Board packets and minutes for volunteer boards
SI assembles the board packet from committee reports and financials, drafts the agenda, and turns meeting notes into draft minutes for the secretary.
Worth knowing: Minutes can be legal records for some organizations; the secretary and board should approve the final version, and recording requires participants' consent.
The problem
Volunteer boards run on late reports and a packet assembled the night before. Minutes are written weeks later from memory.
What SI does
SI collects committee reports, the treasurer's summary and any proposals from a shared folder, flags what is missing, and assembles a packet with an agenda and a one-page summary of decisions needed. After the meeting, it drafts minutes from notes or a transcript, listing motions, votes and action items.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Condominium board
Packet includes the manager's report, a roof bid comparison and the reserve fund summary, with a note that the landscaping committee report is missing.
- Food co-op
Minutes from the monthly meeting list the vote on new member-owner discounts and the follow-up tasks.
- Parent-teacher organization
The fall packet includes the fundraiser results and the budget for the spring events.
What it takes to set up
A shared folder, a past packet and minutes as templates. Setup is often a day.
What a human still checks
- The chair approves the agenda and packet.
- The secretary reviews and finalizes the minutes before approval by the board.
- Confidential matters are handled outside the shared packet.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
Gather reports from [folder] for the [date] board meeting. List what is missing, draft an agenda using [past agenda], and write a one-page summary of decisions needed. After the meeting, draft minutes from these notes [paste] with motions, votes and action items. Pause and show me before sending, submitting, posting or changing anything.
Next step
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Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.