HomeMy WebLinkAboutAGENDA REPORT 2004 0901 CC REG ITEM 10DTO:
FROM:
DATE:
SUBJECT:
BACKGROUND
ITEM 10. D.
CITY OF MOORPARK, CALIFORNIA
City Council Meeting
MOORPARK CITY COUNCIL Of q- /-o�00ff
ACTION:
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AGENDA REPORT ���,, e _ A, t _
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Honorable City Council
John Hartnett, Recreation Managero o
August 20, 2004 (CC Meeting of September 1, 2004)
Consider Purchase of Online Registration Software
System for Recreation Programs
The City Council's approved FY 03/04 Goals & Objectives included
the implementation of online, internet registration capabilities
for recreation programs. This item was removed from the FY 04/05
Goals & Objectives in anticipation of completing the project
early in the fiscal year. Additionally, online registration has
been a particular interest of the Parks & Recreation Commission,
as well. Over the last several years, the City has used Sierra
Digital's RecWare system to process class and program
registrations, and park and facility reservations. RecWare is
now part of the Active Network, which has recently developed a
significant upgrade to the current RecWare system, called the
Safari Core System, which includes a component that allows
customers to register `online" through the Internet.
As part of the budget process for FY 2004/2005, the City Council
approved funding for the purchase of an upgraded registration
software system with internet capabilities. The Recreation
Division is now recommending the purchase of the RecWare Safari
Software System, including the Internet Registration component.
Staff proposes purchasing the system in the Fall of 2004, with
installation and training taking place in December 2004 and
January 2005, between the Fall & Winter program registration
periods. The total project cost is $16,667.
Honorable City Council
September 1, 2004
Page 2
DISCUSSION
Although there are other registration software systems with
online capability available to cities, staff's primary
consideration in pursuing the RecWare Safari system is that they
are the City's current vendor, and RecWare is offering a
significant upgrade to the existing system. The RecWare system
has remained functional and reliable and RecWare's customer
service support has been very good. Recreation staff have
reviewed the capabilities of the new Safari system, including
interviews with several cities currently using the new Safari
Software, as well as conducting a site visit with the City of
Santa Clarita in October 2003. Santa Clarita has been using the
Safari system for the past two years. Santa Clarita' s Community
Services Department reported that they were very pleased with
the capabilities of the software, and that it was a significant
improvement from its previous RecWare system. They provided
Moorpark staff with a "hands -on" demonstration of all the
system's capabilities. Based on comments provided by Santa
Clarita and the other cities, some of the many advantages the
Safari system provides are as follows:
• Facility and Registration components are integrated into
one program, which eliminates the need to switch programs,
consolidates reports, and saves several steps in
processing.
• Both Facility and Registration components are updated from
the RecWare system currently in use by the City, and have
many new features which make the programs faster and much
more "user friendly ".
• The Internet Registration component provides a real
convenience for customers to register from home, rather
than conduct mail -in or walk -in options. The possibility of
immediately obtaining a slot in a class or program is also
increased. Residents receive immediate information as to
the status of a class (open or full) and an acknowledgement
that their registration has been processed.
• Marketing capabilities are enhanced by upgrades to the
system. Staff would be able to promote programs via e -mail
to a customer database, as well as sort by various
categories (ex: age range, class categories, demographic
area, etc.). Mailing lists can target more specific groups
of customers.
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Honorable City Council
September 1, 2004
Page 3
In addition to the above, the Internet Registration capability
will reduce the work load of office staff, since the customer
will be entering the information directly into their own
computer, and potentially increase program registrations, due to
the convenience for the customer. It will also allow for credit
card and debit card integration which will save time for walk -in
customers by eliminating the need to run these items separately.
The Safari system will create a savings in postage and printing
costs of approximately $1,400 per year, since customer receipts
and promotional flyers can be e- mailed to customers, instead of
printed and mailed. A savings is also realized through the
elimination of the rental of a credit card machine ($360 /year)
and bank fees of 2.53 % per transaction. Total bank fee
transactions currently cost the City approximately $4,500 per
year. The RecWare Safari Payflow Pro system only charges a flat
rate of $60 per month for up to 1,000 transactions, and $.10
(ten cents) for each additional transaction beyond 1,000. In
2003, the Recreation Division processed 3,768 transactions,
averaging 314 transactions per month, with no single month
exceeding the maximum target of 1,000.
