Representatives from Open Meeting Technologies demonstrated their meeting management and voting platform to White County commissioners and staff, showing a public display, commissioner tablets, request‑to‑speak queues, timed public‑comment capabilities and an agenda/meeting manager for clerk offices.

Mark, the vendor presenter, said the vendor’s essential package includes electronic roll call, voting, a public speaker timer and an agenda manager and requires a one‑time configuration fee and an annual license; the vendor stated hardware is not included and customers may choose their tablets and displays. The presenter described two upgrade paths: a Pro package with additional agenda‑management features and a ProAV option that integrates with cameras and microphones so that the chair’s recognition of a speaker can automatically unmute that speaker’s microphone and pan a camera.

The presenter gave a setup‑fee figure for the essential package and an annual license price during the session; he also quoted a ProAV setup option (vendor figure recorded in packet) and said agencies can start with the essential system and upgrade later. The presenter noted about 25 Tennessee counties use the product and offered to connect commissioners with references.

Commissioners asked whether warranty or maintenance on hardware is provided (the vendor said software warranty and support are included in the annual license; hardware issues are handled by the chosen AV contractor). County staff reminded commissioners that procurement rules typically trigger a formal RFP when software/hardware costs exceed the county’s procurement threshold (discussed as $10,000 in committee) and that any purchase would need to be coordinated with the clerk and IT staff. Several commissioners expressed interest in pursuing the package through the 2026 budget cycle; staff said they would include the item in upcoming budget discussions and review procurement requirements before returning with a recommendation.