Internal · Board Agenda Builder
Capital Association Management
Admin · Agenda Builder

Board Agenda Builder · PT BOD May 21, 2026

Drag-and-drop agenda construction. Standard items auto-suggest from the last 6 meetings + open action items + module triggers (capital change orders, vendor renewals, lien recommendations). Statute-aware time stamping.

9Items on draft
2h 00mEstimated runtime
3Votes scheduled
14Days to packet send
May 7Notice deadline · §718.112(2)(d)(3)

PT BOD May 21, 2026 · 6:00 PM

Clubhouse + Zoom · est runtime 2h · quorum 3 of 5 needed
⋮⋮
1
Call to order & roll call
Linda Park (Pres) · Reyes records
5 min · 6:00
procedural
⋮⋮
2
Approve April minutes
AI-recap draft attached · D. Reyes
5 min · 6:05
vote
⋮⋮
3
Treasurer's report · April financials
M. Hou · operating + reserves + insurance heads-up
15 min · 6:10
report
⋮⋮
4
Manager report · April highlights
Melissa · BOD packet pgs 4–8
15 min · 6:25
report
⋮⋮
5
Garage waterproof CO #2 · vote
Hayes Eng letter attached · $3,840 add'l
10 min · 6:40
vote
⋮⋮
6
Concierge overnight · adopt budget impact
HR cost analysis · staffing plan
15 min · 6:50
vote
⋮⋮
7
Reserve study RFP · award decision
3 firm bids · scoring matrix attached
15 min · 7:05
vote
⋮⋮
8
Owner forum (open mic)
3-min limit per owner · §718.112(2)(c)
20 min · 7:20
forum
⋮⋮
9
Executive session · Schmidt collections + insurance reno
Closed to non-board · §718.112(2)(c)4
15 min · 7:40
exec
⋮⋮
10
Adjourn
Target 8:00 PM
— · 8:00
procedural

Drag in · suggested items

Auto-pulled from open action items + module triggers

Schmidt #604 · plan ratification follow-upFrom: lien tracker · monthly check-in
Trash hauler RFP · scope draftFrom: April action item due July 1
Vendor scorecard review · CoreCity Plumbing DFrom: vendor scorecard · D for 2 mo
Pool deck COI gate · 1 event May 28 missingFrom: amenity reservation
Drive sharing audit · Q1 reviewQuarterly cadence

Motion templates

Approve change orderStatute-tested wording
Award vendor contractw/ scoring memo cite
Adopt budget§718.112(2)(f) compliant
Levy special assessmentw/ owner mailing trigger
Authorize legal actionAGF case file linked
Adjournstandard close

Statute checks · auto

  • ✅ 14-day notice deadline → mailing scheduled May 7
  • ✅ Quorum threshold met (3 of 5)
  • ✅ Owner forum present per §718.112(2)(c)
  • ✅ Executive session basis cited (collections + insurance)
  • ✅ Vote items have backing memos & signatures
  • ⚠ Item 5 CO #2 over $5k → 3 officer e-sign required

Packet contents · auto-assembled

Document
Source
Pages
1
Cover · agenda · roll call
Auto-generated
2
✓
2
April minutes draft
AI Meeting Recap
4
✓
3
April financials & budget variance memo
Budget Builder
8
✓
4
Manager report
Manager Report module
5
✓
5
Garage CO #2 · Hayes engineer letter
Capital Projects
3
✓
6
Concierge overnight · staffing memo + cost analysis
HR + Coaching log
4
✓
7
Reserve study RFP · 3 firm bid summaries + scoring matrix
RFPs module
14
✓
8
Schmidt #604 case update (executive session)
Lien tracker · CONFIDENTIAL
3
🔒
9
Insurance renewal proposal (executive session)
Sterling broker
6
🔒

Workflow automation

Action-item carry-forward

Open items from the last 6 meetings auto-suggest. Items with overdue due-dates flagged red. Once all items from a prior meeting are closed, that meeting drops from the auto-suggest list.

Module triggers

Capital change orders > $5k, vendor renewals < 60d, lien recommendations from AGF, declaration amendment proposals from owners, ARC denials with appeals — all surface as proposed agenda items.

Time-budget

Each item has a default duration. Drag to extend / shorten. Total runtime visible at top — secretary's signal to push items to next month if we're over.

Statute checks

14-day notice deadline · quorum verification · executive-session basis citation · ratification quorum for fines + special assessments. Pre-flight catch before packet mails.

Packet auto-build

Each agenda item pulls its backing docs. Confidential items go in the "executive session packet" only board members see. Owners see redacted public packet.

Adopt → recap

Adopted agenda becomes the running script. AI Meeting Recap maps the recording back to agenda items so chapter cuts come out clean. No manual chapter-marking.

Replaces

The "what was on the agenda last month?" hunt. Forgotten action items that resurface 6 months late. The 2-hour Saturday spent assembling the BOD packet from 5 different folders. Statutory mistakes that DBPR can hang on you years later.

Statutes & refs

§718.112(2)(c) board sunshine + open meetings · §718.112(2)(d) notice + agenda · §617.1606 minutes · Robert's Rules of Order · Ops Manual §III.5 Meeting Mechanics.