All Inclusive Board Meeting Management Software

The vendor is required to provide that all-inclusive board meeting management software that will primarily be used for the management of the board of education’s public work (agendas and minutes; plus, policy management options, if available).
- Provide a high-level overview of your all-inclusive agenda system, along with a narrative explaining your solution’s key features and ability to provide operational functionality for pk-12 school districts.
- Functional requirements:
• The agenda writing system shall be hosted by the awarded vendor.
• Require an electronic (on-line) agenda/minutes management system that is user friendly, easy to use both internally and to our external public.
• Need to be able to post the finished product to the public page.
• Able to "archive" by year without losing access to past meetings; the expectation is to have a year's worth of agenda/minutes in a folder, not displayed with current year's work. once archived, need to be able to retrieve past meetings to roll items forward.
• Data transfer - district preference is for a fixed price for a one-time movement of agenda information from the existing program to your program for accessibility. please indicate how this would be done - pdf archival, data mapping
• Need flexibility to have workflow, or not, and need to be able to bypass the approval system if workflow is not utilized, with a minimum number of keystrokes.
• Ability to copy items forward directly to an agenda without going into an item’s approval process first.
• Board secretary does not need those items to go through an approval system, as she is the creator/mover (moving meeting items from one board meeting to the next).
• Need an excellent search capability, to be able to search within the system by an agenda item title, or a key Word
• Agenda/minutes need to accommodate large documents (1mb+) (attachments to an agenda item).
• Provide any limitations to document sizes in their proposal.
• Electronic voting; needs to be able to allow remote access by a board member who may need to vote from another location
• Link to policies with electronic manipulation option available
• Developing an agenda, need limited view permissions for authorized users to view the agenda in work progress
• Ability for board members to make notes/comments within their agenda view and ability to export it to their own files
• Vendor hosting; automatic updates good, but need vendor to give advance notice to board secretary
• Provide daily or weekly backup to the district's servers.
• Must allow flexibility to adjust the agenda item display to meet the needs of the board and superintendent; also required for the minutes side; must be able to manipulate the items and categories, as needed. same requirement for the minutes
• Need to be able to manipulate the agenda header fields
• Would like automatic page numbering once the agenda is compiled
• Would like to be able to have a table of contents-modifiable for each agenda
• Unlimited text with format tools and spell check within both the agenda and minutes
• Agenda and minutes need to convert to a final pdf document that can be posted/available to the public
• Meeting management
• Record roll-call in minutes
• Record motions in minutes
• Record votes in minutes
• Ability to record minutes during meeting with macros or other shortcuts to insert common items in an abbreviated manner
• Unlimited text with format tools and spell check within both the agenda and minutes
- Audio/video streaming:
• Audio/video streaming website, optimized for desktop and mobile viewing experiences
• Archived/delayed video streaming indexed to agenda items in minutes, providing ability to click on an agenda item and skip to the relevant portion of the video
• Search capability that allows user to search by keyword for relevant agenda items and retrieve associated video and meeting materials
• Closed captioning of meeting audio for the hearing impaired
• Live meeting streaming capability
• Ability to record closed meetings, with stringent access controls, not accessible to general public.
• Different boards/commissions using the solution would require different access controls.
• Ability to record/stream audio only.
• We currently run live stream, and podcasts available via our home page 9. board directors and administrators use a variety of devices, i.e., Ipads, Macs/Apple, and PCs; we will require a modern format easily accessible to users who do not run windows.
• Automatic page numbering once the agenda is compiled
• A table of contents-modifiable for each agenda would like to be able to "archive" or store the agenda/minutes by year, in order to have a year's worth of agenda/minutes in a folder, not displayed with the current year's work.
• Once archived, or stored, need to be to retrieve past meetings to roll items forward link to policies
• Preference is for the system to be able to capture everything about a meeting into a single searchable calendar format.
• The ability to select a meeting and see all the information about that meeting in one place.
• Generated by the system as much as possible and not have to manually do everything.
• Have links to the agenda and minutes and add additional columns for notices (when applicable), meeting podcasts and the morning after report.
- Technical requirements:
a) Technical requirements:
• Please describe, in general terms, the technical requirements of your system including hardware, networking, and operating system environments.
• Include information about your hosting data center, backup/recovery of data, and data privacy and security
b) Data migration –
• Please describe the process and technical aspects of migrating data from our current system.
• Include options for included and add-on (for a fee) services, typical migration timelines, years of data may be migrated, and any additional information that would inform of migration limitations, costs, and timelines.
c) Data integration –
• The technical aspects of data feeds to, from, and within your system.