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College Place staff outline plan to switch meeting software to CivicPlus to save roughly $10,000 annually
Summary
Staff reported BoardDocs will be sunset and recommended switching to CivicPlus (annual $5,300 plus a $9,375 one-time fee) versus remaining on Diligent Community (about $19,500 annually); staff targeted a July 1 implementation and said a training will be provided.
At the close of the agenda items on June 9 the clerk reported that BoardDocs, the city's current meeting-management system, will be sunsetting at year-end and staff have evaluated replacement options. The clerk told the council that Diligent Community (the BoardDocs vendor offering) would have an annual fee of $19,500, while CivicPlus's agenda and meetings management module would cost $5,300 per year with a one-time implementation fee of $9,375.
The clerk explained switching to CivicPlus could yield a savings of approximately $10,125 (staff also noted the annual fee-only savings could be about $14,200 depending on credits for unused BoardDocs service). Staff proposed a July 1 implementation date and said they will present a demonstration and training for council members at a future meeting.
Council members thanked staff for researching alternatives; no formal vote to authorize the procurement was recorded in the meeting minutes, and staff said they will bring additional details at the next council meeting.
