Inside a meeting

The Councillor Meeting page

The Councillor Meeting page is where a councillor can view the agenda, minutes, and other information about a meeting.

The meeting header

The meeting header shows the meeting name, date, time, and venue, alongside two sets of information:

Agenda — the version number, a link to the introduction text, the list of councillors addressed, and a Download button for PDF versions of the agenda.

Minutes — a Status link and an Introduction link. Hovering or clicking Status shows where the minutes currently are in their lifecycle:

See The minutes lifecycle for the full explanation of this process.

Agenda items

Each agenda item is listed on the left, with the full text shown on the right. Click Agenda Details to expand or collapse the body text of an item.

Once the Minutes of the meeting have been published, the Minutes text will appear below the Agenda text for each Item.

Where a matter requiring action arose from an item, that item shows a small indicator once the minutes are published. Open the Matters requiring Action panel beneath the item to see the task, who it is allocated to, and when it is due. Any matters allocated to you are also collected in My Actions.

Items include sub-items — for example, a list of planning applications numbered 6.1, 6.2, 6.3 beneath a parent item. Each sub-item has its own full text and can be viewed independently.

Navigating the meeting

The meeting navigation bar on the left of the screen (or at the top on small screens) allows councillors to rapidly navigate between items on the agenda.

Annexes

Annexes are linked below their items. Councillors must remain logged-on to access them.

Downloading papers

Click Download in the agenda section of the header to access PDF versions of the agenda. Available versions depend on what the clerk has generated, and may include both a short version (titles only) and a long version (with annexes attached).

Tags

Where an item has a tag — for example a planning application reference — the tag appears as a clickable label beneath the item. Clicking it shows every other item across all meetings that share the same tag, making it easy to follow a topic, project, or planning application over time.

See Tagging for more on how tags work.

Confidential items

Confidential items appear in full to councillors, exactly as public items do. They are simply hidden from the public portal. There is nothing different a councillor needs to do to view a confidential item — if it is on the agenda, it is visible.