> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Run a Safety Committee Meeting

> Schedule SRB and SAG meetings, build agendas, record attendance and votes, track action items, and maintain committee records for Part 5 compliance.

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.

<Info>
  **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.
</Info>

## Committee Types

| Committee                 | Purpose                                                             | Typical 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.   |

## Run a Committee Meeting

<Steps>
  ### Step 1: Schedule the meeting

  Navigate to **Safety > Safety Committee** and create a new meeting. Provide the title, type (SRB, SAG, or Special), date and time, and quorum threshold.

  <Tip>Check for scheduling conflicts before committing a date.</Tip>

  ### Step 2: Build the agenda

  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.

  ### Step 3: Schedule and notify

  Save the meeting. It appears on the committee calendar and invited members receive a notification.

  ### Step 4: Record attendance

  Open the meeting from the committee list and mark each member as **Present** or **Absent**. The system calculates whether quorum has been met.

  <Warning>
    If quorum is not met, votes and decisions made during the meeting may not be valid.
  </Warning>

  ### Step 5: Conduct the meeting

  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).

  ### Step 6: Record action items

  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.

  <Tip>
    Elevate action items to CPAs when the item addresses a systemic deficiency, requires effectiveness
    verification, or has regulatory implications.
  </Tip>

  ### Step 7: Close the meeting

  Review the meeting summary (attendance, decisions, votes, action items) and close the meeting. Minutes are automatically preserved as compliance documentation.
</Steps>

## 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.

## Meeting Statuses

| Status    | Description                                 |
| --------- | ------------------------------------------- |
| Scheduled | Created and awaiting the meeting date.      |
| Completed | Meeting held and minutes finalized.         |
| Cancelled | Meeting was cancelled before it took place. |

## Meeting Records for Compliance

Committee meeting records serve as evidence for multiple Part 5
requirements:

| Part 5 Section | Requirement                   | Evidence                                 |
| -------------- | ----------------------------- | ---------------------------------------- |
| 5.25(b)(3)     | SMS implementation team       | SRB/SAG membership and participation.    |
| 5.71           | Safety performance monitoring | Review of safety data in meetings.       |
| 5.93           | Safety communication          | Dissemination of safety information.     |
| 5.97(d)        | Communication records         | Preserved meeting minutes and decisions. |

These records are accessible from the Compliance module for use as
Part 5 evidence.

## Related

<CardGroup cols={2}>
  <Card title="Track Compliance" href="/how-to/sms/track-compliance">
    Using meeting records as Part 5 compliance evidence.
  </Card>

  <Card title="Create a CPA" href="/how-to/sms/create-cpa">
    Converting meeting action items into tracked CPAs.
  </Card>

  <Card title="Manage Documents" href="/how-to/sms/manage-documents">
    Storing meeting minutes as safety documents.
  </Card>

  <Card title="The Four Pillars" href="/explanation/four-pillars">
    How committee activities support Safety Promotion and Assurance.
  </Card>
</CardGroup>