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West Chester staff demonstrates public portal and secure boards portal for accessing agendas, minutes and notes
Summary
A West Chester staff member demonstrated two new portals that let the public view agendas and attachments and allow board and staff account holders to access private notes, minutes and agenda packets.
A West Chester staff member demonstrated two online portals that residents and board members can use to access meeting agendas, attachments and minutes.
The staff member said the public portal “is the public portal. Anyone can log in” and showed how it links to upcoming meetings and committee agendas. The presentation also covered a boards-and-staff portal that requires an account invitation for council or staff members, where users can view attachments, create private notes and download minutes.
The new public portal places agendas and attachments in a single view and provides an “agenda packet” PDF that can be saved or downloaded. “When you log into the public portal, it will take you to the next set of meetings,” the staff member said, demonstrating a June 10 listing and committee meetings. The walkthrough showed attendees how to click an agenda item to open its attachments or to jump to meeting overview pages that aggregate materials.
On the boards-and-staff portal, the presenter said invited users can access the same agendas and attachments but also can create and retrieve notes that are saved only to the individual account. “If you didn’t get an invite, let me know,” the staff member said, explaining that board members and staff need an account to use the private features. The staff member showed that notes auto-save and that a notes page lists every agenda a user has annotated.
The demonstration also covered minutes: for meetings that have already occurred, minutes are attached to the agenda and can be downloaded. “So as we go forward in time and you’re looking at agendas that are already occurred, you’re gonna be able to get those minutes right? From the agendas,” the staff member said while showing a minutes download and viewer.
The presenter noted additional features: a “share a meeting” function in the public portal that lets any user share an agenda and add personal notes, and mobile compatibility for viewing agendas and attachments from a phone. The staff member closed by inviting questions and troubleshooting requests: “Any questions, any ideas, any trouble logging into your board portal? Be sure to contact me and you can use the public portal as well if you just wanna read the agendas.”
The demonstration was instructional and limited to showing how to access and use the portals; no formal actions, votes or policy changes were proposed or taken during the walkthrough.
