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By following this guide, you will schedule SRB and SAG meetings, build agendas, record attendance and votes, track action items, and maintain committee records for Part 5 compliance.
Who should read this: Safety managers and admins who schedule and facilitate committee meetings. Committee members (chairs, members, and observers) also benefit from understanding the meeting workflow.Prerequisites: Safety manager or admin role. Committee members should be configured in your workspace settings.

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Committee Types

CommitteePurposeTypical Membership
Safety Review Board (SRB)Strategic safety governance, policy decisions, resource allocation.Accountable executive, safety manager, department heads.
Safety Action Group (SAG)Operational safety coordination, hazard review, CPA tracking.Safety manager, line managers, subject-matter experts.

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Run a Committee Meeting

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Step 1: Schedule the meeting
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Navigate to Safety > Safety Committee and create a new meeting. Provide the title, type (SRB, SAG, or Special), date and time, and quorum threshold.
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Check for scheduling conflicts before committing a date.
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Step 2: Build the agenda
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Add agenda items with titles and types (Report Review, Risk Review, CPA Review, New Business, or Other). Drag items to adjust the discussion order and remove any that are no longer relevant.
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Step 3: Schedule and notify
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Save the meeting. It appears on the committee calendar and invited members receive a notification.
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Step 4: Record attendance
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Open the meeting from the committee list and mark each member as Present or Absent. The system calculates whether quorum has been met.
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If quorum is not met, votes and decisions made during the meeting may not be valid.
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Step 5: Conduct the meeting
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Work through each agenda item. Record discussion notes and document any decisions reached by the committee. For items requiring a formal decision, record votes (Approve, Reject, or Abstain).
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Step 6: Record action items
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As tasks are identified, link each action item to the relevant agenda item, assign a responsible person, and set a due date. If an action item requires structured tracking with verification, elevate it to a CPA.
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Elevate action items to CPAs when the item addresses a systemic deficiency, requires effectiveness verification, or has regulatory implications.
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Step 7: Close the meeting
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Review the meeting summary (attendance, decisions, votes, action items) and close the meeting. Minutes are automatically preserved as compliance documentation.

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Manage Committee Members

Navigate to Safety Committee > Members to manage membership:
  • Add members from your workspace users.
  • Assign roles — chair, member, or observer.
  • Track participation history to monitor engagement over time.

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Meeting Statuses

StatusDescription
ScheduledCreated and awaiting the meeting date.
CompletedMeeting held and minutes finalized.
CancelledMeeting was cancelled before it took place.

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Meeting Records for Compliance

Committee meeting records serve as evidence for multiple Part 5 requirements:
Part 5 SectionRequirementEvidence
5.25(b)(3)SMS implementation teamSRB/SAG membership and participation.
5.71Safety performance monitoringReview of safety data in meetings.
5.93Safety communicationDissemination of safety information.
5.97(d)Communication recordsPreserved meeting minutes and decisions.
These records are accessible from the Compliance module for use as Part 5 evidence.

Track Compliance

Using meeting records as Part 5 compliance evidence.

Create a CPA

Converting meeting action items into tracked CPAs.

Manage Documents

Storing meeting minutes as safety documents.

The Four Pillars

How committee activities support Safety Promotion and Assurance.
Last modified on April 11, 2026