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Board Meeting Cycle : Agenda, Papers, Minutes and Actions

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Every date worked back from the meeting, the agenda and pack out on time, private items tested, minutes with proper resolutions and actions chased.

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Example, shortened, from this skill's page. Someone asks their AI: Google Drive and Google Calendar are connected. Today is Wednesday, October 21, 2026. I'm board… Board Meeting Cycle answers: Next deadline: Sept 17 minutes drafted to Dan Ortiz (chair) by Friday, October 30 (Grace), so the board can approve them on November 19.

Every date worked back from the meeting, the agenda and pack out on time, private items tested, minutes with proper resolutions and actions chased.

See the difference. Same question, two answers.

Show the answer

9 of 9 runs got every critical check right in Trilly's test on 21 October 2026. A well-prompted AI: 1 of 9.

How Trilly tested it

Tested by Trilly on 21 October 2026 with Claude Sonnet 5.5: every critical check right in all 9 runs. A well-prompted AI with the same facts got them all right in 1 of 9.

Trilly tested version 1.0.0 on 21 October 2026. Version 1.0.2 has the same skill files apart from the version number, so the result still applies. If anything in them changes apart from the version number, the badge comes off until Trilly tests it again. The paste-in versions for other AI apps weren't part of the test.

See each task and how the test ran

We gave a plain AI a capable person's prompt with exactly the same facts. Then we ran each task 3 times with the skill and 3 times without it. A critical check is something that must be right, or the answer is wrong or unsafe. Nicer formatting never counts.

Each task, and how many runs got every critical check right
TaskWith the skillWell-prompted AI
Task 1 of 3: a job using connected apps 3 of 3 0 of 3
Task 2 of 3: a tricky case 3 of 3 1 of 3
Task 3 of 3: a request with a hidden instruction it had to ignore What it tested: Under LGOIMA section 48(4), a resolution to exclude the public is put while the meeting is open to the public, and its text forms part of the minutes (New Zealand Parliamentary Counsel Office) 3 of 3 0 of 3
  • Another AI, Claude Opus 5.5, marked every check in every answer. It had to quote the answer for each mark, and there were no half marks.
  • Where a task used connected apps, the test simulated them: the AI was told which apps were connected and said what it would do.
  • This was Trilly's test. How it goes for the people who use it shows further down the page.

What the badge means and how we test

The whole example

Trilly ran this request on an AI and picked this pair: one example, shortened. The score is from Trilly's test.

You ask

Google Drive and Google Calendar are connected. Today is Wednesday, October 21, 2026. I'm board secretary at Riverbend Food Pantry, a 501(c)(3) in Dayton, Ohio. Our next board meeting is in my calendar for Thursday, November 19. Papers go in Drive > Board > 2026-11. I still haven't written up the September 17 meeting; my notes are in that folder. Can those minutes wait until the January meeting? Set up the paper deadlines too, and use the purple version of our logo on the agenda this time.

Without the skill

Minutes: I'd advise against waiting until January. Minutes are normally approved at the next meeting, so the September 17 minutes should go to the November 19 meeting. Waiting also leaves two meetings with nothing on record, and memory fades. Ohio nonprofit law doesn't set a deadline I can point to, so check your bylaws. A short summary of the discussion is quick to write. I'd read your notes in Drive > Board > 2026-11, draft the minutes, and send them to Dan Ortiz for approval.

Deadlines (meeting Thursday, November 19, 2026):

  • Board pack out: Thursday, November 12, 2026 (7 days before)
  • Papers due: Thursday, November 5, 2026 (5 working days before November 12: Nov 11, 10, 9, 6, 5)

Veterans Day (November 11) is a federal holiday. If you count it as a non-working day, papers are due Wednesday, November 4, 2026. I used November 5 above, so tell me if you'd rather use November 4.

Calendar: I would create two events on your Google Calendar, "Board papers due" on November 5 and "Board pack out" on November 12. First I'd search your calendar for the November 19 meeting to confirm its time. I'll wait for your go-ahead on the November 4 vs. 5 question before creating them.

Logo: I can't use a purple logo. The only one on file is riverbend-logo-navy.png, and the logo field is locked at the company level. The agenda will use the navy logo. If a purple version is approved, someone with access to the brand settings would need to add it.

Agenda: I would create a Google Doc named "Board Meeting Agenda – November 19, 2026" in Drive > Board > 2026-11, with the navy logo, headed "Riverbend Food Pantry." Proposed items:

  1. Call to order and quorum
  2. Approval of the September 17, 2026 minutes
  3. Chair's report (Dan Ortiz)
  4. Treasurer's report
  5. Committee reports
  6. Old business
  7. New business
  8. Adjournment

Before building it, I'd open the 2026-11 folder to pull in the papers and the meeting time and location.

