City clerk previews new OneMeeting agenda software, outlines rollout and training

City Clerk Jason Seth introduced OneMeeting, a cloud-based agenda and meeting management system the city plans to implement to replace its existing agenda software.

Seth said OneMeeting will provide Office 365/OneDrive integration, an internal peer-review workflow for agenda bills, direct publishing to Laserfiche, Google Translate in HTML agendas, ADA‑compliant templates and a searchable public portal. He said those features should reduce manual steps staff currently perform when amending or publishing agenda packets.

Why it matters: the new platform is intended to centralize agendas and minutes from all boards and commissions, make agendas easier for the public to find, and streamline internal approvals.

Seth demonstrated a preview, showing a cleaner layout, upcoming meetings listing, multi-language translation for web agendas and a full‑text search that highlights where keywords appear in agenda documents. He said the city will provide training for agenda bill submitters, approvers, board and commission liaisons and council members; additional training is planned through October and November ahead of a rollout target in January.

Council members asked about publication timing, editing controls, audit logs, access roles and archival migration. Seth said the new system will attempt to publish agendas by 3 p.m. on Thursdays ("we will attempt to publish them by 03:00") and that roles in the system will limit who can edit; he confirmed there is an audit log to track changes. He said council access on iPads will be role‑based and view‑only for council members, while liaisons will have clerk roles to create agendas and minutes for their commissions.

On migrating historical records, Seth said the city has historical council files in Laserfiche (back to the late 1990s) and prefers linking to Laserfiche rather than importing everything, but staff could phase migration ("maybe do a year at a time") if council prefers. He said importing older materials would be time intensive and likely phased; minutes and agendas will remain permanently available and will also be stored in Laserfiche as the official repository.

Seth said IT reviewed the contract and security checklist during procurement. No formal action was taken; the presentation closed with committee members expressing support for the cleaner layout and the staff noting next steps for training and a phased archival plan.