Meeting Management Software Replacement

The Vendor is required to provide commercially available meeting management software solutions capable of supporting council, committee, and related municipal meetings.
- The County currently uses a legacy meeting management platform and is evaluating replacement options to improve agenda building, minute’s management, streaming support, transparency, workflow automation, and accessibility.
- The County requires a user-friendly, secure, and scalable solution designed specifically for municipal governance workflows.
- Goals:
•    Gather information on meeting management software solutions currently available on the market.
•    Identify technical, operational, and security capabilities of such systems.
•    Understand cost structures, licensing models, hosting approaches, and implementation requirements.
•    Assist the County in defining its requirements for a potential future procurement.
- System Requirements:
o    Customizable agenda templates with drag-and-drop ordering.
o    Ability to pre-load presentation materials  (PDF,  PPT,  videos)  and  attach them to agenda items.
o    Built-in approval workflows for agenda creation and revision. 
o    Assign display modes to agenda items in advance
o    AI-assisted agenda creation,  content recommendations,  and  electronic signatures.
o    Ability to track decisions,  actions,  and resolutions with clear  status indicators.
o    Attendance tracking with integrated electronic voting for in person,  remote,  and hybrid participants.
o    Support for searchable formats and public-facing publishing of  minutes and decisions
o    Automated or AI-assisted draft minutes generation.
o    Integration with YouTube,  Teams,  or similar platforms. Vendor  must specify where the video files are stored.
o    Integration with Microsoft 365 / Azure AD for authentication and identity management.
o    Integration with municipal website CMS for automated publishing of agendas and minutes.
o    The solution must integrate with the County’s existing audiovisual environment.
o    Support for importing and exporting documents using existing municipal storage systems (e.g., SharePoint).
o    Supply end-user and administrator documentation.