The Church Board module has two main areas:

• Meetings — Each board meeting gets its own record containing the agenda, minutes, attendance, treasurer reports, attachments, and any linked board ballots. The meeting record is the canonical governance document for that session.
• Board Ballots — Authenticated electronic votes for between-meeting business — motions that need a board decision before the next meeting. Board ballots are tied to specific board members by their NazTrack login and are never anonymous.

Both areas are accessible from the Church Board home page. The home page also shows a year filter for browsing past meetings and a panel listing recent board ballots.

Supporting records — Treasurer Reports and Minutes — also have their own library views so you can search across all meetings without opening each one individually.

From the Church Board home, click New Meeting. Fill in:

• Title — A descriptive name for the meeting (e.g. 'January 2026 Regular Board Meeting').
• Date — The meeting date. Required.
• Time — Optional start time.
• Meeting Type — Regular or Special. Regular meetings are the standard monthly or periodic sessions. Special meetings are called for a specific purpose outside the normal schedule.
• Seed Standard Agenda — When checked (the default), three standard agenda items are automatically added: 'Ratify electronic ballots since previous meeting', 'Review previous month(s) treasurer report', and 'Approve prior meeting minutes'. These reflect the standard order of business for Nazarene church boards and can be edited or removed after creation.

Once created, you are taken to the meeting detail page where you can manage agenda, attendance, minutes, and supporting documents.

Each meeting record is organized into several sections:

• Overview & Attendance — Meeting date, time, type, and which board members were present. Attendance must be recorded before minutes can be approved.
• Agenda — The ordered list of business items for the meeting. Can be free-form text or structured items that link to ballots and treasurer reports.
• Minutes — The written record of what took place. Minutes move through a draft → distribute for review → approval workflow.
• Treasurer Reports — Uploaded financial reports reviewed at this meeting.
• Attachments — Other supporting documents for the meeting (motions, correspondence, exhibits).
• Board Ballots — Any between-meeting ballots linked to this meeting for ratification in the agenda.
• Activity Log — A chronological audit trail of every governance action taken on this meeting record.

Attendance is part of the official governance record. NazTrack automatically populates the attendance list from all users who currently hold board roles (Church Board Member, Secretary, Chair, Board Admin, Church Admin). Check the box next to each person who was present at the meeting and save.

If a board member's role has changed since a meeting was held — they are no longer on the board — they still appear in the attendance editor labeled 'Former board member' so their attendance at past meetings can still be accurately recorded.

Attendance must be recorded before minutes can be approved. If you attempt to approve minutes without at least one person marked as present, NazTrack blocks the action and displays a warning. This requirement exists to ensure the governance record reflects actual board process — you cannot attest that the board voted to approve the minutes without first documenting who was in the room.

The agenda supports two modes that can be used together:

• Agenda Text — A free-form text block for a simple written agenda. Paste in your pre-prepared agenda or type it here. This is a single text field for the whole agenda and is displayed as-is. Good for copying in an agenda distributed before the meeting.
• Structured Items — A numbered list of individual agenda items, each with a title and optional narrative notes. Structured items can link directly to a board ballot or treasurer report, making the connection between agenda business and the supporting record explicit. Items are draggable for reordering.

Both modes can coexist on the same meeting. The text block and the structured item list are stored and displayed independently.

Each structured agenda item has:

• Title — Required. A short description of the item (e.g. 'Approve January Minutes', 'Ratify Board Motion #12').
• Narrative — Optional. Additional context, discussion notes, or background information for this item.
• Linked Ballot — Optionally link this item to a board ballot. When linked, the ballot's motion text and outcome appear inline under the agenda item so reviewers can see the motion and result without navigating away from the meeting record.
• Linked Treasurer Report — Optionally link this item to an uploaded treasurer report. When linked, the report title and download link appear inline.

Items are numbered automatically. Drag the grip handle on the left of each row to reorder. All changes to the agenda are recorded in the meeting's activity log.

Minutes move through four statuses:

• Draft — The initial working state. Draft minutes are visible only to the Church Board Chair, Church Board Secretary, and Church Admin users. Regular board members with the minutes.view permission cannot see drafts.
• Distributed for Review — The minutes are ready for board review before formal approval. Setting this status makes the minutes visible to all users with church.board.minutes.view. The secretary can still make corrections and save new draft or review versions.
• Approved — The board voted to approve the minutes at a subsequent meeting. Approval is a formal clerical action — it does not change when board decisions took effect (decisions are effective when adopted at the meeting). The approved snapshot is immutable and permanently preserved.
• Amended and Approved — The minutes were previously approved, then corrected and re-approved. An amendment reason is required. The corrected snapshot is saved as a new version and the original approved version is retained in the version history.

