
Evaluate all parks to identify areas for turf conversion. Emphasis will be placed
on removal of turf that has very limited or no recreational value. Care will also be
taken to maintain the health of the urban forest during turf conversion activities.
When turf conversion and irrigation modification take place, drip irrigation will be
used around trees to ensure their water needs are met. Turf conversion will
generally encompass two phases.
Phase 1: Identify areas for conversion, turn off the water, remove or
modify the irrigation, and use bark mulch in the area to be converted. (See
Exhibit A, Turf Conversion Diagrams)
Estimated Cost:$141,645
Phase 2: Evaluate converted areas to determine whether they can be
used for additional recreational opportunities or amenities such as trails,
sport courts, playgrounds etc. or whether the area should be planted with
native or low water use plants.
Estimated Cost: Varies, TBD
b. Renovate Planters and Turf Areas in Landscape Maintenance Districts (LMD's)
and at City Facilities with California Native Plants or other Low Water Use
Landscaping.
Evaluate planters and turf areas at City facilities and in the LMD's for re-design
with California native plants or other low water use landscaping. The LMD's
generally consist of median islands and streetscapes within the public right-of-
way and other designated areas maintained by the City. Maintenance of the
urban forest is important during these activities. Drip irrigation is to be placed
around all trees to ensure their water needs are met. Renovation activities will
encompass two phases:
Phase 1: Remove high water use plantings and turf areas, modify
irrigation to maintain tree health, and cover with bark mulch.
Estimated Cost: $1,981,205
Phase 2: Hire a landscape architect to re-design the designated areas
with a drought tolerant or low water use plant palette.
Estimated Cost: Varies, TBD
3IPage
16
DROUGHT ACTION PLAN
3. RECYCLED WATER USE
Use of recycled water reduces demand for potable water. Under State Water Code
Section 13550 et. seq., the use of potable water for non-potable uses is a waste or
unreasonable use of water if recycled water is available. Water used in parks or
landscape areas is identified as a wasteful or unreasonable use of potable water.
Enact programs and procedures that work to increase use of recycled water in
areas that currently use potable water and are identified as a wasteful or
unreasonable area to use potable water.
Drought Action Items:
a. Work with Ventura County Waterworks District on Provision of Recycled Water to
City Parks and Landscape Maintenance Districts.
Currently, all available recycled water allocation provided by the Ventura County
Waterworks District is being utilized. Staff will work with the District on plans for
increasing recycled water amounts and how the City can access the increased
allocation.
Estimated Cost: Staff effort
b. Recycled Water Infrastructure for Parks and Landscape Maintenance Districts.
Evaluate logistics and costs to provide recycled water infrastructure to City parks
and landscape maintenance districts
Estimated Cost: Staff effort
4. COMMUNITY REPORTING
Enlisting the public's help to report broken sprinklers and pipes in Landscape
Maintenance Districts, City facilities and parks adds to the City's monitoring and.
response capacity and saves water that otherwise would be wasted. Creating and
maintaining community reporting systems will assist the City's efforts in
monitoring our own water use.
Drought Action Items:
a. Irrigation Problem Reporting System.
Work with Information Systems staff to implement and publicize a broken pipe
reporting system. Evaluate setting up a dedicated phone line for residents to
report broken water systems and publicize the use of the "Report" program
available on the City's website.
Estimated Cost: Staff effort
4I Page
17
DROUGHT ACTION PLAN
B. WATER CONSERVATION IN THE COMMUNITY
1. ENCOURAGE LOW WATER USE LANDSCAPE RENOVATIONS
An important aspect of water conservation in the community is adopting City
procedures and programs that encourage conversion of landscaping to native
and low water use landscaping.
Drought Action Items:
a. Homeowner's Association (HOA) Outreach.
Schedule a meeting with the Homeowner's Associations and representatives to
discuss the City's views on drought tolerant landscape renovations and to
educate them on the renovation approval process. Encourage the HOA's to
adopt procedures and processes that support individual homeowner's in
renovating their landscape to native and low water use landscaping.
Estimated Cost: Staff effort
b. Fast-Track Landscape Renovation Approvals.
Implement a fast-track landscape renovation approval process that encourages
landscape renovations. Prepare a submittal checklist to be provided to the
applicant that would assist the applicant with preparing plans that meet the City's
goals of water conservation and aesthetic value. The Community Development
Director would be authorized to review and approve landscape renovation plans
that are converting high water use landscapes to native and low water use
landscapes. Under the process, a deposit of $1,000 would be taken. The City
would provide three hours of staff time and one inspection, at no charge. Any
additional hours or inspections would be charged at the applicable billing rates
and charged against the deposit. The applicant will have 120 days to complete
the work or forfeit any remaining portion of their deposit. This fast track process
would apply to all landscape renovation projects that are required to adhere to
the City's adopted Landscape Design Guidelines and Standards, as amended
and updated.
Estimated Cost: $35,000
2. LANDSCAPE DESIGN GUIDELINES
Landscape .Design Standards and Guidelines (Guidelines) assist in the
preparation of landscape plans while incorporating water conservation design
aesthetics and landscape consistency throughout the City. Maintaining up-to-
date landscape design guidelines is important to incorporate the latest trends in
water efficient landscape and the most current standards of the State's Model
Water Efficient Landscape Guidelines. In 2009, the City adopted Landscape
5IPage
18
DROUGHT ACTION PLAN
Design Standards and guidelines. The City's Guidelines were last updated in 2012
to include Artificial Turf as an allowable landscape material.
Drought Action Items:
a. Modifications to Landscape Design Guidelines.
Modify the Guidelines to remove turf as an acceptable landscape material in non-
recreational landscape areas within new residential, commercial and industrial
developments and include the requirements of the Emergency Regulation of the
State Water Resources Control Board, as it relates to the Landscape Design
Guidelines.
Estimated Cost: Staff effort
b. Reduce Runoff and Promote Groundwater Recharge.
Include design criteria in development projects that use natural systems to
minimize water waste in parking lots, playfields, parks, residential, and
commercial and residential projects. Criteria should encourage the use of
permeable hardscapes, bio-swales, and other natural features to promote
groundwater recharge.
Estimated Cost: Staff effort
3. COMMUNITY OUTREACH
Community outreach is an important component to reaching the water
conservation standard. In addition, changing the landscape design aesthetic of
the City requires an effective campaign to inform residents about the status and
implementation of water conservation projects and prepare them for the "new
look" of landscape design around the City.
Drought Action Items:
a. Community Outreach Campaign, "Brown is the new Green".
Design and implement a community outreach campaign, including branding. This
campaign will be designed to keep residents up-to-date on the City's turf
conversion activities and educate them on the benefits of modifying ornamental
landscape areas to native and drought tolerant plantings, and provide them with
information on how they can reduce their water use. A component of the
campaign should be partnering with the Waterworks district to assist with the
community meeting the 32% conservation standard set by the State Water
Resources Control board.
Cost Estimate: $2,000 for brand design and printed materials
6IPage
19
DROUGHT ACTION PLAN
EXHIBIT A
TURF REMOVAL DIAGRAMS
CITY PARKS
7IPage
SHADYRIDGE ROAD BUFFER ZONE — LMD ZONE 8
litpr
PROPOSED TURF CONVERSION PLAN
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TURF CONVERSION gz 35,600 S.F. (±0.8 ACRE)
SCALE N.T.S.
— (84% REDUCTION)
IATE MAY 19,2015
N (EXISTING TURF AREA=42,600 S.F. (±1.0 ACRES))
4City of.Moopark
. 799 MOORPARK AVE
MOORPARK CA,93021
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TOTAL TURF
PAIL MAY 19,20,5
N (24% REDUCTION)
city of loopark
TURF
799MOORPARKAVE
(EXISTING TURF AREA=205,500 S.F. (4.7 ACRES)) MOORPARKCA,93021
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PATE MAY 19,2015
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799 MOORPARK AVE
MOORPARK CA,93021
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TURF CONVERSION 70,600 S.F. (±1.6 ACRE)
SCALE N.TS.
