Modernizing municipal IT systems is no longer a luxury – it’s a necessity. From security and compliance concerns to outdated applications and rising citizen expectations, municipalities are under pressure to deliver smarter, faster, and more secure digital services. But even the most well-researched IT proposal can hit a wall without one crucial element: council buy-in.
Elected officials are the gatekeepers of public trust and the approval of budgets. To move your project forward, you need to speak their language, address their concerns, and show how technology investments align with community priorities.
Understand the Council’s Priorities
Council members are not IT experts – nor should they be. Their focus is on fiscal responsibility, public accountability, and delivering visible value to constituents. When you present an IT project, it’s essential to frame it in terms of community outcomes, not technical features.
For example, a small Alberta town recently upgraded its permitting system. The IT team initially pitched it as a “workflow automation platform.” But when they reframed it as “a way for residents to apply for permits online instead of taking time off work to visit town hall,” the council immediately saw the value.
Build a Business Case That Goes Beyond IT
A compelling business case answers three questions:
1. What problem are we solving?
Use real data and anecdotes. For instance, “Our current system processes 300 service requests per month, but 40% are delayed due to manual routing.”
2. What’s the return on investment?
This could be cost savings, time efficiencies, or risk reduction. For example, “By digitizing our records, we expect to save $25,000 annually in storage and staff time.”
3. What happens if we don’t act?
Highlight the risks of inaction. “The vendor no longer supports our current system.” A failure could result in weeks of downtime and potential data loss.”
Draw from Established Success Stories
Including comparisons to similar municipalities can also help. “The City of Lethbridge modernized with a SharePoint intranet that enhanced collaboration, supported remote teams, and eliminated wasted time searching for information.”
Conferences like MISA offer a wealth of information from municipalities, giving you an opportunity to draw inspiration and expertise from your peers. Elantis is a MISA partner, and we have co-presented effective IT solutions with Canadian municipal partners, like the District of West Vancouver and the City of Medicine Hat. Drawing from examples like these helps to demonstrate how similar IT solutions deliver results in the real world.
– Engage Council Early – and Often
One of the most common mistakes municipal leaders make is waiting until the final budget meeting to introduce an IT project. Instead, treat council as collaborators, not just approvers.
Start by having informal conversations with key council members. Ask for their input. Share early drafts of your proposal. This builds trust and gives you a chance to address concerns before they become objections.
– Tell Stories, Not Specs
Technical specs don’t win hearts and minds – stories do. Paint a picture of how the project will improve daily life for residents, staff, or the council itself.
For example:
1. “Imagine a resident renewing their dog license in two minutes from their phone instead of waiting in line.”
2. “Picture a ransomware attack – and how this new system could isolate and contain it before it spreads.”
These narratives make the benefits tangible and relatable, especially for non-technical audiences.
Provide a Clear, Confident Roadmap
Council members want to know that your project is realistic and well-managed. Be transparent about the timeline, budget, and who’s responsible for what. If you’re working with a trusted partner like Canoe or Elantis, mention that – it adds credibility.
Break the project into phases if needed. For example:
– Phase 1: Needs assessment and vendor selection (Q1)
– Phase 2: Implementation and staff training (Q2–Q3)
– Phase 3: Go-live and support (Q4)
Also, be ready to answer questions like:
- “What’s the contingency plan if something goes wrong?”
- “How will we measure success?”
- “What support will be available after launch?”
Execute your IT Roadmap
Getting council buy-in isn’t about selling a product – it’s about building a shared vision for a better, more efficient municipality. By aligning your proposal with the council’s priorities, communicating clearly, and involving them early, you can turn potential skeptics into champions for innovation.
Elantis has helped municipalities across Canada navigate the complexities of IT modernization: from building the business case to delivering secure, scalable solutions that make a real difference. As a trusted Canoe-approved vendor, we understand the unique challenges of public sector procurement and how to move projects forward with confidence.
Let’s talk about your next project. Whether you’re just starting to explore options or ready to present to the council, our team is here to help. >> Contact us today!
