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Home My WebLink AboutAG RPTS 2016 1205 PR REG aeK nt CITY OF MOORPARK \_____V ��m PARKS,RECREATION&COMMUNITY SERVICES DEPT I 799 Moorpark Avenue,Moorpark,CA 93021 �yMain City Phone Number(805)517-6200 I Fax(805)532-2550 I moorpark@moorparkCA.gov T�A SJ PARKS AND RECREATION COMMISSION REGULAR MEETING AGENDA December 5, 2016 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: (Items to be pulled from the Consent Calendar shall be identified under this section) 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS: 8. PRESENTATIONS/ACTION/DISCUSSION: A. Consider Recreation Programs Cost Recovery Annual Report. 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 Regular Meeting of October 3, 2016. Staff Recommendation: Approve as presented. 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 December 5, 2016 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 vvww.moorparkca.qov. 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 December 5, 2016. Executed this 1st day of December 2016, at Moorpark, California. Patty Anderson faki Administra ive Assistant II Parks, Recreation & Community Services Department ITEM 8.A CITY OF MOORPARK PARKS & RECREATION COMMISSION AGENDA REPORT TO: The Parks and Recreation Commission FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Stephanie Anderson, Senior Management Analyst DATE: November 23, 2016 (Meeting of December 5, 2016) SUBJECT: Consider Recreation Programs Cost Recovery Summary Fiscal Year 2015-2016 BACKGROUND On January 18, 2012, the City Council approved the Recreation Programs and Services Cost Recovery Policy (Policy.) Although the Policy was revised in July 2016 to include certain Active Adult Center programs and was renamed "Recreation and Active Adult Programs and Services Cost Recovery Policy", this report will include only Recreation Division programs. 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. 1 Moorpark Parks & Recreation Commission December 5, 2016 Page 2 The Policy requires an annual reporting to the Parks and Recreation Commission and Moorpark City Council, including whether programs met their cost recovery goals. Attached for reference is the Policy. DISCUSSION This report serves as a financial summary of Recreation Division programs for the fiscal year 2015-2016. The seasons included are Summer 2015 (June through August), Fall 2015 (September through November), Winter 2016 (December through February), and Spring 2016 (March through May). 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. All figures in this report are rounded to the nearest dollar. The full-time staff costs for the 2015/2015 fiscal year programs are estimated and based on the percentage of staff time spent on each program. Cost Recovery Goal Summaries Programs meeting target Programs meeting minimum Programs not meeting cost recovery goal cost recovery goal minimum cost recovery goal 3rd of July Fireworks Halloween Fest N Films Moorpark Has Talent Extravaganza Breakfast with Santa General Teen Events Easter Egg Hunt Camp Moorpark Community Yard Sale Recreation Classes Youth Basketball League Adult Basketball League Teen Volunteer Program Adult Softball League Adult Soccer League Financial and Cost Recovery Summaries for Recreation Programs 3rd of July Fireworks Extravaganza Friday, July 3, 2015 from 4:00 to 10:00 p.m. at AVCP. Admission $5.00 per person. Fireworks Extravaganza Financial Summary FY 14/15 FY 13/14 Participation 11,800 11,700 11,300 Revenue $61,948 $63,133 $60,430„ Direct Costs $49,842 $49,236 $49,593 Indirect Costs F/T Staff $17,047 $18,803 $14,623 Overhead Costs $2,340 $1,881 $1,663 Total Costs $69,229 $69,920 $65,879 Gross Profit/ (Loss) $12,106 $13,897 $10,837 Net