Decision Logger

Two-layer memory system for executive decisions. Layer 1 stores everything discussed. Layer 2 stores only what the founder approved. Future sessions read Layer 2 only -- this prevents hallucinated consensus from past debates bleeding into new deliberations.

Keywords

decision log, memory, approved decisions, action items, board minutes, conflict detection, DO_NOT_RESURFACE, decision history, overdue, supersession, decision search, decision tracking, accountability

Two-Layer Architecture

Why Two Layers?

Single-layer decision logs create a dangerous problem: agents read old debates, rejected proposals, and discarded ideas, then treat them as context for new decisions. This causes "hallucinated consensus" where rejected ideas gradually become accepted through repetition.

The two-layer system prevents this by strictly separating raw discussion from approved decisions.

Layer Architecture

Layer 1: Raw Transcripts (NEVER auto-loaded) Location: memory/board-meetings/YYYY-MM-DD-raw.md Contains: Full deliberation, all perspectives, rejected arguments Loaded: Only on explicit founder request Retention: Active 90 days, then archived

Layer 2: Approved Decisions (AUTO-LOADED every session) Location: memory/board-meetings/decisions.md Contains: Only founder-approved decisions and action items Loaded: Automatically at start of every board meeting (Phase 1) Mutation: Append-only. Decisions are never deleted, only superseded.

Layer Interaction Rules

Rule Rationale

Layer 2 is append-only Preserves complete decision history

Layer 1 is never auto-loaded Prevents hallucinated consensus

Only Chief of Staff writes to Layer 2 Single point of control

Agents never write directly All writes go through Chief of Staff after founder approval

Superseded decisions stay in Layer 2 History is the record; nothing is deleted

Decision Entry Format

Standard Decision Record

[YYYY-MM-DD] -- [DECISION TITLE]

Decision: [One clear statement of what was decided] Context: [1-2 sentences on why this decision was needed] Owner: [One person or role accountable for execution] Deadline: [YYYY-MM-DD] Review Date: [YYYY-MM-DD] Confidence: [High / Medium / Low] Rationale: [Why this option over alternatives, 1-2 sentences]

User Override: [If founder changed agent recommendation -- what and why]

Rejected Alternatives:

• [Proposal] -- [reason for rejection] [DO_NOT_RESURFACE]
• [Proposal] -- [reason for rejection]

Action Items:

• [Action] -- Owner: [name] -- Due: [YYYY-MM-DD]
• [Action] -- Owner: [name] -- Due: [YYYY-MM-DD]

Dependencies: [Other decisions this depends on] Supersedes: [DATE of previous decision on same topic, if any] Superseded by: [Filled retroactively if overridden later] Raw transcript: memory/board-meetings/[DATE]-raw.md Tags: [topic tags for search -- e.g., pricing, hiring, market-entry]

Completed Action Item Format

• [Action] -- Owner: [name] -- Completed: [YYYY-MM-DD] -- Result: [one sentence]

Conflict Detection System

Before logging any new decision, the system checks for three types of conflicts.

Conflict Type 1: DO_NOT_RESURFACE Violation

A new decision matches a previously rejected proposal.

Detection: New proposal text similarity > 70% to a rejected proposal

Response: BLOCKED: "[Proposal]" was rejected on [DATE]. Reason: [original rejection reason]

To reopen: Founder must explicitly say "reopen [topic] from [DATE]" This cannot be overridden by agents.

Conflict Type 2: Topic Contradiction

Two active decisions on the same topic reach different conclusions.

Detection: Same tags + contradictory conclusions

Response: DECISION CONFLICT DETECTED

Active decision (older): [DATE] -- [decision text] New decision: [DATE] -- [decision text]

These decisions contradict each other.

Options:

1. Supersede old decision (new replaces old)
2. Merge decisions (reconcile the conflict)
3. Defer to founder (present both, let founder choose)

Conflict Type 3: Owner Conflict

Same action assigned to different people in different decisions.

Detection: Same action description, different owners

Response: OWNER CONFLICT

Action: "[action text]" Decision 1 ([DATE]): Owner = [Person A] Decision 2 ([DATE]): Owner = [Person B]

Resolve: Which owner is correct?

