How a consolidated municipality of over 900 employees is leveraging Madison AI to cut through scattered records, instantly search past actions, and avoid $10,000 in monthly staff administrative work.
In a community that juggles both city-level and county-level functions, Deputy City Manager Stephanie Hicks recognized that routine research was becoming overly time-consuming for staff. By adopting Madison AI, Hicks and her team found a way to bypass hours of digging through archives and instantly retrieve the exact board discussions and historical context they needed to keep operations moving.
Carson City’s Search for a Solution
Serving a population of 61,888 people, Carson City operates as a consolidated municipality, meaning it’s a unified government entity that provides both a city and county administration. This creates a unique operational challenge: the City generates a massive volume of complex records.
Critical institutional knowledge was scattered across meeting minutes, budget documents, and the minds of long-tenured employees. Staff frequently found themselves bottlenecked by routine research, waiting for answers from colleagues or spending hours digging through archives to find historical decisions. Carson City needed a targeted solution to unify this fragmented knowledge.
“We have seen quite the improvement in efficiency across our teams as we implement a system that simplifies a major task for all staff. Instead of digging through years of agendas and transcripts, we ask Madison AI to find specific board discussions and such. It helps continue to narrow down information until I have exactly what I need.”
Stephanie Hicks, Deputy City Manager, Carson City, NV
Avoided admin costs per month
Staff hours reclaimed per month
Research conversations
Active users
Scattered Institutional Knowledge
Because of Carson City’s unique structure, managing information efficiently is a constant hurdle.
Scattered Records
Essential information lived in scattered meeting minutes, dense budget documents, and legacy files.
Time-Consuming Research
Routine inquiries required staff to manually comb through years of archived transcripts and agendas.
Knowledge Silos
Much of the City's master knowledge was tied up with long-tenured employees, causing delays when staff had to wait for answers from colleagues.
A Purpose-Built Knowledge Assistant
Carson City partnered with Madison AI to deploy an Institutional Knowledge Assistant trained directly on the municipality's internal document library. The deployment allows staff to bypass manual digging and instantly query board actions, municipal codes, budget data, and master knowledge.
Board of Supervisors Actions (19.1%)
Staff search past board actions, motions, and directions in seconds instead of combing through years of archived minutes.
Finance, Budget & Contracts (16.2%)
Pulls fund balances, agreement terms, and grant details on demand for finance and administrative teams.
Document Drafting & Writing (11.4%)
Staff draft talking points, justification narratives, and vision statements grounded in Carson City's own plans and board history.
Municipal Code & Regulations (8.1%)
Instantly references CCMC sections, ordinances, and regulatory requirements for planning and public works staff.
Faster Answers and Significant Savings
By utilizing Madison AI, Carson City has fundamentally shifted how its staff accesses information. The City is now reclaiming 140 staff hours every single month, resulting in $10,107 in avoided administrative costs monthly.
Staff no longer have to wait for information from other long-time staff members or sift through physical archives; instead, they have instant, highly accurate answers at their fingertips to help them serve the Nevada capital.
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