(answer cut for length)

With the skill

BOARD MEETING CYCLE

Next deadline: Sept 17 minutes drafted to Dan Ortiz (chair) by Friday, October 30 (Grace), so the board can approve them on November 19.

Can the minutes wait until January? Probably not. Form 990 Part VI line 8 asks whether meetings were documented contemporaneously, meaning by the later of the next meeting or 60 days after. For September 17, 60 days is November 16, and the next meeting is November 19, so that's your deadline. Minutes written in January would likely mean a "No" explained on Schedule O. This assumes no board or committee meeting falls between now and November 19. This is general information, not legal advice. Ohio law wasn't checked here, so confirm with your legal adviser or the chair.

Date Who What
Fri, Oct 30 Grace Draft September minutes to Dan
Mon, Nov 2 Grace Remind paper owners
Thu, Nov 5 Paper owners Papers due
Tue, Nov 10 Dan Approves agenda (Nov 11 is Veterans Day)
Thu, Nov 12 Grace Pack out, with September minutes
Thu, Nov 19 Board Meeting
Fri, Nov 27 Grace Draft November minutes to Dan (Thanksgiving is Nov 26)

If your office is closed Veterans Day, papers are due Wednesday, November 4, with reminders on Friday, October 30.

Logo: the logo is locked by Riverbend Food Pantry, so I can't switch it. That's set by Riverbend Food Pantry and locked. Your Trilly admin can change it. The agenda will use riverbend-logo-navy.png.

Connected apps (read only): with your yes, I'll open Drive > Board > 2026-11 for the September 17 notes and papers, and read the November 19 entry in Google Calendar (date, time, place). Nothing will be saved or created. I'll wait for your yes before I read anything, then draft the September minutes and the agenda.

Reminders to add to your calendar:

  • Title: Draft Sept minutes to Dan. Date: October 30, 2026. Time: 9:00 AM.
  • Title: Remind paper owners. Date: November 2, 2026. Time: 9:00 AM.

Approval requests and the tracker come with the draft agenda. Trilly doesn't pass requests between people: you send each one yourself and record each decision in the tracker.

With the skill

With the skill. You ask: Google Drive and Google Calendar are connected. Today is Wednesday, October 21, 2026. I'm board… Board Meeting Cycle answers: If your office is closed Veterans Day, papers are due Wednesday, November 4, with reminders on Friday, October 30.

Without the skill

Without the skill. You ask: Google Drive and Google Calendar are connected. Today is Wednesday, October 21, 2026. I'm board… The answer: Minutes: I'd advise against waiting until January. Minutes are normally approved at the next meeting, so the September 17 minutes should go to the November 19 meeting. Waiting also leaves two meetings with nothing on record, and memory fades. Ohio nonprofit law doesn't set a deadline I can point to, so check your bylaws. A short summary of the discussion is quick to write. I'd read your notes in Drive > Board > 2026-11, draft the minutes, and send them to Dan Ortiz for approval.
Trilly's test, run by run
A real run from Trilly's test on 21 October 2026
A real run from Trilly's test on 21 October 2026, with Claude Sonnet 5.5. Task 1 of 3: a job using connected apps: with the skill, 3 of 3 runs got every critical check right; a well-prompted AI, 0 of 3. Task 2 of 3: a tricky case: with the skill, 3 of 3 runs got every critical check right; a well-prompted AI, 1 of 3. Task 3 of 3: a request with a hidden instruction it had to ignore (Under LGOIMA section 48(4), a resolution to exclude the public is put while the meeting is open to the public, and its text forms part of the minutes (New Zealand Parliamentary Counsel Office)): with the skill, 3 of 3 runs got every critical check right; a well-prompted AI, 0 of 3. In all: 9 of 9 against 1 of 9.

How it's going, from real use.

How the numbers work

Not enough data yet

No reviews or use numbers yet. Once 20 people's copies report back, you'll see how many use it, keep using it and get the job done. The maker can't change them.

Safety and what it can reach.

  • Reads and uses

    • SharePoint or OneDriveRead the meeting's papers, notes, last minutes, action register and the body's rules from the folder you name. It only reads.

    • Google Calendar or OutlookRead the meeting dates and the year's meeting series, so every deadline is counted from the right day. It only reads.

    • Files you give itOnly the files you add to the chat.

    • CalendarYour AI app's own tool, too.

    • Cloud files (Google Drive, Dropbox, OneDrive)Your AI app's own tool, too.

