Legistar 5.0 User Manual
Contents
1. ssesssssm Hmmm 13 Creating a New Version ccc memes esee meses esie enne enne 13 Changing the Version sssssssssssssssssesse esee emen emen eene eene 13 Text File Templates ici EO EP PUER a aa pr RE ETUR 13 Working with File Sections sssesssssssHHH m meme thnerenns 13 How to Add File Text enel eee te etu o ve ted eua b eu mote EM ee 14 How to Delete File Text echo av oe iaa 14 Copy and Pasting File Text uice et eter HI Ee HR Ene EE es ede ee ete 14 Standard Paragraphs recorro MI pee e Dent AT 14 Irmporting File Texte nete deiecit ovre ee estos alot al esee 14 Liege a A A a e e a es i 15 Legistar Functionality Attachments voie apiece ce eas bce EG BAAS Mute Sea a A eae aoe 15 How to Sort AttachMentS cece eee ee esee esee essen 16 Print this Attachments with Reports c cece eee ee eee ee eee eae ee eae ee ea eee tana 16 Show this Attachment on Internet Reports ccecee cece eects ee neta eee ea teenie eee 16 Expiration Date aerea 16 Detalle eg sedge 17 Quick Info Tab a das 18 Legislative Code SectiONS ooooccoccccoconcnnncconnncnnnnconnncnnnnrnnnnrrnnnrrnnrrrannrrannnnanes 18 SPONSOPS aii I A A A A i 18 Related Files 0 io dls 19 SUP Li m 19 Tools Menu Legislative Files esssessssses Hmm 20 Legislative File ReportS oooocconccccnccccnccnnncnnnncnnnnnnnnncnnnnnnnnnr rra e menie enne 21 Report Options Settings and Destinat2. SjaAgendas Reports 2 Help y 5 Tuesday February 01 2005 7 00 00 PM Common Council Draft Tr calendar Minutes EJ Actions EZ Consent Votes Mes Description The Common Council will hold a regular meeting at 7 00 p m The following HL Format Style 3 sal Cil NN Agen Note a 83 Agenda Lines File ID Description Action Text Action Note 3705 DOUGLAS z Community Shopping District to R 3 Limited S Ord 04 0890 AVENUE declared the public General Residence District Minutes hearing closed u No one appeared Text Search His Honor the Mayor announced that the time THE DOUGLAS had arrived for a Public Hearing on the AVENUE His Honor the Mayor proposed adoption of the Douglas Avenue Ord 05 0100 REVITALIZATION serta dud a Revitalization Plan PLAN Reports No one appeared His Honor the Mayor announced that the time g had arrived for a Public Hearing on Resolution His Honor the Mayor No 05 6304 to vacate a parcel of land on 15th declared the public Street from Junction Avenue to the Union hearing closed Pacific Railroad right of way Administrator Union Pacific Res 05 6304 Railroad right of way No one appeared AMEND THE CITY S His Honor the Mayor announced that the time COMPREHENSIVE had arrived for a Public Hearing on the x am ee tle Tei AAA iom di rf PL Ey His Honor the Mayor Delete E Go to File 4 4 gt 120 Of 120 Meetings Minutes
3. when performing a search before it asks if you are sure you want to receive all the results Recent Files Limit controls how many files will be listed as recently visited on the home screen of Legistar for files agendas and minutes The Auto Save has two choices yes and no When the setting is set to yes all files and records will automatically save if set to no you will be prompted to save Show Approval Tracking Module if set to yes you can access the approval tracking module If no you cannot access the approval tracking module Calendar Display If the setting is set to yes when the calendar is opened it will display the records according to your date range view When set to no the calendar will not display any records File Locations Import Directory is the default directory for importing a document Color Settings Allows you to specify your color settings for different dates and the focus color The field focus color controls the color or the field when you are in it The Grid Row Selection color show when a row is selected on the agenda or minutes calendar etc The other color selections are for dates current future and past Password This allows you to change your password If you have forgotten your password your system administrator can reset it for you Searching for Files Finding the file you need in Legistar is very easy When you open the Legislative File Screen you are automatically in search mode and at any
4. Calendar The records displayed on the calendar are controlled by a global setting in Administration see system setting You may define your search to a certain meeting body by selecting the body name and then CLICKING on search If you do not select a body name and CLI CK on search you will retrieve all the records To view a specific meeting agenda double CLI CK on the line or select the line and then CLI CK on the Agenda tab Minutes Overview After the meeting has taken place the events from the meeting are recorded in the Minutes form This includes actions voting and the dialogue and other activities at the meeting Legistar provides an easy to use form to process the minutes by a point and CLI CK function allowing you to select the action enter the mover and seconder and then record the vote In fact immediately following the meeting a summary report can be created and distributed Detailed information and dialogue can be entered after the meeting when you have more time 30 Minutes Getting Started preparing for the meeting We recommend getting as much work done on your minutes form prior to the meeting By prepping the minutes form you enter the things that you know will typically happen prior to the meeting therefore if you are using Legistar live all you have to do is record the action votes and dialogue during the meeting Listed below you will find processing or functions that can be done before the meeting Mar
5. Preview motion was made by Scott Hall seconded by Phyllis Sinksen that this Ordinance be Referred to the Board of Health The motion PASSED by the following vote Minutes Criteria Options B Show Cover Show a extra page with the logo listing of body members etc B Show File Id Show the Legislative File Id on the report 37 Legistar 5 f Show Minutes Status Show the status of the meeting allowing individuals to distinguish between a draft and final copy of the report f Show Legislative File Sponsor Show the Legislative File sponsor B Keep Section Together This option keeps the section together and will not start a Legislative file on the bottom of a page to keep all the text together B Show Notes Show the agenda note on the report f Show Roll Call and Vote I nformation f Show Action instead of Action Text Use this option only when printing the action summary if used with show roll call and vote information it will print the action twice B List Attachments This will list all the attachments that are a part of the Legislative File f Show Text Title Show the title on the report Report Options Settings and Destinations When in the Agenda or Minutes forms you can select certain lines and print only these selected lines Use the shift key to select individual lines or the ctrl key to select a group of lines then CLICK on the reports button and select the report to run The report will only di
6. Resolutions which is used to produce more formal reports such as the Certified Copy Signature reports E File Text History 1 ij Attachments G Details e Quick Info B Sup Info2 Cg approvals INIRE Version b BEFORE THE PUBLIC UTILITIES COMMISSION OF NEVADA In re investigation regarding the Lifeline Link up program benefits pursuant to FCC 04 87 Report and Order and Further Notice of Proposed Rulemaking 7 Draft New Body Delete Current ORDER The Public Utilities Commission of Nevada Commission makes the following findings of fact and conclusions of law D Current I Procedural History Set as Current The File Text can be stored in Microsoft Word as a doc or directly in Legistar the File Text editor box as a txt The difference in the two editors is that Microsoft Word can allow for formatting and complex tables where the text editor will not allow that type of formatting The text of a Legislative File can be entered three ways 1 typed directly into either the Microsoft Word document or Legistar editor box 2 imported from a network directory or disk 3 copy and paste however this can cause unknown formatting mishaps from the hidden characters which are pasted into Legistar with the text Tips Make sure that the dot dots are in front of the text section key word Such as title and body The dot dots are used in the Legistar system as separators in telling the system
7. department or committee number limited to 20 characters Contact person to contact for information regarding this file Cost cost associated with the file Notes any notes on the file these can show on certain reports Agenda Date next time you want this file to appear on an agenda DDD UD DW Hearing Date this allows you to reference the date of the hearing if applicable this field doesn t have any function other than reference wm Enactment Date date the file was enacted B Agenda Number the agenda number can be put in this field and then during generation it is displayed through the item number box this is best used for items that are late as agenda numbering is typically done on the agenda form B Final Action date that the final action was taken on the file fS Enactment Number numeric value assigned based on order the bill was enacted B Next Meeting Body next body that will have this file on their meeting 17 Legistar 5 Next Meeting Date allows you to reference the next meeting date this can be used for first and second reading the next meeting date is for reference only f Last Edit displays the person to last edit the file what they did and when Click on the Last Edit button to view all the people who had edited the file since inception Quick Info Tab The Quick Info tab allows users to add from selecting lists of predetermined choices These four categories can have unlimited select
