12/16/2004 Agenda & Packet - Laserfiche WebLink

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Item No: 10J Meeting Date: 11/22/04 Type of Business: CB City of Mounds View Staff Report To: Honorable Mayor and City Coupc' From: Kurt Ulrich, City Administrator Item Title/Subject: Consider Purcha e of Recreation Software Background: Over the last several months, the YMCA Advisory Committee has been reviewing the benefits of purchasing software for the administration of the City's recreation programming and facility rental. The Advisory Committee has recommended purchase of the software indicated in order to improve the operation of the City recreation program. Discussion: After checking with several cities it was determined that a product known as RecNet would best suit the needs of the City of Mounds View recreation program. The major benefits of purchasing the use of such software would be: Customers could: • View Recreation programs and availability online • Sign up for programs from the convenience of their home or office • Have an account that shows what classes they have signed up for, and all the information regarding length of program, instructor information, etc. • View availability of Community Center Rooms, Park Shelters, Ball Diamond, Soccer Fields • Ability to use credit cards to pay for program registrations online with fee • Receive receipts for program registration as email attachments • Receive team/class rosters as email attachments City Recreation Staff could: • Process transactions from any computer with an Internet connection • Process Activity Registration, Facility Reservation, and Membership Sales • Process multiple transactions on one receipt • Ability to accept cash, check, or credit card payment • Online registration would decrease staff time in processing registrations • Have the ability to send rosters/receipts to participants and coaches via email • Greatly reduce the time spent printing receipts, mailing letters to coaches/participants/community center user groups • Ability to print mailing labels or send broadcast email to participant database • Ability to print class rosters and facility reservation schedules • The increased efficiency in processing reservations and registrations would leave more time for staff to concentrate on other tasks Budget Impact: The City will pay an initial $2,400, plus and estimated $3,000 per year (in individual transaction costs) to provide the services listed. • The initial Onsite training cost for five users is $2,400. • A RecNet trainer will come to our facility and provide 2 full days of training