Overview

The Dresden Board of Directors Portal is a secure, private workspace designed exclusively for board members. It provides a central location for all board governance activities — from reviewing documents and building meeting agendas to casting votes on resolutions and communicating with fellow directors.

The portal is accessible from any modern web browser on any device. All data is stored securely in a private database and is only accessible to authenticated board members.

Getting Started

Accessing the Portal

The portal is located at: https://tourmaline-khapse-5ac729.netlify.app

We recommend bookmarking this address in your browser for easy access. The portal works in all modern browsers including Chrome, Firefox, Safari, and Edge.

Logging In

1. Navigate to the portal URL above.
2. Enter your email address — the one provided to you by your board administrator.
3. Enter your password. Click the eye icon (👁) to reveal what you've typed if needed.
4. Click Access Portal or press Enter.

Signing Out

To sign out, click the Sign Out button at the bottom of the left sidebar. Always sign out when using a shared or public computer.

First-Time Login

If this is your first time logging in, you will have been given a temporary password by your board administrator. After logging in, it is strongly recommended that you change your password immediately using the Change Password button in the sidebar.

Dashboard

The Dashboard is the first screen you see after logging in. It gives you a quick overview of activity across the portal.

Summary Tiles

Four tiles at the top show live status information — click any tile to navigate to that section:

• Next Meeting — the date and location of the nearest upcoming Monthly Board Meeting agenda
• Action Items — count of open items; turns red if any are overdue
• Resolutions — count of active resolutions awaiting votes
• Last Report — date and status of the most recent President's Report

Recent Documents

Shows the four most recently added or modified documents. Click View all to go directly to the full Document Repository.

Recent Messages

Shows the three most recent board messages. Click View all to go to the full Messages section.

Agenda Builder

The Agenda Builder is where board members collaboratively build, edit, save, and archive agendas for all three meeting types. Each agenda is stored permanently in the database and can be retrieved at any time.

Meeting type tabs

Three tabs run across the top of the Agenda Builder — Monthly Board Meeting, Building Management Chat, and Finance Management Chat. Each tab is completely independent, with its own date, time, location, Zoom link, status, agenda items, and archive. Switching tabs does not affect the other tabs.

Meeting details

Each tab has a Meeting Details card at the top with the following fields:

• Date — the date of the meeting
• Time — the start time (Building and Finance chats only; Monthly Board Meeting defaults to 7:00 PM)
• Location — e.g. Community Room / Zoom
• Zoom Link — paste the Zoom URL here; it will appear automatically in the printed agenda
• Status — Draft while being built; Final once approved

Monthly Board Meeting structure

The Monthly Board Meeting tab has three sections:

• Standard Items — a fixed read-only list of items that appear at every board meeting (Call to Order through Co-owner's Expression of Intent)
• Old Business — an editable list appearing below Standard Items, where any director can add, edit, reorder, or remove items
• New Business — an editable list appearing below Old Business, with the same capabilities
• Closing Items — a fixed read-only list (Committee Reports, Other Business, Co-owners' Comments)

The Meeting Details, Standard Items, and Closing Items cards are displayed compactly to keep Old and New Business items as visible as possible.

Building and Finance Management Chats

These tabs each have a single Discussion Items list where any director can add, edit, reorder, or remove items.

Adding an item

1. Click the + Add button next to the relevant section heading.
2. Enter an Item Title.
3. Select an Owner / Presenter from the dropdown list of board members.
4. Optionally add Notes — background, context, or supporting information.
5. Click Add Item. The item appears in the list immediately.

Attaching documents to agenda items

Each saved agenda item has a 📎 Attach button that opens an attachment panel with three options:

• Link existing document — select any file already in the Document Repository
• Paste a Google Drive link — enter a name and paste a Google Drive share URL; clicking Open goes directly to the file in Drive. The link is also saved to the Document Repository under "Google Drive Links".
• Upload new file — drag and drop or browse for a file; it uploads to Supabase Storage and is added to the Document Repository automatically

Attached documents appear on the item with an editable name field and an Open button. You can rename an attachment by clicking into its name and typing — the change saves automatically. Click ✕ to remove a link without deleting the underlying file.