8. esses 29 MINUS ados 30 Minutes Calendar eiii ion nt ts rre a ia 30 Legistar 5 Minutes OVErVICW 2 cece cece ene ene ene esiste esee esee 30 Getting Started preparing for the Meeting cece eee eee eee eee teeta e neta eee 31 Processing the MinUtes ccece cence eee eee eee eee eee eee ee ee eaten enne nnn 31 Atteridance xot rs ettet a tete eae ik ee le Eth de e a 32 Action Note vs Action Text sese esee emen heme esee 32 AGUIONS isi EE 33 Referred to roger deter e esie is ie oes totais cs topped 33 Taking Actions and Building the Motion String ssseeseem 33 Processing the Motion ccccceceee eee e eee eee eee ee eem menie 34 MObING ACTIONS m 34 Fil Update iia aa 35 Consent Votlng aot d rr e da recae 35 Consent Minutes Tab dec etes A ara 35 Processing the Consent Vote sssssssssssssssssee me emen esee ens 36 Multiple Consent Votes cece ene ene ene enters 36 Minutes Reports greg ic 36 Report Options for the Motion StriNQ cooocccccccocnccnnncconnncnnnncnnnncnnnncnnnncnnnncnnnnes 37 Minutes Criteria Options ennea aa aA aA mee emen emen eese nen 37 Report Options Settings and Destinations esses 38 Full Text Searcliz oreet ee te ren UH enn bavi ut d etel teeth cel teh uc etn ee 39 Text Search Overview ssssssssssssssssesssseeese e esee esee eese mese meses nennen 39 Advanced Searchoz dt 39 General Rep
9. from Municipal Agencies or Bills Introduced Legislative Files are records from the database and can easily be recognized on the agenda form by the presence of File ID numbers Working with Agenda Lines Adding Lines There are several ways to add agenda lines the first is to add them one at a time by clicking with the left side of your mouse on the button at the bottom of the screen that says Add it will place the new line below the line you had highlighted Or you can click on the arrow and select whether to add the line above or below the selected line This will add a blank line which you can use as a header or set the line to represent a Legislative File Add Many If you are adding more then one Legislative File you can click on the small down arrow to the right of the Add button This will allow you to select the option 27 Legistar 5 of Add Many This will open a box on the right allowing you to select Legislative Files by highlighting it then press the arrow pointing to the right to add as many matters as many times as you need Press the arrow pointing to the left to close the Add Many window Deleting Lines Deleting a lines is simple you just select the line that you would like to delete and click on the Delete button Copy Selected Line When you use the Copy Selected line function the line you have highlighted is copied and added to the form after the highlighted line Typically this will be used when
10. such as cut copy and paste Tools variety of different options depending on the screen and government D 09 0 AD yw Browse look through all the files meetings or the most recent ones you accessed f Reports Select a report to run which pertains to either the current legislative file or matter f Help brings you to this help file Save 3 Tools Help Local Settings Local Settings ai Password Local Settings amp Password Changes The local settings and password settings are just for a specific user These allow the user to have more control in determining how the program should be set up for them to use it efficiently Legislative Files Allows you to set up the default setting when you click on New You can select your default file type status and the in control These should be set to your most common choice to eliminating extra clicking For example if work for the Finance Committee and always create resolutions then would make my default file type resolution and the in control Finances Committee Agendas This default controls the agendas viewed on the calendar when opened by the user Beginning date rage is number of days in the past from today s date typically client s use 30 days Ending date range is number of days in the future from today s date typically client s use 30 days Legistar Functionality General The Search Results Threshold shows how many results will the program return
11. the original version is zero or one At this point the File Text box is empty to begin click on Edit Current if you are using MS Word it will open or if you are using the editor within Legistar the File Text Editor will open for you to begin your file You can use the below options to enter file text How to Delete File Text Select the desired version to be deleted and click on the button that says Delete Text Copy and Pasting File Text You can select text and copy it directly into the File Text in Microsoft Word in directly in the File Text editor This in not the desired method as copying text places all variables in the text and the appearance can be distorted during the paste function It is recommended that the text is either entered into Legistar directly or imported Standard Paragraphs Standard paragraph allows you to store commonly used sentences and paragraphs in one location Then you can copy the text to the clipboard and paste it into an area of Legistar Importing File Text When you click on New to create a new Legislative file the system knows that you have to enter text for the file Therefore at the time that you are ready to starting entering text you click on Edit Current If you are using Microsoft Word it will automatically open and from the Legistar Toolbar select Templates then I mport File then select your file from your C drive or available network drives 14 Legislative Files If
12. the variable will show as it is in the signature box I CLERK certify that this is a true copy of MATTERTYPE No FILENUMBER RESULT by the ACTINGBODY on ACTDATE Preview ome jj Tim Glasco certify that this is a true copy of Ordinance No 2004 05 passed by the Common Council on November 15 2004 Available Variables Field Name Legistar Code Clerk Name CLERKNAME Matter Type MATTERTYPE File Number FILENUMBER Matter Status MATTERSTATUS 22 Legislative Files Number Passed Date PASSDATED Hearing Date HEARDATE Meeting Body MBODY Meeting Date MDATE Office Title OFFICETITLE Action Text ATEXT Mover Last MOVERLASTNAME Name Mover Display MOVERDISPLAYNAME Name Seconder Last SECONDERLASTNAME Name Seconder SECONDERDISPLAYNAME Display Name Attachment Utility The Attachment Utility screen is reached through the tools menu in Legislative Files section This form is used to manage the attachments that have expired according to the expiration date for each attachment To preview all the attachments that have met the expiration date simply enter the date it is most effective to use the less than sign gt 8 12 04 and click on Search and the files will be listed in order in the top portion of the screen By selecting different lines you can print or delete using the buttons to the right From this screen you delete attachments that are expired or leave them fo
13. then the user will have to complete the file by entering all of the required information After adding the information make sure to save your work by pushing the save button at the top To immediately view click refresh or to update the tree listing right click and select refresh Save Saving needs to be done when changes are made in Administration Most of the time if changes have been made the program will ask if it should save the changes However it is good practice for users to save early and often 10 Poo Legislative Files Ss Legislative Files Read Only Mode Fi Save search New 7 Clear BY Edit 32 Tools v Browse Reports Y EZ Text Search 2 U Advanced Searc Home Docket 95 9112 ID Purpose Application to Amend Deprec Ie Status Passed B amp No Lesisative Act Division 5 5 vate Filed 5 23 2005 tes Caption PUBLIC UTILITIES COMMISSION OF NEVADA Ws zd Agenda Date Investigation and rulemaking regarding the Lifeline Link up program za benefits pursuant to FCC 04 87 Report and Order and Further Notice of Date Agendas aj Proposed Rulemaking g 4 13 2005 Complete Ha E File Text EP History 1 J Attachments G gt Details E Quick Info B Sup Info1 Sup Info2 amp Approvals Minutes Title a BEFORE THE PUBLIC UTILITIES COMMISSION OF NEVADA Text Search In re investigation regarding the Lifeline Link up program benefits pursuant to FCC 04 87 Report and Order and
14. time you can press clear and you will return to search mode While in search mode you enter the criteria then CLICK search and Legistar will retrieve all the matching data For example if you want all the resolutions that were passed at the last meeting you would select the file type resolution the status of passed and the final action date of the meeting When you press search and all matching files will be displayed You can also enter key words into the text file screen if you want to find all the files that are specific to a certain subject or key word Dates ranges can also be used For example if you wanted to see all the files that have been introduced since the start of 2004 then you would put gt 1 1 2004 And that would pull all records that have an introduced date greater then January 1st 2004 Browse Located on the top row of header buttons the browse button will display a condensed list of files by the introduced dates that you enter for you search In addition the arrow on the browse button will display the last ten files viewed Legistar 5 Go To 46 amp gt w 1 Of 8 Files Located on the bottom right the hand by the arrow keys lists the results of your search in a condensed display The arrows let you maneuver through the files retrieved from the search New The New button allows the user to add a new record When you click on new default data will automatically be entered based on the users indications
