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Request for Action <br />To Item Number <br />Cal Pormer, Cit�T Administrator 9.3 <br />Agenda Section Meeting Date Prepared by <br />Work Session June 20, 2022 Warren Elling��orth, Recreation Sports Coordinator <br />Karen Wingard, Farmers Market and Special Events <br />Coordinator <br />Item Description Reviewed by <br />CivicRec Soft�vare and Hardware Purchase iVlichael Hecker, Parks and Recreation Director <br />Reviewed by <br />Cal PortneY, Ci r AdmitustratoY <br />Action Requested <br />Software change from RecTrac to CivicRec. <br />Background/Discussion <br />The Recreation Department has used RecTrac byT Vermont SyTstems for nearlyT 10 yTears. In its time it `vas the <br />preferred software for activityT scheduling, electronic payTments, reporting, and program enrollment The cityT <br />currentlyT has a CivicPlus `vebsite, `vhich staff has found to be staff and user friendlyT. CivicPlus has a recreation <br />applicarion, CivicRec, with features staff feels aYe far superioY to RecTrac. Civic Rec would also be used at the <br />Furniture and Things CommunityT Event Center. To provide a timely transition with a cost savings, CivicRec <br />would need to be arYanged by August 1, 2022. <br />Benefits of CivicRec: <br />■ Use of photos will help with maYketing. <br />■ Integrates �uith Reach Media for Furniture & Things CEC lobby monitors. <br />■ Deposit refunds, field changes, and cancellations are more efficient. <br />■ Mobile friendl�T <br />■ Text messaging for time-sensitive notifications such as cancellations, location change, etc. <br />■ Citizen Dashboard allo�v customers to convenientl�T vie�v schedules, calendars, tickets, and receipts. <br />Financial Impact <br />The yTear one investment is $18,730 for software and $3,000 in hardware. In subsequent yTears, the annual <br />maintenance cost will be $9,000. CurrentlyT, RecTrac annual maintenance is $16,000. We would also be able to <br />discontinue use of FinnleyT Sport, our ice and fieldhouse scheduling software. <br />Mission/Policy/Goal <br />Elk River iVlission <br />Attachments <br />■ CivicRec Overvie`v <br />The Elk River Vision <br />A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional <br />se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. <br />rowEREo ar <br />�I'1 ���� <br />Up�iited.• August 2020 <br />