{
  "$schema": "./board-meeting-agenda.schema.json",
  "schemaVersion": "1.0.0",
  "agendaId": "BMA-2026-Q3",
  "revision": 3,
  "status": "approved_for_circulation",
  "meeting": {
    "boardName": "Cedar Harbor Foundation Board",
    "meetingType": "regular_board_meeting",
    "scheduledStart": "2026-09-15T14:00:00Z",
    "scheduledEnd": "2026-09-15T16:00:00Z",
    "timezone": "America/New_York",
    "mode": "hybrid",
    "locationOrJoinRef": "https://governance.example.test/meetings/BMA-2026-Q3/logistics",
    "noticeRef": "https://governance.example.test/notices/BMA-2026-Q3",
    "governingDocumentRef": "https://governance.example.test/policies/board-standing-orders-v4",
    "preparedById": "P-SECRETARY",
    "chairId": "P-CHAIR",
    "boardSecretaryId": "P-SECRETARY"
  },
  "attendancePlan": {
    "votingMemberIds": ["P-CHAIR", "P-DEPUTY", "P-MEMBER-A", "P-MEMBER-B"],
    "expectedPresentMemberIds": ["P-CHAIR", "P-DEPUTY", "P-MEMBER-A"],
    "expectedAbsentMemberIds": ["P-MEMBER-B"],
    "guestIds": ["P-CEO", "P-CFO"],
    "quorumRuleRef": "https://governance.example.test/policies/board-standing-orders-v4#quorum",
    "quorumInputState": "recorded_not_certified",
    "quorumInputNote": "Three of four voting members are expected. The board secretary must verify attendance and the applicable rule at the meeting; this agenda does not certify quorum.",
    "conflictDeclarationPrompt": "Declare any actual, potential, or perceived conflict before the affected item. The chair or authorized alternate determines handling under the governing documents.",
    "deputyChairId": "P-DEPUTY"
  },
  "people": [
    {
      "id": "P-CHAIR",
      "name": "Mara Vale",
      "role": "chair",
      "votingMember": true
    },
    {
      "id": "P-DEPUTY",
      "name": "Jonas Reed",
      "role": "deputy_chair",
      "votingMember": true
    },
    {
      "id": "P-MEMBER-A",
      "name": "Lin Chen",
      "role": "board_member",
      "votingMember": true
    },
    {
      "id": "P-MEMBER-B",
      "name": "Noah Imani",
      "role": "board_member",
      "votingMember": true
    },
    {
      "id": "P-CEO",
      "name": "Avery Holt",
      "role": "chief_executive",
      "votingMember": false
    },
    {
      "id": "P-SECRETARY",
      "name": "Sana Dune",
      "role": "board_secretary",
      "votingMember": false
    },
    {
      "id": "P-CFO",
      "name": "Milo Hart",
      "role": "finance_presenter",
      "votingMember": false
    }
  ],
  "papers": [
    {
      "id": "BP-PRIOR-MINUTES",
      "title": "Draft minutes from the prior meeting",
      "version": "2.0",
      "status": "ready_for_review",
      "ownerId": "P-SECRETARY",
      "purpose": "approval",
      "decisionQuestion": "Are the prior minutes an accurate record for approval or amendment?",
      "submittedAt": "2026-09-08T16:00:00Z",
      "reviewBy": "2026-09-15T14:10:00Z",
      "accessLevel": "board",
      "sourceRef": "https://governance.example.test/papers/BP-PRIOR-MINUTES/v2"
    },
    {
      "id": "BP-CONSENT",
      "title": "Routine committee and policy confirmations",
      "version": "1.1",
      "status": "ready_for_review",
      "ownerId": "P-SECRETARY",
      "purpose": "consent",
      "decisionQuestion": "May the listed routine items be adopted together unless one is removed for discussion?",
      "submittedAt": "2026-09-08T16:05:00Z",
      "reviewBy": "2026-09-15T14:10:00Z",
      "accessLevel": "board",
      "sourceRef": "https://governance.example.test/papers/BP-CONSENT/v1-1"
    },
    {
      "id": "BP-EXEC-UPDATE",
      "title": "Chief executive exception report",
      "version": "1.0",
      "status": "ready_for_review",
      "ownerId": "P-CEO",
      "purpose": "information",
      "decisionQuestion": "Which material changes require board questions or a future decision item?",
      "submittedAt": "2026-09-08T16:10:00Z",
      "reviewBy": "2026-09-15T14:20:00Z",
      "accessLevel": "board",
      "sourceRef": "https://governance.example.test/papers/BP-EXEC-UPDATE/v1"
    },
    {
      "id": "BP-STRATEGY",
      "title": "Service reach scenarios",
      "version": "3.0",
      "status": "ready_for_review",
      "ownerId": "P-CEO",
      "purpose": "discussion",
      "decisionQuestion": "What evidence and constraints must be resolved before the board selects a service-reach scenario?",
      "submittedAt": "2026-09-08T16:15:00Z",
      "reviewBy": "2026-09-15T14:35:00Z",
      "accessLevel": "board",
      "sourceRef": "https://governance.example.test/papers/BP-STRATEGY/v3"
    },
    {
      "id": "BP-BUDGET",
