Services
Three tiers. One provider. One written quote.
Every tier is quoted to your district in writing after the free first month, based on district size and document volume. One provider prepares and files the documents and manages the website they are published on, so there is no gap between them.
Minutes
The meeting minutes, prepared every month.
- Minutes prepared from your meeting recording, with motions, movers, seconders, each member’s vote and an action list
- Every motion, vote and quorum call checked against the recording
- Prepared to your bylaws and your state’s open meeting requirements
- Delivered ahead of your posting deadline for your officer’s review and signature
- Signed minutes filed in a records hub the district owns
Quoted after the free month.
Request a quoteFoundations
The core meeting record, handled every month.
Everything in Minutes, plus
- The next agenda, with items described specifically enough to give notice and executive sessions cited to the authorizing statute
- Public hearing notices
- A full records hub the district owns, filed to the state retention schedule, with no Google or Microsoft account required
- Scheduled email reminders on a fixed monthly rhythm
Quoted after the free month.
Request a quoteFull Administration
The record prepared, signed, posted and filed.
Everything in Foundations, plus
- A fully managed district website: design, hosting, security, updates, accessibility and posting (details)
- Signed records posted by us, so board members do not need to edit a webpage
- Resolutions prepared for board action
- Board packet compiled from your packet folder at a set cutoff, with the agenda and prior minutes included
- Records request support
- Optional: Google Workspace setup and migration, only if the district wants email, calendar and records in one place (never required)
- A direct contact for questions about a deadline, a document or the site, with replies normally the same business day
Quoted after the free month.
Request a quote →Every engagement is quoted in writing
The first month is free. After it, the district receives a written quote based on what we actually learn: meeting load, special meetings, budget season and the website. We do not publish a rate card, because no two districts carry the same workload.
Built for a public budget
The quote is written so the board can place it in its budget and explain it at a public meeting, and the service agreement goes to the district’s attorney for review before anything is signed. ASDA member districts receive 10% off their first 12 months of paid service.
Managed district websites
The website, handled like the record
Included from the Full Administration tier. The district website is managed with the same care as the documents posted to it: built to the accessibility standard, kept secure, and updated on your calendar. Our website work is not limited to public boards: we build and manage sites for a wide variety of business owners, and every district site benefits from that experience.
Design and build
A clean, readable district site built around what residents look for: meetings, records, notices, contacts and service information. Built in your district’s colors, with the content carried over from your current site.
Hosting and security
Fast, secure hosting with encrypted connections, security headers and ongoing monitoring. Every change is tracked, so any edit can be reviewed or rolled back.
Accessibility, checked
Pages and posted documents are built and checked to WCAG 2.1 Level AA, the standard the U.S. Department of Justice adopted for state and local government web content.
Meetings page kept current
Agendas, notices and signed minutes are posted on your calendar, in order, with past records archived where residents can find them.
Changes through one link
New photos, staff changes, notices or corrections are sent through the district’s private request link. We make the change and confirm when it is live.
Domain and district email
We manage the domain records and keep the district email addresses tied to the site working. Your district keeps ownership of the domain at all times.
Website support covers the district site and the district email addresses attached to it. Computers, printers and office equipment stay with the district’s own IT provider.
In every engagement
What every tier includes
Three things never change, whichever tier the district chooses.
A records hub the district owns
Organized by year and document type and filed to the state retention schedule. No Google or Microsoft account is required: the district uploads through a private link and views its records from any browser. It remains the district’s property if the engagement ends.
The reminder rhythm
Three scheduled emails a month: agenda items due, drafts ready with the post-by date, and a posted confirmation. The calendar runs on its own, so no single person has to remember it.
Scheduled around your deadlines
Every document is prepared to your district’s bylaws and your state’s open meeting requirements, and scheduled to reach your officer of record ahead of the posting deadline for review and signature.
Questions boards ask
Frequently asked
The district does. The records hub is organized by year and document type and filed to the state retention schedule. 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. It remains the district’s property if you stop working with us.
Keep them. The board’s Secretary remains the officer of record who reviews and signs. We are never a statutory officer. We handle the drafting, filing, posting and reminders behind them, so the role is far less of a paperwork burden.
