CMS - Meetings: In-Meeting

Created by Mienette van Heerden, Modified on Mon, 7 Apr at 9:50 AM by Glennise Pretorius

1. In-Meeting

1.1. Opening Meeting

On the day of the meeting, open the meeting from the Community Dashboard

Navigation: Community dashboard > Meeting Card > Attendance

Attendance register will always display all units. If an owner own multiple units all units will be marked as present once the first one is ticked. The Community Manager will tick the signature icon the mark the owner as present.

if the community manager would like the owners to mark themselves as present, simply click on the Request participation button in the top tight corner.

Once this is done then when the "doors" closed and the meeting has begun then the Community Manager can close the participation.

Important: The owners will have to tick "Yes" for attendance, otherwise they will not receive a voting card.

1.2. Quorum

Check if you have met the quorum on the left side of the page: PQ.

If the quorum is not met, click on the the menu option button, under manage select reconvene options

Note: The Reconvene meeting will take place 7 days later. The system automatically creates the next meeting and will pull through all the documents that were uploaded. Only the proxies & polls will be removed.

1.3. Agenda items

1.3.1. Taking Minutes

Navigation: MeetingSpace > Agenda

The system allows you to take notes or minutes on MeetingSpace while each item is being discussed. This can be done by clicking on the specific item.

1.3.2. Opening Voting Poll

The Community Manager can select the relevant votes either in bulk by clicking on the poll option at the top or select each option as voted.

Once the vote has been casted on the agenda item the poll reflected.

The Community Manager has the option to request the participation from the owners to cast votes. A pop-up will appear and the owners will be able to cast their votes.

Note: If an owner has a proxy, there will be two voting cards.

The owners will not see who votes for what, they will only see the PQ.

Important: There are two reasons why an owner will not be able to see the voting card:
1. They did not click Yes in Attendance when they received the Meeting participants
2. They don't have voting rights.

The system does allow a PM to create/edit a Voting poll while the meeting is ongoing before any votes has been casted, by selecting the agenda item and on the pop-up window, clicking on Add / Edit poll.