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Home My WebLink AboutAGENDA REPORT 2016 1221 CCSA REG ITEM 10D ITEM 1_ coryOF MOORPARK,CALIFORNIA City Council Meeting MOORPARK CITY COUNCIL® /a �l-,20, ACTION: ieex..6e4Ae4 it,,, AGENDA REPORT • TO: Honorable City Council sY. `� " FROM: Jeremy Laurentowski, Parks and Recreation DirectorY1/1 DATE: December 14, 2016 (CC Meeting of 12/21/16) 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. 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. 136 Moorpark City Council December 21, 2016 Page 2 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 2015/2016 fiscal year programs are estimated and based on the percentage of staff time spent on each program. The report was presented to the Parks and Recreation Commission on December 5, 2016 to provide feedback on the report. The Commission discussed staff turnover in the Recreation Division, coordination with the Library to present events for teens, and ways to reduce program costs. The Commission did not provide recommendations, but agreed with staffs recommendation not to discontinue any programs at this time. 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 Direct Costs $49,842 $49,236 $49,593 ,triclitect, _ F/T Staff $17,047 , $18,803 $14,623 ' Overhead Costs $2,340 $1,881 $1,663 Total Costs $69,229 S69,920 $65,879 137 Moorpark City Council December 21, 2016 Page 3 Gross Profit/ (Loss) $12,106 j $13,897 $10,837 Net Profit l(Loss) ) 06,m7) 05,444 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 Summa FY 14/15 FY 13/14 Partici.ation 325 300 350 Direct Costs $1,739 $2,952 $2,654 tailed' FR" Staff $6,771 $7,226 $6,794 Overhead Costs $857 $891 $488 ter. Gross Profit/ Loss $472 $1,653 ($998) { 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 Enrollments 157 199 199 s+ Direct Costs $3,027 $2,089 $1400 Indirect Costs FIT Staff $3,790 $3,485 $3,032 138 Moorpark City Council December 21, 2016 Page 4 Overhead Costs $481 $394 ' $170 Total Coss $7,298 $5,958 ,y4,+602 Gross Profit/ (Loss) _ ($1,497) ($169) $560 Net-Profit f(loss} x,768) f$4, MSM6 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 tle3, # 4 Direct Costs $1,000 $1915 $1,471 F/T Staff $5,404 $4,585 $4,331 Overhead Costs $340 $274 $208 Gross Profit/ (Loss) $1,026 $1,829 $2,483 lietPrariti(1: . _ *718) ? (r2,056) 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. 139 Moorpark City Council December 21, 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 44720 Direct Costs $3,255 $2,693 $3,013 Inthect Costs F/T Staff $5,085 $4,366 $3,328 Overhead Costs $644 $375 $267 ` x:0040 $8,984 $7,435 $6,608 Gross Profit/ (Loss) $140 $683 $707 Net Profit I(Loss) ($5,589) f$4, ($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 :ANISiY 'h" 'Y%I'fir' i r Direct Costs $2,901 $3,749 '«iK ' �......= .e F/T Staff $9,160 $5,910 Overhead Costs $775 $610 Total Costs #t K Gross Profit / (Loss) ($706) ($849) Net Profit I(Loss) ($10,641) ($7,364 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 SOO— $630 Direct Costs $164 $816 Indirect Costs 140 Moorpark City Council December 21, 2016 Page 6 FIT Staff $2,571 $2,267 Overhead Costs $401 $189 UAW SIM Gross Profit / (Loss) $466 ($186) Net Profit I(Lois) (�06) 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 si) PARTICIPANTS REVEME INESCRAPTIOPI 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 Partici•ation Total 16 228 159 'x...z ,._ .. ,. �... y.=_ ..3- ..__ ..._ - > 4� - mss,"•° Direct Costs $314 $1,361 $840 FIT Staff $10,893 $23,874 $17,155 Overhead Costs $1,668 $2,795 $2,139 '` V.11a T js,.L4 -w<._..>_.*s-=n..,�..ea'� _..--..�.__:. Gross Profit/ Loss ($254) ($865) ($389) 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 141 Moorpark City Council December 21, 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 Ampule *-� -: aratIable Not avaitabik, Direct Costs $0 S' Y 4i FIT Staff $10,893 Overhead Costs $1,640 uxw -i v. Soh i _� $. 4' - - + _,„.,,_____z_,, a '-, .. .-. m ,S a 1 xlv. , .,.. ': h. J ��' x. `,. Gross Profit/ Loss $0 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. 142 Moorpark City Council December 21, 2016 Page 8 Band Events FY 15/16 FY 14/15 FY 13/14 Participation (Total) N/A 41 100 0 3042 ` Direct Costs $117 $455 FIT Staff $2,171 $2,185 Overhead Costs $244 $286 Gross Profit/ (Loss) ($22) ($313) Recreation Classes Recreation Classes Summer Fall Winter Spring Total FY FY 14-15 FY 13/14 Financial Summa 2015 2015 15/16 2016 15-16 ce . m 7C * '.7.-.-5,,,f,-.7----,74.7,,,-,46./,-—� i _ Y _ a 19 _--r ' Classes Run 86 79 57 90 312 303 265 Classes Canceled 66 35 31 17 149 176 202 3 on Rate 43% 31% 35% 16% 31.25% 36.4 43_259b Enrollments 534 575 427 617 2153 2162 2028 Direct Costs $30,621 $45,303 $40,599 $42,996 $159,519 $156,086 $151,883 FIT 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 . � . A* 3 .. a '' —� _.Y9• e . 4,%'?S.. R•ex t ---,,--,x,., __,7,—.41,...