Before each meeting the Board office prints the agenda: every submission scheduled for the meeting, with a table of contents. After the meeting, each Board member's vote and the minutes are recorded on the submission.
One submission's agenda page#
In a submission's side panel, the Agenda section shows how that item will look on the agenda (headed Board of Estimates Agenda, with the department and meeting date). Preview opens it in a new tab; Print creates the PDF and needs a meeting date.
Building the meeting agenda#
Open My Tasks → Agenda Prints and choose the meeting.
| Button | What it does |
|---|---|
| Build Agenda | Creates the agenda PDF for every submission scheduled for the meeting, adds the table of contents and numbers the pages. |
| Show Agenda | Opens the finished agenda in a new tab. |
| Rebuild Agenda | Discards the pages built earlier and builds every item again. |
| Build / Show / Rebuild President Agenda | The same for the President's agenda. |
Building can take a while for a long agenda; a progress bar is shown and you can cancel. Items that have not changed since the last build are reused, so building again after a small correction is quick. Use Rebuild when templates or shared content changed.
Agenda contents#
- Items are ordered by department.
- The table of contents lists each item's department, category, transaction type, Submission Id, subject, pages and whether it is routine or non-routine.
- The President's agenda starts with a memorandum to the President, with the items split into ROUTINE and NON ROUTINE. An item is non-routine when the Clerk ticks Is non-routine? under Confirmation details.
PresidentAgendaTo, PresidentAgendaFrom and
PresidentAgendaPresident. Update them when office holders change.
Meeting minutes#
The Meeting minutes tab of a submission records the Board's decision. It has one column per Board member (decision maker): City Solicitor, Council President, Mayor, Director of Public Works and Comptroller.
- Select the user who voted for each Board member (the member or their representative).
- Select the vote: Aye, Nay, Abstain or Absent. Changing the user clears the vote.
- Write the minutes in the text editor under the votes.
Everything saves automatically. The tab can be edited by the tiers allowed to edit all tabs (Validation and Confirmation in the standard setup).