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Recreation Commission Meeting June 2, 2003 REPORT BY SAFETY DIRECTOR Security Plan Checklist Mr. Jesse began by saying that the computerization program is moving quite well. One of the glitches is the security plan as far as the technology side. The technology side is dependent on the computerization, and the problem is that data needs to be tied into the computerization. One of the fears of Carrie Cofper is that the City would do something that is either redundant or not compatible. Mr. Jesse's concern is that, because Ms. Copfer's wants the financials in place by the end of the year. Internally, no issues have been addressed as regards Internet access with our programs. The City must work out an arrangement to get something for the Rec Center compatible with what City Hall is doing, not redundant, and take advantage of what can be provided by the City computerization package. N2Net will be able to do the work so far. They are also in a good position to help the City so far as the Internet issues in determining the good recreation software programs. They will be compatible and interoperable with City Hall. The two entities have similar needs, but divergent ways of getting there. Ms. Copfer needs financial information and other reporting information, and the Rec Center needs information to run the Center. As the Commission gets into the Subcommittee Reports, the needs of the computerization will be expounded upon. Mr. Jesse's major issue is that there is not a single software program that will be all inclusive for the entire City. There are Building Department issues, Police issues, Fire issues, and others. It's quite possible to have payroll and accounting consistent throughout the City, but as far as the other items, there will be problems. On top of this, there is a records retention/management policy being put into place. Many things will be transferred to Carrie Copfer paperless and are subject to government policy. Ms. Hayes asked when the current contract is up. Mr. Jesse replied whenever Ms. Copfer is done, and she has $70,000 to dump into a dead system or a new system. What bothers the Safety Director is that the City needs to get the security issues in place, which could be delayed because of this matter. As far as any other items to report to the Commission, the City has worked to track the users of the facility to make sure they're signed up properly and collected old debts. We do have a problem with the West Shore Skating Club. Apparently they are spreading their usage in various places, and the membership numbers are not able to support the ice time that they are using from st the Rec Center. So on April 1, the Center cut them off. They owed us a lot of money, and its contract has been held in abeyance until the Rec Center is paid. Betsy Drenski met with them as well, and they said to her that they are committed to the ice. They committed prime time ice, and to hold that time up in the air without being paid for is not good business sense, and the Rec Center could give that time to another entity that will pay for it. Mr. Gareau stated that for years there has been a hierarchy as to who gets the ice and when they get it. There have been organizations who have taken their business elsewhere, and they're not coming back. At some point, perhaps the Commission can look at a policy on ice usage. Mr. Jesse said that this is too political, and once you've committed to those groups, you've committed your income also. Page 4