How it works
One recording in. A finished record out.
The whole engagement runs on a fixed monthly cycle: you record and send, we draft and check, your officer signs, and the record posts and files itself.
The monthly cycle
Eight steps, every month
Record the meeting
Hold your board meeting as usual and record it — any device, any format.
Email the file
Send the audio to us. That is the district’s entire input for the month.
We draft the minutes
Motions verbatim, movers, seconders, per-member votes and the action list.
We draft the agenda
The next meeting’s agenda — items specific enough to give legal notice, executive sessions cited to the exact statutory paragraph.
Checked against your rules and current law
Every draft is checked against the district’s own bylaws and your state’s current law.
Back before the deadline
Drafts are delivered before the statutory deadline, with the post-by date spelled out.
Your officer signs — it posts itself
The officer of record reviews and signs; the signed record posts to your managed district website. No one on the board touches a webpage.
Filed, and reminded for next month
Everything files into your records hub on the state retention schedule, and the reminder cycle starts again.
The reminder rhythm
Three emails a month
Scheduled reminders run on a fixed monthly rhythm, so no deadline depends on anyone’s memory. The district sees exactly three emails a month — and each one says precisely what happens next.
| When | The email | What it does |
|---|---|---|
| Seven days out | Reminder: agenda items due | Asks for anything new for the agenda — reply with items and the draft will include them. Nothing has to be added at the last minute. |
| Drafts ready | Your drafts are ready — post-by date (action needed) | The agenda and minutes are attached and in your folder. Review, sign, reply “approved” — posting is handled from there. |
| After posting | Posted — your meeting records are up to date (done) | Confirms the signed record is posted ahead of the deadline and filed. Nothing left to do. |
The records hub
A filing system the district owns
Every client gets a Google Workspace records hub — organised by year and by document type, with every document filed to the state retention schedule. Signed minutes, agendas, notices, resolutions and posting certificates all land in one place.
It is the district’s property forever — even if you leave, the records and the structure stay with the district.
Step one
The free consulting call
Thirty minutes with both Cooper and James Munson. Bring any question the board is carrying: posting deadlines and open meeting timing, records retention, what your own bylaws actually require of the secretary, how the website and the posting work, or how other districts handle whatever you are handling.
It is not a sales call. Nothing is being sold on it, and you keep every answer whether or not you go any further. Anything contested still goes to your district’s attorney — we are not lawyers, and that line does not move because a call is free.
The free first month can be set up on the same call if you want it. Nothing to sign, nothing to pay, and no follow-up if you would rather think about it.
Things boards bring to it
- Posting deadlines and open meeting timing
- Records retention — what has to be kept, and for how long
- What the board’s bylaws actually require of the secretary
- How the website and the posting work
- How other districts handle whatever you are handling
Step two — the free first month
Try it on a meeting you’ve already held
There is no pitch deck to sit through. Send one recording from a meeting already held, and get finished minutes and a compliant agenda back — the same documents, the same checking, the same deadline discipline as a paying engagement.
You keep them regardless. If the work doesn’t speak for itself, that’s the end of it. If it does, we quote your engagement based on district size and document volume.
From any meeting the board has already held.
Drafted, checked, and delivered like any other month.
The documents are yours whether or not we ever send an invoice.