Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
09-23-2010 - Appeal HearingPlanning Directors Modification No. - West Covina - Agenda Design.docx
Project Design Requirements Title Implementation Design Customer City of West Covina SIRE Project Manager Linda Lang SIRE Team Andy Yergensen / Davis Hansen Last Modified 9/16/2010 Copyright ©2010 PURPOSE This document is intended to outline the design and functionality of the agenda system being implemented at the City of West Covina. The baseline for the project will be SIRE version 5.2 with Service Pack 3. This document will outline the parameters to implement the SIRE solution. AGENDA MEETING TYPES/TEMPLATES There will be 7 Meeting Types created: Regular Meeting – CC & CDC Regular Meeting – CC Regular Meeting – CDC Special Meeting – CC & CDC Special Meeting – CC Special Meeting – CDC Joint Special Meeting Regular Meeting – CC & CDC Levels (Times New Roman/Size 12) Level 1 – Upper Case Letter/Bold Level 2 – Number /Bold Level 3 – Lower Case Letter/Bold Level 4 – None Information Boxes – Indented to 1.5”/Italics/Size 10 Single Detail – Indented to 2”/No detail title Multiple Details – Indented to 2”/Numbered/No detail title Next Meeting Information Type – Regular Meeting – CC & CDC Location – CITY HALL COUNCIL CHAMBERS Time – 7:00 PM Item Properties All items will be locked (show up on the agenda despite not having child items) except children items of CONSENT AGENDA and DEPARTMENTAL MATTERS The end of item CONSENT AGENDA will be marked as “END OF CONSENT CALENDAR” INVOCATION, PLEDGE OF ALLEGIANCE, COUNCIL ROLL CALL, and PRESENTATIONS will use Child Format Overrides so that they will not be numbered / / / / Available Item Details Recommendation Ordinance Motion There are three preconfigured motions for the CONSENT CALENDAR, PUBLIC HEARINGS, and ADJOURNMENT Resolution Template Level Overrides The items INVOCATION, PLEDGE OF ALLEGIANCE, COUNCIL ROLL CALL, and PRESENTATIONS will use a template level override so that they will be Non-bold/Times New Roman/Size 12 The “RULES OF DECORUM” will be a preconfigured paragraph that is placed at the beginning of the agenda before the meeting body. The preconfigured paragraph will be provided by Sue Rush West Covina Draft/Final Agendas Draft agenda will not include city logo Draft agenda will be titled “DRAFT REGULAR JOINT MEETING” Draft agenda will include Header Text containing “Compiled on <ROLLUP_DATE> at <ROLLUP_TIME>” Confidential Documents The ability to mark documents as confidential will be enabled. If marked confidential: The document will not be published to the SIRE Pub The document will not print in packet unless configured to do so in the PDF Packet Utility Attendees Mayor/Chairman Shelley Sanderson Mayor Pro Tem/Vice Chairman Steven Herfert Councilmember/Commissioner Roger Hernandez Councilmember/Commissioner Sherri Lane Councilmember/Commissioner Michael Touhey Minutes Configuration The Regular Meeting – CC & CDC Minutes is configured based on the Regular Meeting – CC & CDC item properties Minutes will display below the item on which they were taken - Times New Roman/Size 12/Bold/Indented to 2 Motions will display below minutes. The only tag used in the template will be <motiontext> which means all information about the motion (including motion type, motion text, motion status, and votes) will be input into the Motion Text field in Minutes Plus Votes will manually be entered in the Motion Text field in Minutes Plus Attendee Title + Attendee Name + Attendance Status will be placed under “ROLL CALL” Packet Configuration The [Outline trail] – Item page – [Item page number] will be printed in the lower right of the page (ex. A.1.a. – Item Page – 5) Packet Page – [Packet page number] will be printed in the lower left of the page (ex. Packet Page – 5) Confidential documents will be excluded from the packet The first attachment for each item will be on an odd numbered page (for right hand reading) / Regular Meeting – CC Levels – Same as Regular Meeting – CC & CDC Next Meeting Information – Same as Regular Meeting – CC & CDC Item Properties – Same as Regular Meeting – CC & CDC except: COUNCIL ROLL CALL – All councilmember titles will be removed from the attendees CONSENT CALENDAR – will be title CONSENT CALENDAR – City Council (CDC will be removed) MAYOR'S/COUNCILMEMBERS/COMMISSIONER REPORTS – “COMMISSIONER” will be removed CITY COUNCIL/COMMUNITY DEVELOPMENT COMMISSION REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION – “COMMUNITY DEVELOPMENT COMMISSION” will be removed CITY COUNCIL/COMMUNITY DEVELOPMENT COMMISSION COMMENTS - “COMMUNITY DEVELOPMENT COMMISSION” will be removed Available Item Details – Same as Regular Meeting – CC & CDC Template Level Overrides – Same as Regular Meeting – CC & CDC Draft/Final Agendas – Same as Regular Meeting – CC & CDC Confidential Documents – Same as Regular Meeting – CC & CDC Attendees Mayor Shelley Sanderson Mayor Pro Tem Steven Herfert Councilmember Roger Hernandez Councilmember Sherri Lane Councilmember Michael Touhey Minutes Configuration – Same as Regular Meeting – CC & CDC Packet Configuration – Same as Regular Meeting – CC & CDC Regular Meeting – CDC Levels – Same as Regular Meeting – CC & CDC Next Meeting Information – Same as Regular Meeting – CC & CDC Item Properties – Same as Regular Meeting – CC & CDC except: COUNCIL ROLL CALL – All councilmember titles will be removed from the attendees CONSENT CALENDAR – will be title CONSENT CALENDAR – City Council (CDC will be removed) MAYOR'S/COUNCILMEMBERS/COMMISSIONER REPORTS – “COMMISSIONER” will be removed CITY COUNCIL/COMMUNITY DEVELOPMENT COMMISSION REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION – “COMMUNITY DEVELOPMENT COMMISSION” will be removed CITY COUNCIL/COMMUNITY DEVELOPMENT COMMISSION COMMENTS - “COMMUNITY DEVELOPMENT COMMISSION” will be removed Available Item Details – Same as Regular Meeting – CC & CDC Template Level Overrides – Same as Regular Meeting – CC & CDC Draft/Final Agendas – Same as Regular Meeting – CC & CDC Confidential Documents – Same as Regular Meeting – CC & CDC Attendees Chairman Shelley Sanderson Vice Chairman Steven Herfert Commissioner Roger Hernandez Commissioner Sherri Lane Commissioner Michael Touhey Minutes Configuration – Same as Regular Meeting – CC & CDC Packet Configuration – Same as Regular Meeting – CC & CDC The template title will be changed to “Regular Meeting – City Council” Special Meeting – CC & CDC Levels (Times New Roman/Size 12) Level 1 – Upper Case Letter/Bold Level 2 – Number /Bold Level 3 – Lower Case Letter/Bold Level 4 – None Information Boxes – Indented to 1.5”/Italics/Size 10 Single Detail – Indented to 2”/No detail title Multiple Details – Indented to 2”/Numbered/No detail title Next Meeting Information Type – Special Meeting – CC & CDC Location – CITY HALL COUNCIL CHAMBERS Time – 5:45 PM Item Properties All items will be locked PLEDGE OF ALLEGIANCE and COUNCIL ROLL CALL will use Child Format Overrides so that they will not be numbered / Available Item Details Recommendation Ordinance Motion There are three preconfigured motions Resolution Template Level Overrides The items PLEDGE OF ALLEGIANCE and COUNCIL ROLL CALL will use a template level override so that they will be Non-bold/Times New Roman/Size 12 Draft/Final Agendas Draft agenda will not include city logo Draft agenda will be titled “DRAFT AGENDA FOR + Meeting Date” Confidential Documents The ability to mark documents as confidential will be enabled. If marked confidential: The document will not be published to the SIRE Pub The document will not print in packet unless configured to do so in the PDF Packet Utility Attendees Mayor/Chairman Shelley Sanderson Mayor Pro Tem/Vice Chairman Steven Herfert Councilmember/Commissioner Roger Hernandez Councilmember/Commissioner Sherri Lane Councilmember/Commissioner Michael Touhey Minutes Configuration The Special Meeting – CC & CDC Minutes is configured based