No. The Board Secretary provides administrative document preparation and board-secretary support. It does not provide legal advice, hold public funds, or serve as a statutory officer. Legal questions are referred to the district’s attorney.
Districts anywhere in the United States, remotely, including Arizona districts as an ASDA Preferred Partner. Every state has its own open meeting law and records retention schedule. Before the first meeting we work on, we review your state’s statute and schedule and confirm a dated calendar in writing. Where a state’s common practice and its statute differ, we work to the stricter reading. More on the compliance page.
For most small boards meeting in one room, yes. Open meeting statutes generally require an accurate record of the actions a board takes, meaning the motions, who moved and seconded, and how each member voted, rather than a word for word transcript. Your state’s statute sets the specific standard, and we review it before the first meeting. If the room is difficult, we can provide a conference recorder. Every motion, vote and quorum call is checked against the recording before the draft reaches you. More on the compliance page.
Thirty minutes with both Cooper and James Munson, and you set the agenda: posting deadlines, records retention, what your bylaws require of the secretary, how the website and posting work, or how boards commonly handle a particular issue. It is not a sales call, and you keep every answer whether or not you go further. Anything contested still goes to your district’s attorney. We are not lawyers. If you want it, the free first month can be set up on the same call.
Yes, before the first file. Board packets can include financial documents, personnel matters and executive session material, and a board is right to ask. The confidentiality agreement and the service agreement can go to the district’s attorney before anything starts. District material is used only to prepare that district’s own records and is never sold. Executive session material is handled separately from the public record and is never posted.
No. We do not provide accounting or bookkeeping and never hold public funds. The district’s treasurer and auditor keep that work. We handle the paperwork around it: budget and hearing notices on the required schedule, posting the adopted budget, keeping filing dates on the calendar, and filing documents where the public can find them.
No. Proprietary recorder formats are common in board rooms. Send us the file as it is. We convert it to a standard audio format for the website so residents can listen on a phone or computer, and the written minutes are posted beside it. If you meet on Zoom or by telephone, the platform recording works.
A full board meeting is usually too large for an email attachment, so each district receives a private upload link. After the meeting, someone uploads the recording, and a Zoom cloud recording link works too. The recording is filed beside the minutes prepared from it. Please upload open session recordings only. Executive session recordings should not be sent to us.
No. You do not need any special software or accounts. The district sends recordings and documents through a private upload link and opens its records from any browser, whatever email provider it uses. Districts on Microsoft 365, Outlook, Gmail or any other email work with us the same way. If the district already uses Google Workspace or Microsoft 365 and would like its records kept there, we can do that too.
Only if the district asks for it. It is an optional add-on, never a requirement. If the district wants its email, calendar and records in one place. We set up Google Workspace under the district’s own domain, move existing mail, calendars and contacts, schedule the switch to minimize disruption, help set up each person’s devices, and configure retention settings to follow the district’s records schedule. Then we hand it over: your administrator runs the accounts day to day, and we remain available as a backup administrator for the records and website side. Google’s licensing is held by the district directly. Computers, networks, printers and other software are outside the service.
No. A signature request arrives as an email link and works whether your officer uses Outlook or Gmail. The signed copy is filed in the district’s records hub on whichever platform the district uses.
Every engagement is quoted to the district in writing after the free first month, based on the district’s size, its meeting calendar and the services it chooses. We do not publish a rate card because workloads differ so much between districts. The terms are set out in a written service agreement that the district’s attorney can review before anything is signed. ASDA member districts receive 10% off their first 12 months of paid service, on top of the free first month.
The written quote is prepared so the board can place it in its budget and explain it at a public meeting. Districts often buy these pieces separately: someone to draft the documents, a website vendor, accessibility remediation, and help with records and filing. One provider replaces several contracts and closes the gaps between them.
It also provides capacity. A small district often needs skilled administrative work a few days a month, which is difficult to staff as a position. A service engagement provides that capacity without adding a position. What it costs when this work is late or wrong.
Start here
A call first. Then a free month.
Thirty minutes with both of us, at no cost. Bring any question the board is carrying. Nothing is sold on the call, and anything contested still goes to your district’s attorney. The free first month can be set up on the same call.