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Smyrna staff recommend CivicPlus bundle for open-records, agenda and 311 services
Summary
Town staff proposed buying a CivicPlus software bundle to centralize open-records management, replace the town's agenda software and add a public 311/CRM app for service requests.
Amber, the town clerk, presented a proposal to purchase a CivicPlus bundle that includes NextRequest (open-records management), Agenda Management Pro (agenda production and public integration) and SeeClickFix (a 311-style CRM and public-facing app).
Amber explained the town currently processes open-records requests manually across email, phone and web forms. She said NextRequest would centralize requests, automate routing and archiving, provide redaction support and produce retention and reporting. "It's going to decrease some of the touches on the request, improve processes and response time," Amber said.
Agenda Management Pro was presented as a replacement for the town's current agenda software; staff said CivicPlus's agenda tool would integrate with the website and allow council members to access and annotate packets directly. SeeClickFix was described as a branded app and portal to unite citizen service requests (potholes, code complaints, etc.), allow geotagged photos and provide public tracking of work orders. Amber noted SeeClickFix is not a code-violation management system but can route reports to code enforcement and update residents on receipt and progress.
Staff said the CivicPlus bundle is an additional, out-of-cycle purchase coming from this fiscal year's budget but that they plan to budget the service in the next fiscal year. Training and a phased dual-system approach were discussed; staff proposed operating both systems for one or two meetings while receiving feedback. Implementation details, bookmark numbering and other interface preferences will be discussed during onboarding.
No formal action was taken at the workshop; staff said training and implementation steps will follow pending council approval.
