--- id: CAP-CMT-MTG-001 title: Schedule a committee meeting and preserve its outcome feature: FEAT-CMT-MTG-01 product_area: committees module: meetings revision: 2 status: draft product_intent: proposed implementation_evidence: inconsistent supersedes: - 'react-console acceptance inventory CAP-CMT-MTG-001, 002, 003, 004, 025, 027' - 'react-console acceptance journeys CMT-ACC-0210 to 0216, 0251, 0252, 0254' source_sha: services-committees: 36129c24daeaadcdb339218c38cdeaff9861359d react-console: baf6dae382d6f41dce976c7f848667ccc37e076f intent_sources: - 'services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#D12' - 'services-committees:docs/milestones/plans/CMTE-M3-plan.md#4. Assumptions' - >- services-committees:docs/milestones/CMTE-M1-committees-seats-and-rosters.md#D5 purpose: >- Governance staff arrange a committee gathering and keep a reliable record of whether it takes place or is cancelled. outcomes: - >- A committee has a dated meeting record with its location and current standing - Completed and cancelled meetings retain their meeting details - Dissolution stops later draft and scheduled gatherings concepts: - CON-CMT-MTG-001 actors: - ACT-CMT-002 - ACT-CMT-008 - ACT-CMT-011 surfaces: - api - job preconditions: - The owning committee is present and has not been dissolved. postconditions: - >- Closing leaves a held meeting with a final agenda and a draft minutes record if one is needed. permissions: - key: committees.meetings.read where_checked: api scope: tenant - key: committees.meetings.manage where_checked: api scope: tenant rules: - id: BR-CAP-CMT-MTG-001-01 proved_by: [ATS-CMT-MTG-001-01, ATS-CMT-MTG-001-19, TST-CMT-MTG-222] statement: >- A draft meeting can be scheduled or cancelled, a scheduled meeting can return to draft, start or be cancelled, and an in-progress meeting can close or be cancelled; closing also accepts a scheduled meeting, while held and cancelled statuses have no successor. kind: lifecycle enforced_at: - api - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:closeMeeting origin: none examples: positive: Staff return a scheduled gathering to draft. negative: Staff try to reschedule a gathering already recorded as held. - id: BR-CAP-CMT-MTG-001-02 proved_by: [ATS-CMT-MTG-001-02, TST-CMT-MTG-090] statement: >- A meeting is refused without being saved unless its end follows its start and its time zone is recognised. kind: validation enforced_at: - api - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:requireTimes origin: none examples: positive: Staff save a ninety-minute evening meeting in the New York time zone. negative: Staff submit a meeting whose start and end coincide. note: >- The database checks end-after-start but does not validate the time-zone vocabulary; the combined rule is enforced through the service. - id: BR-CAP-CMT-MTG-001-03 proved_by: [ATS-CMT-MTG-001-03, TST-CMT-MTG-131] statement: New meetings are refused for dissolved committees. kind: validation enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:insertMeeting origin: none - id: BR-CAP-CMT-MTG-001-04 proved_by: [ATS-CMT-MTG-001-04, ATS-CMT-MTG-001-15, ATS-CMT-MTG-002-10, TST-CMT-MTG-091, TST-CMT-MTG-215] statement: Held and cancelled meetings reject staff edits to their meeting details. kind: invariant enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:rewriteMeetingDetails origin: none - id: BR-CAP-CMT-MTG-001-05 proved_by: [ATS-CMT-MTG-001-05, TST-CMT-MTG-093, TST-CMT-MTG-215] statement: >- A staff change is refused when it supplies a meeting version older than the saved version. kind: policy enforced_at: - api - service must_prove: true provenance: test source: >- services-committees:modules/meetings/tests/integration/services/meetings.integration.spec.ts#refuses a replace at a version the meeting no longer has origin: none - id: BR-CAP-CMT-MTG-001-06 proved_by: [ATS-CMT-MTG-001-06, ATS-CMT-MTG-001-16, ATS-CMT-MTG-001-18, ATS-CMT-MTG-003-16, ATS-CMT-MTG-007-11, TST-CMT-MTG-212, TST-CMT-MTG-216] statement: >- Closing a scheduled or in-progress meeting leaves it held with a final agenda and ordinarily frozen participants and attendance, creating an empty minutes draft only when no minutes exist. kind: lifecycle enforced_at: - api - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:closeMeeting origin: none - id: BR-CAP-CMT-MTG-001-07 proved_by: [ATS-CMT-MTG-001-07, ATS-CMT-MTG-001-17, ATS-CMT-MTG-006-13] statement: >- Cancellation of an unfinished meeting retains any supplied reason in its notes and requests cancellation of a video room already recorded for it. kind: lifecycle enforced_at: - api - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:cancelMeetingIn origin: none - id: BR-CAP-CMT-MTG-001-08 proved_by: [ATS-CMT-MTG-001-08] statement: >- Dissolving a committee ends its active and paused series and cancels its later draft and scheduled meetings without notices, using each meeting’s local date and retaining on-date, earlier, in-progress and ended meetings. kind: lifecycle enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/committee-dissolutions.ts origin: >- CMTE-M1 D5 (Andrew 2026-10-19 17:53 ET, services-committees:docs/milestones/CMTE-M1-committees-seats-and-rosters.md#Decisions) - id: BR-CAP-CMT-MTG-001-09 proved_by: [ATS-CMT-MTG-001-09, TST-CMT-MTG-095] statement: A meeting may link to its continuation but cannot select itself. kind: validation enforced_at: - service - database must_prove: true provenance: observed source: >- services-committees:modules/meetings/db/meetings.table.ts:meetings_adjourned_not_self_check origin: none - id: BR-CAP-CMT-MTG-001-10 proved_by: [ATS-CMT-MTG-001-10] statement: >- The product should restrict a continuation to a later meeting of the original committee. kind: validation enforced_at: [] must_prove: true provenance: documented source: >- services-committees:docs/milestones/plans/CMTE-M3-plan.md#D12. Smaller rules to approve as a group origin: >- CMTE-M3 D12 item 5 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) - id: BR-CAP-CMT-MTG-001-11 proved_by: [] statement: The committee’s meeting list is paged in descending start order. kind: policy enforced_at: - api - service must_prove: false provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:listCommitteeMeetings origin: none - id: BR-CAP-CMT-MTG-001-12 proved_by: [ATS-CMT-MTG-001-11] statement: >- Bulk insert and upsert definitions call the same meeting and series persistence services as ordinary writes, so each newly created meeting receives a roster snapshot. kind: policy enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/data-operations/meetings-data-operations.ts origin: none - id: BR-CAP-CMT-MTG-001-13 proved_by: [] statement: >- Database version records retain each meeting change and its author, although staff have no history route or screen. kind: invariant enforced_at: - database must_prove: false provenance: observed source: 'services-committees:modules/meetings/db/meetings.table.ts:meetingVersions' origin: none - id: BR-CAP-CMT-MTG-001-14 proved_by: [] statement: Meeting records have no custom-field values. kind: policy enforced_at: - api must_prove: false provenance: documented source: 'services-committees:docs/milestones/plans/CMTE-M3-plan.md#4. Assumptions' origin: 'CMTE-M3 plan A10 (R2-ARCH-001, Andrew 2026-10-19)' - id: BR-CAP-CMT-MTG-001-15 proved_by: [ATS-CMT-MTG-001-13, TST-CMT-MTG-090] statement: >- Meeting requests reject blank titles, unsupported kinds or visibility, instants without offsets, disallowed statuses and fields outside the declared request shape. kind: validation enforced_at: - api must_prove: true provenance: observed origin: none source: >- services-committees:modules/meetings/aws/api/meetings.schemas.ts:meetingCreateSchema - id: BR-CAP-CMT-MTG-001-16 proved_by: [ATS-CMT-MTG-001-14, TST-CMT-MTG-095] statement: >- A continuation reference is refused unless it identifies an existing meeting in the current workspace. kind: validation enforced_at: - service - database must_prove: true provenance: observed origin: none source: >- services-committees:modules/meetings/db/meetings.table.ts:meetings_adjourned_to_meeting_fk scenarios: - id: SC-CAP-CMT-MTG-001-01 given: The Finance Committee has a November meeting in draft when: A meeting manager schedules it then: >- Calling the meeting initiates participant notices and requests a room if its video settings ask for one provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:rewriteMeetingDetails - id: SC-CAP-CMT-MTG-001-02 given: A meeting is already recorded as held when: A staff member submits a different meeting title then: The meeting-detail edit is rejected because the meeting has ended provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:rewriteMeetingDetails edge_cases: [] constraints: [] depends_on: [] related: - CAP-CMT-MTG-002 - CAP-CMT-MTG-003 - CAP-CMT-MTG-006 - CAP-CMT-MTG-007 journeys: - JNY-CMT-MTG-001 open_questions: - OQ-CMT-MTG-001 evidence: - >- services-committees at 36129c24: examined scheduling schemas and routes, meeting writes and lifecycle guards, table constraints, dissolution effects, bulk-operation declarations, integration assertions and the cited product decisions - >- react-console at baf6dae3: inspected the scheduling, invalid-input, lifecycle, cancellation, continuation, bulk-load and dissolution test bodies controls: - TC-IAM-006 - TC-AZ-001 - TC-AZ-002 - TC-AZ-003 - TC-AZ-004 - TC-AZ-006 - TC-TEN-001 - TC-TEN-002 - TC-TEN-003 - TC-SEC-001 - TC-SEC-004 - TC-DAT-001 - TC-DAT-002 - TC-DAT-003 - TC-DAT-004 - TC-LOG-002 - TC-LOG-003 - TC-LOG-004 - TC-LOG-005 - TC-AVL-004 - TC-MON-001 - TC-MON-002 - TC-PI-001 - TC-PI-002 - TC-PI-003 - TC-PI-004 - TC-PI-005 - TC-PRV-001 - TC-PRV-002 exercised_by: [FAS-CMT-MTG-01-01, FAS-CMT-MTG-01-02, FAS-CMT-MTG-01-03, FAS-CMT-MTG-01-04, FAS-CMT-MTG-01-05] suites: [TST-CMT-MTG-090, TST-CMT-MTG-091, TST-CMT-MTG-093, TST-CMT-MTG-095, TST-CMT-MTG-131, TST-CMT-MTG-212, TST-CMT-MTG-215, TST-CMT-MTG-216, TST-CMT-MTG-222] --- # Schedule a committee meeting and preserve its outcome ## Purpose Governance staff arrange the committee’s gathering and retain its outcome. The meeting record connects the calendar to preparation, attendance and the later account of what happened. ## How It Works A meeting manager supplies the title, type, start, finish and time zone, together with any location, video details, visibility and staff notes. Staff can save a draft or create a meeting already scheduled. Scheduling initiates the call to participants and requests a video room when configured. Staff can return a scheduled meeting to draft or mark it in progress when the gathering starts. Closing records the meeting as held and hands its final agenda and ordinarily frozen attendance to the minutes work. Cancellation records an unfinished meeting as cancelled, retains a supplied reason and queues cancellation of an existing video room. A rejected input leaves the meeting unchanged. Staff saves use the version they read so a concurrent change produces a refusal rather than a silent overwrite. Meeting details cannot be edited after the meeting ends; corrections to held-meeting attendance use the separate reopening process. A continuation reference can be set, replaced or cleared, with nonexistent and self references refused. The product should also require that continuation to be later and belong to the same committee. Dissolution stops active series and cancels later draft and scheduled gatherings while retaining the committee’s earlier record. Bulk-operation definitions reuse these persistence services, but the cited bulk-load journey skips execution and supplies no proof of a working import. ## Relationships - Participant management supplies the roster snapshot and governs later attendance corrections. - Notices and calendars communicate scheduling changes and cancellation. - Minutes preparation uses the draft created when a meeting closes.