15. which report is to have certain text If your installation 12 Legislative Files has special requirements a new file section can be added to place text on a certain report For example if your agenda report prints a fiscal note we can set up your system to use the fiscal on the agenda only and not on the minutes report Working with Multiple Versions Creating a New Version To create a new version click on the button create new then the new editor or Microsoft word will open allowing you to edit the text for the new version Changing the Version To change the version select the version that you would like to mark as the current version and then click on the button mark current Legistar always uses the current version for all reports Text File Templates When drafting File Text in Legistar text file templates allow users to select templates for each File type If you are using a template now it can be placed in Legistar for you to select directly from the Legistar Toolbar when in Microsoft Word or from the toolbar menu if using the File Text Editor box Templates are valuable to avoid having to type redundant text in the file as well as for providing consistency throughout your entire organization In addition each section of a template is available from the File Sections menu option on either your Legistar Toolbar or you File Text Editor box Working with File Sections The File Sections are frequently u
16. you are using the Legistar File Text Editor you can import a document directly into Legistar by clicking on Edit Current then clicking on New and Import then select your file from your C drive or available network drives History ES History 4 Attachments 1 Details E Quick Info Sup Info1 E Sup Info2 Version A Common Council Received and Filed as Report Common Council Referred As Recommended Action Date 211 2005 ff Time 07 00 PM Common Council Referred City Plan Commissio Recommended For Denial Acting Body Common Council Action Taken Received and Filed as Reported Sent To Due Date m Return m Action Note Recommends that the Mayor and City Clerk a Action Text A motion was made that this Communicatior gt Result Pass Fail None Legislative File history lines show all the actions that have been taken on a file When viewing the history lines you will see all the actions from the introduction routing to various committees and the final action The actions are added automatically when processing actions in the minutes section of the Legistar or they can be manually added directly to the Legislative File through the record editor box This is typically done for approvals or signature lines Attachments E File Text EF History 4 f Attachments 1 Details Quick Info Sup Info1 Sup Info2 Mame FinancePersonnel Report Description Expiration Dat
17. 05 7053 Application of Nevad Text Search 9 15 2005 Public Utilities Com 05 7040 E VERIZON CALIFORNIA 9 15 2005 Public Utilities Com 05 7054 Application of Sierr EX QA EPOMNE Tekan Medi Pam Y Scy Reports Recent Minutes Approval Requests E 11 15 2005 Public Utilities Com Administrator 9 15 2005 Public Utilities Com o 2 6 2005 Public Uti Agenda l6 Help 4 13 2005 Public Uti AGENDA 7 4 13 2005 Public Uti Alternate Ki 4 13 2005 Public Uti Alternate Exit 0 1272nnt Mohlin Teslieias Pam Main Menu The main menu above displays the most recent agendas legislative files and minutes that you have accessed The left side holds buttons to the major sections of the program which are described in this manual Legistar 5 Legistar Functionality Field Types Calendar Boxes The calendar box simplifies entry in the date field and allows you to quickly know the date for the first or third Thursday When using the calendar box Legistar provides a monthly calendar format Click the desired date to insert in the date field The selected date will appear in various colors to symbolize the past present and future The date within the red circle is the current date Drop Down Boxes Click the down arrow to view available options in a drop down box Information fields marked by the down arrow will only accept predefined entries The choices in these lists reflect options chosen based on information entered in admi
18. A voting action must be selected for each 7 Legislative File There are three voting iO Voice vote Roll Call actions and it is required for each file In addition the voting action also determines dictates the text that placed in the action text box which also appears on the minutes report For example Roll Call vote uses the typical verbiage of The motion passed by the following vote Voice Vote uses The motion passed by unanimously B No Votes Taken a vote is not taken typically this is used for actions such as heard or discussed B Voice Vote which is a unanimous vote and is not recorded on the voting record gt EE report E Rec Votes amp File Update Attendance IS f Roll Call Vote which allows users to 22 All Yes Allo 7 Clear All specify the vote of each individual Cherri Cape The Vote Choices allow users to process Jeff Coe different vote choices such as Yes No Abstain Phyllis L Dresen etc This list is controlled by you and can be John M Engel updated in the System Administration Vote Jarvis Finley and Attendance Settings Thomas taeda Ronald D Hart The member list that is used in voting is Pete Karas EXCUSED maintained in the Office Members section of Robert Morrison Administration David L Maack 0 4 Shakoor Il The votes will create results for the Legislative Michael Shields Matters Pass Fail and Tie Thomas M Sollman Tally 0 0 O Pass Fail 34 Minutes Fil
19. Daystar Computer Systems Inc Legistar 5 0 Manual Guide to Legistar 5 0 LBEBOISTARBM Legislative Management Software Legistar 5 Legistar Functionality tere Ee ix ye EX ERR by eee ue ETa SE iaai 6 Field Types Pe exer ia 6 Calendar BOXeS sete ee es te Let en LOO e ettet ub te ost a eft 6 Drop DOWN BOXQS eee siete ert erar t ee BRE D ERR denen n le at ee eed Men a ad 6 Adding CHOICES 2 ene eoo eo eel aea eleg oss 6 Eist tosList BOX6S eee id 6 RIF Zoom bOXes i ee xat RET e KR lesan de ER dee ad vendita RENE RR Kn 6 ZOOM BOXES iiit ie Rea I x EH AREE EE REM E T dE Er RE era 6 Getting Started imitaties teret tete ed mer Ltda 8 SA ected 8 Local Settings eno eR ve Geek dacs Sees PRI Head dues ERE Een Seed Ubi er VEU Medeor 8 Local Settings Password Changes sssssssssssssss mme 8 Legislative Files oce pie br ce E CERRO SERRE A RE A 8 AGEN OAS eas P 8 General ep Pe bedi dn pee ci 9 File Locations ener a bv ERR EY UR Weegee ena buen be 9 Goles i a aep c EIE 9 PASS WO ico m 9 Searching for Files amarre aid a ee et bed ear 9 A E 9 Cro 10 MW diane ias 10 Vii AS A A tunes A a ata ai 10 Legislative Fil S Iiei nim de 11 Legislative Files OvervieW ssssssssssssrsssrrerrrrerrnrerrrnsrrnneernneernnerrnnerrnnernnnennn 11 File TO ricos dr Ei aea a sein tebe a a 12 Working with Multiple Versions
20. Further Notice of Proposed Rulemaking Reports kir dy iE Administrator Legislative Files Overview The term Legislative File refers to the type of matter Typical file types are Resolutions Ordinances and Presentations In the Legislative File section you will find all the specific detail of a Legislative File this includes the title body attachments sponsors etc The workflow process begins with creating a Legislative file and all other sections of the program automatically integrate update and build the file s history as it travels through your workflow process The first step in creating a Legislative File is to add text attachments and any other pertinent data into the appropriate fields When the file is in perfect order and all processing is finished it begins its journey through your workflow process Depending on file type and other various requirements this could include going to various approvals department or committee agendas where their action is recorded during the minutes both which build the file s history automatically After the final action the Legislative File remains in the database as an historical record for searching purposes The Legislative File has the following main tabs File Text History 11 Legistar 5 Attachments Quick Info Details Sup Info 1 amp 2 File Text The body body typically contains all the complete verbiage whereas text found on Ordinances and or
21. Ses m November 2005 E 11 4 2005 Fri 7 00 PM Common Council Wed 12 01 AM Public Works and Services Committee Wed 12 01 AM Finance and Personnel Committee Tue 7 00 PM Common Council October 2005 27 m 10 31 2005 7 00 PM Common Council 10 24 2005 7 00 PM Common Council Ej 10 19 2005 7 00 PM Common Council m 10 18 2005 7 00 PM Common Council mI 10 18 2005 7 00 PM Common Council m 10 18 2005 12 01 AM Finance and Personnel Committee 10 17 2005 12 01 AM Board of Health 25 Legistar 5 Changing the Meeting Date When in the calendar tab you can change the meeting date of an existing meeting For example let s say a meeting was cancelled Rather the creating a new agenda for the new meeting you can just change the date of the existing meeting and if needed created a cancellation notice for the meeting that was cancelled To do this select the meeting that you want to change the date on and then go to the tools menu bar and select change meeting date Creating an Agenda and Generating To Create an agenda click on the New button from the Calendar tab After clicking on New select the body name of the group for the agenda that you are creating then select the date all other fields should default to the correct information unless there was a change which can be overridden if needed Agenda Generation Then click on the Agenda Tab and click on the Generate button in the left hand corner of the
