CMS - Meetings: Details & Agenda

Created by Mienette van Heerden, Modified on Thu, 13 Nov at 11:41 AM by Mienette van Heerden

1. Prepping for Meeting

Navigation: Global Overview > Settings > Meetings

Note: There are pre-populated Meetings message templates that can be viewed by clicking on the View icon.

1.1. Add Agenda Template

Any Agenda templates created on the Global overview will pull through to your Meeting for all the communities.

Note: Global templates can be modified per community on the Meetings card.

Click on the Add Agenda Template.

A pop-up window will appear where the Agenda description/ name, e.g. BC AGM Template can be entered

On the right side of the screen, now add the agenda items for the template by clicking on Add Agenda Item

When adding an item, a pop-up window will appear where you will enter the agenda item title and if applicable a description.

Important: DO NOT number the agenda items. When the agenda pulls through on the Meeting, the solution will automatically number each item.

Example:

2. Manage Meeting

Navigation: Community > Planner and Compliance Dashboard

Select the specific meeting compliance item.

2.1. Edit Meeting Details

To edit the meeting details, fill in the description and select the date.

Title: Meeting name
Description box: Insert the Meeting description
Date & Time: Confirmed meeting date and time
Location: Add the GPS coordinates or Location Pin
Link to Online meeting: Add the Zoom or Teams Link

2.2. Add Agenda Template

Navigation > Meetings > Agenda

Either add a Single Agenda item or the Agenda template that was created on the Global Overview by clicking on + Add Agenda Item

Note: Any Agenda Item can be modified/ removed, based on the community by selecting the item to edit or selecting delete in the menu options

2.2.1. Uploading Supporting Documents on Agenda points

(Supporting documents such as previous meeting minutes or budgets)

Click on the agenda item, on the pop-up window, scroll down to drag and drop the document to upload, or click on Browse to select the file.

If the wrong document was uploaded, simply click on the trash can next to the document or preview and or download the document.

Note: Once a document has been uploaded, this will be indicated with the following icon.

2.2.2. Set up a poll for voting

To add a poll, simply click on the menu options button and select Add Poll

A pop-up window will appear to enter the criteria and details of the voting poll.

Poll Title: Name of Voting Poll
Poll Description: Description of what is being voted on
Poll Options: The options the owner/ trustees need to vote on
Max Selection: How many options may be chosen
Voting Percentage: By default, percentages are calculated as follows:
- By Attendance. (Sum of PQs or unique owners cast for an option)/ (Total PQs/unique owners attending).
- You can now toggle an additional setting on each poll: Calculate percentage by Total Votes Cast. (Sum of votes for an option) / (Total votes actually cast).

Example:

Let's say:

50 PQs are in attendance
40 PQs voted in total (10 abstained)
25 PQ voted in favour

Here's how the percentage differs based on your selected method

By Attendance: 25 ÷ 50 = 50% in favour
By Votes Cast: 25 ÷ 40 = 62.5% in favour

Note: Once a poll has been set up, the following icon will indicate this, and the poll results will display on the card.

Multiple polls can be created on an agenda item.

3. Uploading Supporting Documents for the Meeting

(Documents such as Nomination & Proxy forms)

On the far right of the screen, click on Documents or click on Browse to select the file to upload

These documents will be added to the invitation as additional documents. These documents will be available to select as attachments when invitations are sent.