Editing an item

Click Edit on any item to open an inline edit form. Change the title, owner, or notes and click Save. Click Cancel to discard changes.

Reordering items

Each item has a ⠿ grip handle on its left side. Drag an item by its handle and drop it onto another item to reorder the list. The new order saves to the database automatically.

Deleting an item

Click Delete on any item. You will be asked to confirm before the item is permanently removed.

Saving an agenda

Click Save Agenda in the toolbar at any time to save the current agenda — including all items and meeting details — to the archive. You can save as many times as you like; each save updates the existing record rather than creating a duplicate.

Multiple draft agendas

You can maintain multiple draft agendas at the same time — for example, drafts for March, April, and May board meetings simultaneously. Each is saved as a separate record. Use + New Agenda to start a fresh one, and the archive dropdown to switch between them.

Loading a past agenda

Use the Load saved dropdown (filtered to the current tab's meeting type) to retrieve any previously saved agenda. Select a date from the list and the agenda loads automatically — meeting details and all items. The dropdown shows only the meeting type matching the active tab, so board meeting agendas only appear on the Monthly Board Meeting tab, and so on.

Deleting an agenda

Load the agenda you want to delete from the archive dropdown. A red Delete Agenda button will appear to the right of the dropdown. Click it and confirm to permanently remove the agenda and all its items. This cannot be undone.

Printing and exporting

Click ⎙ Print / Export in the toolbar to open a print-ready version of the current agenda in a new browser tab. The printed agenda includes The Dresden Condominium name, meeting type, date and time, location, Zoom link, and all agenda items formatted for distribution.

From the print preview, click Print / Save as PDF to print or save as a PDF file using your browser's print dialog.

President's Reports

The President's Reports section is where the monthly President's Report is drafted, saved, archived, and printed. It works on the same model as the Agenda Builder — each report is tied to a meeting date, saved to the database, and retrievable from an archive at any time.

Creating a new report

1. Click + New Report to start fresh. Confirm that any current report is saved first.
2. Set the Meeting Date.
3. Set the Status: Draft while being written, Final once approved.
4. Click + Add Item to add report sections (see below).
5. Click Save Report to save to the archive.

Report items

Each item in the report has four fields:

• Title — appears underlined in both the official and annotated printed report
• Owner / Presenter — internal only, never printed
• Notes — the body text of the report item; appears in the official printed report
• Annotation — internal notes for board members only; never appears in the official report

Adding an item

1. Click + Add Item.
2. Enter the Item Title — e.g. "Fire alarm events".
3. Select an Owner / Presenter from the dropdown.
4. Enter the Notes — the text that will appear in the printed report.
5. Optionally add an Annotation for internal context.
6. Click Add Item.

Editing and reordering items

Click Edit on any item to modify its fields inline. Use the ⠿ grip handle to drag items into a different order — the new order saves automatically.

Saving and archiving

Click Save Report at any time. Reports are saved to the archive and retrievable from the Load saved report dropdown, which shows reports by date and status. You can maintain multiple drafts simultaneously.

Deleting a report

Load a report from the archive, then click the red Delete Report button that appears to the right of the dropdown. Confirm to permanently remove the report and all its items.

Printing and exporting

Two print buttons are available in the toolbar:

• ⎙ Official Report — prints the Title (underlined) and Notes for each item only. No owner or annotation. Footer reads "Approved for Distribution" when status is Final.
• ⎙ Annotated Report — adds the Owner and Annotation to each item in a shaded block. Footer reads "INTERNAL — Board Members Only".

The printed header shows PRESIDENT'S REPORT, Dresden Board of Directors' Meeting, and the meeting date. Draft reports are stamped "DRAFT" in the header.

