Meetings, agendas, decisions and minutes

The Meetings area keeps preparation, attendance, papers, decisions and the final record together. It supports Annual General Meetings, Extraordinary General Meetings, committee meetings and sub-committee meetings.

Meeting lifecycle

Draft: organisers can prepare details, agenda and documents.
Upcoming: the meeting is published and members can review it or respond.
Concluded: the meeting has happened but attendance, minutes and outcomes still need checking.
Completed: the record is finalised for future reference.
Cancelled: the cancelled meeting remains visible as history.

Do not complete a meeting before the record has been checked. Finalisation is intended to mark a reliable record, not merely that the scheduled time passed.

Preparing a meeting

Choose the meeting type, title, date, time, required notice period and location or online details.
Build the agenda in discussion order.
Give agenda items enough time and identify presenters.
Attach supporting documents from the library.
Add invited speakers where appropriate.
Link works that the meeting will consider.
Publish when members should receive and act on the notice.

The app can warn when a date may not provide the configured notice period. The association remains responsible for checking its actual rules and legal requirements.

Member actions

Depending on access and meeting type, members can review papers, RSVP, record a proxy or make committee nominations. Polls are separate and should be used only when their voting model fits the decision.

After the meeting

Open the meeting and check attendance.
Record each agenda outcome and any action owner or deadline.
Add the minutes and supporting documents.
Review any committee election outcomes and accounts attached to the meeting.
Check the finalisation requirements shown in the app, then complete the meeting when the record is ready.

Connect any follow-up work so decisions can be tracked after the meeting. For an AGM, the Treasurer's accounts and committee nomination records can be kept with the meeting.

Completed records preserve attendance, minutes, documents, outcomes and linked work for later handover.

If publishing is unavailable, check the missing required fields shown with the action. During finalisation, review the listed requirements and any quorum or committee-election warning before confirming. Completing elections can change committee roles and access.

Minutes and supporting files