(52% REDUCTION) l�iE MAY 19 2015
(EXISTING TURF AREA= 135,900 S.F. (± 3.1 ACRES)) Cit o �ltoo ar
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CIVIC CENTER & COMMUNITY CENTER PARK
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ND (EXISTING TURF AREA r=-- 57,500 S.F. (± 1.3 ACRES)) City of giloopark
799 MOORPARK AVE
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PHASE II TURF CONVERSION 147,000 S.F. (±3.4 ACRE)
RALE N.T.S.
TOTAL TURF CONVERSION 149,600 S.F. (±3.4 ACRES) UTE MAY 19,2015
rn (81% REDUCTION) City of�btoopark
799 MOORPARK AVE
(EXISTING TURF AREA- 184,000 S.F. (±4.2 ACRES)) MOORPARK CA,93021
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PHASE II TURF CONVERSION = 41,100 S.F. (±0.9 ACREs)
MITI
TOTAL TURF CONVERSION . 83,400 S.F. (±1.9 ACRES) )
SCALE N.T.S.
(46% REDUCTION)
TATE MAY 19,2015
iv (EXISTING TURF AREA= 182,600 S.F. (±4.2 CityACRES)) o 9Koopar k
'�,* f 799 MOORPARK AVE
MOORPARK CA,93021
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PHASE II TURF CONVERSION 32,000 S.F. (±0.7 ACRES)
SCALE N.T.S.
TOTAL TURF CONVERSION 69,800 S.F. (±1.6 ACRES) PATE MAY 19,2015
ND
(37% REDUCTION) City of. /toopark
OD
,
799 MOORPARK AVE
MOORPARK CA
(EXISTING TURF AREA.=•-• 190,000 S.F. (4.4 ACRES)) ,93021
'``` MILLER PARK
I PROPOSED TURF CONVERSION PLAN
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TURF CONVERSION = 47,000 S.F. (±1.1 ACRE)
(24% REDUCTION) IIrE MAY 19,2015
co (EXISTING TURF AREA=200,000 S.F. (±4.6 ACRES)) City of Moopark
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ITEM 8.B
CITY OF MOORPARK
PARKS & RECREATION COMMISSION
AGENDA REPORT
TO: The Parks & Recreation Commission
FROM: Valerie Franklin, Recreation Services Manager
DATE: October 28, 2015 (Meeting of November 2, 2015)
SUBJECT: Cost Recovery Summary Fiscal Year 2014-2015
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.
35
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 2
DISCUSSION
This report serves as a financial summary of Recreation Division programs for the fiscal
year 2014-2015. The seasons included are Summer 2014, Fall 2014, Winter 2015, and
Spring 2015. 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
3`d of July Fireworks Halloween Fest N Films Moorpark Has Talent
Extravaganza Breakfast with Santa General Teen Events
Easter Egg Hunt Recreation Classes
Community Yard Sale Adult Basketball League
Camp Moorpark Adult Soccer League
Adult Softball League
Youth Basketball League
Teen Band Events
Moorpark Arts Festival
Financial and Cost Recovery Summaries for Recreation Programs
3rd of July Fireworks Extravaganza
Thursday, 7/3/14 from 4:00 to 9:30 p.m. at AVCP. Admission $5.00.
Fireworks Extravaganza Financial Summary FY 13/14 FY 12/13
Participation 11,700 11,300 12,100
Revenue _ . _ $63,133. $60,430; $53,494
Direct Costs $49.236 $49,593 $40,317
Indirect'Costs
Fir Staff $18,803 $14,623 $14,499
Overhead Costs $1,881 $1,663 $1,693
TotalC,osts_„ _ :$69,920 $65,879 $56,509'
Gross Profit/ (Loss) $13,897 $10,837 $13,177
Net Profit l(Loss) ($6,787) ($5,449). ,($3,015)
36
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 3
Cost Recovery summary (Category: Community Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 25% 100%
Percent Division Indirect Costs Recovered 67% 0% 25%
Minimum Recovery Met: Yes
Target Recovery Met: Yes
Halloween Fest N' Films (formerly Trick or Treat Village)
Saturday, 10/25/14 from 5:00-10:00 p.m. at AVRC. Free Movie, Tickets 10/$5.
Trick or Treat Village Financial Summary FY 13/14 FY 12/13
Participation 300 350 575
Revenue. ., $4,60.5 , $1,656. . $1,725,
Direct Costs $2,952 $2,654 $2,124
Indirect.Costs
F/T Staff $7.226 $6,794 $5,965
Overhead Costs $891 $488 $611
Total_Costs $11,069 $9,936`,_ $8,700:
Gross Profit/ (Loss) $1,653 ($998) ($399)
Net Profit I(Loss) ($6,464) ($8,280): ($6:975)
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
Breakfast with Santa
Saturday, 12/20/14 from 8:00 a.m. to 12:00 noon at AVRC. Registration fee $10.00.
Breakfast with Santa Financial
Summary FY 13/14 FY 12/13
Enrollments 199 199 116
Revenue $1,920 $1,960 ; :$1,268:
Direct Costs $2,089 $1400 $1,592
Indirect Costs
F/T Staff $3,485 $3,032 $3,056
Overhead Costs $394 $170 $257
Total Costs . 15,968; $4,602 :$4,906
Gross Profit/ (Loss) ($169) $560 ($324)
Net Profit/(Loss)_ ($4,048) ($2;642) ($3,637)
37
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 4
Cost Recovery summary (Category: Special Event):
Recovered Minimum Target
Percent Direct Costs Recovered: 92% 50% 100%
Percent Division Indirect Costs Recovered 0% 0% 50%
Minimum Recovery Met: Yes
Target Recovery Met: No
Easter Egg Hunt
Saturday, 4/05/15 from 10:00 a.m. to 1:00 p.m. at AVCP. Admission $5.00/$10.00.
Easter Egg Hunt Financial Summary FY 13/14 FY 12/13
Attendance 1,250 1,350 1260
Revenue. $3,376 $3,720 .
Direct Costs $2,693 $3,013 $2,103
Indirect Costs
F/T Staff .. ..- .
$4,366 $3,328 $3,173
Overhead Costs $375 $267 $390
Total Costs
. ,..a $7, 5
Gross Profit/ (Loss) $683 $707 $1,252
Net Profit l`(Loss): ($4,058) 0888) ($2,311):
Cost Recovery summary (Category: Special Event)
Recovered Minimum Tarcaet
Percent Direct Costs Recovered: 100% 50% 100%
Percent Division Indirect Costs Recovered 14% 0% 50%
Minimum Recovery Met: Yes
Target Recovery Met: No
Moorpark Has Talent
Friday, 3/20/15 at 7:00 p.m. at HSAC. Performer entry fee $10.00; show admission
$10.00/$12.00.
Moorpark Has Talent FY 12/13
Attendance 258 274 212
venue,- $3,744 $3,954
Re $4,881;
Direct Costs $1915 $1,471 $1,710
Indirect Costs
F/T Staff $4,585 $4,331 $3,479
Overhead Costs $274 $208 $454
Total Costs' $6,774 $6,010 8642
Gross Profit/ (Loss) $1,829 $2,483 $3,171
Net Profit-t(Loss) ($3,030)- ;($2,056).: ($762)
38
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 5
Cost Recovery summary (Category: Other Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 38% 100% 100%
Minimum Recovery Met: No
Target Recovery Met: No
Moorpark Arts Festival
Saturday, 4/18/15 from 10:00 a.m. to 4:00 p.m. on High Street. Free admission.
Moorpark Arts Festival FY 13/14 FY 12/13
Attendance 1,835 2,000 3,500
Revenue $2,195 $2,900 $1,700
Direct Costs $2,901 $3,749 $2,645
Indirect Costs •
FIT Staff $9,160 $5,910 $8,377
Overhead Costs $775 $610 $826
Total Costs 1 :$12,836 $10,269 $11,848':
Gross Profit/ (Loss) ($706) ($849) ($945)
Net Profit/(Loss). ($10,641) =($7,369) ($10,148).
Cost Recovery summary (Category: Community Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 76% 25% 100%
Percent Division Indirect Costs Recovered 0% 0% 25%
Minimum Recovery Met: No
Target Recovery Met: No
Community Yard Sale
Saturday, 5/30/2015 from 8:00 to 11:00 a.m. in Parking lot "D" of AVCP. Free
Admission for buyers, $15 per space for sellers.
