MCSD is
leveraging the Internet to enhance governance and provide a basis for better
communication with the public. A new eGovernance initiative, BoardDocs, is
replacing the old method of compiling, printing, binding and distributing a
limited number of paper meeting documents with electronic distribution. By
making meeting agendas and supporting documents available on the Internet,
we will be able to distribute documents associated with a meeting more
quickly and efficiently. Click here to examine
BoardDocs.
Efficient and Easy Access
Electronic distribution will not only save time and
resources it will also provide unprecedented public access to information
that board members use to make decisions. Through our website, the public can view the agenda and the supporting documents
associated with the meeting. This will allow interested parties to review
and print the information prior to the meeting.
Individuals can review the agenda items and see what action
was taken by the board, complete with voting results, after the meeting. All
documents associated with the meeting are automatically archived and can be
accessed by meeting date or by using the comprehensive search feature.
By increasing the time board members have to review
information, the new eGovernance initiative will also enable board members
to better prepare for meetings. Under the old system, the meeting packet
could not be distributed until every document has been prepared and
submitted.
“Once all the documents were submitted, the staff would
spend two days assembling the documents into packets and then distributing
the information to the board members,” said Karen Jones, Executive Assistant
to the Board of Education and Superintendent. “The new system will allow
documents to be published to the on-line agenda as they become available
extending the time that board members have access to the information by
several days. Giving board members more time to review information will
enable them to better prepare for the meeting.”
Board members will also have access to a vast database of
best of best practices from other districts to gain knowledge of initiatives
other boards have considered and implemented. MCSD will also use the
same technology to publish the policies and procedures of the district
on-line. Currently, paper versions of the manuals are distributed and
maintained throughout the district. The public can review the policies and
procedures at the public library. By publishing the policies and procedures
on-line the district will assure that personnel and the public will have
access to the most up to date information. Online distribution will reduce
the time and expense of distributing policies and procedures.
About BoardDocs
BoardDocs was developed in partnership with K-12
administration and board members to ease the process of assembly and
distribution of board packets and supporting documents to board members. In
use since January of 2001, BoardDocs has enabled organizations to publish
board agenda items, supporting documents and policies to the World Wide Web.
BoardDocs uses a structured collaborative work flow that is specifically
designed to meet the unique needs and legal requirements of public school
boards, county commissions and municipal government.
