Hermosa Beach commissioners press staff over recreation software contract, card‑processing fees

Commissioners on the Hermosa Beach Parks, Recreation and Community Resources Advisory Commission on Nov. 3 pressed staff for clearer terms after the City Council voted Oct. 28 to award a contract for a new recreation management platform to Rec Technologies.

At the meeting Commissioner Tellis said he had “a couple of specific… brief questions about the contract,” focusing on whether the city would ultimately pay the payment‑processing fees listed in the vendor’s schedule of fees.

Brian, a staff member who spoke for the department, told the commission that “the 75,000 is the only amount cost that the city is on the hook for during the 2 year agreement. There is no additional fees that will be incurred by the city.” He added that, pending final execution of the agreement, typical practice is to pass convenience or credit‑card processing fees to registrants rather than absorb them in the city budget.

Staff emphasized the contract had been approved by council but not yet executed. Brian said contract execution remains in process and staff will provide additional details when the agreement is finalized. He also told commissioners the new platform is intended to replace an older system and “enhance our user experience,” and that the move should produce net cost savings for the city over the life of the agreement.

Commissioners asked for a public briefing on the product ahead of implementation and for clear answers about which fees the city will or will not be responsible for. Several commissioners suggested the commission be kept apprised during the vendor implementation. Staff noted that implementation timing and the ability to include a commissioner on an implementation team would require consultation with city management and legal.

What staff said

• Staff: “The 75,000 is the only amount cost that the city is on the hook for during the 2 year agreement. There is no additional fees that will be incurred by the city.” (staff comment at meeting)

Next steps

Staff said they will provide the approved council materials and staff report online and continue communications with the commission about whether an informational presentation or update on implementation can be scheduled in a future meeting. Commissioners requested a follow‑up that clarifies whether convenience and processing fees will be charged to registrants or borne by the city budget once the contract is executed.

Sources: Nov. 3 Parks, Recreation and Community Resources Advisory Commission meeting transcript; staff report referenced at the meeting.