Meetings, Decisions and Recruitment Findings and Open Questions
Findings record where the code, the milestone records, the plans and the earlier inventory disagree, behaviour no record explains, and debt. Open questions are the material product decisions this module needs; routine choices were made and are marked as assumed or proposed where they appear. Each finding’s sources are in this file’s frontmatter.
Findings
| Id | Severity | Statement | Affects | Evidence | Kind |
|---|---|---|---|---|---|
FND-CMT-MTG-001 | high | Every milestone this module’s records belong to is Deferred: the meetings, decisions, openings and disclosures milestones have no approved plan, the decisions, openings and disclosures milestones record no product decision, and Product deferred all of it to the member portal; the back end is live in dev with no screen, so everything beyond the recorded decisions is proposed. | MOD-CMT-MTG, FEAT-CMT-MTG-01, FEAT-CMT-MTG-02, FEAT-CMT-MTG-03, FEAT-CMT-MTG-04, FEAT-CMT-MTG-05 | Cited sources | inconsistency |
FND-CMT-MTG-002 | high | Product decided that no meeting sends e-mail in the meetings milestone, yet every meeting call, publication, reminder, cancellation, circulation and approval still submits a message whenever the communications service is configured; no switch turns meeting e-mail off. | BR-CAP-CMT-MTG-006-05, BR-CAP-CMT-MTG-006-01, BR-CAP-CMT-MTG-007-08, BR-CAP-CMT-MTG-008-07, CAP-CMT-MTG-006 | Cited sources | inconsistency |
FND-CMT-MTG-003 | medium | Product decided that a series’ meetings stay planned drafts until thirty days before their date; a series creates every meeting of the next eighteen months already called, telling every participant and asking for every video room at once. | BR-CAP-CMT-MTG-002-06, BR-CAP-CMT-MTG-002-03, CAP-CMT-MTG-002 | Cited sources | inconsistency |
FND-CMT-MTG-004 | medium | Product decided that the participant list follows the roster until the call to order; the list is copied from the roster once when the meeting is created and never refreshed, so a series copies it up to eighteen months ahead. | BR-CAP-CMT-MTG-003-03, BR-CAP-CMT-MTG-003-01, CAP-CMT-MTG-003 | Cited sources | inconsistency |
FND-CMT-MTG-005 | high | Product decided that proxies are off unless a committee allows them, are recorded against the absent member and leave the holder’s own role and presence intact, one per absent member; today proxies are allowed unless forbidden, a present member holding a proxy counts only as the proxy, a chair or liaison holding one loses that role, and nothing stops two proxies for one absent member. | BR-CAP-CMT-MTG-003-07, BR-CAP-CMT-MTG-003-06, BR-CAP-CMT-MTG-011-13, CAP-CMT-MTG-003, CAP-CMT-MTG-011 | Cited sources | defect |
FND-CMT-MTG-006 | medium | Product decided that the meetings milestone shows live attendance counts without a quorum verdict, the verdict arriving with the decisions milestone; the chair’s quorum determination is already built and served. | BR-CAP-CMT-MTG-011-12, BR-CAP-CMT-MTG-011-11 | Cited sources | inconsistency |
FND-CMT-MTG-007 | medium | Product decided that minutes stop at circulated in the meetings milestone; approval and correction of minutes are already built and served. | BR-CAP-CMT-MTG-008-08, BR-CAP-CMT-MTG-008-02, CAP-CMT-MTG-008 | Cited sources | inconsistency |
FND-CMT-MTG-008 | medium | Product decided that, until the shared upload control exists, a packet item may be a title and a web address; a material must name a file the shared pipeline prepared, and whether a plain web address passes is not established. | BR-CAP-CMT-MTG-005-07, CAP-CMT-MTG-005 | Cited sources | inconsistency |
FND-CMT-MTG-009 | high | Product decided that the public and portal meeting addresses stay switched off until the portal milestone; they are live, answering the member meeting list, the meeting page, invitation answers, portal minutes, the personal feed and the public meeting page. | BR-CAP-CMT-MTG-020-11, CAP-CMT-MTG-020, CAP-CMT-MTG-006 | Cited sources | inconsistency |
