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County staff plan phased rollout of Granicus; minutes, transcripts and calendar integration remain work in progress
Summary
County staff said they will continue phased implementation of Granicus for agenda and minutes but noted remaining tasks: enabling user submissions, integrating Granicus with the website and calendar, turning on transcript/video ingestion, and training staff who will maintain the system.
County staff reported ongoing work to deploy Granicus (agenda and meeting-management software) and to improve minutes, calendar integration and public access.
Staff described a phased approach: keep the current email-driven agenda request process while building the Granicus agenda and packet repository; enable draft agenda visibility for commissioners and staff; and later open the system to internal users and external agenda submitters. "We haven't established a project timeline yet to say, here's the pieces," staff said, and noted Granicus support and the county's vendor contacts had limited availability over the holidays. Staff scheduled weekly coordination meetings with Granicus representatives and asked to test embedding Granicus into the county website, following peer counties' experiences.
Staff also pointed to existing Zoom transcript functionality that Road & Bridge and administration are using as an interim note-taking tool. The county is already saving meeting video and a Zoom transcript file in a shared drive. Staff said the Zoom transcript is sometimes imperfect but can help minute-takers and that the goal is to integrate recorded video, searchable transcripts and Granicus agenda packets.
Commissioners asked staff to research peers (San Miguel County was cited) that have embedded meeting tools in their websites and to bring back recommendations on whether to proceed with Granicus or migrate to an alternate product (CivicPlus was mentioned by peers). Staff said they will continue training, finalize user accounts and prepare a rollout plan that moves the county from a parallel/manual process to a single system for agenda submission, packet publication and minutes/video storage.
Ending
Staff will continue the phased rollout, hold weekly meetings with Granicus representatives, set up user accounts for staff, and return to the board with a timeline for enabling internal and public agenda submissions and for integrating agendas, calendar and video/transcript archives.
