Phase 3: Completing the Meeting Minutes
Minutes are generally not completed during the session, but processed asynchronously.
Completing the Information of a Session: Meta Information About the Session
The context in which the agenda items are handled can now be provided.
Part | Information | Linked information | To be published in: |
Start date | The day the session went ahead. | Yes | Minutes, excerpts |
Start time | When the session was started by the chair(wo)man. | Yes | Minutes, decision list, excerpts |
Attendees session | Who was present at the start of the session. | Yes | Minutes, decision list, excerpts |
Absentees session | Who was absent at the start of the session. | Yes | Minutes, decision list, excerpts |
President (or replacement) | Who assumed the role of chairman of the council. | Yes | Minutes, decision list, excerpts |
Secretary (or replacement) | Who assumed the role of secretary of the council. | Yes | Minutes, decision list, excerpts |
Completing the Session: Treatment of Each Agenda Item
For each agenda item the attendees, the votes and the decision are entered. Multiple votes can be held per agenda item.
Part | Information | Linked information | To be published in |
Attendees agenda item | Who was present for the agenda item. | Yes | Minutes, excerpts |
Absentees agenda item | Who was absent for the agenda item. | Yes | Minutes, excerpts |
Disclosure of agenda item | The actual treatment of the agenda item: public or closed. | Yes | Minutes, excerpts |
Subject vote | What is the vote about? | Yes | Minutes, decision list, excerpts |
Type of vote | Secret or open. | Yes | Minutes, decision list, excerpts |
Proponents | Number of proponents: numbers only if it's a secret vote, name of the attendee also if open. | Yes | Minutes, decision list, excerpts |
Opponents | Number of opponents: numbers only if it's a secret vote, name of the attendee also if open. | Yes | Minutes, decision list, excerpts |
Abstainers | Number of abstainers: numbers only if it's a secret vote, name of the attendee also if open. | Yes | Minutes, decision list, excerpts |
Result of a vote | What is the consequence of this vote. | Yes | Minutes, decision list, excerpts |
Closure of the session | When did the chair(wo)man close the session | Yes | Minutes |
How does it work in Gelinkt Notuleren?
Our manual gives a clear view on how GN works [Dutch].
Roles
It is important that each department and all secretarial staff have the role Writer here. This is set on the Gebruikersbeheer (User Management – ACM-IDM), usually by the IT service of the local government.
Readerscan view all agenda items.Writerscan view and edit all agenda items.
Location
In Gelinkt Notuleren, files can be prepared in the Agendapunten (Agenda Items) tab. It is also possible to create a session directly and add agenda items there - but this is less flexible.
Status
From the moment an agenda item is agendized and linked to a session, the agenda item will have its geagendeerd (planned) status added to it, and you won't be able to add it to any other session.
Agenda items that were adjourned can be copied so they do not have to be rebuilt.
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