Action Items

The Action Items section provides a running tracker of all outstanding tasks and follow-up items across all board meetings. Items stay visible until marked Done, giving the board a single place to monitor progress between meetings.

Dashboard tile

The Action Items tile on the Dashboard shows the number of open items. If any items are overdue, the count turns red and shows how many are past due — a quick at-a-glance reminder at login.

Adding an action item

Click + New Action Item to open the add form. Fields include Title, Owner, Due Date, Status, Source Meeting, and Notes. Click Add Action Item to save. Items can also be added directly from Meeting Minutes using the + Action Item button on each minutes section — these arrive pre-filled with the item title and meeting date.

Item fields

• Title — what needs to be done
• Owner — the board member responsible
• Due Date — overdue items are flagged in red with a ⚠ symbol
• Status — Open, In Progress, or Done
• Source Meeting — which meeting the item came from
• Notes — any relevant context

Updating status

Each item has a status dropdown directly on its card — change Open → In Progress → Done without needing to open the edit form. Items marked Done are dimmed but remain visible unless filtered out.

Filtering

Use the All Statuses and All Owners dropdowns in the toolbar to filter the list. For example, each board member can filter to their own name to see only their outstanding items.

Editing and deleting

Click Edit on any item to modify all fields inline. A Delete button is available both on the item card and inside the edit form.

Printing

Click ⎙ Print List to generate a formatted table of action items matching the current filters. The print view shows Action Item, Owner, Due Date, Source, and Status columns, with overdue items highlighted in red. From the print preview, use your browser's print dialog to print or save as PDF.

Documents

The Document Repository is where all board documents are stored and organized. Documents can be grouped into folders, tracked by type and status, and linked to uploaded files that any board member can open directly from the portal.

Document Statuses

• Draft — Work in progress, not yet ready for review.
• Review — Circulated for board review and feedback.
• Final — Approved and finalized.

Adding a Document

1. Click the + Add Document button in the top right.
2. Optionally drag and drop a file onto the upload area, or click it to browse for a file. Supported formats include PDF, Word, Excel, and most common document types.
3. Enter a Document Name. If you uploaded a file, the name is pre-filled from the filename — edit it as needed.
4. Enter a Folder name to organize the document (e.g. Financial, Legal, Governance). Previously used folder names are suggested as you type. If left blank, the document is placed in the General folder.
5. Select a Type and Status.
6. Optionally add a brief description in the Notes field.
7. Click Add Document. The document appears in the repository immediately, grouped under its folder.

Folders

Documents are grouped by folder in the repository. You can create any folder structure that works for your board — for example: Financial, Legal, Governance, Meeting Materials, Correspondence. Use the All Folders dropdown in the toolbar to filter the view to a single folder.

Searching and Filtering

Use the search bar to find documents by name. Use the type and folder dropdowns to filter further. All three controls can be used together.

Deleting a Document

Click the Delete button on any document row. You will be asked to confirm before the document and any associated file are permanently removed.

Resolutions & Voting

The Resolutions section allows the board to create formal resolutions and record votes. Each member's vote is saved individually and tallies update in real time.

Creating a Resolution

1. Click + New Resolution.
2. Enter a clear, formal title for the resolution.
3. Add a description explaining what is being voted on.
4. Click Create Resolution. It will immediately be visible to all members.

Casting Your Vote

For each resolution, click one of the three voting buttons:

• ✓ For — You support the resolution.
• ✗ Against — You oppose the resolution.
• – Abstain — You choose not to vote.

Your selected vote will be highlighted. You may change your vote at any time by clicking a different button — your previous vote will be replaced.

Messages

The Messages section provides a board-wide communication channel with threaded replies. Messages and their replies are visible to all board members and stored permanently in the portal.

Sending a Message

1. Enter a Subject line for your message.
2. Select a Recipient — either All Members or a specific director.
3. Type your message in the text area.
4. Click Send Message.

