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Make a “dummy entry” prior to each meeting that uses the all caps name identifying the meeting, eg NOVEMBER WEST END MTG (or if you prefer, JANUARY ST OLAVE'S) so it's easy to see the entries that go with each event. No need to fill out anything else (can even put a short fake email like no@no.ca) - although if there are general notes like "Snowy night" that might be useful later, that could also be added in a comment field.

Board members who need access can see the data in the spreadsheet. No need to type in addresses for newsletter to send to Jason for instance; he can just go in once each month and collect them for all three meetings. Contact webmaster if you need to know how to access this.