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City staff recommend migration from BoardDocs to Diligent Community; vendor change to be placed on next agenda
Summary
Staff briefed council about a vendor migration from BoardDocs to Diligent Community, noting an increase in annual maintenance and that historical materials would be migrated. Staff said they will confirm implementation costs and present the contract for council action at the next regular meeting.
City staff presented a vendor proposal to migrate the city’s meeting and agenda management software from BoardDocs to Diligent Community at the May 6 workshop, describing the new product as an updated platform built by the same company and noting an increase in the annual maintenance fee.
Miss Garcia told the council BoardDocs is an older platform and that Diligent Community would replace it. She said the city currently pays an annual maintenance fee (roughly in the $14,000 range under BoardDocs) and that the Diligent proposal would increase the annual maintenance cost; she said historical meeting materials would be migrated and that the vendor advertises improved customer support. Council members asked about any separate implementation or migration fees; Garcia said she did not see an implementation cost on the proposal but would confirm and report back before council action.
Staff said they will place the Diligent Community contract on the next council meeting agenda for formal approval and provide additional details about implementation costs and any migration timeline.
