The Sumner County board approved a motion to create a shared, read-only log of board applications after staff reported some application emails had not been received and IT sent a test message.

County staff told commissioners they contacted IT after not receiving emailed materials from an applicant and that IT said it would forward older applications that arrived before a driver's-license field was added to the online form. Commissioners asked whether the application portal would allow upload of proof-of-residence and other supporting documents; staff said supporting documents are expected to be included with the application packet.

"Would someone like to make a motion to have that?" a staff member asked. A commissioner moved to add the shared log; the motion was seconded and passed on a voice vote. After the vote the staff member said, "Motion passes."

The board discussed access controls: several commissioners said they preferred a read-only file that would show a name, interest and time stamp but not necessarily include attachments. Staff said a fuller list of board openings and a second page of materials would be brought forward next month.

The action was procedural and did not change appointment policy; it creates an administrative tool for commissioners to track applicants. The board did not establish a public-facing portal or change document-retention rules during the discussion.

Next steps: staff will work with IT to ensure outstanding application documents are forwarded and to create the shared, noneditable applicant log for commissioner use.