Profit P(Loss) ($7,281) ($6,787) ($5,449) 2 Moorpark Parks & Recreation Commission December 5, 2016 Page 3 Cost Recovery summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 25% 100% Percent Division Indirect Costs Recovered 62% 0% 25% Minimum Recovery Met: Yes Target Recovery Met: Yes Halloween Fest N' Films (formerly Trick or Treat Village) Saturday, October 24, 2015 from 5:00 to 8:30 p.m. at AVCP. Free admission to movie; activity wristbands $10.00 each. Total wristbands sold: 121. Halloween Event Financial Summary FY 14/15 FY 13/14 Participation 325 300 350 Revenue $2,211 $4,605 $1,656 Direct Costs $1,739 $2,952 $2,654 Indirect Costs _ F/T Staff $6,771 $7,226 $6,794 Overhead Costs $857 $891 $488_ Total Costs $9,367 $11,069 $9,936 Gross Profit / (Loss) $472 $1,653 ($998) Net Profit/`(Loss) ($7,156) ($6,464) ($8,280) Cost Recovery summary (Category: Special Event): Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 6% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Breakfast with Santa Saturday, December 19, 2015 with seatings at 8:30 a.m. and 10:00 a.m. at AVRC. Registration fee $10.00 per person, infants 1 and under free. Breakfast with Santa Financial FY 14/15 FY 13/14 Summary Enrollments157 199 199 Revenue $1,530 $1,920 $1,960` Direct Costs $3,027 $2,089 $1400 Indirect Costs F/T Staff $3,790 $3,485 $3,032 Overhead Costs $481 $394 $170 Total Costs $7,298 $5,968 $4,602 Gross Profit/ (Loss) ' ($1 ,497) ($169) $560 3 Moorpark Parks & Recreation Commission December 5, 2016 Page 4 Net Profit/'(Loss) ($5,768) ($4,048) ($2,642)`_ Cost Recovery summary (Category: Special Event): Recovered Minimum Target Percent Direct Costs Recovered: 50% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Moorpark Has Talent Friday, March 18, 2016 from 7:00 to 9:00 p.m. at HSAC. Tickets $10.00 each pre-sale, $12.00 each at the door. Audition fee $10 per entry. Acts auditioned: 16. Total tickets sold: 182. Moorpark Has Talent Financial Summary FY 14/15 FY 13/14 Attendance 205 258 274 Revenue $2,026f $3,744 $3,954 Direct Costs $1,000 $1,915 $1,471 Indirect Costs FIT Staff $5,404 $4,585 $4,331 Overhead Costs $340 $274 $208 Total Costs $6,744 $6,774 $6,010 Gross Profit/ (Loss) $1,026 _ $1,829 $2,483 Net Profit I (Loss) ($4,718) Y ($3,030) ($2,056) Cost Recovery summary (Category: Other Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 18% 100% 100% Minimum Recovery Met: No Target Recovery Met: No Easter Egg Hunt Saturday, March 26, 2016 from 10:00 a.m. to 1:00 p.m. at AVCP. General admission wristband $5.00 each; all access wristband $15.00 each; activity tickets $1.00 each or $5.00 for 6. Total wristbands sold: 395. 4 Moorpark Parks & Recreation Commission December 5, 2016 Page 5 Easter Egg Hunt Financial Summary FY 14/15 FY 13/14 Attendance 1,000 1,250 1,350 Revenue $3,395 $3,376 $3,720 Direct Costs $3,255 $2,693 $3,013 indirect Costs F/T Staff $5,085 $4,366 $3,328 Overhead Costs $644 $375 $267 Total Costs $8,984 $7,435 $6,608'` Gross Profit/ (Loss) $140 $683 $707 ;;Net Profit/ (Loss) ($5,589) ($4,058) ($2,888) Cost Recovery summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 02% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Moorpark Arts Festival This event was canceled for the 2015/2016 year. Moorpark Arts Festival Financial Summary FY 14/15 FY 13/14 Attendance � N/A 1,835 2,000 Revenue $2,195 $2,900 Direct Costs $2,901 $3,749 Indirect Costs FIT Staff $9,160 $5,910 Overhead Costs $775 $610 Total Costs $12,836 $10,269 Gross Profit/ (Loss) ($706) ($849) Net Profit/(Loss) ($10,641) ($7,369) Community Yard Sale Saturday, May 21, 2016 from 8:00 a.m. to 11:00 a.m. at AVCP. Free admission; vendor fee $15.00 per space. Total vendors: 39. Community Yard Sale Financial Summary FY 14/15 FY 