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

Information about a session [Dutch]

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

Information about agenda items and closure of the session [Dutch]

How does it work in Gelinkt Notuleren?

Our manual gives a clear view on how GN works [Dutch].

Gelinkt NotulerenHandleiding Gelinkt Notuleren

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.

• Readers can view all agenda items.

• Writers can 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.

Voorbeeld van overzicht van agendapunten

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.