• Agenda Creation and Management: Ability to create, edit, and distribute meeting agendas securely. • User Permissions: Ability to assign permissions to users for specific meeting agendas or for specific boards or commissions. • Customizable Templates for Staff Reports and Agendas: Ability to customize templates for various types of reports and agendas. • Additions and Testimony Packets: Ability to create addition/deletion packets to the agenda and to create testimony packets post agenda publication. • Document Management: Support for attaching and managing supporting documents and files related to agenda items. • Workflow Automation: Streamline approval tracking processes and workflows related to agenda items. Should be flexible enough to add or delete approvers. • Minute Creation and Management: Ability to create, edit, and distribute meeting minutes securely. • Public Access: Provide a user-friendly interface for the public to access meeting agendas, meeting minutes, audio/video, and related documents, that includes a search function to search for specific terms, and should also include the ability to add a banner for special announcements, instructions, or updates about meetings, when needed. • Application Management: Online submission and management of applications for board and commission positions. • Appointment Workflow: Automated workflows for review, approval, and appointment of applicants. Push out 90-day notification to applicants eligible for reappointment and inquire about desire to do so. • Communication Tools: Integrated communication channels (e.g., notifications, messaging) for applicants, administrators, and staff liaisons for boards and commissions. • Document Management: Secure storage and management of applicant documents, resumes, and related materials. • Reporting: Ability to create customizable reports and generate member rosters. • Analytics: Tools for generating data on applicant demographics, appointment trends, and other relevant metrics. Ability to generate reports for member attendance records and member voting history/record. • Integration: Capability to integrate the agenda management system with the application system. • Accessibility: The solution must meet ADA requirements for accessibility, including conforming to Web Content Accessibility Guidelines (WCAG) 2.1 AA.
