How switching works
A few weeks. Almost none of them yours.
We do the moving. Your office keeps working the way it does now, and on launch day residents get a better site while the clerk’s routine stays the same. Then we build forward from there, one process at a time.
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Before you sign
We build your site first
From the agendas, minutes, notices, budget and local laws you already publish, we build the new site and send the mayor and clerk a private link. It is marked as a demo, carries no seal, takes no payments or requests, and comes down the day you ask.
Your part: Nothing. Look at it on your phone.
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Week 1
You say yes
A one-page annual contract with a subject-to-appropriation clause, priced under your bid threshold. With it: our W-9, our written information security policy, answers to the State Comptroller’s IT governance checklist, and the written comparison your procurement policy asks for.
Your part: Approve it the way your policy says: a resolution or a purchase order.
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Weeks 1 to 3
The .gov, in the village’s name
The village registers its .gov domain through CISA’s get.gov program, at no charge. We prepare the application and sit beside whoever signs it. A vendor cannot hold a .gov domain, and should not. Until it is approved, the new site runs at your current address.
Your part: Someone with authority signs the application, usually the mayor, supervisor or chair.
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Weeks 2 to 4
We move everything
Every page, every PDF and form, your menu and your page names. Old addresses forward to the new ones, so links in old e-mails, flyers and search results keep working. Photographs of the village where you have them. Scanned documents made readable where we can.
Your part: Tell us anything that should not come across.
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Launch day
We switch the address
We point the domain at the new site. Residents see the new site; your office sees nothing different. Your e-mail is not touched: we change only the records that serve the website.
Your part: Nothing. We check every page and link that day.
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The first weeks
Posting is one screen
We show whoever posts today how the desk works: this week’s deadlines and one box to post. If you can write an e-mail, you can post a notice. You can also post by e-mail from your own village address; only addresses you approve can post, and we check it is you. For a big change, tell us and we make it.
Your part: A short call, and then post the way you like.
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Month 3 onward
You pick the next process
Minutes from the recording, the notice and agenda cycle, records requests, permits, payments. We start with whatever eats the most of the clerk’s week and build it around how your office already works.
Your part: An hour with the clerk, so we see how the week really runs.
What we need from you
Four things. That is the whole list.
- A yes from the board or the person who buys
- Someone who can sign the get.gov application
- Access to your current domain, or a letter letting us move it
- The name of whoever posts things today
What happens to…
Everything you already pay for or depend on.
Your current website vendor
If you are under contract, we can run alongside until it ends, at your current address or a temporary one. We export what we can from the old site and rebuild the rest from the public pages.
Your old links
Every old address forwards to the page that replaced it, so links in newsletters, flyers, the county’s site and search results keep working.
Your e-mail
Untouched. We change only the domain records that serve the website. If your e-mail is hosted by your web vendor, we plan the move with you so nothing is missed.
Your agenda software
Keep it as long as you like and we link to it. When your contract is up, the notice and agenda cycle can come into Public Desk.
Your code on eCode360
It stays where it is, linked from the site, with local laws adopted since the last supplement posted beside it. Or we host it; the code text belongs to the village.
Your payment processor
Keep it and we link to it from one Pay page. Or use ours, a hosted page paid for by the payer, with the receipt General Municipal Law 5-b requires.
Building around your processes
We fit your office. Not the other way around.
Your format, not ours
Your agenda layout, your minutes style, your forms, your page names. We match them, because the clerk and the board already know them.
The smallest thing that removes the most work
We do not roll out a module. We find the step that costs the most hours and take it away, then look for the next one.
Nothing new to learn until you want to
Every process we take over still accepts the old way in: e-mail, paper, a call. Staff move to the new way when it is plainly easier.
See your own site before you decide anything.
Built from what you already publish. Private link, marked as a demo, taken down the day you ask.