PropAI

05 / Meetings, decisions and records

Prepared meetings. Clear decisions. Agreed actions
followed through.

From the first agenda item to the work after the meeting, PropAI handles preparation, meeting administration and records so the scheme can focus on informed decisions.

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Illustrative clubhouse cutaway with the PropAI manager welcoming trustees around a meeting table, with the shared garden outside
Your AGM and trustee meeting support are included.
MME access at no additional cost.
Included support

AGM and trustee meeting support form part of PropAI’s management service. PropAI-managed schemes also receive access to Meetings Made Easy (MME) at no additional cost.

Meeting arrangements follow the scheme’s governing requirements and agreed management scope.

Before, during and after

A meeting.
A decision.
A next step.

The scheme is considering a garden-maintenance contract. Follow the people, the decision and the work that follows.

PropAI manager preparing the agenda and supporting information in the miniature clubhouse meeting room
01 · Prepare

01 / Prepare

Give every agenda item a purpose.

A clear agenda and the right information help people arrive ready to decide.

Who handles what?

Prepare the notice, agenda and supporting information.

Details & responsibilities

We coordinate the meeting timetable, prepare notices, agendas and supporting packs, and organise the information participants need beforehand. Items are identified for decision, discussion or noting. Relevant background, options, quotations and specialist reports help make the decision required clear.

PropAI
Prepare the notice, agenda and supporting information.
The scheme
Review the information and raise missing questions.
The record
Notice, agenda and meeting pack.
View example agenda

Meeting pack / agenda item 03

Garden-maintenance contract.

For decision

The questionWhich contract should the scheme appoint?
To reviewTwo quotations, the service scope and available budget.
AuthorityTrustees decide within their authority.

Step 1 of 5

Step 1 of 5. Prepare. Give every agenda item a purpose.

The scheme decides.
PropAI handles the meeting work.
Decision authority & chairing

The scheme decides. PropAI handles the meeting work.

Trustees, directors and members make the decisions assigned to them by the scheme’s governing framework. Chairing a meeting does not transfer that decision authority to PropAI.

PropAI takes responsibility for meeting preparation, administration, minutes, records and management follow-up within the agreed mandate.

Formal chairing arrangements follow the scheme’s rules. At trustee meetings, PropAI facilitates the process and supports the elected chair.

Read the complete meeting service

01 / Prepare

Give every agenda item a purpose.

We coordinate the meeting timetable, prepare notices, agendas and supporting packs, and organise the information participants need beforehand. Items are identified for decision, discussion or noting. Relevant background, options, quotations and specialist reports help make the decision required clear.

PropAI
Prepare the notice, agenda and supporting information.
The scheme
Review the information and raise missing questions.
The record
Notice, agenda and meeting pack.

02 / Participate

Keep participation and voting clear.

We organise attendance and representation information, review proxies and support the checks for quorum and voting under the applicable meeting rules. Participants receive clear information about how to attend and take part. The process reflects the meeting type; trustee and member meetings do not use identical voting rules.

PropAI
Coordinate attendance, proxies, quorum and voting administration.
The scheme
Attend or arrange valid representation, and participate within the applicable rules.
The record
Attendance, representation and voting information.

03 / Decide

Close each item with a clear outcome.

PropAI guides the meeting through its agenda and handles the administration. Where appointed in accordance with the scheme’s rules, we also chair the meeting. Trustees, directors or members decide the matters within their authority. Each item should end with a decision, a request for more information or an update noted.

PropAI
Guide the process and capture the decision, any conditions and the next step.
The scheme
Approve, reject, defer or note the matter within the appropriate authority.
The record
The resolution and voting outcome, where applicable.

04 / Record

Prepare the formal record for review.

We prepare and circulate draft minutes, record resolutions and coordinate review, approval and retention through the scheme’s formal process. Drafts remain distinguishable from approved records. The record makes clear what was decided, by whom and subject to which conditions.

PropAI
Prepare and circulate draft minutes and maintain the formal meeting records.
The scheme
Review the draft and approve the record through the applicable process.
The record
Draft and approved minutes, resolutions and supporting records.

05 / Follow up

Keep the agreed work moving between meetings.

We maintain an action list with the task, responsible person, agreed target date, status and next step. PropAI coordinates authorised management actions, flags delays or outstanding information and brings matters needing a further decision back to the scheme. Completion is recorded when the agreed work has been confirmed.

PropAI
Coordinate authorised actions, track progress and report what needs attention.
The scheme
Provide decisions or information where further input is needed.
The record
An action list with responsibility, status and next steps.

An included PropAI product

Meetings Made Easy is included.

Your scheme gets MME access at no extra cost, supporting preparation, participation and voting.

What MME supports

PropAI-managed schemes receive MME access at no additional cost. The product connects meeting-pack preparation, attendance, representation, quorum information, digital voting and meeting activity records. For applicable member meetings, it supports represented participation quota (PQ) and voting calculations.

MME supports the administration. People still check the information and apply the relevant meeting rules. It does not replace the scheme’s decision-makers, formal minutes or resolutions.

Explore Meetings Made Easy

Meetings Made Easy

Video overview · 45 seconds

Records & follow-up

What was decided.
What happens next.

Three different records, each with a purpose.

MME activity supports the process. Formal minutes and resolutions follow the scheme’s review and approval process.

01Minutes and resolutions

The formal record of the meeting and its decisions, reviewed and approved through the scheme’s applicable process.

02The action list

A working record of what must happen next, who is responsible, the target date, current status and any outstanding information.

03MME activity records

Supporting attendance, representation and voting activity captured by the product. These support formal administration and remain distinct from approved minutes and resolutions.

Useful guidance

Before your
next meeting.

How to Run a Trustee Meeting That Actually Moves the Scheme ForwardAGM Preparation: The Trustee Checklist Most Schemes Start Too Late

Start with your scheme

Tell us what your scheme needs from its meetings.

Tell us about your scheme, how meetings are currently handled and what you would like to improve. We’ll review the details and contact you directly to discuss the appropriate management support.

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Requesting a proposal does not commit your scheme to making a change.
Explore the complete management service