Replying to a Message

1. Click the ↩ Reply button beneath any message or reply.
2. A reply form will open inline beneath the message.
3. Type your reply and click Send Reply.
4. Your reply will appear indented beneath the original message, forming a thread.

Replies can be nested to any depth — you can reply to a reply, and so on. Each level is indented and highlighted to make the thread easy to follow.

Viewing Threads

When a message has replies, a replies ▾ toggle appears beneath it showing the reply count. Click it to show or hide the thread. Threads are shown by default when you first open the Messages section.

Message History

Top-level messages are displayed in reverse chronological order, with the most recent at the top. Each message shows the sender, subject, recipient, and the time it was sent.

Meeting Minutes

The Meeting Minutes section provides a structured template for drafting and saving formal board meeting minutes.

Completing the Minutes

1. Confirm or update the Date, Time, and Location fields at the top.
2. Fill in Members Present in Person and Members Present Online with the names of attending directors.
3. Fill in each numbered section with notes from the meeting.
4. Record any Action Items in Section 4, including the responsible person and due date.
5. Complete the Adjournment section.
6. Click Save Minutes to save your work to the archive. You will see a confirmation message when saved.

Starting a New Meeting

Click + New Meeting to clear the form and start fresh minutes for a new meeting. You will be prompted to confirm — make sure your current minutes are saved first.

Loading Previous Minutes

Use the Load saved minutes dropdown to retrieve minutes from any previous meeting. Select a meeting from the list and the form will populate automatically. You can then edit and re-save if needed.

Signatures

The signature lines at the bottom of the minutes template are for the Chair and Secretary to sign printed copies. They do not require digital input in the portal.

Your Account

Changing Your Password

1. Click Change Password in the bottom of the left sidebar.
2. Enter your new password (minimum 6 characters).
3. Confirm the new password in the second field.
4. Click Update Password.

Use the eye icon (👁) on either field to reveal what you have typed before submitting.

Forgotten Password

If you cannot log in and have forgotten your password, contact your board administrator. They can reset your password directly in the system.

Tips & Best Practices

Security

• Do not share your password with anyone, including other board members or staff.
• Always sign out when using a shared or public computer.
• Use a strong, unique password — at least 10 characters with a mix of letters, numbers, and symbols.
• Change your password if you suspect it has been compromised.

Documents

• Use consistent, descriptive names for documents so they are easy to find later.
• Update document status promptly as items move from Draft to Review to Final.
• Include a brief note in the Notes field describing what the document contains.

Agenda

• Build the agenda collaboratively in the days before a meeting so all members can review it in advance.
• Be realistic about time allocations — use the time bar as a guide to avoid overpacking the agenda.
• Clear the agenda after each meeting and start fresh for the next one.

Resolutions

• Give resolutions clear, formal titles that could stand alone in meeting records.
• Include sufficient description so members understand exactly what they are voting on.
• All members should cast their vote before the resolution is considered decided.

Getting Help

If you encounter a problem with the portal or need a feature added, contact your board administrator. Technical support and refinements to the portal are available as needed.

Storage & Backups

Storage limits

The portal runs on Supabase's free tier, which includes 1GB of file storage and a 500MB database. For a board portal with typical PDF, Word, and Excel documents, 1GB is generous — a typical board document is 100KB to 2MB, meaning hundreds of documents could be stored before approaching the limit.

You can check current storage usage at any time in Supabase → Project Settings → Usage. If usage approaches the limit, upgrading to Supabase's Pro plan ($25/month) provides 100GB of file storage.

Backups

Automatic database backups are not included on the free tier — they are available on the Pro plan ($25/month), which provides 7-day point-in-time recovery.

On the free tier, the practical safeguards are:

• Uploaded files — board members should retain original copies of documents on their own computers. Files uploaded to the portal are copies, not the sole originals.
• Portal code — the index.html and manual.html files should be saved in a safe location (Google Drive, Dropbox, or a local folder) as a backup of the portal itself.
• Manual database export — a board administrator can export the database manually at any time via Supabase → Database → Backups.