22. ced on files that have a final action B Text File Text file report produces the complete text all date that is entered in the File Text box of a Legislative File Report Options Settings and Destinations When in the Agenda or Minutes forms you can select certain lines and print only these selected lines Use the shift key to select individual lines or the ctrl key to select a group of lines then CLICK on the reports button and select the report to run The report will only display the lines that you selected If no lines are individual selected the default is all lines The Report Destinations are where you will send a specific report Reports can be automatically opened or saved in several different programs such as PDF HTML etc These choices are valuable because they allow you flexibility in producing a report on demand with certain criteria The save report option will prompt the user to save the report in a file in the format selected The destinations are Internet HTML Word Document Adobe Acrobat PDF Printer Email and Publish to Calendar Working with the Signature Block Certified Copy and Signature Reports After you have selected the Certified Copy or Signature reports from the drop down selection list the default settings for each report will display The default signature format is set up in Administration You may now edit any of the default text settings or click on the preview button to display how the text wil
23. e Update Options To Override Set As Passed After voting the file will update To view the VOCE HEME wy er i cai updates CLICK on the file update tab Typically you should not have to change the file Click on either Pass or Fail buttons to retrive the update because it was set up correctly file update values according to your procedures However there are rules that cannot be anticipated Ifa legislative files meets quorum however needs a File Status Passed certain number of required votes and doesn t will be changed Failed receive them the system thinks the file passed However because it did not receive the Acting Body City Plan Commission required votes it really has failed This is an example of when you would use the override won t be changed City Plan Commission option of set as failed Final Action Date 211 2005 Enactment Num Consent Votin Calendar Minutes Actions 5 Consent Votes Typically consent items are m id a E voted on as a group and ens mem JE ve are found listed under special heading on the Description Format Style agenda and minutes The Movie EE seconder first step is to mark all the legislative items as Action consent which is dong prior to the meeting Referred To Due Date Because some of the legislative files are pulled decida for discussion from the i File ID Description consent agenda they can HEADER GROUP 1 be unmarked This is done 05 0100 Claims Fro
24. e m Print This Attachment With Reports Attached On 9 7 2005 Time 11 03 AM POF gt Show This Attachment On Internet Reports rie Type O sfe Orginal Path FROG Mars Daystar Client DocumentsiRacine WI Racine L5 Installation Project Management FinancePerson Attachments are typically referred to as supporting documents or back up material which is part of an agenda packet and can be spreadsheets video clips maps photos or sound files The attachments form allows you to add view or delete with the proper security any document attached to the Legislative File To add an attachments you can either scan or import the document into the Legistar database Once an attachment is added it becomes a permanent part of the file and 15 Legistar 5 cannot be edited through Legistar for security reasons If the attachment does need to be changed or the incorrect attachment was added you would delete it and then reattach the updated or correct document as an attachment To open an attachment properly you must have the associated program installed on your computer How to Sort Attachments Attachments are sorted in the order they are attached the first attachment that is imported is attachment number one the second attachment imported is attachment number two etc Because attachments are available to a wide range of individuals by either be printing or becoming hyperlinks on the HTML agendas and minutes the order is important and as add
25. earch results e And Locates text files containing all specified words or phrases e Or Finds text files containing at least one of the specified words or phrases e Not Excludes text files containing the specified word or phrase All of this are set up with parentheses here are some examples To search for records containing parking AND violation but not the word moving I would put parking AND violation AND OR Y OR NOT moving To search for records containing jackson and either adams or walbash would put jackson AND AND adams OR walbash OR 3 NOT If wanted all the matters returned by the above search and all the matters with the word clinton would put this jackson AND AND adams OR walbash Y OR clinton NOT 39 F General Reports Reports Overview Under the Reports button you will find a series of reports such as General Certification Meeting Attendance and Voting Record All these reports can be renamed however in this help file they are all referred to by their default name Reports These reports allow you to select certain variables to produce to the report for example for the Voting Record report you have to select the members that you want to view as well as a date range Most of these reports are self explanatory in nature and will primarily be used integrally to assist in day to day operations Tips If you have a request for all the Resolutions that were int
26. ed for every meeting it can be stored as a standard paragraph allowing you to easily copy and paste the text when needed Legistar Actions When an action is taken on a Legislative File the result is a change in status and or controlling body which moves the file to the next position in your workflow The resulting status are set up for all file types and meeting bodies in valid action tables of Administration For example if an Ordinance has the action of Passed on First Reading taken the status will flip to Second Reading automatically the file is ready for the next meeting Processing the Minutes When you process the minutes you start with the first procedural item or Legislative File however if multiple users are processing they can process in the same minutes form just not on the same Legislative File at the same time they may work in respective sections Whether you process the actions during the meeting or after the action date is the date of the meeting Typically at the beginning of the meeting there is a call to order attendance and then the items for business first reading 31 Legistar 5 second reading committee reports etc on the minutes Each client has a different order however we are going to talk about the process and let you apply it to your specific order of business Attendance Taking attendance is required prior to voting on any Legislative Files to determine which members are available for v
27. h time and your members leave throughout the meeting you can update the choices at vote time For example you can change absent to a vote and you can mark a member absent if they have left the room Then you could just note that the person arrived or left in the action note field Action Note vs Action Text First you start by being on the minutes tab where you will enter text on the respective lines based on the events of the meeting There are two places where you can manually enter text for a legislative file or a header line They are the action note and the action text Some lines may just get an action note such as on the call to order line you may note the meeting was called to order at 7 00 pm That is all you may have to do on that line and you move on to the next line However some legislative files and header lines are on the minutes form may receive a mover and seconder action a vote and even a note The form is set up and ready for you to use and enter what happened in the appropriate fields 32 Minutes The action note is where you can enter speakers dialogue and any other detail on a specific file It shows on the report after the title in italics size 8 font The action text is built from what is entered in the following fields mover seconder and action It combines those variables together along with the vote to create your motion string This is held in the action text box so you can edit if needed This sh
28. iles The tools menu contains a bunch of different options that remain fairly consistent from screen to screen 20 Doo File Assignments allows you to assign files to certain users when the Legislative Files is in draft status Attachment Utility is used to manage the attachments that have expired according to the expiration date for each attachment Security Log tracks the user s name and all edits on the Legislative File Spell spell checks everything on the page Security Log Admin displays the edits made in the Administration section Error Log keeps records of all errors received this is very helpful in reporting any issues to Daystar Search Only on My Assigned Files searches only on the Legislative Files that have been assigned to you in the file assignments section Lock locks the record you are working with at so no users are able to edit Once you selected on the edit record option the file is locked to you exclusively therefore it is best to save and exit the file promptly to allow other users to access the file for their processing Create Resolution From allows you to create batch resolutions Refresh updates any data on screen incase any changes were made by another user Standard Paragraph allows you to store commonly used text to quickly access and copy to the clipboard and paste into Legistar Assign File I d s allows you to assign File Id s Undo File I d Assignment allows you
