Council meeting and agenda software for clerks

Meeting schedule. Eight types covering regular, special, public hearing, committee of the whole, emergency, budget, organizational and standing committee, with statuses of draft, scheduled, notice sent, completed and cancelled. Each meeting carries a title, date and time, location and a video or stream URL.

Meeting actions. Update status, control publication to the public portal, send notice to members, cancel with a reason and record attendance.

Agenda builder. Ordered items with title, type, presenter and duration, drag reordering, per-item attachments that upload, download and delete, and an agenda PDF.

Minutes. An editor with a draft-to-published status workflow, a generate PDF action and a download. Published minutes appear on the public portal.

Council roster. Name, title covering mayor, reeve, deputy mayor, deputy reeve, councillor, alderman and warden plus a free-text ward or position label, email, phone, term and status. An attendance report summarises each member’s meeting attendance.

Resolution registry. Resolution number, title, type covering motion, resolution, bylaw reading, policy, proclamation and appointment, mover, seconder, vote and a status of moved, passed, defeated or tabled. Full resolution text is captured, including the WHEREAS and BE IT RESOLVED THAT structure.

Recorded votes. A Record Vote action captures each member’s position as for, against, abstain or absent, as a per-member roll call, and generates the resolution PDF.

Three-reading workflow. Tabs for all, in progress, adopted and defeated, with a Bylaw Reading Progress panel showing each bylaw’s position in the sequence. Record a reading as first, second or third with a result of passed, defeated or deferred, and a pending-bylaws view lists what is awaiting its next reading.

Committees and boards. Name, type covering standing, ad hoc, board and authority, members and status, with a purpose and scope description. Members join as either a council member or an external appointee, with a role of chair, vice chair, member or secretary and term dates. Rosters can be published to the public portal.

Meeting rules. Quorum basis of majority, fixed number, percentage or two-thirds, with per-meeting-type defaults for regular, special, committee of the whole and organizational meetings.

Running the session. Select the meeting, start the session and toggle Broadcast to drive the public live view.

During the meeting. Set the current agenda item, record a disposition per item, stamp attendance, capture a motion with motion text, mover, seconder and majority required as either simple majority or two-thirds, record the vote as for, against or abstained, then adjourn.

The public display. A separate screen renders the public-facing view of the session, showing what is being discussed now, and the citizen portal exposes a live meeting state feed for residents watching from home.

Public comments. An e-comment moderation queue collects comments submitted on published meetings from the portal. Each comment is moderated to pending, approved, rejected or withheld before it appears publicly.

Base elections. Three tabs covering overview, candidates with name, position, nomination, incumbent flag, votes and status, and results. Election types include general election, by-election, school board, plebiscite and referendum, with statuses from upcoming through nominations open, campaign period, counting, certified and archived, and term lengths of one, two, three, four or six years.

Wards and offices. Ward name, code, seats, polls and active flag, plus offices per election with title, candidates and status, a backfill tool that builds offices from candidate positions, and an assign-candidates-to-offices grid.

Polling places with import. Name, external ID, address and ward, loaded through reusable named import profiles with a delimiter choice of comma, semicolon, tab or pipe, a header-row flag, column mapping for ward code and active status, defaults, a downloadable template, a preview with a per-row action and detail log, and an apply step.

Results and tabulation. A results-entry grid by polling place or consolidated across all polls, a results import with preview then apply, and a Tabulate action that ranks candidates by votes, elects the top N for the office’s seat count, marks acclamations and flags ties at the cutoff for the clerk to resolve rather than auto-electing. Voter turnout is recomputed from ballots cast.

The results board. Mirrored to the public portal, showing ballots cast, voter turnout, per-office results, acclamations and a clear unofficial or certified marker.