      "title": "Revised annual budget envelope",
      "version": "4.2",
      "status": "ready_for_review",
      "ownerId": "P-CFO",
      "purpose": "decision",
      "decisionQuestion": "Should the board adopt the proposed revised budget envelope subject to the stated conditions?",
      "submittedAt": "2026-09-08T16:20:00Z",
      "reviewBy": "2026-09-15T15:00:00Z",
      "accessLevel": "board",
      "sourceRef": "https://governance.example.test/papers/BP-BUDGET/v4-2"
    },
    {
      "id": "BP-RISK",
      "title": "Material risk exceptions and responses",
      "version": "2.1",
      "status": "ready_for_review",
      "ownerId": "P-CEO",
      "purpose": "discussion",
      "decisionQuestion": "Which risk responses need additional evidence, ownership, or a later board decision?",
      "submittedAt": "2026-09-08T16:25:00Z",
      "reviewBy": "2026-09-15T15:30:00Z",
      "accessLevel": "board",
      "sourceRef": "https://governance.example.test/papers/BP-RISK/v2-1"
    },
    {
      "id": "BP-EXEC-SESSION",
      "title": "Executive-session briefing note",
      "version": "1.0",
      "status": "ready_for_review",
      "ownerId": "P-CHAIR",
      "purpose": "discussion",
      "decisionQuestion": "What questions may the board discuss within the separately confirmed executive-session boundary?",
      "submittedAt": "2026-09-08T16:30:00Z",
      "reviewBy": "2026-09-15T15:45:00Z",
      "accessLevel": "restricted",
      "sourceRef": "https://governance.example.test/papers/BP-EXEC-SESSION/v1"
    }
  ],
  "conflicts": [
    {
      "id": "CI-BUDGET",
      "personId": "P-MEMBER-A",
      "agendaItemIds": ["AI-BUDGET"],
      "declarationStatus": "declared_input",
      "handlingPlan": "Before the item begins, the chair must confirm the applicable participation and recusal handling under the governing documents.",
      "handlingDecisionRef": null
    },
    {
      "id": "CI-EXEC-SESSION",
      "personId": "P-CHAIR",
      "agendaItemIds": ["AI-EXEC-SESSION"],
      "declarationStatus": "declared_input",
      "handlingPlan": "The deputy chair must confirm whether the chair withdraws and who presides for the item under the governing documents.",
      "handlingDecisionRef": null
    }
  ],
  "motions": [
    {
      "id": "M-CONSENT",
      "agendaItemId": "AI-CONSENT",
      "status": "proposed",
      "text": "Approve the prior minutes as amended, if any, and adopt the routine consent items that no member removes for discussion.",
      "moverRole": "voting_member",
      "thresholdRef": "https://governance.example.test/policies/board-standing-orders-v4#voting",
      "authorityRef": "https://governance.example.test/policies/reserved-matters-v2"
    },
    {
      "id": "M-BUDGET",
      "agendaItemId": "AI-BUDGET",
      "status": "proposed",
      "text": "Adopt the revised annual budget envelope in paper BP-BUDGET version 4.2, subject to the stated conditions and any recorded amendment.",
      "moverRole": "voting_member",
      "thresholdRef": "https://governance.example.test/policies/board-standing-orders-v4#voting",
      "authorityRef": "https://governance.example.test/policies/reserved-matters-v2#budget"
    }
  ],
  "followUps": [
    {
      "id": "FU-STRATEGY-EVIDENCE",
      "sourceAgendaItemId": "AI-STRATEGY",
      "description": "Prepare the missing evidence comparison for the next decision-ready strategy paper.",
      "proposedOwnerId": "P-CEO",
      "targetDate": "2026-10-02",
      "status": "proposed_handoff",
      "destinationRef": "https://governance.example.test/action-register/FU-STRATEGY-EVIDENCE"
    },
    {
      "id": "FU-RISK-OWNER",
      "sourceAgendaItemId": "AI-RISK",
      "description": "Route the unresolved risk-response ownership question to the action register after the meeting.",
      "proposedOwnerId": "P-CEO",
      "targetDate": "2026-09-25",
      "status": "proposed_handoff",
      "destinationRef": "https://governance.example.test/action-register/FU-RISK-OWNER"
    }
  ],
  "executiveSessions": [
    {
      "id": "ES-GOVERNANCE",
      "agendaItemId": "AI-EXEC-SESSION",
      "reasonCategory": "governance_discussion",
      "entryRuleRef": "https://governance.example.test/policies/board-standing-orders-v4#executive-session",
      "invitedPersonIds": ["P-CHAIR", "P-DEPUTY", "P-MEMBER-A", "P-MEMBER-B"],
      "recordCustodianId": "P-SECRETARY",
      "boundaryNote": "The chair or authorized alternate must confirm the applicable rule, attendees, record treatment, and any privilege or confidentiality advice. The agenda alone creates no legal privilege."
