HomeMy WebLinkAbout2019 12 09 Regular 500 - Granicus Content Management System REGULAR AGENDA ITEM 500
1959 CITY COMMISSION AGENDA I DECEMBER 9, 2019 1 REGULAR
MEETING
TITLE
Granicus Content Management System
SUMMARY
The City strives to have an efficient, transparent, and functional means to provide
relevant information to residents regarding City Commission, Citizen Advisory
Board, and other Public Meetings.Our current system consists of multiple platforms
being maintained by separate departments; therefore leaving room for
administrative improvements.
Granicus is a government CMS (Content Management System) that manages the
creation and storage of digital content by a government organization. The system
automates the agenda, minutes, and streaming of City meetings in a convenient
and searchable portal. This automation increases the efficiency, transparency, and
functionality of the information provided to the Mayor, Commission, and Residents
while also reducing the opportunity for error or delay in the process. This platform
provides online agenda management; digital minutes recording; livestreaming and
video recording; an indexable archive of those recordings; instant digital vote
capture, and Boards and Commissions Management.
The Granicus portal allows City Staff to be more efficient in the information process
by creating a consistent, reliable, and user-friendly template for agenda items, and
provides an efficient way to share new information and contentwith the publicthat
can regularly be updated across the organization. With this information readily
available to citizens, it would reduce the number of customer service calls for these
records and allow staff to focus on their time on high priority tasks.
The platform encourages citizen and civic engagement by providing a process that
allows agenda items to beeasilyfound and reviewed prior toa meeting and reduces
the impact to thosewho cannot attend a meeting by providing the citizenswith the
ability to submit comments on the items ahead of time. Citizens are able to get
alerts directly to their email when minutes or other items are digitally published.
The Boards and Commissions Management module of the software promotes
citizen involvement in their community by allowing citizens to apply for citizen
boards and committees directlythrough the portal;further reducing administrative
delay.
RECOMMENDATION
Staff recommends the City Commission approve acquisition of the Granicus CMS
(not to exceed $50,000) and authorize the City Manager and City Attorney to
prepare and execute any and all applicable contract documents consistent with this
Agenda item. In addition, to consolidate management and responsibility of the
project and on-going City records management to the City Manager