Community Yard Sale 2015 FY 13/14 FY 12/13
Participants 934 Not Offered Not Offered
Revenue $640-
Direct
630 Direct Costs $816
IndirectCosts
FIT Staff $2,267
Overhead Costs $189
Total Costs
Gross Profit/ (Loss) ($186)
Net Profit (/ Loss. .. ) ;($2,642).
39
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 6
Cost Recovery summary (Category: Community 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
The Cupcake Challenge: 6/20/14 from 6:30-9:30 p.m. at AVRC. Entry fee $10.00 per
team (up to 4 people).
Cake Master Bake Off: 8/15/15 from 6:30-9:30 p.m. at AVRC/Cancelled.
The Underground: 9/13/14 from 6:00-9:00 p.m. at AVRC. Admission $5.00.
Teen volunteer Day: 9/20/15 from 10:00 a/m/to 2:00 p.m. at AVRC. Free
The Cupcake Challenge: 10/04/15 from 6:00-9:00 p.m. Entry fee $10.00 per team (up
to 4 people).
The Pizza Challenge: 11/22/14/Cancelled.
The Underground: 12/13/14 from 6:00-9:00 p.m. at AVRC. Admission $5.00.
Letters to the Troops: 12/17/14 from 3:00-5:00 p.m. at AVRC. Free.
Open Mic Night: 1/10/15 from 6:00-9:00 p.m. at AVRC. Admission $5.00.
Recycle Greeting Cards: 1/21/15 from 3:00-5:00 p.m. at AVRC. Free
Cupcake Challenge: 2/06/15 from 6:00-9:00 p.m. at AVRC. Entry fee $10.00 per team
(up to 4 people).
Game Night: 2/21/15 from 6:00-9:00 p.m. at AVRC. Admission $5.00.
Kite Day: Saturday, 3/07/15 from 1:00-4:00 p.m. at AVRC. Registration $5.00.
Game Night: Saturday, 4/11/14 from 6:00-9:00 p.m. at AVRC. Admission $5.00.
Cupcake Challenge: Saturday, 5/09/13 from 6:00-9:00 p.m. at AVRC. Entry fee $10.00
per team (up to 4 people).
General Teen Summer Fall Winter Spring
Event Financial 2014 2014 14/15 2015 FY 14/15 FY 13/14 FY 12/13
Summaries
Participation (Total) 9 72 111 36 228 159 197
$496 ,
Direct Costs $99 $325 $651 $286 $1,361 $840 $2,168
Indirect hosts_
FIT Staff $4,342 $6,510 $6,510 $6,512 $23,874 $17,155 $8,850
Overhead Costs $455 $764 $861 $715 $2,795 $2,139 $2,202
°Total Costs v = $4,896 $7,599 $8,022 $7,613 $28,130,. $20,134.:. 13,220
Gross Profit/ (Loss) ($79) ($190) ($440) ($156) ($865) ($389) ($1,474)
Not Profrt f(Coss), %,04,3106),A$7;4641: ($7,811) ($7,3$3) z($27,534) ($1.9;683'y, ($12,525)
40
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 7
Cost Recovery summary (Category: Special Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 32% 50% 100%
Percent Division Indirect Costs Recovered 0% 0% 50%
Minimum Recovery Met: No
Target Recovery Met: No
Teen Band Events
ArroyoPalooza: N/A in 14/15
Band Jam: 7/19/14 at AVRC from 7:00-10:00 p.m. Admission $5.00.
Band Events FY 14/15 FY 13/14 FY 12/13
Participation (Total) 41 100 267
Revenue: $95 $142 :$760:
Direct Costs $117 $455 $804
'Indirect Costs
FIT Staff $2,171 $2,185 $2,901
Overhead Costs $244 $286 $678
Total.Costs $2,532 , ;$2,926 $4;383:
Gross Profit/ (Loss) ($22) ($313) ($44)
Net Pro fit I(Loss) _ ($2,437) 4$2,784) . ` ($3,623)
Cost Recovery summary (Category: Special Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 81% 50% 100%
Percent Division Indirect Costs Recovered 0% 0% 50%
Minimum Recovery Met: Yes
Target Recovery Met: No
Recreation Classes
Summer 2014:June through August
Fall 2014:September through November
Winter 2015: December through February
Spring 2015: March through May
Recreation Classes Summer Fall Winter Spring Total FY FY 13/14 FY 12/13
Financial Summary 2014 2014 14/2015 2015 14-15
ClassesOffered:.': 153':
116. : :_�93 - 117 °_: 479= .: 4s�-: : ;458.
Classes Run 98 63 69 73 303 265 300
Classes.Canceled 55 53 24 44 176 202 185
Gancelation Rate 35.9% 45.7% 26% 38% 36.4% 43.25% 38%
Enrollments 565 557 475 565 2162 2028 2479
Revenue: • '$4505 $59,692: $55,983 _--$60,861 $222;211 ;$210,734 $236,485
41
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 8
Direct Costs $31,869 $41,916 $39,836 $42,465 $156,086 $151,883 $165,082
Indirect Costs - -
F/7-Staff $19,031 $19,031 $19,031 $19,031 $76,124 $81,364 $64,924
Overhead Costs $4,501 $5,756 $6,063 $5,283 $21,603 $18,885 419,892
iTotal Octits,-- $55,400 :$66i702- $64,929 $253,809 $252,132 42444898,
Gross Profit/(Loss) $13,806 $17,776 $16,147 $18,396 $66,125 $58,851 $71,403
NOVPrOfit4(40 )- -09;124 -.t($7;011) -($8;$47): ($0,:,918)' Apt692): ($13,413)
Cost Recovery summary (Category: Recreation Classes):
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 68% 75% 100%
Minimum Recovery Met: No
Target Recovery Met: No
Camp Moorpark
Summer Camp: Monday through Friday, 6/12/14 through 8/19/14 from 7:00 am. to
6:00 p.m. at AVRC. Daily registration fees $23.00-$46.00; annual registration fees
$25.00-$35.00; theme park pass $100.00.
Adventure Camp: Ages 10 to 14
Camp Moorpark: Ages 4 years 9 months to 12
Fall Camp: 9/5/13, 10/13/14, 11/10/14, and Monday through Wednesday 11/24/14 to
11/26/14 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 12/22/2014 to 12/24/2014 and 12/29/2014 to
12/31/2014, 1/26/15, and 2/13/15 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: 3/16/15, 3/30/15 through 4/3/15, 4/06/15, and 5/01/15, 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 13/14 FY 12/13
Financial Summary 2014 2014 14/15 2015 FY 14/15
Participants(unduplicated) 210 48 64 65 387 433 429
Total Enrollments 3,831 123 228 286 4,468 5,786 7,159
Average Daily Attendance 81.5 20.5 28.5 35.8 41.6 48,8 59.5
Revenue - $132,396 -$3798 $6745.- -$8672-. $15141-581 $145339?'-,4221715
Direct Costs $120,498 $1,815 $3,117 $3,678 $129,108 $120,307 $147,018
41,10Pct-,004.ts' -
FIT Staff $61,810 $3,648 $4,634 $3,952 $74,044 $86,385 $62,840
42
ParKs and Recreation commission
Annual Cost Recovery Summary FY 14/15
Page 9
Overhead Costs $16,412 $809 $1,305 $1,284 $18,610 $20,402 $20,458
Total Costs . $215,132 ` $6,271 $9,055 ,'$8,914_ $239,372 $227,097 $230,316
Gross Profit/ (Loss) $11,898 $1,953 $3,628 $4,994 $22.473 $65,032 $74,697
Net thfofit t(Loss) --($66,324) ($2504) >($2,3 .1)_ ($242) ($71,291). ($41;755), 1$8,601)
Cost Recovery summary (Category: Day Camps):
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 53% 50% 75%
Minimum Recovery Met: Yes
Target Recovery Met: No
Adult Softball Leagues
Summer 2014: Thursdays and Fridays, games at AVCP and PHP. Registration fee
$425.00.
Fall 2014: Thursdays and Fridays, games at AVCP and PHP. Registration fee $425.00.
Spring 2015: Thursdays and Fridays, games at AVCP and PHP. Registration fee
$425.00.
