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Board previews Diligent Community agenda-and-minutes platform, asks vendor for demo access and cost details
Summary
A vendor demonstration of Diligent Community showcased agenda, policy and citizen‑engagement tools. Trustees asked about cost and data export, were told the platform is an annual subscription (about $9,000–$10,000) with estimated district net cost below $1,500 after aid, and agreed to trial a demo account before deciding.
The Massena Central School District Board of Education viewed a presentation and live demonstration of Diligent Community on a recommendation to consider replacing its current BoardDocs/Google workflow.
Drew Wareham, the presenter, described Diligent Community as "an agenda and minutes management solution" that integrates live streaming, policy management, a searchable document library, attendance tracking and subscription alerts for the public and board members. Wareham said the company is migrating BoardDocs customers and that ‘‘as of the first of this year, we have 485 districts currently using BoardDocs.’’
Board members focused questions on subscription structure, data portability and member notifications. Wareham told trustees the product is an annual subscription (not a one‑time fee) and that ‘‘if we were to cancel the subscription, you will receive everything in a detailed format… sent to you on a drive in PDF format.’’ He confirmed the product is web‑based and mobile‑friendly but not an app, and said the platform can send email or text notifications and supports role‑based visibility for public vs. member agendas.
Trustees discussed cost and integration. A board member cited a prorated quote linked to the agenda that estimated a full‑year subscription at about $9,000–$10,000; with the district’s roughly 85% aid rate, the presenter and trustees calculated the local share would be ‘‘less than $1,500 a year.’’ Members asked whether the platform would duplicate the district website; Wareham said it can replace or be linked from the site and offers an archive that becomes keyword‑searchable.
The board did not vote on purchase. Wareham agreed to provide a single demo login so trustees and staff could test the system, and the board agreed to spend one month exploring the demo before deciding. The board directed staff to return with any recommended contract language and to report back next month after trustees have trial access.
The board’s next step is to review the demo account and any updated pricing or implementation questions when staff bring a potential purchase recommendation back to the full board.
