Customer Stories
Pine Castle
From reduced paper usage and time savings to more effective governance, this 73-year-old organization that services those with intellectual and developmental disabilities benefits greatly from OnBoard.
Customer Stories
From reduced paper usage and time savings to more effective governance, this 73-year-old organization that services those with intellectual and developmental disabilities benefits greatly from OnBoard.
Industry: Nonprofits; Health Care
Headquarters: Jacksonville, Florida
Board Management Goals
Results
OnBoard Capabilities Utilized
Founded in 1952 in Jacksonville, Florida, Pine Castle has been a vital pillar in the community for more than seven decades. Originally established by 33 families to serve children with intellectual and developmental differences (I/DDs), the organization has evolved alongside the needs of the population it serves.
With changes in public education systems in the 1960s, Pine Castle shifted its focus from children to adults, launching its Adult Day Training program to support individuals aged 21 and older.
Today, Pine Castle empowers over 240 adult participants, offering an array of services to individuals with diverse needs, which range from autism and dementia to traumatic brain injuries and sensory impairments.
Despite having the capacity to support 400 individuals, their personalized approach continues to draw families, even from distant regions like southern Florida, who relocate to ensure their loved ones receive the best care and opportunities available.
Pine Castle’s mission is “to empower adults with intellectual and developmental differences through opportunities to learn, work, and connect.” Their vision speaks to inclusivity and independence: “A community where persons with intellectual and developmental differences achieve their potential for independence.”
The organization’s core values revolve around embracing individual differences, honoring personal choice, and providing heartfelt, compassionate care. These principles are evident not only in their direct services but in the way they operate at every organizational level, including board governance.
Prior to 2023, Pine Castle’s board management system was completely paper-based. Jean Pimental, the Development Assistant who is responsible for handling board operations, described the routine as inefficient and costly. Paper board books were manually assembled, only to require frequent revisions due to last-minute changes. These edits meant un-stapling, updating, reprinting, and reassembling all copies, often under tight timelines.
This manual process also created logistical challenges. If board members unexpectedly attended meetings without notice, there were often not enough copies. New board members received large binders filled with orientation materials. They were bulky, hard to update, and inconvenient for ongoing reference.
With 17 volunteer board members and six active committees, the paper-based system strained time and resources. It also limited accessibility, especially for those who preferred digital tools or worked remotely.
In 2023, Pine Castle adopted OnBoard to streamline governance and improve access to materials. The decision followed extensive research led by Jean and the organization’s Chief Operating Officer.
Jean created a comparative spreadsheet of various board portals based on recommendations from colleagues and their own investigation. OnBoard stood out due to its intuitive design, robust features, and cost-effectiveness.
The implementation process took roughly six weeks from the initial onboarding meeting to the first board presentation via OnBoard in May 2023.
Jean found the process smooth and collaborative. As the system administrator, she took the lead on uploading historical records, organizing materials, and setting up permissions and schedules.
— Jean Pimental, Development Assistant, Pine Castle
Significant Cost Savings: According to Jean, Pine Castle reduced its paper usage by approximately 85–90% after adopting OnBoard. While they continue to provide printed agendas for comfort and accessibility, most documents are now accessed digitally. This shift not only saves money but also aligns with environmentally sustainable practices.
Streamlined Document Organization: OnBoard’s resource library became the central hub for all board-related materials. Jean meticulously organized it with folders for committee minutes, board handbooks, bylaws, training documents, event photos, and even participant presentations.
“Anything I could find in paper I put into OnBoard,” said Jean. “Instead of having to carry a big, huge handbook … it’s automatically now electronically in OnBoard, so [board members] can just look now on their phone or on their computer or on their laptop.”
Historical records dating back to 2016 are now digitized and searchable. The new structure has eliminated confusion, enabling board members to quickly find what they need without relying on email chains or physical storage.
Improved Meeting Efficiency and Preparation: Board and committee meetings follow a consistent annual schedule, and Jean pre-loads the entire year’s calendar into OnBoard each January. Members receive timely reminders and can RSVP directly in the portal.
Digital access allows for last-minute changes without disruption, and agenda items are presented via a large screen in the meeting room, supported by personal devices for individual review.
Enhanced Board Engagement: Although the shift to OnBoard required a cultural adjustment — particularly for less tech-savvy members — training and ongoing support smoothed the transition. Jean conducted demos and arranged training sessions, and while only one board member attended the formal training, she provided 1-on-1 support to others as needed.
Over time, comfort levels increased, and today, many members access documents regularly through the platform.
OnBoard’s analytics feature even allows Jean to confirm that materials are being reviewed ahead of time, providing assurance of board engagement.
Onboarding New Members with Ease: Previously, new board members were given massive handbooks in printed form. Today, the handbook and related orientation materials are digitally stored in OnBoard.
During onboarding sessions, the CEO meets personally with new members to walk them through the platform, showing them how to access resources, committee information, and calendar events. This user-friendly experience improves first impressions and facilitates faster integration.
“Instead of being given a four-inch notebook like we used to in the past, new board members can now access the Board Handbook online via OnBoard,” said Jean.
Jean identified the following three features she uses most:
Pine Castle’s use of OnBoard goes beyond standard practices. Jean uploads photos from events, tracks participant speakers to ensure variety, and leverages the Skills Tracking capability to identify gaps and strengths in board expertise.
This level of detail ensures that the board remains both inclusive and strategic.
Moreover, committees meet on varying schedules—Finance and Executive Committees quarterly, Governance as needed, and Development and Retirement Committees periodically. OnBoard’s flexibility accommodates these nuances without complication.
For Pine Castle, OnBoard has proven to be more than just a digital tool. It’s a catalyst for operational excellence and improved board engagement. It supports the organization’s mission of empowerment, not only for their participants but also for their volunteers and staff.
By eliminating outdated processes and embracing a modern, paperless approach, Pine Castle ensures its governance structure is as forward-thinking as its programming.
“It’s easy to use,” said Jean. “It makes my job much easier, and most importantly, it enables us to better support our board so they can, in turn, better support Pine Castle.”
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