Building Trust Through Accessibility and Security: How CivicPlus® Agenda and Meeting Management Select Supports Inclusive, Secure Governance

Local governments are under increasing pressure to operate with transparency, inclusivity, and digital integrity. From open meeting laws to data privacy regulations, the standards for public engagement and information governance continue to evolve. As an example, the federal Americans with Disabilities Act (ADA) was designed to prohibit discrimination against people with disabilities and ensure that all residents have equal access to government programs and services. In 2024, the Department of Justice mandated “the adoption of specific technical standards for making accessible the services, programs, and activities offered by state and local government entities to the public through the web and mobile applications.” This includes nearly every aspect of government websites, including portable document formats (PDFs). Meanwhile, each state has its own set of regulations around accessibility, particularly as it relates to online activity. In 2024, Colorado implemented a law stating that if a government entity fails to meet web accessibility standards, they could face injunctions, monetary damages, or fines of up to $3,500, payable to affected parties.

To meet these expectations, municipalities need tools that not only streamline agenda and meeting processes, but also reinforce trust through accessibility and security.

CivicPlus® Agenda and Meeting Management Select is purpose-built to help local governments meet these dual priorities. Here’s how it empowers your organization to engage residents of all abilities and safeguard sensitive civic information—without compromising efficiency or usability.

Accessibility: Empowering Every Resident with Equal Access

Accessibility is more than a compliance checkbox—it’s a foundational necessity for fair and inclusive governance so people of all abilities have equal access to the decisions that shape their communities. With Agenda and Meeting Management Select, communities help everyone—from residents with visual or hearing impairments to those who rely on assistive technology—access meeting content with ease.

Public Portal Designed with WCAG 2.2 AA Standards in Mind

The Agenda and Meeting Management Select public-facing portal is designed to serve your community with a modern, cutting-edge design, while providing convenient access to meeting documentation. The portal is equipped with custom branding, such as color, logo, text, and link options. It is mobile responsive and highly compatible per accessibility standards. It is designed with accessibility in mind and we strive to meet the latest Web Content Accessibility Guidelines (WCAG) 2.2 AA standards. This includes:

• Compatibility with screen readers and assistive devices
• Intuitive navigation for users with motor or cognitive limitations
• Clear, responsive layouts on both desktop and mobile devices

Accessible Document Formats Automatically Published

When agendas, packets, and minutes are created in Agenda and Meeting Management Select, accessible formats like HTML and plain text are automatically generated. That means residents with disabilities don’t have to request special versions—they can access what they need directly from the portal in a format that suits their needs.

Accessible Video Content with CivicPlus® Media

Public meetings shouldn’t be limited to those who can attend in person, and governments are adopting legislation to support this. Take, as an example, Indiana’s requirement that all government meetings be live-streamed or recorded.

CivicPlus Media, which integrates seamlessly with Agenda and Meeting Management Select, provides powerful tools to make livestreams and recorded meetings accessible to all. Further, it also offers the following accessibility services for on-demand and live-streamed video content:

• Live and On-Demand Closed Captioning – Ensuring those with hearing impairments can follow every discussion
• Transcription Services – Delivering downloadable plain-text transcripts for easier review
• Multilingual Translation – Translating transcripts into 60+ languages to serve diverse communities
• Transcoding – Converting video into formats compatible with any device or browser

Whether it’s a council meeting or a planning board session, CivicPlus Agenda and Meeting Management Select helps you meet residents where they are—online, on any device, in their preferred language.

New Integration with Allyant’s CommonLook Clarity

From agendas to meeting packets to third party documents, clerks release countless PDFs to the public—all of which will be subject to the new DOJ accessibility mandate. Only CivicPlus offers an agenda, meeting, and minutes solution with build-in PDF compliance scanning for agenda item attachments. With the integration between CivicPlus Agenda and Meeting Management and Allyant’s CommonLook Clarity scanning tool, clerks can eliminate the guesswork of PDF compliance by using WCAG 2.2 PDF compliance scans embedded into agenda management workflows. Clerks and administrators gain immediate visibility into PDF accessibility issues for proactive remediation—streamlining operations, while also reducing ADA risk.

Security: Protecting Sensitive Information and Institutional Integrity

While transparency is vital, so is protecting the integrity of your records and systems. In an era of rising cyber threats and increased scrutiny on digital operations, local governments must secure their meeting management workflows against breaches, data leaks, and unauthorized access.

GovRAMP Ready Status

Agenda and Meeting Management Select has been designated as GovRAMP Ready and is now listed on the GovRAMP Authorized Product List (APL). GovRAMP is a nonprofit organization that provides an independent security verification model designed specifically for all levels of government. The GovRAMP Ready status means a product has undergone a readiness assessment by an accredited Third-Party Assessment Organization (3PAO) and has been determined to meet the minimum mandatory requirements to pursue a full security authorization under the GovRAMP program.

Built on NIST-Aligned Cloud Architecture

Agenda and Meeting Management Select is developed with a cloud-native architecture aligned with NIST 800-53 security controls. That includes:

• End-to-end encryption of data at rest and in transit
• Continuous monitoring for unusual activity or vulnerabilities
• Automated threat detection systems

This government-grade security infrastructure protects both public-facing and internal content—giving municipalities peace of mind.

Single Sign-On (SSO) with Custom Identity Provider (IDP) Integration

Agenda and Meeting Management Select also supports Single Sign-On (SSO) with Identity Provider (IDP). This streamlines access for staff and increases security by:

• Allowing staff to log in using their current credentials
• Reducing the need to manage multiple usernames and passwords
• Minimizing risks from reused or weak passwords
• Eliminating password sharing across platforms
• Enabling centralized control over authentication policies

For IT teams, it means better compliance with internal policies. For users, it means a smoother experience.

Configurable User Permissions and Administrative Controls

From agenda contributors to public viewers, permissions are fully configurable to align with each municipality’s governance and compliance requirements. This helps governments comply with open meeting laws while protecting draft materials, sensitive attachments (e.g., executive session files), or internal-only content.

Administrators can also:

• Define workflows tailored to each department or meeting type
• Control approvals and publishing rules
• Manage settings and access with ease

This ensures the platform fits your processes—not the other way around—without compromising oversight or security.

A Platform Built for Trust

In today’s civic landscape, accessibility and security are essential pillars of trust between governments and the people they serve. CivicPlus Agenda and Meeting Management Select allows your organization to meet legal standards, foster inclusivity, and protect the information that powers your decisions—all from one modern, integrated platform.

Whether you’re looking to streamline agenda creation, enhance community participation, or reinforce your cybersecurity posture, Agenda and Meeting Management Select delivers the tools you need to lead with confidence, clarity, and inclusivity