Challenge
Council meetings are the public record, and the bottleneck
Council meetings are procedure-bound work: drafted, vetted by legal, attached to supporting documents, posted publicly, voted on in chambers, captured to the official record, and made searchable, all under open meetings and public records rules.
Tampa was running that across multiple tools, with hand-offs that meant delay and audit risk. The city needed agenda prep, the in-chambers voting client, the voting record, and a mobile broker on one platform with one chain of custody.
Solution
OnBase Agenda Management and Council Voting, mapped and deployed
REQUORDIT mapped the full meeting workflow in Visio, then configured OnBase Agenda Management and Council Voting against it. Agenda items originate in OnBase with supporting documents attached, legal review happens inside the workflow, the in-chambers voting client runs against the same data, votes write to the official record automatically, and the mobile broker gives members device-agnostic access.
- Agenda preparation workflow with attached supporting documents and legal review.
- OnBase voting client in chambers for live voting and motion tracking.
- Voting record system writing the official record straight from the voting client.
- Mobile broker server giving council members device-agnostic access to materials.
- Reporting layer surfacing meeting outcomes for staff and the public.
The meeting workflow is the public record. Tampa runs it end-to-end on OnBase, agenda prep, the voting client in chambers, the official voting record, and mobile access for members.
Outcome
One platform, one record, one chain of custody
Tampa runs council operations against a single source of truth. Agenda prep, the in-chambers voting client, the official voting record, mobile access, and reporting all live in OnBase. The public record holds end-to-end, and staff stop reconciling between tools.
- Single platform across agenda prep, voting, records, and mobile access.
- Procedure-aligned workflow with full audit and public-record support.
- Reporting that holds up to open-records requests without after-the-fact reconstruction.
The stack