13/14 Attendance 950 934 Not Offered Revenue $630 $630 Direct Costs $164 $816 Indirect Costs 5 Moorpark Parks & Recreation Commission December 5, 2016 Page 6 F/T Staff $2,571 $2,267 Overhead Costs $401 $189 Total Costs $3,136 $3,272 Gross Profit/ (Loss) $466 ($186) Net Profit/(Loss) ($2,506) ($2,642) Cost Recovery summary (Category: Community Event) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 16% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No General Teen Events and Workshops Summer 2015 through Spring 2016 PROGRAM DATE Fee(s) PARTICIPANTS REVENUE DESCRIPTION Apricot Music Festival 9/19/2015 Free _ 0 $ - cancelled Cupcake Challenge 10/3/2015 $10/team 0 $ - cancelled Cupcake Challenge 2/6/2016 $10/team 16 $ 60.00 Valentine theme Cupcake Challenge 5/7/2016 $10/team 0 $ - cancelled SUBTOTAL TEEN EVENTS 16 $ 60.00 Jobs Workshop 10/17/2015 $5/person 0 $ - cancelled Money Workshop 11/7/2015 $5/person 0 $ - cancelled SUBTOTAL TEEN WORKSHOPS 0 $ - General Teen Event Financial FY 15/16 FY 14/15 FY 13/14 Summaries Participation (Total) 16 228 159 Revenue $60 $496 $451 Direct Costs $314 $1,361 $840 indirect Costs F/T Staff $10,893 $23,874 $17,155 Overhead Costs $1,668 $2,795 $2,139 Total Costs $12,875 $28,130 $20,134 Gross Profit / (Loss) ($254) ($865) ($389) Net Profit/'(Loss) ($12,815) ($27,534) ($19,683) Cost Recovery summary (Category: Special Event) Recovered Minimum Target Percent Direct Costs Recovered: 19% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: No Target Recovery Met: No 6 Moorpark Parks & Recreation Commission December 5, 2016 Page 7 Teen Volunteer Program The teen volunteer program is a newly reported area this year. Previously, teens had participated as volunteers at various City events, but this activity was considered part of the event for which the teens volunteered, and therefore no separate financial or participation analysis was completed. The volunteer program has been expanded to include park and event preparation projects as noted in the table below. Summer 2015 through Spring 2016 PROGRAM DATE Fee(s) PARTICIPANTS REVENUE DESCRIPTION Volunteer Day 9/12/2015 Free 36 $ - parks project Volunteer Day 9/19/2015 Free 0 $ - cancelled Volunteer Day 10/10/2015 Free 7 $ - parks project Volunteer Day 10/24/2015 Free 14 $ - Fest N' Films event Volunteer Day 11/14/2015 Free 20 $ - parks project Volunteer Day 12/18/2015 Free 3 _ $ - Breakfast w/Santa prep Volunteer Day 1/23/2016 Free 6 $ - event project Volunteer Day 3/5/2016 Free 5 $ - Egg Hunt prep Volunteer Day 3/26/2016 Free 22 $ - Egg Hunt event Volunteer Day 5/14/2016 Free 5 $ - parks project SUBTOTAL VOLUNTEER PROGRAM 118 $ - Teen Volunteer Program FY 15/16 FY 14/15 FY 13/14 Participation (Total) 118 58 67 Revenue $0 1 Not available Not available Direct Costs $0 Indirect Costs _ F/T Staff $10,893 Overhead Costs $1,640 Total Costs $12,533 Gross Profit/ (Loss) $0 Net Profit/ (Loss) ($12,533) Cost Recovery summary (Category: Special Interest Group) Recovered Minimum Target Percent Direct Costs Recovered: 100% 50% 100% Percent Division Indirect Costs Recovered 0% 0% 50% Minimum Recovery Met: Yes Target Recovery Met: No Teen Band Events Teen band events were not offered for the 2015/2016 year. 7 Moorpark Parks & Recreation Commission December 5, 2016 Page 8 Band Events FY 15/16 FY 13/14 Participation (Total) N/A 41 100 Revenue $95 $142 Direct Costs $117 $455 Indirect Costs F/T Staff $2,171 $2185 Overhead Costs $244 $286 Total Costs $2,532 $2,926 Gross Profit/ (Loss) ($22) ($313) Net Profit/ (Loss) ($2,437) ($2,784) Recreation Classes Recreation Classes Summer Fall Winter Spring Total FY FY 14-15 FY 1314 Financial Summary 2015 2015 15/16 2016 15-16 Classes Offered 152 ' 114 88 107 461 479 "467 Classes Run 86 79 