Opening the Governance Process to the Public

Our organization is leveraging the Internet to enhance governance and provide a basis for better communication with the public. The new eGovernance initiative will replace 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.

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 web site, 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. After the meeting, the individuals can review the agenda items and see what action was taken by the board complete with voting. 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 cannot 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. 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.

We 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. 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 public will have access to the most up to date information. On-line distribution will reduce the time and expense of distributing policies and procedures.

The new eGovernance features can be accessed via the district’s web site at www.ccps.org. For questions regarding the new eGovernance initiatives, contact Margaret Tate, Administrative Assistant to the Superintendent and Board of Education, at mtate@ccps.org.

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. Organizations interested in learning more about BoardDocs can visit www.boarddocs.com for more information and to experience the paperless solution first hand. (800) 407-0141.