--- id: CON-CMT-MTG-001 name: Meeting feature: FEAT-CMT-MTG-01 product_area: committees module: meetings revision: 2 status: draft product_intent: proposed implementation_evidence: inconsistent source_sha: services-committees: 36129c24daeaadcdb339218c38cdeaff9861359d react-console: baf6dae382d6f41dce976c7f848667ccc37e076f definition: >- A meeting records one committee gathering at a particular time, bringing its preparation, participants, attendance and outcome together. owned_by: MOD-CMT-MTG synonyms: - Committee meeting - Board meeting not_to_be_confused_with: - An event managed through Events registration - An entry displayed by a personal calendar facets: - name: Meeting series meaning: >- The committee’s recurring timetable supplies individual meetings using a recurrence rule, time zone, duration and default location and video details. used_for: Maintaining the forward calendar from a shared schedule. - name: Kind and visibility meaning: >- Meeting type describes the gathering’s purpose; visibility distinguishes access by participants, signed-in members and the public. used_for: >- Selecting the audience for the meeting page alongside separate controls on its papers. - name: Participant meaning: >- A meeting participant represents a person expected to take part, with an appointment link when applicable, a meeting role and voting standing. used_for: >- Connecting invitations, attendance and decision participation to the expected people. - name: Attendance meaning: >- Attendance records presence, absence or an unknown response, timing details and any reports received from a video provider. used_for: >- Preserving who takes part and supporting authorised corrections after closing. - name: Proxy meaning: >- A proxy connects a participant to the absent member’s appointment under the committee’s proxy policy. used_for: Representing a member through another participant. - name: Agenda item meaning: >- The agenda arranges sections and items into a sequence, with presentation, timing and progress information. used_for: Preparing the order of business and organising the later minutes. - name: Packet material meaning: >- A packet material is a file attached to the whole meeting or an agenda item, with its own audience and publication information. used_for: Making supporting papers available to the appropriate readers. - name: Quorum determination meaning: >- A quorum determination stores an evaluation requested through meeting management, including its threshold, attendance basis and explanation. used_for: >- Reviewing the meeting’s ability to transact business under the governing rule. - name: Notice and calendar meaning: >- Meeting notices and calendar representations carry scheduling information to participants and calendar clients. used_for: Keeping the meeting record connected to people’s plans. - name: Video room meaning: >- Video details describe a manually entered connection or a room requested through the provider integration. used_for: Giving participants a way to join remotely. relationships: - to: CON-CMT-MTG-002 statement: Closing a meeting creates its draft minutes when none are present. provenance: observed source: >- services-committees:modules/meetings/services/persistence/meetings.ts:closeMeeting - to: CON-CMT-MTG-003 statement: >- A decision made during a meeting refers to that meeting and can also refer to an agenda item. provenance: observed source: 'services-committees:modules/decisions/db/decisions.table.ts' lifecycle: - state: Draft meaning: The gathering is planned and has not been called. how_it_changes: Staff can schedule or cancel it. - state: Scheduled meaning: >- The gathering has been called and its configured notices and room work are initiated. how_it_changes: 'Staff can return it to draft, begin it, close it or cancel it.' - state: In progress meaning: The gathering has started and its agenda is final. how_it_changes: Staff can close or cancel it. - state: Held meaning: The meeting is recorded as having taken place. how_it_changes: >- Its status is final; separate capabilities govern permitted corrections and quorum updates. - state: Cancelled meaning: The gathering is recorded as cancelled. how_it_changes: The meeting has no later status. acted_on_by: - CAP-CMT-MTG-001 - CAP-CMT-MTG-002 - CAP-CMT-MTG-003 - CAP-CMT-MTG-004 - CAP-CMT-MTG-005 - CAP-CMT-MTG-006 - CAP-CMT-MTG-011 - CAP-CMT-MTG-020 visible_to: - ACT-CMT-002 - ACT-CMT-008 - ACT-CMT-005 - ACT-CMT-009 - ACT-CMT-010 evidence: - >- services-committees at 36129c24: inspected meeting and series writes, participant snapshot and proxy rules, attendance shape and reopening guard, agenda ordering and lifecycle, material writes and portal filtering, calendars and room requests, quorum persistence, decision references and CMTE-M3 decisions - >- react-console at baf6dae3: inspected scheduling and portal journey