For town managers: if something happens

Your records are yours, any time

Ask and you get a full copy of everything TownDesk holds for your town, in files any spreadsheet opens:

• Resident conversations with your front desk
• Your records-request log, with owners, target dates and status
• Your grant deadlines

Meeting recordings and draft minutes are never stored, so they are already on your side: you keep each draft by copying it or downloading it for Word.

You leave with everything

• Either side can end the service with 7 days' notice. No reason needed and nothing more is owed.
• Before anything is deleted, you get the full copy described above.
• Then your town's data is deleted within 7 days, and we confirm it in writing.
• The website widget is one line of code. Remove it and your site is as it was.

The desk keeps running

Nothing your residents or staff use waits on Bryan:

• The front desk on your website and the phone line answer on their own, day and night.
• Minutes, records letters and grant drafts are made the moment staff ask.
• The daily reminder for late records requests runs by itself.

Support questions get a reply from Bryan within one business day. When Bryan plans to be away, your clerk hears ahead of time with the dates and how to reach Bryan.

Kept only what the job needs

Kept

Front-desk conversations (the latest 200 messages of each), the records log and grant deadlines your staff enter, and calls to your TownDesk phone line (caller number, summary, recording and transcript) so staff can review them

Not kept

Meeting recordings, meeting transcripts, draft minutes, records letters and grant drafts. They are made, handed to you, and not stored.

Visitor IP addresses

Held for 10 minutes to stop abuse of the free demo, then dropped

Closed sessions

The minutes tool is built to keep closed-session discussion out of the draft

Never

Sold, used for ads, or used for anything other than running your town's service

Who else handles it

Hosting, transcription, drafting and the phone line each use one outside service that sees only what its job needs. The full list is on the privacy page.

What your clerk will be asked for

Vendor

Bryan Williams, doing business as TownDesk, Cleveland County, North Carolina

Pilot agreement

One page, signed by both sides. 90 days, $0. It never turns into a bill on its own: you continue only if you say so in writing.

After the pilot

Month to month at the posted price: $297 a month under 2,500 people (phone line $99 more), $497 for 2,500 to 10,000 with the phone line, $897 for larger places. Setup and training are included.

Invoices

Monthly, net 30, payable by card or bank transfer (ACH)

W-9 and vendor forms

Sent when your town asks

Drafts, not decisions

Everything TownDesk writes is a draft for staff to review. It never publishes, sends or files anything on its own. Official minutes are the ones your board adopts.