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8 - Maters from the Department TO: Parks and Recreation Advisory Board FROM: Tracy Winfree, Interim Director of Parks and Recreation Sarah DeSouza, Policy and Information Services Manager Felix Gallo, Interim Parks and Planning Superintendent Alice Guthrie, Interim Recreation Superintendent SUBJECT: Matters from the Department DATE: April 22, 2009 A. Parks and Recreation and Senior Services CLASS Registration System Update Please see Attachment A, Weekly Information Packet item dated April 15, 2009 B. Valmont City Park (VCP) Design Process Update (verbal update) C. Economic Stimulus Package Update (verbal update) D. Nuisance Mosquitoes A Weekly Information Packet item is being submitted by the Office of Environmental Affairs for 3eApril 23, 2009 packet. An email link to this WIP will be sent to PRAB members on April E. Thunderbird Lake Management Plan Update On February 17, 2009 the Department received direction from City Council to pursue Option D (Use of Potable Water - multiple fills per year) for fixture management actions at Thunderbird Lake. Since then, staff has assembled a project team and has been working on the next steps of this option. Members of this project team include staff from Parks and Recreation, Planning and Development Services, Public Works/Water Quality, Open Space and Mountain Parks and hired consultants. The consulting firm, Biohabitats, Inc., has been retained to provide continued expertise in the development of a lake management and implementation plan, wetland permit and mitigation plan and ground water monitoring protocols and data collection. The initial steps for implementing Option D, requires the submittal of a wetland permit per city code to review and address any impacts this option may have. In order to obtain a wetland permit for adding water in a timely manner, the project team prioritized the wetland permit application and has completed this task, submitting the wetland permit application on April 20, 2009. Several issues were addressed as part of the preparation of the wetland permit application. These were: - Appropriate elevation of water level to accommodate desired outcome. - Amount of wetland mitigation required based on water elevation and site constraints. - Evaluation of the options of water delivery via a hydrant or irrigation system retrofit. - Evaluation of other project goals as a result of adding water to the lake. Staff has developed an approximate timeline for this project and when water may be available and ready to add to Thunderbird Lake. The target timeframe for adding water is mid-June 2009. This will allow for the public process of the wetland permit to take place (pending call-up by the Planning Board and City Council), accommodate any wildlife issues (i.e. breeding, nesting) as well as construct the. wetland mitigation area (0.21 acres) at the project site. During the wetland mitigation construction, staff will retrofit the existing irrigation system to provide the water delivery, which will include a dechlorination process before water enters the lake. The adaptive management plan is in progress and will be developed around four project goals. 1) Add water to an acceptable elevation level that remains cost effective and efficient. 2) Managing the water level that will enhance recreational and educational opportunities. 3) Maintain overall lake and wetland functions as they relate to aquatic ecosystems. 4) Improve initial water quality that enables water quality management practices. Staff is preparing a weekly information packet item for City Council that will provide an update and will address staffing costs, budget analysis based on approach of water delivery, monitoring and assessment, field management activities and other necessary permits. Staff will provide the PRAB with a copy of the item. Attachments: Attachment A - Parks and Recreation and Senior Services CLASS Registration System Update Attachment A WEEKLY INFORMATION PACKET MEMORANDUM To: Mayor Appelbaum and Members of City Council From: Jane Brautigam, City Manager Stephanie Grainger, Deputy City Manager Tracy Winfree, Interim Director of Parks and Recreation Abbie Novak, Business and Finance Manager John Riggle, Assistant Director of Housing and Human Services for Senior Services Date: April 15, 2009 Subject: Information Item: Parks and Recreation and Senior Services CLASS Registration System Update EXECUTIVE SUMMARY: The purpose of the CLASS registration system update is to rebuild the city's Parks and Recreation and Senior Services shared database to improve its speed, accuracy and efficiency. It is anticipated that the effort will ensure that customer data is current and accurate, optimal customer service is provided and staff is trained appropriately on system functionality and data entry. Additionally, staff will be able to utilize customer account information for future retention, marketing and outreach efforts. The current "go-live" date for the new database is November 9, 2009. The previous database will be backed-up and accessible for historical query for up to four years, then archived thereafter. FISCAL IMPACT: Initial cost estimates for this project were $30,000. Based on changing operational needs, the current estimated project cost is approximately $20,000. The project costs will include consulting services from the software vendor, Active Network, to assist in rebuilding the new database as well as funding for communications and outreach to patrons through the recreation brochures and onsite at the recreation, community and senior centers. Staff time to support the project is part of each department's ongoing work programs. A combination of accounting principles (cash and accrual basis) had been utilized in the past, causing mismatched financial information in the Boulder Finance System (BFS) and the CLASS System. For consistency, accrual accounting will be utilized for all future transactions, ensuring revenues are recognized at the time services are provided. As a result, there will be a one-time accounting adjustment of approximately $297,000 to align the revenues collected in December with January expenses, the month that services were provided. Revenues