Summer Fall Spring Total FY FY 1314 FY 12/13
Adult Softball 2014 2014 2015 14/15
Teams 22 22 21 65 67 81
Players 398 373 298 1,069 1112 1125
$9,350 $8,923 $27,625 ;$27,913 $33;236
Direct Costs $4,133 $4,790 $4,862 $13,785 $14,928 $15,209
Indirect Costs
F/T Staff $4,066 $3,946 $3,946 $11,958 $11,808 $12,339
Overhead Costs $2,862 $4,318 $3,607 $10,787 $9,519 $11,850
$11,061 $13,054:; $12,415 ,$36,530 $36,256 $39,398
Gross Profit/ (Loss) $5,217 $4,560 $4,063 $13,840 $18,027 $19,807
Net Prof t/,(Loss) ($1,711) ($3,704) ($3,490) :.($8,905) ($6,1.62) . 44- ,#49
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
43
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 10
Adult Basketball Leagues
Summer 2014: Mondays and Thursdays, games at AVRC. Registration fee $375.00.
Fall 2014: Mondays and Thursdays, games at AVRC. Registration fee $375.00.
Winter 2014/15: Mondays and Thursdays, games at AVRC. Registration fee $325.00.
Spring 2015: Mondays and Thursdays, games at AVRC. Registration fee $375.00.
Summer Fall Winter Spring Total FY 13/14 FY 12/13
Adult Basketball 2014 2014 2015 2015 FY 14/15
Teams 14 12 14 14 54 50 56
Players 130 104 132 144 510 474 431
Revenue $5,250. $4,500 $4,550 .,,,$5,250 $19,550 $17,310 $19,650
Direct Costs $1,452 $1,341 $1,160 $1,439 $5,392 $8109 $10,478
Indirect Costs
F/T Staff $2,674 $2,674 $2,674 $2,674 $10,696 $10,600 $9,856
Overhead Costs $2,048 $1,753 $1,756 $2,046 $7,603 $5,599 $6,675
Total costs $6,174', :$5,768 45,589 ,$6,159 $23,690 $24,309 $27,010
Gross Profit/ (Loss) $3,798 $3,159 $3,390 $3,811 $14,158 $9,201 $9,172
NetxProfit/(Loss) ($924) ...($1,268) ($1,03'9) ($909) . ($4,140) ($6,998) ($7,359'
Cost Recovery summary (Category: Adult Sports Programs):
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 74% 75% 100%
Minimum Recovery Met: No
Target Recovery Met: No
Adult Soccer Leagues
Summer 2014:Tuesdays and Wednesdays, games at AVCP Registration fee $340.00.
Fall 2014:Tuesdays and Wednesdays, games at AVCP. Registration fee $350.00.
Spring 2015:Tuesdays and Wednesdays, games at AVCP. Registration fee $350.00.
Summer Fall Winter Spring Total FY 13114 FY 12/13
Adult Soccer 2014 2014 2014/15 2015 FY 14/15
Teams 18 12 N/A 11 41 54 51
Players 292 167 150 609 755 718
Rvenue $6,140. $4,0.80- $3,850 '' $10,4
II 70 ,;$18,540 $19,505'
Direct Costs $2,719 $2,403 $2,228 $7,350 $8,357 $10,077
indirectCosts_ _ ,
FIT Staff $3,214 $3,214 $3,214 $9,642 $10,442 $10,625
Overhead Costs $1,368 $2,369 $1,858 $5,595 $5,481 $6,667
Total Costs $7,301., $7,968__ $7,300 :`_TM$22,569 $24,281 $28,069
Gross Profit/ (Loss) $3,421 $1,677 $1,622 $6,720 $10,183 $9,428
Net Profit/(Loss)<` ($1,161:) ($3,906). ($3,450)- ($8,5_'17) ($5,740) ($7 ,864)
44
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 11
Cost Recovery summary (Category: Adult Sports ms):
RecoveredPrograMinimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 46% 75% 100%
Minimum Recovery Met: No
Target Recovery Met: No
Youth Basketball League
Summer 2014: Saturdays games with weekly practices 6/28/14 to 8/23/14, games at
AVRC. Registration fee $69.00/$79.00.
Fall 2014: Saturdays games with weekly practices 10/04/14 to 11/22/14, games at
AVRC. Registration fee $69.00/$79.00.
Winter 2014/15: Saturdays games with weekly practices 1/10/15 to 2/28/15, games at
AVRC. Registration fee $69.00/$79.00.
Spring 2015: Saturdays games with weekly practices 4/11/15 to 5/30/15, games at
AVRC. Registration fee $69.00/$79.00.
Summer Fall Winter Spring Total FY 13/14 FY 12/13
Youth Basketball 2014 2014 2015 2015 FY 14/15
Enrollments 108 103 175 156 542 544 557
$40,488 :
Revenue $8,752. $8,328. '412;635: -:;$1-1:;4041, $41,209., ($39,950
Direct Costs $4,404 $4,159 $6,413 $5,768 $20,744 $18,911 $18,so3
Indirect Costs
F/T Staff $4,377 $4,398 $4,374 $4,374 $17,523 $19,695 $15,212
Overhead Costs $3,507 $3,342 $4,315 $4,154 $15,318 $13,794 $15,247
TotalC Costs $42,28.8,,. $44,899 $1:5,102; ,.$14,296 $53,585 X52,359 z X9,062
Gross Profit/ (Loss) $4,358 $4,169 $6,222 $5,716 $20,465 $21,577 $21,347
Net Profit! (Loss) ($3,926) ($3,571:) ($2,467) ($2,°8fi2) ;($12,376) ($11,912)
Cost Recovery summary (Category: Youth Sports Programs):
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 62% 50% 75%
Minimum Recovery Met: Yes
Target Recovery Met: No
45
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 12
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 four years, and has
been excluded from the cost recovery requirements by the City Manager.
Teen Band and General Teen Events
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. For the previous three fiscal years, teen band events have met the
minimum cost recovery requirement, but due to declining interest and participation, staff
recommends discontinuing those events. In order to meet the changing trends with
within the teen population, staff recommends increasing the "Volunteer Days"
programming, and "Job Training" classes due to the requirements placed on teens from
their school environment to achieve a specific amount of volunteer hours in order to
graduate, and to support their interest in entering the work place.
Recreation Classes
This is the second 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. Staff recommends increasing program promotion, eliminating
poorly performing classes, and researching and implementing new and trending class
ideas in order to increase enrollment and revenue. Staff also recommends increasing
the partnerships and collaboration with local businesses to broaden options for unique
and interesting classes and to generate interest from the local community.
Adult Basketball League
The adult basketball league has not been able to meet its minimum cost recovery
requirement for the past four 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 54 teams
enrolled, an increase of 4 teams from the previous year. Staff recommends program
changes within the league, and re-certifying and updating officials. As with softball, staff
recommends researching and implementing new divisions or activities, such as a
tournaments or 3-on-3 division, to increase interest in the league.
Adult Soccer League
This league has not been able to meet its minimum cost recovery requirement for the
last three 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
46
Parks and Recreation Commission
Annual Cost Recovery Summary FY 14/15
Page 13
41 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. Futsal was also eliminated this year
due to low enrollment and accounts for a portion of the reduction in revenue. 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 recommends eliminating the adult
soccer league in FY 16/17 if the minimum cost recovery is not met in FY 15/16.
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
47
Attachment 1
Policy 6.16 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.
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.
48
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 public 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 public 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.
F. "Adult Sports Program" shall mean an 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,
49
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
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
50
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
Minimum Target Minimum Target Minimum Target
Programs and Levels Recovery Recovery Recovery Recovery Recovery Recovery
Level One: Includes:
Community Events (A) 25% 100% 0% 25% 0% 0%
Vital Seraces (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)
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.
51
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.
52
ITEM 9.A
MINUTES OF THE PARKS AND RECREATION COMMISSION
SEMI-ANNUAL PARK TOUR
Moorpark, California September 8, 2015
A Special Meeting of the Parks and Recreation Commission of the City of'Moorpark was
held on September 8, 2015, with the meeting called to order at the Moorpark
Community Center, 799 Moorpark Avenue, Moorpark, California.
1. CALL TO ORDER:
Chair Pflaumer called the meeting to order at 4:01 p.m.
