Recording board meetings, motions, and votes

The Governance tab tracks every board meeting in a structured format that holds up to legal review and recordkeeping requirements.

Creating a meeting:
1. Property → Governance → "+ New meeting"
2. Pick the type: Board / Annual / Special / Committee
3. Set the date, an optional location, and the meeting agenda
4. Leave "Hold this meeting on Stage" checked to give the meeting a built-in video call (see below), or uncheck it for an in-person-only meeting
5. Save — the meeting card lands in the Upcoming list

Hold the meeting on Stage (video):
You no longer need a separate Zoom link — a governance meeting can be held as a native Stage video call.
• With "Hold this meeting on Stage" checked, creating the meeting spins up a Stage room tied to it. Owners and residents can join with just their name (no Turtini account needed), and they see the plain-language "About this meeting" privacy explainer before joining.
• A "Join on Stage" button appears on the meeting — for the board in Governance, and for owners/residents on their Resident Portal home under "Upcoming meetings" (annual and member meetings show up there too).
• Already created a meeting without a room? Open it and click "Hold on Stage" to add one.
• When the host ends the Stage call, Turtini automatically produces the minutes from the meeting and files them back — see "Stage auto-minutes."

Recording the meeting (during or after):
Open the meeting and:

• **Roll call** — toggle present / absent / proxy for each board member. Quorum is calculated automatically against the configured threshold.
• **Add a motion** — text of the motion, mover, seconder, motion type (Standard / Resolution / Bylaw Amendment).
• **Record the vote** — for each board member, mark Aye / Nay / Abstain / Absent. The tally and pass/fail outcome compute live.
• **Discussion notes** — free-text notes attached to each motion and to the meeting overall.

Generating minutes:
When the meeting moves to Adjourned, click "Generate minutes" — a verified-by-Turtini PDF (QR + SHA-256) is produced and auto-archived into Documents. The PDF includes header, attendees, full motion record with vote tallies, and discussion notes.

Tamper-evidence:
The minutes PDF is hash-chained into the audit log, the same way executed leases and accounting close packets are. Anyone can verify a downloaded minutes PDF at /verify/:id by uploading the file — if a single byte was edited after generation, the verifier shows "Tampered".

Board portal access:
Board members get a filtered Governance view that shows only their committees, the meetings they've been roll-called for, and the motions they voted on. Non-board members see Announcements and ARC publicly but not Governance internals.