TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Cristal McDonald, City Clerk
PREPARED BY: Kimberly Ramirez, Deputy City Clerk
SUBJECT:
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Approval of an Agreement with Granicus Inc. for Agenda Management Services and Public Records Act Request Management Software
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RECOMMENDATION
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Ratify the agreement with Granicus Inc. for agenda management services and the Public Records Act request module; and
Authorize the City Manager to approve future renewals for four (4) years for a not-to-exceed total of $243,078.16.
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PRIOR ACTION/VOTE
On June 18, 2024, the City Council approved a renewal with Granicus Inc., for GOVQA public records request software (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
OnBase Agenda Management
The City Clerk is the local official that serves as a neutral liaison between citizens and government by ensuring transparent processes. The City Clerk is responsible for producing, publishing, and archiving City Council meeting agendas, reports, and all associated materials and attachments for the formal public meetings. This also includes ensuring the public has access to the meetings of the advisory bodies, including Planning Commission, Parks and Recreation Commission, Library Advisory Commission, Traffic Commission, and the Transaction and Use Tax (Measure T) Oversight Committee.
Approximately 105 city staff members from all of the various city departments participate in preparing, reviewing, and publishing the agenda reports for the City Council and the advisory bodies, which necessitates using an agenda preparation and management software to route for review and archive.
For this purpose, prior to 2023, the City of Murrieta used Hyland-Unity OnBase Agenda Management software. In 2021, the City Clerk conducted an internal assessment of the agenda management...
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