Coconut Creek, Florida has a clearly defined vision to be an innovative, inclusive, and progressive community with a small-town personal touch, and a mission to provide responsive and sustainable services to its residents. The agenda preparation process in Coconut Creek relied heavily on paper and required long hours spent by staff compiling the information.
Department staff drafted agenda items and provided printed copies of each agenda item package to the City Clerk Department. Additional edits from the City Manager would be documented and final reprinted sets returned to the City Clerk for final processing. The whole process resulted in 16 printed, manually collated sets of the final agenda package. This solution not only gave residents access to meeting information quickly and succinctly, but it also enhanced efficiency and coordination among internal stakeholders.
With the transition from paper to digital, staff saw exponential time savings and a reduction in stress levels over compiling agendas, resulting in a morale boost and improved office culture. Coconut Creek also used govMeetings to record meetings, convert audio to an accessible format, timestamp agenda items, and publish the audio to the website for public access within the same week of the meeting. Prior to implementing Granicus technology, staff from multiple departments would have to coordinate these tasks and the audio would not be available until the week following the meeting due to the decentralized nature of the process.
By using govMeetings, Coconut Creek can accomplish all these tasks in a single platform, while reducing the number of staff required and the overall time to complete the tasks. During the last fiscal year, Coconut Creek provided the public, staff, and elected officials with quick, digital access to meeting agendas and public notices. How Coconut Creek, FL strea Digital access to items.
Applying that vision, the City Clerk Department sought a solution to its existing manual, time-consuming, and paper-centric processes. City leaders wanted to improve communication with its nearly 61, residents, as well as enhance efficiency and coordination among multiple stakeholders.
