HomeMy WebLinkAboutC-9847-1 - Proposal with Service Order1
Hey
V
Gov
+ ClerkMinutes TM
Primary Contact:
Chris Astrella
chris.astrella@heygov.com
Proposal Valid Through:
03/31/2025
HeyGov Inc.
HeyGov.com
heygov@heygov.com
Toll Free: 888-HEYGOVI (888-439-4681)
overview of Services
ClerkMinutes is a revolutionary cloud -based software solution designed to streamline the preparation,
management, and publication of municipal meeting minutes. More than just a tool, it is a
comprehensive platform that saves time, reduces manual effort, and ensures precision and
consistency in your municipal records.
By leveraging ClerkMinutes, municipalities can transition from time-consuming manual processes to
an efficient, AI -powered solution. The platform ensures seamless collaboration between clerks, council
members, and departments, creating a unified approach to meeting documentation.
Benefits of Using ClerkMinutes
Your department heads and administrative staff can be administrative users in ClerkMinutes. They
can manage all the below from within the Admin dashboard (https: app.heygov.com)
AI -Powered Efficiency: ClerkMinutes uses advanced Al to assist in capturing and organizing meeting
minutes.
Digital Transformation: Transition your minutes and meeting records to a fully digital platform. Say
goodbye to stacks of paper and hello to a streamlined, searchable, and accessible system.
Integrated Workflow: With ClerkMinutes, your meeting agendas, recordings, and minutes flow
cohesively. The platform supports agenda uploads, speaker assignments, and detailed tracking of
motions and resolutions.
Customizable Outputs: ClerkMinutes allows you to edit the minutes to be tailored to your
municipality's needs, ensuring compliance with local regulations and capturing the details your
community values.
Public Meeting Pages: Effortlessly share meeting agendas, recordings, and finalized minutes with the
public through dedicated public meeting pages, enhancing transparency and community
engagement.
How to use ClerkMinutes in 31 seconds!
ClerkMinutes
Overwhelmed by the drudgery of manual
meetings transcription? We present ClerkMinutes.
It's Al software to lighten your workload!
Embrace the Future of
Municipal Al
o Save Time
116� Automate minute creation and say
farewell to manual transcribing.
Boost Accuracy
Rely on Al to create your
meeting minutes. Accurately!
Enhance Efficiency
1, Edit, customize, and export
your minutes with ease.
0 0
Ready
•
How it Works
OUpload your agenda & meeting
recording.
TReceive a complete transcription.
OAl generates a draft version of
minutes!
OMake edits online & then export
as a DOC.
"Not taking days and weeks to do my
minutes! From the start of me uploading
my minutes to the completion of my final
minutes, 1 would say 20 minutes!"
Included with ClerkMinutes: Al Actions
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• Tailored Minute Generation: Make your minutes longer, more detailed, shorter, or adopt an official
government meeting tone —all with ease.
Simple Two -Step Process:
1. Highlight and Select: Choose a paragraph or section of your minutes (with or without an
Agenda heading). A pop-up named Al Actions will appear.
2. Choose Your Action: Click Al Actions and select from options like making the text longer,
shorter, or more formal. Use the Describe Your Change feature for custom edits.
• Interactive Suggestions: Review AI -generated edits and decide whether to Accept or Discard them.
Experiment as much as you like with unlimited tries across all sections.
• Full Control: Maintain complete authority over the tone, content, and detail level of your minutes,
ensuring they meet your municipality's specific needs.
With Al Actions, ClerkMinutes gives you powerful tools to refine and perfect your meeting minutes
effortlessly.
Service Order
Client Name City of Newport Beach Billing
Contact
Billing Address
100 Civic Center Drive
Phone
949-644-3092
City, State, Zip
Newport Beach, CA 92660
Email
Prepared by
Chris Astrella
Date
03/06/2025
Valid through
03/31/2025
Term
Until canceled by user
Bill date
03/31/2025
Effective Date
03/31/2025
ClerkMinutes Custom Subscription
Included:
1. Annual ClerkMinutes Pro Subscription -
Full access to AI -powered meeting
minutes generation.
2. Al Minutes Generation - Up to 50 AI -
generated minutes per month.
3. Multi -User Access - Access for up to 20
users and 15 departments.
4. Support -1 workday response time.
Limited:
1. Custom prompt engineering - not
included
2. Collaborative Agenda Builder - not
included
3. Custom templates for meetings &
agendas - not included
List Price
Subscription:
$4,000/year
The End User Licence Agreement (EULA)_ between Client and HeyGov, Inc, are incorporated by
reference in this Service Order.
The person signing below represents that he or she is authorized to sign this Service Order on behalf of
Client and that Client accepts this Service Order subject to the terms in the EULA.
https- hey_gov.com/end-user-license-agreement
APPROVED AS TO FORM:
CITY ATTORNEYS OFFICE
Date: -31�2?12 5-
By:
A roi C. Harp, City Attorney s
_AC
Attest:
-fok LWilanf 1. Brown, NIMC, City Clerk
Date: 3 i2T 12112-5