During this phase, a meeting can be prepared when the date of the meeting isn’t known yet.
A meeting transitions into this phase when a definitive date is found. It is still in the preparation phase.
As soon as the agenda for the meeting is ready (under normal circumstances at least 5 days before the meeting), the meeting enters the agenda review period. Every committee member is expected to review the agenda. They’re also allowed to request amendments to the agenda. This can be done up to the start of the meeting.
Well… I think this speaks for itself. Any decision made during the meeting are only in effect after the notes review period has ended.
During the meeting, notes are made of the proceedings of the meeting. Sometimes, the notetaker might need some extra time to process the notes and the tasks that emerged. These notes have to be finished within the 2 days following the meeting.
As soon as the notes are finished, the meeting enters the notes review phase. Everyone in the committee is expected to review the notes, and crucially, the decisions made during the meeting. This should be done within the 5 days after the meeting has entered this phase. In this period, decisions made during the meeting can still be amended if necessary.
When everyone has reviewed the notes, the meeting enters its final phase. In this phase, all decisions made are final.