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Minute Types

A minute type contains the layout and configuration for each minute procedure that may need to be used during the course of a meeting. Some examples of minute types include:

  • Move a motion
  • Call for a division
  • Amended motion
  • Close meeting to public
  • Confirmation of minutes
  • Record apologies and attendance

Usually the list of meeting types will correspond to your organisation's meeting related standing orders or procedures.

The Minute Types maintenance page is accessed by selecting Minute Types from the Admin menu. A list of existing minute types is then displayed. You can edit an existing minute type by clicking on its row in the table, or add a new minute type by clicking the Add button in the top right. The [No Minute Type Selected] minute type is required by the system and cannot be modified. An example partial list of minute types is shown below.

Adding or Modifying a Minute Type

The Minute Type Detail page provides the ability to configure the layout and settings for each minute type. The screen shot below is a sample minute type used for moving a standard motion. The various options and fields are described below the screen shot.

Name

The name of the minute type as it will appear in the drop down list on the minute processing page. Some organisations choose to prefix the name with a number in order to control the order in which the minute types are listed.

Description

This optional field is designed to hold the relevant text from your standing orders or meeting procedures. This can be useful to refer to during a meeting if there is some question as to what is required.

Template

The template area is used to define the layout of the text that will used as the basis for this particular minute type. Typically the template will include one or more of the Placeholder Fields (see below). Formatting is available for all the information entered in the template area. If no specific formatting is applied, the format will default to the Text Editor Styles set up in the System Config area.

Insert Position

There are four options available to control how and where the system will insert the minute. The first two of these options work in conjuction with placeholder fields that are described in detail here:

  1. Use Placeholder: the minute will be inserted wherever the {minute-placeholder} placeholder field is located within the report item. This is a simple "search and replace" operation that enables the minute to be inserted at an arbitrary position within the report item.
  2. Replace Recommendation: the minute will be inserted between the {replace-recommendation-start} and {replace-recommendation-end} placeholder fields. It will replace any existing text that exists between these placeholder fields.

  3. Append to Start: the minute will be inserted at the beginning of the report item, before any other text.

  4. Append to End: the minute will be inserted at the end of the report item, after any other text.

Left Meeting Template

The system requires one minute type set up with the text that will be automatically inserted when a meeting participant is marked as leaving the meeting. This template is usually added by Harbour Software with the following default text, but can be modified to suit your requirements:

"{person} left the meeting at {time}"

Returned to Meeting Template

The system requires one minute type set up with the text that will be automatically inserted when a meeting participant is marked as returning to the meeting. This template is usually added by Harbour Software with the following default text, but can be modified to suit your requirements:

"{person} returned to the meeting at {time}"

Inactive

When a minute type is marked as inactive it will no longer appear on the drop down list used to select a minute type on the minutes processing page.

Placeholder Fields

The drop down list with a gear/cog icon in the template section (shown expanded in the screen shot above) lists a number of fields that can be used as placeholders for information that will automatically be inserted by the system during minute processing.

The available placeholder fields for minutes processing are:

  • Mover {mover}: the system will replace this placeholder with the name of the person moving the motion.
  • Seconder {seconder}: the system will replace this placeholder with the name of the person seconding the motion.
  • Person {person}: this placeholder is used to insert the name of the person where you are recording something like 'Left the meeting' or 'Returned to the meeting'. It can also be used to record apologies or conflicts of interest. e.g. {person} left meeting at {time}.
  • Time {test}: this placeholder is used to insert the current time e.g. the time a person left the meeting.
  • For {for}: this placeholder is used, when a division is called for, to insert a comma delimited list of the names of the people who voted for the motion.
  • Against {against}: this placeholder is used, when a division is called for, to insert a comma delimited list of the names of the people who voted against the motion.
  • Abstained {abstained}: this placeholder is used, when a division is called for, to insert a comma delimited list of the names of the people who abstained from voting.
  • Resolution {resolution}: this placeholder will be replaced with the text between the {replace-recommendation-start} and {replace-recommendation-end} placeholders.

When using the drop down list to select a placeholder field the system will insert the text in curly brackets (shown next to the field name in the list above e.g. {mover} or {seconder}) into the Template area of the minute type where the cursor is located. It is also possible to simply type the field name directly into the Template area of the minute type without using the drop down list.

For all but the Resolution placeholder field the replacement of text will occur when the Apply button is clicked in minutes processing. For the Resolution placeholder field the replacement will occur at the time when the minute type is selected.