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 Counters

Four tiles at the top show live counts of Documents, Agenda Items, Resolutions, and Messages currently in the portal.

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.

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.

Agenda Builder

The Agenda Builder allows board members to collaboratively build, save, and archive agendas for any type of meeting. Each agenda is tied to a meeting type, date, and status, and is stored permanently so past agendas can always be retrieved.

Creating a New Agenda

1. Click + New Agenda to start fresh. You will be prompted to confirm — make sure any current agenda is saved first.
2. Select the Meeting Type: Monthly Board Meeting, Annual Meeting, Building Management Chat, Special Meeting, or Other.
3. Set the Date of the meeting.
4. Set the Status: Draft while the agenda is being built, Final once it is approved.
5. Optionally enter a Location.
6. Add agenda items using the form on the right (see below).
7. Click Save Agenda to save to the archive.

Adding Agenda Items

1. Fill in the Title of the agenda item.
2. Enter the Presenter — the person or role responsible for the item.
3. Select the item Type: Action Item, Information, Discussion, or Vote/Resolution.
4. Set the Duration in minutes.
5. Optionally add supporting Notes.
6. Click Add to Agenda. The item appears in the list immediately.

Agenda Item Types

• Action Item — Requires a decision or action from the board.
• Information — A presentation or update for the board's awareness.
• Discussion — An open discussion item without a required vote.
• Vote / Resolution — A formal vote will be taken.

Time Tracking

The agenda builder automatically totals the time for all items and displays a progress bar showing how much of the 120-minute allotment is used.

Loading a Past Agenda

Use the Load archived agenda dropdown to retrieve any previously saved agenda. Select a meeting from the list — it shows the meeting type, date, and status — and the agenda will load automatically. You can edit it and save it as an updated record.

Removing an Item

Click the × button on the right side of any agenda item to remove it.

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. Update the Members Present section as needed.
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 archived 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.