29. ions oooocccccccnccccnnnccnnnccnnncnnnnncnancnnnnos 21 Working with the Signature Block Certified Copy and Signature Reports 21 Attachment Utility saasina EEG ai 23 Agendas gei ERR EFE REY UGG PCR n xg RR INDY aa YT RI bee 24 Agenda OVervIewW id 24 Agenda NavigatiON e 25 Agenda Calendar aves uod ee i et ren RU ez exe Bee in et t eie c ete eee 25 Changing the Meeting Date ssssssssssssssss mmm mene 26 Creating an Agenda and GeneratinQ oocoocccccccccncnccnnnccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 26 Agenda Generation ec dee te me xn t RR RD En En ante ER a REM 26 Agenda Status iii aet kd ke i kr a eur ex RU En adie ERR ERR ERR Eee 26 What is in the Description Field cece eee eee Hm 26 Agenda Auto Numbering ccc me meh mese mese enn enne nes 26 Format Sty lO e een cecal 27 Agenda Hine ic oes dos A Gees ead gage nl dees dha EUR eed SUN EROR ERR NRI eae 27 Working with Agenda Lines ssssssssssssm mmm seen 27 Addirig Lmnesxus ish eene edu MEER EE E 27 Add Many pg Pe EP EPOR PIER PR REM ERE 27 Deleting Lines i e iR ERR EY RRR ER e be eee be ERR bee REY UE 28 Copy Selected Line ecce e easton saab etu o ete a De vae te eM teen 28 Agenda Reports z serenitate olea t E b td ot Se eco PC todo duod 28 Agenda Criteria Options opor coit eene te Ue E Eee EH ele Rr HR Ee ea 28 Report Options Settings and Destinations
30. ions which are added through a list to list box E File Text ES History 4 jJ Attachments 1 5 Details Quick Info S Sup Info1 Code Section 1 Indexes 0 Sec 114 1 Rules of construction and definitions Sponsors 3 Related Files 0 PAger Shane PAnderson Brian PAnimal Task Force Legislative Code Sections The Code section list to list box allows you to reference parts of your Municipal Code to legislation This is very valuable when searching and you want to find every piece of Legislation that affect a particular code section Sponsors Sponsors can be an individual or body who backs a particular piece of legislation The primary sponsor is the listed first and the order can be changed by the up and down arrows Sponsorship can change if a new version is created therefore each version of a file can have different sponsors Sponsors are unique for each client therefore Legistar offers you options in the choices that are available for sponsorship In the Government Bodies main tab of Administration you assign which individuals or committees are available for sponsorship 18 Legislative Files Available Choices for Sponsorship Members Only Only the members will be available to be used as a sponsor Body Only The entire body acting as one unit the name of the body will be available to use as a Sponsor Members and Body The committee as a whole and each member will be available t
31. itional attachments are added them may take priority over attachments To change the order of an attachment Select it by Highlighting then use the Up or Down Arrows to move the attachment to the correct location In addition you can Right Click on the listing of the attachments and select options to automatically sort the attachments Print this Attachments with Reports Click this box if you want the attachment to print with the agenda or minutes report during printing This function is typically used when preparing the agenda packet It is recommended that when printing the attachments they be in the format of Microsoft Word or PDF which can easily be opened by any computer Other document types can be attached however it could be problematic during printing if the associated program is not installed on the computer sending the print job to the printer Typically the person who attaches a document is not the person creating the agenda packet Show this Attachment on Internet Reports Click this box if you want the attachment to become a hyperlink on the agenda and or minutes reports Some attachments may not be available to the public in which case you would not click this option It is best to have the attachment as a Microsoft Word document or a PDF document which can easily be opened by any computer Expiration Date Your records retention rules will dictate how long an attachment needs to be a permanent part of the Legis
32. king Consent All the legislative files that are on the consent agenda should be marked consent prior to the meeting This is done by selecting the first file on the consent agenda and you must RIGHT CLICK on the line number column while holding down the SHIFT KEY then go to the last file and continue to hold down the SHIFT KEY then RIGHT CLICK on the line number of the last file This process is the quickest way to mark all the group of Legislative Files as consent items After you are done you will see that the line numbers turns red for all the legislative files The header lines will not be marked as consent even if they were selected during the marking process you will receive a system message stating that they will not be marked consent because there is not a file associated with that line If some of the legislative files are pulled from the consent agenda then you simply unmark them consent and you can move them to the appropriate section Procedural Items Any standard text or other details that you know prior to the meeting such as call to order text individuals who are always noted as present who are not official members of the body adjournment text etc can be added to the minutes form before the meeting For example on the Call to Order line you may always type The Mayor called the meeting to order at 7 00 PM therefore this text can be entered before the meeting and edited if necessary In fact if you have text that is enter
33. l look on the report through the preview box 21 Legistar 5 You have three boxes that assist you when working with the Signature Block which are Available Variables Signature and Preview When you are editing the signature block you may need to use all three of these boxes Available Variables Box The Available Variables box displays all the Legistar options that are available for use in the signature block The variables are easy to recognize mostly because they are self explanatory In front of each variable name you will see a pipe which is typed by the back slash caps lock key directly above the enter button For example CLERKNAME is used for the clerk s name Signature Block Box The signature block box displays the default sentence as it is set up in Administration which should be the verbiage that used by your City most of the time The need for changes this text should be minimal if any If you are changing it every time it may be time to update the default sentence which is done by the System Administrator see Building the Signature Block To change a variable or word in the signature box you can type directly in this box or place your cursor where you want to add the variable select it by highlighting and then click on the right arrow key and the variable text is placed where your cursor was Preview Box The preview box allows you to preview the exact data for this specific file If there is no data present
34. lative record Entering the expiration date doesn t automatically delete the attachment it is to be used as a reference The System Administrator would use the Attachment Utility from the tools option to locate all the attachments that have expired and remove them from the database however the Legislative File will remain 16 Legislative Files Details The Details section contains additional fields that are very important Many of these will you may not use None of these fields are required so you can always leave unused fields blank They are referenced here in generic name however you have the ability to rename these fields E File Text ES History 4 Attachments 1 Details E Quick Info Sup Info1 Sup Info2 Name Human Resources Coordinator submitting the 2004 repor Mot Viewable Via Web Requester City Attorney s Office Y Reference Contact Bob Smith a Notes Cost Hearing Date a g Agenda Mumber amp Enactment Number Enactment Date Next Meeting Body Next Meeting Date E Last Edit Wednesday November 02 2005 at 03 13 PM B File Name shorter version of the file title which will identify files on agenda amp minutes forms Not Viewable Via Web checking this keeps the file from appearing on the web B Requester the name of the committee group or person requesting this file this can be manually entered or select from the drop down box B Reference can be used for a
35. lock The signature block is used on the Certified Copy and Signature reports You have three boxes on the settings tab in Legistar these are Variables Signature and Preview When you are building your signature block you can use all three of these boxes Available Variables Box The variables box displays all the Legistar variables that are available to use in the signature block box The variables are easy to recognize because they are self explanatory by name however in front of the name you will see a pipe which is typed by the back slash key directly above the enter button Signature Block Box The signature box holds the default sentence that is typically used by your City therefore the changes here will be minimal if any If you find that you are changing it every time you may consider updating the default sentence which is done by the System Administrator To change a variable or word in this box you can type directly in this box or place your cursor when you want to add the variable select it by highlighting and then click on the right arrow key and the variable text is placed where your cursor was Preview Box The preview box allows you to preview the exact data for this specific file If there is no data present the variable will show as it is in the signature box A motion was made by MOVER seconded by Seconder that this Ordinance be Referred to the Board of Health The motion PASSED by the following vote Preview L