FND-CMT-MTG-010 | medium | Six of the smaller rules Product approved for meetings are not built: pausing and resuming a series, leaving meetings moved by hand alone, a continuation to the same committee and a later date, removing a participant added by mistake, renaming and reordering packet files, a reason and visible history for attendance corrections, and keeping the rest of the video details when one part changes. | BR-CAP-CMT-MTG-002-07, BR-CAP-CMT-MTG-002-08, BR-CAP-CMT-MTG-001-10, BR-CAP-CMT-MTG-003-14, BR-CAP-CMT-MTG-005-08, BR-CAP-CMT-MTG-003-11, BR-CAP-CMT-MTG-006-11 | Cited sources | inconsistency |
FND-CMT-MTG-011 | high | A message skipped because the person has no address or the communications service is not ready is taken back for a later run, but only reminders are ever run again; a skipped call, publication or cancellation notice is never sent. | BR-CAP-CMT-MTG-006-04, CAP-CMT-MTG-006 | Cited sources | defect |
FND-CMT-MTG-012 | high | Messages to every participant are prepared inside the meeting write, so a large committee’s write times out: creating a scheduled meeting for a thousand-member committee took about 25 seconds. | BR-CAP-CMT-MTG-006-01, CAP-CMT-MTG-001, CAP-CMT-MTG-006 | Cited sources | debt |
FND-CMT-MTG-013 | medium | The meeting’s calendar file and the personal feed carry the staff notes as the event description, so staff notes reach every participant holding a feed token; the public page repair left this for a product decision. | BR-CAP-CMT-MTG-006-12, OQ-CMT-MTG-007 | Cited sources | undocumented |
FND-CMT-MTG-014 | medium | Minutes whose text looks like a web page are refused by the shared file pipeline, though the meetings plan chose to store the minutes in the form the editor produces. | BR-CAP-CMT-MTG-007-07 | Cited sources | defect |
FND-CMT-MTG-015 | medium | How minutes are approved, by a decision of kind approval or by the chair when the rules need no vote, is the architecture’s position and was never put to Product; the decisions milestone records no decision at all. | BR-CAP-CMT-MTG-008-02, CAP-CMT-MTG-008, CAP-CMT-MTG-010, OQ-CMT-MTG-003 | Cited sources | inconsistency |
FND-CMT-MTG-016 | low | Every change of a meeting, its minutes and a decision is versioned with its author, but no operation or screen shows that history. | BR-CAP-CMT-MTG-001-13, BR-CAP-CMT-MTG-007-10, BR-CAP-CMT-MTG-013-08 | Cited sources | debt |
FND-CMT-MTG-017 | medium | Rescinding a carried removal, a charter, an approval of minutes or another rescission is refused because the architecture does not say how they are reversed; this is a product rule nobody decided. | BR-CAP-CMT-MTG-012-08, OQ-CMT-MTG-004 | Cited sources | undocumented |
FND-CMT-MTG-018 | medium | A committee whose rule document is empty, defined as a body that makes no formal decisions, is still judged under Robert’s Rules defaults instead of being refused decisions. | BR-CAP-CMT-MTG-011-01, OQ-CMT-MTG-005 | Cited sources | inconsistency |
FND-CMT-MTG-019 | medium | An opening ignores its own window: one whose deadline has passed stays open, fillable and in the forecast, and one that opens next month fills at once. | BR-CAP-CMT-MTG-016-08, OQ-CMT-MTG-006 | Cited sources | defect |
FND-CMT-MTG-020 | low | Drafting from the forecast skips by seat only, so two people leaving one position on a committee without seats get two openings for the same position. | BR-CAP-CMT-MTG-017-06 | Cited sources | defect |
FND-CMT-MTG-021 | medium | When a nominee’s contact is merged in CRM, the nomination keeps the merged-away contact, so slating it later proposes the wrong person. | BR-CAP-CMT-MTG-018-12 | Cited sources | defect |
FND-CMT-MTG-022 | medium | Product ruled that nominations carry the custom fields of the nomination form; nothing of them is built. | BR-CAP-CMT-MTG-018-11 | Cited sources | inconsistency |
FND-CMT-MTG-023 | low | The portal’s recusal operation promises a draft or open decision, but a member’s recusal from a draft is refused. | BR-CAP-CMT-MTG-015-07 | Cited sources | inconsistency |
