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9.3 SR 06-20-2022Request for Action To Item Number Cal Pormer, Cit�T Administrator 9.3 Agenda Section Meeting Date Prepared by Work Session June 20, 2022 Warren Elling��orth, Recreation Sports Coordinator Karen Wingard, Farmers Market and Special Events Coordinator Item Description Reviewed by CivicRec Soft�vare and Hardware Purchase iVlichael Hecker, Parks and Recreation Director Reviewed by Cal PortneY, Ci r AdmitustratoY Action Requested Software change from RecTrac to CivicRec. Background/Discussion The Recreation Department has used RecTrac byT Vermont SyTstems for nearlyT 10 yTears. In its time it `vas the preferred software for activityT scheduling, electronic payTments, reporting, and program enrollment The cityT currentlyT has a CivicPlus `vebsite, `vhich staff has found to be staff and user friendlyT. CivicPlus has a recreation applicarion, CivicRec, with features staff feels aYe far superioY to RecTrac. Civic Rec would also be used at the Furniture and Things CommunityT Event Center. To provide a timely transition with a cost savings, CivicRec would need to be arYanged by August 1, 2022. Benefits of CivicRec: ■ Use of photos will help with maYketing. ■ Integrates �uith Reach Media for Furniture & Things CEC lobby monitors. ■ Deposit refunds, field changes, and cancellations are more efficient. ■ Mobile friendl�T ■ Text messaging for time-sensitive notifications such as cancellations, location change, etc. ■ Citizen Dashboard allo�v customers to convenientl�T vie�v schedules, calendars, tickets, and receipts. Financial Impact The yTear one investment is $18,730 for software and $3,000 in hardware. In subsequent yTears, the annual maintenance cost will be $9,000. CurrentlyT, RecTrac annual maintenance is $16,000. We would also be able to discontinue use of FinnleyT Sport, our ice and fieldhouse scheduling software. Mission/Policy/Goal Elk River iVlission Attachments ■ CivicRec Overvie`v The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo ar �I'1 �� Up�iited.• August 2020 � �, � � � � � � � � � � � � , � � , .�- � � � � � � � CIVICREC RECREATION MANAGEMENT SYSTEM Elk River Minnesota , APRIL 18, 2022 � � � CIVICREC RECREATION MANAGEMENT SYSTEM Company Overview At CivicPlus, we have one goal: to empower the public sector to accomplish impactful initiatives using innovative solutions that save them time while connecting them to the citizens they serve. We began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their citizens through their web environment. CivicPlus continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our customers, including solutions for website design & content management, recreation management, mass communications, agenda & meeting management, employee management, 311 & citizen requests, and digital optimization. Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a world leader in government web technology. We consider it a privilege to partner with our customers and provide them with solutions that will serve their needs today and well into the future. CivicRec, a CivicPlus company, has 10+ years of experience and is designed specifically to meet the needs of municipal parks and recreation departments. CivicRec strives to provide recreation departments and their customers (the public) with a modern, intuitive interface that is powerful, well-managed, and actively supported. . � 302 S. 4th Street, Suite 500, Manhattan, KS 66502 TF: 888.228.2233 � 'a�i : 785.587.8951 civicplus.com �, ��, ~��\ �� '�; �� a �4� � :�' ; �:w'; ��: i I ,, . -. � � �.: f � �f z � �� 9 �! . �� .� �,�� - local government customers across the United States and Canada � years of experience with a focus to help local governments 550 + employees, many with experience in local government � �� ;�,� � � _ ;r �� 11-time Inc. qovtech.com/100 5000 Honoree T �hnical Suppor� — Recognized with multiple, global � Stevie° Awards for sales and �� customer service excellence �,IVI�,�� PAG� 1 CIVICREC RECREATION MANAGEMENT SYSTEM CivicRec RMS Elk River is seeking a recreation management system that provides your staff and customers with the greatest service in the industry, both in person and online. CivicRec can provide you with an integrated, web-based and hosted application recreation management system that is comprehensive, efficient, and modern. You'll find our robust set of easy-to-use tools the most comprehensive solution to meet your needs. Facility Reservations Easily take in-house and online reservations as well as reserve spaces for classes and sports with an integrated master calendar to avoid double bookings. It's easy to � - ��, � see availability with grid � � -�� and map-based views ��` with attached photos, '' � descriptions, and rental •"' °'" rates. Generate and email complex permits as well as include waivers, prompts, and forms for a complete checkout process. Activity Registration Your staff can quickly create programs, indicate flexible pricing, attach waivers and prompts, and