36. m Attorney by selecting the Legislative 05 0101 2004 Report on Work Comp File and CLICKING on the 05 0102 Radio Communication UnMark Consent 05 0926 2005 Bureau of Justice Received and Filed as button After a legislative 05 0929 The Children with Special Received and Filed as File has been marked as 04 0890 Project Safe Neighborhoods Received and Filed as consent the line number o 04 0891 Public Education Fund Received and Filed as red bold and underlined At this time you may have 04 0892 2004 Contingent Funds be poco and pieg as to move the line and 04 0893 Library s 2005 amended Received and Filed as group all the pulled items Council Action Considered as Report together for discussion FOOTER GROUP 1 Consent Minutes Tab After the legislative items have been marked consent you can CLI CK on the consent minutes tab which displays only the items that have been marked consent The consent vote can only be processed when you are in the consent minutes tab 35 Legistar 5 Processing the Consent Vote You have to be on the consent minutes tab to process the consent vote The consent vote processes the standard action on all these files The standard action is what typically happens to a legislative file when it is routine in nature and has no special conditions There can only be one standard action per file type which is set up in Administration and maintained by your System Administrator For example if a resolution is t
37. nderstand what places a file in a particular place so you can trouble shoot and determine why a Legislative File is not on an agenda or is on an agenda you don t want it to be During Legistar training you will be provided 24 Agendas these exact details or the system administrator can print you an agenda definitions report When a meeting agenda is generated a corresponding minutes form is created at the same time The minutes form is an exact copy of the agenda and is used to record the meeting actions and votes after the meeting has taken place Agenda Navigation From the Agenda Tab you can move directly to the minutes section by clicking on the Minutes button on the top of the screen You can go directly to a Legislative File by double clicking on the file s line on the agenda form This will take you to the Legislative files screen where you can review edit the file and then press Go Back at the top of the screen to return to the agenda form Agenda Calendar The calendar tab allows you to view recent agendas the view is controlled by a global setting in Administration see system setting You may define your search to a certain meeting body by selecting the body name and then CLICKING on search If you do not select a body name and CLICK on search you will retrieve all the records To view a specific meeting agenda double CLICK on the line or select the line and then CLICK on the Agenda tab T bate Dayandtime MegBdy
38. nistration Adding choices Some Legistar fields can be edited on screen Security restrictions determine which users may edit these fields If a field label appears white when the cursor moves across it which means that you can add values you want to appear in the list Double click on the name and add new values in the screen that comes up List to List Boxes List to list boxes allow choices from a list to be added as part of a Legislative File The left side of the box lists available options which are controlled in the Administration tables by your System Administrator The right side lists the users selections You move the choices by selecting an item by highlighting then clicking the arrow key to move to the other side multiples can be moved by holding the ctrl key down while selecting each one or by double clicking on the item The double arrow will move all the items in the box The up and down arrow arrange the listing of the selected choices only This is used to designate the importance of sponsors When searching in a list to list box you can only search on items that have been previously used RTF Zoom boxes RTF Zoom boxes work the same as the plain text zoom boxes with one exception they allow you to add RTF formatting to the text This includes the following bold Italic and underlined fonts As well as different font sizes or colors You can identify if the zoom box is RTF by the button you click to open it If i
39. o use as a sponsor None There will not be any choices in the sponsor list to list box Related Files Allows you to link Legislative Files together that are related Historically we have found that client s have used this for files that are part of a project purchase order or veto Sup Info 1 amp 2 The Supplemental information tab is used differently for each client or possibly not used at all Each field can be renamed allowing the client to tailor the Legistar system to meet their own needs Your Project team will decided if these tabs will be used and you will be trained on those specific details You may find after a period of time a particular need for one of these fields sees Goan Ja Os mos Gem Initiator Extra Date 1 Effect Extra Date 2 Fiscal Note Extra Date 3 Extra Text 4 Extra Date 4 Extra Text 5 Extra Date 5 All of the fields are searchable so it is any easy way to track Grant Control Numbers License Numbers or any other needs from a particular department committee Because of the searching capabilities you can track and run reports on the results Clients have found that the matter summary report is a helpful tool when there is a request for a group of files Many clients will not use any of these fields or just use one or two while others will use most or all of them Daystar leaves the fields available for any future needs you may have 19 Legistar 5 Tools Menu Legislative F
40. orts issis i ee eek denk Ev xr ERR Rm ER ERN Ern Ka Era EM ea aban RER 40 Reports Overview idee mes rx i Era a Rv ce NU Er adie ER EGRE ERR ERR 40 Report Options Settings and Destinations sess 40 Legistar Functionality What is Legistar Legistar is proprietary software that organizes and tracks Legislative Files As Legislative Files are created and travel through the legislative process Legistar maintains the file integrity as it captures specific file information and attributes used in creating agendas and minutes Legistar capability also includes a full text search feature using both simple and boolean search methods a referral tracking system for Legislative File referrals and reports functions with a wide range of structure and output options This manual describes the generic functionality of Legistar However since Legistar is so flexible in different client installations some descriptions may not apply to the way you use Legistar a Home iReports Help T User daystar LEG IS TAR gt Home Security Group SuperUser Legislative Management Software 5 Login Time 11 2 2005 02 02 PM Las Version 5 0 55 Elapsed Time O Hrs 9 Min 1 Sec CEJ Agendas Recent Agendas Recent Legislative Files 5 11 15 2005 Public Utilities Com 1 05 7043 VERIZON CALIFORNIA I MORIS 4 13 2005 Public Uti AGENDA 7 ginger 9 23 2005 Public Utilities Com 05 7044 GLOBAL CONNECTION IN u 10 4 2005 Public Uti Workshop A
41. oting Legistar allows you to take multiple meeting attendances and it will print each time The options available present absent excused etc are designated in the EJ Rec Votes E File Update ge Attendance Administration Tables which your System Administrator can change Add Member From the Minutes tab select the line from Name Attendance 41 the workspace that the roll call should be Cherri Cape PRESENT processed on the roll call will print below Jeff Coe PRESENT the header for the line selected Typically Phyllis L Dresen PRESENT roll call is taken on the header line that Says John M Engel PRESENT roll call CLICK on the attendance tab Jarvis Finley PRESENT The attendance tab will open for you to Thomas Friedel PRESENT CLICK on the Attendance button after Ronald D Hart PRESENT doing this the Legistar system will Pete Kass EXCUSED automatically default all members as A obat Morrison PRESENT present The assumption is the meeting would not be held if there were not enough David L Maack PRESENT members present If a member is absent Q A Shakoor II PRESENT update their record to the appropriate option Michael Shields PRESENT provided in the drop down menu Roll call can be taken multiple times during Attendance Delete All a meeting each time you take roll call it will show on the form by the item number turning red bold and underlined Tips If you do not want attendance to print eac
