Instructions for posting Board Meeting minutes

Take Minutes

Take minutes by hand, or using a simple text editor such as notepad, not a word processor like Word. No formatting at this point.

Create Web Page

  1. Log in to Wild Apricot
  2. Admin View
  3. Website > Site pages
  4. In the webpage Business > Minutes > Minutes - Board Meetings
  5. open Board Meeting Template
  6. on top left, click dropdown next to Add page > Duplicate page
  7. top center description should say "(copy) Board Meeting Template"
  8. click Edit (green)
  9. at top of left column (may need to scroll up) Page name should say "(copy) Board Meeting Template"
  10. change Page name to Board Minutes YYYY-MM      (where YYYY is the year and MM is the month)
  11. move mouse over to right column on sample minutes template, it should turn dark
  12. while it is dark, click on the sample minutes to edit
  13. paste or type the minutes into the various sections
  14. click Save (green)

Email Draft to Board

  1. on the top menu, click Emails
  2. click Compose Email
  3. double-click Board Minutes Template
  4. in the email, change the words Month and Year to the actual month and year
  5. place the cursor below the line introducing the link
  6. on top, click on the link symbol (picture of chain) > Insert Link
  7. click Site Page
  8. scroll down about 3/4 and click the name of the Board Minutes for the month you just created
  9. click Insert Link
  10. add a note welcoming board members to make changes or send suggestions
  11. note what date you will be making the minutes public
  12. click Preview tab (top)
  13. click Recipients tab (top)
  14. click "+ Contact list"
  15. in Member Search list (right side), click Board Members
  16. click Add Selection
  17. in the Subject line, add the word DRAFT to the end
  18. uncheck the Enable link and open email tracking
  19. click Review and Send tab (top)
  20. click Send
  21. Do you want to send this message? click OK
  22. Then you are done. It will update as it sends. Wait for board feedback.

After Board Responds, Make the Web Page Public

  1. Log in to Wild Apricot
  2. Admin View
  3. Website > Site pages
  4. In the webpage Business > Minutes > Minutes - Board Meetings
  5. click on the page for this meeting
  6. click edit
  7. make any requested by the board
  8. change the access level to Public
  9. click save

Email Announcement to Members

  1. on the top menu, click Emails
  2. click Compose Email
  3. double-click Board Minutes Template
  4. in the email, change the words Month and Year to the actual month and year
  5. place the cursor below the line introducing the link
  6. on top, click on the link symbol (picture of chain) > Insert Link
  7. click Site Page
  8. scroll down about 3/4 and click the name of the Board Minutes for the month you just created
  9. click Insert Link
  10. click Preview tab (top)
  11. click Recipients tab (top)
  12. click "+ Contact list"
  13. in Saved contact search list (left side), click ~All Active Members
  14. click Add Selection
  15. uncheck the Enable link and open email tracking
  16. click Review and Send tab (top)
  17. click Send (green)
  18. Do you want to send this message? click OK
  19. Then you are done. It will update as it sends.

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