FND-CMT-MTG-024 | medium | The registry scope named the openings, disclosures and oversight milestones, but meetings and decisions are recorded in the meetings and decisions milestones, which the Committees module’s row also claims, and the oversight milestone governs that module’s staff Home lines on committee data; the scope row is corrected and the overlap stays for the two modules to settle. | MOD-CMT-MTG | Cited sources | inconsistency |
FND-CMT-MTG-025 | medium | No console screen hosts any record of this module: the console’s Committees pages show only what a dissolution cancels, so every journey runs against the API and no browser test exists. | MOD-CMT-MTG, JNY-CMT-MTG-001, JNY-CMT-MTG-002, JNY-CMT-MTG-003, JNY-CMT-MTG-004, JNY-CMT-MTG-005 | Cited sources | debt |
FND-CMT-MTG-026 | low | The acceptance inventory was taken at an earlier commit and is out of date in places: its open decisions on declined slates and on committees that take no nominations are now built, and the defect register still lists the public meeting page leak, repaired since; it is treated as a superseded seed. | MOD-CMT-MTG | Cited sources | inconsistency |
FND-CMT-MTG-027 | medium | Acceptance scenarios proposed here have no existing test yet; each is named in its set with provenance proposed. | ATS-CMT-MTG-001-10, ATS-CMT-MTG-002-06, ATS-CMT-MTG-002-07, ATS-CMT-MTG-002-08, ATS-CMT-MTG-003-03, ATS-CMT-MTG-003-07, ATS-CMT-MTG-003-10, ATS-CMT-MTG-003-13, ATS-CMT-MTG-005-06, ATS-CMT-MTG-005-07, ATS-CMT-MTG-006-05, ATS-CMT-MTG-006-10, ATS-CMT-MTG-006-11, ATS-CMT-MTG-008-08, ATS-CMT-MTG-011-04, ATS-CMT-MTG-011-12, ATS-CMT-MTG-011-13, ATS-CMT-MTG-018-11, ATS-CMT-MTG-020-08, ATS-CMT-MTG-020-10 | Cited sources | debt |
FND-CMT-MTG-028 | low | Surveys & Voting, the Submissions intake and Volunteers are not built for Committees: secret ballots cannot open, disclosure requests answer unavailable, and Submissions decisions arrive only from stand-ins. | BR-CAP-CMT-MTG-010-14, BR-CAP-CMT-MTG-014-04, BR-CAP-CMT-MTG-019-10 | Cited sources | debt |
FND-CMT-MTG-029 | medium | Every console route of the module is checked across the whole association; the openings and nominations permissions declare an organizational-unit scope that no route uses, under SOC 2 exceptions that expire on 2026-11-17. | BR-CAP-CMT-MTG-016-12, BR-CAP-CMT-MTG-013-07 | Cited sources | debt |
FND-CMT-MTG-030 | low | Automatic video rooms answer provider unavailable: the video adapter is not registered with Platform and dev has no account; the room outbox’s retry limit runs under a SOC 2 exception. | BR-CAP-CMT-MTG-006-09, BR-CAP-CMT-MTG-006-10 | Cited sources | debt |
FND-CMT-MTG-031 | low | The portal obeys each committee’s minutes visibility, held in its meeting defaults, which the committees milestone hides from every screen as a setting nothing enforces; so nothing can set it although it is enforced. | BR-CAP-CMT-MTG-020-06 | Cited sources | inconsistency |
FND-CMT-MTG-032 | medium | A removal of a member whose ending is already recorded refuses to close and leaves the decision open, with nothing for the committee to do but withdraw it; the architecture does not say what such a vote should do. | BR-CAP-CMT-MTG-012-03 | Cited sources | undocumented |
| FND-CMT-MTG-033 | high | Test existence overstates proof: the bulk-load journey skips every step, the dissolution journey expects future meetings to remain scheduled, and the cancellation journey does not verify video-room cancellation. These three acceptance scenarios are proposed until tests demonstrate their full outcomes. Other bindings containing skipped or unobservable steps still need individual examination. | ATS-CMT-MTG-001-07, ATS-CMT-MTG-001-08, ATS-CMT-MTG-001-11 | Cited sources | debt | | FND-CMT-MTG-034 | medium | Meeting finality applies to meeting-detail edits; authorised reopening can still change held-meeting participants and attendance. The unqualified claim of complete immutability is corrected, and descriptions outside the scheduling capability still need examination for the same overstatement. | BR-CAP-CMT-MTG-001-04, BR-CAP-CMT-MTG-001-06, CON-CMT-MTG-001 | Cited sources | inconsistency |
