The District Advisory Board (DAB) is the governing board of the Nazarene district. It conducts official business between district assemblies.

There are three types of board members:

• District Superintendent (DS) — The DS is always the chair of the board and is included automatically based on their active assignment in NazTrack.
• Minister members — Ordained or licensed ministers elected to serve on the board.
• Lay members — Non-ordained church members elected to serve on the board.

Access to the District Advisory Board module is role-based. What you can do depends on the role you have been assigned.

District Admin users have full access to all board management functions, but they cannot vote on ballots. Only users assigned a board member role can vote.

Go to District → Advisory Board. The DS appears at the top of the roster with a "Chair" badge. Minister members have a "Minister" badge and lay members have a "Lay" badge.

Each member shows their church, contact information, and term years. The table is sortable. Inactive members appear in a collapsed section at the bottom of the page.

Click Add Member. Fill in the following fields:

• Member Type — Lay or Minister. This cannot be changed after saving.
• NazTrack User Account — Required. Every member must have a NazTrack user account.
• Minister Record — For minister members only. Optional.
• Church — For lay members only. Required. Determines assembly ex-officio delegate sync.
• Display Name — Required. Used on the roster, ballot voter lists, and reports.
• Contact Info — Email is recommended — used to match voter records in assembly elections.
• Board Role — Member, Vice Chair, Secretary, or Treasurer.
• Term Start / End Year — Optional. Display only.
• Assign matching District Advisory Board user role — Checked by default. Grants the District Advisory Board Member role, giving the person system access to the board.

Click Add Member to save.

Click Edit next to a member. All fields can be changed except Member Type and User Account, which are fixed once set.

Click Remove and confirm. This marks the member inactive — their record is preserved for history, they no longer appear on the active roster, and their board system role is revoked.

Removing a member does not remove them from any currently open assembly election voter list. That must be done manually.

Go to District → Advisory Board → Meetings. Meetings are listed in reverse-chronological order. Year filter buttons appear at the top. Each meeting shows the meeting name, date, time, location, meeting type (Regular or Special), and the current minutes status badge.

Click New Meeting. Fill in the following fields:

• Title — Required.
• Date — Required.
• Time — Optional.
• Location — Optional.
• Meeting Type — Regular or Special.
• Pre-meeting Notes — Internal notes, not part of official minutes. Visible to admins only.

Click Create Meeting to save.

Fill in a Title (required) and optional Details, then click Add. Items appear as a numbered list. Items are ordered by sort order set when added.

To remove an item, click Remove and confirm. Removal is permanent.

This tab shows all minutes versions for the meeting, with version number, date, and status badge. Click any version to read it.

If no minutes exist yet, an admin sees a Create Minutes Draft button. See the Minutes Workflow section for the full approval process.

The tab header shows a count (e.g. "7/9") and turns green when at least one person is marked present. The attendance list is pre-populated from the current roster, including the DS.

To record attendance, click Record Attendance (admin only), check the members who were present, and click Save Attendance.

Lists ballots linked to this meeting. Visible to admins only. Click a ballot name to open it. Click Create Ballot to create a new ballot linked to this meeting.

Use this tab for supporting documents related to the meeting.

• To upload — Fill in the Title, choose a file, and click Upload.
• To download — Click Download next to the attachment.
• To delete — Click Delete and confirm. Deletion is permanent.

Shows treasurer reports linked to this meeting. Click Download to retrieve a report. Admins see an Upload Report button to add a new report.

A complete audit log of everything that happened in the meeting record — agenda items, minutes changes, attendance, attachments, and more. Each entry shows who did it and when.

An admin creates the draft from the meeting's Minutes tab by clicking Create Minutes Draft. There are two options:

• Write the minutes as text by typing into the text area.
• Upload a document (PDF, Word, or text file).

A draft is visible to admins only — board members cannot see it yet. Click Create Draft to save.

Once the draft is ready, open the minutes version and click Distribute for Review. The status changes to "Distributed for Review" and board members can now see the minutes.

To make changes after distributing, click Edit Draft to return it to editable state.

Open the minutes version and click Approve. The status changes to "Approved." The name of the approver and the date are recorded.

If corrections are needed after approval, click Amend on the approved version. This creates a new version (Version 2, etc.) and keeps the original intact as "Amended and Approved."

