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HomeMy WebLinkAboutAGENDA REPORT 1995 1004 CC REG ITEM 11ATO: FROM: r'.C'w' ITEM CITY OF MOORPARK AGENDA REPORT The Honorable City Council Christine Adams, Director of Community Servi DATE: September 22, 1995 (Meeting of October 4, 1995) SUBJECT: Consider Moorpark High School Band Boosters Request to use Arroyo Vista Community Park for their Tournament of Bands Event on October 21 1995 On August 25, 1995, the City received a request from the Moorpark High School Band Boosters to reserve Arroyo Vista Community Park (park area) for the first annual Moorpark High School Tournament of Bands, on October 21, 1995, from 8 am - 10 pm. The Band Boosters have informed the City that they may not need to use the Park or parking lot until after 12 noon, depending on the number of bands that participate. They will be hosting between 10 and 25 bands and color guards from Southern California, and it is expected that there will be over 2,000 spectators at the event. According to Mr. Tony Aguirre, who has made this request as president of the Band Boosters, all of the fields at the high school, in addition to the stadium, where the main performances will be held, will be utilized that day to accommodate all of the band members as they warm up and prepare for their individual performances. Spectator parking will be accommodated at the various high school parking lots and also at Mountain Meadows School and Arroyo West School. The Band Boosters have requested use of the west end of the Park for staging of the bands, as the park has a convenient link to the entrance to the football field, via the access road. There has been no request to use Arroyo Vista Recreation Center. Mr. Aguirre has informed staff that the park parking lot will only be used for band participants, and that those band members arriving by bus can be dropped off at Arroyo Vista Community Park, near the Recreation Center, and after dropping off band members, the buses can park over at one of the elementary schools. The band members will then march single file up the sidewalk along the access road to enter the stadium for their performance. The access road would only be used if parking for spectators cannot be accommodated at the other available locations. This clarification was provided on September 12, 1995, after the initial letter of request was received. On October 21, the park will be open from 10 am until 6 pm. City staff is not scheduled to be at the park until 10 am. There would be a need to assign a staff member to be present from 8 am - 10 am and from 6 pm - 10 pm to monitor the park. Recently, Moorpark Express Soccer hosted a regional tournament at Arroyo Vista Community Park for two and a half days over Labor Day weekend, and paid the City a lump sum of $1,000, for use of the fields, additional staff time, and use of the Recreation Center restrooms. In the past, the City has charged the School District $125 for a permit fee for the use of the park access road, which covers administrative time to process the permit, as well as a $200 deposit (see attached Conditions of Approval, dated September 8, 1994). For the Tournament of Bands, staff would recommend that in addition to this fee, the Band Boosters should be charged $150.00 for staff time from 8 am - 10 am, and from 6 pm - 10 pm (6 hours at $25 per hour), and $200 fee for use of the park, as there will be several hundred band members gathering on the park turf throughout the day, and this is a comparable charge to what is charged to a large group reserving a City park for a large picnic. The previously adopted policies by the City Council on September 7, 1994, for use of the access road for activities at Moorpark High School, state the following: 1. Permits shall be granted for only those events for which Moorpark Unified School District is the sole sponsor. As this is a district function, the District will be required to provide the City with a certificate of insurance and a hold harmless agreement prior to the event date. 2. High School and District personnel shall be required to be directly responsible for the administration, implementation and compliance to all Conditions of Approval of any such permit. As this is a District sponsored activity, the Conditions of Approval used for high school football games apply. 3. No parking of vehicles shall be permitted on Tierra Rejada Road. 4. Parking on Mountain Trail Street shall be restricted to the west side of the street between Tierra Rejada Road and Summerglen Court. There has been no request for parking on Mountain Trail for this event. UI.36 5. Parking on the Arroyo Vista Community Park access road shall be permitted only during periods when such use does not interfere with the use of the park. There will be AYSO soccer games that day, as well as Open Gym and some City sponsored contract classes at the Recreation Center. When parking has been permitted on the access road it has been limited to only a portion of the south side due to the configuration of the access road. As there will be AYSO soccer, as previously mentioned, staff has a further concern regarding traffic and parking. If parking is approved on a portion of the access road, staff recommends that