Approve Utilization of Web-Based Facility Reservation System for Parks

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.

10 minutes.

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 payment if 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 Bookings	100	300	600	900	1,500
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.

 

While the afore referenced on-line park facility reservation system may cost the City an estimated $128 to $200 per year, Staff estimates that once implemented, and in use (especially by ARAA), that the net staff time cost savings may exceed this number.  Meanwhile this amount is available within the proposed 2014 Parks Operating budget.

Additionally, there may be a small increase in facility rental revenue due to the ease in which people may find the right location for their event (and 24 hours per day, every day, instead of just 40 hours per week).

As there is no long-term commitment, no software purchase required, and the City's IT Coordinator has fully investigated the proposed www.supersaas.com, Staff recommends proceeding with the change to an on-line park facility reservation system beginning (internally) immediately, and going 'live' in January 2014.   It is important to note that Staff would continue to take calls and walk-up requests to reserve facilities and otherwise assist those who need help in reserving park spaces.

Motion to recommend to City Council, the migration to a web-based park facility reservation system as presented.