For online Internet Registration, customers will log onto the
City's website, but they will be directed to Active Network's
registration site via a link. It will appear seamless to the
customer. For the added convenience of online registration,
customers will be required to pay a processing fee of 6.5% of
the registration fee plus $0.50 (fifty cents) with a minimum
total fee of $2.00. The Active Network collects all online fees
and service charges for the City, and sends the registration
fees and accounting of online customers to the City twice per
month. The processing fee is retained by the Active Network. As
an example, if a customer registered online for a $35 class,
they would pay a processing fee of $2.27 (6.50) plus $0.50, for
a total processing fee of $2.77, payable to the Active Network.
If a customer were to cancel a registration at a later date, the
class fee would be refundable, but the processing fee would not.
Customers will still have the option of registering by phone,
fax, mail -in, or walk -in via credit card, and in these cases,
would not be charged the 6.5% processing fee. In the event the
City cancels a class, it will absorb the Active Network
processing fee, rather than the customer. It will be important
that City staff selectively offer the type of recreation classes
and programs of interest to Moorpark residents to minimize
cancellations.
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Honorable City Council
September 1, 2004
Page 4
It should be noted that the Active Network, as a third -party
business entity, does advertise with banner ads for other
products not associated with the City. The Active Network's
advertising policies are included with this report (Attachment
A) . Staff feels comfortable that this will not pose a problem
for Recreation customers.
The total cost for the RecWare Safari System is $16,667. The
breakdown of costs are as follows:
1. Safari Core System (includes Internet registration and User
Licenses) - $7,495
2. Software Applications (Activity Registration &
Reservation) - $1,995
3. Cash Drawer w /Computer Interface - $370
4. Worth Data Scanner Kit - $294
S. POS Receipt Printer - $865
6. Installation & Training - $2,500
7. Software Maintenance (annual contract - lst
8. Verisign Payflow Pro (set up fee) - $249
Total Cost: $16,667
Facility
year)- $2,899
Once the software has been purchased and is operational, the
City will only pay an annual fee of $2,899 for Software
Maintenance and Customer Support.
Although there is an online facility reservation component, the
City has opted not to purchase this additional component.
Facility rentals typically require interfacing with the customer
to review requirements for insurance, number of participants,
rental categories, and other details that will enable staff to
determine what park or facility would meet the customer's needs.
Most cities currently using the RecWare Safari system do not use
the online facility component for the reasons indicated.
The Safari software has a life expectancy of at least 10 years.
The original RecWare software was developed in 1992, and there
are still 600 users of the program in 2004.
The City's Administrative Services Department has also
researched the technical and financial aspects of the RecWare
Safari system, and feel it would be a worthwhile upgrade for the
City.
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Honorable City Council
September 1, 2004
Page 5
Options to consider in lieu of purchasing the new RecWare system
would include:
• Remain status quo, continuing to offer registration &
reservation processes via walk -in, mail -in, phone -in and
fax.
• In addition to status quo, pursue a modified process for an
"on- line" form that could be e- mailed. Under this concept,
staff would develop a form that could be accessed from the
City's web site, filled out by the customer, and e- mailed
back to the Recreation Division. A designated "Secure Site"
would need to be installed by the City's Information
Systems Division, to protect a customer's personal
information. The form would then be processed, similar to a
mail -in or fax registration, which means a staff person
would enter the information into the system and process a
receipt. The receipt would be mailed to the customer. If a
class was full, the customer would be notified by phone.
The difference between this process and Internet
Registration is that the customer cannot immediately enroll
in a program via the Internet, nor would they be able to
determine if a class is full or if there is availability in
other programs.
The Recreation Division has been pleased with the performance
and customer support provided for the Active Network's RecWare
system through the years. Staff believes that the upgrades and
enhancements to the new Safari Core System, including the
addition of the Internet Registration component, would be well
worth the investment. It would enable the Recreation Division to
provide better customer service, more registration options for
the customer, and enhanced promotion of new and existing
programs to the public. It will also save staff time, printing
and postage costs, and possibly increase participation in
programs with the new Internet Registration capabilities.
STAFF RECOMMENDATION
Approve the purchase of RecWare Safari Software System.
Attachment A
THE ACTIVE NETWORKS — ADVERTISING POLICY
"One of The Active Network's high -level missions is to improve the health and wellness
of communities. As the primary source of information for the world's largest participatory
sports and recreation community, we provide companies such as Nike, Proctor &
Gamble, Schering - Plough, Timex, Toyota, and Unilever with opportunities to help
participants achieve their individual health and fitness goals. The Active Network
understands that many of the visitors to our sites are minors and all advertising
undergoes a strict review process to ensure it is suitable for viewing by under age
participants."
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