The Town of Rolesville is seeking proposals from qualified vendors to provide an agenda management software solution. The Town Clerk and Executive Leadership Team will use this software to create, manage, and distribute meeting agendas and minutes efficiently. The system must provide transparency by making agenda-related information readily accessible to the public while ensuring seamless collaboration among staff members. The Town requires an agenda management software solution that includes, but is not limited to, the following features: Core System Capabilities: 1. Agenda Creation & Management: Build, edit, and distribute meeting agendas with customizable templates. Compile agenda packets of hundreds of pages including maps. 2. Minutes Preparation & Management: Tools to facilitate real-time notetaking, tracking of actions, and automated minute generation. 3. Public Portal Access: A user-friendly interface for public viewing of agendas, minutes, and supporting documents. 4. Workflow & Approval Process: Customizable workflow for staff reviews and approval of agenda items. 5. Searchable Document Repository: Archiving and full-text search functionality for historical agendas and minutes. 6. Integration Capabilities: Compatibility with Microsoft Office, PDF formats, and video streaming services. 7. Security & Compliance: Compliance with public records laws, role-based access controls, and secure cloud storage. 8. Mobile Accessibility: Responsive design for access via desktop, tablet, and mobile devices. 9. Voting & Action Tracking: Electronic voting functionality with automatic action item tracking and reporting. 10. Support a minimum of 5 Boards: Board of Commissioners, Planning Board, Parks and Recreation Advisory Board, Board of Adjustment, and Tree Board
