Step 1 – Navigate to Minute area of Meeting
Navigate to the Minutes area of an Agenda – Open the Agenda, then click on the ‘Minutes’ button in top right corner.
Step 2 – Record Minutes
Navigate to the Summary page of the Minutes screen and select the Edit button for the section/item you want to record minutes against
Red
Navigate between sections and items using the orange arrow buttons or jump around the meeting using the ‘Jump to’ drop down.
Blue
Record Motions, Votes and Speakers using the coloured buttons on the right hand side of the screen, or the green + buttons in the tab at the bottom of the screen and view/edit what has been recorded using the tabs.
Drop down- minute Snippets to test the formatting and wording set up for generic wording in your minutes.
Comments and Discussion text box is where your final minutes wording will be written, anything in this text box will be displayed on your minutes document under the header.
Recording Motions
KB Article: Resolve - Motion and Votes (redmansolutions.com.au)
You can either use the Green flag button, the green ‘+ Add Motion’ button or use your keyboard and press Ctrl + M to open a New Motion for the item. This will open a new entry in the Motion and Votes table at the bottom of the screen under the tab.
Use the drop downs to select the Mover and seconder (you can start typing a name to filter) and select the type of motion they are putting up – is it Motion, or Amendment, or other - we can configure this list to whatever is needed for your Council. (note: you do not have to have a seconder to save the resolution)
Motion Text box area will automatically default with the Officers Recommendation, this can be kept, or you can edit this text or delete it out and write completely new details of what the council is moving.
Resolution numbers can be automatically assigned the next number for each motion added OR you can manually select Resolution number by clicking ‘Select’– if you auto apply numbers and the motion does not get resolved/carried you can remove this resolution number by clicking on remove before saving the motion this will free up that number to be used for the next motion.
IF you need to record the votes you can record these using the button of each name. Simply hover over the name and select the Vote (NOTE: you do not have to record vote to save Resolution as carried or lost)
Once the motion is complete you can use the Save buttons at the bottom of the screen to save this detail (Save will not give the motion a result and WILL NOT populate the minutes area, ‘Save as carried’ will indicate that motion was carried and therefore a resolution in the minutes, ‘Save as lost’ will indicate that motion was lost and no resolution yet)
Step 3 Reorder Items in the Minutes (optional)
If there were items moved around during the meeting, you can reorder the items in the minutes area post meeting (or during the meeting if you have time)
Navigate to the Summary Tab
Click on the ‘Reorder’ button
Clicking on the icon next to the item you wish to move you can drag and drop that item where it needs to sit in the Agenda – NOTE: this will keep the original Agenda Outline Number for that item
Once you have the correct order, click on the Save Changes button at the top of screen.
Step 4 - Preview Minutes document
In each item minutes area you will see a blue “Minutes Preview” button. Clicking on this will open a preview of the current minutes PDF document. As you update text or spacing in the Comments and Discussions box, once you finish typing you will see the Minutes Preview window refresh and update with the changes you just made.
OR
in the summary screen click on the Preview button in top right corner.
This preview will be a static view of the Minutes document.
Step 5 – Produce Minutes Files to be Distributed
Produce final Minutes File to publish to Public/Councillors – back in the Agenda Details screen, navigate to the Files Tab and click on Create Files – Select Minutes and name it.
TIPS
Keyboard Shorcuts:
Ctrl + M = Create new Motion – this will open motion table entry, scroll your screen down and have your curser in the ‘initator’ field ready to start typing the name of the mover. From here you can use the arrow keys to select a name and tab to tab to the Seconder field.
Shif+Tab = Open Minutes snippet drop down. Your cursor will be in the filter for the snippets drop down, so you can start to type the name of the snippet you want and use arrow keys and enter to drop that text into your Comments and Discussion minutes text box.
Automation of Motion Text and Snippets
This is the “motion Snippet” that is applied based on the Motion Action and Result”
This is the Motion Text – it will default to the officers Recommendation (if there is one) and can be updated/changed based on what the motion is being put forward.
This is Additional Notes/Text you have typed (or used minutes snippets) into the Comments and Discussion Box
The Section and Item Headers are automatically set up and generated in the Minutes document from the system settings.