BoardOnTrack's improved email notifications will help keep you on track (get it?) with Open Meeting Law compliance. In addition, we have improved the handling of agenda-amended dates and simplified the publication of meetings, agendas, minutes, recordings, and documents.
Open Meeting Law Email Alerts
If you use BoardOnTrack's Public Portal, your Board Members, CEO, and Superuser can now receive email alerts when notification deadlines approach. There is a new setting in your preferences to control these emails as shown below. Note that only CEOs, superusers, and board members can opt to receive these alerts.
To edit your preferences, click your initials or icon on the top right of the screen, then select My Profile, and then click the Edit button on the top right.
Those with the preference box checked will receive an email each morning if your board has an overdue publication or a publication deadline is within 24 hours.
Improved Handling of Agenda Amended Dates
This release improves BoardOnTrack's handling of agenda-amended dates by making it clear when an agenda will have an amended date and by giving users the ability to modify or delete that amended date.
Agenda Amended Dates Board Setting
The information in this section only applies if your board settings specify to use amended dates as shown below. Note that this setting is not new in this release - we're just including it here to make it easy for you to find.
To find or check that setting, an administrator can click admin on the left sidebar and then on Configure Meeting Options.
Making It Clear That You Are Amending a Published Agenda
The first thing you'll notice when you go to edit an already published agenda is that the Edit button has been replaced with an Amend button as shown below. The editing functionality has not changed, but we have renamed the button to make it clear that you are changing an already published agenda.
Before you can change the agenda, the system will show you this warning.
When you make a change to the agenda, the editor will display the new amended date prominently.
Note that BoardOnTrack will set the amended date for ANY change you make to the agenda. If you are making an inconsequential change, like correcting a typo, you can use the little triangle next to the time to delete or change the date and time.
You can also see in the above image the View in portal link. This link will open your public portal in a separate browser tab so you can see the agenda exactly as the public sees it.
Consistent Publishing Controls
You can see above the green PUBLIC pill. BoardOnTrack now uses this control everywhere to indicate whether an item (meeting, agenda, minutes, recording, or document set) is public or private and to launch a dialogue box that allows you to publish or unpublish something. You can see below what the minutes look like when the minutes have not been published. Simply click on the little triangle within a green or gray pill to publish or unpublish anything.
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