Jim Chambers, IT director, told the council that the city lacks a straightforward way to collect text messages from city‑issued devices for open-records requests and that a vendor could provide archived access for phones and social-media pages.

Chambers presented a vendor estimate that included roughly $120 per phone for up to 180 devices and a one-time setup fee; the quote also included archiving for up to 10 social-media pages. Chambers characterized the figure as a worst-case estimate and said the city already uses the vendor for email archiving and may receive a discount. “So at this point, the cost of being able to do this is about $33,000,” Chambers said.

City Clerk Theresa Campbell and councilmembers said the change would speed the open-records process because currently staff must assemble emails, screenshots and other sources manually. Campbell said quicker compilation would allow legal staff and the clerk’s office to make faster redaction decisions and give requesters more accurate turnaround estimates. Chambers recommended funding the near-term purchase from the city’s contingency account; staff said about $100,000 is available in contingency.

Councilmembers asked for a written licensing agreement and legal review before formally approving the purchase. Chambers said he expected a lower final price after a follow-up call with the vendor and confirmed the licensing agreement would be executed with Intradyne to keep records under the same portal used for email archiving.

The council consented to the proposal in principle and directed staff to return with a final quote and legal review before placing a licensing agreement on a consent agenda item.