IT Technology

And

Board Meeting

Management

1. Technology Integration

2 Technology and Board Attendance

• Conference calling

• Video Conferencing

3. Technology and Board reports

• Digital reports

• Smart boards

• Powerpoint presentation

4 Technology and Board minutes

• Board minutes

• Archiving reports

Provide information to all Board Members

Assist in preparing Board Members for next meeting

Provide for public disclosure and transparency

Develop a resource file of past Board meetings

Increasing

Board Member

Attendance

Tele-conferencing

• Teleconferencing – meeting participation through a telecommunications medium.

• Teleconferencing = Conference Calling• Audio – Speaker Phone

• Host multiple lines

• Service provider coordination• Dedicated phone number

• Access code

• Identify you as the Host or Guest

Cloud Base Services

• AT&T CISCO WebEx• Download software

• Complete meeting information• Name of Host

• Date

• Start time

• Duration

• E-mail address(es)

Web Site Response

• Host receives a confirmation email

• Forwarding email to teleconference participants:• Calendar/Invitation to guest

• Purpose of meeting

• Date of meeting

• Start time

• Duration

• Conference call phone number

• Access Code

Tele-Connected

• Once you call-in• Verify that you are now connected to the teleconference

• Verify that you are participating as Host or Guest

• States how many other participants have logged on

• Then you will hear beep, confirming connection

Unlimited Connection Opportunities

Access with special guests, service providers, resources

HUD DC Headquarters Local HUD officesOther Housing Authorities

ArchitectGeneral ContractAccountant, Auditors

Web Meetings

Web Meetings is a broad term, involving a web-connected computer to other web-connected

computers, tablets, phones, etc.

Top list of video chat apps or software

• Skype

• Google Duo

• FaceTime

• Hangouts

App Features/Benefits

• FaceTime and Google Duo• Bare bone features – video chatting simplicity

• Skype and Hangouts• More robust – drop down features

• File sharing

• Instant messaging

• 2017 Skype update includes voice mail feature

Basic Business Features

Face-to-face interaction

Screen sharing• Laser Pointer

• Host has full control

Up to 250 participants• Security upgrade

DIGITAL BOARD DOCUMENTTS

(Animated Slide)

Digital Board Documents

• Department reports are uploaded to secure server – a week prior to Board and Committee meetings

(PRIVATE SECURED SERVER – PASSWORD PROTECTED)

• Board members can download files at their convenience via• Tablet

• Laptop

• Desktop

• Mobile Phone

• Selectively print documents for discussion

Portable Document Format (PDF)

• Electronically display documents independent of software, hardware or operating system…

• Designed to preserve and protect contents and layouts of documents

• Graphic Integrity – display the exact same content and layout regardless of the originating software, device or operating system

• Convenient – Easy to create and share

• Secure – Offer severals level of protection • Read Only and capacity to edit document• Imprint watermarks• Digital signature• Compact – compress file size for easy exchange • Multi-Dimensional – Integrate various type of contents

• Graphic, chart, spreadsheets, forms, letters

Advantages of PDF file format

PDF Disadvantages

• Because it is designed to preserve contents makes it harder to edit or extract information• Most PDF files are Read Only

• Not all PDF software is the same• Adobe System – currently the industry standard

Sharing or Posting Digital Reports

• Uploaded to private, secured server• User name and Password

• Agenda

• Resolutions

• Financial Reports• Balance Sheet• Income Expense Statement

• Development Report

• Operations

• Capital

POWERPOINT PRESENTATION

What is PowerPoint?

• It is an electronic slide presentation medium

• PowerPoint is Microsoft product and a part of Microsoft Suite package

1. Powerpoint

2. Prezi

3. Keynote – Apple

4. Knowledge Vision (KNOVIO) – online video platform

Integration of On-line Media

• Open Source Clip Art

• Presenter Media - annual fee

• Upload videos

• Link other Microsoft products• Word

• Excel

• Access

• Electronically write on it with a special pens (usually come with the board)

Advantages of a Smart Board

Advantages of Using a Smart Board

• Anything written on the smart board can be saved to a tablet, computer or printed

• It’s great for Board brain-storming and keeping a record of your ideas

Smart Board Documents

• Word File

• Excel File

• PowerPoint Presentation

• PDF File

• Forward files via:• Email

• PDF

• Traditional• Meeting minutes taken in long or short hand

• Court stenographer

• IT integration• Audio Recording

IT and Documenting Board Meetings

IT and Documenting Board Meetings

• Digital Recorder• Burned to CD or DVD and archived

• Date

• Time

• Meeting type

• Regular Board Meeting

• Special Board Meeting

• Committee Meeting

• Transcription• Voice Recognition Software

• Manual

Recording Media

• Court Stenographer

• Dictation Service

• Steno Mask

• Digital Camera

Archiving Board Meeting Minutes

• Paper documents

• Audio Tape

• Digital• Burned to a CD or DVD

• Stored on USB jump drive

• Stored on Hard drive

• Back up drive