The Meeting Minutes 1, Meeting Minutes 2, and Meeting Minutes 3 reports are reports that you can rename and customize. The Settings tab for the Meeting Minutes 1 and Meeting Minutes 2 reports enables you to determine the variables that you want to display on the report every time you run the report. To run a report, select a minutes record in the Minutes module, then click Reports and select the name of the report.
Here are examples of commonly-used Minutes reports:
Report
Description
Meeting Minutes
A formal report that includes a cover page and all the details of the meeting.
Action Summary
Prints the legislative files, headers are not included. However, you can select other variables to print on the report.
Meeting Referral Notice
Produces all actions taken during the meeting, including those referred to another body. See the Setting Up The Meeting Referral Notice Report topic.
From the left menu, click Report Design>Meeting Minutes, then click Meeting Minutes 1 or Meeting Minutes 2. The General screen is displayed.
(Optional) Make the appropriate changes to these fields, then click Save:
Item
Description
Report Display Name
Change the report display name if necessary. This name appears at the top of the report.
Report Description
Change the report description if necessary. This description appears on the Settings screen for the report when you select it in the Minutes module.
Click the Settings tab. The following figure illustrates the Settings screen:
Make the appropriate changes to one or more of the following fields and checkboxes:
Item
Description
Show Cover
Select this checkbox to print a cover page for the report. The page would display your organization’s logo, listing of body members, etc.
Show File ID
Select this checkbox to display each File ID for each agenda item printed on the report.
Show Minutes Status
Select this checkbox to print the word “Draft” on the minutes when in draft status; this should be unchecked when publishing the minutes. This enables individuals to distinguish between a draft and final copy of the report.
Show Legislative File Sponsors
Select this checkbox to print the sponsors for each agenda item on the report.
Show Notes
Select this checkbox to print the notes taken on each line of the minutes in the report.
Show Roll Call and Vote Information
Select this checkbox to print the attendance and voting data associated with each line.
Show Action Instead of Action Text
Select this checkbox to display the short action instead of the long action text on the report.
Show Text Title
Select this checkbox to print the title contained in the ..Title of the File text, or leave it blank to print the title contained in the Title field.
Show Enactment Number
Select this checkbox to print the enactment number for legislative files that have had final actions taken and have been assigned a number.
List Attachments
Select this checkbox to prints a list of all supporting documentation for each agenda item.