2. ROLL CALL:
Present: Commissioners Terri Doria, Adam Haverstock, Steve Morgan,
Sandra Thompson, and Chair Thomas Pflaumer.
Staff Present: Parks and Landscape Director Jeremy Laurentowski, and
Administrative Assistant Patty Anderson.
3. PUBLIC COMMENTS:
None.
4. REORDERING OF, AND ADDITIONS TO, THE AGENDA:
None.
5. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON
MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS:
As a future agenda item, Commissioner Thompson requested a presentation on
the City's water conservation efforts.
As a future agenda item, Chair Pflaumer requested an update on the status of
the multi-purpose court at Arroyo Vista Community Park.
As a future agenda item, Commissioner Doria requested an update regarding the
red curb at Mountain Meadows Park.
53
P&R Commission Meeting
Park Tour—September 8, 2015
Page 2
6. PRESENTATIONS/ACTION/DISCUSSION:
A. Parks Tour. Staff Recommendation: The Commission and staff toured
and discussed the following parks in the order listed below:
1. Arroyo Vista Community Park:
2. Country Trail Park:
Ben Fishman, Belmont HOA President and authorized by the
Deauville HOA Board to speak on their behalf, met the Commission
and staff at the park tooppose a dog park being placed at this
location. There were also fourteen residents from the surrounding
neighborhood present who also opposed locating a dog park at
Country Trail Park.
Jeremy Laurentowski informed the residents that the Commission
and staff were touring all the parks on the south side of Moorpark in
• order to determine suitability for a second dog park. In addition, all
the residents in the adjacent neighborhoods would be noticed and
asked to attend futures meetings on this issue, as a
recommendation would not be made until the residents had an
opportunity to speak on this issue.
3. Tierra Rejada Park:
4. Mountain Meadows Park:
5. Peach Hill Park:
6. Miller Park:
The Commission and staff toured the six parks and discussed the pros
and cons of placing a dog park at each. Consideration was given to
adequate parking, proximity of homes, existing restrooms, the use by
sports organizations, and shade.
The Commission and staff also discussed the turf removal taking place at
the parks for the water conservation program put in place by the City.
Following Item 6.A., Parks Tour, the Parks and Recreation Commission
continued their meeting at the Community Center located at 799 Moorpark
Avenue.
54
P&R Commission Meeting
Park Tour—September 8, 2015
Page 3
B. Consider Potential Locations of a Second Dog Park. Staff
Recommendation: Following Park Tour, discuss and provide comment.
The Commissioners reviewed the parks toured and stated the pros and
cons of placing a dog park at each specific park.
Commissioner Thompson suggested that the City owned 80 acre land
parcel located at Tierra Rejada Road and Moorpark Road should also be
considered as a dog park location. The Commission discussed this option
as well as other City owned open space areas.
The Commission did not feel that Tierra Rejada Park or Miller Park would
be suitable locations for a second dog park.
7. CONSENT CALENDAR:
A. Approval of Minutes for the Parks and Recreation Commission Special
Meeting of August 17, 2015. Staff Recommendation: Approve as
presented.
MOTION: Commissioner Haverstock moved and Commissioner Thompson
seconded a motion to approve the Minutes as presented. The motion was carried
by unanimous voice vote.
8. ADJOURNMENT:
The meeting was adjourned at 7:20 p.m.
APPROVED:
THOMAS PFLAUMER, CHAIR
Respectfully submitted:
Patty Anderson, Administrative Assistant
•
55
ITEM 9.B
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
TO: Parks and Recreation Commission
FROM: Jeremy Laurentowski, Parks and Recreation Director
PREPARED BY: Valerie Franklin, Recreation Manager •
and Recreation Division Staff
DATE: September 15, 2015 (Meeting of November 2, 2015)
SUBJECT: Quarterly Report: Recreation Programs and Rentals
Spring Quarter: March, April, and May 2015
RECREATION DIVISION
•
This memo serves as a review and analysis of Spring 2015 Recreation Division programs and
park and facility rentals.
Full-time staff costs have been estimated based on a three-year average of reported program
hours, plus a percentage administrative hours(such as supervising part-time staff who work in
multiple program areas, delivering mail to City Hall, ordering supplies used in multiple
program areas, etc.) Work hours spent on non-recreation related tasks, breaks, and leave
hours are not calculated into full-time staff costs. The process of calculating full-time staff and
overhead costs continues to be analyzed and refined.
SPRING EVENTS
Easter Egg Hunt •
The 2015 Egg Hunt was held on Saturday, April 4, 2015 from 10:00 a.m. to 1:00 p.m. at
Arroyo Vista Community Park. The event was held on the football field and surrounding park
area. The event featured egg hunts, a petting zoo, pony rides, carnival games, a bounce
house,photo opportunities with the Easter Bunny, spring crafts, and a kettle corn vendor. Six
egg hunts were scheduled during the event, separated by age groups. Recreation staff
supervised the various activities with the assistance of volunteers.
Two different wristbands for attractions were sold, offering various levels of participation. An
unlimited attraction pass was also sold in conjunction with the purchase of a wristband.
Overall the event ran smoothly. Attendance was less than last year, with 418 children
participating in the egg hunts compared to 461 last year.
•
56
Easter Egg Hunt 2015 2014 2013
Participants 1,250 1,350 1,260
k ,,,,-,0,-.„ ,-4,7 k Y3.�, ory s ,,,, of i.4.-:tori„,,
Y
dx*9,�,1,.wt, ,:;7, " fi�v t2, 4r4 ''ua.sT: .s.;:.c"".:\.S,V,I :w.::,H.S. `,, 2-,,,,r,.�,,�g.Direct Costs $2,693 $2,103
0$0 .x �xz ?�,� a 41„4 ':w-:.-:10,,"‘: �F;
�� ,k
FIT Staff $4,366
$3173
Overhead Costs - $375 $267 $390^
Gross Profit/ (Loss) $683 $707 $1,252
rk ..0 A,;�Y X�., .a' £ ?''k'r�,,. ° 'Rv<;; ,° Y. �"'�v8 , ' - £., er�A r,1„�:a
Net Profit/ (Loss) Per Participant ($3.25) ($2.14) ($1.83)
Cost Recovery summary (Category: Special Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 50% 100%
Percent Division Indirect Costs Recovered 14% 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 200 218 0 0 832
Moorpark Has Talent
This event was held on Friday, March 20, 2015 at 7:00 p.m. at the High Street Arts Center.
The event showcased the talent of twelve local performers, including dancers, vocalistsand
musicians. Event performers were selected through an open audition process in which a
panel of judges selected the final participants. A total of 28 acts entered the open auditions.
The performers competed in the final show for a first place prize of$500. Second place prize
was $300, and third place prize was $200. The winners at the final competition were chosen
by a combination of judging panel and audience vote through ballot boxes available at the end
of the show.
A total of 213 tickets were sold, out of 260 tickets available. While this event has not been
able to meet its minimum cost recovery, it was able to recover 100%of its direct costs through
ticket sales, audition fees, and sponsorships. The Moorpark Foundation for the Arts donated
$1,200 to the event. It should be noted that the overhead cost figures below do not include
costs for use of the High Street Arts Center.
2
57
Moorpark Has Talent 2015 2014 2013
Participants 258 274 212
Direct Costs $1,915 $1,471 $1,710
FIT Staff $4,585 $4,331 $3,479
Overhead Costs $274 $208 $454
�a
0 - �%�5,
Gross Profit/ (Loss) $1,829 $2,483 $3,171 .
,a
.:� ��* Ws
( � '.� a v§'6` 'amu $ ,tmv. s K
Net Profit/ (Loss) Per Participant ($11.74) ($7.50) ($3.59)
Cost Recovery summary (Category: Other Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 38% 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 25 25 25 25 158
Community Yard Sale
The first Community Yard Sale event was held on Saturday, May 30, 2015 at AVCP.
Individuals and non-profits were invited to sell used items at the event. Spaces were located
in parking lot D at the east end of the park. The entry fee was$15 per space, and participants
could purchase multiple spaces. Goodwill provided a donation truck at the end of the event to
pick up remaining items as donations.
