Technology
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Background Agencies use agenda management systems to make creating and organizing meeting agendas more efficient. Agenda management systems streamline agenda uploading and tracking processes through customizable templates, tracking meeting votes and recording meeting minutes. These systems also help agencies maintain compliance standards regarding agenda accessibility. Legal Requirements Agenda management software must comply with the Brown Act, which ensures the public's right to attend and participate in agency meetings and also requires agencies to post agendas online. In 2016, the California State Legislature enacted AB 2257 to ensure the public has qu…
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Background Agencies utilize appointment scheduling software to manage appointments across different departments and for specific services, including inspections, development plan reviews and drop-offs or pick-ups. Appointment software helps streamline the schedule management and appointment process, reduces administrative time and ensures compliance regulations. Legal Requirements Agencies are required to make sure that any appointment scheduling software complies with the California Consumer Privacy Act (CCPA) and Americans with Disabilities Act (ADA). These regulations ensure the appointment software protects individual’s private data and provides acces…
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Background Over the past few years, companies and local government agencies have been modernizing their document management practices. With the rise of hybrid and remote work options since 2020, many local government agencies have turned to DocuSign as a cost-effective resource for coordinating document signatures. DocuSign is a software that allows organizations to manage agreements with electronic signatures on different devices. The secure software keeps documents in one place and enables agencies to accomplish tasks quickly and efficiently. Legal Requirements California Code Section 16.5 - Under this law, a public entity may use a digital signature on a…
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Background Agencies hire videography services for a wide range of projects to share important information with residents and promote community engagement. Agencies can utilize in-house production teams or hire freelance videographers or production companies to create videos for specific events, campaigns or initiatives. Agencies use videography services for public service announcements, education and training videos, policy and legislative updates, project updates and more. Agencies also leverage videography services when live streaming Council Meetings and other Chamber-held meetings for transparency. Check out this article Live Streaming Council Meetings and We…
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Background Artificial Intelligence (AI) is technology that enables machines to simulate human intelligence and perform tasks such as recognizing speech, identifying images, making predictions and solving problems. At its core, AI is made up of algorithms and mathematical models that allow machines to learn from data and make decisions based on that learning. AI algorithms are designed to find patterns in data, make predictions based on those patterns and then adjust their behavior to improve their accuracy over time. The ultimate goal is for AI to solve problems or work faster than humans can. Generative artificial intelligence is a type of AI that is capable…
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Zoom Bombing
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Background Following the COVID-19 pandemic, Zoom and other virtual meeting platforms became important tools for conducting business and general communication. Public agencies began using Zoom or similar platforms to stream public meetings while allowing community members to easily join and stay involved from the comfort of their homes. As streaming public meetings has become a standard practice for many agencies, many have experienced “Zoom bombing” incidents where individuals, often not members of the community, join a public meeting and share explicit and/or offensive content or comments. Higher education institutions have also faced Zoom bombing incidents i…
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Background Local jurisdictions often set aside funding for small grants, also known as community grants, to support individuals and organizations in their communities. Small grants programs engage the community in creative efforts to improve the community and promote civic participation, involvement and pride. Many jurisdictions believe these programs are a cost-effective way to complete projects. Individual grants can range from a few thousand dollars to tens of thousands of dollars, depending on the agency’s budget and the size of the project. Grant Programs and Software Small grant programs typically have specific guidelines for funding. This may include non…
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Background An agency’s website is the first point of contact with the community they serve. It should offer all the information someone could expect from talking with staff, regardless of their primary language or disabilities. This includes everything from instructions for obtaining a business license to a calendar of upcoming events and access to public meeting broadcasts and agendas. A local government website also opens a channel of communication to the community, providing a way for residents to share their opinions on policies, programs and services to staff and elected officials. There are a few industry-specific providers who understand the functional and…
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Background Live streaming has become a common practice for City Council meetings across California and the United States, especially after the COVID-19 pandemic. COVID-19 fueled an increase in video conferencing in both the public and private sectors. In a study on the value of webinars, 67.3% of subjects said that webinars were their preferred method of knowledge exchange during the pandemic. 57% of subjects said that the reliance of webinars should extend even after the pandemic. In-person events and meetings will always present benefits that cannot be replicated by virtual options, but digital and virtual information sharing methods are crucial for effective c…
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Background Passed in July 1990, the Americans with Disabilities Act (ADA) prohibits discrimination based on disability and protects the rights of individuals with disabilities to have equal access to state and local government services such as websites, social media and print materials. The ADA protects people who have a physical or mental impairment that limits their ability to perform life activities such as breathing, walking, reading, thinking, seeing, hearing or working. State and local governments have flexibility in how they comply with the ADA’s general requirements of nondiscrimination and effective communication as long as they remain accessible to p…
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