Agenda Management Solution

Cloud-based Agenda Management Systems to streamline, automate, and manage the full life cycle of Board of County Commissioners and other Committee meetings.
- The desired solution should support the complete meeting life cycle, including agenda item development and submission, configurable review and approval workflows, document management, packet assembly, meeting preparation and execution, electronic voting and minutes, public access and transparency, video integration, records retention and archival, legislative tracking, and related board and commission functions.
- agenda management solution provides the following functionality:
a) Creation, modification and management of agenda items with multiple attachments per item
b) Agenda item approval workflow and customization of multiple item types
c) Creation, modification and management of multiple types of meeting agendas
d) Ability to create new, independent copies of future agendas and attachments to be used in agenda review
e) Document-level security, restricting access to specific users and groups, configurable based on workflow stages
f) Role-based security, adjusting access to specific users and groups based on meeting and item types
g) Ability to lockout editing for certain roles, forms and fields based on user-configurable dates and workflow stages
h) Full-text searchability of all meetings, items and attachments
i) Workflow routing of documents and items based on changes in versions, fields or attachments
j) Agenda and meeting publication, configurable based on different meeting types
k) Meeting support capability and configuration, such as capturing of live vote in sequential or random orders and documenting meeting minutes
l) Streaming of live and archived video public meetings on the Internet and County’s Intranet
m) Video integration with meeting agenda and timestamping, human close captioning services (e.g., Rev, iCAP) on both YouTube and Zoom
n) Public facing portal that allows searching and viewing of all meeting information that has been published (agendas, video, minutes, documents, and cabinets)
o) Records management of meeting related information, including supporting the building of multiple types of agenda packages, with summaries or details as needed
p) Microsoft Outlook, Word or other email/form template integration
q) System will handle loading and accepting a wide variety of file types without errors (please list)
r) Mobile integration with electronic vote capability, document review and personal editing, control of publishing and draft agenda review at different workflow stages
s) Management of Boards and Commission information for application, processing and approval of board membership
t) Provide the same customer experience in-person vs virtual
u) Ability to integrate with multiple meeting software applications (Zoom, Teams, YouTube, etc.)