How it works
One recording in. A finished record out.
The engagement runs on a fixed monthly cycle: you record and share, we prepare and check, your officer signs, and we post and file the record.
The monthly cycle
Eight steps, every month
Two of the eight steps belong to the district: recording the meeting and signing the record. The rest is ours.
Record the meeting, with roll call by name
Each member states their name at the start of the recording, and the chair names who moved and who seconded each motion. That is how speakers are identified. Record on any device, in any format.
Upload the recording
Upload the recording through your district’s private upload link. A Zoom cloud recording, an MP3 or a proprietary recorder file all work. The recording is filed beside the minutes prepared from it, and we convert it to a standard audio format for posting. That is the district’s entire input for the month.
We prepare the minutes
Motions, movers, seconders, each member’s vote and the action list.
We prepare the agenda
The next meeting’s agenda, with items described specifically enough to give notice and executive sessions cited to the authorizing statute.
Checked against your rules
Every draft is prepared to the district’s own bylaws and your state’s open meeting requirements. Anything that calls for a legal judgment is referred to the district’s attorney.
Back ahead of the deadline
Drafts are scheduled to reach you ahead of the posting deadline, with the post-by date spelled out.
Your officer signs, then we post
The officer of record reviews and signs, and we post the signed record to your managed district website. Board members do not need to edit a webpage.
Filed, and reminded for next month
Everything is filed in 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 any one person’s memory. The district receives three emails a month, and each one says exactly what happens next.
The Board SecretaryAug 10, 9:00 AM
Reminder: agenda items for your Aug 20 meeting 7 days out
Anything new for the agenda? Reply to this email with items by Friday and the draft will include them, so nothing has to be added at the last minute.
The Board SecretaryAug 14, 8:15 AM
Your drafts are ready: post by Sunday 6:00 PM Action needed
The Aug 20 agenda and the July 16 minutes are attached and in your folder. Review, sign and reply “approved,” and posting is handled from there.
The Board SecretaryAug 16, 4:30 PM
Posted: your meeting records are up to date Done
The signed agenda is posted to the website and the posting certificate is in your folder, 72 hours ahead of the deadline. Nothing left to do.
| 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. |
| Drafts ready | Your drafts are ready, with the post-by date | The agenda and minutes are attached. Review, sign and reply “approved,” and we handle the posting. |
| After posting | Posted: your meeting records are up to date | Confirms the signed record is posted and filed. |
The records hub
A filing system the district owns
Every client receives a records hub organized by year and by document type. No special software or accounts are needed. The district sends recordings and documents through a private upload link and opens its records from any browser, whatever email provider it uses.
Documents are filed to the state retention schedule. Signed minutes, agendas, notices, resolutions and posting records are kept in one place. It is the district’s property. If the engagement ends, the records and the structure stay with the district.
Illustration. File counts are examples only.
Step one
The free consulting call
Thirty minutes with both Cooper and James Munson. Bring any question the board is carrying.
It is not a sales call. 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 does not change because a call is free. The free first month can be set up on the same call if you want it.
Open meeting timing and how far ahead notices go up.
What has to be kept, and for how long.
What they require of the secretary.
How the district site and posting work.
From any meeting the board has already held.
Prepared, reviewed and delivered like any other month.
The documents are yours to keep whether or not you continue.
Step two: the free first month
Try it on a meeting you have already held
Share one recording from a meeting already held and receive finished minutes and an agenda prepared to your state’s requirements, with the same review and the same scheduling as an ongoing engagement.
You keep them either way. If the work meets your standard, we send a written quote based on district size and document volume. If it does not, that is the end of it.