After the agenda items have been prepared, they are delivered to the secretary's office to be added to the agenda. The agenda is generally prepared by a member of the secretarial staff and/or the managing director. Then it is checked and completed by the general manager.
*This is not an official term. This term is used here to refer to the process.
The draft agenda is communicated to the council before the meeting and published to for citizens. This agenda may still be modified.
Councillors may still submit agenda items up to a few days before the meeting. This will then be re-communicated and published as a supplemental agenda.
Up until just before the meeting, board members can still submit agenda items. The urgent agenda is also communicated and published as a supplementary agenda.
The draft agenda, supplemental agenda and emergency agenda are communicated to council members. This is generally done by a member of the secretarial staff or general manager, via the software package or by mail. Digital communication is encouraged.
The draft agenda, supplemental agenda, and urgent agenda are published linked through the software vendor (such as Gelinkt Notuleren, for example) and are posted on the website. When published via GN, it arrives on a publishing environment such as that of Linked Noticing. Boards can link to this page from their website.
Our manual gives a clear view on how GN works [Dutch].
For agenda setting, you need the role writer
.
Through Gelinkt Notuleren, the people who do not need writing privileges, but do review the agenda, can use the role reader
to view the agenda items that have been put on the agenda.
Within Gelinkt Notuleren, you create an agenda within a session - so it must be created first. You fill in the information from the session that you have available in advance:
After that, the agenda items that were prepared are added to the session.
First, the agenda item is linked to the session. Then a title and description (optional) are added to the session for that agenda item. This title and description are used when publishing the agendas.
This title and description may differ from the title and description of the agenda item itself. The title in the agenda item itself is used in the decision list, minutes and excerpts.
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.
Part
Information
Linked information
To be published in
Governing Body
For which body was this session scheduled.
Yes
Agenda
Planned date
The day on which the hearing is scheduled.
Yes
Agenda
Planned hour
When the session was scheduled to begin.
Yes
Agenda
Location
Where will the session take place.
Not yet
/
Part
Information
Linked information
To be published in
Public title (in session, for agenda)
This title is used when publishing the agenda.
Yes
Agenda
Brief public description (in session, for agenda)
Can give more information about the decision. Not every board does this, some copy the title. Used when publishing the agenda
Yes
Agenda
Planned disclosure
The expectation on which the agenda item will be handled: public or closed.
Yes
Agenda