AI agent for civil servants
Council Agenda Evidence Agent
Every agenda item has its required, correct-version documents before publication.
What it does
Council agenda items often lack required documents such as reports, appendices or legal notes, and late gaps delay meetings. When an agenda is drafted, this agent maps the submission requirements for each item and checks every document. It confirms that each document is present, is the current version and was submitted by someone with the authority to do so. When something is missing or outdated, it requests the right version from the owner. A revised paper replaces a draft only when version and authority are verified. It assembles a controlled review pack. The clerk approves publication; legal admissibility stays with the clerk and counsel. Edge case: an appendix belongs to last month's agenda version, so the agent requests the updated one.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Agenda drafted
- Map prerequisites per item
- Check each document
- Is the document present, current and authorized?If not: request the right version. Back to step 3.
- Assemble the review pack
- Clerk approves publicationThe agent waits here for your OK.
- Complete agenda preparation pack
How it decides
It checks the next unmet requirement and verifies version and author for every replacement.
- Check the next unmet requirement first.
- Accept a replacement only when version and authority are verified.
- Papers from unauthorized submitters are held for confirmation.
- The agent never publishes the agenda.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Submission requirements per item type
- Deadline for papers before the meeting (default 10 days)
- List of people authorized to submit per department
- Who approves publication
- Reminder schedule for missing papers
What keeps you in control
It always asks you first
- Publishing agendas
- Legal admissibility
Hard limits
- No publication.
It stops when
- Done: all items complete.
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
