HARTNELL COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES – DEVELOPMENT SESSION DATE/TIME/PLACE October 15, 2013 – 5:00 p.m. 411 Central Avenue, Salinas Building B, Room 208 Members of the Board Candi DePauw, President / Patricia Donohue, Vice President Bill Freeman, Elia Gonzalez-Castro, Ray Montemayor Erica Padilla-Chavez, Demetrio Pruneda Elaine Duran, Student Trustee Willard Lewallen, Ph.D. Board Secretary / Superintendent/President AGENDA I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. PUBLIC COMMENTS Fifteen minutes (three minute maximum per person) set aside to receive public comments on items on the published agenda. V. PRESENTATION ON PAPERLESS BOARD MEETING MANAGEMENT SOFTWARE DEMONSTRATIONS The board will receive three presentations on software for paperless board meetings. VI. ADJOURNMENT MISSION STATEMENT: Hartnell College provides the leadership and resources to ensure that all students shall have equal access to a quality education and the opportunity to pursue and achieve their goals. We are responsive to the learning needs of our community and dedicated to a diverse educational and cultural campus environment that prepares our students for productive participation in a changing world. ACCOMMODATIONS: All meeting locations are wheelchair accessible. The following services are available when requests are made by 4:00 p.m. of the Wednesday before the Board meeting: American Sign Language interpreters or use of a reader during a meeting; large print agenda or minutes; assistive listening devices. Please contact, the Office of the President at (831) 755-6900, if you need assistance in order to participate in a public meeting or if you need the agenda and public documents modified as required by Section 202 of the Americans with Disabilities Act. Act. HCCD – BOARD OF TRUSTEES – DEVELOPMENT SESSION – OCTOBER 15, 2013 AGENDA ITEM FOR BOARD MEETING OF: Title Paperless Board Meeting Management Software Demonstrations Area Office of the Superintendent/President and Vice President of Information Technology Prepared by: Dr. Willard Lewallen Matthew Coombs October 15, 2013 Number V. Status Presentation Reference Strategic Priorities – 4, 5 Accreditation Standards – IV.B. BACKGROUND / SUMMARY It is proposed the Hartnell Community College District consider utilizing board management software to manage the preparation, posting, and distribution of board materials. Many other California community college districts have already taken this step as a way of improving public access to governing board related materials, decreasing time, effort, and expense in producing governing board meeting materials, enhancing the experience of governing board meetings for the public and the trustees, and reducing paper waste. The solutions have proven themselves to save both time and money for the institution without adding complexity to meeting preparation or trustee collaboration and materials distribution process. The administration has reviewed and selected three meeting management software vendors to each deliver a 30-minute demonstration to the Hartnell College Board of Trustees for their input on the best software/service option. All solutions scheduled to demonstrate have impressive features and affordable options. The governing board’s input will allow us to determine which vendor provides the best user experience and overall best solution for the District, its constituents, the public, and of course the Board of Trustees. Here are few common features: Governing Board Online Agenda Management Board and College Policy Development and Publication Solution Library Support for Events, News, Board Goals and Board Member Pages Board Goals Management and Tracking Separate, Customizable Packets for the Board, Staff and Public Automated Minutes Generation and Release Administrators Full meeting lifecycle management Create and manage unlimited meeting templates Online publishing and distribution of agenda and minutes Multi-file format attachment support Full legislative meeting support (roll call, resolutions, voting) Task and action log management Internal Staff Report templates Automated agenda item creation complete with draft resolution creation Full workflow management Public, Media and Guests View upcoming Agendas and Support Materials in Advance View Agenda during meeting Links to Reports Audio/Video Integration Request to Speak/Timers TERM: Annual (12-month) software as a service license fee. BUDGET IMPLICATION Software Solutions BoardDocs $3,000-$9,000 Annually eScribe Will be available at meeting IQM2 Will be available at meeting Current Expenses Utilizing Paper and Other Materials* Duplication $ 600 Mailing $1,200 Supplies (paper, index, $1,500 envelopes) Labor $2,750 Total $6,050 *October 2012 to October 1, 2013 RECOMMENDATION None. Information and input gathered from this study session will be utilized in formulating a recommendation for consideration by the Board of Trustees at a future meeting.