57 90 312 303 265 Classes Canceled 66 35 31 17 149 176 202 Canceiation Rate ' 43% 31% 35% 16% 31.25% 36.4% 43:25%' Enrollments 534 575 427 617 2153 2162 2028 Revenue $44,400 $65,441 $54,720 $61,868 $226,429 $222,211 $210,734` Direct Costs $30,621 $45,303 $40,599 $42,996 $159,519 $156,086 $151,883 Indirect Costs F/T Staff $19,941 $19,941 $19,941 $19,941 $79,764 $76,124 $81,364 Overhead Costs $5,276 $6,344 $6,459 $7,530 $25,609 $21,603 $18,885 Total Costs $55,838 $71,588 $66,999 $70,467 $264,892 $253,809 $252,132 Gross Profit / (Loss) $13,779 $20,138 $14,121 $18,872 $66,910 $66,125 $58,851 Net Profit/ (Loss) ($11,438) ($6,147) ($12,279) ($8,599) ($38,463) ($31,602) ($41,398) Cost Recovery summary (Category: Recreation Classes): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division! Indirect Costs Recovered 66% 75% 100% Minimum Recovery Met: No Target Recovery Met: No 8 Moorpark Parks & Recreation Commission December 5, 2016 Page 9 Camp Moorpark CAMP MOORPARK PROGRAM SUMMARY Summer 2015 through Spring 2016 Annual registration fee: $35/$25; theme park pass: $100 PROGRAM DATES HOURS DAIILY FEES Summer Camp Monday-Friday 7:00 a.m.- $28-$49 Moorpark 6/15-8/18 6:00 p.m. Monday 7:00 a.m.- Adventure Camp Thursday 6/15- 6:00 p.m. $38-$51 8/18 9/14, 9/23, 8:00 a.m. - Fall Camp Moorpark 11/23, 11/24, 6:00 p.m. $28-$36 11/25 Monday- Thursday 12/21- 8:00 a.m.- Winter Camp Moorpark 12/24& 12/28- 6:00 p.m. $28-$36 12/31, 1/25, 2/12 Monday-Friday Spring Camp Moorpark 3/28-4/1, 8:00 a.m. $28-$36 3/14, 3/25 6:00 P. Program held at AVRC,with off-site field trips during the summer. Camp Moorpark Summer Fall Winter Spring Total FY 14/15 FY 13/14 Financial Summary 2015 2015 15/16 2016 FY 15/16 Participants(unduplicated) 269 52 70 58 449 387 433 Total Enrollments 4235 99 260 168 4762 4,468 5,786 Average Daily Attendance 95.3 16.5 26 24 39.65 41.6 48.8 Revenue $159,023 $3,372 $7,909 $4,975 $175,279 $151,581 $185,339 Direct Costs $124,587 $2,203 $4,564 $2,813 $134,167 $129,108 $120,307 Indirect Costs _ FIT Staff $65,583 $3,110 $3,381 $3,636 $75,710 $74,044 $86,385 Overhead Costs $16,017 $1,429 $2,228 $1,699 $21,373 $19,810 $20,402 Total Costs $206,187 $6,742 $10,173 $8,148 $231,250 $238,372 $227,097 Gross Profit/ (Loss) $34,436 $1,169 $3,345 $2,162 $41,112 $22,473 $65,032 Net Profit! (Loss) ($47,164);, ($3,370) ($2,264) ($3,173) ($55,971) ($71,281) ($41,755) Cost Recovery summary (Category: Day Camps): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 42% 50% 75% Minimum Recovery Met: No Target Recovery Met: No 9 Moorpark Parks & Recreation Commission December 5, 2016 Page 10 Adult Softball Leagues Men's divisions on Thursday nights and coed divisions on Friday nights. Games played at AVCP and PHP. Registration fee $425.00 per team. Summer Fall Spring Total FY FY 14/15 FY 13/14 Adult Softball 2015 2015 2016 15/16 Teams 20 17 18 55 65 67 Players 326 270 300 896 1,069 1112 Revenue $8,500 $7,225 $7,650 $23,375 $27,625 $27,913 Direct Costs $4,269 $3,654 $3,994 $11,917 $13,785 $14,928 Indirect Costs F/T Staff $4,111 $3,990 $3,990 $12,091 $11,958 $11,808 Overhead Costs $2,759 $3,170 $3,118 $9,047 $10,787 $9,519 Total Costs $11,139 $10,814 $11,102 $33,055 $36,530 $36,256 Gross Profit / (Loss) $4,231 $3,571 $3,656 $11,458 $13,840 $18,027 Net Profit/ (Loss) ($2,639) ($3,589) ($3,452) ($9,680) ($8,905) ($6,162) Cost Recovery summary (Category: Adult Sports Programs): 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 Adult Basketball Leagues Monday and Thursday nights, games at AVRC. Registration fee $375.00 per team in Summer/Fall/Spring, $325 per team in Winter. Summer Fall Winter Spring Total FY FY 14/15 FY 13/14 Adult Basketball 2015 2015 2016 2016 15/16 Teams 14 16 14 10 54 54 50 Players 148 163 142 96 549 