    }
  ],
  "agendaItems": [
    {
      "id": "AI-OPEN",
      "sequence": 1,
      "kind": "opening",
      "title": "Call to order, attendance inputs, conflicts, and agenda",
      "purpose": "Confirm the planned meeting identity, collect attendance and conflict inputs, and identify any proposed agenda adjustment without certifying validity.",
      "presenterId": "P-CHAIR",
      "startAt": "2026-09-15T14:00:00Z",
      "endAt": "2026-09-15T14:10:00Z",
      "durationMinutes": 10,
      "decisionExpectation": "discussion_only",
      "proposedMotionIds": [],
      "requiredPaperIds": [],
      "conflictIds": [],
      "followUpIds": [],
      "sessionBoundary": "open_board"
    },
    {
      "id": "AI-CONSENT",
      "sequence": 2,
      "kind": "consent",
      "title": "Prior minutes and consent agenda",
      "purpose": "Let any voting member remove an item for discussion before the remaining routine bundle is considered under the applicable rules.",
      "presenterId": "P-CHAIR",
      "startAt": "2026-09-15T14:10:00Z",
      "endAt": "2026-09-15T14:20:00Z",
      "durationMinutes": 10,
      "decisionExpectation": "proposed_resolution",
      "proposedMotionIds": ["M-CONSENT"],
      "requiredPaperIds": ["BP-PRIOR-MINUTES", "BP-CONSENT"],
      "conflictIds": [],
      "followUpIds": [],
      "sessionBoundary": "open_board"
    },
    {
      "id": "AI-EXEC-UPDATE",
      "sequence": 3,
      "kind": "information",
      "title": "Chief executive exception update",
      "purpose": "Review material changes and identify questions or later decision items without replaying routine operating reports.",
      "presenterId": "P-CEO",
      "startAt": "2026-09-15T14:20:00Z",
      "endAt": "2026-09-15T14:35:00Z",
      "durationMinutes": 15,
      "decisionExpectation": "information_only",
      "proposedMotionIds": [],
      "requiredPaperIds": ["BP-EXEC-UPDATE"],
      "conflictIds": [],
      "followUpIds": [],
      "sessionBoundary": "open_board"
    },
    {
      "id": "AI-STRATEGY",
      "sequence": 4,
      "kind": "discussion",
      "title": "Service reach scenarios",
      "purpose": "Challenge the scenarios, evidence gaps, stakeholder effects, constraints, and conditions needed for a later decision-ready paper.",
      "presenterId": "P-CEO",
      "startAt": "2026-09-15T14:35:00Z",
      "endAt": "2026-09-15T15:00:00Z",
      "durationMinutes": 25,
      "decisionExpectation": "discussion_only",
      "proposedMotionIds": [],
      "requiredPaperIds": ["BP-STRATEGY"],
      "conflictIds": [],
      "followUpIds": ["FU-STRATEGY-EVIDENCE"],
      "sessionBoundary": "open_board"
    },
    {
      "id": "AI-BUDGET",
      "sequence": 5,
      "kind": "decision",
      "title": "Revised annual budget envelope",
      "purpose": "Consider the stated budget question, evidence, conditions, declared conflict input, and proposed resolution under the organization’s separate authority rules.",
      "presenterId": "P-CFO",
      "startAt": "2026-09-15T15:00:00Z",
      "endAt": "2026-09-15T15:30:00Z",
      "durationMinutes": 30,
      "decisionExpectation": "proposed_resolution",
      "proposedMotionIds": ["M-BUDGET"],
      "requiredPaperIds": ["BP-BUDGET"],
      "conflictIds": ["CI-BUDGET"],
      "followUpIds": [],
      "sessionBoundary": "open_board"
    },
    {
      "id": "AI-RISK",
      "sequence": 6,
      "kind": "discussion",
      "title": "Material risk exceptions",
