Artificial intelligence (AI) is no longer just the talk of the town, its reshaping industries worldwide, and local government is no exception. From improving communication to automating tedious tasks, AI offers solutions that make municipal operations smoother and more efficient. 

One such tool and the one we all remember since its launch in September 2022, is ChatGPT, an AI language model designed to understand and respond to natural language. ChatGPT is the one tool we all associate with the launch of AI, however, in the meantime we’ve seen new apps like Discord, Gemini, and TypingMind pop up while existing tools like Adobe and Canva have added AI as a feature to their toolkit. 

ChatGPT in Action: Streamlining Daily Operations

Municipal staff deal with numerous routine tasks daily. It varies from responding to community questions to booking facilities, taking payments, coordinating licenses and permits and coordinating action items after meetings. Most of these manual tasks, but all of these are important to help the municipality function. ChatGPT can offer the following help:

1. Fact check: the tool is developed to give answers based on learned data. This means, it will search for answers from its database. 

2. Document Creation: ChatGPT can help draft letters, proposals,emails  and even reports, cutting down on the time spent on writing and revising. This not only increases productivity but also ensures that documents are clear, concise, and error-free.

3. Meeting Assistance: One of the key administrative burdens for municipalities is handling meeting agendas and minutes. Enter ClerkMinutes—a tool powered by AI that takes the hassle out of documenting meetings.

ClerkMinutes: ChatGPT for Government

Municipal Clerks are tasked with recording minutes during council or committee meetings, and writing the meeting minutes afterwards. This process also includes coordinating the agenda from all the parties attending, sharing the meeting packet, writing the minutes, and sharing the meeting minutes afterwards.

Meeting minutes carry decisions, action items and next steps for those involved and serve as public record in all municipalities.

ClerkMinutes, a tool designed for this very task, utilizes AI to transcribe using a recording of the meeting. Then, it offers the opportunity to write the minutes, edit the minutes and refine the minutes before exporting. This not only streamlines the workflow but also improves the accuracy and accessibility of meeting records.

How it Works

ClerkMinutes uses AI to analyze meeting audio or video recording and transforms them into well-structured, clear meeting minutes. Municipal clerks can simply upload the meeting recording, and ClerkMinutes will handle the rest.

For example, imagine a city clerk tasked with recording minutes for three meetings in a week Without ClerkMinutes, they would need to spend hours (sometimes up to eight, or even more) typing out each discussion point and organizing the minutes manually. 

Now, they can upload the recordings to ClerkMinutes, and within minutes, receive a formatted document that captures all key points, decisions, and action items. This tool drastically reduces the time required for meeting documentation, making life easier for clerks.

Benefits of Using ClerkMinutes in Municipal Operations

1. Efficiency for High-Volume Meetings: ClerkMinutes takes over the burden of transcribing and formatting, so clerks can manage a high volume of meetings without losing track of critical details. Instead of spending hours typing out notes, they can focus on higher-priority tasks.

2. Improved Accuracy: One of the key challenges of manual transcription is the risk of human error. ClerkMinutes reduces this risk by generating accurate records from the recording. This eliminates the need to figure out handwritten notes or people speaking over each other.

3. Consistency: AI ensures that the formatting and structure of meeting minutes remain consistent across different meetings. This is particularly beneficial for municipalities that need a standardized format.

4. Time Savings: By automating the transcription and summarization process, ClerkMinutes saves clerk's hours of work every week. This not only improves efficiency but also reduces stress for staff who might otherwise be overwhelmed by back-to-back meetings.

5. Cost-Effectiveness: Budgets are a big deal, especially with rising costs for everything. Reducing the manual workload means municipalities can either reallocate staff to other areas or minimize the need for overtime, leading to potential cost savings.

Municipalities are at the heart of decision-making for local communities, and meetings are a crucial part of this process. With ClerkMinutes, AI is taking the heavy lifting out of meeting management, offering clerks an everyday tool that improves accuracy, efficiency, and consistency.

For municipalities looking to streamline their operations, ClerkMinutes is a must-have. It's more than just a meeting tool—it's the ChatGPT for government, providing daily support that enhances productivity and helps clerks keep up with their demanding schedules. With ClerkMinutes, the future of municipal governance looks more efficient, more organized, and more manageable than ever before.

Written: Nelet Kok