Running Paperless Board Meetings

1. Running Paperless Board Meetings Presented By: Dan Morris – dan@ctlt.org Colorado Technology Consultant Winton Goodrich - wgoodrich@vtvsba.org Associate Director, Vermont School Boards Association

2. All of the web links from this presentation can be accessed by going towww.ikeepbookmarks.comand logging into the Account “ctlt” & Password “ctlt”.

3. Workshop Outcomes Participants will learn to electronically: • Develop agendas, post meeting minutes, and make policies available online; • Run paperless board meetings; • Conduct paperless educator searches; • Utilize data warehouse info to drive board decisions; • Learn acceptable board E-mail practices.

4. What does a Paperless Board Meeting Look Like? Q: What are the advantages of going paperless? • A: Paperless board meetings save on printing costs, binders, & tabs. • A: Reduces time on agenda preparation.   • A: School leaders become role models by facilitating internal teamwork. • A: Increase communication with the public.

5. What Does a Paperless Board Meeting Look Like? Q: Most of board members don't have computers. Would BoardBook still benefit me? • A: The person who benefits the most is the person who compiles the agenda packet. • A: BoardBook provides tools that allow the clerk to efficiently produce and publish board meeting packets, agendas, notices, minutes, and a searchable electronic archive as well.

6. Do You E-Board?By Bailey Mitchell - CTO, Forsyth County, Georgia • 1. Digital information streamlines the process. Instead of a binder of background material, board members have computers stationed at their places at the board table to access information. • 2. Workloads are lighter. In the paper era, the superintendent's staff spent days typing the agenda, copying supporting documents, placing them in binders, and hand-delivering the binders to board members' homes for every monthly meeting. Clarifications and corrections meant copying and redistributing more packages.

7. Do You E-Board?By Bailey Mitchell - CTO, Forsyth County, Georgia • 3. All meetings are open. To be sure that we adhere to the state's open-meeting laws, our district uses a web-based system developed by the Georgia School Boards Association (GSBA). • 4. There's little additional expense. Some detractors believe running an electronic school board meeting is expensive. It's not. True, there is an initial investment in computers now housed in the board's meeting room. However, the cost is recouped quickly with the time and money saved by not producing and delivering massive meeting binders multiple times due to corrections. http://www.scholastic.com/administrator/janfeb04/articles.asp?article=eboard

8. Meetings Going Paperless Amick says program will save paper and time “Richmond Community Schools is using the Internet to distribute its board agendas and packets to administrators and board members as well as the public. The district is moving to paperless school board meetings and 100-plus page board packets have been replaced with flat-screened computers that allow board members and administrators to access information online and take notes during school board meetings.” “Superintendent Phyllis Amick said BoardDocs, which cost the district $11,000 for the first year, will save money in paper and time. She could not provide an estimate of savings, however” By Mary Sell, Staff writer Palladium-Item, Richmond, IN http://www.pal-item.com/news/stories/20031003/localnews/383543.html

9. Training is a Key Element

11. Texas Association of School Boards

12. Oregon School Boards Association

13. E-Governance System

14. MicroScribe

15. MicroScribe & School Board Net

16. South Carolina School Board Association

19. SchoolSpring Electronic Recruitment

21. Review Candidates Sample Candidate List

22. Search Committee Evaluation of Applicants

23. Data Warehouse

24. Data Disaggregation No Child Left Behind AYP Growth: • Special Education • Ethnicity • Limited English Proficiency • Poverty Other Sorts: • Local & State Assessments • Longitudinal Trends

25. Additional Info & Web Links • 01-BoardBook-Electronic Board Meetings-Texas Association of School Boards Preparing for school board meetings—compiling and distributing meeting notices, gathering support materials, publishing agenda packets—is perennially a labor and paper intensive exercise. BoardBook, a new Web-based software application created by TASB, electronically streamlines these preparations and opens the door to paperless distribution of meeting materials, to Web posting of finished documents and, ultimately, to paperless meetings. http://www.tasb.org/services/boardbook/index.aspx • 02-BoardBook TASB Frequently Asked Questions http://www.tasb.org/services/boardbook/faq.aspx

26. Additional Info & Web Links • EducationVermont.com Looking for an education job in Vermont? You've come to the right place! Here you'll find hundreds of education jobs throughout the state and it's absolutely FREE! Search for jobs or post your resume and let the jobs find you.http://vt.schoolspring.com/index.cfm?&CFID=3168784&CFTOKEN=45912690 • Electronic School Going Paperless http://www.electronic-school.com/2000/03/0300sbot.html • Georgia School Boards Association GSBA eBoard is the complete paperless board meeting packet solution. This web-based tool allows easy access to board meeting information including agendas, supporting documents and reports, minutes and a goal-tracking system. http://www1.gsba.com/esolutions/eboard/about.htm

27. Additional Info & Web Links • Kentucky School Boards Association Web-based board packets, agendas draw praise http://www.ksba.org/KSA0503paper.htm • Not worth the paper KO may be first South school district to switch to 'e meetings' http://pittsburghpost-gazette.com/neigh_south/20020410spaper0410p2.asp • Oregon School Boards Association Preparing for board meetings is labor intensive, time-consuming work: compiling and distributing meeting notices, gathering support materials and publishing agenda packets. BoardBook™, a new on-line application, will make this job easier. BoardBook™ streamlines these tasks and yields an integrated electronic agenda packet. This packet constitutes the essential first step in cost-saving electronic distribution of packets and in the creation of a searchable electronic archive and paperless board meetings. http://www.osba.org/commsvcs/bdbook.htm

28. Additional Info & Web Links • Scholastic Administrator Do You E-Board? This Georgia CTO says you're crazy not to consider electronic board meetings. They'll save you time, money, and reams of paper. http://www.scholastic.com/administrator/janfeb04/articles.asp?article=eboard • www.delawareonline.com The News Journal : LOCAL : Schools, city attempt to go paperless http://www.delawareonline.com/newsjournal/local/2004/05/31schools,cityatt.html

29. Available Applications • BoardDocs BoardDocs has been developed for school boards, local governments, private and public boards to help alleviate the enormous task of assembling, printing, distributing and revising agenda items and policies.http://www.boarddocs.com/ • idea integration•e-Business Solutions http://www.idea.com/Solutions/BusinessApplications/EAgenda.asp

30. For More Information Dan Morris, Assistant Director Colorado Center for Teaching, Learning, and Technology dan@ctlt.org Winton Goodrich, Associate Director Vermont School Boards Association wgoodrich@vtvsba.org