> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Governing body

> Board members, meeting records, attendance, quorum, and meeting notices.

These tabs record your board or governing body: who serves, when they met, who attended, and whether
notices were issued properly.

Governing body oversight is a regulatory expectation. Surveyors look for evidence that a board
actually meets, achieves quorum, and reviews the things it is supposed to review.

## Governing Body

Board and governing body members with roles, orientation status, and terms.

**Columns:** First Name · Last Name · Title · Email · Start · Active · Orientation

**Orientation** matters more than it looks. A board member who has not been oriented cannot
meaningfully discharge oversight duties, and the gap is visible at survey.

## Meetings

Board meeting records with attendance, quorum tracking, and scheduling.

**Columns:** Date · Type · Quorum Met · Next Meeting

<Warning>
  **Quorum Met** is the field that determines whether a meeting's decisions are valid. A meeting
  without quorum cannot approve anything. Record it honestly — a false quorum record invalidates
  every decision made at that meeting.
</Warning>

## Attendees

Governing body meeting attendance records.

**Columns:** Meeting · Member

Attendance records are what substantiate the quorum determination. Record each attendee individually.

## Meeting Notices

Shareholder and board meeting notices with dates and types.

**Columns:** Type · Notice Date · Meeting Date · Time

<Warning>
  Most governing documents require a minimum notice period between **Notice Date** and **Meeting
  Date**. A meeting held on short notice may have its decisions challenged. Check your bylaws for the
  required period.
</Warning>

## Running a board meeting

<Steps>
  <Step title="Issue the notice">
    Record **Notice Date**, **Meeting Date**, and time, respecting your required notice period.
  </Step>

  <Step title="Hold the meeting">
    Create the meeting record with date and type.
  </Step>

  <Step title="Record attendance">
    Add each attendee on the **Attendees** tab.
  </Step>

  <Step title="Determine quorum">
    Set **Quorum Met** based on actual attendance against your bylaws.
  </Step>

  <Step title="Schedule the next meeting">
    Set **Next Meeting** so the cycle continues.
  </Step>
</Steps>

## Onboarding a board member

<Steps>
  <Step title="Add the member record">
    Name, title, email, and term start date.
  </Step>

  <Step title="Complete orientation">
    Set **Orientation** once done.
  </Step>

  <Step title="Confirm active status">
    **Active** distinguishes serving members from past ones.
  </Step>
</Steps>

## What the board should review

Regulatory oversight typically covers:

| Topic                           | Where the evidence lives                              |
| ------------------------------- | ----------------------------------------------------- |
| QAPI activity and outcomes      | [QAPI](/compliance/qapi)                              |
| Compliance findings and surveys | [Compliance](/compliance)                             |
| Budgets and strategic plans     | [Budgets and planning](/finance/budgets-and-planning) |
| Incidents and complaints        | [Member safeguards](/compliance/member-safeguards)    |
| Emergency preparedness          | [Emergency Preparedness](/emergency)                  |

<Tip>
  Keeping the review topics consistent meeting to meeting makes the oversight trail far easier to
  evidence than ad hoc agendas.
</Tip>

## Troubleshooting

| Problem                                                | What to check                                                                |
| ------------------------------------------------------ | ---------------------------------------------------------------------------- |
| A meeting's decisions are being questioned             | Check **Quorum Met** and the attendance records supporting it.               |
| A board member shows inactive but is still serving     | Update **Active** on their record.                                           |
| Orientation shows incomplete for a long-serving member | Complete and record it. The gap is a survey finding.                         |
| A notice was issued too late                           | Check your bylaws' notice period. Reissue and rescheduling may be necessary. |

## Related

<CardGroup cols={2}>
  <Card title="QAPI" icon="trending-up" href="/compliance/qapi">
    The improvement work the board reviews.
  </Card>

  <Card title="Compliance and notifications" icon="bell" href="/corporate/compliance-and-notifications">
    Annual governance checklists.
  </Card>
</CardGroup>