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National League of Cities League Letter

March 5, 2011
by Jennifer Flyntz
IQM2 Sales & Marketing

GMA-Sponsored Program Makes Meetings More Manageable

The following article also appeared in the February 5, 2011 edition of Georgia’s Cities newspaper, the official publication of the Georgia Municipal Association.

Woodstock Clerk Rhonda Pezello has no yearning for the “good ol’ days.” At least, not the days it took to prepare and compile the city’s council meeting agendas.

“I’m so glad those days are gone,” she said. Gone are the days of gathering information from each department head for the meetings, putting together notebooks for two days and driving to councilmember’s homes to deliver the council notebooks.

Thanks to IQM2 agenda and meeting management services, offered through an agreement with GMA, the city is more efficient and transparent when it comes to its council meetings. IQM2 automates the entire meeting process; everything from agenda and packet preparation through approval and decision workflow to compiling minutes and providing information to citizens via the city website, including links to agendas and minutes, as well as video streaming of meetings.

Woodstock has been using the service for a year now, and Pezzello said they are preparing to upgrade to the version that will allow on-line streaming of meetings and provide people with the ability to find video of agenda items they’re interested in.The city originally began using IQM2 as a pilot program when GMA was exploring establishing a relationship with the company, and Pezzello said the transition for Woodstock City Hall was a smooth one. “We didn’t have any problems at all. Everyone took to it really fast,” she said.

The computerized process of gathering information and documents for council meetings has improved the city’s efficiency as there is more accountability among all the departments for providing information, and the public has greater access to information, making the meetings even more transparent.

And while the paperless agenda works towards the city’s goal of being more environmentally friendly, for the clerk, the big savings is in time.

“With it being more transparent, I don’t spend as much time answering questions from the public,” she said. “Plus, people understand the issue better when they see the backup documents.”

Another time-saving feature is that users of the system don’t have to be physically in the office to update or get information. So even if the city manager is out of the office, he can still approve items to be placed on the agenda.

Additionally, technical support is readily available after hours. “I love their support,” said Pezzello.

For more information on IQM2 agenda and meetings management services, contact Pam Helton at 678-686-6275 or email phelton@gmanet.com.

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