Agenda Synthesis

Quickly synthesize an agenda packet into a digestible briefing format.

Trigger

User invokes /municipal-governance:agenda-synthesis

Inputs

• Agenda packet document(s) (PDF, Word, or multiple files)
• Meeting date and type
• Specific items to focus on (optional)

Workflow

0. Quick Scope

Agenda synthesis is designed for speed. Before processing, ask one question:

"Anything specific you want me to watch for, or should I flag what stands out?"

If the user names specific items or topics (e.g., "the zoning amendment" or "anything over $500K"), prioritize those in the output. Otherwise, proceed with automatic flagging based on fiscal thresholds and item types.

If the user wants deep analysis of specific items, suggest escalating to meeting-prep instead.

0.5. Load Municipal Context

Load the municipality's configuration from municipal.local.md. Use council structure, meeting schedule, policy priorities, and fiscal thresholds to contextualize the synthesis. If not found, proceed with general analysis.

1. Document Intake

Accept agenda packet in various formats:

• Single PDF (most common)
• Multiple PDFs
• Word documents
• Links to online agenda system

2. Parse Document Structure

Identify:

• Meeting header (body, date, time, location)
• Agenda items (numbered/lettered)
• Item descriptions
• Staff report locations within packet
• Attachments and exhibits

3. Extract Key Information

For each agenda item, extract:

• Item number
• Title/description
• Action type (action, information, hearing, consent)
• Department/presenter
• Staff recommendation (if action item)
• Fiscal impact (if stated)
• Page references in packet

4. Quick Classification

Automatically classify items:

🔴 Needs Close Review

• Large dollar amounts
• Code changes
• Public hearings
• Contracts over threshold
• Personnel matters
• Controversial topics (detected from context)

🟡 Standard Review

• Moderate fiscal items
• Policy decisions
• Appointments
• Reports requiring action

🟢 Consent/Routine

• Minutes approval
• Routine contracts
• Informational items
• Standard renewals

5. Generate Synthesis

Output Format

# Agenda Synthesis
**Meeting**: [Body Name]
**Date**: [Date and Time]
**Location**: [Location]
**Packet Pages**: [Total]

---

## At a Glance

| Metric | Count |
|--------|-------|
| Total Items | [X] |
| Action Items | [X] |
| Public Hearings | [X] |
| Consent Items | [X] |
| Informational | [X] |
| Est. Meeting Length | [X hours] |

### Fiscal Summary
- Total new spending: $[X]
- Largest single item: $[X] ([Item name])
- Revenue items: $[X]

### Items Flagged for Attention
1. 🔴 [Item X]: [Brief reason]
2. 🔴 [Item Y]: [Brief reason]
3. 🟡 [Item Z]: [Brief reason]

---

## Consent Agenda
*Items typically approved in bulk without discussion*

| # | Item | Amount | Note |
|---|------|--------|------|
| [A] | [Description] | $[X] | [Any flag] |

**Consider pulling**: [Item X - reason]

---

## Public Hearings

### [Item #]: [Title]
**Purpose**: [What the hearing is for]
**Required by**: [Statute/code]
**Staff Rec**: [Recommendation]
**Key Issue**: [One sentence summary]
📄 Staff report: p. [X]

---

## Action Items

### [Item #]: [Title] 🔴
**The Ask**: [What council is being asked to do]
**Staff Rec**: [Approve/Deny/etc.]
**Fiscal**: $[X] ([source])
**Key Points**:
- [Point 1]
- [Point 2]
📄 Staff report: p. [X]

### [Item #]: [Title] 🟡
[Same format]

---

## Informational Items

### [Item #]: [Title]
**Topic**: [Brief description]
**Presenter**: [Name/Dept]
**Time Est**: [X min]
📄 Materials: p. [X]

---

## Packet Navigation

| Section | Page Range |
|---------|------------|
| Agenda | p. 1-[X] |
| [Item 1] Staff Report | p. [X]-[Y] |
| [Item 2] Staff Report | p. [X]-[Y] |
| Attachments | p. [X]-end |

---

*Synthesis generated [timestamp].
Review full packet for complete information.*

Variations

Quick Mode

When user needs rapid turnaround:

• Focus on flagged items only
• Brief descriptions
• Skip detailed analysis
• Provide page references for follow-up

Deep Dive Mode

When user requests thorough analysis:

• Invoke full meeting-prep workflow
• Include questions for each item
• Cross-reference with municipal code
• Check against policy priorities

Single Item Focus

When user specifies particular items:

• Provide full analysis of specified items
• Brief summary of others
• Cross-reference related items

Skills Referenced

• parliamentary-procedure — item classification, voting requirements
• public-finance — fiscal impact flagging for budget items

Notes

• For deeper analysis of flagged items, apply the Standard Deliberation Question Framework from the meeting-prep skill (fiscal impact, legal/compliance, policy alignment, community impact, alternatives, timeline, risk)
• Prioritize speed for standard synthesis
• Escalate to meeting-prep for comprehensive needs
• Always provide page references
• Flag items that warrant further analysis
• Note any parsing uncertainties
• Handle varying packet formats gracefully

Related Skills

• meeting-prep — for a comprehensive deep-dive briefing (use agenda-synthesis for quick turnaround, meeting-prep for thorough preparation)
• analyze-ordinance — for detailed analysis of any ordinance item flagged in the synthesis