510 474 Revenue $5,250 $6,000 $4,550 $3,750 $19,550 $19,550 $17,310 Direct Costs $1,509 $2,171 $1,890 $1,172 $6,742 $5,392 $8,109 Indirect Costs _ F/T Staff $3,195 $3, 195 $3,195 $3,195 $12,780 $10,696 $10,600 Overhead Costs $2,309 $2,761 $2,357 $2,066 $9,493 $7,603 $5,599 Total Costs $7,013 $8,127 $7,442 $6,433 $29,015 $23,690 $24,309 Gross Profit/ (Loss) $3,741 $3,829 $2,660 $2,578 $12,808 $14,158 $9,201 Net Profit l (Loss) ($1,763) ($2,127) ($2,892) ($2,683) ($9,465) ($4,140) ($6,998) 10 Moorpark Parks & Recreation Commission December 5, 2016 Page 11 Cost Recovery summary (Category: Adult Sports Programs): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 58% 75% 100% Minimum Recovery Met: Yes Target Recovery Met: No Adult Soccer Leagues Coed division on Tuesday nights and men's division on Wednesday nights. Games at AVCP Registration fee $350.00 per team. Summer Fall 2015 Total FY FY 14/15 FY 13/14 Adult Soccer 2015 15/16 Teams 11 14 25 41 54 Players 166 207 373 609 755 Revenue $3,850 $4,900 $8,750 $10,470 $18,540 Direct Costs $2,405 $2,283 $4,688 $7,350 $8,357 Indirect Costs F/T Staff $3,507 $3,507 $7,014 $9,642 $10,442 Overhead Costs $1,460 $2,294 $3,754 $5,595 $5,481 Total Costs $7,372 $8,084 $15,456 $22,569 $24,261 Gross Profit I (Loss) $1,445 $2,617 $4,062 $6,720 $10,183 Net,Profit/(Loss) ($3,522) ($3,184) ($6,706) ($8,517) ($5,740) Cost Recovery summary (Category: Adult Sports Programs): Recovered Minimum Target Percent Direct Costs Recovered: 100% 100% 100% Percent Division Indirect Costs Recovered 38% 75% 100% Minimum Recovery Met: No Target Recovery Met: No Youth Basketball League Saturdays games with weekly practices. Games and weekly practices at AVRC. Registration fees $76.00 to $89.00 per player. Summer Fall Winter Spring Total FY FY 14/15 FY 13/14 Youth Basketball 2015 2015 2016 2016 15/16 Enrollments 131 127 182 156 596 542 544 Revenue $10,939 $10,352 $15,078 $13,144 $49,513 $41,209 $40,488 Direct Costs $7,342 $5,827 $8,500 $5,721 $27,390 $20,744 $18,911 Indirect Costs FIT Staff $4,229 $4,229 $4,229 $4,229 $16,916 $17,523 $19,695 Overhead Costs $4,615 $4,135 $5,724 $5,719 $20,193 $15,318 $13,794 11 Moorpark Parks & Recreation Commission December 5, 2016 Page 12 Total Costs $16,186 $14,191 $18,453 $15,669 $64,499 $53,585 $52,399 Gross Profit/ (Loss) $3,597 $4,525 $6,578 $7,423 $22,123 $20,465 $21,577 Net Profit I (Loss) ($5,247) ($3,839) ($3,375) ($2,525) ($14,986) ($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 60% 50% 75% Minimum Recovery Met: Yes Target Recovery Met: No Staff Recommended Actions for Programs Not Meeting Minimum Cost Recovery Goals Moorpark Has Talent The event is held at the High Street Arts Center, and helps promote that venue. It continues to receive positive response from event participants and attendees. This event is 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 year the prizes are provided directly to the participants by the Moorpark Foundation for the Arts (Foundation), as reflected in both the lower revenue and lower direct costs for the 2016 event. This program has not been able to meet its minimum cost recovery for the past five years. The event saw a decrease in participation this year, which resulted in an increase in the net loss for the event. Participation in this event is highly dependent on the audience that the acts attract. The audience typically includes family and friends of the event participants. Staff will continue to evaluate ways to improve cost recovery, including a greater role by the Foundation. Teen General Teen Events Teen events declined in participation this year. However, there was an increase in interest for volunteer type programs. Due to several years of static participation and in order to meet