„-7,,..,.. — -•_ Gross Profit/ (Loss) $13,779 $20,138 $14,121 $18,872 $66,910 $66,125 $58,851 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 143 Moorpark City Council December 21, 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 DAIRY 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 8:00 a.m.- Spring Camp Moorpark 3/28 -4/1, 6:00 p.m. $28-$36 3/14, 3/25 • - ; bar 1 Camp Moorpark Summer Fall Winter Spring Total Financial Summa 2015 2015 15/16 2016 FY 15/16 FY 14/15 FY 13/14 Partici•ants undu.licated 269 52 70 58 449 387 433 Total Enrollments 4235 99 260 168 4762 4,468 5,786 Averase Dail Attendance 95.3 16.5 26 24 39.65 41.6 48.8 t-T--, t77717-7:1 r.. Direct Costs $124,587 $2,203 $4,564 $2,813 $134,167 $129,108 $120,307 E n 4 � t om#`' ? [,tea,,. i swat 1::, r __ $ -`„' Y a•�s C'. [ �_- Y _.• ,. t 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 kIL711. ,...».�.. �'�aa�..- r:a �....,...3:..:;ip;' ��r�#��hs`:s' �rs.`F x.x.., cx �"��_ _.'' 'u` - ,.� Gross Profit/ Loss $34,436 $1,169 $3,345 $2,162 $41,112 $22,473 $65,032 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 144 Moorpark City Council December 21, 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 1 $8,500 $7,225 $7,650 $23,375 $27,625 $24913)' Direct Costs $4,269 $3,654 $3,994 $11,917 $13,785 $14,928 1 ii ect 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 ficial Costs - $11,139 $10,814 $11,102 $33,055 $36,530 $36,256,: Gross Profit / (Loss) 1 $4,231 $3,571 $3,656 $11 ,458 $13,840 $18,027 Profit 1 Loss ($2, ) LW_ ) ($3, ). ,600) 05I4 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 i $5,250 $3,750 $19 $19,5#0 n "%a'# Direct Costs $1,509 $2,171 i $1,890 $1,172 $6,742 $5,392 $8,109 FIT 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 3 - . Total Costs $7,013 Z $7,442 ., &_..; � 1 �.' a : Gross Profit / (Loss) $3,741 $3,829 $2,660 $2,578 $12,808 $14,158 $9,201 - Net Profit I (Loss) ($1,763) ($2,127) ($2,892) MOW) ($9,465) 04440) ($6 145 Moorpark City Council December 21, 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 $ $8,750i sr JJ- _. si I $7350 Direct Costs $2,405 $2,283 $4,688 $8,357 t FIT Staff $3,507 $3,507 $7,014 $9,642 $10,442 Overhead Costs $1,460 $2,294 $3,754 $5,595 $5,481 _ c Gross Profit/ (Loss) $1,445 $2,617 $4,062 $6,720 $10,183 � N 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 . .. e . ij Direct Costs $7,342 $5,827 $8,500 $5,721 $27,390 $20,744 $18,911 CLOS t , .:A if 4, ,T.,:,;14- ?.:;•15.-;-',A.'' . kms. FIT Staff $4,229 $4,229 $4,229 t $4,229 $16,916 $17,523 $19,695 Overhead Costs $4,615 $4,135 $5,724 $5,719 $20,193 $15,318 $13,794 146 Moorpark City Council December 21, 2016 Page 12 is t 'W - '° 1 Gross Profit/ (Loss) $3,597 $4,525 $6,578 $7,423 $22,123 $20,465 $21,577 11$1:40 6 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 147 Moorpark City Council December 21, 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 95.3 764 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. 148 Moorpark City Council December 21, 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 Receive and file report. Attachment 1 — Recreation and Active Adult Programs and Services Cost Recovery Policy 149 Resolution No. 2015-3378 Attachment 1 Page 145 B. Candidates for public office or their campaign committees. C. Elected officials. D. City Officials as defined in Section 2, except for the purposes of employee recognition, as permitted by Section 4.B. of this policy. 6. The High Street Arts Center General Manager shall file an annual report with the City Clerk with a copy to the City Council and City Manager no later than the first day of February of each calendar year, showing the documentation for all complimentary and discounted Tickets issued for the prior calendar year, including but not limited to the following: A. Name of organization or individual receiving complimentary Tickets B. Non-profit tax identification number for non-profit organizations C. Address of non-profit organization or other benefit verification documentation pursuant to Section 4.A. D. Quantity of Tickets Donated or Discounted E. Date of Ticket(s)donation or discount sale Policy 6.13 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: 150 Resolution No. 2015-3378 Page 146 "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 s food booths and arts and crafts booths) to participate in recreation programs. Grants: Funding received by the City from a public, private, or non-profit grant or subvention program. Advertising and Promotional Fees: Fees charged for advertisements placed in recreation publications, temporary program or facility naming rights, providing program or service equipment or supplies baring the promoter's name or logo, and providing ancillary items or printed materials baring the promoter's name or logo. 4. Program Categories Each recreation program and service offered by the Recreation Division shall be placed in a Program Category. A program shall be placed in the category that best defines the type, purpose, and structure of the program. Program Categories shall be defined as follows: A. "Community Event" shall mean a community-wide event that meets all of the following criteria: 1) benefits the community as a whole; 2) appeals to broad segments of the community; 3) is traditionally offered by a public agency; 4) 151 Resolution No. 2015-3378 Page 147 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, 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. 