Agenda and Minutes Software

The Vendor is required to provide agenda and minutes software.
- Communications
• Ability to distribute messages in case of meeting cancellations or schedule changes that are sent based on public body.
• Ability to post "banner" notice in case of meeting cancellation or schedule changes that are sent based on public body.
• Ability for interested parties to subscribe to updates based on public body.
• Ability for interested parties to subscribe to updates based on meeting items.
• Ability to include direct links or published documents based on public body.
• Ability for public body to customize email templates, add terms and conditions (acceptance) for data privacy, and an unsubscribe, etc.
• Ability for interested parties to comment on meeting items through the system.
• Ability to share meeting information to social media accounts.
- System
• Ability for system to be embedded in city's website.
• Customization of portals for public body.
• Ability to view a preview before publishing.
• Ability to create and share a hyperlink directly link to content in the system including draft areas for internal and external users.
• Ability to annotate and save records for each user.
• Ability to customize documents including agendas by public body. For example, city logo, chair/vice chair names.
• Ability to export agendas as rich text.
• Describe file size allowance for each item as an attachment.
• Describe acceptable file types for each item as an attachment.
• Describe character account for titles of each attachment.
• Ability for those on the system to be able to search agendas by keywords, dates, etc.
• Ability to prohibit searchability of content based on user group.
• Ability to secure from publication specific content by user group.
• Ability to redact documents within system.
- Mobile Accessibility
• Ability for interested parties to view all documents and watch videos/multimedia via a mobile app.
• Ability for interested parties to view all documents via a mobile app in different languages.
• Ability for internal users to access system through a mobile app.
• Ability for mobile app to scale content and documents properly.
- Reporting
• Ability to have reports that track number of public hearing comments.
• Ability to track number of legislation passed by each public body.
• Ability to track number of public hearings.
• Ability track number of meetings by public body.
• Ability to track and export start time, end time, and total meeting time.
- Integration
• Ability to integrate with any hybrid meeting conference software (such as zoom, WebEx).
• Ability to integrate with YouTube for streaming purposes.
• Ability to integrate with electronic document records management system i.e. Laserfiche.
• Ability to integrate with shapeslc or marketing salesforce.
- Account Management
• Ability to have separate accounts by public body.
• Ability to have separate workflows by public body.
• Ability to manage who can edit, view, or approve content.
• Ability to document who made changes to content and when.
• Ability to track items between different meetings and public bodies.
• Ability to create user groups with varying levels of security access across content types.