Agenda - Public Works Committee - 12/03/2013

Home

Public Works Committee Meeting Date: 12/03/2013 Submitted For: Mark Riverblood, Engineering/Public Works By: MaryJo Warner, Engineering/Public Works 5. 3. Title: Approve Utilization of Web -Based Facility Reservation System for Parks Purpose/Background: Currently, staff is using the Outlook Calendar to 'note' and schedule reservations for park facility use for the public - by fielding phone calls, e-mails, or in -person requests to reserve shelters, meeting spaces or athletic fields. In order to improve the efficiency internally, as well as for park patrons - staff would like authorization to migrate to a web -based system for the public to reserve these facilities. Timeframe: 10 minutes. Observations/Alternatives: Staff has researched on-line scheduling websites and has identified a user friendly low cost site at www.supersaas.com This software allows the user to enter the website and view the amenities of each park as well as the availability of a certain location. If the user chooses a park space for any of the available amenities they will then continue onto the application process which would show as pending on the calendar until it is reviewed and approved by the Public Works Secretary or her backup. For the near future the applicant will still need to stop in or mail paymentif there is a fee involved. Since currently an applicant has to call in and request the availability of a certain park amenity, this software would avoid a good amount of the volume and staff time spent on phone calls reviewing the Outlook calendar, as well as minimizing double scheduling of park facilities. The on-line calendar would also a good communication mechanism for staff relative to park facility availability for the public, as well as the Anoka Ramsey Athletic Association (ARAA). The association is supportive of the proposed move to an on-line system as described. The cost of the software is based on how many appointments are scheduled, and is as illustrated below: Package A Package B Package C Package D Package E Max 100 300 600 900 1,500 Bookings 1 Month $8.00 $16.00 $26.00 $36.00 $46.00 3 Months $23.00 $47.00 $77.00 $107.00 $137.00 1 Year $92.00 $188.00 $308.00 $428.00 $548.00 Staff estimates that for lower reservation months the cost to the City may be $8 per month, with most peak months perhaps at $16 per month. Funding Source: