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Parks staff to switch registration and payments to Rec Technologies; $8,000 annual cost discussed
Summary
The commission reviewed a signed Rec Technologies service agreement that will replace the current registration and point‑of‑sale systems, consolidating program registration, facility rentals and concessions into one platform.
The Madison City Parks Department presented a recently signed service agreement with Rec Technologies to replace its legacy registration and point‑of‑sale systems.
Whitney Birds, athletic program manager, said the agreement (listed with an effective date of Dec. 10, 2024) will centralize program registration, payments, facility rentals and concessions into one system and add features the department has sought for years. “It is just going to be as easy as they scan their digital wallet when they come into the pool and whatever passes that they have, they’ll just pick that one to use,” Birds said. She said the system also includes targeted email and SMS notifications, integrated point‑of‑sale, wait‑list automation, and future campground integration.
Cost and procurement details: Staff said the contract is $8,000 per year. The department previously paid about $4,000 for RecDesk plus additional hardware and software for point‑of‑sale (staff referenced roughly $7,000 spent on iPads and related equipment), and staff indicated a deposit of $2,500 was being prepared. The transcript shows staff told the board the agreement will be paid for in 2025 and that a first deposit of about $2,500 may be required.
Why it matters: The service consolidates registration and payment processing for pools, athletic programs, camps and facility rentals and is intended to reduce manual administrative work (for example, automated wait-list notification and targeted messaging to program rosters). Staff said the new system will reduce the need for separate hardware and third‑party merchant services.
Implementation: Staff will manage the transition and said the campground component may be available in a later phase. The board did not record a separate vote on this information item; staff said the contract had already been signed at the end of the previous year and presented it for the commission’s review.
Ending: Staff will return with implementation details, a payment schedule and any training dates for staff and the public.
