Governance & records
Agenda & Meeting Management
From draft agenda to published minutes, one straight line.
Collect agenda items from departments, assemble the packet automatically, record motions and votes as they happen, and publish bilingual agendas and minutes to your website with the livestream a click away. The whole meeting cycle, in one tool.
The challenge
The agenda lives in a Word file, the packet is a 300-page PDF stitched together the night before, and the minutes get typed from handwritten notes a week later. Posting deadlines are met at a sprint, and a resident who wants to know what was decided has to come ask.
In practice
Posted Friday, decided Tuesday, published Wednesday
It's the Friday before Tuesday's council meeting. Department heads submitted their items during the week, so the city secretary drags them into order, attaches the staff reports, and the packet assembles itself — page numbers, cover sheets, exhibits. One click posts the bilingual agenda to the website, comfortably inside the 72-hour notice the Texas Open Meetings Act requires, with the livestream link already on the page.
Tuesday night, she records each motion, second, and vote as it happens. By Wednesday morning the draft minutes are already built from that record — who moved, who seconded, how each member voted. Once approved at the next meeting, the minutes publish to the same page where residents watched the livestream, in English and Spanish.
What it does
- 01
Agenda builder
Departments submit items with their backup; the clerk orders, edits, and approves the agenda in one place.
- 02
Packets that assemble themselves
Staff reports and exhibits attach to their items, and the packet compiles with numbering and cover sheets — no copier marathon.
- 03
Motions and votes, recorded live
Capture each motion, second, and roll-call vote during the meeting, so the official actions are never reconstructed from memory.
- 04
Minutes built from the record
Draft minutes start from the recorded actions of the meeting, not from a blank page the following week.
- 05
One-click bilingual publishing
Agendas, packets, and minutes post to your website in English and Spanish the moment they're ready.
- 06
Livestream on the same page
Link the live video and the replay right where the agenda and minutes live, so the public follows along in one place.
How it works
Departments submit items
Each office files its agenda items and backup ahead of the deadline — no email chains to reconcile.
Assemble and post
The clerk orders the agenda, the packet compiles itself, and both publish to the website inside the notice window.
Run the meeting
Motions, seconds, and votes are recorded as they happen, with the livestream linked for the public.
Publish the minutes
Draft minutes generate from the meeting record; once approved, they post bilingually beside the agenda and the replay.
English and Spanish
Bilingual by design
Published agendas, packets, minutes, and meeting notices go out in English and Spanish, so residents can read what their government will decide — and what it decided — in either language. The drafting tools the clerk works in are staff-facing; the bilingual commitment lives in everything the public sees.
Premium AI add-on
CiVQ AI: draft minutes from the meeting record
CiVQ AI turns the recorded motions, seconds, and votes into draft minutes the clerk edits instead of writes from scratch. It also summarizes a 300-page packet into a per-item briefing, so council members — and residents — can see what's actually being decided.
Works better together
Video Conferencing & Live Broadcast
Host the meeting and broadcast it to the public — from your own platform.
Records / Public Information (FOIA/PIA)
Every request tracked, every deadline met, every response on the record.
Codification / Municipal Code
Your code of ordinances, searchable in two languages and never out of date.
Get started
See CiVQ in your language.
Book a 30-minute walkthrough with our team in Rio Grande City. We'll tailor it to your city, county, or district.
Bilingual support included at every tier.