A total of 42 spaces were sold, with 36 individuals and groups registered as sellers. Some of
the community groups participating included Moorpark High School Cheerleading, Hoy, and
the Rotary Club of Moorpark Morning. Registration fees totaled $630.
Attendance was tracked hourly at the event. The first hour was the best attended. Between
8:00 a.m. and 9:00 a.m. 656 people were counted. From 9:00 a.m. to 10:00 a.m. 149 people
were counted, and between 10:00 a.m. and 11:00 a.m. 83 people were counted. Based on
hourly counts and the number of vendors participating, overall event attendance is estimated
at 934.
3
58
Direct costs included only bottled water and banners. Banners accounted for 96%of the direct
costs. Direct costs will decrease significantly for future yard sales, as the five banners that
were purchased this year will be reused in the future.
Overall, the event ran smoothly and staff received many positive comments from sellers and
attendees. Several participants requested more frequent events of this type.
Community Yard Sale 2015 2014 2013
Participants _ 934 Not Offered. Not Offered
x ":^ tea, 4 ,,; m ss a ➢
Direct Costs $816
iir4-e q r lajs us adv
,40
a. ..,,•. .FX s N#€". rata L € r 4 y Jc^zs`Y; p
y.40,A # fouLq„
F/T Staff $2,267
Overhead Costs $189
'% P?4`
�v .. ..a; Vii ... � r "4,
Gross Profit/ (Loss) ($186)
't o`� ��� -:: $` ,, P ym'� . iet nY"
Net Profit/ (Loss) Per Participant ($2.83) •
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
Demographic summary (estimated, includes auditions):
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Participants 100 100 44 44 600
Moorpark Arts Festival
The 2015 Moorpark Arts Festival was held Saturday, April 18, 2015 from 10:00 a.m. to 4:00
p.m. on Historic High Street. Admission was free to the public. This year's event featured a
fine art and youth art exhibit at 61 East High Street, which included works from 25 artists,
along with numerous gourds created by artists from the Gourd Society and dozens of youth
art entries. Hands-on art activities were located in the adjacent parking lot. Live performances
took place at the High Street Arts Center and on an outdoor stage at the Chamber of
4
59
Commerce parking lot. The event also featured an arts and crafts fair. For the third year, High
Street was closed between Moorpark Avenue and Walnut Street. This allowed the craft
vendors to be located in the street and provided a safer venue for the public. A total of 28 art
vendors attended the event. In addition, the event also featured one contract artist, a featured
artist (Arline Tepper), 16 performances, and six volunteers.
Attendance varied throughout the day, with crowds increasing as the day progressed. Total
event attendance total is estimated at 1,835 people. Volunteers were assigned to count
everyone visiting the event this year using attendance clickers to provide an accurate count.
The event received one financial sponsorship in the amount of $600 from Z-Ultimate Self
Defense. Additionally, the event received a media sponsorship from the Acorn Newspaper.
The event was able to meet its minimum cost recovery requirement. The Moorpark
Foundation for the Arts donated use of the High Street Arts Center and the building at 61 East
High Street. It should be noted that overhead costs below do not include use of any of the
facilities the event was held at. Overall the event ran smoothly.
Moorpark Arts Festival 2015 2014 2013
Participants 1,835 2,000 3,500
Direct Costs $2,901 $3,749 $2,645
Indirect�Jdr7 m r,=4, wY 3 ,,,T€x,Ywiaviz}"z ,:_.. ' ',� -` t,tit,
, �,�°`..nx�.,z; .�..�i..�' x_aa. .,�Y;;,� ,_� tr, - ^ ....,'"Na,a'� �.._x.�ra��<,��a„ ..- z.�a r_^,�..,. �.:
FIT Staff $9,160 $5,910 $8,377
Overhead Costs $775 $610 $826
H . .. „ � ! ',i. a ,ttoiL ,L _ ,a � 4t,; im
Gross Profit/ (Loss) ($706) ($849) ($945)
Net Profit/ (Loss) Per Participant ($5.80) ($3.68) ($2.90)
Cost Recovery summary (Category: Community Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 76% 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 490 490 30 25 800
5
60
General Teen Events
The City of Moorpark hosted three general teen events this spring. Kite Day was held on
Saturday, March 7 from 1:00-4:00 p.m. at AVCP. Teens were able to build a kite using a basic
kit. The registration fee was $5. A total of five teens attended. The Cupcake Challenge was
held on Saturday, May 9 from 6:00-9:00 p.m. atAVRC.Team competed to bake and decorate
the best cupcake. The entry fee was$10 per team. A total of 20 teens attended. Game Night
was held on Saturday, May 9 from 6:30-9:30 p.m. atAVRC. Teens participated in a variety of
activities including pool, Foosball, and gaming tournaments on Xbox One, PS4 and Wii. A
total of 11 teens attended.
2015
Cupcake 2014 2013
Challenge,Game Cupcake Pi Day,
General Teen Events Night,Kite Day Challenge Movie Night
Number of events 3 1 2
Participants (Total) 36 16 20
Participants (Average) , 12 16 10
Direct Costs $286 $63 $88
Indirect�CC3 `l s c"� a y:-s .4r1,,, � '" . *."` s ,,hw , .. ' y, '+'". a Xy
<.�.,,..;:i,,.;Ate:. _>.,;,,. :.,- ;<° a ,11-- :« -1,7 'wZ .,3.�.-.'''..r.:"'',4,�:x�.u.�, :tie . a, :?�,10.,i,..-a `-aA - .°:ev, arm 4 '.
FIT Staff $6,512 $2,131 $1,741
Overhead Costs $715 $268 $435
,, otal os ' , r � 111s.em. .
' 2 " v $ ti
.7 Fx".�.',: ,= y -,,,,,v.-a ,4„1.,,,,.,..,,,„.,,-.4,-,:,.. t i14�`4 ,. 5 `
, 1,i•
Gross Profit/(Loss) ($156) ($23)
Net Profit fi(L'oss j X '16� $7 383 r t 1': 2 2,259):e
.,y:-s.�gx,t-;-^'?.... .-�i',a'.:_5 i0��. F'0 ->m�— �i �,�%,i,a"'J,v A<so�•` cry :;m`""�''�A 'J.,43� ug '� 6-..-..,
Net Profit/ (Loss) Per Participant ($205.08) ($151.38) ($112.95)
Cost Recovery summary (Category: Special Event)
Recovered Minimum Target
Percent Direct Costs Recovered: 45% 50% 100%
Percent Division Indirect Costs Recovered 0% 0% 50%
Minimum Recovery Met: No
Target Recovery Met: No
Demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Participants 0 0 20 16 0
6
61
SPRING CLASSES
Spring classes began in March and concluded in May. Enrollments, revenue, and gross profit
all increased compared to last year.Additionally,the cancelation rate fell significantly, to 38%
this year compared with 56% last year. This season, classes met their minimum cost
recovery requirement, indicating spring classes performed better than the other three seasons
in the fiscal year, which fell short of meeting the minimum recovery by 3% to 16%.
Classes that performed well this spring included the Away We Grow program,tot sports, adult
fitness (except Zumba), golf, karate, guitar, and tennis. Classes with mixed success included
dance, baking, and Spanish. Programs that performed poorly (all or most of the sessions
cancelling) included Zumba, first aid, horseback riding, youth art, and play days. Staff will
continue to analyze class offerings in an effort to increase participation and revenue,
decrease the cancelation rate, and consistently meet cost recovery requirements.
Classes 2015 201412013
- "`�"n'm'r�"f
a1` tom � `
2
�s
73 63 76
Classes Run
Classes nceled � X94 79
Enrollments 565 552 607
Enrollments
3<. fir. vo- »t1-
58,074.. . $60 5
Direct Costs $42,465 $41,140 $ 42,325
..�.,.L.-Rte..>. ��2',,..I�r,_.
F/T Staff $19,031 $20,287 $ 16,231
Overhead Costs $5,283 $4,662 $ 5,380
r l Costs il.,�rx�`L^,5� =. Y Ym+ 6 7 x` �J �� '4C{.' P
Gross Profit/ (Loss) $18,396 $16,934 $18,247
tet Pro r doss r .�„� . _ � s 1r � s,a M"2.1:14, m
.
