How we changed the way we operateHow we changed the way we operate&&

Implementing BoardDocsImplementing BoardDocs

HistoryHistory

• 3 failed operating levies in 3 years (2003-2005)3 failed operating levies in 3 years (2003-2005)• $14.5 million in budget reductions$14.5 million in budget reductions

• Reduced curricular offeringsReduced curricular offerings

• Increased pay to participate fees = decreased student participation (20%)Increased pay to participate fees = decreased student participation (20%)

• Frustrated staff, students, and parentsFrustrated staff, students, and parents

• Voter and community mistrust of schoolsVoter and community mistrust of schools• Great need for transparency in administrative and Board operationsGreat need for transparency in administrative and Board operations• Great need for better communication regarding official business of the Great need for better communication regarding official business of the

school districtschool district• Westerville City Schools have been using BoardDocs since August Westerville City Schools have been using BoardDocs since August

20052005

Old Way of Doing ThingsOld Way of Doing Things

• Annual MeetingsAnnual Meetings• 5 year average of 40.2 meetings per year5 year average of 40.2 meetings per year

• Agenda Preparation = $20,469.14Agenda Preparation = $20,469.14• Average agenda took 11.00 hours to prepareAverage agenda took 11.00 hours to prepare• 26.80 miles to deliver Board packets26.80 miles to deliver Board packets• 0.75 hours of overtime to deliver packets0.75 hours of overtime to deliver packets• Printing and supplies ($6,793.80)Printing and supplies ($6,793.80)

• Weekly “Friday” Packets = $7,200.30Weekly “Friday” Packets = $7,200.30• Minutes = $8,172.66Minutes = $8,172.66• Annual Costs = $35,842.10Annual Costs = $35,842.10

New Way of Doing ThingsNew Way of Doing Things

• Annual MeetingsAnnual Meetings• 5 year average of 40.2 meetings per year5 year average of 40.2 meetings per year

• Agenda Preparation = $4,285.97Agenda Preparation = $4,285.97• Average agenda to take 1.5 hours to prepareAverage agenda to take 1.5 hours to prepare• 0 miles to deliver Board packets0 miles to deliver Board packets• 0 hours of overtime to deliver packets0 hours of overtime to deliver packets• Printing and supplies ($0.00)Printing and supplies ($0.00)

• Weekly “Friday” Packets = $0.00Weekly “Friday” Packets = $0.00• Minutes = $2,722.34Minutes = $2,722.34• BoardDocs = $9,600.00BoardDocs = $9,600.00• Potential Annual Costs = $16,608.31Potential Annual Costs = $16,608.31

Actual RealityActual Reality

• Annual MeetingsAnnual Meetings

• 5 year average of 36.2 meetings per year5 year average of 36.2 meetings per year• Agenda Preparation = $6,387.92Agenda Preparation = $6,387.92

• Average agenda took 6.0 hours to prepareAverage agenda took 6.0 hours to prepare

• 26.8 miles to deliver Board packets26.8 miles to deliver Board packets

• 0.75 hours of overtime to deliver packets0.75 hours of overtime to deliver packets

• Printing and supplies ($388.75)Printing and supplies ($388.75)• Weekly “Friday” Packets = $0.00Weekly “Friday” Packets = $0.00• Minutes = $1,824.78Minutes = $1,824.78• BoardDocs = $9,600.00BoardDocs = $9,600.00• Actual Annual Costs = $17,812.70Actual Annual Costs = $17,812.70

Side by Side ComparisonSide by Side Comparison

Old WayOld Way New WayNew Way ActualActual

MeetingsMeetings 40.240.2 40.240.2 36.236.2

AgendasAgendas 13.25 hours13.25 hours 1.50 hours1.50 hours 6.00 hours6.00 hours

MilesMiles 26.80 miles26.80 miles 0.00 miles0.00 miles 26.8 miles26.8 miles

OvertimeOvertime 0.75 hours0.75 hours 0.00 hours0.00 hours 0.75 hours0.75 hours

ComparisonComparison

• Old Way of BusinessOld Way of Business• Annual Costs = $35,842.10Annual Costs = $35,842.10

• New Way of BusinessNew Way of Business• Projected Costs = $16,608.31 Projected Costs = $16,608.31

• Actual RealityActual Reality• Actual Costs = $17,812.70Actual Costs = $17,812.70

• Projected Savings = $19,233.79Projected Savings = $19,233.79

• Actual Savings = $18,029.40Actual Savings = $18,029.40

Additional BenefitsAdditional Benefits

• Laptops donated by local business – enhancing business partnershipsLaptops donated by local business – enhancing business partnerships

• Communications is no longer a major issue with the communityCommunications is no longer a major issue with the community

• Communications was not used against us during the May 2006 Communications was not used against us during the May 2006 election (64% passage rate)election (64% passage rate)

• Incorporated sound files (mp3) into specific agenda items allowing Incorporated sound files (mp3) into specific agenda items allowing our constituents to hear what was actually said regarding that topicour constituents to hear what was actually said regarding that topic

Additional BenefitsAdditional Benefits

• Providing more information to the publicProviding more information to the public

• On the spot access to Board policies during meetingsOn the spot access to Board policies during meetings• Imagine being able to pull up the Student Dress Code policy when a Imagine being able to pull up the Student Dress Code policy when a

parent is addressing the Boardparent is addressing the Board

• Ability to make last minute changes or updates Ability to make last minute changes or updates

• Public thanks – that’s right Public thanks – that’s right • We even had members of the community thank us for implementing this We even had members of the community thank us for implementing this

at a Board meetingat a Board meeting

Success MetricsSuccess Metrics

• Cost savingsCost savings

• Increased Board member accessIncreased Board member access

• Increased operational efficienciesIncreased operational efficiencies

• Transparency in district operationsTransparency in district operations

• Increased community accessIncreased community access

• Board Vice-President quoted as saying, “BoardDocs is the best tool Board Vice-President quoted as saying, “BoardDocs is the best tool we ever approved”we ever approved”