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Board hears demo of board-portal software; members ask about archival search, AWS downtime and rollout timing
Summary
Vendor Matt Irvin demonstrated a board-portal product that would host agendas, searchable archives and document libraries; trustees asked about AWS reliability, migration of legacy minutes and an 8–10 week implementation estimate from signature.
Matt Irvin presented a web-based board-portal product intended to link from the district website and host agendas, minutes and a searchable document library. "This will link from your current website and be that public portal for all of your board materials," Irvin said, showing a web view that allows split-screen viewing of agendas and attachments.
Board members pressed on security and archival migration. Trustee Jackson asked whether an AWS outage affecting another district would impact Romulus; Irvin replied, "I would not. No. That everything is ... separate from everybody," and offered to provide a security sheet and vendor security documentation after the meeting. Eve (district staff) and other trustees asked how legacy documents would be archived; Irvin said legacy PDFs could be uploaded into the document library and would be made searchable via scanning.
Irvin estimated an implementation timeline of roughly eight to ten weeks from contract signature, with an implementation specialist assigned within about 10 days for kickoff and staged training for administrators and board members. Trustees requested that the district compare other vendors and bring at least two more options for consideration in future meetings. One trustee said due diligence should include security and comparison shopping before committing to a vendor.
The demonstration provided the board with a vendor contact to follow up on security documents, archival approach and training plans.