Net Profit/(Loss) Per Participant ($10.47) ($14.52) ($5.54)
Cost Recovery summary (Category: Recreation Classes)
Recovered. Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 76% 75% 100%
Minimum Recovery Met: Yes
Target Recovery Met: No
7
62
Demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Enrollments 254 124 37 11 139
CAMP MOORPARK
Spring Camp was offered for boys and girls age five through twelve. Camp was held at AVRC
from 10:00 a.m. to 3:00 p.m., with extended care available from 8:00 a.m.. to 6:00 p.m: Fees
started at $30 per day. Spring Camp included eight days of camp offered in three sessions.
"Hop into Spring"was held during MUSD spring break, March 30 through April 3 and April 6.
"Going Green"was held on March 16, and "Uno De Mayo"was held on May 1.
Average daily attendance for the spring break session was 42.2 and for the individual days
was 16.5. Average daily attendance, unduplicated participants, and revenue all increased
significantly compared to the prior two seasons of.Spring Camp. The program was able to
meet both its minimum and target cost recovery.
Spring Camp 2015 2014 2013
Participants (unduplicated) 65 47 61
Total Enrollments 286 188 190
Average Daily Attendance (8 days) 35.8 31.3 38
s� '���Y� a� � "���, �a �, sw',�°��, �'�: �w�'u"d" � �; 'mss rem"" : sem^ �s Q 1y..
...p!. e!ue r;° a -s "�. Yi 'e�.abd"``-` i+'Y ��' � ' x k« � 98 t+as ?. 38
Direct Costs $3,678 $2601 $2,471
td..<ixrectc-�oit ,,. :a,Z rr raetsN'om tmRps
;
xv.r... .xa'ntN..':mo�X+'iv"'�•v`�$b?Lxa" �:y
F/T Staff $3,952 $4,229 $3,312
Overhead Costs $1,284 $940 • $1,223
a l os� � a
4217,7"' 4;: t 8�914r e �,�,'byhh r 4 3z z aka. 06
Y.. � 'O mn ximyvxx ;1.. .,. €.-*1 4���w� a,.„%*,:. m-6-
Gross Profit/ (Loss) $4,994 $2,597 $2,909
;Ne Pro Ii(Loss] � , � ($2 2 T ($2 572) x�($1626)
i.�.,_�.,�5.,..._ � .._s __ ,s` ,.mss.�.»r v.y,.....�.F.�,.�e.. .:�e,.�-+�s�`�. .�.»:G,Lo�.��...,.�..,xsw.��� �:...1,,.�- ., ..w.z.z. < 'J.a.... ,€:�:+
Net Profit/ (Loss) Per Participant ($6.76) ($54.72) ($26.66)
Cost Recovery summary (Category: Day Camps)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 95% 50% 75%
Minimum Recovery Met: Yes
Target Recovery Met: Yes
8
63
Demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Enrollments 0 57 8 0 0
ADULT SPORTS LEAGUES
All participants in adult sports leagues are at least 18 years of age. Therefore, demographic
summaries are not included for this section.
Adult Softball Leagues
A total of 21 teams, nine coed and 12 men's, registered for the spring 2015 season, a slight
increase compared to 2014. Games were played at AVCP and Peach Hill Park. Coed games
were played on Friday nights and men's games were played on Thursday nights. Overall, the
season ran smoothly. In an effortto reduce costs, teams are no longer able to customize
championship shirts. The division winner receives a shirt and playoff champion receives .a
trophy. This is consistent with what other organizations in the area offer as league awards. To
increase participation for the summer season promotion will include Facebook ads, letters
directed towards Moorpark businesses, and updated flyers/postcards to be placed around the
city at local businesses.
Adult Softball 2015 2014 2013
Teams 21 19 27
.evenuc3:.; 298 321 433 Players)
a � x r $82 . . u . w
Direct Costs $4,862 $4,669 $5,267
'r ' �" ;'Sx��..aa;us ''' � s� *4-'ssc A�xs U y�a,.k .�;724;44,4-1W4514*;s .aA
FIT Staff $3,946 $3,917 $4,113
Overhead Costs $3,607 $2,730 $3,541
!.2,415 r eA1,3 r. . 2
hw'ga"...,,:,yz.�w...., _......,te_r_..., �,.<�'-...d..✓� Baa s �..;-�:N.. �acs-'¢ Mr.it', .,...t'` f. z
$3,191
Gross Profit/ Losslo,„40 ro ,,,,,,y ( `$4X063 r 4 ofst7��7$t!, 2k9vY
Net Profit/ (Loss) Per Participant ($11.71) ($10.76) ($4.21)
•
Cost Recovery summary (Category:Adult Sports)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 54% 75% 100%
Minimum Recovery Met: No
Target Recovery Met: , No
9
64
Adult Basketball Leagues
A total of 14 teams (six on Monday and eight on Thursday) registered for the spring season, a
slight increase compared to 2014. For the first time in several seasons the league was able to
reach its minimum cost recovery goal. Staff will continue efforts to increase participation and
revenue and reduce costs for the league. To increase participation for the future seasons,
promotion of the league will include utilization of Facebook ads, letters directed towards
Moorpark businesses and updated flyers/postcards to be placed around the city at local
businesses.
Adult Basketball 2015 2014 2013
Teams 14 12 14
Participants (Players) 144 114 119
F4417 „ $390 (Aft, .52
Direct Costs $1,439 $1,571 $2,568
t,,�a„'t�3 `uza C/a�ai�c C ''� �;s "' `' F ,fie lC. � '1 y''`z .4'r. *K@ t - S ' '
d'irr^4eh d "Cost �* r ;'} ''� v..^. - r. ra cer cz„�+ .,s -,'r�M1 'f - 7 s' E'er '"+.c
x��.�.,. .. � ,..,.....,-,>, a .�,...x..s,,...,.x�,: ^.� rage+- � z � ,tw'a`_'" '�.. IgswTd""'+p,4-r3.1
F/T Staff $2,674 $2,642 $2,464
Overhead Costs $2,046 $1,264 $1,725
' L, y$34 tt to 3.31^ 'l ; x s' , k�R�.G�r�, ° ,,,WV-31441
, P� " .j 7
J Total 3�ah.:s..x�kz.•Ka. ,5°A. t.fL.�v i,4A! " i.� =',:,,f S .,.04P 1174. bt..d t$5)' 7 n'a F..*vl'._L A6,75 �f
Gross Profit/ (Loss) $3,811 $2,329 $2,602
kkeiMa«.w ..xs � . � �::�; .x.._!a'� N Asa :a'.($909)a a:..Ad
Net Profit/ (Loss) Per Participant ($6.31) (13.83) ($13.34)
Cost Recovery Summary (Category: Adult Sports)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 81% 75% 100%
Minimum Recovery Met: Yes
Target Recovery Met: Yes
Adult Soccer Leagues
A total of 11 teams registered for this season, down from 16 teams last spring. Five teams
participated in the Tuesday night Coed league and six teams participated in the men's
Wednesday night league. Games were played at AVCP. A survey of those participants/teams
which did not return, indicated that a lack of competition within the league and team manager's
inability to obtain the registration fees from his/her players as the main reason for not returning
to the league. To increase participation for the summer season promotion will include Facebook
ads, letters directed towards Moorpark businesses and updated flyers/postcards to be placed
around the city at local businesses. Staff will also speak with the director of one of the soccer
10
65
leagues which plays at AVCP on Sunday mornings to determine if their members would be
interested in participating in the City's league.
7 on 7 Soccer 2015 2014 2013
Teams 11 16 15
Participants (Players) 150 215 219
1' � t.� F �
Direct Costs $2,228 $2,392 $2,865
4:70y. wkw 405 QQ
+., a�W' ti x? nt #
FIT Staff $3,214 $3,019 $2,975
Overhead Costs $1,858 $1,779 $1,969
/Y v, .
