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Kenmore demos: NextRequest public records portal and CivicClerk agenda system to streamline requests and agendas
Summary
City staff demonstrated NextRequest, a new public-records portal, and CivicClerk, a new agenda-and-minutes portal. NextRequest will centralize requests and submitted JLARC metrics showed 326 requests in 2024 and incurred costs above the state reporting threshold; CivicClerk provides a single place to view agendas, attachments and meeting media.
Teresa McAllister, the city’s public records officer, and Michelle King, acting city clerk, demonstrated NextRequest, a new public-records request portal the city soft-launched in spring. McAllister said the portal replaces a manual tracking process and routes requests directly to records staff for processing. The portal provides guidance for requesters (for example, links to King County Sheriff and Shoreline Fire for records the city does not hold) and includes optional auto-completion and tracking features.
Michelle King walked the council through data Kenmore submitted to the state Joint Legislative Audit and Review Committee (JLARC). The city reported 326 requests received in 2024, 317 closed in the reporting year and nine still open at year-end; the city incurred just over $111,000 in costs responding to requests in 2024 and therefore met the JLARC mandatory-reporting threshold. King told the council the most-requested department was Development Services (about 65% of requests) and that 76% of records were delivered electronically via the portal. She reported 32 requests required additional clarification from requesters, 13 were abandoned for lack of response and three required redaction or withholding under statutory exemptions (most commonly attorney–client privilege). The city reported zero Public Records Act lawsuits and $0 in litigation costs for 2024.
King said requesters may omit their name when submitting a request but must provide a form of contact (phone, email or mailing address) so staff can communicate. Council member Lutzes asked for confirmation on that point; King said requesters need not provide a name but must provide at least one contact method. Council member Culver asked whether the portal auto-publishes incoming requests; King said the city has not enabled automatic public posting and is still evaluating that option during the soft launch.
Acting city clerk Michelle Kaye demonstrated CivicClerk, the city’s new agenda-and-minutes portal hosted by CivicPlus. Kaye showed features that let residents and council members access agenda packets, individual attachments, meeting media and annotation tools from a single web page. Staff said past meeting material is being migrated into the new portal and that meeting media will be available alongside agenda items, with time stamps and other navigation aids under development.
Staff said the new tools are intended to reduce manual processing time, improve transparency and make records and meeting materials easier to find for residents and reporters. No council action was required at the demonstration.
