Specifications include, but are not limited to: 1. Agenda Item Preparation The desired Software should enable transmittable requests from at least 100 users. These users must have the ability to attach supplemental media sources such as PDF, JPEG, PNG, PPT, MP4, and MP3 files. The Software should limit access of submitted agenda items to designated users appointed by county department managers. Once a request is placed on an agenda, the software should restrict editing to designated review users (i.e., County Counsel, County Administration, and Board of County Commissioner’s Board Coordinator). 2. Agenda Creation The Software should facilitate the creation of customizable agenda templates that allows users to add, edit, or delete submitted materials, arrange agenda items into distinct categories, and track of changes throughout the agenda building process. The Software will enable the Board Coordinator to easily review the agenda and individual items as necessary, address possible user error inconsistences with submission language or associated documentation, and publish the completed agenda once the review process is complete. The Software will have the capability of generating a companion packet with the agenda template that contains documentation such as the memo, board order/resolution, and supplemental attachments. The supplemental attachments may include tables, charts, and other visual items. The Software allows the Board Coordinator full control of the agenda item template allowing for the creation of specialized categories that do not require the companion packets (i.e., Meeting Minutes, Public Comments, and Employee Recognition). 3. Agenda Item Review The Software should support the standard operating procedures of Lane County’s Administrative review process intended for most items that require Board of Commissioner consideration. The Software should support four levels of review: department review, legal review, budget review, and Board Coordinator review. The department review will be carried out by the submitter of the item, legal review will be provided by County Counsel staff, budget review will be carried out by County Administration staff, and Board Coordinator review will be administered by the Board Coordinator.