on the Special Meeting – CC & CDC item properties Minutes will display below the item on which they were taken and will be prefaced by “Minutes:” – Times New Roman/Size 12/Indented to 2” Present attendees + title will be placed under “ROLL CALL” Absent attendees + title will be placed under “Absent”. If there are no absent attendees the item “Absent” will not display No motions will be configured to display in the minutes No votes will be configured to display in the minutes Packet Configuration The [Outline trail] – Item page – [Item page number] will be printed in the lower right of the page (ex. A.1.a. – Item Page – 5) Packet Page – [Packet page number] will be printed in the lower left of the page (ex. Packet Page – 5) Confidential documents will be excluded from the packet The first attachment for each item will be on an odd numbered page (for right hand reading) Special Meeting – CC Levels – Same as Special Meeting – CC & CDC Next Meeting Information – Same as Special Meeting – CC & CDC Item Properties – Same as Special Meeting – CC & CDC except: COUNCIL ROLL CALL – All councilmember titles will be removed from the attendees Available Item Details – Same as Special Meeting – CC & CDC Template Level Overrides – Same as Special Meeting – CC & CDC Draft/Final Agendas – Same as Special Meeting – CC & CDC Confidential Documents – Same as Special Meeting – CC & CDC Attendees Mayor Shelley Sanderson Mayor Pro Tem Steven Herfert Councilmember Roger Hernandez Councilmember Sherri Lane Councilmember Michael Touhey Minutes Configuration – Same as Regular Meeting – CC & CDC Packet Configuration – Same as Regular Meeting – CC & CDC The template title will be changed to “Special Meeting – City Council” Special Meeting – CDC Levels – Same as Special Meeting – CC & CDC Next Meeting Information – Same as Special Meeting – CC & CDC Item Properties – Same as Special Meeting – CC & CDC except: COUNCIL ROLL CALL – All councilmember titles will be removed from the attendees Available Item Details – Same as Special Meeting – CC & CDC Template Level Overrides – Same as Special Meeting – CC & CDC Draft/Final Agendas – Same as Special Meeting – CC & CDC Confidential Documents – Same as Special Meeting – CC & CDC Attendees Chairman Shelley Sanderson Vice Chairman Steven Herfert Commissioner Roger Hernandez Commissioner Sherri Lane Commissioner Michael Touhey Minutes Configuration – Same as Special Meeting – CC & CDC Packet Configuration – Same as Special Meeting – CC & CDC The template title will be changed to “Special Meeting – Community Development Commission” Special Joint Meeting Levels – Same as Special Meeting – CC & CDC Next Meeting Information – Same as Special Meeting – CC & CDC Item Properties – Same as Special Meeting – CC & CDC except: COUNCIL ROLL CALL – All commission titles will be removed from the attendees Available Item Details – Same as Special Meeting – CC & CDC Template Level Overrides – Same as Special Meeting – CC & CDC Draft/Final Agendas – Same as Special Meeting – CC & CDC Confidential Documents – Same as Special Meeting – CC & CDC Attendees Mayor Shelley Sanderson Mayor Pro Tem Steven Herfert Councilmember Roger Hernandez Councilmember Sherri Lane Councilmember Michael Touhey Minutes Configuration – Same as Special Meeting – CC & CDC Packet Configuration – Same as Special Meeting – CC & CDC The template title will be changed to “Special Joint Meeting” A tag will be available to be able to provide the additional organization that the city will be meeting with. This tag will be placed in the agenda template title. PUBLISHING TO SIRE PUB SIRE Pub will be configured using the out-of-the-box look and colors The ‘Meetings’ tab will be added to West Covina’s current SIRE Pub configuration SIRE Pub will be placed within a Iframe on West Covina’s City Clerk web page Can be linked to from other parts of the web site Portions of the agenda to be displayed on SIRE Pub Agenda Packet Minutes Audio Supporting Materials