HomeMy WebLinkAboutAGENDA REPORT 2017 1115 CCSA REG ITEM 10F ITEM 10.F.
CITY OF MOORPARK,CALIFORNIA,
City Council Meeting
11-15-10/7
MOORPARK CITY COUNCIL ACTON!:
AGENDA REPORT
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director J 1--.
PREPARED BY: Stephanie Anderson, Recreation Services Manager
DATE: November 7, 2017 (CC Meeting of 11/15/17)
SUBJECT: Consider Supporting the 2018 Groundhog Day Run Event and
Letter of Agreement to the Moorpark Unified School District for
the Event
BACKGROUND
In 2013, the Groundhog Day run event was initiated to benefit Moorpark High School's
cross country and track programs. The Groundhog Day run has includes two runs; a 5K
chip timed run starting and finishing at the Moorpark High School (MHS) stadium, and a
"Catch the Groundhog" one mile fun run for children ages 11 and under held on the
MHS track with medals for all participants. Post-race festivities have included an awards
ceremony with medals for the top three finishers in each age group, raffle prizes,
refreshments, and local vendors. Each year since its inception, well over 300 runners
have participated in the event. Last year, 372 runners participated in the 5K race.
DISCUSSION •
This year's Groundhog Day run is scheduled on Saturday, February 3, 2018. In addition
to the 5K run and the children's fun run, the Moorpark Unified School District (MUSD)
would like to add a 10K run, using the newly opened recreational trail at Arroyo Vista
Community Park (AVCP) for a portion of the 10K run. The 10K runners will use the trail
between approximately 8:30 to 10:00 a.m. Staff recommends allowing MUSD to use
the trail between 8:00 a.m. and 10:30 a.m. in order to allow sufficient time for volunteers
to report to their assigned locations, and to set-up and remove any signs and traffic
control devices.
Moorpark Municipal Code (MMC) 12.16.160 (Requirement and enforcement of park
rental permits) states that rental permit requirements will be established by City Council
resolution. City Council resolution 2016-3528 (Rules and Regulations Governing City
Park Rentals), Section 4.1 (Park Rental Permits Required), states that a park rental _
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Honorable City Council
December 6, 2017
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permit is required for groups of 25 or more at AVCP, as well as for any fee-based
activities. It is anticipated that the 10K will include far more than 25 participants, and a
registration fee is charged to participate in the run, therefore both of those conditions
would apply to use of City park facilities for the 10K portion of the run. However, there is
currently no rental fee established for trails, and for practical reasons, rental permits for
trails have not been issued.
Although the AVCP loop trail cannot be rented by MUSD for the 10K run through the
normal rental permit process, MMC 12.16.170 (Park use agreements) gives the City
Council the authority to enter into a written agreement so long as such agreements are
consistent with the provisions of Chapter 12.16 (Parks and Open Space) of the MMC.
Currently, the City co-sponsors the Rotary Club of Moorpark Noontime's Mammoth Run
event, which is held on the Sunday after Country Days. The Mammoth Run starts and
finishes at Mammoth Highland Park. This collaboration has proven successful for the
past several years.
In the same vein, staff recommends supporting the 2018 Groundhog Day Run event by
entering into a park use agreement with MUSD for use of the AVCP recreational trail.
Granting use of AVCP for the Groundhog Day Run event is an excellent opportunity to
work cooperatively with MUSD, promote health and fitness activities in the community,
and highlight the recreational trail at AVCP.
In order to use the AVCP recreational trail, MUSD will need to meet certain conditions,
including providing proof of insurance, providing crossing guards and traffic control staff
for the park areas affected by the run, and providing directional signage for the event.
Staff has prepared a draft Letter of Agreement between MUSD and the City outlining
the terms of the agreement.
It should be noted that MUSD is already required to secure an encroachment permit
from the City for the portions of the run on City property other than AVCP, including
public streets.
FISCAL IMPACT
Staff does not anticipate that there will not be any direct costs associated with the use of
the park for the event. However, the Letter of Agreement requires MUSD to reimburse
the City for all direct costs, if required.
STAFF RECOMMENDATION
Support the 2018 Groundhog Day Run event and approve a Letter of Agreement with
Moorpark Unified School District, as outlined in the staff report, subject to final language
approval of the Agreement by the City Manager.
