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.

Show evidence (sources, provenance, origins, pinned commits)

The Formal Contract

The narrative above explains; the sections below are authoritative — the rules, scenarios and tests this document binds.

Outcomes: A committee has a dated meeting record with its location and current standingCompleted and cancelled meetings retain their meeting detailsDissolution stops later draft and scheduled gatherings
Surfaces: apijob
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.
Intent sources: services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#D12services-committees:docs/milestones/plans/CMTE-M3-plan.md#4. Assumptionsservices-committees:docs/milestones/CMTE-M1-committees-seats-and-rosters.md#D5

Controls

29 controls apply, from the corpus control catalogue.

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

Permissions

Key	Checked at	Scope
`committees.meetings.read`	api	tenant
`committees.meetings.manage`	api	tenant

Business Rules

16 rules, 13 to be proved before approval. A rule's product intent is derived from its origin: 0 confirmed by a product decision, the rest inheriting this capability's proposed.

Id	Rule	Kind	Enforced at	Provenance
`01`must prove Proposed	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. ✓ Staff return a scheduled gathering to draft.✗ Staff try to reschedule a gathering already recorded as held. no proof recorded yet	lifecycle	api, service	observed services-committees:modules/meetings/services/persistence/meetings.ts:closeMeeting
`02`must prove Proposed	A meeting is refused without being saved unless its end follows its start and its time zone is recognised. ✓ Staff save a ninety-minute evening meeting in the New York time zone.✗ Staff submit a meeting whose start and end coincide. no proof recorded yet	validation	api, service	observed services-committees:modules/meetings/services/persistence/meetings.ts:requireTimes
`03`must prove Proposed	New meetings are refused for dissolved committees. no proof recorded yet	validation	service	observed services-committees:modules/meetings/services/persistence/meetings.ts:insertMeeting
`04`must prove Proposed	Held and cancelled meetings reject staff edits to their meeting details. no proof recorded yet	invariant	service	observed services-committees:modules/meetings/services/persistence/meetings.ts:rewriteMeetingDetails
`05`must prove Proposed	A staff change is refused when it supplies a meeting version older than the saved version. no proof recorded yet	policy	api, service	test services-committees:modules/meetings/tests/integration/services/meetings.integration.spec.ts#refuses a replace at a version the meeting no longer has
`06`must prove Proposed	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. no proof recorded yet	lifecycle	api, service	observed services-committees:modules/meetings/services/persistence/meetings.ts:closeMeeting
`07`must prove Proposed	Cancellation of an unfinished meeting retains any supplied reason in its notes and requests cancellation of a video room already recorded for it. no proof recorded yet	lifecycle	api, service	observed services-committees:modules/meetings/services/persistence/meetings.ts:cancelMeetingIn
`08`must prove Proposed	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. origin: CMTE-M1 D5 (Andrew 2026-10-19 17:53 ET, services-committees:docs/milestones/CMTE-M1-committees-seats-and-rosters.md#Decisions) no proof recorded yet	lifecycle	service	observed services-committees:modules/meetings/services/persistence/committee-dissolutions.ts
`09`must prove Proposed	A meeting may link to its continuation but cannot select itself. no proof recorded yet	validation	service, database	observed services-committees:modules/meetings/db/meetings.table.ts:meetings_adjourned_not_self_check
`10`must prove Proposed	The product should restrict a continuation to a later meeting of the original committee. origin: CMTE-M3 D12 item 5 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) no proof recorded yet	validation		documented services-committees:docs/milestones/plans/CMTE-M3-plan.md#D12. Smaller rules to approve as a group
`11` Proposed	The committee’s meeting list is paged in descending start order.	policy	api, service	observed services-committees:modules/meetings/services/persistence/meetings.ts:listCommitteeMeetings
`12`must prove Proposed	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. no proof recorded yet	policy	service	observed services-committees:modules/meetings/services/data-operations/meetings-data-operations.ts
`13` Proposed	Database version records retain each meeting change and its author, although staff have no history route or screen.	invariant	database	observed services-committees:modules/meetings/db/meetings.table.ts:meetingVersions
`14` Proposed	Meeting records have no custom-field values. origin: CMTE-M3 plan A10 (R2-ARCH-001, Andrew 2026-10-19)	policy	api	documented services-committees:docs/milestones/plans/CMTE-M3-plan.md#4. Assumptions
`15`must prove Proposed	Meeting requests reject blank titles, unsupported kinds or visibility, instants without offsets, disallowed statuses and fields outside the declared request shape. no proof recorded yet	validation	api	observed services-committees:modules/meetings/aws/api/meetings.schemas.ts:meetingCreateSchema
`16`must prove Proposed	A continuation reference is refused unless it identifies an existing meeting in the current workspace. no proof recorded yet	validation	service, database	observed services-committees:modules/meetings/db/meetings.table.ts:meetings_adjourned_to_meeting_fk

Scenarios

Id	Given	When	Then	Provenance
`01`	The Finance Committee has a November meeting in draft	A meeting manager schedules it	Calling the meeting initiates participant notices and requests a room if its video settings ask for one	observed services-committees:modules/meetings/services/persistence/meetings.ts:rewriteMeetingDetails
`02`	A meeting is already recorded as held	A staff member submits a different meeting title	The meeting-detail edit is rejected because the meeting has ended	observed services-committees:modules/meetings/services/persistence/meetings.ts:rewriteMeetingDetails

Planning

Schedule a committee meeting and preserve its outcome ​

Purpose ​

How It Works ​

Relationships ​