3 ways cities can improve citizen access to online meeting information

Hi there,

I posted this over at our NearbyFYI blog and thought it would be useful to cross post it here.

At NearbyFYI we review online information and documents from hundreds of city and town websites. Our CityCrawler service has found and extracted text from over 100,000 documents for the 170+ Vermont cities and towns that we track. We’re adding new documents and municipal websites all the time and we wanted to share a few tips that make it easier for citizens to find your meeting minutes, permit forms and documents online. The information below is written for a non-technical audience but some of the changes might require assistance from your webmaster, IT department or website vendor.

Create a unique web page for each meeting

Each city or town meeting that occurs should have it’s own unique webpage for the agenda and meeting minutes. We often see cities and towns creating a single very large webpage that contains an entire year of meeting minutes. This may be convenient for the person posting the meeting minutes online but presents a number of challenges for the citizen who is trying to find a specific meeting agenda or the minutes from that meeting.

Here is an example of meeting minutes that are in a single page that requires the citizen to scroll and scroll to find what they are looking for: http://www.shrewsburyvt.org/sbminsarchive.php This long archived page structure also presents challenges to web crawlers and tools that look to create structured information from the text. Proctor, VT provides a good example for what we look for in a unique meeting minutes document. We like that this document can answer the following questions:

  1. Which town created the document? (Proctor)
  2. What type of document is this? (Meeting Minutes)
  3. Which legislative body is responsible for the document (Selectboard)
  4. When was the meeting? (November 27, 2012 – it’s better to use a full date format like this)
  5. Which board members attended the meeting? (Eric, Lloyd, Vincent, Bruce, William)

The only thing that could improve the access to this document is if it was saved as a plain text file rather than a PDF file. Creating a single web page or document for each meeting means that citizens don’t have to scan very large documents to find what they are looking for.

Save PDFs as text not images

After running our CityCrawler for several months it’s clear that cities and towns love the PDF file format to share information online. While PDF files can be a quick way to post information online, cities are often publishing documents that are scanned images which is no better than taking a photo of the document and posting it on Instagram.

The challenge here is that search engines must use OCR Optical Character Recognition software to try and extract the text from the image. Anything that makes it harder for search engines to index your documents means that fewer citizens are going to find your published information. At NearbyFYI we often see documents that could easily be saved as a text PDF but are scanned as images. Here is how this document could easily be converted to a format that search engines can use.

Steps to convert your PDF to text

  1. Scan the meeting minutes document and save it as a PDF.
  2. Open the scanned document in Adobe Acrobat.
  3. Select “File> Export> Text> Text Plain.”
  4. Name the document and click “Save.”
  5. Open the saved file and review for conversion errors.
  6. Save the corrected document and post to your website.


Allow web crawlers in Robots.txt

Most information online is found via search tools like Google or Bing. Google uses what is called a web crawler or web page indexer to review your website documents so that they can add your content to their search index. This is a good thing, you want the search companies to find your content as it’s likely the way most citizens are going to look for information about your community.

Robots.txt files contain a simple set of rules that web crawlers follow. Some websites are setup to allow crawlers others aren’t. This is an example of a robots.txt file from a city who’s online information won’t be found with a Google Search:

User-agent: *
 Disallow: /

What this means is that when a citizen searches Google for “how to get a zoning permit in pownal, vt ” they won’t find this page: http://www.pownalvt.org/planning-commission/town-plan/zoning-rules/zoning-permit-application/. Ensuring that web crawlers can access the documents you post on your website is likely the simplest thing that you can do to improve citizen access.


Jason and I have been working on CityCrawler so that we can extract structured information and provide an API to the public documents and data that our cities and towns create each day. We’ve encountered a number of other issues with city and town websites that make it harder for both citizens and web crawlers to get access to this online information and we think that we can help.

If you are interested in learning how your city can improve access to meeting minutes and other public documents please contact us at info@nearbyfyi.com.

Matt & Jason