Agenda and Meeting Management System

The Vendor is required to provide a comprehensive solution for an agenda and meeting management system.
- The County reserves the right to determine the appropriateness of online and remote work arrangements on a case-by-case basis. Any remote or virtual service delivery must be pre-approved by the County and meet all security, performance, and accessibility standards.
- Provide automated solutions for the respective areas:
• Agenda Management
• Meeting Management
• Speaker Appearance Management
• Vote Management
• Public access to Court Agenda and Meeting results
• Audio/Video streaming
- The current agenda and meeting management system presents a valuable opportunity for improvement through modernization and integration.
- The County to select a modern platform that consolidates and streamlines agenda and meeting management.
- Upgrading from the legacy system to a unified platform will provide a valuable opportunity to address performance concerns and enhance the user experience across all stages such as pre-court preparations, in-court meetings, and post court documentation.
- Requirements can be met through one of the following options:
• Out of the box – Solution supports the requirement without any configuration or
• Programming changes. The out-of-the-box solution meets requirement.
• Configuration required – Solution supports the requirement by changing configuration settings. For example, if the requirement can be met by changing a user-updated rules in a rule’s engine, indicate that the solution is “configurable”.
• Customization required – Solution supports the requirement through customization.
- Agenda Management System
• System must deliver high-performance in agenda generation, uploads and publishing by maintaining consistent functioning irrespective of the file size.
• System must handle a high volume of Agenda form uploads, including the support documents, efficiently.
• System must have no dependencies with existing peripheral applications. Incorporate the functionalities of all supporting applications into the new system.
• Allow departments to enter the request for any Agenda type directly into the new system.
• Ability to do direct intake process through the system via a customizable intake form that includes dependency drop-down and mandatory/optional field capabilities, with a provision to triage items prior to adding them to Agenda list.
• Ability to attach the backup/supplement documents to agenda items.
• System provides reordering of the agenda items and meeting minutes, to accurately place at the desired position within the list.
• Ability to implement a system that prevents duplication of agenda items during agenda creation, while permitting duplication during the minutes phase.
• Ability to route rejected Agenda items back to the originating department for corrections.
• Ability to prevent multiple users from editing the same item simultaneously, allowing only role-based and agenda status-based permissions granting editing access.
• Ability to keep Agenda Captions consistent across all departments, which will streamline search and grouping of new items.
• System should support advanced query functionality, allowing users to customize search options with additional filters for keyword searches such as agenda title, table content, agenda text, etc.
• System should provide public facing webpages with advanced search capabilities for efficient data retrieval, including the supplements.
• System must have the ability to identify the initiatives by each Commissioner’s precinct.
• System must handle last-minute additions to agenda items while keeping the numbering consistent.
• System should provide version control with change tracking.
- Meeting Management System
• System must support integrated transcription capture methods with a high level of accuracy.
• Ability to attach the backup/supplement documents to agenda items, appearing as hyperlinks in the final document.
• Ability to provide an RCA as a backup attachment for each item in the system.
• System must allow for the consolidation of non-discussion (Consent) items and record the result of the motion, second, and votes on each item in the minutes phase.
• System must record the result of the motion and display visibly during the court session.
• System must have the ability to search for motions and review results post court.
• Ability to extend the display of the voting result to the court screens, not limiting it to only the Commissioner’s and Judge’s monitors.
• Ability to allow edits/corrections of motions/votes as needed in real time/live during meetings.
• Ability to mark items skipped during a meeting and retrieve for later review.
• Ability to allow multiple court office staff to enter motions made at the dais directly into the system and allow collaborative changes to motions. Notes must be visible to all users viewing the agenda item.
• Ability to upload the meeting minutes including backup/supplemental to the public website after legal review.
• Ability to download Agenda items to the department system of records.
• Ability to flag various items for follow-up using an identifier (e.g. color schemes) to allow quick recognition (e.g. Discussion items, No Action items, etc.) with different meanings in Pre-court, in-court and post-court/minutes phases.
• Ability to internally route backup documents for electronic signature within the system and allow signed official documents to be forwarded to other departments for further processing if required.
- Speaker sign-up and appearance management
• System must include a Speaker Registration form in multiple languages (Appearance Request Form).
• Ability to incorporate Speaker sign-in form that automatically notifies the system upon a speaker’s arrival at court.
• Ability to view the Speaker list for designated departments.
• System must provide an option to cancel an appearance request, either via a direct link in the confirmation email or through a system page using the registration ID.
• Ability to identify each speaker’s number and their approximate time of appearance and provide this information to the speaker prior to the Court session. Options include text messages and email.
• System must provide a method to indicate if speaker appeared and spoke or did not speak.
• Ability to automatically renumber the speaker queue based on the signed-up list and move up the speaker if a prior speaker does not show up.
• Ability to display the Speaker list and time of appearance within the system.
• System must display the speaker’s name on the screens in the courtroom as well as amount of time they have left to speak.
• System must provide a provision to add and display additional speakers on the day of court to accommodate last-minute sign-ups, even after court has begun.
• System must provide real-time synchronization to wall clock for speaker timer.
• Ability to view and print the final appearance list of speakers with their contact information and denote non-speakers.
• System should send the confirmation email in the language chosen if an interpreter is chosen during registration.
• System should allow sorting functionality on the column headers of the speaker list table.
• System should provide an option to sign up for text message alerts.
• Speaker timer chime that can be heard by everyone in the courtroom as well as anyone speaking virtually.
- Vote Management System
• Provision to view the items that were chosen as Consent voting items. Ability to add and remove from consent vote. System must have the ability to automatically exclude certain flagged items (E.G. discussion items, no action items, previously approved items, etc.) from its consent vote item list.
• System must display the active discussion agenda item and vote results.
• Ability to flag the voting results using an identifier (e.g. color schemes) to allow quick recognition and allow search using these identifiers.
• Provision for real-time display of agenda during meeting, display of any additional motions made during court, and votes taken.
- Audio/Video Management System
• System must display character content in the lower third format as opposed to picture in picture or picture by picture.
• System must display lower thirds on dais monitors, lobby monitors, live streams, court screen and huddle rooms.
• System must provide configurable options to define which data elements are displayed hence not limiting to the display of Agenda item number, description, speaker name and precinct.
• System must incorporate scrolling features if the agenda description is too large to remain stationary at the lower third.
• System must display the voting results in real-time.
• System must ensure glitch-free transitions when switching between courtroom cameras and online speakers.
• System should display the constituent’s preferred language on their personal livestream device.