Conflict Resolution Decision Tree

START: Conflict detected | v [What type of conflict?] | +-- DO_NOT_RESURFACE --> Block automatically. Only founder can reopen. | +-- Topic contradiction --> [Is the new decision from a board meeting?] | | | +-- YES --> Supersede old by default (board > individual) | +-- NO --> Present both to founder for resolution | +-- Owner conflict --> [Which decision is more recent?] | +-- Flag to founder with both dates +-- Default to more recent unless founder overrides

Decision Lifecycle

States

PROPOSED --> APPROVED --> ACTIVE --> [COMPLETED | SUPERSEDED | EXPIRED]

PROPOSED: Agent synthesis presented to founder APPROVED: Founder explicitly approved ACTIVE: Being executed, action items in progress COMPLETED: All action items done, review confirmed success SUPERSEDED: New decision replaced this one EXPIRED: Review date passed without renewal

State Transitions

From To Trigger Who

Proposed Approved Founder says "yes" or "approve" Founder

Proposed Rejected Founder says "no" or "reject" Founder

Approved Active Action items begin execution Automatic

Active Completed All action items marked done Chief of Staff

Active Superseded New decision on same topic Chief of Staff

Active Expired Review date passed, no renewal System alert

Logging Workflow

Post-Decision Logging (after Board Meeting Phase 5)

Step 1: Founder approves synthesis | Step 2: Write Layer 1 raw transcript --> memory/board-meetings/YYYY-MM-DD-raw.md | Step 3: Run conflict detection against decisions.md | +-- Conflicts found --> Surface to founder, wait for resolution +-- No conflicts --> Continue | Step 4: Append approved entries to decisions.md (Layer 2) | Step 5: Set review dates and action item deadlines | Step 6: Confirm to founder: "Logged: [N] decisions, [M] action items tracked, [K] flags added"

Action Item Management

Overdue Detection

At the start of every session, scan for:

• Action items past their deadline

• Decisions with review dates that have passed

• Decisions older than 90 days with no completion status

Alert Format

OVERDUE ITEMS (as of [today's date])

Action Items Past Deadline:

1. [Action] -- Owner: [name] -- Due: [date] -- [X] days overdue From decision: [decision title] ([date])

2. [Action] -- Owner: [name] -- Due: [date] -- [X] days overdue

Decisions Pending Review:

1. [Decision title] -- Review was due: [date] Original decision: [summary] Prompt: "You decided [X] on [date]. Worth a check-in?"

Stale Decisions (> 90 days, no status update):

1. [Decision title] -- Decided: [date] -- Last update: [date]

Action Item Priority Matrix

Urgency Impact Priority Response

Overdue High Critical Escalate to founder immediately

Overdue Low High Flag in next session

Due this week High High Surface proactively

Due this week Low Medium Include in weekly summary

Due next month Any Low Monitor only

Search and Retrieval

Search Capabilities

Query Type Example Returns

By topic "pricing" All decisions tagged with pricing

By owner "CTO" All decisions and actions owned by CTO

By date range "Q4 2025" All decisions from Oct-Dec 2025

By status "overdue" All overdue action items

By conflict "conflicts" All detected contradictions

By tag "hiring AND engineering" Intersection of tags

Decision Summary Views

View Contents When Used

Last 10 Most recent 10 approved decisions Default quick view

Full history All decisions, chronological Audit or deep review

By owner Grouped by accountable person Accountability check

By topic Grouped by tag Strategic review

Overdue only Only overdue items Action management

Active only Only decisions with open action items Execution tracking

File Structure

memory/ board-meetings/ decisions.md # Layer 2: append-only, founder-approved YYYY-MM-DD-raw.md # Layer 1: full transcript per meeting archive/ YYYY/ # Raw transcripts after 90 days

Integration with Other Skills

Skill Integration Point

Chief of Staff (chief-of-staff ) Manages the logging workflow, writes to Layer 2

Board Meeting (board-meeting ) Triggers logging after Phase 5 approval

Strategic Alignment (strategic-alignment ) Checks if decisions cascade properly to team goals

Executive Mentor (executive-mentor ) Reviews stale decisions for re-evaluation

Org Health (org-health-diagnostic ) Decision velocity as health indicator

Red Flags

• Same topic discussed 3+ times without a logged decision -- decision avoidance

• Action items consistently overdue by the same owner -- capacity or accountability issue

• Decisions made without checking history -- risk of contradiction

• Layer 1 being loaded without explicit request -- hallucinated consensus risk

• No review dates set on decisions -- decisions age without re-evaluation

• Rejected proposals resurfacing in new language -- DO_NOT_RESURFACE not enforced

• Decision log not consulted at start of board meetings -- institutional memory not used

• All decisions owned by one person -- bottleneck or delegation failure

Proactive Triggers

• Review date passed on a decision -- prompt: "You decided [X] on [date]. Worth checking in?"

• Action item overdue > 7 days -- escalate to founder with owner context

• Same topic area has 3+ active decisions -- consolidation review needed

• 30+ days without any logged decision -- is the system being used?

• New decision proposed that matches DO_NOT_RESURFACE -- block and explain

• Decision from 6+ months ago with no status update -- mark as stale, prompt review

Output Artifacts

Request Deliverable

"Show recent decisions" Last 10 approved decisions with status

"What's overdue?" All overdue action items with owner and days past due

"Search decisions about [topic]" Filtered decision history by topic/tag

"Log this decision" Formatted decision entry with all fields

"Check for conflicts" Conflict scan against all active decisions

"Decision summary for board" Decision velocity, completion rate, open items