| FND-CMT-MTG-035 | high | Portal test bindings include skipped member and video actions, and an obsolete public-page leak assertion. Those bindings are removed. Five scenarios remain proposed because the examined bindings do not prove their full outcomes: material visibility, public-route exclusion of draft and members meetings, invalid meeting-list windows, the chair answering for another member, and refusal of meeting-method portal votes together with staff-entered vote ownership. Existing service tests still cover narrower outcomes. | ATS-CMT-MTG-005-04, ATS-CMT-MTG-020-02, ATS-CMT-MTG-020-04, ATS-CMT-MTG-020-05, ATS-CMT-MTG-020-09, ATS-CMT-MTG-003-12, ATS-CMT-MTG-006-07 | Cited sources | debt |
| FND-CMT-MTG-036 | medium | Video details are available to current committee participants even without a meeting participant row, because the portal’s audience test treats them as people of the meeting. The previous claim that only listed meeting participants receive a join link is corrected; the examined bindings do not directly prove this broader audience end to end. | BR-CAP-CMT-MTG-020-03, ATS-CMT-MTG-020-03 | Cited sources | undocumented |
| FND-CMT-MTG-037 | medium | Manual participant creation accepts a free-text contact and an appointment from another committee without verifying their relationship. Existing-appointment checks alone do not establish that the named person belongs to that committee; Product should decide whether this boundary is acceptable before screens rely on it. | BR-CAP-CMT-MTG-003-16 | Cited sources | undocumented |
| FND-CMT-MTG-038 | medium | Direct minutes approval records the permission-bearing caller without verifying that the caller is the chair. For a tally method, omitted counts default to declared carried. The earlier chair-only wording overstated enforcement; the approval policy question must cover both behaviours. | BR-CAP-CMT-MTG-008-02, BR-CAP-CMT-MTG-008-10, OQ-CMT-MTG-003 | Cited sources | undocumented |
| FND-CMT-MTG-039 | high | The continuation finishes eight capability-and-acceptance pairs but leaves ten pairs, five concepts, five journeys, the charter and most findings in draft wording. Module-wide source coverage, proof bindings and grain also remain unverified. The examination report names every unfinished artifact and distinguishes inspected sources from inherited inventory totals; this module cannot yet be treated as a completed OpenAI examination or approved planning layer. | MOD-CMT-MTG | Cited sources | debt | | FND-CMT-MTG-040 | high | The video registrant calls and the video attendance intake are built but never reached: no write asks for a registrant to be added or removed, and nothing delivers the video provider’s joined and left events, so attendance is never pre-filled from a call. | BR-CAP-CMT-MTG-003-13, WF-CMT-MTG-004, DOM-CMT-MTG-001 | Cited sources | undocumented | | FND-CMT-MTG-041 | high | Only meeting notices keep a ledger that takes a skipped notice back: a decision’s opened, closing-soon and closed notices, the disclosure-due notice and the nomination consent request are logged and lost when the person has no address or communications is not ready, and the disclosure-due notice is never tried again because its obligation already exists. | BR-CAP-CMT-MTG-010-13, BR-CAP-CMT-MTG-014-01, BR-CAP-CMT-MTG-018-08, WF-CMT-MTG-009, WF-CMT-MTG-010, WF-CMT-MTG-011, WF-CMT-MTG-013, WF-CMT-MTG-016 | Cited sources | defect | | FND-CMT-MTG-042 | medium | Publishing an opening tells the committee’s chair and staff liaison, a fixed role, while Product’s rule is that notices go to whoever holds the relevant responsibility. | BR-CAP-CMT-MTG-016-04, OQ-CMT-MTG-009 | Cited sources | inconsistency | | FND-CMT-MTG-043 | medium | The video-room outbox and the Submissions acknowledgement outbox retry a failed call on every drain with no attempt limit, alarm or dead letter; a stuck call is visible only in the logs, under a compliance exception for the room