Category: Blog

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If you’re working in local government and not taking advantage of the latest technology, you’re making your job harder than it needs to be. One tool I recommend every municipal manager “use and abuse” is AI-powered meeting notetakers like Otter.ai. These tools don’t just save time—they let you focus on what really matters, help you document every decision, and ultimately make you a more effective leader.

Where AI Notetaking Really Shines: High-Stakes Meetings

For me, the real home run is during meetings where everything’s on the line—especially emergency management situations. When I’m receiving critical information, directing teams, and allocating resources, I don’t have time to worry about taking perfect notes. AI handles that for me, capturing every detail so I can focus on leading. Later, when I need to justify my actions or request reimbursement, I’ve got a rock-solid transcript and action log—no guesswork, no missing information.

Automated Meeting Notes, Made Simple

These tools integrate seamlessly with Teams, Zoom, or just run quietly on your phone or laptop in person. They transcribe conversations in real time, highlight action items, and deliver a full searchable transcript—so you’re never left scrambling.

Be Present, Not Distracted

This is the magic: you get to actually participate in the meeting. Instead of furiously writing notes, you can engage in honest discussion, ask tough questions, and make good decisions. The AI keeps track of the details for you.

Action Items, Captured Automatically

Tired of meetings where everyone forgets who’s supposed to do what? Let AI handle it. Many platforms automatically identify action items and assign them—keeping your team organized and accountable.

Searchable Transcripts: Your Information Goldmine

When you need to know what was said about a specific issue—like “20th St. bridge”—just search for it. If you’re handling a public records request or prepping for an audit, you don’t need to dig through hours of recordings. The AI can find it instantly and show you who said what.

Speaker Identification: Next-Level Accuracy

Platforms like Otter.ai can even learn who’s speaking and tag each voice automatically. Want to know every time Mayor Smith talked about water rates? The AI can show you. Need to know who made a motion, seconded, or voted? It’s all attributed and organized for you.

A Word on Compliance: Always Check Your Laws

Don’t forget: Before recording, make sure you’re complying with your state and local laws about consent for recording conversations.

Bottom Line: Work Smarter, Not Harder

The technology is here—use it, and don’t feel bad about it. AI notetakers aren’t just about convenience; they’re about working smarter, improving accuracy, and protecting yourself and your municipality. The more you use and rely on technology like this, the more efficient, transparent, and accountable your operations will be.

Municipal managers, there’s no prize for doing things the hard way. Use and abuse every tool that makes your life easier. Your future self will thank you.

When most people picture an elected official, they imagine a polished career politician. But across small towns and counties in America, the real faces of local government are often neighbors, business owners, teachers, or retirees—folks who stepped up to serve their communities, not to climb the political ladder.

But here’s the challenge: regardless of your background, you’re held to the same standards as big-city mayors or state legislators. The laws, regulations, and expectations don’t get any simpler just because your town is smaller or your path to public service was less traditional. And that means well-meaning, civic-minded people can—without ever intending to—find themselves on the wrong side of the law.

Real-World Consequences for Everyday People

There’s no shortage of headlines about local officials running into trouble. From Florida to Michigan, elected representatives have faced suspension, fines, or even criminal charges—not always because of greed or malice, but often because they didn’t know better. In some cases, it’s as simple as not filing the right paperwork on time, misusing a government resource, or misunderstanding conflict-of-interest rules.

A national list of local government officials convicted of federal offenses includes not just big-city players, but small-town mayors and councilmembers. These aren’t hardened criminals—they’re people who underestimated the complexity of the rules.

And the problem isn’t rare. According to the National League of Cities, 87% of local elected officials say the pressures and scrutiny of their jobs are increasing, while 81% have experienced harassment or threats. It’s a tough, high-stakes environment—especially for those learning on the job.

Why This Happens: The Experience Gap

Unlike Congress or a state capitol, most city and county boards are filled with people who don’t have degrees in public administration or law. Their hearts are in the right place, but nobody hands you an instruction manual when you take office. Unfortunately, ignorance isn’t a defense—courts and investigators won’t accept “I didn’t know” as an excuse.

The Solution: Don’t Wing It—Take the Course

The best way to avoid an accidental misstep? Get trained. Nearly every state and local government association offers ethics courses—sometimes required, but always valuable. These programs walk you through conflicts of interest, open meetings laws, public records, procurement rules, and all the other fine print that can trip up even the most honest official.

Ethics training isn’t about making you paranoid—it’s about making you prepared. It protects your reputation, your community, and, most importantly, your ability to serve. In an era where small-town officials are held to big-city standards, it’s not just smart—it’s necessary.

Final Thoughts

If you’re serving in local government—or thinking about it—take the time to learn the rules. Sign up for every ethics course you can. Ask questions. Seek advice. Because at the end of the day, the community needs your leadership—not a cautionary tale.

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Want to learn more about how to protect yourself and your community from costly mistakes?

Contact Christopher Truitt Consulting for guidance, training resources, or a workshop tailored to your board, council, or commission.

Everyone these days is talking about using AI (like ChatGPT) to make life easier. Very few are talking about what that means or looks like. One of the ways I save time (and headaches) in local government is by using ChatGPT to quickly interpret ordinances and draft summaries or guidance.

Here’s a simple workflow I use all the time:

✅ Step 1: Download the Ordinance
Start by visiting your city’s online code platform like Municode or American Legal Publishing. Find the ordinance or section you want to analyze, and download it as a PDF. Or, do like I do and download the entire code.

✅ Step 2: Upload to ChatGPT
Drag and drop the file or paste the full text into ChatGPT. I usually add:
“Please wait for the full upload before responding.”

✅ Step 3: Ask for a Summary
Once the file is uploaded, I ask:
“Can you summarize this ordinance in plain language for residents?”
Or: “What are the key restrictions, exceptions, and enforcement provisions?”

✅ Step 4: Ask Targeted Questions
I follow up with specifics like:
“Are permits available for temporary noise exemptions?”
“What are the fines for first and second offenses?”
“What is the process for obtaining a permit?”
“Is there a difference in rules for commercial vs. residential properties?”

✅ Step 5: Save and Reuse
I reuse the output in FAQs, internal training docs, council meeting packets, or newsletters. It also helps with onboarding new staff.

AI doesn’t need to be complicated to be useful. This simple process has helped me save time, improve communication, and cut through legal jargon—without relying on legal staff for every small question. If you work in local government and haven’t tried this yet, give it a shot. You might be surprised how quickly it becomes part of your workflow.

When you’re ready, you can take it to the next level! Ask ChatGPT to develop a permit application for Ordinance X as well as the policies and procedures needed to receive and process the application. It’ll knock your socks off!