Pre · During · Post Board Meeting Checklist

Required tools

Make sure you have

AppFolio access Community Google Drive access Governing documents (for notice/quorum rules) Assigned meeting date, time, and format (virtual / in-person) Designated annual meeting schedule already in Google Calendar

Pre-meeting · scheduling & calendars

Scheduling & calendars

Confirm meeting date & time with Board Create Google Calendar invite Create meeting in AppFolio Association Calendar with Google invite Add Google Meet link (if virtual) Add Patty Swain to the Google Calendar invite Use proper title format e.g. "TCCA – Board of Directors Meeting"

Pre-meeting · notice

Notice requirements

Confirm notice timeframe per governing documents (do not assume all associations follow the same notice rules) Prepare meeting notice Post / send notice per governing documents

Pre-meeting · packet

Agenda & packet

Draft agenda Send draft agenda to Board at least 5 days prior to meeting Finalize agenda Compile meeting packet (financials, reports, proposals) Upload packet to Google Drive in appropriate meeting folder Attach packet to Google Calendar invite Attach packet, Google link, and proper title to AppFolio calendar Send bulk email with packet to Membership with Google link (AppFolio calendar email is not sufficient — you cannot prove you noticed the community)

24–48 hours before

Final pre-meeting check

Quorum requirements confirmed Packet finalized or status communicated AppFolio event visible Calendar invites correct Meeting links working

During meeting

Prepare Minutes doc within the Drive — work from there, nowhere else Start Recording Follow agenda in order Motions clearly stated; votes recorded Board member absences noted Owner comments logged (if applicable) Confirm next meeting date (should be on the agenda prior to adjournment) Adjournment time noted

Post-meeting · documentation

Post-meeting documentation

Draft minutes prepared and saved in Drive PDF version sent to BOD for review and comments Minutes sent to BOD within 48 hours of the meeting Add meeting recording to Owners Drive (connected to AppFolio) — no Gemini auto-notes

Post-meeting · AppFolio

AppFolio & owner communication

Upload approved minutes to AppFolio (when approved) Confirm correct file naming Minutes: MM.DD.YYYY · Financials: MM.YYYY Property SHORT/LONG Financials Confirm documents are visible to owners (when applicable)

Post-meeting · follow-up

Follow-ups

Create tasks from motions or directives Calendar reminders set (if deadlines exist) Vendor follow-ups initiated (if approved) Notes added to AppFolio as needed

Common mistakes to avoid

Don't let these happen

Forgetting to add Patty to the calendar with the meeting packet
Posting minutes after Board approval (post promptly)
Missing notice deadlines
Saving Long or Short Financials in the wrong folder (Short → Owners, Long → BOD)
Inconsistent file naming