outbox. | WF-CMT-MTG-004, WF-CMT-MTG-014 | Cited sources | debt | | FND-CMT-MTG-044 | low | Opening a secret ballot asks the ballot service inside the opening’s transaction; the port says a real implementation is an outbox row sent after commit, but nothing holds a future implementation to that. | BR-CAP-CMT-MTG-010-14, WF-CMT-MTG-009 | Cited sources | debt | | FND-CMT-MTG-045 | medium | The three source modules write each other’s tables inside shared transactions: decisions approve and correct minutes and link agenda items, a carried slate elects nominations, and the Submissions handler reviews disclosures, although the meetings code says every statement against the minutes lives in one place. | ADR-CMT-MTG-002, DOM-CMT-MTG-002, DOM-CMT-MTG-004, DOM-CMT-MTG-006 | Cited sources | inconsistency | | FND-CMT-MTG-046 | medium | The Platform architecture records for Committees and the Platform standards were not readable in this design job; the design cites them through the code’s own references and the corpus, so every design choice resting on them stays proposed until they are checked. | MOD-CMT-MTG, RESP-CMT | Cited sources | debt | | FND-CMT-MTG-047 | low | The module charter does not say that the module asks no model, which the conventions require of a module with no inference directory; a planning correction. | MOD-CMT-MTG | Cited sources | undocumented | | FND-CMT-MTG-048 | medium | When a Submissions decision cannot be applied, or a superseded one cannot be undone, Committees records it as refused and tells Submissions, but staff learn of it only from a log line. | BR-CAP-CMT-MTG-019-06, WF-CMT-MTG-014, OQ-CMT-MTG-010 | Cited sources | undocumented | | FND-CMT-MTG-049 | low | The workspace purge of openings and interests belongs to the Committees module’s lifecycle participant, while every other table of this module belongs to the meetings, minutes and decisions participants, and the shared business-event ledger is purged with meetings; the purge boundary does not follow module ownership. | WF-CMT-MTG-019, DOM-CMT-MTG-005 | Cited sources | inconsistency | | FND-CMT-MTG-050 | low | A series’ status is taken as given on every edit, so an ended series can be made active or paused again; nothing keeps an ended series ended. | STATE-CMT-MTG-003, BR-CAP-CMT-MTG-002-07 | Cited sources | defect | | FND-CMT-MTG-051 | low | The nomination lifecycle has a review step from submitted to under review that nothing takes, so a nomination being reviewed in Submissions still reads as submitted, and under review is reached only by reopening a declined one. | STATE-CMT-MTG-009, BR-CAP-CMT-MTG-018-03 | Cited sources | inconsistency |
| FND-CMT-MTG-052 | high | The design examination cannot establish planning approval: the charter and planning artifacts remain draft, an earlier examination records unfinished work, and the requested design brief is absent from this checkout. Existing product decisions remain authoritative, but preparation needs a completed planning gate. | MOD-CMT-MTG, ADR-CMT-MTG-023 | specs/committees/meetings/MODULE.md; specs/committees/meetings/reports/EXAMINATION-2026-10-22.md; requested briefs/design/committees-meetings.brief.md absent at corpus starting commit | debt | | FND-CMT-MTG-053 | medium | Video-room and acknowledgement claims expire without a settlement token. A slow drain can overlap a later claimant, so local locking does not prove one external call; duplicate handling depends on the receiving contract. | WF-CMT-MTG-004, WF-CMT-MTG-014, ADR-CMT-MTG-003 | services-committees:modules/meetings/services/persistence/meeting-room-requests.ts:claim; services-committees:modules/recruitment/services/persistence/submission-decisions.ts:claimAcknowledgements,settleAcknowledgement | debt | | FND-CMT-MTG-054 | medium | Disclosure form requests reject reviewed disclosures before calling Submissions but do not recheck review status when saving the returned submission. A concurrent review can therefore complete while a form request remains in flight; external form deduplication is not proved by the