Gross Profit/ (Loss) $1,622 $3,208 $2,390
Net Profit/ (Loss) Per Participant ($23.00) ($7.39) ($11.66)
Cost Recovery summary (Category: Adult Sports)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 32% 75% 100%
Minimum Recovery Met: No
Target Recovery Met: No
YOUTH BASKETBALL LEAGUE
This coed league was offered for ages 5 through 13. All three divisions (rookie,junior and teen)
had stable enrollment numbers. Teams were coached by volunteers, and staff continued to
referee all games. The pizza parties were sponsored by Round Table Pizza, Jax Pizza, Me and
Eds, and Pizza and More. Each business donated a free pizza and soda pop to each team. In
order to improve the quality of the program staff is looking into increasing officials'training for the
staff from once a year to twice per year. Staff will look to increase enrollment for future seasons
via social media outlets, e-mails through the registration system as well as trying to work with the
school system to distribute a flyer to students. Overall the season ran smoothly.
Youth Basketball 2015 2014 2013
Enrollments 156 174 154q�'� �wxw .-te A �a � '�.x4
E r b ,048
Direct Costs $5,768 $5,690 $5,345
�, t `, �+ "�' ypa iru'yr, rg .'» rN 5a �3f�' E`" �x°e "x %�, ki
4104Vec 44.41 e Y . ...: r write . �: v ....
11
66
F/T Staff $4,374 $4,905 $3,803
.�".._.O. .v�er...hw4..ie.v ads.wx Costs $4,154 $3,569 $4,389
1Wik E34' � ✓
7u , $4296- 14 13 3V
Gross Profit/ (Loss) $5,716 $7,376 $5,703
Attu .„„+ e"�s t 2812} ' � 1 .8 �,0 = ($2, 89)
�atxh,
Net Profit/ (Loss) Per Participant ($18.03) ($6.31) ($16.16)
Cost Recovery summary (Category: Youth Sports)
Recovered Minimum Target
Percent Direct Costs Recovered: 100% 100% 100%
Percent Division Indirect Costs Recovered 67% 50% 75%
Minimum Recovery Met:. Yes
Target Recovery Met: No
Demographic summary:
Ages Served Preschool Youth Tween Teen Adult
(under 5) (5-10) (11-13) (14-17) (18+)
Enrollments 0 96 60 0 0
PARK AND AVRC FACILITY RENTALS
Figures for the Spring 2015 quarter include participants as indicated on paid rental permits,
including those for youth sports organizations, for the Arroyo Vista Recreation Center and all
City park facilities. Not included in participation is use by the public without permits, or use by
City-run programs included elsewhere in this report.
Field costs, field light costs, and indoor room costs are included in the overhead calculations.
It should be noted that costs for other outdoor rentable facilities including picnic pavilions and
tennis courts are not yet included in cost calculations.
Youth sports organizations operating under agreements in the spring (March,April, and May)
included AYSO, Moorpark Little League, Moorpark Girls Softball, Moorpark Soccer Club, and
United States Youth Volleyball League.
Both gross and net revenue increased slightly this year. Although revenue increased, rental
attendance decreased. This is due primarily to the rental use by youth sports organizations.
Although fees for use of fields increased for the youth sports organizations, the organizations
as a whole had significantly decreased rental activity and therefore decreased attendance. In
2014, youth sports organizations accounted for 43,955 in rental attendance. In 2015, youth
sports organization attendance fell to 35,629.Additionally, a dog agility competition rental with
2,000 in attendance that occurred in 2014 did not return in 2015.
12
67
Rentals 2015 2014 2013
Rental Attendance
N Axa 50,788 60,485 65,405
rs *c !
el 5
Direct Costs $2,431 $2,054 $2,587
T L.
I n irectk
'r A�� A� �;y � �+� a.x ir s .� r
..u..»., .,, >_.-..n ....,-�...%i,t
F/T Staff $20,592
$14,496 $14,059
Overhead Costs $23,693 $29,573 $24,778
`fir � re a�a� s �.�,<q��.' ' � e '.a x �' �' ��' �� ,.� ��� �� a " �"
grit Cos` s a r �F �$ 123 f
Gross Profit/ (Loss) $49,393 $48,101 $41,029
•
Net Profit/ (Loss) Per Attendee $0.10 $0.07 ($0.01)
The cost recovery policy does not apply to park and facility rentals:
13
68
ITEM 9.0
CITY OF MOORPARK
PARKS AND RECREATION COMMISSION
AGENDA REPORT
•
TO: Parks and Recreation Commission
FROM: Jeremy Laurentowski, Parks & Recreation Director
PREPARED BY: Allen M. Walter, Landscape and Parks Superintendent
Emilio Blanco, Landscape and Parks Superintendent
DATE: October 15, 2015 (Meeting of November 2, 2015)
SUBJECT: Parks Quarterly Report for July, August, September 2015
• Construct a Wood Ball Wall at a Selected City Park: (Objective IV.B.5): No
change since last report. The City Council rejected staffs recommendation to _
award a construction contract, and staff will review options in an effort to reduce
costs.
• Graffiti Abatement: Park staff spent approximately 34 hours removing graffiti
during July, August, and September.
• Poindexter Park Playground Equipment: In December 2012, staff obtained
City Council approval to replace the playground equipment at Poindexter Park,
as the existing equipment had 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 and on October 6 the Parks
and Recreation Commission recommended the proposal submitted by Sun
County Systems, Inc. The City Council approved the design of the play
equipment on November 5, 2014. The playground equipment has been installed
and residents are enjoying the playgrounds new features, as well as the new and
improved merry go round.
• Asphalt Parking Lot Repairs: Staff prepared the bid specifications for the
asphalt repairs required at Arroyo Vista Community Park (AVCP), 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.
On December 3, a contract for the parking lots asphalt work was awarded to
Berry General Engineering, Inc. and the work will cost approximately $595,000.
The work has started. The original completion date was in June 2015, however,
69
Parks Quarterly Report
Page 2
several changes and additional work items have come up that have required
extensions of the contract completion date to October 2015.
• 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, which includes a
10% contingency in the amount of $40,800. Construction of the park started on
October 27, 2014, and was scheduled for completion in May 2015. The
Contractor fell behind schedule and staff is working with the Contractor to finalize
the park. The Contractor was unable to complete the final punch list items, so
the City has completed them. The park was opened in early September, and a
grand opening ceremony was held on Wednesday, September 30.
• Widening Access Road at Arroyo Vista Community Park (AVCP) to
Accommodate Bike Lanes/Paths and Sidewalks (Objective VILA.26) and
Formal Walking Path at AVCP (Objective VII.A.20): No change since last
report. The grant agreement has been signed and the deed restrictions required
by the grant have been recorded against the property. Staff is in the process of
getting the construction drawings finalized and preparing bid specifications in
order to go out to bid. It is anticipated that the project will be released for bid in
early fall, with construction taking place starting shortly thereafter. Portions of the
project relevant to parking lots A and C at Arroyo Vista Community Park are
being constructed as a part of the parking lot improvement project currently
underway,
• 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 90% complete. Upon completion, staff will solicit bid proposals
from qualified contractors to complete this work.
• Moorpark Parks Turf Reduction Project: On June 3, 2015, staff presented a
draft Drought Action Plan outlining the various actions the City should take to
meet the State Water Resources Control Board (SWRCB) mandated water
conservation reduction target of 32%. The plan outlined how the City could
conserve water within City operations and at the same time promote water
conservation citywide. On July 1, 2015, the City Council approved the turf
reduction project at 14 City parks. Staffs plans for each City park outlines the turf
areas proposed for removal and conversion to wood chips. Staffs concept is to
remove turf areas that have very limited or no recreational value and convert
these areas to other uses, such as planters with California native or drought
tolerant plant species. The turf reduction project began on July 20, 2015, and
was completed in October 2015. Phase II consisting of installing drought tolerant
2
70
Parks Quarterly Report
Page 3
trees, plants, groundcover, and drip irrigation is in process and staff anticipates
completion by early December 2015.
• Water Rebate Program: Staff submitted 14 parks for turf removal rebates to the
Metropolitan Water District SoCal Water Smart program. The park turf removal
encompassed 843,251 square feet or approximately 19.36 acres of turf grass.
The program requires staff to provide turf square footage watered by a specific
water meter, along with five photos of the turf that is to be removed. This is the
first step in qualifying for the rebates and the City could receive rebates of up to
$1.00 or $2.00 per square foot. The Parks Division has received application
approval for 10 parks and four applications require additional information. Park
staff will continue the application process by submitting follow up information and
photos.
3
71