2025-10-07_PR_Comm_Min - Laserfiche WebLink

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Chair Matts-Benson asked whether historical participant information would be transferred to the new system. Staff explained that it will not be moved over and that the transition will serve as a clean slate for all historical data, including participation records, facility rentals, and payments. Staff noted that approximately 20 years of data exist in the current system, much of which may be outdated or inaccurate. Starting fresh is viewed as an advantage, as it will allow staff to set up accurate information and generate reliable reports and analytics moving forward. They also advised that customers should log into ActiveNet prior to the transition to download and save any receipts needed for reimbursable daycare expenses, as this data will no longer be accessible after the end of November. Commissioner Donaldson asked how the new system will handle heavy registration periods. Staff explained that system capacity and performance were key considerations during the RFP evaluation process. However, actual usage under high-demand conditions will not be fully tested until the system is live. Staff discussed the challenges of configuring the new system to accommodate the wide variety of programs and services offered in Roseville. They emphasized the importance of gathering user feedback throughout the transition, noting that the primary goal is to ensure a smooth and easy experience for residents. Commissioner Her asked about the potential for Roseville residents to receive priority registration for popular programs. Staff noted that Dash includes functionality to support priority registration. There was discussion about piloting this option for the upcoming winter gymnastics session; however, staff expressed hesitation to introduce it concurrently with the rollout of the new registration system. Commissioner Her also suggested offering priority registration for Roseville residents for Sunday morning Open Pickleball. Staff responded that they would explore the possibility of implementing pre-registration for this activity. Commissioner Penny asked how the new system is able to offer such significant cost savings compared to the previous software. Staff explained that the City’s former system had experienced steady annual price increases and was designed for large-scale operators with numerous features that Roseville did not utilize, contributing to higher costs. Dash, by contrast, is a more appropriately scaled system for Roseville’s needs. Additionally, the vendor was interested in establishing a stronger presence in Minnesota, which may have been reflected in the pricing. Staff noted that cost accounted for 40% of the total RFP scoring criteria and emphasized that they are confident in both the price and capabilities of the new system. However, if adjustments are needed in the future, the City retains the flexibility to make changes. 6