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AI agent for elected officials

Council Agenda Packet Review Agent

A short brief of every vote with costs, history and questions, kept current as addenda arrive

ReportingResearchGovernment
See how it worksGet access
Council Agenda Packet Review Agent: what goes in, what the agent does and what you get

What it does

A council packet can run to 400 pages and arrives on Thursday for a Tuesday vote. The member needs to know what is being voted on, what it costs, what has been decided before and what to ask. This agent reads the packet and extracts each item that needs a vote. For each, it finds the money involved, the staff recommendation, the vendor or applicant and any attachments. It compares the item with past council decisions and the adopted budget, for example whether a contract is above the earlier estimate or whether funds are available. It flags concerns and drafts questions for staff. If an addendum arrives, it rereads it and updates the summary. The official approves the questions sent to staff. Edge case: an item on the consent calendar contains a large contract, and the agent moves it up the list.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN The agenda packet is published 2 USES A TOOL Read the packet and list items needing a vote 3 DOES Extract amounts, recommendations and attachments foreach item 4 USES A TOOL Find earlier decisions and budget lines for eachitem 5 CHECKS THE RESULT Do the amounts agree with earlier decisions and thebudget? If not: mark the difference and search for the changeorder or amendment that explains it. Back to step 3. 6 DOES Rank items by impact and flag concerns 7 DOES Draft questions for staff on each flagged item 8 YOU APPROVE Official approves the questions sent to staff 9 USES A TOOL Check for addenda and replies before the meeting 10 CHECKS THE RESULT Do addenda change any item or answer a question? If not: update the brief and revise affected questions.Back to step 3. 11 RESULT Final meeting brief delivered
Read the steps as a list
  1. The agenda packet is published
  2. Read the packet and list items needing a vote
  3. Extract amounts, recommendations and attachments for each item
  4. Find earlier decisions and budget lines for each item
  5. Do the amounts agree with earlier decisions and the budget?If not: mark the difference and search for the change order or amendment that explains it. Back to step 3.
  6. Rank items by impact and flag concerns
  7. Draft questions for staff on each flagged item
  8. Official approves the questions sent to staffThe agent waits here for your OK.
  9. Check for addenda and replies before the meeting
  10. Do addenda change any item or answer a question?If not: update the brief and revise affected questions. Back to step 3.
  11. Final meeting brief delivered

How it decides

It ranks items by dollar impact, change from earlier decisions and fit with the member's priorities, and flags an item when numbers differ from earlier documents.

  • Flag amounts more than 10% above earlier estimates
  • Pull consent items above $100,000 to the top
  • Flag items without a funding source
  • Update the brief within one hour of an addendum

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Dollar threshold for pulling consent items (default $100,000)
  • Variance threshold (default 10%)
  • Member priorities
  • Brief format

What keeps you in control

It always asks you first

  • Questions sent to staff

Hard limits

  • Never sends questions without approval
  • Does not recommend how to vote
  • Cites the page for each number

It stops when

  • Done: final brief delivered before the meeting
  • Stop: the packet is unreadable or incomplete

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA 380 page packet had 22 items. The agent found a $1.9 million paving contract on the consent calendar that was 18% above the $1.6 million budget line. The amount check failed. It found a change order from July that added $150,000 and flagged the remaining $150,000 as unexplained. It moved the item to the top and drafted two questions. The member approved them.

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