Maintaining accurate and thorough minutes of foundation meetings is essential for several reasons. First, as a 501(c)(3) organization, the IRS expects proper documentation of governance activities, and well-kept minutes serve as evidence that the foundation is operating in accordance with its charitable purpose and not for private benefit. Minutes create a permanent legal record of decisions made, actions authorized, and the reasoning behind them, which can be invaluable if the foundation ever faces an audit, legal challenge, or questions from regulators. They also demonstrate that directors or trustees are fulfilling their fiduciary duties by exercising due diligence and informed judgment. Beyond compliance, minutes provide continuity as board membership changes over time, preserving institutional memory and ensuring new members understand the history of key decisions. In short, consistent and complete meeting minutes protect the foundation, its leadership, and its tax-exempt status.

This document instructs how to easily create a minute for the foundation.

All corporate minutes are created using a program called Progress Podio. (Formerly just Podio)

Start by going to the corporate minutes page at this URL:  https://podio.com/healerslibrarycom/corporate

Once the minute has been saved (give it a few seconds) click the "Generate Foundation Minute" button to actually create the pdf of the minute, which is the ultimate goal here.

On the right side of the screen, in the "Activity" area, you will see a notice that the minute has been created.

Once the minute has been created, you can refresh your screen by pressing Command-R (Mac) or Control-R (Windows) and you will see that the pdf has been created.

If you click on the pdf, you will see a preview of it appear.

At point, the automation takes over and accomplishes the following:

• The newly created Foundation Minute is emailed to the Nelson Properties/Discover Healing Foundation/Corporate Minutes folder.
• A copy of the minute is printed out on my (Dr. Brad's) printer in his office for signatures. The minute is then 3-hole punched and put into the Foundation corporate book, which is stored in my office pantry.

And that is as easy as I can possibly make it! - Dr. Brad : ) Saturday, December 6, 2025