Adjourning the Special Meeting

Adjourning a meeting in the OHS Resource Centre sends a notification about the draft meeting minutes specifying it as a special meeting. After adjourning, the meeting enters the finalized phase. The draft minutes of the meeting are generated, showing attendance, subjects discussed, and actions taken. These attendance and discussion notes are then reviewed, edited if necessary, and published. Any special meeting adjourned will be displayed in the system’s past meeting series table, ensuring all details are documented and accessible whether the quorum is met or not.

Note

• If not manually adjourned, the meeting will be automatically adjourned by the system 24 hours after it starts.
• Before the meeting is adjourned, add any action items associated with each agenda item. This step is not possible after the meeting.

Applies to:

• Admin Assistant (dedicated support for committee)
• Committee Co-Chair (worker and employer)
• Committee Members with meeting recorder privileges.

 STEPS

• To adjourn the meeting, navigate to the top right side of the screen. When you select the ‘Adjourn Meeting’ button, a pop-up box asks you to verify the request (see screenshot).

Note  

• The Primary Recorder must be selected before adjourning the meeting. If the Primary Recorder has not been selected, a pop-up message will appear, prompting confirmation before proceeding with adjournment. 

• If the recorder forgets to adjourn the meeting, the Primary Recorder field in the draft minutes will remain blank. However, it must be added later in the “Edit Minutes” screen before publishing the minutes 

• Once you have selected the ‘Yes, Adjourn Meeting’ button, the ‘Meeting Completed’ screen will pop up.

• You will then be back at the meeting list where you can select ‘Edit Minutes’ for your meeting prior to the minutes being published should you need to.

• After selecting ‘Edit Minutes,’ you will open the meeting minutes page, to validate that all the details were accurately recorded. Review the items in the agenda by opening the drop-down tabs and attendance. When the meeting minutes have been validated, select the ‘Publish Minutes’ button. Before selecting the Publish button, you can add or edit the Primary Recorder. If the Primary Recorder is not added before adjourning the meeting, it must be added prior to publishing; otherwise, the system will not allow the meeting minutes to be published. Once the minutes are published, all committee members will automatically receive a copy of the meeting minutes.

Note

• Before publishing the minutes, the following edits can be made on the Edit Minutes screen:
  • Edit the Primary Recorder
  • Add an additional recorder
  • Edit the attendance of current members
  • To add a committee member who joined after the meeting ended, click the “+Add Missing Member” button. This ensures that anyone who attended the meeting, even if they weren’t on the original attendee list, is included and counted toward quorum.
  • Use the Miscellaneous Notes field to capture and communicate any relevant contextual information that doesn’t fit into structured fields.
  • Edit the Agenda items fields: Name, Duration, Purpose, Description and Discussion.
  • Add/remove attachments of the agenda items, and Edit the existing action items (update name, due date, status, assignee, description, and add/remove files fields)