Meeting Preparation Checklist

Before Your First Meeting

Organization Setup (30 minutes)

• [ ] Create your boards under Boards in the sidebar
• [ ] For each board, add all voting members with accurate names and roles (Chair, Vice Chair, etc.)
• [ ] Add non-voting participants (Municipality Administrator, Counsel, etc.) in the Participants section
• [ ] Tag which boards each participant regularly attends
• [ ] Add board aliases if your boards are known by alternate names

Recording Setup

• [ ] Test your recording equipment before the meeting
• [ ] Place microphone in center of board table if possible
• [ ] Check audio levels during a test run
• [ ] Plan to record the full meeting from start to end

Before Each Meeting

• [ ] Confirm all board members are entered in the system
• [ ] Confirm the meeting date/time in your calendar
• [ ] Prepare recording device
• [ ] Test microphone 15 minutes before start

After Each Meeting

• [ ] Upload the recording to MuniMins
• [ ] Check the Processing Queue after 5-10 minutes to see if processing started
• [ ] When processing completes (usually within an hour), review your minutes
• [ ] Confirm all speaker identities in the transcript
• [ ] Make any corrections to motion text, vote counts, or discussion summaries
• [ ] Move minutes to "Approved" status
• [ ] Export as PDF and file with your official records