Report Prepared by: Jennifer Levesque, Acting Assistant City Clerk, City Clerk’s Office
Title
SUBJECT: Approval of 3-Year Agreement with Granicus, LLC for Agenda Management and Workflow, Board and Commission Management, and Webstreaming Services in a Total Amount not to Exceed $101,784.26
REPORT IN BRIEF
Considers approving a 3-year agreement with Granicus, LLC. for automating agenda workflow, minutes, board and commission management and webstreaming services.
RECOMMENDATION
City Council - Adopt a motion approving a 3-year agreement with Granicus LLC. for agenda management and workflow, board and commission management, and webstreaming services in a total amount not to exceed $101,784.26; and authorizing the City Manager or the Assistant City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for additional information; or,
3. Deny.
AUTHORITY
Charter of the City of Merced, Section 200.
CITY COUNCIL PRIORITIES
Government transparency and accessibility.
DISCUSSION
The City of Merced has been using the Granicus/Legistar system for five years and it has become a valuable tool for staff in producing and approving administrative reports, for the public in reviewing agendas and meeting video online, and to the Council who can review and notate various items using their tablets without the need for an agenda packet. It also allows the Clerk’s Office to save both time and paper when producing the agenda.
The agreement includes subscriptions to the following suites and the Boards & Commissions module.
Legistar Legislative Management Suite: Complete automated agenda workflow solution;
allows staff and public to track all legislation from inception through approval and actions taken by Council and advisory bodies.
Government Transparency Suite: Unlimited webstreaming; gives public greater access to public meetings and records online; crosslinked agenda materials with video; downloadable media; social bookmarking allowing to store, organize and search links to records; smart calendar includes meeting dates for Council and all advisory bodies. Meeting Efficiency Suite: Links minutes to agenda items and video recording; system automatically reassigns legislative items based on action taken in meeting.
Boards & Commissions Module: Allows staff to manage applications, vacancies and citizen appointments online; public can instantly view which advisory bodies have vacancies and apply with one click; allows staff to filter applications and auto-generate communications to applicants.
Currently, the City Council, Arts and Culture Advisory Commission, Measure C Citizens Oversight Committee and the Recreation and Parks Commission are using the Granicus/Legistar system to create their agendas. In the very near future, the Planning Commission will be using the system, followed by the remaining City boards and commissions. This will make it much easier for the citizens to view any board or commission agenda in one location.
Staff recommends approval of the agreement.
IMPACT ON CITY RESOURCES
The agreement will be for three years. For FY 2020/21 the amount is $32,286.84 and it is included in the proposed budget. For FY 2021/22 and FY2022-23, the contract amounts will $33,901.18 and $35,596.24 respectively. These amounts will be budgeted during the City annual budget process.
ATTACHMENTS
1. Agreement