1. How we changed the way we operate & Implementing BoardDocs

2. History 3 failed operating levies in 3 years (2003-2005)
$14.5 million in budget reductions
Reduced curricular offerings
Increased pay to participate fees = decreased student participation (20%)
Frustrated staff, students, and parents
Voter and community mistrust of schools
Great need for transparency in administrative and Board operations
Great need for better communication regarding official business of the school district
Westerville City Schools have been using BoardDocs since August 2005

3. Old Way of Doing Things Annual Meetings
5 year average of 40.2 meetings per year
Agenda Preparation = $20,469.14
Average agenda took hours to prepare
26.80 miles to deliver Board packets
0.75 hours of overtime to deliver packets
Printing and supplies ($6,793.80)
Weekly “Friday” Packets = $7,200.30
Minutes = $8,172.66
Annual Costs = $35,842.10

4. New Way of Doing Things Annual Meetings
5 year average of 40.2 meetings per year
Agenda Preparation = $4,285.97
Average agenda to take 1.5 hours to prepare
0 miles to deliver Board packets
0 hours of overtime to deliver packets
Printing and supplies ($0.00)
Weekly “Friday” Packets = $0.00
Minutes = $2,722.34
BoardDocs = $9,600.00
Potential Annual Costs = $16,608.31

5. Actual Reality Annual Meetings
5 year average of 36.2 meetings per year
Agenda Preparation = $6,387.92
Average agenda took 6.0 hours to prepare
26.8 miles to deliver Board packets
0.75 hours of overtime to deliver packets
Printing and supplies ($388.75)
Weekly “Friday” Packets = $0.00
Minutes = $1,824.78
BoardDocs = $9,600.00
Actual Annual Costs = $17,812.70

6. Side by Side Comparison
Old Way New Way Actual
Meetings
Agendas hours 1.50 hours 6.00 hours
Miles miles 0.00 miles 26.8 miles
Overtime 0.75 hours 0.00 hours 0.75 hours

7. Comparison Old Way of Business Annual Costs = $35,842.10
New Way of Business
Projected Costs = $16,608.31
Actual Reality
Actual Costs = $17,812.70
Projected Savings = $19,233.79
Actual Savings = $18,029.40

8. Additional Benefits
Laptops donated by local business – enhancing business partnerships
Communications is no longer a major issue with the community
Communications was not used against us during the May 2006 election (64% passage rate)
Incorporated sound files (mp3) into specific agenda items allowing our constituents to hear what was actually said regarding that topic

10. Additional Benefits Providing more information to the public
On the spot access to Board policies during meetings
Imagine being able to pull up the Student Dress Code policy when a parent is addressing the Board
Ability to make last minute changes or updates
Public thanks – that’s right
We even had members of the community thank us for implementing this at a Board meeting

11. Success Metrics Cost savings Increased Board member access
Increased operational efficiencies
Transparency in district operations
Increased community access
Board Vice-President quoted as saying, “BoardDocs is the best tool we ever approved”