Agenda and Meeting Management Software

The vendor required to provide agenda and meeting management software will be used to streamline the preparation, approval, and distribution of meeting agendas, minutes, and related documents.
- Requirement:
1. Agenda management
•    Ability to create, edit, and manage meeting agendas.
•    Support for multiple agenda templates.
•    Drag-and-drop functionality for agenda item reordering.
•    Integration with document management systems for attaching supporting documents.
•    Automated agenda item numbering and formatting.
2. Meeting management
•    Scheduling and calendar integration with popular calendar systems (e.g., outlook, google calendar).
•    Automated notifications and reminders for meeting participants.
•    Support for virtual and hybrid meetings, including integration with video conferencing platforms (e.g., zoom, microsoft teams).
•    Real-time voting and roll call features.
•    Public and private meeting modes with appropriate access controls.
3. Minutes management
•    Tools for recording and transcribing meeting minutes.
•    Automated generation of minutes from agenda items and meeting discussions.
•    Approval workflows for meeting minutes.
•    Searchable archive of past meeting minutes.
4. Public access and transparency
•    Public portal for accessing meeting agendas, minutes, and related documents.
•    Search functionality for public documents.
•    Compliance with ADA accessibility standards.
•    Options for public comment submission and management.
5. Security and compliance
•    Role-based access control and user permissions.
•    Data encryption in transit and at rest.
•    Compliance with relevant legal and regulatory requirements.
•    Audit trails and logging of user activities.
6. Integration and compatibility
•    Integration with existing county audio and visual systems.
•    API support for custom integrations.
•    Compatibility with major web browsers (e.g., chrome, Firefox, edge).
•    Mobile-friendly interface for access on smartphones and tablets.
7. Training and support
•    Comprehensive training for county staff, including initial setup and ongoing training sessions.
•    24/7 technical support with defined response times.
•    Access to online resources, including user manuals, FAQs, and video tutorials.