Agenda - 11-18-2010 - 2 - Laserfiche WebLink

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On-going Challenges The reservation process is still under construction. It is intended to be a single portal for the person making a reservation. Once the reservation has entered the system, it will be routed to the responsible parties for processing and approval and the reservation will then be confirmed. Ideally, the requestor will be able to do most of the work electronically, which is not presently accommodated in house. Staff is exploring options for bridging existing software used by Recreation and Senior Centers with a more user friendly application for the public. A third component is to use a software application that will allow a flat screen monitor to be used to display the meetings that are to be held in the building. This will be particularly effective for the meeting attendees at the West Campus Office Building where meetings could be held in seven different areas of the building. The use of a flat screen to display meetings and their locations was included in the design of the building. Finding compatible software to meet these three needs and present a seamless process to the user is the challenge to be met. Another challenge is how facilities will be secured following an after-hours meeting. In order to more effectively use custodial staff, work hours were changed to an early morning shift (yam) rather than evenings. Although this is more efficient for custodial work, it leaves a gap in how buildings are to be secured when anon-county user holds after hours meetings. Staff is exploring three possibilities to address this matter: • Collaborating with Orange Enterprises or another contractor who could provide lock up services; or • Forming the County's own in-house team with seasonal workers; or • Installing technology that would lock the building automatically at pre-designated times. Any additional labor required would be factored into the fee schedule for after-hours use. Fees Proposed fees will be based on: • Current Orange County fees, in the case of Recreation facilities; and • Similar services at other locations in the area; and • Total cost recovery for Category Six reservations. These will also be compared to similar facilities available for rent at area hotels and university facilities. Timeline November 18, 2010 -Policy is presented and discussed. Board comments as desired. By February 2011 -Board comments are incorporated and Policy is approved, including fee classification. By February 2011 -Technology decisions are made. By June, 2011 -Fees are approved as part of the 2012 Budget. July 1, 2011 -Facilities Use Policy becomes effective. FINANCIAL IMPACT: Financial impacts will be discussed at such time fees are established. RECOMMENDATION(S): The Manager recommends the Board provide comment to staff regarding the contents of the Facilities Use Policy as may be appropriate.