by CloudyIT
Meeting management for UK councils,
done properly.
The whole job, in one place. Agendas built in plain English. Accessible meeting and report packs. Live attendance, votes and minutes captured as they happen — then auto-published when the next meeting confirms them.
From scheduled to signed, in seven moves.
One list. Every meeting. Status at a glance.
The Meetings page is the clerk's home base. Filter by Upcoming, Past, Complete, All, or Archived. Search by title, committee, or date. Status chips show exactly where each meeting sits in its lifecycle — no second-guessing.
- Drafts hidden from members until you publish
- Click any card to jump to the meeting, agenda, or minutes
- Cloning a past meeting copies the agenda — never the documents
- Archived meetings stay searchable; restorable with one click
The features clerks actually use.
AI Agenda Wizard
Describe your meeting in plain English. Standing items, statutory notice and confirmation of minutes added automatically. You always have the final say.
Drafts only · Human approvesDeclarations of interest
Record declarations against each agenda item, with potential conflicts flagged before the vote is taken — so nothing slips through, and it's all on the audit trail.
Per-item · audit-loggedLive attendance & quorum
Two-tier register: voting members and in-attendance. Substitutions, virtual presence, late arrivals, declarations — all timestamped, quorum updated in real time.Two-tier register: voting members and in-attendance. Substitutions, virtual joiners, late arrivals, declarations — all timestamped, quorum updated in real time. Virtual joiners are recorded but, under LGA 1972, do not count toward quorum or formal votes.Made the LGA 1972 position explicit. The 2020 emergency regs that allowed remote quorum expired in May 2021 and have not been replaced.
Quorate / Inquorate bannerMinutes that draft themselves
Draft → Under Review → Approved → Published. Apologies filled in automatically from attendance. Auto-publish when the next meeting confirms them.
UNAPPROVED watermark until signedEmails come from the clerk
Packs, summonses and reminders all go out from the clerk's own council mailbox — never a no-reply address — so members can simply reply. Large packs are handled for you, even where mailbox limits would normally block them.
M365 native · 5-min cooldownM365 native · sender protection"5-min cooldown" exposed an internal rate limit; "sender protection" tells the clerk what it does for them.Public portal
Everything in one place — meetings, papers, decisions and voting — easy to use, fully transparent and fully accessible. No logins, and it updates the moment you publish.
Exempt items shown by title onlyMembers mobile app
A mobile app for members — installed in a tap, no app store needed. Vote, declare interests, follow the speaker queue and read the pack. Cached papers work even when the village-hall Wi-Fi doesn't.
iOS · Android · DesktopMeeting reminders
Members get a gentle nudge seven days before the meeting, three days before, the day before, and on the morning itself. Optional, configurable, and turned off in one click.
7 · 3 · 1 · day-ofBuilt for clerks — not retro-fitted from enterprise.
Most council meeting software was designed for county halls and scaled down. GovMeetings starts from the realities of a town or parish clerk's week — and lives inside the Microsoft 365 tools your council already pays for.
Comparison reflects how town & parish clerks typically experience traditional enterprise governance packages. Happy to talk through your current setup on a demo.
Every motion. Every vote. On the record.
Public bodies should be answerable to the residents they serve. GovMeetings keeps a clean, searchable record of every formal decision your council makes — who proposed it, who voted, and the result — and publishes it to your public portal automatically the moment minutes are confirmed. It's a by-product of the clerk's normal workflow, not extra admin.
Compliance you can show your auditor.
Every create, edit, vote and publish lands in the audit log. Resolutions get unique references. Minutes hold an UNAPPROVED watermark until signed. Built around the Local Government Act 1972, the Localism Act 2011, the Public Bodies (Admission to Meetings) Act 1960, the Openness Regulations 2014, and UK GDPR.
Transparent pricing for town & parish councils.
No "request a quote" runaround. Your annual price is set by your precept band — and clerks, members, officers and the public portal are all included. Principal authorities, get in touch for a tailored quote.
For smaller parish councils with a single Full Council meeting cycle.
Get a quote →The most common band — town and larger parish councils with a busy committee schedule.
Get a quote →For larger town councils running multiple committees and an active public portal.
Get a quote →For the largest town councils with full audit and integration needs.
Get a quote →Included in every band
Annual billing · invoiced direct to the council
- Unlimited members, committees & meetings
- AI Agenda Wizard
- Email packs from your council mailbox
- Public portal under your domain
- SharePoint & Microsoft To Do integration
- Custom PDF cover with your logo and house style
- Statutory notice & quorum checks
- Migration support & onboarding
- Meeting reminders (7 · 3 · 1 · day-of)
- UK-hosted, GDPR-compliant
Principal authorities — district, borough, county and unitary
Larger committee structures, scrutiny cycles, monitoring officer workflows and integration needs that go beyond a banded price. We'll scope it with you and quote properly.
No hidden agenda.
We'll walk you through the wizard, the live workspace, and the public portal using our demonstration council. Bring a recent agenda and we'll import it afterwards if you'd like.
- Held by someone who knows clerk life — not a sales rep
- No commitment — quote and migration plan follow the call
- Reply within one working day
Ready to give your clerks their evenings back?
30-minute demo, no pitch deck. We'll walk you through the wizard, the live workspace, and the public portal using our demonstration council. Bring a recent agenda and we'll import it afterwards if you'd like.