assign instructors. Easily take registrations in-house or allow residents and non-residents to register securely on the device of their choice. Email branded receipts and permits after checkout. Our software utilizes load balanced servers and can be scaled to accommodate any volume. Volunteer Management CivicRec's volunteer management tool creates, manages, and organizes the volunteer opportunities. Within the Activity module, you can create volunteer ; � � � E �.r � roles and assignments specific to any events, classes, or activities. Citizens can select and register for volunteer roles from home and CivicRec will assist in tracking the time volunteers spend helping around the community with completely integrated reporting for tracking purposes. Point of Sales CivicRec's Point-of-Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and reserve facilities — all in the same cart! It even plugs right in with your cash drawers, barcode readers, receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item are available at each of your locations. Citizen Dashboard/ Management With CivicRec's intuitive public dashboard, citizens can conveniently view notifications, upcoming events, tickets, and receipts. Family or organization members can be added with age and resident information for easy activity registrations. Administratively, your staff can manage user accounts in-house with tools like internal notes and flags as well as duplicate account prevention. Membership Management Easily sell memberships or punch cards, take member photos, print cards or associate barcode key tags, and check people into a facility. Leave credit and debit cards on file for future and recurring payments. Staff can see a history of the account's transactions. League Management Athletics staff can easily create leagues, draft players, assess skills, and generate schedules, Sign-up is easy � CIVICREC PA�E 2 for teams or individuals. With the "Scores & Schedules" and "Parent/Player Portal," your public and league participants will have easy access to current league information. ��e��r � Ticketing - � - ' g Easily generate general admission tickets for events. °`�^`�• `k`•,;�'� Public users will receive their Illl�llqlllllll tickets and receipt, which are always available in their transaction history. Tickets can then be printed or shown on their phone display to be scanned into our mobile or desktop check-in screens Su rveys Participants will automatically receive post-program surveys requesting feedback. This information is captured and presented back to staff to help determine how your programming is being received. Email/SMS Blasts There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button. The People Finder report is particularly handy for mailings based on several different filters. SMS messaging is available to facilitate those particularly time-sensitive notifications like cancellations. Marketing/Brochures CivicRec can produce an InDesign-friendly export that should facilitate the process of generating a brochure. Further, CivicRec's social media tools serve as an additional marketing method allowing users to share via their social media with friends and family. Reporting/Financial Accounting CivicRec has a very powerful reporting engine. There are over 100 canned reports. However, staff can basically take any report and customize it to their liking. Filters and fields can be added and/or removed. Reports can be sorted, saved, emailed, exported to Excel, or scheduled for regular delivery to any email address. Group Permission Levels Permissions set up through user groups are used on pages and functions to ensure access is limited based on a user's role. Mobile Ready When users register through CivicRec, they get the same great experience on their phone/tablet that they're used to experiencing on their desktops. This mobile responsive experience supports all the same waivers, prompts, discounts, and add- ons that the desktop version does. There's QR code support as well as social networking integration to make it easy for your users to connect with you. Hardware Compatibility Customers may opt for a variety of hardware peripherals to enhance the CivicRec experience. CivicRec can be integrated with magnetic stripe readers, barcode readers, thermal printers, cash drawers and more. While CivicRec does not directly provide hardware, we are happy to assist with procurement and implementation. Functionality Disclosure As CivicPlus continues to evolve and improve our solution to support our customers' needs and goals, we reserve the right to upgrade, replace, modify, or terminate any of the features and functionality elements listed, at our sole discretion, and when feasible, providing reasonable notice to our customers of any changes. These features and functionality are offered on a gratuitous basis to our customers (no monetary value per feature) and should any changes be enacted, will not affect any terms in a signed agreement with CivicPlus. CIVICREC PAGE 3