HowToMaintainGccaBoardList

The GCCA Board information exists as a set of topics on the Gcca web, each one with a BoardForm attached. The list of board members at BoardOfDirectors is generated by searching over these topics and then creating a report of all the members. Committee assignments are made in the committee topics.

Here are the steps you should follow:

1. Remove inactive members
   1. Go to BoardOfDirectors.
   2. Click the "Detail" link on each name that is to be removed from the board. This will take you to the detail page for that board member. The topic of the member will be named according to the wikiname of the user, such as RaymondLutz.
   3. When the Detail screen comes up, you will see the BoardForm toward the bottom of the screen. Click [Edit] at the top or bottom of the screen.
   4. Uncheck the field "Active"
   5. Click [Save]. This does not delete the record, but simply marks the prior board member as inactive. This is handy if the member rejoins the board or if we want to create a report of all prior board members.
2. Add new members of the Board.
   1. Check to see if the person already has a topic, as follows:
      1. Use the Jump box at the top of the TWiki page and type in the wiki name of the board member. For example, you might try MarilynKistler.
      2. If the topic exists, check that the BoardForm is enabled. If it is not, then click [Edit] and then [Add Form], and add the BoardForm.
      3. Checkmark "Active" and check the other contact information is current, then [Save].
      4. Once the topic is marked as Active, it will appear in the BoardOfDirectors list.
   2. If the member does not have a topic, you will need to create it.
      1. Use the BoardOfDirectors topic. At the bottom you will see "To add a data record".
      2. Enter the wiki name of the board member, like RaymondLutz. It does NOT need to match the record that exists in the Main web, which controls who can use the system. For example, Main.RaymondLutz is the topic in the main web for Raymond (as a user of this TWiki system) and Gcca.RaymondLutz is the Gcca web topic for this person (as a member or prior member of the board.)
      3. Click [Create New Board Member]. Note: You need to create a separate record for each person. Couples who are both members of the board will have two records.
      4. Fill in the fields of the form.
      5. The Spouse field should be the wikiname of the spouse, such as JillLutz. This will make the link clickable.
      6. The Mail Contact field should be filled in only one time for each physical address, and should say something like "Ray and Jill Lutz".
      7. Click [Save]
3. Set committee assignments
   1. Start with the CommitteeList
   2. Click on each committee
   3. Click [Edit]
   4. Edit the list of names that are Chair, co-chair, and members. Use the Wikinames of each board member so it will link to their detail record.
   5. Edit any other information about the committee. The body of the record can be used to include the details of committee tasks and responsibilities.
   6. Click [Save].
   7. Repeat for each committee assignment.
   8. After you have completed editing all the committee records, the CommitteeList should accurately reflect the committee assignments.
4. Adjust officers
   1. Go to BoardOfDirectors
   2. At the top of the page, the officers are listed. Click on the name of each type of officer, like "President" and you will go to a topic like PresidentOfficer.
   3. Click [Edit] and modify the wikiname of the board member who occupies that position.
   4. Click [Save]

You are done!

-- RaymondLutz - 23 Aug 2008