unavailable production port. | DOM-CMT-MTG-004, STATE-CMT-MTG-007, WF-CMT-MTG-013 | services-committees:modules/decisions/services/disclosures/disclosures.ts:requestDisclosure; services-committees:modules/recruitment/ports/submissions-engine.ts:unavailableSubmissionsEngine | defect | | FND-CMT-MTG-055 | medium | Portal screen existence is unverified within the permitted source paths. The console contains no meeting, decision or recruitment screen, but that evidence cannot establish that no portal screen exists elsewhere. No screen contract is invented while the staff surface remains an open product question. | ADR-CMT-MTG-023, RESP-CMT | react-console:app/(console)/console/[tenantId]/committees/**; specs/PRODUCT-AREAS.md:MOD-CMT-MTG | undocumented | | FND-CMT-MTG-056 | medium | Database freeze and delete protections are described by table headers and pure rules, while the actual migration definitions are outside the inspected module paths. The examination verifies service refusals and declared constraints but cannot certify all trigger and grant enforcement from those declarations alone. | DOM-CMT-MTG-001, DOM-CMT-MTG-002, DOM-CMT-MTG-003, ADR-CMT-MTG-013 | services-committees:modules/decisions/db/decisions.table.ts; services-committees:modules/decisions/services/rules/decision-rules.ts; services-committees:modules/meetings/db/meeting-reopen-audits.table.ts | undocumented | | FND-CMT-MTG-057 | medium | No route in this module declares a Submissions operation binding. The four subject kinds explain the existing review integration, but available evidence does not establish an approved exemption from the operation publication standard for nomination and interest intake; the publication decision remains proposed. | ADR-CMT-MTG-018, SVC-CMT-MTG-recruitment | services-committees:aws/committees.submissions.ts; services-committees:modules/recruitment/aws/api/recruitment.routes.ts; specs/CONVENTIONS.md:9.5 | undocumented |
| FND-CMT-MTG-058 | high | Opening and nomination permission groups declare organizational-unit scope, but their routes evaluate the key without a unit resource. The current workspace boundary does not implement the declared narrower authorization scope. | CAP-CMT-MTG-016, CAP-CMT-MTG-018, SVC-CMT-MTG-recruitment | TC-TEN-004, TC-AZ-002; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-059 | high | Personal calendar feeds include staff notes in meeting descriptions even though portal meeting pages omit them. Possession of a feed credential therefore exposes information excluded from the ordinary participant response. | CAP-CMT-MTG-006, SVC-CMT-MTG-meetings | TC-DAT-002, TC-LOG-005; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-060 | medium | Video requests and review acknowledgements retain failed calls for repeated drains without an attempt limit or a dedicated terminal failure path. Their drains rely on logs for unresolved calls; the acknowledgement drain can report zero outstanding work after catching an error. | CAP-CMT-MTG-006, CAP-CMT-MTG-019, WF-CMT-MTG-004, WF-CMT-MTG-014, SVC-CMT-MTG-meetings, SVC-CMT-MTG-recruitment | TC-PI-004, TC-MON-002; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-061 | medium | Room and acknowledgement claims expire before settlement, and settlement checks no claim ownership token. A slow caller can settle after another drain acquires the work; the local path alone does not establish one external effect or protect the newer claim. | CAP-CMT-MTG-006, CAP-CMT-MTG-019, WF-CMT-MTG-004, WF-CMT-MTG-014 | TC-PI-002, TC-PI-003; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-062 | medium | A disclosure form request checks review standing before calling Submissions but does not recheck that standing when the returned form reference is saved. A concurrent review can complete during the call and still receive that later write when no version is supplied. | CAP-CMT-MTG-014, WF-CMT-MTG-013, SVC-CMT-MTG-decisions | TC-PI-003, TC-PI-005; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-063 | medium | Manual participant creation