Prepare minutes for committee review

Purpose

Minutes let the committee review a written account of its meeting. The secretary can start from captured notes and refine the draft before sharing it.

How It Works

Staff append notes against agenda topics with recording attribution. A draft can be created once proceedings begin, and meeting closure supplies an empty draft when needed. Assembly provides a starting document rather than a completed approved record. It groups attendance, follows agenda order and leaves a decisions section for later completion. Executive-session notes are excluded from generated text, while deferred topics receive a deferral notice. The secretary can replace the draft body and must use its current version. API saves trim surrounding whitespace, so the saved fingerprint describes the normalised text. File preparation can reject a body before it replaces the existing text. Circulation makes a held meeting’s saved draft available for review and prevents direct editing. Returning it to draft allows corrections before another circulation. Approval and correction of the permanent record belong to the next capability.

Relationships

Agenda and attendance supply assembly inputs. Meeting communications own notice selection and deduplication. Minutes approval takes the reviewed text into the permanent record.

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: An assembled draft uses the meeting’s agenda and attendanceSaved text has a reproducible fingerprintCirculated text returns to draft before further editing
Surfaces: api
Preconditions: Notes require a scheduled, in-progress or held meeting; new minutes require proceedings to have begun.
Postconditions: Circulated minutes are available through the committee’s permitted portal audience.
Intent sources: services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#D7services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#D12

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-CRY-004 TC-DAT-001 TC-DAT-002 TC-DAT-003 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

11 rules, 10 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	Notes can be appended to an item belonging to a scheduled, in-progress or held meeting, with the recording actor and time retained and no note-update operation exposed. no proof recorded yet	validation	service	observed services-committees:modules/meetings/services/persistence/meeting-item-notes.ts:addItemNote
`02`must prove Proposed	Minutes may first be drafted for an in-progress or held meeting, and saving or assembling creates a draft when none exists. no proof recorded yet	lifecycle	service	test services-committees:modules/meetings/tests/unit/services/minutes-rule.spec.ts#drafts the minutes of a meeting in progress or held, and of no other
`03`must prove Proposed	Assembly replaces draft text with a meeting heading, attendance groups, agenda-ordered numbered item sections and a final empty decisions section, omitting ordinary notes for deferred items. no proof recorded yet	calculation	service	observed services-committees:modules/meetings/services/minutes/minutes-rule.ts:assembleMinutes
`04`must prove Proposed	Assembly substitutes a confidentiality notice for an executive-session item’s notes rather than copying those notes into the draft. origin: CMTE-M3 D12 item 9 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) no proof recorded yet	policy	service	test services-committees:modules/meetings/tests/unit/services/minutes-rule.spec.ts#keeps an executive-session item’s notes out of the minutes (premise: the note was given)
`05`must prove Proposed	Each saved minutes body receives the SHA-256 fingerprint of its stored UTF-8 bytes. no proof recorded yet	calculation	service	test services-committees:modules/meetings/tests/unit/services/minutes-rule.spec.ts#is the SHA-256 of the UTF-8 bytes, in hex
`06`must prove Proposed	Existing minutes require their current version for saving or assembly, and only draft minutes permit body changes. no proof recorded yet	validation	api, service	test services-committees:modules/meetings/tests/e2e/minutes.e2e.spec.ts#refuses a save of circulated minutes with 409, minutes_circulated
`07`must prove Proposed	The save boundary accepts non-blank text up to 2,000,000 UTF-8 bytes and stores it through file preparation, which rejects HTML-looking bodies. no proof recorded yet	validation	api, service	observed services-committees:modules/meetings/aws/api/meetings.schemas.ts:minutesSaveSchema; services-committees:modules/meetings/services/minutes/minutes-body.ts:MINUTES_BODY_MAX_BYTES
`08`must prove Proposed	Circulation requires draft minutes with a saved body and a held meeting, and records the circulation time. origin: CMTE-M3 D7 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) no proof recorded yet	lifecycle	service	test services-committees:modules/meetings/tests/unit/services/minutes-rule.spec.ts#circulates a draft with a body of a held meeting
`09`must prove Proposed	Reverting circulated minutes clears their circulation time and permits editing before they are circulated again. origin: CMTE-M3 D7 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) no proof recorded yet	lifecycle	service	test services-committees:modules/meetings/tests/integration/services/minutes.integration.spec.ts#reverts circulated minutes to a draft, clearing when they were circulated
`10` Proposed	Database version history retains the author of each save, circulation and return to draft.	invariant	database	observed services-committees:modules/meetings/db/minutes.table.ts
`11`must prove Proposed	API text input is trimmed before minutes and note validation and storage, so saved fingerprints describe the normalised minutes text rather than the original submitted whitespace. no proof recorded yet	calculation	api	test react-console:acceptance/committees/playwright/journeys/meetings/CMT-ACC-0238.spec.ts#CMT-ACC-0238

Scenarios

Id	Given	When	Then	Provenance
`01`	A board meeting has closed with notes on its ordinary and executive-session agenda items	The secretary requests an assembled draft	The draft follows agenda order and includes the executive-session heading and confidentiality notice without its notes	test react-console:acceptance/committees/playwright/journeys/meetings/CMT-ACC-0237.spec.ts#CMT-ACC-0237

Planning

Prepare minutes for committee review ​

Purpose ​

How It Works ​

Relationships ​