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HomeMy WebLinkAboutAGENDA REPORT 1993 1201 CC REG ITEM 11FrARK. CAUFORNA Council Meetng 199,3 i ON: FROM: DATE: SUBJECT: BACKGROUND ITEM CITY OF MOORPARK AGENDA REPORT The Honorable City Council Christine Adams, Director of Community Servicv'� November 12, 1993 (Meeting of December 1, 1993) • • - �- •nni- �i • •n - _I� - - • Commission for d•• •• m This program has been used successfully in other communities. It was proposed by Parks and Recreation Commissioner U1is- Judd as a program that could potentially save the city maintenance costs by having individuals and groups providing volunteer labor and donated materials to enhance the existing parks. Commissioners Ulis -Judd and Stratton agreed to serve on a Commission committee to prepare a policy statement on the Adopt a Park program for review and adoption by the City Council. To assist them with their discussion, staff identified the following issues, and asked some key questions, designed to stimulate discussion and generate the policy document. 1. What is the function of Adopt a Park? Are we looking for community assistance in general maintenance of the parks? Are we seeking to establish a "Neighborhood Watch" type of ownership, where those who adopt the park are merely responsible for keeping an eye on the park? Do we have specific projects in mind for each park? Who determines what ~he projects are and who establishes the priority of t1-ese projects? 2. Who manages this program, Does each request for adoption need to be formally approved by the Commission, or can staff accept volunteer assistance as an administrative procedure and keep the Commission and Council posted of the requests that come in? Who determines if a project is unsuitable or inappropriate for the park? 3. Do we advertise this program? Do we take the staff time to put together some sort of brochure letting people know that the City welcomes park adoption in various forms? How is this disseminated? Who gets a brochure? What does it say? If we don't do this, then any adoptions are initiated by groups or individuals, which may not occur too frequently. 4. How is adoption recognized? Would we place plaques in the park acknowledging adoption? How are these financed? How much does a person or group do for a park to be recognized? Below are some examples of ways an Adopt a Park program could function. Each is unique but all could be considered part of the program. a. The Kiwanis Club has offered to water treat and seal the play equipment at Peach Hill Park on an on going basis. Treatment should be done twice a year. The city would provide the water sealant and brushes. Therefore, this would only be a savings of staff time. They have indicated that they would like some sort of recognition in the park. b. A high school boy who is attempting to earn his Eagle Scout designation has offered to recruit and supervise volunteers to plant trees at Arroyo Vista Community Park. City staff feel that this would be fine, with the exception that staff would need to dig and prep the holes and closely supervise other aspects of the project in order that the trees are planted correctly and don't go into shock and die. This project would probably not save the city any costs in staff time. C. Girls Softball has indicated that they would be willing to finance and improve the north ballfield at North Meadows Park, with donations and volunteer labor from their participant families. Girls Softball has further indicated that they would not seek to have exclusive use of this improved field, but would do it so that the city would have another field which could be used by the community. Obviously, Girls Softball will be able to expand and enhance their program by improving this field, and they see the direct. benefit. d. The parents of the little boy who turned 10 on the City's 10th birthday want to donate a tree to the city in the name of the boy. I suggested that they donate a Moorpark apricot tree to be added to the memorial grove at Arroyo Vista Community Park. What do we do with similar requests for memorial trees or trees honoring birthdays, wedding anniversaries, etc.? One possibility would be to incorporate their names in the city tree inventory map, which is being developed by staff. With these questions to guide them, the Committee of Commissioners Stratton and Ul.is -Judd prepared a conceptual plan for the program. Staff worked with the Commission on the draft policy that would serve as a guide when developing such a program The committee first identified long and short term goals. Long Term Goal To establish an on -going support network for parks and recreation programs. To establish a Benefactors Program for major Park Improvements and to establish Annual Sponsor Program for major special events. Short Term Goal To develop public policy. ';b develop a list of interested parties and to identify a test project site. The Committee also spent time discussing the issue of supervision and staff time. The committee recommended a procedure whereby an application process is followed, and staff, upon receiving an offer of volunteer labor or donation, would review the project: and rate it in accordance to City Council established priorities as well as those projects which had an urgency (such as repair work to a playground structure). Staff recommends the following policy, based on the input from the Committee: ADOPT A PARK. Policies and Procedures 1. The Adopt a Park Program shall be managed and supervised by the Director of Community Services for the City of Moorpark. 2. The Adopt a Park Program shall provide a method for individuals, non - profit organizations, schools, and /or businesses to provide voluntary assistance and /or financial support for the maintenance and improvement of city parks. These projects can include, but are not limited to: replanting flower beds or trees in a park, painting or refinishing play equipment, litter control, and financing and /or providing labor for City Council approved park improvements. Adult volunteers would be covered under the City's workers compensation program while providing service to the City, and would be required to sign appropriate forms with the City related to workers compensation. Minor youth would also be covered, when the appropriate form is signed by a legal parent. or guardian. 3. The Adopt a Park Program shall also provide a means for individuals and neighborhood groups to voluntarily monitor and observe city parks and report to the Department of Community Services any signs of vandalism and /or graffiti within the city parks. This volunteer monitoring of city parks would be structured in a similar nature to the Neighborhood watch program, which has been designed by law enforcement. Persons volunteering in this capacity would be identified by the City and would provide informal reports to the Department of Community Services as problems and situations arise at the park which they have chosen to monitor. City staff would provide a formal orientation for volunteers regarding customer service and current city policies and ordinances for the city parks. 4. The Department of Community Services will evaluate all Adopt a Park Program proposals and recommend implementation of each proposal in priority order as the proposals coincide with the annual goals and objectives of the City Council. Staff will calculate administration and supervision time needed by City staff to complete the project. City staff will authorize all minor projects (such as planting trees or flower beds), and will prepare regular reports to the Parks and Recreation Commission and the City Council regarding on- going volunteer projects. All capital improvement projects will be formally presented to the Parks and Recreation Commission for recommendation and to the City Council for approval prior to authorizing any notice to proceed. 5. Recognition for completed projects shall be handled on a case -by -case basis, based on the scope of the project. Voluntary park monitoring will be recognized with the City's proposed annual volunteer recognition program. The Parks and Recreation Commission voted at their meeting on October 11, 1993 to recommend adoption of this policy by the City Council. ;&AGISILI o r4� M• Approve the program and adopt the draft policies and procedures.