There are two board sites - a public one and a hidden one.
The public version has the board agenda, CPS Numbers, board minutes, and any attachments Desiree includes.
I don't put in the revenue and expense reports on the public versionÂ
The hidden version includes everything in the public version plus the bills, revenue and expense reports, and activity report. It needs to be sent to the board every month with the specific link - they will not be able to access the information if you just send them the general website link.
I always marked the buttons that still needed to be updated with *** at the beginning so I knew there was something missing in that part.
If you are having a board meeting in person, the Civic Center in New Town needs to be called in advance to reserve the room for you to use.
Materials should be sent out to Board Members on the Friday before the board meeting.
Teams Meetings are scheduled out a year in advance.
Admin Assist is in charge of typing board meeting minutes and including them in the materials.
Graphic I use for the headers of each page
Storage of Board Materials
I keep all board materials in an easy access google drive. When the state finally has One Drive set up, these documents can be moved over to that.
The "Complete" folder is for the materials I've already uploaded to the page. I always keep the agenda out of the "complete" folder so I can easily find it.
I make a copy of the agenda and board minutes, change the information in them and use them for the next month so everything looks like it came from the same template. Each month has it's own folder. The only thing that doesn't go in any of the folders is the CPS numbers document since it's used in each board page. That's also the only document that doesn't need to be "updated" when creating a new month.
To Create a New Page
I have created the templates up to January 2024 so you don't need to worry about making new pages until then
To create a new month or year, go to the latest month or year, click on the three dots, and click duplicate page.
In this new page, you'll want to upload a new header (I used Canva to create the headers, but you could also use Word and then screenshot the header - whatever works for you. :)
To "Hide" a Page
To hide a page, click on the three dots, then on "Hide from navigation"
To Insert Agenda
Under the "Insert" tab (underneath Publish) > Drive > Board Meeting > Year > Month > Then select the Agenda
To Insert Side Documents
Go to Google Drive > Board Meetings > Year > Month > Right-Click on Document you want to insert > Share > Copy Link > Manage Access (In little black box that pops up) > Under General Access, change to "Anyone with link" and leave "Viewer" > Copy Link
Go back to Page Editor > Insert > Button > Name the button > paste link to document or site
To Share Hidden Board Page
Go to Pages > Find "Board Version ___month" > click on it > find the little link icon at the top. When you hover your mouse over it it should say "Copy published site link" > click on it. Paste that site link into an email to the board.
To Share Hidden Board Page
Go to Pages > Find "Board Version ___month" > click on it > find the little link icon at the top. When you hover your mouse over it it should say "Copy published site link" > click on it. Paste that site link into an email to the board.
I always sent the link to everyone in the zone with meeting details (when the meeting is, where the meeting is (via teams or in person))