accepts a contact without CRM validation and does not verify that a supplied appointment belongs to that contact or the meeting’s committee. Existence of the appointment alone does not validate the participation relationship. | CAP-CMT-MTG-003, SVC-CMT-MTG-meetings | TC-PI-001; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-064 | medium | Series replacement can reactivate an ended series, while opening fill processing does not enforce the advertised application window and overdue openings stay open. These lifecycle boundaries need the owning product decisions and executable guard evidence before their stronger intended behavior is established. | CAP-CMT-MTG-002, CAP-CMT-MTG-016, WF-CMT-MTG-002, WF-CMT-MTG-015, SVC-CMT-MTG-meetings, SVC-CMT-MTG-recruitment | TC-PI-005; observed — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-065 | medium | Meeting participation, disclosures and nominations retain personal information. The inspected tables and scheduled work do not establish a personal-information inventory or enforced record retention periods; file cleanup and workspace purge do not prove expiry of those personal records. | CAP-CMT-MTG-003, CAP-CMT-MTG-014, CAP-CMT-MTG-018, SVC-CMT-MTG-meetings, SVC-CMT-MTG-decisions, SVC-CMT-MTG-recruitment | TC-DAT-003, TC-PRV-001; unknown — control backfill evidence in frontmatter | control-gap | | FND-CMT-MTG-066 | medium | Decision notices, disclosure-due notices and nomination consent requests can be skipped without a durable retry ledger. Creating a disclosure obligation suppresses a later repeat even when its notice failed, so repeated scheduled processing does not recover the omitted communication. | CAP-CMT-MTG-010, CAP-CMT-MTG-014, CAP-CMT-MTG-018, WF-CMT-MTG-009, WF-CMT-MTG-010, WF-CMT-MTG-011, WF-CMT-MTG-013, WF-CMT-MTG-016 | TC-PI-004, TC-AVL-004; observed — control backfill evidence in frontmatter | control-gap |
Open Questions
| Id | Question | Why it matters | Options | Recommendation | Affects |
|---|---|---|---|---|---|
OQ-CMT-MTG-001 | Where do staff manage meetings, minutes, decisions and recruitment: in console screens, or only through the member portal? | Product has said meetings and votes are volunteer work for the portal and that console users are staff, yet the meetings plan designed staff screens for scheduling, agendas, attendance and minutes; no screen exists either way. | (a) Staff screens in the console for administration (scheduling, agendas, packets, attendance, minutes, the register, openings), with volunteer acts in the portal; (b) everything in the portal, the console only for configuration; (c) leave the back end without screens until the portal milestone. | (a), because the secretary’s and governance manager’s work is staff work and the plan already describes it, while voting, invitations and nominations stay in the portal. | MOD-CMT-MTG, CAP-CMT-MTG-001, CAP-CMT-MTG-020 |
OQ-CMT-MTG-002 | Should the portal and public addresses of decisions, disclosures, openings and nominations be switched off until the portal milestone, as Product decided for meetings? | They are live and reachable today, though nothing uses them before the portal exists; an address nobody uses is only exposure. | (a) Switch them all off until the portal milestone; (b) keep the public openings on for the website and switch the rest off; (c) keep them all on. | (a), for the same reason Product gave for meetings, reviewing each when the portal arrives. | CAP-CMT-MTG-014, CAP-CMT-MTG-016, CAP-CMT-MTG-020 |
OQ-CMT-MTG-003 | Who may approve minutes directly, and what evidence of a vote must accompany decision-based approval? | The current direct path records an authorised caller without checking chair status; tally-based approval can declare carried when counts are omitted. Permission and committee rules therefore do not establish the chair action described by the earlier question. | (a) Verify chair status for direct approval and require explicit voting evidence; (b) allow authorised staff to record approval on the committee’s behalf, with an explicit declaration; (c) require a governance decision for every approval. | The product should choose the approving authority and required evidence explicitly before approval screens are designed. | CAP-CMT-MTG-008, FND-CMT-MTG-038 |
