Clerk seeks funding for Peak Agenda, Granicus services and AI-assisted verbatim minutes

The clerk told reviewers she needs to expand the software and maintenance budget to support the city's open-records system, agenda management tools and a new verbatim‑minutes capability.

She listed JustFOIA (open‑records support), Granicus (agenda infrastructure) and Peak Agenda (an updated agenda/minute product under the same vendor umbrella) among the required systems and said staff had already contacted vendors to request setup and cost estimates. The clerk described Peak Agenda as a "game changer" at other municipalities and said it would be more functional for citywide agenda workflows.

On verbatim minutes, the clerk said there was a request to produce verbatim transcripts and that doing so would rely on AI tools but still require human review. "Verbatim minutes? Yes. That was a request of me to do verbatim minutes... It's an AI situation. You still got to go through it. Um going through six hour meetings and stuff," she said, noting the additional processing required for long meetings.

Reviewers and the clerk discussed grouping software maintenance (including Zoom) under a single GL/Maintenance line and agreed the proposed increase to about $120,000 would better reflect new services and vendor licensing. The clerk said she had begun outreach for Peak Agenda setup and expected to receive firm cost figures for budgeting.

Next steps included vendor follow-up to obtain exact pricing and clerk entry of the updated software maintenance request into the budget system for later review.