6.7. SR 03-12-2012~~ REQUEST FOR ACTION
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TO ITEM NUMBER
Ma or and Ci Council 6.7
AGENDA SECTION MEETING DATE PREPARED BY
Work Session March 12, 2012 Michael Hecker, Parks and Recreation
Director
ITEM DESCRIPTION REVIEWED By
Parks and Recreation Department Computer System Cal Portner, Ci Administrator
REVIEWED BY
ACTION REQUESTED
Review the purchase of the Vermont Systems Computer Software for the Parks and Recreation
Department.
BACKGROUND/DISCUSSION
During the 2012-2016 Capital Improvement Plan (CIP) process, the Parks and Recreation Department
identified the need to upgrade its current recreation computer software in order to enhance customer
service to Elk River residents. Staff researched several systems and determined that Vermont Systems
would most effectively address department needs. Most importantly, it would allow for full integration
between all park and recreation divisions and city departments by using one vendor.
Vermont Systems offers Parks and Recreation Departments several administrative computer tools
including point of sale with touch screens, membership management, facility booking management, and
class registrations. Many features such as class registrations are available for customers online. Staff
research identified the following areas that would benefit from upgraded recreation computer software:
Recreation
• Point of Sale
• Class Registration
• Facility Scheduling
• League Scheduling
Activity Center
• Point of Sale
• Class Registration
• Facility Scheduling
• Membership Management with Touchscreen
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Pinewood Golf Course
• Point of Sale with Touchscreen
• Class Registration
Arena
• Class Registration
Benefits
The software upgrade will bring several enhancements to our Parks and Recreation services:
• The membership module will allow the Activity Center to effectively track users of the facility. This
includes tracking information such as demographics on the activities in which users are participating.
• The system will centralize financial inquires and reporting, as well as interfacing with the Finance
Department's current software Incode.
• The touch screen technology will allow for more efficient and faster service to customers.
• The point of sale system will track discounts, gift certificates, and donations. Also, the point of sale
system will allow for vendor tracking information.
• Web Trac will allow for participants to register online and it's customizable to visually compliment
the city website which ties in with the city branding initiative.
• The class registration module will greatly expand reporting functions to enhance the ability to track
program performance. An example of a reporting function not available through the current system
is efficient tracking of resident and non-resident usage and fees.
• Marketing tools to recapture repeat business.
• Process any number of transactions using any combination of modules and produce a single receipt.
• Produce hundreds of possible reports for staff and decision making.
FINANCIAL IMPACT
Two purchase options for Vermont Systems have been researched. The first option is to fully purchase
the modules and the other is to lease the modules. Following is a breakdown of the two options:
Purchase Cost Annual Maintenance
Full Purchase $51,997 $4,920
Lease $31,777 $9,300
• The full purchase option has a higher initial cost than the lease option, but has a lower annual
maintenance fee. With the full purchase option, the additional expenditure would be recovered in
4.62 years from the savings in annual maintenance costs.
• Staff researched other agencies that currently utilize Vermont Systems to determine the length of time
they have had the system. On average agencies had Vermont Systems for more than eight years and
have no plans to change systems. Based on research, the Parks and Recreation Department feels it
can make a ten year commitment to Vermont Systems, thus saving the maintenance costs over a
longer time period.
• The budgeted amount for Parks and Recreation software is a total of $32,500.
• Based on the savings over a ten year period, staff is recommending the full purchase option.
N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-12-12\Rec Trac Mazch 2012.docx
• The additional upfront cost of $20,220 between purchase and lease can come from the capital outlay
reserve fund.
ATTACHMENTS
None
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-12-12\Rec Trac Mazch 2012.docx