Pre-Meeting (days before)
T−14Request agenda items from Directors Admin
T−10Draft agenda → DM review → Legal review AdminMgrAtty
T−10Confirm quorum Admin
T−9 to 7Compile packet; collect enclosures; finalize agenda Admin
T−7Manager reviews & approves final meeting packet Mgr
T−7 to 3Post agenda on website; notice to local authority Ops
T−6Distribute digital packet to Directors Admin
T−4Send final agenda to paralegal (≥72 hrs required) Admin
T−2 to 1Spot-check packet; confirm presenters & dial-in Admin
T−0Bring final packet, sign-in sheet, late enclosures
Post-Meeting (days after)
+1 to 3Manager drafts meeting notes / action items Mgr
+3 to 7Admin distributes docs for execution; files in folders Admin
+7 to 10Admin drafts minutes & agenda for next meeting Admin
+10 to 15Manager reviews draft minutes/agenda Mgr
+15Admin sends draft minutes/agenda to paralegal Admin
+15Follow up on executed documents Admin
+15 to 20Executed docs distributed; tracking spreadsheet updated Admin
Post-Meeting Distribution (ASAP)
Signed minutes → Attorney & Accountant
Financial docs → Accountant · Resolutions → Legal
Bond items require underwriter + bond counsel