Core

The core module handles the management of agendas, reports and minutes through the various committees of the Council.

Easy-to-use screens enable officers to upload agenda items (including all attachments e.g. reports, appendices, spreadsheets, images etc.) to the system. Word, HTML or XML templates may be used to ensure that reports are of a standard format. Attachments are then irrevocably linked to the relevant agenda item and so can never be lost. At any time in the future, no matter whether the item is on an agenda, in minutes, or in the archive, these attachments may be viewed (security permitting) by simply clicking on the link. Agenda items are validated by committee officers before progressing further.

Schedules of meetings are formed by entering the date, time and place for each meeting of each committee; member availability and room booking modules may be linked in to aid this. Details are easily amended and all users can instantly see the latest version. Meetings can be displayed for a particular committee, or the current week or month. Attendee notification (future dates or new changes) and progress chasing for approaching deadlines may be implemented.

Draft agendas for each meeting may then be built by scheduling items. They are amended, annotated and re-ordered as necessary, then issued to a wider audience when required. Any standard items or headings for a committee are added to each agenda automatically. Late changes to agendas may be made after Issuing. Security mechanisms prevent unauthorised persons viewing agendas for certain committees or opening Exempt attachments (the reason they are exempt may be shown instead).

Minutes for each of the Items in the meeting may be drafted, checked and eventually published. The minutes of each meeting are automatically linked to a new standard item that can be scheduled for approval at a future meeting and/or other committee.

Items may be forwarded automatically to further meetings or other committees, maintaining necessary links.

For every item a history is kept noting all the significant events: scheduling for a meeting, withdrawal from agenda, re-scheduling, publication on agenda, publication of decision in Minutes, comment made by Scrutiny, etc.