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Honorable City Council
December 6, 2017
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Attachment:
Letter of Agreement
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CITY OF MOORPARK
_etaso-,V ��� PARKS,RECREATION&COMMUNITY SERVICES DEPT. I 799 Moorpark Avenue,Moorpark,CA 93021
40� Main City Phone Number(805)517-6200 I Fax(805)532-2550 I moorpark@moorparkca.gov
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December 6, 2017
Dr. Kelli Hays, Superintendent
Moorpark Unified School District
5297 Maureen Lane
Moorpark, CA 93021
Subject: Letter of Agreement for the Groundhog Day Run on February 3, 2018
Dear Dr. Hays,
This letter is to confirm the City of Moorpark's (hereinafter "City") support of Moorpark Unified
School District's (hereinafter "MUSD") Groundhog Day Run (hereinafter "Run") event to be
held on Saturday, February 3, 2018, and to grant use of the Arroyo Vista Community Park
(hereinafter"AVCP") recreational trail.
The terms of the park use shall be in accordance with Moorpark City Council's action on
December 6, 2017.
City agrees to:
1. Grant use of the AVCP recreational trail between the hours of 8:00 a.m. and 10:30
a.m. for a portion of the 10K run.
2. Notify the public through the City website and recreation software e-blasts regarding
the Groundhog Day Run use of the AVCP trail on 2/3/18.
MUSD agrees to:
1. Apply for and receive an Encroachment Permit from the City of Moorpark Public
Works/City Engineer Department.
2. Provide the City with a site diagram of AVCP recreational trail portion of the 10K run,
including any proposed signage, water stations, traffic control measures, and
equipment locations, no less than thirty (30) days prior to the event date. Site
diagram must be approved in writing by the City Parks and Recreation Director.
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JANICE S.PARVIN ROSEANN MIKOS,Ph.D. KEN SIMONS DAVID POLLOCK MARK VAN DAM
Mayor Councilmember Councilmember Councilmember Councilmember
2017 Letter of Agreement, Moorpark Unified School District Groundhog Day Run
2
3. Provide a minimum of four (4) crossing guards to assist pedestrians at the following
areas:
a. The intersection of the park access road and parking lot A.
b. The intersection of the trail and the two parking lot entrances at Parking lot B.
c. The intersection of the park access road and the recreational trail near
parking lot C.
Crossing guards must be at least eighteen (18) years of age and equipped with a
reflective vest and stop sign.
4. Provide no less than three (3) staff or volunteers to monitor use of the AVCP
recreational trail from 8:00 a.m. until the last runner has exited AVCP.
5. Post "NO RUN PARKING" signs at the entrance to AVCP, exact locations to be
determined by City Parks and Recreation Director.
6. Procure, and thereafter maintain in full force and effect at MUSD's sole cost and
expense, the following types and amounts of insurance: A general liability insurance
policy written with a company acceptable to City and authorized to do business in
the State of California. Such policy shall provide for a minimum coverage of One
Million Dollars ($1,000,000) for bodily injury or death of any person or persons in any
one occurrence, and One Million Dollars ($1,000,000) for loss by damage or injury to
property in any one occurrence and shall include automobile coverage. The policy
shall contain a provision providing for a broad form of contractual liability. The policy
or policies shall be written on an occurrence basis. The policy shall name the
Moorpark Unified School District as the insured and the City of Moorpark as an
additional insured. MUSD shall furnish City evidence of all insurance policies
required by this Agreement in the form of a Certificate of Insurance and additional
insured endorsement.
7. Reimburse City for all direct costs, including but not limited to non-management staff
costs within ninety (90) days of the event.
Indemnification and Hold Harmless:
The Moorpark Unified School District (MUSD) hereby agrees to indemnify, defend (with
counsel reasonably acceptable to City) and hold harmless the City, and any and all of its
employees, officials, volunteers, and agents from and against any liability (including liability for
claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory
proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened,
including attorneys' fees and costs, court costs, interest, defense costs, and expert witness
fees), to the extent same are caused in whole or in part by any gross negligence or wrongful
act, willful misconduct, error or omission of MUSD arising in whole or in part from MUSD's
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2017 Letter of Agreement, Moorpark Unified School District Groundhog Day Run
3
officials, volunteers, contractors, agents, and run participants participation in the Groundhog
Day Run event.
City does not and shall not waive any rights that it may have against MUSD by reason of this
Section, because of the acceptance by City, or the deposit with City, of any insurance policy or
certificate required pursuant to this Agreement. The hold harmless and indemnification
provisions shall apply regardless of whether or not said insurance policies are determined to
be applicable to any losses, liabilities, damages, costs, and expenses described in this
Section.
Please sign where indicated below and return both original signed copies of this letter to the
City to acknowledge your acceptance of this agreement. A fully executed copy will be returned
to you.
We appreciate your desire to serve the community and promote health and wellness in
Moorpark.
SIGNED:
Dr. Kelli Hays, Superintendent Date
Moorpark Unified School District
Steven Kueny, City Manager Date
City of Moorpark
•
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