Fremont City Council Meeting: 05/12/26 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5682) DOC ID: 5682
Updated: 5/8/2026 9:25 AM by Dina Lewis Page 1
OneMeeting and GovMeeting Legislative Management Plateform Renewal - Authorize the City Manager, or designee, to execute an agreement with Granicus, LLC, for the software support and maintenance of the OneMeeting and GovMeeting Legislative Management Platform, execute any implementing documents, and take any necessary implementing actions in an amount not-to- exceed $215,716.93 for a 3-year term.
Contact Persons:
Name: Jeremy Huynh Sanford Taylor
Title: Management Analyst II IT Director
Div/Dept: Information Technology Services IT Services
Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: In FY 2024/25, the City entered into an agreement with Granicus, LLC, for the implementation and one-year subscription of the OneMeeting and GovMeeting Legislative Management Platform, which expires on June 16, 2026. This platform supports the City’s legislative processes. Staff recommends that City Council authorize the City Manager, or designee, to enter into a subscription renewal agreement and to execute implementing documents for the OneMeeting and GovMeeting Legislative Management Platform in an amount not-to-exceed $215,716.93 for an additional 3-year term.
Background: The City has used MinuteTraq as its legislative management platform since 2011. MinuteTraq will reach end‑of‑life on September 30, 2027, after which security updates, bug fixes, and technical support will no longer be provided. In FY 2024/25, the City entered into an agreement with Granicus, LLC to migrate to the OneMeeting and GovMeeting Legislative Management Platform. The agreement includes a one-year subscription that expires on June 16, 2026. A new subscription agreement is required for continued support of the City’s legislative management platform.
Discussion/Analysis: The City has used MinuteTraq to manage legislative workflows since 2011. MinuteTraq will reach end‑of‑life on September 30, 2027, after which security updates, bug fixes, and technical support will no longer be provided. Continuing to operate an unsupported platform poses risks to service continuity, cybersecurity, and regulatory compliance, and may lead to compatibility issues with modern browsers, Council Staff Report (ID # 5682) Meeting of May 12, 2026 Updated: 5/8/2026 9:25 AM by Dina Lewis Page 2
authentication, and records retention tools. To protect the integrity of legislative processes and ensure uninterrupted public transparency, Staff has initiated migration to the new OneMeeting/GovMeeting legislative management platform, the successor to MinuteTraq.
The OneMeeting/GovMeeting legislative management platform is delivered as part of the City’s legislative management suite; agenda creation and meeting management occur within a single, integrated environment. As items progress from authoring and approvals into the published agenda, the same records and metadata carry forward into the meeting for roll call, motions/votes, time‑stamping, and minutes, then flow to archive without manual reentry. This reduces duplicate data entry, preserves a single source of truth, and strengthens version control across the agenda lifecycle - improving reliability and consistency.
Therefore, staff recommends that the City Council approve the renewal for the OneMeeting and GovMeeting Legislative Management Platform. Software license renewal is exempt from competitive purchasing requirements pursuant to Fremont Municipal Code Section 3.20.280(c).
Fiscal Impact: First year funding for the software subscription for the OneMeeting and GovMeeting Legislative Management Platform is included in the FY 2026/27 Proposed Operating Budget in the Information Technology Services Department Operating Fund (Fund 620). Funding for subsequent years will be requested as part of the City’s annual budget process.
Environmental Review: The renewal of software license is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or Section 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
Recommendation:
1. Authorize the City Manager, or designee, to enter into a subscription renewal Agreement with Granicus, LLC, in the amount of $215,716.93 for a 3-year term for the OneMeeting and GovMeeting Legislative Management Platform.
Council Staff Report (ID # 5682) Meeting of May 12, 2026 Updated: 5/8/2026 9:25 AM by Dina Lewis Page 3
1. Authorize the City Manager, or designee, to execute any implementing documents and take any implementing actions as necessary.