“The portal has been great as far as accessibility and transparency are concerned. These are huge things in the municipal world right now. Our whole agenda is published quickly and anyone can view it.”
Tracey McKenzie, Deputy County Clerk, called the week prior to a council meeting ‘Agenda Week.’ Staff from other departments knew this and stayed away from the copier and the Clerk’s office where there was a scramble to prepare the agenda. There were members of the media who would come to the Clerk’s Office to pick up the 150-page agenda packet. There were packaging and courier costs to send the packet to two remote council members. Only the cover sheets of the agenda were put online, thus the public had no online access to reports and had to come to the clerk’s office to pick up the ones they wanted.
Agenda week is now a thing of the past. The Clerk’s office now uses iCompass’ Meeting Manager Pro which has transformed the entire agenda creation process.
According to Tracey, the system allows them to constantly stay on top of agenda items for future meetings with ease. “We are in and out of the iCompass system all the time. As a piece of correspondence comes in, we scan it and put into the system. As reports are approved they, too, are entered into the system. Then the entire agenda, including all attachments, is made available on our CivicWeb Portal where the public, media, and council members can access it.”
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