Each save creates a new numbered version. You can review the full version history for any meeting at any time. Approved and amended-approved snapshots are permanently preserved and cannot be overwritten — only a formal re-approval with an amendment reason can create a successor.

Minutes can be recorded in two ways:

• Text — Type or paste the minutes directly into the text editor in NazTrack. The minutes are stored in the database and always accessible without any external file dependency.
• File Upload — Upload an existing document (PDF, Word, etc.). The file is stored securely and linked to this version of the minutes. You can include both a text summary and an uploaded file, or just the file alone.

At least one of text or file upload is required to save a minutes version. The status can be set to Draft or Distributed for Review when saving. Saving as Approved goes through the separate approval action (not the regular save form).

Only the Church Board Chair or a Church Admin can perform the final approval action. Before NazTrack will allow approval, two conditions must be satisfied:

1. At least one board member must be recorded as present in the meeting's attendance list.
2. The confirmation checkbox — confirming that the board voted to approve these minutes — must be checked.

These requirements cannot be bypassed. They exist to ensure the governance record reflects actual board process.

When approval is submitted, NazTrack creates a new immutable version of the minutes marked Approved, records who approved it and when, and updates the meeting's status to Approved. The approved snapshot is stored permanently even if other content on the meeting record is later changed.

Amending already-approved minutes

If approved minutes need to be corrected, save a corrected draft first, then use the approval action again. NazTrack detects that minutes were previously approved and requires an amendment reason. The corrected version is saved as Amended and Approved. Both the original approved version and the amended version are permanently retained in version history.

The Minutes Library (accessible from the Church Board navigation) shows all meetings and their minutes status in a single filterable list — a faster way to find a specific meeting's minutes than browsing the full meeting list. Filter by status, meeting type, or year. Click any row to open the full meeting detail.

Draft minutes are excluded from the library for users who are not permitted to see drafts (everyone except Chair, Secretary, and Church Admin).

Treasurer reports are uploaded file documents. Any file type is accepted (PDF, Excel, Word, etc.). Each report requires a title and a file. Optional notes can provide context. You can optionally link the report to a specific meeting.

Reports can be uploaded from two places:

• From within a meeting detail page — the report is automatically linked to that meeting.
• From the Church Board home or the Treasurer Reports Library — select an optional meeting to link it to during upload.

Once uploaded, reports are stored permanently and downloadable by anyone with church.board.minutes.view. They appear in the meeting detail's Treasurer Reports section and can be linked to agenda items for inline display.

The Treasurer Reports Library shows all uploaded reports across all meetings in a filterable list. Filter by meeting or year to locate a specific report quickly.

Each meeting can have any number of attachments — supporting documents that belong to the meeting record but are not treasurer reports or minutes. Common uses include: written motions presented at the meeting, correspondence reviewed by the board, exhibit materials, and formal resolutions.

Each attachment requires a title and a file. Optional notes can describe what the document is. Attachments are stored permanently and accessible to users with church.board.minutes.view.

Board ballots are for business that cannot wait until the next scheduled meeting. A board manager creates a motion, opens it for voting, and board members vote yes or no through their NazTrack account. Each vote is permanently attributed to the user who cast it with a timestamp and a receipt ID. Board ballots are never anonymous.

Board ballots are separate from the congregation Elections module, which handles member elections for church positions using voter codes. Board ballots are strictly for active board members deciding motions between regular meetings.

Board ballots can be linked to a meeting record so they appear as a ratification item in the agenda. The standard agenda auto-seed includes 'Ratify electronic ballots since previous meeting' because best practice is for the full board to formally ratify between-meeting electronic votes at the next regular meeting.

From the Board Ballots page, click New Board Ballot. Fill in:

• Motion Text — Required. The full text of the motion being voted on. Write it as you would in the minutes — completely and precisely, since this is what board members will see when they vote. Example: 'Moved to authorize the purchase of a new sound system at a cost not to exceed $8,000 from the building fund.'
• Link to Meeting — Optional. Link this ballot to a specific board meeting for ratification at that meeting. The meeting does not need to be created yet — you can link it later by editing the ballot while it is still in Draft status.

NazTrack automatically creates a Yes and a No option. The ballot is created in Draft status with a name like 'Board Motion #12'. You can edit the motion text and meeting link at any time before the ballot is opened or before any votes are cast.

