Clerks Assistant

Clerk’s Assistant is an integrated package of software products that makes the chore of preparing and distributing public meeting agendas and minutes easier and faster than you could imagine, saving your staff hours preparing for each meeting and automatically generating each meeting’s minutes afterward.

Clerk’s Assistant includes our Agenda Builder, Paperless Packet, Packet Printer and Minutes-in-Minutes modules to make preparing and printing your agenda and minutes quicker than ever!

Meeting Builder

Easily upload and manage all of your public meeting documents. With our fax utility, you can even fax correspondence and other paper documents to our server and link them to your Agenda- no scanner is needed. Automatically create Agendas that follow your current format. Automatically post regular meeting Agendas and all your public meeting docs online to your existing town website without webmaster input. Recurring ordinances and resolutions (e.g., ABC license renewals) can be automatically rescheduled for the same time next year.

Paperless Packet

With Clerk’s Assistant, every meeting agenda becomes a “paperless packet PDF,” saving copying and delivery time and expense. Residents/reporters can sign up on your website to receive an email alert with a link to your public Agenda as soon as it is posted. Click on any Agenda item to view the underlying document; after initial set-up all posting and email alerts occur automatically without webmaster time or cost; Agendas can be revised as often as needed; the Clerk decides if new alerts are necessary; All alerts highlight the amended items for the reader’s convenience.

Packet Printer

Packet Printer is a utility that works automatically with your staff’s digital network copier. Your staff can print entire meeting packets in PDF format – in collated order and with staples — without leaving their desks. Packet Printer also makes it easy to print sets of proposed Resolutions and Ordinances for the public — Clerk’s Assistant will even remind your staff on meeting days, and ask how many copies to print for the meeting!

Minutes-in-Minutes

Automatically converts meeting Agendas into worksheets (offline or paper) for quickly creating minutes. Attendance, votes and minute remarks can be added on-line in real-time during a meeting, or notated on the paper worksheets for entry online later. Name and address info of regular public speakers can be saved and inserted with a mouse click. Draft minutes can easily be circulated electronically to governing body members for review and approval prior to formal adoption; the system automatically follows up with members until they sign-off on the minutes. Minutes are uploaded to your public entity’s website as soon as your Clerk confirms they have been adopted.