Public Board Meeting Solution

The Vendor is required to provide public board meeting solution is capable of managing the preparation, publication, live meeting management, distribution, and archiving of agendas, supplemental materials, minutes, and associated records.
- General requirements
1. Software requirements
•    Must be hosted on a cloud platform
2. Meeting scheduling
•    Calendar integration  
•    Automated reminders and notifications
•    Recurring meeting setup
•    Archiving and calendar separation by board meeting body
3. Agenda builder
•    Customizable templates for county logos
•    Indexed items
•    Drag-and-drop interface
•    Memorandum and supplemental attachment support
•    Automatic agenda title synchronization from memorandum
•    Option to publish addendum alongside published agenda with continuing number sequence
•    Option to publish amended agenda in place of published agenda
•    Option to publish special agenda
•    Auto-hyperlink zoom URL on all agendas and display zoom links on public website
4. Minutes generation (live meeting management)
•    Livestreaming to the public
o    Zoom-compatible platform
•    Real-time notetaking
•    Action item tracking
•    Post-meeting enactment numeration
5. Voting, annotation, and notes
•    Ability to annotate documents
•    Sharing and collaborations on notes
- Administrative features
1. Permission management
•    Role-based access control
o    Allows for administrators with varying levels of authority
•    Customizable permission settings
o    Customizable user groups with unique permissions
•    Audit trails
2. User management
•    Facilitates bulk import and export of user data
•    Streamlined processes for adding/removing/deactivating users
o    User data retention
•    Automated workflows for on-boarding/off-boarding
3. Task manager
•    Task assignment tracking
•    Tracking of board member roles and terms
•    Deadline management
•    Progress updates
•    Role assignment and management
4. Document management
•    Secure storage and sharing, including past meeting records
•    Version control
•    Easy public search and retrieval of archived meetings/recordings/approved minutes
•    Permissions based access to view past enacted documents (i.e. Clerk: full access, staff: view-only, public: by request)
•    Internal template library for common documents and forms, such as meeting agendas, reports, and contracts
o    Memorandum template recommendation section should automatically reflect onto agenda title when created and changed.
•    Real-time collaborative editing for documents with multiple users
•    Approval routing with deadlines and custom-default reviewer’s set-up per department.
•    Lock finalized files
o    Permissions based access to finalized files (i.e. Clerk: edit, modify access, staff: read-only)
5. Advanced analytics and reporting
•    Custom report creation based on metrics and data points
•    Analytics dashboard with visualizations of key performance indicators (KPIs) and trends.
- The main documents for this RFP are not available on our website.