• Draft — The ballot is being set up. Board members cannot vote. The motion text and meeting link can be edited freely. You can also configure passing rules (quorum, threshold, tie policy) before opening.
• Open — The ballot is live and accepting votes. At the moment of opening, NazTrack takes a snapshot of all users who currently hold the church.board.ballot.vote permission. Only users in that snapshot are eligible to vote — permission changes after opening do not affect who can vote on this ballot. Board members vote by navigating to the Board Ballots page while signed in to NazTrack. The motion text cannot be edited once any votes have been cast.
• Closed — Voting has ended. Results are calculated and displayed. A closed ballot can be re-opened if the voting window needs to be extended — existing votes are retained.
• Certified — Results have been formally certified. The ballot is permanently locked. Certification records that the results are considered final and authoritative. A certified ballot cannot be re-opened.

Board members navigate to Church Board → Board Ballots from the church menu. Open ballots where the member has not yet voted show a Vote button. Ballots where the member has already voted show a receipt confirmation instead.

Voting requires being signed in to NazTrack — there are no anonymous codes or guest links for board ballots. Each eligible board member can cast exactly one vote per ballot. Votes cannot be changed after submission.

The ballot page shows the full motion text. The member selects Yes or No and submits. A receipt ID is generated and stored. This receipt links the vote to the voter in the audit record.

Each board ballot has configurable rules that determine its outcome when closed:

Quorum

An optional minimum number of votes that must be cast for the ballot to be valid. If fewer than this number of eligible voters have voted (counting abstentions toward quorum by default), the ballot fails with 'Quorum not met' regardless of the yes/no split. If no quorum requirement is set, any number of votes is sufficient.

Passing Rule

• Simple Majority — The Yes option must receive more than 50% of the counted votes. This is the default for new ballots.
• Supermajority — The Yes option must receive more than two-thirds (66.67%) of the counted votes.
• Custom Percentage — A specific percentage threshold. The motion passes if Yes votes reach or exceed that percentage.

By default, abstentions are excluded from the denominator when calculating percentages — an abstention does not count against the motion. If 'abstentions count in denominator' is configured on a ballot, abstaining lowers the Yes percentage.

Tie Policy

• Fails on tie — If Yes and No receive equal votes, the motion fails. This is the default.
• Chair decides on tie — If tied, the outcome is marked 'Requires Chair Decision'. The chair must determine the result through their own authority. NazTrack records the tie but does not make the determination.

These rules are configured at ballot creation or before the ballot is opened. They cannot be changed after any votes have been cast.

Results are visible on the Board Ballots page once a ballot is closed or certified. For each ballot, NazTrack shows:

• Total eligible voters (snapshotted at the time of opening)
• Number of votes cast and turnout percentage
• Yes count and percentage, No count and percentage
• Abstention count if any were cast
• Outcome: Passed, Failed, Quorum Not Met, Requires Chair Decision, or Undetermined
• An explanation of the outcome (e.g. 'Yes received 75% — threshold was 50%')

Ballot managers can also see a per-voter list showing each eligible voter and whether they have voted. Individual vote choices (yes/no) are not shown to other voters, but are stored and attributable in the full audit record.

On the Board Ballots page, open ballots where at least one eligible voter has not yet cast a vote show a Send Reminder button. Clicking it opens a pre-filled email compose form with the motion text and a direct link to the ballot. You can customize the subject and body before sending.

The reminder is sent only to board members in the eligible voter snapshot who have not yet voted. Members who have already voted do not receive the reminder.

Emails are sent through NazTrack's queued email system. Delivery may take up to 15 minutes. Board members receive the reminder at the email address on their NazTrack account.

Every meeting detail page has an Activity Log section at the bottom showing a chronological record of every action taken on that meeting record. Each entry shows the action type, a description with relevant details (item titles, version numbers, vote counts), who performed it, and when.

Actions logged include: meeting creation, agenda item add / update / delete / reorder / text-block saves, attendance saves, minutes version saves, minutes approvals, treasurer report uploads, attachment uploads, board ballot creation, ballot open, and ballot close.

Board ballot votes carry additional audit detail — each cast vote records a receipt UUID, the voter's user ID, and a timestamp. This per-vote audit record is stored independently of the activity log and is available to ballot managers for review.

Access to Church Board is permission-based. NazTrack provides four pre-built board roles designed to match typical church board structures. Assign these roles from Users and Permissions in the church admin menu.

Users with the Church Admin role have full access to all Church Board features including minutes approval and ballot management.

Draft minutes have an additional restriction beyond church.board.minutes.view: only users with the Church Board Chair or Church Board Secretary role (or Church Admin) can see drafts. Other users with minutes.view will not see draft-status meetings in the library or meeting detail.