BOARD OF TRUSTEES – DEVELOPMENT SESSION DATE/TIME/PLACE

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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.
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