will not be lost, just accounted for in the appropriate calendar year. As a result, data in BFS and the CLASS System will match so there is consistency in financial reporting from the systems. AGENDA ITEM #_SL4 ,PAGE 3 Attachment A COMMUNITY SUSTAINABILITY ASSESSMENTS AND IMPACTS: • Economic: Rebuilding the CLASS database provides an opportunity to resolve all current and long-term financial liabilities (debits due/credits owed), while updating and verifying client account information and improving the effectiveness of data collection. This will result in having accurate information for operational and marketing decision- making. • Environmental: The updated system will collect email addresses for all transactions allowing for email, as opposed to paper, receipts to be issued. Additionally, the online registration system will be updated and reformatted so that it is more user-friendly, making it easier for patrons to register online thereby reducing vehicle trips associated with registering in person at city facilities. In the future, biometrics will be implemented so patrons can scan their fingerprints upon arrival at the centers, eliminating the need for producing membership passes and punchcards. Staff will establish policies and procedures to ensure customer privacy protection. • Social: The project will impact existing recreation, community and senior center patrons, as all customer accounts will need to be recreated in the new system. Users will be asked to provide current information for their new accounts. Staff will make its best efforts to minimize the impact/burden to patrons and use the project to enhance outreach and marketing of current service offerings. ANALYSIS: In 1995, the CLASS registration system was implemented at the city's recreation, community and senior centers to manage financial transactions for memberships, program registration, point-of-sale, contract agreements and facility rentals. In recent years, a system analysis has revealed that a significant amount of unusable and inaccurate data now exists in the CLASS system resulting in delayed system response times and other system inefficiencies. To address the identified problems, staff researched other registration software systems and evaluated if they could meet the city's business and operational needs. After evaluating several products, staff determined that the CLASS system, specifically a rebuild of the existing CLASS database, was the best fit for meeting the city's financial transaction and customer service needs. The rebuild will improve data accuracy,and consistency and promote optimal customer service. Additionally, staff will determine how to utilize updated customer account information for future retention and outreach efforts. In fall 2008, the city's CLASS System Management Team began working collaboratively with staff from Parks and Recreation, Information Technology and Senior Services to develop a project plan for the database rebuild. After identifying the project tasks, staff worked with the vendor, the Active Network, to refine and formalize the project scope. In February 2009, the vendor completed a business process review to provide recommendations on the logistics of the implementation. In March, the vendor began to establish and test the new database and instructed staff on standardized data entry processes that will be used to keep new data current and accurate. AGENDA ITEM # t , PAGE Attachment A The goals for the CLASS registration system update are to: 1. Resolve all existing financial liability issues associated with old or inactive account balances; 2. Improve system operating speed and efficiency; 3. Update and verify account information; 4. Standardize collection of personal account data; 5. Change staff data collection procedures to improve account management; 6. Improve the speed of operations and customer service transactions; and 7. Have current and accurate information for marketing and operational decision-making. Staff anticipates the following areas will be improved by a database rebuild: • Data: The Recreation Division and Senior Services currently rely on the CLASS system to provide the most up-to-date and accurate information for clients and client accounts, as well as programs, memberships and facility data. Rebuilding the database will reduce the amount of data it contains, in turn increasing operational efficiency. • System Format: Over the past several years, staff has improved how the system is used and formatted. Rebuilding the system will ensure functionality is in line with business operations, eliminating data that is no longer utilized (e.g. membership plans, programs and activities no longer offered, paint-of-sale items no longer sold, brochure sections no longer advertised). • Customer Service: Since the database had been utilized for 14 years, there is a significant amount of data in the system, resulting in delayed system response time. Eliminating unnecessary data will result in faster transactions and access to customer account information. Additionally, cashiers and recreation and senior center staff will be trained on the project intent, appropriate communications and the processes for gathering and re-entering data and utilizing the database. NEXT STEPS: At the beginning of May 2009, staff will launch a communication effort regarding the CLASS system rebuild through advertising at the recreation, community and senior centers and in the brochures. The communications will inform the public of the upcoming changes and improvements to the system. Patrons will be asked to provide their current information online, in person at a recreation, community or senior center or by completing a form and returning it to any recreation, community or senior center. New customer accounts will be created from May through early November. The new database will "go live" on November 9, 2009 - in time for the winter registration sessions for the Recreation Division and Senior Services programs. AGENDA ITEM #'V 1114 , PAGE 5 Attachment A For additional information on this project, please contact Abbie Novak, Parks and Recreation Department, Business and Finance Manager, at novaka@bouldercolorado.gov or 303-413- 7253. AGENDA ITEM # PAGE