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City clerk proposes $881,908 2026 budget to maintain records, update streaming and software
Summary
City Clerk Kylie Soden presented a $881,908 proposed 2026 budget for the City Clerk Division that keeps staffing steady, funds training and requests one-time software updates for the city's records management and meeting streaming systems.
City Clerk Kylie Soden presented the proposed 2026 budget for the City Clerk Division, asking the Cheyenne City Council to approve $881,908, an increase from $862,846 in 2025, to maintain records, licensing and meeting services.
The budget request covers seven full-time employees and one part-time contract worker and breaks down to $711,579 for payroll, $166,379 for contractual services, and $3,950 for parts and supplies. Soden said the office manages legislative, historical and other records, business and liquor licensing, city-owned property files, municipal clerk election assistance, city council agendas and minutes, public-records request tracking, cemetery records and the city's meeting streaming service.
Soden described two one-time software updates that account for part of an additional $12,153 request for computer software: $4,995 to update DocuPhase, the city's permanent records management software, and $6,413 to replace the Granicus streaming video encoder and update its software. She said the DocuPhase system has not been updated in several years and is becoming inefficient, and the current streaming encoder is out of warranty.
The request also includes a $1,500 increase for professional development to support certification efforts for the deputy city clerk, including work toward the Certified Municipal Clerk credential and continuation of pursuit of a Municipal Master Clerk certification. Soden said dues and subscriptions are projected to decrease by $380 and printing by $200 to better align with actual spending.
Councilmembers asked for clarification on the contractual-services line, which Soden said includes the single technical support contract employee plus professional services such as municipal code supplementation and software maintenance. Councilmember Esquivel pressed whether the $166,379 contractual-services total was largely the single contract position; Soden confirmed multiple items are included in that line. Councilman White asked whether the city has considered switching from printed statute books to digital copies to save money; Soden said she had not yet looked into it but would.
Dr. Aldridge asked whether the clerk's office budget should include part-time contractual help for recording and streaming meetings rather than relying on the public information office; Soden said the clerk's office manages the Granicus software on the back end and has begun cross-training an employee to provide backup when the usual operator is unavailable.
No formal vote or action was taken during the presentation; the council moved on after questions.
