Governance

The Governance page keeps your committee's paperwork in one place: meetings with agendas and minutes, motions you can search years later, action items that hand themselves over when office holders change, and a role-gated document library for the constitution, policies and insurance certificates. You'll find it under Club operations → Governance.

Who can use this

Governance is a Pro plan feature. It needs the Manage meetings & documents permission — club administrators have it automatically; a Secretary position is the natural grantee on Members & access → Roles & positions. Council position holders can read meetings and committee documents without the manage permission; members can see documents shared with them at /documents on your public site.

What's on the page

• Meetings: scheduled, held and cancelled meetings, each with agenda, attendees, minutes and motions.
• Action items: open tasks assigned to positions or people, with due dates.
• Document library: uploaded files with a visibility level (admins / committee / members).
• Motion search: find any resolution ever carried, by keyword.

Step by step

Run a meeting

1. Create the meeting (title, kind — committee, general, AGM — date and location) and draft the agenda.
2. After the meeting, mark it Held, record the attendees and type or paste the minutes.
3. Add each motion with its text, mover and seconder (typed names — they don't need accounts), the outcome, and the vote counts if you keep them.
4. Lock the minutes. Locking freezes the minutes and motions as the permanent record — the AGM-proof version. Unlocking is possible but audited.

Track action items

1. Add actions from the meeting (or standalone) and assign them to a position rather than a person where you can — when the Secretary changes at the AGM, open actions automatically belong to the new Secretary.
2. Assignees are notified, see their items, and can mark them done.

Share documents

1. Upload the file (PDF, Word, Excel, images) with a title and category.
2. Pick who can see it: Admins only, Committee (anyone holding a council position), or All members (visible at /documents on your site).

Field reference

• Meeting kind — committee, general, AGM, subcommittee or other.
• Minutes lock — one-way in day-to-day use: locked minutes and their motions cannot be edited or deleted. A held meeting can never be deleted at all.
• Document visibility — admins / committee / members. Archiving hides a document everywhere without destroying it.

Tips & FAQ

• Why can't I delete an old meeting? Held meetings are the corporate record of an incorporated association — they're permanent by design. Cancelled or never-held meetings without minutes can still be removed.
• Handover season: because actions attach to positions, your handover is: update the position holders on Roles & positions. The open action list follows the titles automatically.
• Searching motions — use the motion search box with any keyword ("fees", "uniform") to pull every matching resolution with its meeting and outcome.