the City require the Band Boosters to make arrangements for traffic and parking cadets along the access road and the park parking lot to insure appropriate circulation. Some of this concern may be mitigated if the band event does not begin until after 12 noon, as most AYSO games are completed by 4 pm on Saturdays. The total reservation fee for this event, is recommended to be $475, which does not include the $35 permit fee for use of the west side of Mountain Trail Road adjacent to the high school. If this use is requested, the $35 fee would be in addition to the $275.00. Staff at this time has spent approximately 9 hours on this issue, which exceeds the two hours of staff time normally used to process a use permit of this type. The School District would need to provide the City with an indemnification and certificate of insurance for $1 million naming the City as additional insured. The Band Boosters are requesting a waiver of these fees, as this is a fund raising program for the Band. RECOMMENDATION Approve use with the following recommended fees and conditions: 1) $150.00 (6 hours at $25 per hour), plus a $200 deposit for staff costs; 2) $200 for park reservation fees; 3) No parking along the access road until after 4:00 p.m. A $125.00 permit fee will be required for parking on the access road, from a point approximately fifty feet (501) east of the turn at the west end of the road, easterly to a point approximately fifty feet (50') west of the interior park security gate located at the access road median, as outlined in the Conditions of Approval; 0OU13 4) If use is requested for this event, parking on the west side of Mountain Trail Road adjacent to Moorpark Memorial High School between 12 noon and 10 pm is approved. Signs must be covered one hour prior to event, and removed within one hour after event. A $35 permit fee is required; 5) One half of the west paved park parking lot to be made available for parking for this event between the hours of 8 am and 6 pm. The entire west paved parking lot to be made available after 6 pm. The fee for this is included in No. 1 above. We Moorpark High School Band Letter, August 25, 1995 Conditions of Approval, September 8, 1994 Moorpark ?- ig4 #r4001 V anb Tutor (finarb Vomitus 4500 N. cTirrra iRejaha Etrah, Moorpark, CIA 03021 (8115) 378 - 6305 August 25, 1995 The City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Attention: City Council Members Dear City Council Members: I am Tony Aguirre, President of the Moorpark High School Band and Color Guard Boosters Association. I am writing this letter to invite the City of Moorpark to the 1995 Moorpark High School Tournament of Bands. This will be Moorpark High School's first ever field show. As a member of the booster organization for seven years I have assisted in the soliciting of donations from organizations and companies within Moorpark. However, many sponsors have never seen the Moorpark High School Band and Color Guard perform. This field show will give them the opportunity to witness and appreciate their investment. This field show will allow the community to see how well the City of Moorpark continues to support the fine art programs. In an era where such programs are facing drastic cutbacks, Moorpark will shine as a city that supports its young adults in their musical interest. The community of Moorpark will be filled with a sense of pride and honor when they see the Moorpark High School Band and Color Guard take the field and fill the high school stadium with music. On behalf of the boosters, I am requesting that the City of Moorpark reserve the use of Arroyo West Park for October 21, 1995, between the hours of 8 a.m. to 10 p.m., and waive any associated fees. Since the Moorpark High School Band and Color Guard Boosters is a nonprofit organization all the funds from this event will be used to support the many needs of the high school band and color guard students the funds from this event are desperately needed, to continue to sustain the band program. Unless the City of Moorpark waives the fees and allows the boosters the use of the park, it will make it difficult to accommodate the 2,000 to 2,500 spectators we are expecting. Since the entrance area to the Moorpark High School football field is connected via the access road to Arroyo West Park. I am requesting that the City of Moorpark grant us the privilege to use the above - mentioned areas. Because the access area and park will provide the main entrance and exit for all bands that will perform on the football field. It's a critical and important aspect for the field show's success. We are certain that you will agree that this event will allow a chance of a lifetime for the community of Moorpark to observe many award - winning Southern California bands, as well as the remarkable Moorpark High School Band and Color Guard. I hope you will find this an exciting and worthwhile event and one you will choose to support. The boosters and the band and color guard students are working diligently to make this an educational as well as an entertaining event for the whole community as we fill the City of Moorpark with the sounds of music. Again, let me invite you to join us for this year's 1995 Moorpark High School Tournament of Bands. I assure you that you will see a spectacular band and color guard show. If you have any questions regarding our request, please feel free to contact me at (805) 529 -3024 or (805) 582 -3816. Sincerely, Mr. Ton Y g A uirre cc: Ms. Chris Adams Director of Community Services (1111)(31.40 CONDITIONS OF APPROVAL FOR PERMIT TO ALLOW OVERFLOW PARKING IN ARROYO VISTA COMMUNITY PARK FOR MOORPARK HIGH SCHOOL FOOTBALL GAMES. 