Being secretary

You keep the club's record: meetings, minutes and elections. You can also manage events and edit the club website. You don't see members' legal names, money or safety cases.

Agendas

Each meeting on Meetings has its agenda: every item with an owner, a planned time, and whether it's a report, a discussion, a vote or for information. Everyone who can open the meeting sees it, so keep item titles plain.

Recording consent

Nobody is recorded without agreeing first. When you choose Start recording, each person on the attendee list is asked "May this meeting be recorded and transcribed?" on their own screen.

• Recording starts only when every attendee has said yes.
• One "no" turns recording and transcription off for that meeting. Take minutes by hand instead. That person can change their answer later if they want to; don't ask them to.
• Anyone can withdraw consent while recording is on.
• Cancel the request clears everyone's answers. Stop recording ends it.

Only attendees and officers who run meetings see the consent panel and any transcript.

Drafting minutes

Once a meeting has a transcript, open the Minutes panel and draft from it. Colors picks out motions, seconds, results, action items ("I'll…"), quorum and the next meeting date. You edit the draft as text, then save it.

AI drafting is off until the club turns it on, on Meetings under AI-drafted minutes. Even then, Colors only sends a transcript to the AI if every attendee agreed to be recorded. Otherwise, or if the AI isn't available, it drafts without AI and tells you why. Each draft is labelled either "Drafted with Claude" or "Drafted without AI", and every time a transcript is sent, it goes in the audit log.

Legal names stay out of minutes

Drafts replace any legal name spoken in the meeting with "[name removed]". Only someone who can read legal names (the treasurer or membership chair) can turn that off for a draft. Approved minutes are always redacted.

Colors matches full names. A first name or surname said on its own isn't caught, so read the draft before you approve it.

Approving minutes

When the board has agreed them, choose Approve minutes. Approved minutes are final: every member can read them, and they can't be edited or un-approved. If a meeting was set to delete its recording after approval, Colors deletes the recording and transcript at this point and logs it.

Elections

On Elections, the Run this election card lets you:

• Close voting. This is final; a closed election can't reopen.
• Extend by 7 days, while voting is open.
• Certify results, once voting is closed and quorum is met. Colors re-checks every ballot against the ledger first.
• Record as failed, if voting closed without quorum.

You can see who has voted, so you can nudge people who haven't. Nobody, including you, can see how anyone voted. If you're a candidate, ask the president to close and certify.