Special Meeting Notices View Resolution to Special Meeting Notices (View) Special Meetings must be disclosed to the public on the Special Meeting Notices webpage. Special Meetings are managed by permissioned users within the City Clerk’s Office. Special Meetings include: “Council Quorum” events, usually sponsored by outside organizations and anticipate a quorum of Council in attendance. These events should not be displayed on the City Calendar, City Events, or homepage event carousel. Rescheduled regular City Council or Boards & Commissions meetings, which must be displayed on Calendar and City Event Views on the bellevuewa.gov/calendar page. Added regular City Council or Boards & Commissions meetings, which must be displayed on Calendar and City Event Views on the bellevuewa.gov/calendar page. “Special Meeting” (RCW 42.30.080) is a term used specifically by state and local governments and shouldn’t be used for other event filtering. Council Quorum is managed through a unique role (Special Meeting Event Creator) as a permission. It appears as a checkbox only to folks who are Event Editors -AND- Special Meeting Event Creators. Special Meeting Notices View Configuration Views display content dynamically based on the defined, required data requested. In this case, all data will be referenced from Event Content Nodes created from the Event Content Type. Once the Event Content Node is published, the View will display the following fields dynamically on the Special Meeting Notices webpage. Title Event Dates Event Time Organization Name Address Description (labeled Purpose) - this is set to trim the event content type description to 500 characters; the intent is if folks need more full information, they select the event from the Special Meetings Notices webpage to look at the full description. Event Authored Date (labeled Posted On)Authored Date is taken from the published timestamp and isn’t manually entered on the Event Content Type. Canceled Status (labeled Cancelation Notice on the Event Content Type; displays this meeting has been canceled on the View). Rescheduled Status (labeled Rescheduled Notice on the Event Content Type; displays “this meeting has been rescheduled” on the View). Council Quorum (displays “a quorum of council is anticipated to attend” on the view). The View will display past events for 45 days from the published end date of the event. The event content itself will remain in Drupal and will require manual deletion/removal if you no longer want the event content to be searchable. Requirements The Event Category must be entered, select “Special Meeting”. For Council Quorum to display on the Special Meeting Notices Webpage, the “Council Quorum” checkbox must be selected. It will also hide Council Quorum events on the homepage event carousel, and the City Events View. To hide Council Quorum events from the City Calendar View, please also select the "Hide from City Calendar" checkbox. This is by design. The "Hide from Calendar" checkbox predates the Council Quorum and is available to all Event Editors. Maintaining this checkbox provides clarity on the action. It also provides greater flexibility if certain events should be on the Calendar, but the description of the event needs to disclose that a quorum of the council is anticipated to attend. Special Meeting Event Creators should Title the Event Content Type “Council Quorum”; exclude “Posted On” details in the title. For Rescheduled regular Council or Boards and Commissions Meetings to display on the Special Meeting Notices Webpage, the “Rescheduled” checkbox must be selected. For Canceled regular Council or Boards and Commissions Meetings to display on the Special Meeting Notices Webpage, the “Canceled” checkbox must be selected. Shared Workflow Select users within the City Manager’s Office enter regular Council and Boards and Commissions meetings as reoccurring events. These appear in the Calendar and Events List Views. Reoccurring Events display the event series start date on the Event List View and published Event Content Node, which may not be the exact date of the event. The event will display on the Full Calendar View properly. The Description of the Event Content Node will provide information on when reoccurring meetings occur (e.g. First and Third Tuesday of each month). There is no workaround for dynamically updating the Event List View or Event Content Nodes with the exact date of the reoccurring meeting if Event Editors want to use the Reoccurring Event feature in our CMS. All Events would need to be entered manually to display the exact date of the event on the Event List View and Event Content Type. Canceled Reoccurring Events An Event Editor has to update the reoccurring meeting timeline with a new series start date after the event cancellation. Past events are designed to display on the City Calendar View for one year from the date event (retention period). Changing the reoccurring date timeline will remove all previously held reoccurring events from displaying on the Calendar and Event List Views. When a reoccurring event is canceled, a new Event Content Type needs to be published. The “Canceled” checkbox should be selected and not entered in the Title or it will appear twice. When a “Canceled” regular Council or Boards and Commissions meeting is rescheduled, it is categorized as a Special Meeting and will be created/published by permissioned users in the CCO.
