ACTION REQUESTED:
Title
Communication from the City Manager, Assistant City Manager, and City Clerk with a Request for the Following:
A. APPROVE an AGREEMENT with DILIGENT CORPORATION to Provide a Council Agenda and Meeting Software and Boards and Commissions Software known as iCOMPASS, in the Amount of $19,935.00; and,
B. ADOPT an ORDINANCE Amending the City of Peoria 2022 - 2023 Biennial Budget Relating to the Use of General Fund Balance, in the Amount of $19,935.00.
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BACKGROUND: The City of Peoria has utilized Granicus to provide Council meeting management, agenda preparation and transparency services for City Council Meetings since 2013. A Boards and Commissions module was later added to the services provided. The City has been researching newer agenda management software with more intuitive services at a lower cost. The agreement with Granicus is due to expire in December of 2022, which provides an opportune time to change software.
The City has been reviewing various agenda management systems such as eScribe, iCompass and Rock Solid. iCompass has been found to provide for the needs of an agenda management system and boards and commissions manager at a lower cost than Granicus, including greater transparency, searchability and ADA compliance. iCompass provides the following services:
• Transparency for streaming of Council meetings;
• Records votes, motions and streamlining of minutes;
• Automation of the legislative process;
• Digital voting capabilities;
• Online transparency portal;
• Paperless agenda annotation;
• Management of Board and Commission appointments and communications;
• Improve the public’s visibility into boards, commissions, committees and members;
• Online Board and Commission applications; and
• Tracking of upcoming Board and Commission vacancies.
FINANCIAL IMPACT: Funding of the software will be paid out of the Information Systems software budget. The cost will be $19,935.00 for the first year with a 5.00% increase on each anniversary date of the effective date of the agreement. Because Diligent provided an initial $10,000.00 discount, the annual increase was non-negotiable at this time.
NEIGHBORHOOD CONCERNS: iCompass will provide greater transparency of agendas, agenda items and minutes. It has a more thorough search capability to not only search Council Communications, but anything attached to those Communications as well. Even more importantly, it is ADA Compliant as necessitated by Federal Law.
IMPACT IF APPROVED: The software would be purchased.
IMPACT IF DENIED: City Staff would continue to use Granicus at a higher cost with less efficiencies.
ALTERNATIVES: Alternative vendors could be solicited at a higher cost.
EEO CERTIFICATION NUMBER:
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Have an efficient government.
DEPARTMENT: Information Systems