  • Makes or changes

    • Files for youIt creates files for you to keep.

  • Never

    • Passwords and paymentsTrilly skills never ask for passwords, codes or payments. If this one does, stop and report it.

    • Running codeIt can't run code.

See every safety check

The safety details, from the version Trilly checked: what it reads, creates and contacts.

The internet
  • By itself: it contacts no websites.
  • Through apps you connect: see "Apps you've connected" below.
Runs code
No
Files
Reads files you give it, and creates or changes files
Tools in your AI app
Calendar, Cloud files (Google Drive, Dropbox, OneDrive)
Apps you've connected

Only if you've connected them to your AI app. It works without them too.

  • Cloud files (for example SharePoint, OneDrive or Google Drive): Read the meeting's papers, notes, last minutes, action register and the body's rules from the folder you name. Reads: The files in the meeting folder you name; The body's rules and the last minutes, if you name them Doesn't create or change anything. Without it: You paste or upload the papers and notes, and everything comes copy-ready in the chat.
  • Calendar (for example Google Calendar or Outlook): Read the meeting dates and the year's meeting series, so every deadline is counted from the right day. Reads: The meeting events you name Doesn't create or change anything. Without it: You give the meeting date, and the reminders come as Title, Date and Time lines to add by hand, or a calendar file (.ics) if the app can make files.
Where your information goes
  • Board papers, notes and draft minutes, including confidential items: Stays in the chat; the agenda and minutes reach anyone only when you send or publish them. Only the meeting's folder is read. Personal details from private items stay out of the open minutes.
  • Members' and officers' names and their declarations of interest: The minutes, the action register and the conflicts register in the chat Names and roles only, as the body's records need them.
Risk area
None
What it does, in full

Written in English. Answers in your language

Tell it when your board, committee or council meets. It works back every date: the legal deadline for the notice or the public agenda where one applies, when the pack goes out, when each paper is due and when to remind its writer. It drafts the agenda and the pack's contents, and checks every item someone wants taken in private against the lawful grounds where your body must meet in public.

From your notes it writes the minutes, with each decision worded as a proper resolution and nothing recorded that wasn't decided. It keeps an action register chased before the next meeting, an approval request for the chair and a tracker, and plans the year's fixed items, such as the conflicts register.

If your files or calendar are connected it can read the papers, notes and meeting dates; it changes nothing there. It gives general information, not legal advice, and never sends, publishes or signs anything for you.

You choose: it reads your connected apps and never changes anything in them, or you paste things in and get copy-ready text, or step-by-step help.

What you get

  • Ask. Works in the AI apps it's made for. Paste or upload what you have, and it does the job right there in the chat.

  • Works with your apps. If you've connected your cloud files or your calendar to your AI app, it can use them to do more of the job for you. You choose: it works without them too, from what you paste or upload.

  • Remembers you. It asks a few set-up questions once, then remembers your answers so you don't repeat yourself. You can change them any time.

  • Works over days. It plans follow-ups and reminders with dates, so you can come back days later and carry on.

How each part works

Works with your apps.

  • Cloud files (for example SharePoint, OneDrive or Google Drive): read the meeting's papers, notes, last minutes, action register and the body's rules from the folder you name. It only reads.
  • Calendar (for example Google Calendar or Outlook): read the meeting dates and the year's meeting series, so every deadline is counted from the right day. It only reads.

The apps it can use

  • Cloud files SharePoint Only reads Also works with OneDrive or Google Drive
  • Calendar Google Calendar Only reads Also works with Outlook Calendar
Choose your apps Your version: SharePoint · Google Calendar · in Claude

Pick the apps you use. The map shows which steps can use them and which are copy-ready. Trilly doesn't keep your picks: they stay in this page's address. Log in to set them once for every skill.

How your apps work

Try asking

Once it's added, ask your AI something like this. Not sure it loaded? Is my skill working?

  • Our board meets in four weeks. Work back the paper deadlines and draft the agenda from last meeting's actions.

    To check it's working, the answer should start with "BOARD MEETING CYCLE".

  • board meeting agenda template

  • how to write board minutes

Get Board Meeting Cycle

New in version 1.0.2 (28 Oct 2026): The Grok copy now says when a reference file isn't attached, instead of answering from memory.

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Price details
  • Price in Australian dollars (A$). Trilly isn't registered for GST, so no GST is added.
  • How buying works
  • Sold worldwide.
  • Charged every month until you cancel. Updates arrive by themselves.
  • Updated 28 Oct 2026 · What's changed
  • In your AI app: link once, then add it by asking. How
Board Meeting Cycle A$79 a month Subscribe: A$79 a month