TO:Andrew P. Powers, City Manager
FROM:Laura B. Maguire, City Clerk
DATE:July 7, 2026
SUBJECT: Legislative Management System
RECOMMENDATION:
1. Approve a single-source designation for the selection of Granicus, LLC (Granicus) (St. Paul, Minnesota) for legislative management services including agenda-related document management, posting, and viewing, meeting management, video streaming/archiving, and other related services.
2. Approve Professional Services Agreement with Granicus in an amount not to exceed $165,028.23, with a term ending July 31, 2029.
3. Authorize expenditure in FY 2026-27, in the amount of $52,348.37 from A/C #001-2110-611-6210 (General Fund – Computer Software Licenses).
4. Authorize City Manager to execute agreement in a form acceptable to City Attorney.
5. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $69,700 is included in the Adopted FY 2026- 27 General Fund Budget for the City’s legislative management system. Budget for the remaining term of the agreement will be requested during the upcoming biennial budget process.
Legislative Management System
July 7, 2026
BACKGROUND:
The City first started using live video and audio streaming for City Council meetings and other board and commission meetings in 2006. Since then, the City has expanded its use of legislative meeting management tools to promote efficiency and continuous improvement along with public accessibility and transparency.
After extensive research of available legislative meeting platforms and vendors, in 2021, staff recommended City Council approve a piggyback agreement with Prime Government Solutions (PrimeGov) for these services. On April 27, 2021, City Council approved a three-year contract for a legislative management system with PrimeGov (Contract No. 12689-2021) with options to extend per the terms of the agreement. As of October 12, 2022, PrimeGov was acquired by Granicus.
Following City Council’s approval of the agreement, the City broadened its use of Granicus’ legislative platform by implementing a comprehensive agenda and meeting management system that includes agenda automation, a user-friendly public document viewing portal, automated minute preparation, Councilmember agenda review with optional annotation, and electronic voting. Together, these enhancements streamlined the legislative meeting cycle by creating a more integrated process from agenda development and review through posting, meeting administration, and minute creation.
This holistic approach improved agenda review time, access to staff reports, agendas, minutes, and archived video by linking them within a single system.
DISCUSSION/ANALYSIS:
The City uses Granicus as its integrated legislative management and live meeting management platform for agenda automation, workflow processing, agenda packet preparation, and in-meeting functions such as motion tracking, live vote casting, roll call management, and related meeting administration tools. Over time, these programs have been configured and customized to align with the City’s specific legislative processes, meeting workflows, staff responsibilities, and operational requirements.
The City’s current agreement with Granicus for legislative and live meeting management services expires on July 31, 2026. However, Granicus remains the only current source that can provide continued support, maintenance, updates, and compatibility for the City’s existing configured environment without requiring replacement of the current system and customization to meet agency-specific workflows. Because the City’s agenda management and live meeting tools are embedded in its established business processes, changing vendors at this stage Legislative Management System
July 7, 2026
would create not only significant financial cost, but also substantial operational disruption. A transition to a different platform would require system replacement, data migration, workflow redesign, configuration rebuilding, staff retraining, testing, and implementation support, with a corresponding risk to meeting continuity, agenda production timelines, legislative records management, and public meeting operations.
To ensure continuity of these essential services, staff recommends approving a new three-year agreement with Granicus. Approval of the agreement will allow the City to continue using its existing legislative and meeting management platform without interruption to agenda preparation, meeting administration, voting functions, or public access tools. It will also preserve the City’s configured workflows and established processes while avoiding the additional costs and operational disruption associated with transitioning to a different provider.
While the above-described major services of the agreement have been finalized, staff and Granicus are still in the process of negotiating a few minor details in the agreement. Therefore, staff is requesting a delegation of authority for City Manager to execute the finalized documents to obtain Granicus services once the negotiated terms and conditions are reviewed and approved by the City Attorney’s Office.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act (Attachment #1). City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially- interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
Legislative Management System
July 7, 2026
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Sandra M. Delgado, Deputy City Clerk
Attachments:
Attachment #1 – Levine Act Disclosure Form
CCD:610-10\sd\H:COMMON\MtgMngmt\PrimeGovGranicus\Contracts\2026\07072026 MtgMngmtSystem.docx