Board Profile
- Industry: Nonprofit; Healthcare
- Headquarters: Missouri, United States
Objectives
- Eliminate slow and costly paper-based board processes
- Streamline meeting preparation, approvals, and document management
- Improve accessibility and engagement for all board members
Results
- Faster, more efficient meetings with centralized documents and resolutions
- Reduced administrative overhead and savings on printing and mailing costs
- Strong board adoption and enhanced collaboration across leadership
For nearly five decades, Pony Bird has been committed to enriching the lives of individuals with disabilities throughout the Greater St. Louis area in Missouri, United States. Founded in 1977, the organization provides people-centered support through four core program areas: Community Living, Community Supports, Employment, and Family Support & Leisure. Today, Pony Bird has served more than 1,100 individuals with disabilities, guided by an unflinching belief in the potential of all people.
As the organization continued to grow — most recently through a strengthened partnership with NextStep for Life — Pony Bird recognized the need to modernize how its board operated.
The Challenge: Outgrowing Slow, Paper-Based Board Meetings
Before adopting Convene, Pony Bird relied on printed board packets that were copied and mailed to board members each month. Unsurprisingly, preparing and distributing these packets required significant staff time and recurring costs. Board documents were also spread across emails and shared files, making it harder to ensure everyone was working from the same information.
“We wanted to eliminate our board packets in paper and mailings,” Jenny Steward, Executive Assistant at Pony Bird, shared. “We were also looking for a central location for board documents that leadership and the board can access anytime.”
In addition, the nonprofit needed a more efficient way to handle board decisions after every meeting. Voting via email was possible, as they had previously tried, but it was far from ideal. The organization wanted a more structured and reliable way to manage approvals while maintaining clarity and accountability.
Next Step: Finding the Most Cost-Efficient Board Meeting Solution
To find the right match for their board, Pony Bird conducted online research, consulted colleagues, and gathered input from board members. After narrowing the options to Convene, OnBoard, and BoardEffect, the team arranged live demonstrations with each provider.
Pony Bird focused on practical considerations: usability for board members, ease of administration, and a smooth transition away from paper-based meetings. Convene Board Portal quickly emerged as the preferred option.
“I knew from early on that Convene was the best option for Pony Bird,” Steward explained. “Not just due to pricing, but for the overall use of the portal and app for both the admins and board members.”
The pre-sales experience further supported this decision. The sales representative addressed board members’ questions and concerns, understanding that some were apprehensive about adopting new technology. Ultimately, the board approved the recommendation, confident that Convene would reduce administrative work and strengthen governance processes.
The Solution: A User-friendly, Centralized Board Portal for Nonprofits
Pony Bird began using Convene in August of 2025 and has now been on the platform used by the executive team, board members, and administrators, with plans to expand access to committee members. According to Steward, “We are allowing the board to get comfortable with the portal before we dive in much deeper.”
These are the benefits that Pony Bird has seen so far:
Streamlined Board Meetings and Processes
The nonprofit now primarily uses Convene to prepare and distribute board packets and manage board meetings in a fully paperless way. Instead of printing and mailing materials, Steward and the administrative team now upload board packets directly to the portal, making preparation less time-consuming and more organized.
But what the nonprofit admired most about Convene, serving as a central hub for meeting materials, is that board members can review agendas and documents in advance, without having to manage multiple versions or email attachments. This streamlined workflow has simplified meeting preparation and significantly reduced administrative effort for each board meeting.
Improved Accessibility and Stronger Board Engagement
Beyond efficiency, Convene has strengthened board engagement by making it easier for members to stay involved and take action outside scheduled meetings. With secure, anytime access to materials, board members can review the same, up-to-date information at their own pace and participate more actively in discussions and decisions.
This improved accessibility has enabled faster, more confident decision-making. During a committee meeting, as Steward shared, a senior board member suggested using Convene to share materials with the full board for a vote, rather than waiting until the next meeting. “Why wait? Put it on Convene and send it on there for a vote,” the board member said. The Resolution feature was used shortly after, demonstrating how Convene enables timely action while keeping the board engaged.
Long-Term Value Through More Efficient Board Operations
While Convene required a higher investment than Pony Bird’s previous tool, the platform has proven easy to use for both administrators and board members of all ages, enabling a smooth transition and encouraging adoption across the board. Its intuitive design and functionality have made it a valuable tool for the organization in the long run.
“We are paying more for Convene than we did with our very basic portal,” Steward acknowledged. “However, we are saving time and money by not copying and mailing out 10 to 12 board packets each month to the board members. […] It was worth the cost to save on time and become more efficient overall.”
This shift allowed staff to focus less on administrative tasks and more on supporting the nonprofit’s mission.
Why Pony Bird Recommends Convene Board Portal
Pony Bird credits Convene’s support team for helping ensure a smooth onboarding experience. “The support team has been great and always helpful,” Steward shared. “They’re very quick to respond.”
Today, Convene plays a key role in helping Pony Bird support effective governance while staying aligned with its people-centered mission. The platform has simplified meeting preparation, improved decision-making, and reduced administrative burden — without creating barriers for board members.
“Convene is very user-friendly for both the administration and the board,” Steward said. “The customer service and support are both great. We are very happy with our choice.”
Discover how paperless, efficient board meetings can support your organization’s mission. Schedule a demo with Convene today.