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District to evaluate BoardDocs migration; BoardBook presented as lower‑cost option
Summary
Staff told the board that BoardDocs (now owned by Diligent) will require migration to a new platform; BoardBook was offered as an alternative with a lower annual cost. Staff will choose a platform and provide training to the board before the April renewal deadline.
Board secretary Sarah Avery briefed the board on a required migration from the district’s current BoardDocs platform to Diligent’s new service after Diligent acquired the BoardDocs product. Staff also presented BoardBook as a commonly used alternative and a lower‑cost option.
Why it matters: The district’s board packet software supports agenda creation, packet distribution and minutes. The vendor notified customers that legacy BoardDocs will no longer receive updates; the district must migrate to a supported product before the subscription renewal (April 30).
Key points and costs: BoardDocs support would continue only via migration to Diligent’s new product; staff said cost under the Diligent migration would increase to about $13,500 annually from the district’s current charge. BoardBook was presented as a comparable alternative with fewer visual bells and whistles, but with features the district uses and a lower annual cost (about $3,500). Staff said both vendors offered prompt support during demonstrations.
Board reaction and next steps: Directors asked about training and the difference in workflow. Staff said they would make a recommendation, communicate the choice to the board and schedule any necessary training in April. The board did not take a formal vote; staff said they would notify the vendor before the April 30 renewal date and return with a plan for board training.
Ending: Staff will select a platform, notify the vendor and arrange brief training sessions for board members ahead of the next meeting.
