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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: May 10, 2011 <br />Action Agenda <br />Item No. ~_ <br />SUBJECT• Update on Automated Agenda Research <br />DEPARTMENT: Information Technologies PUBLIC HEARING: (Y/N) No <br />ATTACHMENT(S): <br />Attachment A: Aggregation of Board <br />Feedback on Agenda <br />Automation <br />Attachment B: Function Gaps Found in <br />Preliminary Analysis of <br />Agenda Automation <br />Solutions <br />Attachment C: Draft Requirements as <br />Provided to Vendors <br />INFORMATION CONTACT: <br />Todd Jones, Information Technologies, <br />(919) 245-2285 <br />David Hunt, Clerk's Office, (919) 245- <br />2126 <br />Greg Wilder, Manager's Office, (919) <br />245-2300 <br />PURPOSE: To receive a brief report on the progress of researching automated agenda <br />software and processes and provide an opportunity for discussion, questions, and feedback <br />from the Board to staff and vice versa in order to give staff additional baseline information upon <br />which to proceed with electronic/paperless agenda efforts. <br />BACKGROUND: At the Board's March 17, 2011 budget work session, discussion occurred <br />regarding the Board moving toward an electronic agenda process and eliminating the use of <br />paper in conducting Board meetings. Based on that discussion, staff from several departments <br />have since met and discussed the many aspects of this project. At the Board's meeting on April <br />12, 2011, staff presented high level decision points to the Board. These decision points elicited <br />helpful discussion from the Board to further clarify requirements. <br />After that meeting, staff distributed a survey to members of the Board to solicit further feedback <br />from the Board on how members each envisioned the system operating from their, and the <br />public's, vantage point. <br />The Board's feedback to date has been received and is incorporated into the aggregation <br />summary provided at Attachment A. <br />Staff has been refining requirements on the agenda assembly side, researching market <br />offerings for agenda automation and attending detailed demonstrations of these softwares. In <br />the discussion of requirements, staff will present preliminary findings on the state of these <br />packages and where some gaps may exist between requirements as outlined in the Attachment <br />B - "Function Gaps Found in Preliminary Analysis of Agenda Automation Solutions". <br />