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How we changed the way we operate & Implementing BoardDocs. History. 3 failed operating levies in 3 years (2003-2005) $14.5 million in budget reductions Reduced curricular offerings Increased pay to participate fees = decreased student participation (20%)

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history
History
  • 3 failed operating levies in 3 years (2003-2005)
  • $14.5 million in budget reductions
    • Reduced curricular offerings
    • Increased pay to participate fees = decreased student participation (20%)
    • Frustrated staff, students, and parents
  • Voter and community mistrust of schools
  • Great need for transparency in administrative and Board operations
  • Great need for better communication regarding official business of the school district
  • Westerville City Schools have been using BoardDocs since August 2005
old way of doing things
Old Way of Doing Things
  • Annual Meetings
    • 5 year average of 40.2 meetings per year
  • Agenda Preparation = $20,469.14
    • Average agenda took 11.00 hours to prepare
    • 26.80 miles to deliver Board packets
    • 0.75 hours of overtime to deliver packets
    • Printing and supplies ($6,793.80)
  • Weekly “Friday” Packets = $7,200.30
  • Minutes = $8,172.66
  • Annual Costs = $35,842.10
new way of doing things
New Way of Doing Things
  • Annual Meetings
    • 5 year average of 40.2 meetings per year
  • Agenda Preparation = $4,285.97
    • Average agenda to take 1.5 hours to prepare
    • 0 miles to deliver Board packets
    • 0 hours of overtime to deliver packets
    • Printing and supplies ($0.00)
  • Weekly “Friday” Packets = $0.00
  • Minutes = $2,722.34
  • BoardDocs = $9,600.00
  • Potential Annual Costs = $16,608.31
actual reality
Actual Reality
  • Annual Meetings
    • 5 year average of 36.2 meetings per year
  • Agenda Preparation = $6,387.92
    • Average agenda took 6.0 hours to prepare
    • 26.8 miles to deliver Board packets
    • 0.75 hours of overtime to deliver packets
    • Printing and supplies ($388.75)
  • Weekly “Friday” Packets = $0.00
  • Minutes = $1,824.78
  • BoardDocs = $9,600.00
  • Actual Annual Costs = $17,812.70
side by side comparison
Side by Side Comparison

Old WayNew WayActual

Meetings 40.2 40.2 36.2

Agendas 13.25 hours 1.50 hours 6.00 hours

Miles 26.80 miles 0.00 miles 26.8 miles

Overtime 0.75 hours 0.00 hours 0.75 hours

comparison
Comparison
  • Old Way of Business
    • Annual Costs = $35,842.10
  • New Way of Business
    • Projected Costs = $16,608.31
  • Actual Reality
    • Actual Costs = $17,812.70
  • Projected Savings = $19,233.79
  • Actual Savings = $18,029.40
additional benefits
Additional Benefits
  • Laptops donated by local business – enhancing business partnerships
  • Communications is no longer a major issue with the community
  • Communications was not used against us during the May 2006 election (64% passage rate)
  • Incorporated sound files (mp3) into specific agenda items allowing our constituents to hear what was actually said regarding that topic
additional benefits1
Additional Benefits
  • Providing more information to the public
  • On the spot access to Board policies during meetings
    • Imagine being able to pull up the Student Dress Code policy when a parent is addressing the Board
    • Ability to make last minute changes or updates
  • Public thanks – that’s right
    • We even had members of the community thank us for implementing this at a Board meeting
success metrics
Success Metrics
  • Cost savings
  • Increased Board member access
  • Increased operational efficiencies
  • Transparency in district operations
  • Increased community access
  • Board Vice-President quoted as saying, “BoardDocs is the best tool we ever approved”