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410,0' RESOLUTION 2014-144
ADOPTED DOC ID: 9508
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2014-144 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
JANUARY 28,2014:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Scott A. Russell to execute a letter Proposal dated January 24, 2014 between
Business Automation Services Inc. and the Town of Southold regarding development and design
of an Online Recreation Program Registration System that would allow residents to register and
pay for the various programs offered by the Town online, at a cost not to exceed $9,800.00,
which includes the annual hosting and software support/maintenance fee for the first year,
subject to the approval of the Town Attorney. y~~y~
0'Q
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Louisa P. Evans, Justice
SECONDER: Robert Ghosio, Councilman
AYES: Ghosio, Dinizio Jr, Ruland, Doherty, Evans, Russell
'Transforming the way government works"
661 Plank Road • Clifton Park • New York • 12065 • Phone 518-371-6869 • Fax 518-371-8207
January 24, 2014
Mr. Lloyd H. Reisenberg
Network and Systems Administrator
Town of Southold
53095 Main Road, PO Box 1179
Southold, NY 11971
Dear Lloyd,
This letter will confirm our proposal to design, develop and install an Online Recreation Program
Registration System that will allow residents to register and pay for the various programs offered by the
Town.
As discussed we will collaborate with you and the Parks & Recreation Director on the analysis,
design and testing of the new online system which is described in your May 9, 2013 email to me (see
attachment A).
The total initial investment will be $9,800 which includes system/user analysis, software design
& development, the release of test versions of the sottware, implementation services and the first year's
annual hosting & software support/maintenance fee ($1,800).
As discussed we will expect to receive progress payments based on documented, tangible
deliverables that require your review and approval; if you do not feel we have made reasonable
progress we understand that you will not approve our invoices. If you are in agreement please sign the
acknowledgment below and return a copy tome. B/fd WAY-K frvAJ1t4- M31dh
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We are looking forward to working with you and the Town of Southold on this important project
as we partner together to streamline how government operates by offering a higher level of service to
constituents.
Very Truly Yours,
!l George L. Vitti
~i S~ l~~KpGC-T President
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A proved By
Date
Attachment A
From: Reisenberg, Lloyd rmailto:Llovd.Reisenberq(&town.southold.nv.usl
Sent: Thursday, May 09, 2013 3:47 PM
To: George vtti
Subject: RE: Application
George,
Here are the features that we are interested in for online recreational registration:
• Set-up account numberfor each registrant, allow it to be stored for future use. Email address would be easy, but some people don't
have email address.
• Access purchase and registration history for each account/registrant
• Generate reports on sales (program registrations), registrant activity (similar to history?)
• Track processing of refunds
• User (Registrant) Password protected- with Administrator override
• Set start and end parameters (i.e. Registration begins 8:00 a.m. Thursday, May 16)
• Generate lists:
o Class enrollment
o Registrant contact Information
• Track inventory of available space in class (real time)
o Close registration to class when Inventory max reached. Allow override
o Allow registration into waiting lists (with first come first served priority)
• Online guardian permission for minor (tennis, swimming)
• Capture:
o Registrants name
o Participants Name (often different than registrants name)
o Mailing address
o Phone number
o Alternate phone number
o Email address
o Age of participant (needed for minors and age specific programs)
o Comments/notes/special Instructions section
• Shopping Cart:
o Price per participant per program
o Total payment
• Credit Card
o Cash or check (for in person and mail-in registrations)
o Paypal?
o Print and mail check option
Lloyd H. Relaenbery
Nefwvr* and SysdemaAdm/MatrsEvr
Town of Sou iwW, New York
EmsB.Abyd mArarrbsip~Apwn soufho/d ny us
O: 681-765.188f
C.•651-870-1554