bodies, including skipped member steps and stale public-page expectations supersedes: - react-console acceptance inventory meetings area (CAP-CMT-MTG) --- # Meeting ## What It Is A meeting gives governance staff a single record for a committee gathering: a regular board session, a special budget discussion or another dated occasion. Staff create it directly or obtain it from the committee’s recurring timetable. Its title, type, start, finish and time zone explain which gathering it represents. Location and video information explain how people join, while visibility describes the audience outside staff administration. Preparation and participation belong with this record. The agenda gives the gathering an order of business, supporting papers provide context, and participants connect expected people to their roles. Attendance supplies the account of who actually takes part. Staff recognise the gathering through its committee, title and date; the underlying record retains a stable identity when those details are edited. A recurring schedule produces individual meeting records rather than replacing them. ## What It Is Not A committee meeting is distinct from an event managed through public registration. Its participation starts from committee appointments and additions made for the gathering. A personal calendar displays a representation of the meeting; that representation does not own its agenda or attendance. Minutes describe what happens, while decisions record formal motions and their outcomes. Both relate to the meeting without sharing its status. ## How It Is Used The secretary or liaison prepares the schedule, arranges the agenda and makes the packet available. During the gathering, staff record attendance and notes that support the later minutes. Closing marks the gathering as held and moves the work into documenting its outcome. Cancellation preserves a different outcome without pretending the gathering took place. The available portal operations let members inspect meetings and respond to invitations. Calendar files and subscription feeds offer another view of the schedule. These operations exist in the service, but the cited console acceptance journeys often lack a member persona and skip those actions. Product’s recorded decision to defer meeting work to the portal remains separate from that implementation evidence. ## Its Facets **Meeting series.** A shared recurrence pattern supplies the forward calendar. Each generated occurrence retains its own preparation and attendance. **Kind and visibility.** Type describes the occasion; visibility identifies its audience. Papers and confidential agenda items have additional access considerations. **Participants.** Expected people carry meeting roles and voting standing. A guest can participate without holding a committee appointment. **Attendance.** Presence, arrival and departure information distinguish expectations from what happens. Reopening provides a separate route for authorised corrections. **Proxies.** A participant can represent another appointment under the committee’s rules. Product’s intended policy and the current implementation differ and require reconciliation. **Agenda.** Sections and items organise the order of business, presenters and allotted time. The same structure supports note-taking and minutes preparation. **Packet.** Materials supply the papers for the whole meeting or a particular item. Their publication and audience govern their availability. **Quorum.** The saved determination explains an evaluation against the governing rule and recorded attendance. It is separate from an individual decision’s opening snapshot. **Notices and calendars.** Communications, downloadable calendar files and personal subscriptions connect the gathering to participants’ schedules. Their information exposure requires separate review. **Video room.** A pasted link and an automatically requested room are different ways of recording remote access. Provider work takes place after the meeting write. ## How It Relates The owning committee supplies appointments and governance settings. CRM supplies the people those appointments and participant records identify. Minutes connect preparation notes to the narrative account, while meeting decisions connect attendance to formal governance. Platform supports files and communications. Dissolution links the committee’s lifecycle to its future calendar. ## What It Could Become The product should reconcile the built service with the recorded decisions on calling series meetings, refreshing participation, proxies and portal availability. Staff administration still needs a settled home. Calendar descriptions also need a product decision because they currently include staff notes. Automatic rooms and link-based packet preparation require further examination before their delivery is treated as established.