Agenda and Meeting Management Solution

The vendor required to provide meeting and agenda management software application and the necessary hardware to improve and support the town’s efficiency, transparency, and accessibility to council and committee meetings.
- Objectives
•    Streamlining end-to-end automation of agenda creation, approval workflows, and meeting preparation. 
•    Providing improved workflow, action tracking, reporting, and accountability. 
•    Supporting both open and closed meetings with appropriate confidentiality controls. 
•    Complying with the current access to information act and protection of privacy act. 
•    Enhancing transparency with public access portals and automated publication of agendas and minutes
•    Providing user-friendly tools for staff, council members, and the public. 
•    Leveraging a cloud and SaaS solution with potential scalability and ease of updates.
•    Support transparency and accessible governance by providing either livestreaming or video recordings of meetings on website.
- Requirement:
•    Automated agenda creation, scheduling, approval workflows, and pdf agenda distribution. 
•    Minutes creation through real-time note taking, item and motion tracking, follow-ups, and reporting. 
•    Secure closed meeting support and item handling (confidentiality) with access restrictions. 
•    Full-text search of past agendas, minutes, and attachments. 
•    Web portal posting of agendas and minutes and video recordings 
•    Video streaming, video conferencing, and e-voting functionality (optional). 
•    Integration with existing platforms (o365, and website portal) as well as multimedia (attachments, links, video). 
•    Agenda and minute migration: migrate previous existing agendas and minutes into online platform. 
•    Mobile and tablet access. 
•    Hardware (if applicable, e.g., microphones, video integration). 
•    Training and implementation with supporting documentation. 
•    Ongoing support via helpdesk, maintenance, and upgrades.
•    Administration: permissions, templates, branding, scalability.

- Questions/Inquires Deadline: February 11, 2026