Agenda and Meeting and Minutes Management System

The Vendor is required to provide a comprehensive Agenda and Meeting Management System.
- The system should enhance transparency, improve efficiency, and provide easy access for both internal staff and the public.
- System must provide a centralized platform for hosting agendas, minutes, and supporting documents for all boards and commissions. It should include tools for scheduling, setting up agendas, and managing meetings and minutes, as well as a public-facing portal that allows residents to access agendas, minutes, and video recordings. 
- The system should support workflow automation for agenda creation and approval processes, offer searchable archives for historical records, and provide role-based permissions for staff, elected officials, and the public.
- The system should include customizable agenda templates, drag-and-drop functionality for adding items, and the ability to attach supporting documents. 
- It must provide tools for drafting and approving meeting minutes, as well as features for scheduling meetings and sending notifications. 
- A public portal should allow easy navigation, keyword search, and subscription notifications for upcoming meetings, agendas, and minutes. 
- Video integration is critical, including live streaming, recording storage, and timestamped links to the agenda and minutes. Security features such as encryption, user authentication, and retention policies must be included. Integration with the Village website is highly desirable.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 16, 2026