Transforming Agendas into Actionable Records with MuniTrac
Every municipal meeting starts with an agenda; it's a navigational guide that ensures transparency, structure, and public engagement. But once the meeting is over, many municipalities may struggle to capture what was actually said and decided.
Enter MuniTrac, the InstaTrac service that transforms meeting agendas into searchable, speaker‑attributed transcripts and minutes, so what was planned becomes permanently accessible, accurate, and easy to navigate.
Agendas Set the Stage, MuniTrac Captures the Story
In towns across Massachusetts, from public hearings to council meetings, agendas ensure compliance with open meeting laws and lay out the structure of proceedings:
They provide advance notice and clarity for officials and residents.
They help manage decision-making, allocate discussion time, and document roles.
They contribute to accountability, serving as a future reference for what was planned.
But once the meeting ends, agendas alone don’t capture the details—who said what, how the public commented, or where critical discussion took place. MuniTrac fills that gap.
With MuniTrac, the process looks like this:
Upload the Agenda
Staff upload the official meeting agenda along with the video recording to MuniTrac’s portal.
Transcription & Attribution within 24 Hours
MuniTrac converts the meeting video into an accurate transcript, speaker‑attributed and edited for clarity, delivered back within roughly 24 hours
Keyword Search and Instant Navigation
A resident searches the MuniTrac transcript for the keyword "variance,” perhaps a zoning term relevant to Article B. Instantly, every mention of "variance" across the hearing appears in results. Clicking a result drops the resident right into the meeting video at that precise moment, say 1 hour and 22 minutes in, with no need to scroll through hours of footage.
Minutes Generated and Downloadable
The system also uses the agenda to help generate editable meeting minutes, which will end up saving staff hours of drafting and formatting by hand.
Accessible Beyond the Clerk’s Office
Whether a town planner, a concerned resident, or a local journalist, stakeholders now have fast access to key discussions, far beyond what the agenda offers.
Why This Makes a Difference
Efficiency for Staff: No more replaying entire meetings or drafting from scratch. Editable minutes and direct video links streamline post-meeting workflows.
Empowered Residents: Citizens can search for keywords and find exactly when and how those topics were addressed.
Historic Accuracy: Transcript records preserve not just what was on the agenda, but what was actually said, and by whom, a vital tool for future reference and civic archives.
Scalable System: Whether a municipality or school board runs a handful of hearings or hundreds annually, MuniTrac adapts.
For municipalities serious about transparency, public engagement, and administrative efficiency, this is the future of meetings.
Plan better with your agenda. Capture more with MuniTrac.