Infocouncil's Business Papers Module
Users who are designated as system coordinators are given access to the Coordinators
menu in Word. This is where the functions relating to agendas, minutes and the Infocouncil
database are provided.
Producing an agenda for a meeting is a matter of ensuring that all the required
reports are in, setting the order in which you want them to appear and then hitting
the 'go' button. Councils with very large agendas numbering hundreds or even thousands
of pages find that the report compiles very quickly, in no more than 5 to 10 minutes.
Page numbering is handled automatically, even with hard copy attachments. The contents
page and the layout of the agenda are built according to your Council's requirements.
If applicable, a closed committee report is included as a separate section.
If you miss a vital report, you have 2 choices; create a supplementary agenda with
the new report in it, or re-compile the agenda.
Minutes are accommodated in a variety of ways. Some administrators find it best
to scribble notes during meetings, to be typed up later. We provide a pro-forma
minutes report for this purpose. This extracts all the recommendations found in
the relevant agenda and puts a page break between each so there is plenty of room
for note-taking.
Other administrators prefer to use our minutes toolbar live during meetings. This
caters for the rough and tumble of a busy, unpredictable meeting and the tendency
for discussions to deviate. Hotkeys are provided for every conceivable eventuality,
including:
- Insert resolution
- Insert amendment
- Declare pecuniary interest
- Declare Code of Conduct interest
- Insert motion
- Insert division
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Infocouncil provides an outline tool to help the user navigate through the minutes
document as it is being built, and to assist with moving and copying items if they
have been moved out of order during the meeting.
Taking advantage of these features makes it feasible to produce the minutes live
in meetings and ensures that a meaningful contents bar will be available in the
automatically generated web version of the minutes.
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