changing trends within the teen population, last year staff recommended implementing a "Volunteer Days" program and "Job Training" workshops. The workshops, which were reported with Teen Events, were not successful. The Volunteer Program has been successful, and staff will continue to focus on building this program and exploring other new recreational programs for the teen population. Staff will also explore ways that teens can interact with several of the community organizations. Recreation Classes This is the third year the program has not met its minimum cost recovery requirement. Although revenue increased slightly this year, both direct and indirect costs also increased, resulting in a higher net loss and a lower recovery percentage than last year. Last year, staff recommended increasing program promotion, eliminating poorly performing classes, and researching and implementing new and trending class ideas including classes related to health and fitness. While some new health and fitness 12 Moorpark Parks & Recreation Commission December 5, 2016 Page 13 programs were offered, they had mixed success. Staff will focus on increasing enrollment overall, with an emphasis on improving summer and winter participation. If summer and winter revenue can be brought up to the same level as fall and spring, the program should meet the minimum cost recovery requirement. Camp Moorpark The Camp Moorpark program performed significantly better this year than last year due to an overall increase in participation. Last year the program recovered only 24% of indirect costs (of the 50% minimum required). This year, the program recovered 42%, missing the minimum by only 8%. The program experienced a sharp decline in average daily attendance in 2014, but the program increased average daily attendance this year, and the summer 2016 season shows a continuing trend of increased participation. It is anticipated that the program will meet its minimum cost recovery requirement next year. Summer ADA—Total ADA- Camp ADA-Adventure Camp Year Program Moorpark Camp 2016 112.5 94.4 18.1 2015 95.3 76.4 18.9 2014 81.5 68.7 12.7 2013 114.8 92.6 22.2 2012 114.2 92.9 21.3 2011 117.7 93.5 24.2 2010 98.4 78.8 19.6 Adult Softball League The softball league has not been able to meet its minimum cost recovery requirement for the past three years. This is due to a continuing decline in team enrollment that began in the 13/14 fiscal year, as summarized in the chart below: Fiscal Year 2011/2012 2012/2013 2013/2014 2014/2015 2015/2016 No. of Teams 83 81 67 65 55 Team enrollments for the 2016/2017 fiscal year are anticipated to be similar to 2015/2016, with team enrollments of 20 for Summer 2016 and 18 for Fall 2016. Staff will research and analyze trends in adult sports leagues to determine the desire for adult softball leagues and what, if any, methods can be implemented to improve participation. Staff will also focus on minimizing costs through more effective program management. Adult Basketball League The basketball league was able to meet its minimum cost recovery requirement last year. This year the program was unable to meet the minimum cost recovery requirement as a result of increases in both direct and indirect costs, but no correlating increase in revenue. Staff will focus on cost management, including an evaluation of the registration fees and overall revenue. Staff anticipates that increases in the direct cost are the result of part-time staff costs related to minimum wage increases. 