Electronic Agenda and Meeting Management System

The Vendor is required to provide electronic agenda/meeting management systems (“Meeting Systems”) for meetings of elected and appointed bodies of the Town
- At a high level, the Meeting System shall offer electronic agendas and documents to be viewed by each respective body, as well as by the public.
- currently integrates the meeting’s agenda into the meeting video, allowing for easy access to sections of the meeting, viewing of staff reports, and tracking of the agenda.
- Front End
• Ability for the public to access documents on the internet from any location
• Ability for elected and appointed officials to access documents via a dedicated software program that may contain, but not limited to, the following capabilities on an Apple iPad:
• Viewing the agenda
• Viewing staff reports and attachments
• Making notes, comments, or other annotations which are saved to that particular user’s account
• Ability to only see files the user has privileges for (e.g., Planning Commission members should not be able to see the Town Council’s confidential – or Closed Session – materials)
- Back End
• Web-based platform accessible on the internet from any location
• Ability to simply create meetings, including recurring meetings, up to 1 year in advance
• Standard agenda templates for easy creation and editing of meetings
• Ability to load reports from Word .docx and Adobe PDF file types
• Permissions on who may or may not add, edit, or delete agendas and files
• Capability for multiple users to edit one meeting
• Ability to create users by meeting body (Town Council, Planning Commission, etc.) and limit their rights to see other bodies’ confidential documents
• Archival feature and ability to view past agendas
• Ability to create PDF files of both a “short agenda” (listing of agenda items and links to associated documents) and “complete packets” for both public packets and packets that contain confidential documents (combined file with all reports and attachments included, ideally with pre-set bookmarks for viewing in a PDF reader)
• Ability to amend published agendas without breaking existing links or duplicating files
- Integration
• Apple iPad
• Web-platform
• Swagit/granicus livestream/video system for integrating agenda into video platform
- Security
• Use of proper security measures to prevent authorized access from front-end users or back-end users
• Proper redundancy and back-up of all materials
• Version control
- Workflow (ideal, not required)
• Ability to create approval mechanisms for addition of items to the agenda, review of documents, and publication of agenda
• Notification of workflow steps/changes via email or other means
• Tracking of all agenda items to create report of outstanding reports.