42. ows on the report after the note and it is bolded text Actions The actions are set up according to agenda Item File ID ver lo definitions by files type and selected through the Description THE DOUGLAS AVENUEREWT Format style D drop down box At times you may need to take Mover as E action on a header line Action His Honor the Mayor declared the public hearing closed v an example could be adjournment We will Referred To y Due Date also set up actions for your header lines Action Note His Honor the Mayor announced that the time had arrived for a typically there are not many Therefore the list of actions is available for you to select from the drop down box by file type and body type because the primary legislative body has more control than other bodies The list of actions in this drop down was created by your project team and will create consistency for your installation If you do not find the exact action you want select the most appropriate Referred to Any time you select an action which the words referred to after the action you have to select a referred to body In addition you will indicate a due date which is the date you want the item back to your meeting Taking Actions and Building the Motion String The activities of the meeting are recorded in the Minutes form no matter what level of detail you record it all is processed in the minutes form The form was designed so you can quickl
43. r later if they are still needed You can also print any attachments if you want to make hard copies before deleting them 23 Agendas 75 Agenda Lines Ss Header List Format Style 1 Description Call To Order Line 1 Item 1 Notes Call To Order Pledge of Allegiance To The Flag Mayor Presentations Public Comments Public Hearings HOLD HARMLESS AGREEMENT 228 230 MAIN Res 05 6380 STREET Agenda Overview Meeting Agendas are created by the CLICK of one button After you CLICK the generate button the Legistar system checks all the Legislative Files and retrieves the appropriate files for the agenda The agenda definition tables in Administration define the agenda order headings and which Legislative Files are to placed on an agenda The criteria used to determine where a file appears on an agenda are File Type Status and In Control additionally the agenda date can be used The easiest way to understand how this function works is to examine one scenario Typically Ordinances on First Reading are found in a certain place on the agenda so in the Legistar Administration table there will be the following entry If the File type Ordinance If the Status First Reading Then place the files that match under the Ordinances for First Reading heading Similar rules will be set up for each section of the agenda allowing you to group files according to your agenda order It will be important for you to u
44. roduced between 1 1 and 1 30 there are several Legistar reports that will provide those results One way is in the Reports section you would select the File Summary report and the report criteria of Resolution and enter the appropriate date range This allows you to provide a professional looking report with the results Report Options Settings and Destinations When in the Agenda or Minutes forms you can select certain lines and print only these selected lines Use the shift key to select individual lines or the ctrl key to select a group of lines then CLICK on the reports button and select the report to run The report will only display the lines that you selected If no lines are individual selected the default is all lines The Report Destinations are where you will send a specific report Reports can be automatically opened or saved in several different programs such as PDF HTML etc These choices are valuable because they allow you flexibility in producing a report on demand with certain criteria The save report option will prompt the user to save the report in a file in the format selected The destinations are Internet HTML Word Document Adobe Acrobat PDF Printer Email and Publish to Calendar 40
45. s The Minutes reports section includes four reports which can be renamed in Administration All reports have a criteria tab which allows you to determine the variables that you want to show on the report each time you run it B Meeting Minutes Long Typically the Long Minutes is the more formal report including a cover page and all the details However now that you can rename the report and determine what prints on each report by the criteria options it allows much more flexibility and convenience f Meeting Minutes Short The Short Minutes usually was produced without a cover page and the history however now that you can rename the report and determine what prints on each report by the criteria options you can determine what you will use you will have for this report B Meeting Referral Notice Prints all actions taken during the meeting which were referred or referred to another body B Meeting Summary This report only prints the files no headers however you can choose other variables on the criteria tab 36 Minutes Report Options for the Motion String Certified Copy and Signature Reports From the Setting tab on the report menu you can build your signature block The signature block is used on the Certified Copy and Signature reports Click on the preview button to display how the text will look with the appropriate values populated by Legistar From the Setting tab on the report menu you can build your signature b
46. screen At the time the generate button is CLI CKED Legistar will go through the database and place all the files on the agenda according to the Agenda Definitions for the body you have selected In a perfect world after the generate button is clicked you would be ready to run the report however because mistakes can happen you need to review the agenda and determine if lines need to be moved deleted or added to the agenda form Agenda Status When the agenda is generated the status will be draft the status of draft is used to prevent other users from viewing the agenda until the status is changed to final This can be set up and is controlled by security therefore if you have a group of individuals working on the agenda they can all view the agenda in draft status What is in the Description Field The description field on the agenda and minutes form holds the text from the name field in legislative files form under the details tab The description cannot be as long as the title because it would not allow for a user friendly form The description is shown on the form to make it easy for the user to quickly identify the legislative files and move add or deleted if needed Agenda Auto Numbering After the agenda is in perfect order CLI CK on the auto number button if you would like your agenda items to receive agenda item numbers If you do not use agenda item numbers you should not click on this button You can auto number as many
47. sed sections of text that are either inserted as needed within the Text Editor or you can build and store within Legistar templates Each Legislative file has two file sections which are used to put text on certain reports The first is a title which is the text that displays on the Agenda and Minutes and most of the other reports The second section is the body which is typically used for the Whereas verbiage and combined with the title it creates the more formal report such as the Certified Copy and Signature Reports You may have special requirements regarding what detailed information shows on your reports which are distributed to the public The project team will make certain decisions on how to handle these requirements and you may have a special section that is not referenced in this generic Help File If so you should have some written documentation which was provided to your project team that will describe any thing different that is available to you or it could have been added later by your System Administrator in which you should have received some instructions on how and when to use this section 13 Legistar 5 How to Add File Text When you click on New in the Legislative Files screen you are automatically on your original version of the File Text Each client has unique ways of tracking versions therefore controls in Administration allow flexibility in the numbering conventions used in your installation Typically
48. sor Show the Legislative File sponsor f Keep Section Together This option keeps the section together and will not start a Legislative file on the bottom of a page to keep all the text together 28 Agendas B Show Notes Show the agenda note on the report B List Attachments This will list all the attachments that are a part of the Legislative File B Show Text Title Show the title on the report Report Options Settings and Destinations When in the Agenda or Minutes forms you can select certain lines and print only these selected lines Use the shift key to select individual lines or the ctrl key to select a group of lines then CLICK on the reports button and select the report to run The report will only display the lines that you selected If no lines are individual selected the default is all lines The Report Destinations are where you will send a specific report Reports can be automatically opened or saved in several different programs such as PDF HTML etc These choices are valuable because they allow you flexibility in producing a report on demand with certain criteria The save report option will prompt the user to save the report in a file in the format selected The destinations are Internet HTML Word Document Adobe Acrobat PDF Printer Email and Publish to Calendar 29 Minutes I Meeting Minutes Read Only Mode icol x save dhSearch new Clear ET Edit 39 Tools Q Browse