1. This permit is valid for the following dates and times: DAY DATE FROM TO Friday September 8, 1995 6 pm 10 pm Friday September 15, 1995 6 pm 10 pm Friday September 22, 1995 6 pm 10 pm Friday October 13, 1995 6 pm 10 pm Friday October 20, 1995 6 pm 10 pm Friday November 3, 1995 6 pm 10 pm Failure to comply with the requirements of these Conditions of Approval will result in the revocation of this Permit. 2. High School faculty or administrative staff shall be responsible for the administration of the requirements of this permit. The responsible party or parties shall be provided with a pager to enable City staff or police easy and timely access. The name of the responsible party, as well as the pager and other contact telephone numbers, shall be provided to the City prior to September 8, 1995. 3. Parking shall be permitted on the south side of the park access road from a point approximately fifty feet (501) east of the turn at the west end of the road, easterly to a point approximately fifty feet (501) west of the interior park security gate located at the access road median. A sign shall be placed at the easterly limits of the approved parking area to read as follows: "NO FOOTBALL PARKING PERMITTED BEYOND THIS POINT." 4. All parking restriction signs on the park access road shall be covered by district personnel immediately prior to the above stated permit times. All sign covers, along with any tape or other means of attachment shall be removed from all parking restriction signs and poles immediately after the above stated permit times. 5. At the conclusion of the event, the applicant shall be responsible for locking the westerly park security gate with temporary locks. The applicant shall confirm that everyone (including both football spectators and park patrons) has left the park facilities. The temporary locks and keys will be provided to the applicant by the City the day of each event. The temporary locks will be removed from the gates by the City the day following each event. r � , 6. NO PARKING SHALL BE PERMITTED ON TIERRA REJADA ROAD. The parking restrictions on this street shall remain in full force and effect. 7. The District shall provide the City with an Insurance Certificate in a form approved by the City's Risk Manager, indicating that the District possesses liability insurance coverage with policy limits of at least one million dollars. Said Certificate shall name the City as "ADDITIONAL INSURED." 8. The District shall pay the City a Permit fee of $125.00 per use. In addition, the District shall pay a $200 deposit to cover possible future City costs related to the enforcement of these conditions. PARKING LOT: If the applicant elects to use the Arroyo Vista Community Park for parking for the requested events, the requirements of Conditions 10 through 14 shall be met: 10. Parking in the Arroyo Vista Community Park parking lots shall be restricted to the approved and designated portion of Parking Lot No. 1 (the west lot). 11. The City shall have locked the gate at the east end of the paved access road to prevent vehicles from proceeding into the park on the gravel access road. This gate shall be locked at 7 p.m. as posted. 12. The sign required by Condition #3 shall be relocated to the end of the paved road. NO PARKING shall be permitted between the easterly end of the area approved in Condition Number Three and the park parking lot. 13. The applicant shall make arrangements with the Moorpark Police Department to have a Sheriff Deputy provide traffic enforcement, parking enforcement and park security during each event. The cost for said parking enforcement and security services shall be paid by the School District. Proof of payment of a deposit to cover such costs shall be provided to the City prior to September 8, 1995, and said payment shall be confirmed by the Sheriff's Department. 14. At the conclusion of the event, the City (or Sheriff's Deputy) shall lock the easterly park security gate (see Exhibit 'A'). Supplemental —Conditions: Mountain Trail Street- The use of Mountain Trail Street for the parking of vehicles has not been requested by the applicant. If such use is requested by 13 I it, 4 the applicant and approved by the City, the following supplemental conditions shall apply: 15. Vehicle parking may be permitted on the west side of Mountain Trail Street from a point approximately fifty feet (501) north of Tierra Rejada Road, northerly to a point approximately fifty feet (501) south of Summerglen Court. All parking restriction signs on this segment of the street shall be covered by district personnel immediately prior to the above stated permit times. All sign covers, along with any tape or other means of attachment, shall be removed from all parking restriction signs and poles immediately after the above stated permit times. U AJ-1 3