Proxy forms

LH Meetings provides a ready-to-print paper proxy form, prefilled for each meeting. Nothing about proxies is recorded: members fill in the form by hand and return it to the secretary, who checks it against the deadline and the membership, and the minutes note the proxies received.

Setting it up

1. Write the organisation’s proxy form as a document, usually a governance document (LH Governance Documents), so it is versioned and reviewed like any other. Add the Proxy meeting details block where the meeting’s details belong, and write the rest of the form (member’s name, proxy holder “or failing them, the Chair”, an optional directed voting table, signature and date) as ordinary blocks.
2. On each GatherPress event that accepts proxies, add the Proxy form link block and set the form’s post ID in its settings. Events without the block, such as training sessions and socials, never offer a proxy form.

Proxy meeting details block

Shows the meeting, its date and time, its venue (name and address) and when proxies must be received by, in the event’s own timezone. The deadline is set per block in hours before the meeting starts (48 by default; 0 leaves the row out).

The event comes from the page address, as added by the Proxy form link, or from block context, so the form document never holds a fixed event. Opened directly, or by someone who cannot see the event, every row shows a blank to fill in by hand, so the same document is the master copy and a generic printable form.

Proxy form link block

Links from an event to its proxy form, with the event filled in. The link text can be changed (default: Proxy form). It shows only to people who can see both the event and the form, and disappears once the event has started.

For developers

• Blocks: lh-meetings/proxy-details (attribute deadlineHours, uses context lh-meetings/eventId) and lh-meetings/proxy-form-link (attributes formId, label).
• The event travels in the public query var lh_meetings_event.
• Filters: lh_meetings_query_var, lh_meetings_default_deadline_hours, lh_meetings_blank, lh_meetings_datetime_format, lh_meetings_proxy_details_rows (rows, event ID, hours) and lh_meetings_proxy_link_visible (visible, event ID, form ID).