CLEARFIELD -- Residents will have a more user-friendly experience with city recreation services after the first of the year.
The council agreed last week to award a bid for recreation software to e-Trak Plus of South Carolina, replacing the city's current software.
In a presentation to the council, Community Services Director Eric Howes said the current software agreement will expire in November and after about six months of review, he felt this new program was the best fit for the city.
Cost to the city will be more than $35,000 for the first year, which will include data migration, two weeks of on-site training, and maintenance. Following the charge for the first year, the company will charge the city a yearly fee of $9,000 for years two to five of the agreement and $10,000 per year after five years. Currently the city pays the existing vendor a yearly fee of $14,600. Howes said the new program would save the city about $5,000 per year.
He said the new programming is more intuitive and will allow city recreation users to reserve city facilities, register online for recreation programs and even reserve theater seats at the Community Arts Center or for other city productions.
The budgeted amount for the new software was $22,000 and Howes advised the city would need to allot an additional $14,000 to cover the first-year cost.
After some discussion, the city council agreed to use funds from the general fund to cover the shortfall but directed Howes and City Manager Adam Lenhard to return to the council with a way to make up the funds.
Lenhard suggested a small surcharge to users for less than a dollar would soon make up the funds. With over 67,000 annual transactions for city recreational offerings, he said the shortfall could be made up in a very short time by charging a small user's fee.
Council members initially wanted the plan to cover the shortfall in place before approving the increase but Howes, citing time constraints, said he needed direction now.
He said the data migration will take about 45 days, putting the city into the beginning of the holiday season and the two week training could not begin until the migration was complete. The agreement with the current vendor will end in November and he advised any problems with the existing software after that time would fall on the city's shoulders.
The council agreed to allow him to begin working with e-Trak now.