BT1830 Committee Management Information System

Technical Abilities – Essentials

No & Description

1. Agenda Production/Publication

• Automation of the agenda production process for all formal and informal meetings
• Build agendas for publication
• Build agendas for closed audiences (i.e. Not published)
• Publish exempt information by title only
• Embedded link to the YouTube live stream
• Include links to the Teams Meetings and other URLs
• Automated generation of final agenda document incorporating standard agenda pages and a compilation of all related reports and relevant attachments.
• Finalised agenda document to include automatic page numbering of individual pages, item numbering on each report’s first page and each item’s initial page inserted on agenda pages.
• The facility to submit a finalised version of the agenda document in PDF format directly to any given (email) delineation.

2. E-petitions

• Ability for members of the public to submit electronic petitions.

3. Forward Plan, Report Management and Workflow

• Produce formal committee reports within the system.
• Drafting of reports in a range of Council committee formats (e.g. to include amendable standard sections to complete, use of standard headings, paragraph numbering)
• Circulate of draft reports for sign off and comment (e.g. by Executive Members, Senior Managers, legal and financial officers).
• Produce draft versions of the report in word and PDF format.
• Produce final versions of the report in word and PDF format.
• Produce and publish Executive Forward Plan

4. Members Information

• The system to incorporate a database of essential information related to Elected Members and political management arrangements
• General information about the Council’s democratic structures for internal and external publication
• Memberships of Committees, Sub Committees, Panels, Topic Groups etc.
• Data about elected Member and Co-opted Member details to include: -

o Name and address

o Contact details (including telephone, fax, e-mail address etc)

o Ward details

o Political party

o Find my Councillor by Ward, political party or alphabetically

o Date first elected and period(s) of holding office

o Retirement dates.

o Membership of committees, sub-committees, working parties and outside bodies

o Chairs and vice-chairs

o Leader and Deputy Leader of the Council

o Chairman of the Council and Vice-Chairman

o Leaders and Deputy Leaders of political groups

o Photograph

o Record of attendance at meetings

o Registration of interests

o Declarations of interests

o Surgery details

o Political Composition

o Individual web page for Councillors.

• Ability to hide information (example: home address).
• Representation on Outside Bodies information to include:

o name of organisation

o contact details including address, telephone, fax, e-mail address etc

o name, designation and contact details for primary contact

o Council’s representatives (including substitutes) on the organisation, dates of appointment and terms of office

o cross reference to minute authorising appointment.

5. Decisions and Minutes Creation

• System to support the preparation, circulation, and publication of decisions and minutes:
• Minutes creation to integrate with and draw upon information loaded as part of agenda production process.
• Format minutes to comply with corporate accessibility requirements
• Automated circulation of draft minutes to officers for comment with deadline specified.
• Automated publishing of finalised minutes on the internet in appropriate format (pdf). Must

6. Register of Interests at Meetings

• Record of interests declared by Members at meetings.

7. Search

• Search for agenda, reports and minutes using search criteria:

o Free text

o Keyword

o Date

o Committee

o Any combination of the above.

8. PDF Conversion

• Inbuilt conversion of documents into PDF for publishing and printing (docx, xlsx etc)

9. Committee Information

• Purpose of committee
• Members of committee
• Dates of meetings

10. Published documents

• Ability to publish other documents:

o Exec forward plan

o Portfolios

o Exec notices

o Public notices

11. Infrastructure & Security

• Various levels of account security for Admins and Staff.

12. User interface/Styling/Branding

• The facility to change all web page styling
• The website user-interface should take on the look of the corporate website and integrate seamlessly.
• The website user-interface should be accessibility compliant in style and design
• Customisable templates for agendas so they can include our branding.

13. Compatibility

• Compatible with Office 365