49. splay the lines that you selected If no lines are individual selected the default is all lines The Report Destinations are where you will send a specific report Reports can be automatically opened or saved in several different programs such as PDF HTML etc These choices are valuable because they allow you flexibility in producing a report on demand with certain criteria The save report option will prompt the user to save the report in a file in the format selected The destinations are Internet HTML Word Document Adobe Acrobat PDF Printer Email and Publish to Calendar 38 F Full Text Search Text Search Overview T Legistar s full text search facility searches a matter s text files utilizing either a simple or an advanced search The simple search looks for a word or consecutive words and displays all the legislative matters that have text files matching the search criteria Full text search also facilitates a Boolean search using and but and or to narrow the search parameters Users may further define the search by indicating whether to search the current text file or previous versions Text Search To display a specific file use the go to matter button or double click the Legislative File number displayed Advanced Search The advanced search is for a more detailed search where you can narrow your results to show what you need Users enter search criteria utilizing conjunctions and or and not to narrow the s
50. t has a magnifying glass with the letter A in it then it will be RTF if it has a in it then it is plain text Zoom Boxes Some Legistar fields are expandable and allow users to enter and read expanded text in a zoom box There are two types of zoom boxes in Legistar 5 RTF Rich Text Formatting zoom boxes and Plain Text zoom boxes The RTF boxes allow you to put in bolding strike through underlines and other text formatting that will print on the report The plain text boxes do not allow text formatting Legistar Functionality The RTF ones will have buttons to bold and underline while the plain text will not support such formatting options You can tell the difference before opening the box by looking at the zoom box button If it has an A on it then it supports RTF if it has a on it then it is a plain text box Legistar 5 Getting Started Screen Layout Throughout the application Legistar screens are notably similar utilizing many of the same buttons These buttons perform the same functions throughout Legistar When a button appears dim it is disabled and cannot be used Listed below are operation button names and corresponding functions B Save saves any changes you ve made since you entered that screen Search searches Legistar database when in search mode New creates new file in the Legistar database Clear Removes all screen information and returns the user to search mode Edit text editing tools
51. times as necessary The default numbering is to number all items under each heading starting 1 and resetting on each heading to begin with 1 Your agenda numbering could work differently if the default numbering was not operationally the numbering that you would use For example we have some client s that number all files starting at 1 going through the end of the agenda 26 Agendas Format Style On the meetings form agendas and minutes the style selector allows you to control the sizes of the headings Style O left justified size 10 Arial Used for Legislative files Style 1 left justified size 13 Arial Bold Primary heading Style 2 left justified size 11 Arial Bold Secondary heading Style 3 center justified size 11 Bold Secondary heading Agenda Lines Public Hearings HOLD HARMLESS AGREEMENT 228 230 MAIN Res 05 6380 STREET Approval of Journal of Council Proceedings Minutes Reports of Officers S Generate P Auto E Add X 5 Delete El o to File amp gt 5 OF 116 Meetings There are two types of agenda lines Header Lines and Legislative Files which is indicated in the radio button choices to the left of the file id When you select a line the detail of the line is displayed above in what is called a workspace After the agenda is generated some review will need to be completed Header Lines are procedural items such as invocation and roll call or section titles such as Communications
52. to undo File Id assignment Refresh Administration allows you to get the most recent administration changes Approval Web Link takes you to the Web Approval screen Legislative Files Legislative File Reports The reports that can be printed from the Legislative File section include f Certified Copy This report generates a certified copy of the Legislative File text The report includes the clerk s signature and the file sections title and body The certified copy report can only be produced on files that have a final action f Master Report The Master Report is a printout of all information and history for the selected legislative files displayed on the screen The criteria form for the Master report allows you to run the Master report and determine to show the text with or without a page break or not to show at all In addition to allowing you to decide the amount of detail you want to provide by allowing you to select the history note or verbose action or any combination of these options B File Summary The File Summary report is a summarized version of the legislative file It prints the file number type title status introduced date and in controlling for all selected files There is a not criterion for this report f Signature This report produces a copy of the Legislative File formatted for official signatures Only sections title and body will print on this report The signature report can only be produ
53. y process the action and votes then if necessary go back and enter detail dialogue Typically when you take actions you typically start at the beginning of the form with Roll Call and then move down the list of items accordingly I calendar minutes Ejactions BZ consent votes nem riew ver Action Text Adopted Description Board of Park Recreation and Format Style 2 No vote Voice Vote Roll Call Mover Cape Cherri Seconder Dresen Phyllis L Action Adopted Referred To Due Date Action Note 33 Legistar 5 Processing the Motion When you are on the actions tab in the minutes section you will enter the mover seconder action which will build the action text and place it in the zoom box which you can edit if needed Mover Select the mover name from the drop down box Seconder Select the seconder from the drop down box Action The action is selected from the drop down box the list in the drop down box changes depending on the body and the file type Taking action results in a change in the file status Action Note shows on the report if the criteria is selected directly below the title of the legislative file size 10 Arial Italics Action Text The action text is build based on your entry of a mover seconder and action After you have entered all these shows on the report if the criteria is selected after the action note size 10 Arial bold Voting Actions
54. you have one file that had several different votes a line with the same file id will need to be added to record each vote separately So if you had three votes on the same file you would select the line and CLICK on copy select line two times then you would see the file list three times and you could process your votes in the order they occurred Agenda Reports Reports printed from the Agenda section include B Hearing Notice This report produces hearing notices for agendas You can select people to address the hearing notices to in the criteria section B Meeting Agenda Long Typically the Long Minutes is the more formal report including a cover page and all the details However now that you can rename the report and determine what prints on each report by the criteria options it allows much more flexibility and convenience B Meeting Agenda Short The Short Minutes usually was produced without a cover page and the history however now that you can rename the report and determine what prints on each report by the criteria options you can determine what you will use you will have for this report Agenda Criteria Options B Show Cover Show an extra page with the logo listing of body members etc f Show File Id Show the Legislative File Id on the report f Show Agenda Status Show the status of the meeting allowing individuals to distinguish between a draft and final copy of the report B Show Legislative File Spon
55. ypically approved and that is what happens 95 of the time the standard action of approved would be the standard action for a resolution This is a common procedure for most meeting bodies The action that is processed is carried to the minutes tab the user can manually change this action if needed In addition if there is not a standard action set up for a file type then nothing will be processed on that Legislative File Multiple Consent Votes Legistar makes processing consent votes very easy All the legislative files that are on the consent agenda can be marked consent prior to the meeting This is done by selecting the first file on the consent agenda and you must RIGHT CLICK on the line number column while holding down the SHIFT KEY then go to the last file and continue to hold down the SHIFT KEY then RIGHT CLICK on the line number of the last file This process is the quickest way to mark all the group of Legislative Files as consent items After you are done you will see that the line numbers turns red for all the legislative files The header lines will not be marked as consent even if they were selected during the marking process you will receive a system message stating that they will not be marked consent because there is not a file associated with that line If some of the legislative files are pulled from the consent agenda then you simply unmark them consent and you can move them to the appropriate section Minutes Report
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