BoardClerk Agendas, minutes & compliance

For small nonprofit boards & local governments

The state sets the rules for your board's meetings. BoardClerk builds the record that follows them.

BoardClerk builds your meeting's agenda from your own board roster and bylaws, sends it to your board, and carries it straight into that same meeting's minutes — then checks the finished draft against your state's statute and a standard board-meeting structure: required elements, quorum, and conflict-of-interest disclosure fields. One record, start to finish, that can survive an audit, a records request, or a dispute.

Create your free account See how it works ↓
I.

Every meeting has two paper trails. Neither writes itself.

Boards owe two things around every meeting: notice before, minutes after.

Most states require both — proper notice of the meeting itself, and a statutory minimum for what the minutes capture once it's over. Nonprofit corporations and local governments both answer to some version of it.

Fla. Stat. §617.1601
(nonprofits) & §286.011
(public bodies)

Standard governance practice adds requirements the statute never mentions.

Who disclosed the conflict, the nature of the interest, whether they left the room, the board's determination, the vote of the disinterested directors — "discussed and approved" captures none of it.

Conflict-of-Interest
Policy, Art. IV

Nobody notices the gap until it's too late to fix.

Thin minutes surface at exactly the worst moment — years later, in an audit, a public records request, or a dispute — not at the meeting where they could still be corrected.

IRS Form 990 (nonprofits)
& public records
requests (public bodies)
II.

How it works, start to finish

1

Sign up

Create a free account for your organization and set your state — BoardClerk uses it to cite the right statute. Invite the rest of your board under Board Roster whenever you're ready; nobody has to join before you do.

2

Build the agenda

BoardClerk drafts it from your bylaws and your board roster — standing items, officer reports, business carried forward from last meeting's approved minutes — then sends it to your board. Add whatever's specific to this meeting.

3

Meet, then draft

After the meeting, turn that same agenda straight into minutes — nothing gets retyped. Or fill out a guided form or paste a draft however it was actually written, whichever's easier.

4

Check

BoardClerk checks it against a standard board-meeting structure — required minutes elements, quorum computed live from your actual roster, and conflict-of-interest disclosure fields — citing your state's statute and standard governance practice, clause by clause.

5

Approve

Draft → circulated → approved. Corrections become new dated entries after that, never silent edits to what the board already approved.

6

Retain

Your approved agendas, minutes, and conflict-of-interest log live here as your organization's official record — exportable in full, anytime, no lock-in.

III.

See it work

A sample org's agenda, sent to its board — and that same meeting's minutes, checked against its own bylaws and conflict-of-interest policy.

Riverside Youth Alliance, Inc. — Regular Board Meeting, March 12 — Agenda
2. Officer Reports
President: J. Alvarez · Treasurer: R. Chen · Secretary: M. Osei
Auto-filled — from Board Roster
4. Old Business
Printing services vendor contract, carried from the Feb 12 meeting
Carried forward — from last approved minutes

→ Sent to the board roster, five days before the meeting.

Two weeks later — that same meeting's minutes

Riverside Youth Alliance, Inc. — Regular Board Meeting, March 12 — Draft Minutes
2. Roll Call & Quorum
4 of 5 directors present; quorum confirmed.
✓ Recorded — Bylaws Art. IV §12
3. Conflict of Interest Disclosures
J. Alvarez disclosed a potential interest in the printing services vendor. Board discussed and approved the contract.
Incomplete — COI Policy Art. IV: nature of interest, whether disclosing director left the room, the board's determination, and the disinterested vote are not in this draft
IV.

Pricing

V.

What this isn't

Not a sprawling board portal. BoardClerk does hold your approved agendas, minutes and COI log as your official record — but there's no grants tracking, financials, HR, or general document management bolted on. BoardEffect and similar tools are built and priced for organizations with staff and budget for the full suite; BoardClerk is built for the volunteer board that never will need it, doing the one thing — the legal paper trail — thoroughly.

Not legal advice. Every flag cites the specific clause or statute it's checking against — a missing element, never a legal sufficiency judgment. Think of it as a careful second reader, not counsel.

Never a locked box. Because your minutes are your organization's legal record, not just app data, everything is exportable in full, in plain formats, at any time — including the day you cancel.

Your board already meets.
Let's build the record around it.

Sign up free — no card required — and send your first agenda in a few minutes.

Create your free account Questions first? Email us