Board Governance

Board & Governance

What it is: Board meetings, resolutions, action items and risk register.

Overview

Works out the smallest useful Board & Governance setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 7: Protect. Fits: Growth stage. Table code: n/a.

When to Use This Skill

• board meeting tracker
• governance log
• board resolutions register
• risk register for board

Also use it when the user says "board meetings, resolutions, action items and risk register", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: How often does the board meet?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Body - Board, investors or both? / How many members? / Any committees?
• Cadence - How often? / Papers in advance? / Any formal minutes?
• Decisions - What gets recorded? / Actions assigned? / Followed up?
• Current process - How is it managed now? / Documents or memory? / Where stored?
• Outcome - What do you need? / A meeting record, an action log or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

module: board-governance
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Body": null
  "Cadence": null
  "Decisions": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Keep meetings, papers and decisions as separate records joined by the meeting, and track actions to a due date and an owner.

Why this one: Governance records fail on lost actions rather than missing minutes. The action log is what the board actually needs.

Workflow: Meeting scheduled → Papers circulated → Meeting held → Minutes recorded → Actions tracked

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the requested artifacts. For machine-readable text, keep prose outside the data; for files, provide a usable link. Report material validation failures or limitations separately.

A selected Notion output is rendered by notion-manual-import, so route the Notion step there. When the user selects Notion, hand that step to @notion-manual-import: it holds the CSV, the property mapping, the import steps and the verification checklist, and it renders the Field Reference below instead of defining a table of its own. Do not restate the mapping here and do not improvise the import steps. Manual CSV and mapping outputs need no connection. For requested workspace changes, follow the shared contract: verify actual tool access and the target before writing. A user saying "connected" is not tool evidence. Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user requests a workbook. A CSV carries no types, so after it, name the columns that need a number, date or currency format applied.

Board Item,Item Type,Meeting Date,Agenda,Presented By,Decision,Resolution Number,Vote Result,Action Owner,Due Date,Risk Level,Linked Report,Documents,Confidential,Status,Board Item ID
Approve FY27 budget,Resolution,2026-01-15,1. Q1 budget 2. Audit scope 3. Hiring freeze,Example Presenter,Approved,BR-EXAMPLE-001,Unanimous,Example Owner,2026-01-15,Low,RPT-EXAMPLE-001,"Board pack, FY27 budget",Internal,Actioned,

CREATE TABLE board_governance (
  board_item VARCHAR(255),
  item_type VARCHAR(100) NOT NULL,
  meeting_date DATE NOT NULL,
  agenda VARCHAR(255),
  presented_by VARCHAR(255),
  decision VARCHAR(255),
  resolution_number VARCHAR(255),
  vote_result VARCHAR(255),
  action_owner VARCHAR(255),
  due_date DATE NOT NULL,
  risk_level VARCHAR(100) NOT NULL,
  linked_report VARCHAR(255),  -- relation -> target record
  documents VARCHAR(255),
  confidential VARCHAR(100) NOT NULL,
  status VARCHAR(100) NOT NULL,
  board_item_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

CREATE INDEX idx_board_governance_status ON board_governance (status);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Board & Governance",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Board Item": { "type": "string" },
      "Item Type": { "type": "string" },
      "Meeting Date": { "type": "string", "format": "date" },
      "Agenda": { "type": "string" },
      "Presented By": { "type": "string" },
      "Decision": { "type": "string" },
      "Resolution Number": { "type": "string" },
      "Vote Result": { "type": "string" },
      "Action Owner": { "type": "string" },
      "Due Date": { "type": "string", "format": "date" },
      "Risk Level": { "type": "string" },
      "Linked Report": { "type": "string" },
      "Documents": { "type": "string" },
      "Confidential": { "type": "string" },
      "Status": { "type": "string" },
      "Board Item ID": { "type": "integer" }
  },
  "required": [
      "Item Type",
      "Meeting Date",
      "Due Date",
      "Risk Level",
      "Confidential",
      "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Board Item | Title | Use as the database title |
| Item Type | Select (add options after import) | Convert to Select, add options: "Resolution", "Action Item", "Risk", "Agenda", "Minutes", "Update" |
| Meeting Date | Date | Convert to Date |
| Agenda | Text | Leave as Text |
| Presented By | Text | Leave as Text |
| Decision | Text | Leave as Text |
| Resolution Number | Text | Leave as Text |
| Vote Result | Text | Leave as Text |
| Action Owner | Text | Leave as Text |
| Due Date | Date | Convert to Date |
| Risk Level | Select (add options after import) | Convert to Select, add options: "Low", "Medium", "High", "Critical" |
| Linked Report | Relation (link to the target database) | Convert to Relation, link to the target database |
| Documents | Text | Leave as Text |
| Confidential | Select (add options after import) | Convert to Select, add options: "Public", "Internal", "Restricted", "Highly Restricted" |
| Status | Select (add options after import) | Convert to Select, add options: "Proposed", "Discussed", "Approved", "Actioned", "Closed" |
| Board Item ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays currency, dates stay date, and anything pointing at another table stays relation.

Field Reference

Select Options

Item Type

Resolution | Action Item | Risk | Agenda | Minutes | Update

Risk Level

Low | Medium | High | Critical

Confidential

Public | Internal | Restricted | Highly Restricted

Status

Proposed | Discussed | Approved | Actioned | Closed

Relations

Link fields: Linked Report

Examples

Prompt

Board actions from last year were never followed up.

Context first - one question per message, nothing already answered:

Q: How often? A: Quarterly.

Q: Any committees? A: One audit committee.

Q: How are minutes handled? A: Typed up afterwards, filed on a drive.

Recommended next step - offered, not built:

Keep meetings, papers and decisions as separate records joined by the meeting, and track actions to a due date and an owner.

Workflow: Meeting scheduled → Papers circulated → Meeting held → Minutes recorded → Actions tracked

Want the CSV, SQL, JSON Schema and Notion mapping for this?