LOWVILLE — The good news for Lewis County is all-terrain permit sales increased by 8 percent over 2016.
The bad news is flaws in a new application system left many incomplete and unprocessed until months after they were purchased, including hundreds that were not recorded until after the season ended in late October.
And, while officials said the county received most of its fees in a timely fashion, the administrative nightmare has them once again revamping the system for the 2018 season.
“There are a lot of things we tried out that didn’t streamline the process as we had hoped they would,” Lewis County Chamber of Commerce Executive Director Kristen F.W. Aucter said. “Moving forward, we have hopefully learned from all the trials and tribulations and make it better for this year.”
After several years of using the Off-Net system to process online permit payments, the county in 2017 switched to PayPal because of its lower credit card fees, County Treasurer Patricia L. O’Brien said.
Things got off to a rocky start as early payments weren’t automatically transferred to the county’s ATV trail fund, Mrs. O’Brien said. Once that issue got rectified, permit fees from online orders flowed to the county properly, but the reporting was still “very cumbersome” and time-consuming for office staff, she said.
Meanwhile, the web portal set up on the chamber’s website erroneously allowed people to purchase permits without filling in some fields that should have been required, like the ATV license plate number, said Mrs. Aucter, who took her position as the changes were being made.
The chamber — which sells trail permits on the county’s behalf for a 10 percent administrative fee — also had issues with deciphering information on handwritten applications, locating people’s home addresses when they put camp addresses on their applications and getting permit sales back from local businesses in a less than timely manner, she said.
To help rectify the latter, businesses that sell permits for the chamber in 2018 will be required to bring in those sales on a weekly basis during the ATV season, Mrs. Aucter said.
More troublesome to the chamber director was the amount of time spent by her assistant director, Emily Munger, in attempting to contact permit holders to garner or verify information needed to complete the application process.
“Nobody was held up from riding ATVs” as they were allowed to use their PayPal receipts in lieu of an actual permit sticker, but the administrative mess took Ms. Munger away from other chamber duties and delayed recording indefinitely until she could obtain all needed information, she said.
To accurately report all 2017 sales, chamber officials even had to record some in December without having secured all information, Mrs. Aucter said.
A total of 250 permits and 120 weekend passes purchased during the season — which runs from April through October — were not recorded until November and December; that compares to 35 permits and 75 passes processed in November and December 2016.
New Year, New SystemWith 2017 now in the rearview mirror, county and chamber officials are once again revamping the registration process by moving the web portal to the county’s website and switching to the Xpress-pay system for credit card processing.
“It looks very straightforward,” Mrs. O’Brien said.
The county already uses the Xpress-pay system for credit card payment of late property taxes, and an additional benefit is that the customer — not the county — gets charged the credit card transaction fees, she said.
County Legislature Chairman Lawrence L. Dolhof, R-Lyons Falls, said his goal is to make the application process “less onerous” for customers.
The new system will streamline the process with fewer information fields, as Xpress only allows for up to five, Mr. Dolhof said. However, officials are checking to see if more fields could be included to avoid another situation where insufficient information is collected, he said.
Registrants are to show — or email — proof of ATV registration and insurance before permits may be issued.
However, Mr. Dolhof said he is not totally convinced that is necessary, since anyone riding without either would just be subject to ticketing, and he personally hopes to see a push toward more online permit sales.
Hunting licenses, both in New York and in western states, can be purchased relatively simply in advance of hunting excursions, and buying ATV permits here should work the same way, he said.
Using online registration, riders could buy permits from their homes or any place by computer, including area businesses, and officials should be able to more easily process applications without having to deal with poor handwriting or other issues, Mr. Dolhof said.
Club Discount ApplaudedOverall sales for 2017 ended up at 1,818 season permits, up from 1,682 in 2016, while $20 weekend pass sales saw a 23 percent jump from 735 in 2016 to 904 last year.
County Recreational Trail Coordinator Jacqueline L. Mahoney said she was very happy to see that jump, even though county revenues from ATV permit fees and donations to the program still dropped slightly from $90,360 in 2016 to $88,903 last year due to reinstatement of a club discount.
The county permit system — which kicked off in 2009 — saw a steady increase to a high of 2,372 permits in 2012, but permit sales and revenues declined each year since after county legislators in March 2013 eliminated a discount for ATV club members, with the idea of keeping additional permit money and paying clubs only for trail work they complete.
County officials for the 2017 season reinstituted the discount in hopes of reversing that trend. Season permits cost $65 for the first machine and $20 for each additional one, but anyone who became a member of one of four local ATV clubs — Black River Valley Four Wheelers Club, Highmarket Wheelers ATV Club, Tug Hill Wheelers and Tug Hill Adirondack ATV Association — received a $20 discount on the first permit.
Mr. Dolhof said the return of the club discount had the desired effect of both boosting permit sales and bringing clubs back in as partners in trail development and maintenance.
“It’s a good team,” he said. “It’s a good partnership. Hopefully, it gets stronger, and we can create and expand a better trail system.”
Two additional clubs — Black River Valley Riders ATV Club of Carthage and Northern Oneida County ATV Club — will participate in the discount program for the 2018 season, and county ATV permits will be sold at two new locations: the Edge Hotel in Lyons Falls and Tug Hill Hook and Ladder in Montague, Mrs. Mahoney said.