13 Moorpark Parks & Recreation Commission December 5, 2016 Page 14 Adjustments in registration fees may be necessary to increase revenue and offset program costs. Adult Soccer League This league has not been able to meet its minimum cost recovery requirement for the last four years. A continuing decline in team enrollment and the subsequent reduction in revenue are the primary reasons. Due to a variety of factors, both the adult soccer and adult futsal leagues were discontinued after the Fall 2015 season. Staff will analyze costs and revenue sources, the demand for a soccer league in the Moorpark community, and potential contract providers for a soccer league. If it is determined that the league can be successful, it will be reinstated sometime during the 2016/2017 fiscal year. STAFF RECOMMENDATION Provide feedback on the cost recovery report and direct staff to present the report to the City Council. Attachment 1 — Recreation and Active Adult Programs and Services Cost Recovery Policy 14 ITEM 9.A MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California October 3, 2016 A Regular Meeting of the Parks and Recreation Commission of the City of Moorpark was held on October 3, 2016, in the Council Chambers of said City located at 799 Moorpark Avenue, Moorpark, California. 1. CALL TO ORDER: Chair Doria called the meeting to order at 6:30 p.m. 2. PLEDGE OF ALLEGIANCE: Patricia Ruiz-Rogozinski led the Pledge of Allegiance. 3. ROLL CALL: Present: Commissioners Adam Haverstock, Steve Morgan, Thomas Pflaumer, Sandra Thompson, and Chair Terri Doria. Staff Present: Parks and Recreation Director Jeremy Laurentowski and Administrative Assistant Patty Anderson. 4. SPECIAL AGENDA ITEMS: None. 5. PUBLIC COMMENTS: None. 6. REORDERING OF, AND ADDITIONS TO, THE AGENDA: None. 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY COMMISSIONERS: Commissioner Haverstock announced that the 7th Annual Beer Festival, held on October 1st and sponsored by the Moorpark Morning Rotary Club, was quite successful with a large attendance. Commissioner Pflaumer announced these upcoming events: Country Days, Halloween Comedy Event, Free Movie Night, Teen Cupcake Challenge, Volunteer Days, Halloween Fest-n-Film, and the annual Moorpark Mammoth Run. Chair Doria announced the upcoming Teen Cupcake Challenge on October 21st. 15 P&R Commission Meeting October 3, 2016 Page 2 8. PRESENTATION/ACTION/DISCUSSION: A. Consider Agreement with Tri Valley Roller Hockey League. Staff Recommendation: Make a recommendation to the City Council to approve the Agreement with Tri Valley Roller Hockey League. Jeremy Laurentowski gave staffs report. There were three speakers: 1. Patricia Ruiz-Rogozinski spoke on her behalf. 2. Ned Collins spoke on behalf of the Tri Valley Roller Hockey League. 3. Ric Collins spoke on behalf of the Tri Valley Roller Hockey League. The Commission discussed background and experience with the speakers. The Commission and staff discussed proposed improvements to the court, installation of lights, and the availability of the court for other uses other than hockey. MOTION: Commissioner Haverstock moved and Commissioner Morgan seconded a motion to approve staffs recommendation for City Council consideration. The Commission briefly discussed and agreed that Tri Valley Roller Hockey League has the qualifications and experience required to conduct a City roller hockey league. The motion was then carried by unanimous voice vote. 9. CONSENT CALENDAR: A. Approval of Minutes for the Parks and Recreation Commission Special Meeting of September 20, 2016. Staff Recommendation: Approve as presented. 16 P&R Commission Meeting October 3, 2016 Page 3 MOTION: Commissioner Haverstock moved and Commissioner Pflaumer seconded a motion to approve the Minutes as presented. The motion was carried by unanimous voice vote. 10. ADJOURNMENT: The meeting was adjourned at 7:24 p.m. APPROVED: Respectfully submitted CHAIR TERRI DORIA Patty Anderson, Administrative Assistant II 17