---
name: meetings-governance
description: Get the latest meetings, capture named meetings, initialise a meeting archive or repair incomplete meeting evidence. Preserve exact occurrence identity, source provenance and history without becoming a task or approval system.
metadata:
  version: "4.0"
  architecture: common-workspace-architecture v1.1
  runtime-dependencies: none
---

# Meetings Governance

Maintain the governed meeting evidence under `40 Meetings`. The normal operation is a latest-meeting refresh, not a full historical review.

## Files

| Load | When |
|---|---|
| [references/evidence-rules.md](references/evidence-rules.md) | Capturing or reconciling meeting evidence. |
| [references/capture.md](references/capture.md) | Retrieving transcripts, chats, attendance, media, tied correspondence and resources. |
| [references/review-packet.md](references/review-packet.md) | Only for an explicitly requested scope recalibration or classification review. |
| [assets/archive-guide.md](assets/archive-guide.md), [assets/meetings-index.md](assets/meetings-index.md) | Creating or repairing controls. |
| [assets/context-record.md](assets/context-record.md), [assets/evidence-frontmatter.md](assets/evidence-frontmatter.md) | Writing meeting records and companions. |

## Default operation: refresh the latest meetings

Unless the user asks for initial backfill, named intake, repair or recalibration:

1. Resolve the meeting root and read the Archive Guide and Meetings Index when present.
2. Use the last completed reconciliation as the starting point; otherwise use a bounded recent window and state it.
3. Find meetings and meeting sources added or changed in that window.
4. Reuse unchanged complete captures.
5. Capture new or changed evidence, update affected contexts and update the index once.
6. Report anything not captured, then what changed.

Do not reopen historical scope, regenerate every profile or run classification review during a routine refresh.

## Resolve the target

Never infer the target from this skill's location.

- A supplied `40 Meetings` folder or folder containing `Archive Guide.md` or `Meetings Index.md` is `meetings_root`.
- A supplied legacy `Meetings` folder is used directly.
- Otherwise the supplied path is `workspace_root` and `meetings_root` is its `40 Meetings` child.
- A blank or absent named target is valid when the user asked to initialise or ingest meetings.
- If the path could be either the workspace root or an unrelated folder, ask one focused question.

## Operations

| Operation | Use |
|---|---|
| `refresh-latest` | Default. Capture meetings and evidence added or changed since the last reconciliation. |
| `targeted-intake` | Capture named meetings and their tied evidence. |
| `initial-backfill` | Establish scope and discover history across a confirmed initial range. |
| `repair` | Restore missing controls, links or incomplete records without implying fresh retrieval. |
| `recalibrate` | Revisit scope or classifications only when explicitly requested. |

The archive may be:

- `blank`: no guide, index or meeting records;
- `partial`: some structure or evidence exists but required controls or captures are incomplete;
- `established`: guide, index and governed records exist.

## Initialise the meeting archive

An explicit request to initialise or ingest meetings authorises creation of:

```text
40 Meetings
|-- Archive Guide.md
|-- Meetings Index.md
|-- Internal
|   `-- docx
|-- External
|   `-- docx
`-- _Candidates
    |-- Deferred
    |-- Excluded
    `-- Supplementary
```

If `meetings_root` was supplied directly, do not add another `40 Meetings`. Create only missing meeting items. Do not create other common roots, stakeholder profiles or a local skill copy.

For a new archive, establish:

- workspace purpose and meeting scope;
- exclusions and adjacent subjects;
- initial range or named occurrences;
- owner, organisation and timezone;
- storage boundary;
- current-work system, or `not specified`.

The Archive Guide may remain provisional until the owner confirms scope.

## Capture meeting evidence

Resolve the exact occurrence before attaching evidence. A title, attendee, keyword or nearby folder is not enough.

For each in-scope meeting:

- retain every accessible transcript, meeting or follow-up chat, tied email, note, minute and recap as a faithful Markdown companion;
- retain recordings and shared resources in their original form and record their identity and use;
- preserve wording, speaker attribution, timestamps, provenance, sensitivity and uncertainty;
- create one context record that points to the retained evidence;
- record access failures and missing sources as `Not captured`, never as `none found`;
- keep owner notes untouched.

Use the local capture reference for source-specific retrieval and pagination rules.

## Classify and index

Classify only after reviewing the primary evidence. Keep information type separate from meeting class:

- Captured: original communication or recording;
- Extracted: a faithful selected passage;
- Synthesised: a summary or connected account;
- Inferred: interpretation beyond the words;
- Proposed: a recommendation or future action.

Update the Meetings Index once after the affected records are complete. A targeted intake leaves archive-wide inventory status `provisional`.

## Stakeholder handoff

Meeting evidence can support stakeholder profiles, but Stakeholder Governance is optional. When new or corrected evidence materially affects a person or organisation profile, either use that skill when authorised or record the affected entities and source links in the report.

## Advanced operations

- `initial-backfill`: freeze the confirmed range, inventory plausible candidates, resolve exact occurrences and state any coverage gap.
- `repair`: preserve existing evidence and IDs; repair only the missing control, link or provenance field.
- `recalibrate`: use the review-packet reference, require owner approval for scope changes and preserve classification history. Do not remove captured evidence.

## Completion

Check that:

- each requested occurrence has one identity and context;
- all readable in-scope meeting evidence was retained or listed as Not captured;
- the index matches the governed records;
- no owner note or non-identical source was overwritten;
- no stakeholder profile or unrelated workspace structure was created;
- repeating the same refresh without new evidence creates no new files.

Report Not captured items first, then meetings added or updated, then any bounded next step.