Skip to content

Minute Input

The Minute Input tab is used for recording the minutes of the meeting. Each of the fields and buttons on this tab are described following the screenshot below.

Minutes (dropdown)

When more than one minute exists for the selected report item this dropdown list is used to switch between minutes being edited in the Minute Input tab. It is populated with the currently selected minute. Changing the selected value will change the text in the editor and any other values related to the selected minute e.g. mover and seconder.

Minute Type

For each minute you must select a minute type. When you do so the template for the minute will be inserted into the editor. If your minute type template includes the {resolution} placeholder then the recommendation from the report item will be inserted.

Time

This field is used inconjunction with the {time} placeholder field. The time can be typed in manually use the format hh:mm xm i.e. hours minutes and seconds. However it is typically used by clicking the clock icon in order for the current time to automatically be inserted by the system. When the Apply button is clicked the {time} placeholder field will be replaced by the time value.

Editor

The editor contains the text of the minute. It will be populated with the text from the minute type template when a minute type is selected. Type in the editor to add or modify text as required.

Multi-Mode

This feature is designed to allow moving of multiple items with a single resolution.

Clicking this button adds a checkbox next to each item in the meeting structure on the left hand side.

When the Insert button is clicked, the minute text in the editor will be inserted into all selected minutes.

Apply

When the Apply button is clicked the system will attempt to populate any placeholder fields in the editor e.g. if the {mover} and {seconder} placeholder fields exist in the editor then they will be populated with the name of the selected mover and seconder from the Voting List.

New Minute

When the New Minute button is clicked an additional minute is created for the selected report item. Each process in the meeting is treated as a separate minute e.g. when a division is called for the New Minute button would be used to create an additional minute to record details of the division.

Copy Minute

When the Copy Minute button is clicked a copy of the currently selected minute will be made. Any placeholder fields will be restored in the copied minute i.e. mover, seconder, for, against, abstained and time. The screenshots below show firstly the minute to be copied and then the resulting copied minute:

Insert

When the Insert button is clicked:

  1. The text in the editor is inserted into the report item. This process uses the Insert Position value for the minute type to determine how and where to insert the minute text.
  2. All text between any {remove-from-minutes-start} and {remove-from-minutes-end} placholder field pairs is removed from the report item.
  3. The above 2 process will occur for all minutes that belong to this report item.

If a minute has already been inserted once, then it can be re-inserted. When this occurs the original text is overwritten with the updated text.

Voting List

The voting list displays all active users who are flagged as Can Vote in Meeting, typically this will be your councillors / elected members. The voting list has the following uses and features:

  • Nominate the Mover and Seconder for a resolution by ticking the appropriate check boxes. Note that a tick is also placed in the For column for a voter when they are nominated as either mover or seconder - this can be overridden if required. When the Apply button is clicked the {mover} and {seconder} placeholder fields will be updated with the name of the selected people.
  • Nominate the Person to be associated with a particular minute e.g. the person declaring a conflict of interest. When the Apply button is clicked the {person} placeholder field will be updated with the name of the selected person.
  • If you wish to record details of who voted for or against a particular resolution then each vote can be recorded using the For, Against and Abstained columns. Clicking any of these 3 column headers will cause all people in the list to be ticked for that particular column e.g. clicking the For column header will cause all people in the list to have a tick in the For column. This can be used to quickly record the votes when a majority of people vote in a particular way e.g. if 5 of 6 people voted for a resolution then the quickest way to record that is to click the For column header then put a tick in the Against checkbox for the single person who voted against the resolution. When the Apply button is clicked the {for}, {against} and {abstained} placeholder fields will be updated with the names of the corresponding people.

  • The Left and Returned columns are used to quickly record when a person leaves or returns to the meeting e.g. when a person declares a conflict of interest and leaves the meeting while a particular item is being discussed and voted on. Simply click the tick icon in the appropriate column in order to record one of these events.

  • When a person is marked as having left the meeting the following occurs:

    • The text from the minute type flagged as the Left Meeting Template will be inserted into the editor at the mouse cursor. The default text is "{person} left meeting at {time}".

    • The person who has left the meeting will have a "Left Meeting" indicator added next to their name (see screenshot above) and their row in the voting list will be disabled so that they cannot be inadvertently selected for a voting action while absent.

  • When a person is marked as having returned to the meeting the following occurs:

    • The text from the minute type flagged as the Returned to Meeting Template will be inserted into the editor at the mouse cursor. The default text is "{person} returned to meeting at {time}".

    • The "Left Meeting" indicator will be removed from the person and their row in the voting list will be re-enabled.

  • The people in the voting list can be ordered in a specific order e.g. matching the order in which they usually sit in the meeting to make it easier to record voting details. This can be done by using the button with the up and down arrows in the last column of the voting list to drag and drop them into order. Behind the scenes this actually updates the Minute Processing Order field against the person's User record.