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Council reviews ActiveNet software proposal to digitize facility and parks reservations
Summary
Staff presented a proposal to adopt ActiveNet to automate facility and park reservations, billing and reporting; the parks and recreation board recommended the proposal and staff asked council for permission to further evaluate costs and return with a final plan.
Cleveland staff proposed adopting ActiveNet, a commercial recreation and facility‑reservation platform, to automate permitting, payments and reporting for the civic center, ball fields and parks.
Ashley Broussard told council a staff committee researched reservation platforms and ran product demonstrations; the Parks and Recreation Board recommended moving forward with ActiveNet. Broussard said the platform would allow residents to view availability, book fields or the civic center, and pay online; staff would still manage permits and backend approvals. "Everything's right there at your fingertips," she said when describing a vendor mobile app and online booking features.
Holly Yoneczka of Strand Associates, who attended the bid opening, provided a recorded example from the City of Fort Worth and described how ActiveNet replaced manual attendance and reservation processes there. Yoneczka said ActiveNet met Fort Worth's comprehensive needs for libraries, athletic leagues, aquatics and community centers and that staff there used the product to improve reporting and integrate with analytics tools.
Broussard told council the vendor had indicated a one‑time implementation fee and recommended an "essentials" module set. At the meeting she identified a one‑time implementation fee of $5,000 and discussed an estimated annual subscription for the recommended package, and said the committee would return to council with a final cost and implementation plan. Broussard also said some municipal park upgrades (batting cages, updated concession stand, additional fields and security) are in planning and that an reservations system would help sustain and manage increased usage.
Council members asked how many staff hours the platform would save; Broussard said savings would vary with rental volume but that automating scheduling, payments and permits would reduce manual entry and free staff to focus on operations. Council did not vote on a procurement at the meeting; staff sought council's "blessing" to continue detailed cost work and return with a recommended procurement plan.
Broussard said staff would present a more detailed cost and implementation proposal to council before any contract was executed.
