1997-10-23 Agenda & Packet - Laserfiche WebLink

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Computer Software Team of Authorities • Page3 September 15, 1997 IN EVALUATING OUR PERMIT PROCESS . . . . I reviewed the 1997 athletic field requests, and field demands, and found that the city has ample fields and times for practices and games. (This has also been affirmed in the athletic facility study currently being done throughout the school district). It is my prediction that we would schedule practices and games for city sponsored adult and youth teams and give designated fields to the associations to use as schedule as they see fit, the need for field permits would be drastically reduced. Saturdays and Sunday athletic practices could be on a first come, first serve basis because the use of fields on weekends is minimal which would reduce the number of permits. The need for reservations would be for community resident requests Mondays through Fridays and since the majority of this time would already be scheduled, there would be minimal reservation permits to process. A change in the way that athletic fields are reserved would result in minimal administration time by staff Therefore staff time and need for an expensive software system would be minimal as well. The way that field permits are issued (as a package, already scheduled games and practices, association participation in scheduling), will reduce staff time necessary for field permits moreso than the method of how a permit is recorded, computerized or manually. Therefore, rather than • paying for an expensive windows version of RecWare facility management, it may be feasible to try a new way of administering field reservations, with the anticipation that a different way of field distribution will negate the need for an expensive software system. OPTIONS TO CONSIDER: There are two options available to the City. One option is to change the way athletic field reservations are administered by providing pre- determined practices and game times for both city sponsored youth and adult leagues and designate fields for associations' use - to be scheduled by the associations themselves. Any additional field reservations which would be minimal would be entered to a schedule manually- similar to neighboring communities procedures. This would provide for easy and quick reservations, customer friendly permit forms, and flexibility to request assistance from temporary workers or receptionists. There is no cost to this option. The other option is to maintain current procedures which would be to continue to schedule all fields for all users by computer, but provide a more efficient way of using the computer system with windows. This will require the purchase of an updated version of windows Recware and upgraded hardware necessary for software efficiency making the current reservation system more user/customer friendly, negating the current problems of inconvenience of getting in and out of programs which hinders the productivity of stag and to make the process as quick and versitile as •the manual procedure would be. The cost of this option is estimated at S6,160.