REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Candice Alvarez, MMC, City Clerk
Date:June 10, 2025
Subject:Approval of Agreement with eScribe Software Ltd. for Agenda Management Services
Recommendation
Approve and authorize the City Manager to execute a Professional Services Agreement with eScribe Software Ltd. in an amount not to exceed $146,241 over the initial three-year term for the implementation, training, and support of a comprehensive digital agenda management platform in such final form as approved by the City Attorney.
Background
The City of Lake Elsinore currently uses PrimeGov, an agenda management system now owned by Granicus, for the preparation, management, and distribution of City Council and commission meeting agendas. While PrimeGov has served the City’s basic agenda needs, limitations in system functionality, customer support, and integration flexibility have prompted staff to explore alternative solutions that provide a more robust, user-friendly, and future-ready platform.
Following a comprehensive review of vendors, the City Clerk’s Office has identified eScribe Software Ltd., a leading provider of cloud-based public meeting management systems, as the preferred vendor to replace the existing platform.
Discussion
eScribe provides an all-in-one meeting management platform designed specifically for municipalities. The City of Lake Elsinore will benefit from an integrated and secure environment for preparing, conducting, and following up on meetings, dramatically improving staff workflows and public engagement.
Agreement with eScribe Software Ltd.
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Key features include:
•Digital agenda and minutes creation
•Automated approval workflows
•Integration with YouTube/Vimeo for live streaming
•Public-facing portal with timestamped video and closed captioning •Unlimited users and meetings
•Role-based permissions and document security
•Cloud-based storage and Microsoft Azure hosting with enterprise-grade security •Training and implementation support through eScribe Academy and dedicated onboarding staff
eScribe will work with City staff over an 11-week onboarding period that includes configuration, training, mock meetings, go-live preparation, and post-launch support. Following implementation, all agenda-related materials will be managed within a centralized, cloud-based platform, improving internal coordination and increasing access to public records.
The total cost includes:
•Year 1 Implementation and Subscription: $54,600
•Year 2 Subscription (6% increase): $44,450
•Year 3 Subscription (6% increase): $47,191
•Optional 2-year renewal terms with annual 6% increases thereafter These costs include remote onboarding support, unlimited users, ongoing technical support, access to the eScribe Academy, and dedicated customer success staff.
Fiscal Impact
The total contract amount for the initial three-year term is $146,241. Sufficient funds are available in the City Clerk's operating budget for Fiscal Year 2024-2025 and will be incorporated into future budgets for subsequent years.
Attachments
Attachment 1 – Agreement
City Clerk's Office