Governance & meetings

Schedule committee meetings, general meetings, subcommittees and the AGM with agendas, record the attendees, and take minutes on the platform — then lock them once adopted, so the record of what was decided cannot quietly drift afterwards. Locking freezes the minutes and their motions as the permanent record; unlocking is possible but audited, and a held meeting can never be deleted — it’s the corporate record of an incorporated association.

When transparency is the point, flip a meeting to public minutes: the adopted minutes and their motions appear on a minutes page on your club website for members and the public to read — while action items and everything unpublished stay private.

Motions are recorded with their votes — the text, the mover and seconder (typed names, no accounts needed), the outcome, and the counts if you keep them. Then motion search earns its keep: type “fees” or “uniform” and pull every matching resolution ever carried, with its meeting and outcome.

Action items get named owners and due dates — a task you can chase at the next meeting, not a vague recollection. Better still, assign actions to a position rather than a person and handover happens by itself: when the Secretary changes at the AGM, open actions automatically belong to the new Secretary.

Nothing gets quietly forgotten, either: every assignee sees their items on their own account page, gets a notification that stays put until the work is done, and receives an email reminder when an item comes due or slips overdue.

Not everything starts in a meeting. The committee task board is club task management for the jobs in between — order the trophies, chase the council, renew the insurance — as a kanban board or a due-date list, whichever way your committee thinks. It shares this module’s toggle and its Manage meetings & documents permission, so turning governance on turns the board on with it.

The document library is your club’s policy library and filing cabinet in one: the constitution, policies, codes of conduct, insurance certificates of currency and every other document the club must be able to produce — in one findable place for this committee and every one that follows it.

Each document carries its own visibility — admins only, committee, or all members via a documents page on your public site — and archiving hides a document everywhere without destroying it.

Governance sits behind its own Manage meetings & documents permission — a Secretary position is the natural grantee through roles & permissions — while council position holders can read meetings and committee documents without it.