Board considers replacing BoardDocs with Diligent for meeting management, video timestamping and committee access

County staff presented options to replace the county’s BoardDocs meeting-management system with Diligent, describing potential features, committee access and a streaming add-on that would place markers in meeting videos.

Staff told the board the county currently pays about $8,000 annually for BoardDocs. According to staff, the vendor quoted a base Diligent package (presented as $9,989) and an upgraded streaming “smart” package (quoted in materials as $12,005.89 or $12,589 in different vendor materials), and staff sought to clarify whether the higher figure was an addition to the base or a single packaged price. “The response was no, that it was just the $8,500 increase,” staff said after seeking vendor clarification.

Why it matters: the Diligent option would allow the county to embed meeting videos with topic markers so viewers can jump to relevant agenda sections; staff suggested the base package includes up to 10 committees, which could allow the county to migrate planning commission, wetlands board and other advisory bodies to the same system.

Discussion versus decision: the board did not select a package during the session. Staff said they are researching additional details with IT and the vendor—including video upload timing, whether historical YouTube videos would be migrated and whether the county would discontinue routine YouTube uploads if it moved forward—and will provide answers before the board must make a final decision later in the month.

Next steps: staff will follow up with vendor and IT to answer questions about video migration, upload timing and exact pricing and return to the board with a recommendation.