152 Resolution No. 2015-3378 Page 148 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: A. 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.) B. 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. C. 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. D. 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.) E. Level Five: Programs that provide primarily an individual benefit and are specialized or competitive in nature. 6. Cost Recovery Matrix In accordance with the Cost Recovery Levels, the following matrix has been developed. The minimum recovery indicates the percentage of costs that must be recovered in order to continue offering the program without modification. The target recovery indicates the percentage of costs that staff will attempt to recover through program fees and other revenue sources. 153 Resolution No. 2015-3378 Page 149 Direct Costs Division Indirect Costs Other Indirect Costs ARn"erum Target Mnimum Target Avirrum Target Programs and Levels Recovery Recovery Recovery Recovery Recovery Recovery Level One: Includes: Community Events(A) 25% 100% 0% 25% 0% 0% Vital Services (I) Level Two: Includes: Special Events(B) 50% 100% 0% 50% 0% 0% Special Interest Groups(J) Level Three: Includes: Day Camps (D) 100% 100% 50% 75% 0% 0% Youth Sports Programs(G) Level Four: Includes: Recreation Classes and Specialty Camps(E) 100% 100% 75% 100% 0% 25% Adult Sports Programs(F) Level Five: Includes: Other Events (C) 100% 100% 100% 100% 50% 100% Tournaments and Competitions (H) 7. Cost RecoveryImplementation 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. 154 Resolution No. 2015-3378 Page 150 F. Programs that exceed target cost recovery will be reviewed to • determine whether or not fees should be decreased, the program should be placed in a different Program Category or Recovery Level,or other action is needed. G. An annual report will be presented to the Parks and Recreation Commission by October 31 and to the City Council by December 31 each year summarizing the programs offered during the prior fiscal year and whether cost recovery goals for each program were met. 8. Right of Exclusion • The City Manager is authorized to exclude individual programs from the Cost Recovery Policy. Said programs shall be budgeted as approved by the City Council. Said programs shall not be required to meet Cost Recovery requirements and may operate below recovery levels for the program category, or without revenue sources. Policy 6.14 Public Art in New City Public Facilities 1. Purpose The purpose and intent of this policy is to ensure that the City of Moorpark's public facilities include public art as a feature of the exterior or, in some cases, the interior building design. Consideration for the placement and type of public artworks shall be considered during the concept design phase of all new City public facility projects. The Arts Commission (Commission) shall consider placement and type of public art and make a recommendation to the City Council prior to the Council's consideration of the final design concept for the artwork. The artwork design concept for a City public facility mayinvolve a theme about persons or groups of persons, historic sites, cultural representations; style (such as sculpture or mural); and medium (such as metals, concrete, rock or paint).Artworks are as defined in City of Moorpark Municipal Code, Chapter 17.50.020. 2. Artwork Site Selection Planning Staff shall consult with the Commission during the early stages of new public facility project development regarding site planning and possible placement of artworks. 3. Project Funding, Administration, and Management Costs for each public art project shall be included in the capital improvement budget for each new public facility in an amount not less than one (1)percent of the facility's total building valuation excluding land value and off-site improvements. The primary source of funding for public art projects at new public facilities shall be the same as the funding source for the facility. Supplemental funding may be provided from the Art in Public Places Fund(Fund)or other sources as authorized by the City Council. This Fund is considered finite, since future private developments are limited. 155