Clerks Office Introduces Meeting Manager to Streamline Public Meetings in White County

White County officials are exploring a new digital meeting management system aimed at enhancing efficiency and public engagement during County Commission meetings. During a recent meeting on April 8, 2025, the commission discussed the potential adoption of a software solution that streamlines various aspects of meeting management, including electronic roll calls, voting, and public comment tracking.

The proposed system features a user-friendly interface that allows commissioners to enter the speaker queue simply by tapping a button on their tablets, eliminating the need for interruptions during discussions. This innovation is expected to improve the flow of meetings and ensure that all voices are heard in an organized manner.

A significant highlight of the system is its built-in meeting manager, which automates agenda management and generates accurate meeting minutes instantly upon adjournment. This capability is particularly beneficial for clerks, who often face heavy workloads. The system's design incorporates feedback from clerks who have used similar tools, ensuring it meets their needs effectively.

The public comment feature includes a timer that visually indicates remaining speaking time, helping to manage lengthy discussions, especially on contentious issues. This tool has been successfully implemented in other counties, where it has proven to be a valuable asset during public hearings.

The cost of implementing the system varies based on the version selected. The essential version, which covers basic functionalities, has a one-time setup fee of $6,750, with an annual maintenance fee of $375. More advanced versions, which include additional features like audio-visual integration, come at higher costs.

Commissioners expressed interest in the system's capabilities and the potential for a phased implementation, allowing them to start with the essential version and upgrade as needed. The discussion underscored a commitment to improving transparency and accessibility in local government processes.

As White County considers this technological upgrade, the anticipated benefits include not only enhanced operational efficiency but also a more engaged public, fostering a collaborative environment for community decision-making. The commission plans to further evaluate the system's features and costs in upcoming meetings, aiming to make a decision that aligns with the county's goals for effective governance.