I-4 - Resolution 2025-039 - Authorizing Procurement of Agenda Management Software

AGENDA INFORMATION TIFFIN CITY COUNCIL COMMUNICATION DATE: April 7, 2025 AGENDA ITEM: Resolution 2025-039 – Resolution Authorizing the Procurement of an Agenda Management Software for the City of Tiffin ACTION: Motion Purpose: To recommend the purchase of agenda management software to enhance transparency, improve efficiency, and allow staff to focus on critical tasks. Background: The City of Tiffin currently manages council meeting agendas and related documents manually. This process is time-consuming, prone to errors, and limits timely and transparent access to information for both council members and the public. Benefits of Agenda Management Software 1. Enhanced Transparency: • Public Access: Provides a centralized platform for residents to access meeting agendas, minutes, and supporting documents, fostering greater transparency and public engagement. • Real-Time Updates: Allows real-time updates to agendas, ensuring council members and the public have the most current information. Includes an electronic notification system for subscribers. 2. Improved Efficiency: • Automated Processes: Automates the creation, distribution, and archiving of agendas and minutes, significantly reducing staff time and effort. • Collaboration Tools: Facilitates better collaboration among departments, allowing seamless integration of documents and information. 3. Time Savings for Staff: • Streamlined Workflow: Automates repetitive tasks, enabling staff to focus on strategic and value-added activities. • Error Reduction: Minimizes the risk of errors associated with manual processes, leading to more accurate and reliable documentation.