Knowledge base›Meetings

Meetings

StrataSphera supports four meeting types — AGMs, EGMs, committee meetings, and other. Each meeting moves through a defined status lifecycle from draft to completed, with an agenda, optional voting, and a generated minutes document.

Meeting types

Type	Full name	Purpose
`agm`	Annual General Meeting	Yearly owner meeting required by strata legislation. Elects committee, sets levies, passes budgets.
`egm`	Extraordinary General Meeting	Owner meeting called outside the AGM cycle for specific resolutions.
`committee`	Committee Meeting	Committee-only meeting for day-to-day scheme decisions.
`other`	Other	Informal or ad-hoc meetings that don't fit the above.

Meeting lifecycle

Every meeting passes through these statuses in order, though cancellation is available from any non-terminal state:

draft

Initial state. Agenda is being built. Notice not yet sent.

notice_issued

Notice has been sent to all verified/self-declared members. Meeting is locked for editing.

in_progress

Meeting is underway. Votes and attendance can be recorded.

✓

completed

Meeting is over. Minutes are ready to be drafted and distributed.

✓

adjourned

Meeting was adjourned to a future date.

cancelled

Meeting was cancelled. No minutes.

When a notice is issued, StrataSphera records notice_issued_at and emails all verified and self-declared members. If the scheduled date is in the past, emails are skipped but the status transition still occurs (useful when importing historical records).

Notice requirements

Meeting type	Typical notice period (NSW)	Notes
AGM	7 days minimum	Must include financial statements, levy schedule, and proposed budget.
EGM	7 days minimum	Notice must state the business to be transacted.
Committee	72 hours recommended	No statutory minimum in most jurisdictions, but good practice.
Other	As required	No statutory requirement.

The notice_days_required field on a meeting stores the computed notice period for the scheme's jurisdiction. The UI warns if issue-notice is called with fewer days remaining.

Agenda items

Each meeting has an ordered list of agenda items. Items are created manually by the committee; procedural items (quorum confirmation, election of chairperson, confirmation of minutes for AGM/EGM) are added automatically on meeting creation and marked is_procedural_auto: true.

Field	Type	Notes
`item_type`	string	`procedural`, `motion`, `discussion`, `report`
`title`	string	Required. Displayed in the notice and minutes.
`description`	string	Optional. Background or supporting text for the item.
`resolution_type`	string	`ordinary` or `special`. Only relevant for motion items.
`is_levy_motion`	bool	Flags levy-setting motions for financial reporting.
`ticket_id`	UUID	Optional link to a matter. Used to bring capital works or compliance items to a meeting for owner approval.
`minutes_notes`	string	Free-text notes recorded during or after the meeting. Used to draft minutes.
`order_index`	int	Display order. Can be reordered via the reorder endpoint while the meeting is not completed/cancelled.

Agenda items cannot be added or reordered once the meeting status is completed or cancelled. Notes (minutes_notes) can be edited until the meeting is cancelled.

Voting

Votes are recorded per agenda item per member. The vote model tracks:

vote value — for, against, abstain
unit entitlement — captured at vote time for weighted (unit entitlement) counting
proxy voting — a vote can be cast on behalf of another member via proxy_for_person_id
voting method — show_of_hands, poll, secret_ballot

The vote result summary returned by the API includes for_count, against_count,abstain_count, for_ue, against_ue, and a passed bool (ordinary resolution: majority of votes cast; special resolution: 75% of UE).

Quorum: A meeting has quorum if the minimum required number of eligible owners are present or represented by proxy. Quorum checking is the responsibility of the chairperson; StrataSphera surfaces attendance counts to assist.

Minutes workflow

Once a meeting is completed, minutes can be drafted and distributed:

Committee drafts minutes using minutes_notes from each agenda item.
Draft is stored as a document in the Meeting Minutes category.
Minutes are reviewed and confirmed at the following meeting (an auto-added procedural item for AGMs/EGMs).
Confirmed minutes are marked is_published: true and distributed to owners.

The AI-assisted minutes generation endpoint (POST generate-minutes) builds a draft from the agenda items, notes, and vote results. The result is returned as HTML for review and editing before being saved as a document.

AI minutes from transcript (POST minutes/generate-from-transcript) accepts a plain-text meeting transcript and uses Claude to propose per-item notes and flag any topics discussed that were not on the agenda. The secretary reviews and edits the proposals before applying them. This feature requires a paid plan.

Linking matters to meetings

Any agenda item can be linked to a matter via ticket_id. This is particularly important formajor capital works (scale_of_works = major_capital_works), which require owner approval at an AGM or EGM. The meeting selector in the “Add to meeting” panel groups AGMs and EGMs first to make this easier.

A linked matter's number, title, status, and scale of works are returned in theticket_ref sub-object on the agenda item response.

API summary

Endpoint	Description
`GET /api/schemes/:id/meetings`	List meetings. Filter by `?status=` (comma-separated).
`POST /api/schemes/:id/meetings`	Create a meeting. Procedural agenda items auto-created.
`GET /api/schemes/:id/meetings/:n`	Get meeting detail with full agenda and ticket refs.
`PUT /api/schemes/:id/meetings/:n`	Update meeting fields or status.
`POST /api/schemes/:id/meetings/:n/issue-notice`	Transition to `notice_issued` and email members.
`POST /api/schemes/:id/meetings/:n/agenda-items`	Add an agenda item.
`PUT /api/schemes/:id/meetings/:n/agenda-items/:id`	Update an agenda item.
`PUT /api/schemes/:id/meetings/:n/agenda-items/:id/notes`	Update minutes notes on an item.
`PUT /api/schemes/:id/meetings/:n/agenda-items/reorder`	Reorder all agenda items.
`DELETE /api/schemes/:id/meetings/:n/agenda-items/:id`	Remove an agenda item.
`POST /api/schemes/:id/meetings/:n/generate-minutes`	AI-generate a minutes draft from notes and votes.