Electronic Agenda and Meeting Management Software

The Vendor is required to provide a comprehensive electronic agenda and meeting management software applicable to local government Council, committee and/or board meetings.
- Looking for a user friendly, commercially available solution that can offer the support and refinement that can be provided by an established company that has a successful history operating with municipal governments.
- The electronic agenda and meeting management software is intended to automate meeting processes, from beginning to end, with the inclusion of necessary supporting hardware, end-user training, ongoing support, and continual upgrades.
- The functionality of the software will support Council and Committee agenda creation, management, communication, collaboration and will integrate with existing archives, audio visual equipment, and the Town's website.
- The version of software offered is to be the current version with all the latest updates, including, where requested, all manuals, instructions and training.
- Agenda Management
•    Create digital reports, agendas and customizable templates for various meeting types, formatting tools, security control functions, navigable full and/or partial packages
•    Allows for report creation in Microsoft word inclusive of all Microsoft word functionality
•    Accepting of large file sizes with multiple layers, customizable security and varying document sizes
•    Option to provide html and pdf final documents
•    Compatible to publish agendas and minutes on town of stony plain website with links to supporting documents
•    Email notification option for users: internal and external
•    Secure access to confidential meetings
•    Classify agenda items between public and private closed session items
•    Provides the ability to forecast reports for future meetings
- Minutes Management
•    Create digital minutes and customizable templates for various meeting types, formatting tools, security control functions
•    Meeting management (i.e. Virtual attendance and attendance tracking)
•    Prepare minutes, including but not limited to recording attendees, recording motions, automatically generate resolution numbers, declaring conflicts, customizing minute details and making notes
•    Synchronize recorded meetings with timestamps within minutes
- Workflow Management
•    Customizable workflows with editable controls, security, overrides, tracking and history access
•    Ability to generate staff tasks from minutes and track progress
•    Coordination of collaborative reports
- Video Management/Public Access
•    Live and on-demand video streaming and recorded (integrated with existing streaming hardware – i.e. Cameras, microphones). Unlimited video hosting which includes but is not limited to live streaming, production of video minutes and the archive of files
•    Automated web posting (integrated with existing web platform, if required) and ability to index agenda items
•    Video hosting compatible with online meeting software (Microsoft teams, goto meeting, YouTube, etc.)
•    Playback audio and video files without requiring specialized software
•    Supports joining meetings or watching livestream/recorded meetings with any device
•    Agenda items automatically fed to bottom thirds of livestream
•    Meeting title and date onscreen during livestream
•    Public facing access to agendas, minutes and meeting videos
- Board Member Access
•    Provides internal meeting participants (i.e. Members of council, staff, etc) with the ability to annotate agendas, reports and associated documentation both prior to meetings and “on-the-fly” during meetings in a secure manner
•    Provides a flawless in-meeting participant portal to access annotated agenda packages on multiple hardware platforms
•    Additional features that allow for enhanced use by the user
- Project Planning and Discovery
•    In collaboration with the Town’s Legislative Services Department, agree on methods and approaches for delivery of software
•    Establish a Project Plan with timelines, milestones, resources and risks consistent with the implementation tasks required
•    Provide report, agenda and minute template options and mock-ups
•    Provide training documents and other resources to guide the Town’s use of the software
- Training and Adoption
•    Knowledge transfer to staff who will be responsible for the ongoing management
•    User training planning and facilitation
•    Initial post go-live support
•    Ongoing technical support and troubleshooting
•    Proactive account management
•    Provide opportunities for ongoing learning
•    Provide a support contract agreement or proposed method for ongoing monitoring, software upgrades, security patches, preventative maintenance and customer support
- Information Technology (IT) security must adhere to recognized industry best practices for the management and ongoing support of network, system, and application security. This includes the implementation of layered security controls, regular vulnerability management, and timely patch management processes.