On the amend form, enter a Reason for Amendment and provide the corrected minutes as text or an uploaded document. The new version starts in Draft and moves through the same review and approval process.

All versions are listed at the bottom of the minutes view.

Go to District → Advisory Board → Ballots → New Ballot. Fill in the following fields:

• Ballot Name / Motion Title — Required.
• Motion Text — The full official text of the motion. Be precise — this is the official record.
• Link to Meeting — Optional.
• Voting Options — At least two required. Typical options: Yes/Approve, No/Reject, Abstain.

Click Create Ballot. The ballot is created in Draft status.

Click Open Ballot. NazTrack takes a snapshot of all currently active board members — these become the eligible voters. Adding or removing members after opening does not affect who can vote on this ballot.

NazTrack sends an email notification to all eligible voters with a link to the ballot.

A ballot can only be edited while in Draft. Once opened, the motion text and voting options are locked.

Members log in and go to District → Advisory Board → Ballots, then click the open ballot. If a vote is pending, they see a Cast Your Vote card with the motion text and radio buttons.

Select one option and click Submit Vote. Once submitted, the vote cannot be changed. After voting, members see a green confirmation.

If a member is not eligible — for example, if they were added to the roster after the ballot was opened — they see a note explaining that they cannot vote on this ballot.

While the ballot is open, a Send Reminder button shows the number of members who have not yet voted. Click it to send a reminder email to those members only.

Click Close Ballot and confirm. Voting ends immediately. The tally is calculated: total votes cast, count per option, and outcome (Passed or Failed).

Passing rule: simple majority — more Yes votes than No votes. Abstentions are not counted in the denominator. Equal Yes and No means the motion fails.

After reviewing the results, click Certify Results to officially lock the ballot. Status changes to "Certified" and results are permanent.

• Admins — Can see the full eligible voter list and who has or has not voted while the ballot is Open or Closed.
• Board members — Can see their own voting status and, after the ballot is Closed or Certified, the tally.
• Non-board users — Cannot see board ballots.

Go to District → Advisory Board → Treasurer Reports → Upload Report, or use the Treasury tab on a meeting detail page. Fill in the following fields:

• Title — Required.
• Period — Optional but recommended. For example: "February 2026" or "Q1 2026".
• Link to Meeting — Optional. If the report was presented at a specific meeting.
• Notes — Optional.
• File — Required. Accepted formats: PDF, Excel (.xls or .xlsx), CSV, Word (.doc or .docx).

Click Upload. The report is immediately available to all board members with view access.

• Filtering — If meetings exist, filter buttons appear at the top. Click All to see every report, or click a meeting date button to filter by meeting.
• Downloading — Click Download next to any report.
• Deleting — Click Delete and confirm. Deletion is permanent.

Lay members of the DAB are ex-officio members of the District Assembly per Nazarene polity. When you manage a district assembly election and click Sync from Delegates on the voter management page, NazTrack automatically adds all active lay DAB members as eligible voters in both the District Assembly and General Assembly elections. The lay member's home church is shown in their Church column.

Minister DAB members and the DS are handled separately through their minister assignments.

The sync is safe to run multiple times — no duplicate voters will be created.

If a lay member was removed from the roster before the sync runs, they will not be added. If they were already added as a voter and you later remove them from the roster, you must also remove them from the election voter list manually.

The DS row is displayed automatically based on the active DS assignment in NazTrack. Go to the district's Ministers section and confirm the DS has an active assignment with the DS role, with a start date in the past and a blank or future end date.

Make sure the "Assign matching District Advisory Board user role" checkbox was checked when they were added. If it was not, a district admin can grant the role manually under District → Users by editing the user's roles.

The eligible voter list is snapshotted when the ballot is opened. If the member was added to the roster after the ballot was opened, they cannot be added to that ballot. They will be included in future ballots.

You can create an amendment. Open the approved minutes version and click Amend. This creates a new version with the corrected text. The original version is preserved and marked "Amended and Approved."

Go to District → Advisory Board → Treasurer Reports. If the report was linked to a specific meeting, click that meeting's date button in the filter row. You can also find it in the Treasury tab of the linked meeting's detail page.

Open the ballot while it is in Open status. Admins see the eligible voter list with a column showing who has voted. Individual vote selections are not shown — only whether the person has voted or not.

The ballot can still be closed and certified with zero votes cast. The result shows 0 votes for each option. A motion with no Yes votes fails.