OQ-CMT-MTG-004 | How is a carried removal, charter or approval of minutes reversed, given that a rescission cannot undo them? | Boards do reverse removals and charters; today a rescission of one is simply refused. | (a) Keep refusing and reverse by a new decision of the opposite kind (an appointment, a charter, a correction); (b) let a rescission make the reversing change itself; (c) allow rescission only as a record, changing nothing. | (a), because each reversal then goes through the rules of its own kind and the record stays clear. | CAP-CMT-MTG-012 |
OQ-CMT-MTG-005 | Should a committee whose rule document says it makes no formal decisions be refused decisions, or judged under Robert’s Rules defaults as it is today? | An advisory group could otherwise record binding-looking motions that its bylaws do not allow. | (a) Refuse decisions for such a body; (b) judge it under Robert’s Rules defaults, as built; (c) allow decisions but mark them advisory. | (a), because the empty document was defined to mean a body that makes no formal decisions. | CAP-CMT-MTG-011 |
OQ-CMT-MTG-006 | Should an opening close itself at its deadline and fill only within its window? | Today an opening past its deadline stays open and an opening not yet open fills, so the website and the forecast can disagree with the advertised dates. | (a) Close automatically after the deadline and fill only within the window; (b) close automatically but fill at any time while open; (c) keep the window as display only. | (a), because the window is what the association advertised to candidates. | CAP-CMT-MTG-016 |
OQ-CMT-MTG-007 | Should a meeting’s staff notes appear in participants’ calendar files and personal feeds? | Staff notes are kept off every portal and public page, but the calendar description still carries them to every feed holder. | (a) Leave notes out of every calendar file a non-staff person receives; (b) add a separate description for participants; (c) keep the notes as the description. | (a) now, with (b) when the portal brings a description field. | CAP-CMT-MTG-006 |
OQ-CMT-MTG-008 | Do decisions, disclosures, nominations and openings send e-mail before the portal, when Product has switched off meeting and appointment e-mail? | Opened, closing-soon, closed and minutes-approved notices, disclosure-due notices, nomination consent requests and opening notices are all sent whenever the communications service is ready. | (a) Switch them all off until the portal or the notifications service, as for meetings; (b) keep the staff-facing opening notice and switch the volunteer ones off; (c) keep them all. | (a), for consistency with the meetings, appointments and Home-line rulings. | CAP-CMT-MTG-006, CAP-CMT-MTG-010, CAP-CMT-MTG-014, CAP-CMT-MTG-018 |
OQ-CMT-MTG-009 | Who is told when an opening is published? | Today the committee’s chair and staff liaison are told, a fixed role, while Product’s rule sends notices to the holders of a responsibility. | (a) Holders of the Committees responsibility that looks after appointments; (b) the chair and staff liaison, as built; (c) nobody until the notifications service, as for meetings. | (a) if the notice is kept, decided together with the open question on recruitment e-mail. | CAP-CMT-MTG-016, FND-CMT-MTG-042 |
OQ-CMT-MTG-010 | How do staff learn that Committees refused a Submissions review decision or could not undo a superseded one? | The reviewer’s decision then stands in Submissions with nothing changed in Committees, and today only a log line says so. | (a) A governance attention line, withheld until the portal phase like the others; (b) a list of refused decisions beside openings and nominations once staff screens exist; (c) the log only, as today. | (b) once staff screens exist, with (a) meanwhile. | CAP-CMT-MTG-019, FND-CMT-MTG-048 |