      "purpose": "Review unresolved risk exceptions, response ownership, evidence, and any item that needs a future board decision.",
      "presenterId": "P-CEO",
      "startAt": "2026-09-15T15:30:00Z",
      "endAt": "2026-09-15T15:45:00Z",
      "durationMinutes": 15,
      "decisionExpectation": "discussion_only",
      "proposedMotionIds": [],
      "requiredPaperIds": ["BP-RISK"],
      "conflictIds": [],
      "followUpIds": ["FU-RISK-OWNER"],
      "sessionBoundary": "open_board"
    },
    {
      "id": "AI-EXEC-SESSION",
      "sequence": 7,
      "kind": "executive_session",
      "title": "Executive-session governance discussion",
      "purpose": "Discuss the bounded governance question only after the chair or authorized alternate confirms the applicable entry, attendance, and record rules.",
      "presenterId": "P-DEPUTY",
      "startAt": "2026-09-15T15:45:00Z",
      "endAt": "2026-09-15T15:55:00Z",
      "durationMinutes": 10,
      "decisionExpectation": "discussion_only",
      "proposedMotionIds": [],
      "requiredPaperIds": ["BP-EXEC-SESSION"],
      "conflictIds": ["CI-EXEC-SESSION"],
      "followUpIds": [],
      "sessionBoundary": "executive_session"
    },
    {
      "id": "AI-CLOSE",
      "sequence": 8,
      "kind": "close",
      "title": "Readiness check, record handoffs, and next meeting input",
      "purpose": "Confirm which proposed motions, decisions, actions, and record responsibilities must be captured in their separate authoritative systems after the meeting.",
      "presenterId": "P-CHAIR",
      "startAt": "2026-09-15T15:55:00Z",
      "endAt": "2026-09-15T16:00:00Z",
      "durationMinutes": 5,
      "decisionExpectation": "information_only",
      "proposedMotionIds": [],
      "requiredPaperIds": [],
      "conflictIds": [],
      "followUpIds": [],
      "sessionBoundary": "open_board"
    }
  ],
  "approval": {
    "chairReviewState": "approved_for_circulation",
    "chairReviewedAt": "2026-09-09T12:00:00Z",
    "approvedRevision": 3,
    "circulatedAt": "2026-09-09T13:00:00Z",
    "circulationRef": "https://governance.example.test/circulation/BMA-2026-Q3-r3",
    "changeAuthorityId": "P-CHAIR"
  },
  "custody": {
    "canonicalAgendaRef": "https://governance.example.test/agendas/BMA-2026-Q3/r3",
    "accessClass": "board_confidential",
    "retentionRuleRef": "https://governance.example.test/policies/records-v3#board-agendas",
    "supersedesAgendaId": "BMA-2026-Q3-R2",
    "minutesRecordRef": "https://governance.example.test/minutes/BMA-2026-Q3",
    "decisionLogRef": "https://governance.example.test/decision-log/BMA-2026-Q3",
    "actionRegisterRef": "https://governance.example.test/action-register/BMA-2026-Q3"
  },
  "boundaries": {
    "certifiesNotice": false,
    "certifiesQuorum": false,
    "isBoardMinutes": false,
    "isLegalAdvice": false,
    "grantsDecisionAuthority": false,
    "executesSignature": false,
    "submitsFiling": false
  },
  "changeHistory": [
    {
      "revision": 1,
      "changedAt": "2026-09-05T10:00:00Z",
      "changedById": "P-SECRETARY",
      "summary": "Created the first agenda draft from the quarterly forward plan."
    },
    {
      "revision": 2,
      "changedAt": "2026-09-08T17:00:00Z",
      "changedById": "P-SECRETARY",
      "summary": "Added final paper versions, conflict inputs, and proposed motion text."
    },
    {
      "revision": 3,
      "changedAt": "2026-09-09T12:00:00Z",
      "changedById": "P-CHAIR",
      "summary": "Approved the agenda for circulation with a bounded executive-session item."
    }
  ]
}