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Meetings

Included with: every plan.

A meeting in SanctumBoard runs through a cycle: scheduled, papers requested, pack published, held, minuted, approved. Each stage leaves a record.

User guide​

Creating a meeting​

Meetings → New meeting. Set date, time and type. Pam can draft the agenda from your annual work plan if you keep one.

Requesting papers​

Ask contributors for papers against agenda items. Pam chases what is late so you do not have to.

Publishing the pack​

Once papers are in, publish. Directors are notified and the pack becomes read-only — a pack that changes after publication is not a pack. See Board packs.

Recording attendance​

Present, apologies, and by invitation. This matters for quorum and appears against every decision taken at the meeting.

Capturing decisions​

Record each decision as it is made: what was resolved, who moved and seconded, and the outcome. See Minutes.

Technical notes​

  • Feature key: meetings — on every plan, so no gate
  • Tables: meeting, agenda_item, attendance, decision
  • Cycle orchestration: /api/cycle/tick, run every five minutes; advances stages, issues input requests, chases what is late, flushes the email outbox
  • Attendance is the source for attended and apologised_for edges in board memory

Support notes​

"Directors did not get notified about the pack"​

Usually: the email outbox has not flushed, or the meeting was never actually published. Check: meeting status is published; then the outbox for pending rows. Fix: the scheduler runs every five minutes. If it has not run, check the cron on the ops host.

"The agenda is empty"​

Pam drafts from the annual work plan. With no work plan there is nothing to draft from, and the agenda starts blank by design rather than inventing items.

Known limitations​

Recurring meetings are created individually. A meeting cannot be un-published; correct by amending the agenda and publishing a revision.