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Measure F 2002 Citizen Bond Oversight Committee Web Design Subcommittee Report 11/18/02 By Allen Rice, Chair 1. The Subcommittee’s primary task, the extension of the District Website to include detailed presentation of the Committee’s business, is complete. Most of the content of the mockup presented at the Committee’s meeting of October 21st is in place. 2. A recommended process for keeping the website up to date and manageable was defined and provided to both the Committee Secretary and the District, and is included in this report as Appendices A and B. 3. An additional request, given to the Subcommittee Chair, was to clarify the subject of documents "received" by the Committee. Said documents are required to be posted on the Committee’s website. The suggested solution is to revise the Committee’s Meeting Guidelines, paragraph 3.4A, which currently reads: "Copies of documents accepted by the Committee are posted to the CBOC website within two weeks of the meeting." to read: "Copies of documents received by the Committee are posted to the CBOC website within two weeks of the meeting. Documents are considered ‘received’ only if they are part of the business covered by an action item on the meeting agenda." Combined with section 5.2B of the Committee Bylaws, which reads: "Any member of the CBOC may submit a request for placing an item on a future agenda", the change provides a way for any document to be posted, provided that it is part of formal Committee business. Accordingly, the Committee is urged to make the suggested change to the Meeting Rules, at either this or the next following meeting. 4. With the concurrence of the Committee that all assigned business has been completed, the Subcommittee is dissolved. Respectfully, Allen Rice Greg West Jill Escher Appendix A Recommended Process Governing the SJUSD/Measure F CBOC Web Site Interaction This Process will be followed for the three stages of each monthly CBOC meeting. The three stages are: Activities and responsibilities before the meeting Activities and responsibilities during the meeting Activities and responsibilities after the meeting 1) Activities and responsibilities before the meeting: Committee: Come to agreement with the District on agenda content. For all documents the Committee plans to include at the next meeting, provide the District with versions, via email or in hardcopy, at least 3 days prior to the meeting. The email versions must be in MS Word or PDF. This includes documents originating with the public, which the Committee has agreed to receive. All such documents are to carry an internal date, at the top of the first page. Notified that the agenda has been posted, the CBOC Secretary is to verify that the agenda is accurate. District: For all documents received from the Committee, in hard copy or MS Word, create equivalent HTML or PDF versions. All such documents are to carry an internal date, at the top of the first page. For all documents the District plans to provide at the next meeting, create equivalent HTML or PDF versions. All such documents are to carry an internal date, at the top of the first page. Post the agenda and notify the CBOC Secretary. The goal is to have the agenda posted no later than 7 calendar days before the next meeting.
2) Activities and responsibilities during the meeting: Committee: The CBOC Secretary is to create a list of all documents considered by the Committee during the meeting, in the order they are considered. For each document, record:
Immediately following the meeting, confirm with the Recording Secretary the number, order and content of documents considered during the meeting, and give the Recording Secretary the list of documents, titles and descriptions. District: Provide a Recording Secretary and keep accurate meeting minutes. The minutes will indicate all of those points in the meeting where documents are introduced. Immediately following the meeting, the Recording Secretary is to confirm with the CBOC Secretary the number and content of documents considered during the meeting, and receive from the CBOC Secretary the list of documents and their descriptions.
3) Activities and responsibilities after the meeting: (All to be completed no later than 2, and preferably 1, week after the current meeting.) Committee: Following posting of all information for the meeting just completed, confirm the accuracy and completeness of the posting. District: Remove the agenda, for the meeting just concluded, from the website, replacing it with a page saying the agenda for the next meeting will be posted 1 week prior to the meeting. (This is to avoid the possibility of a casual visitor assuming that the agenda for the meeting just concluded is the agenda for the next meeting.) Update the CBOC top Web page to show the time and place of the next meeting. Post the accepted minutes of the previous meeting(s). Create HTML or PDF copies of documents discussed during the meeting, but not previously provided by the District or by the Committee, if any. Post the unaccepted minutes of the current meeting, with all document references included. Post all referenced documents, both as links from the Minutes and as standalone links from the appropriate document historical pages (Committee, District, Public). The links from within the minutes shall be in the form Exhibit A, Exhibit B, etc., with the entire "Exhibit X" text being the link. The historical pages will list the documents in date order, latest documents first. The entry for each document will show the date of the Minutes in which it was first mentioned and the document title and one or two descriptive sentences provided by the CBOC Secretary. The link will be from the title text. File names for the posted documents will be those assigned by the CBOC Secretary. Notify the CBOC Secretary that the above has been posted. Appendix B Recommended File Naming Convention for files appearing on the Measure F CBOC Website Viewers of the Committee website will not ordinarily see the names of the files. The purpose of this naming convention therefore is to provide an easy way for the site maintainer to locate documents and structure links to the documents. Each file needs to be self-identifying, to this extent: Web pages These will be HTML files, and begin with the letter "W". The rest of the file name may be any meaningful mnemonic. "Mnemonic" means the file name should be long enough and descriptive enough to make the content of the file clear. The file name must contain no spaces; distinct words within the file name must start with capitals. (see the examples below). For example: The members page, showing faces and contact information, would be; WMeasureFCBOCMembersContact.html Documents These will be either HTML or PDF files, and begin with the letter "D". The second letter of the file name will be either "C", "D" or "P", depending upon whether the document originated with the Committee, the District, or the Public. The next 6 characters of each file name will be a numeric date, in the form YYMMDD. This date is the same as the date of the Minutes in which the document is first mentioned. The rest of the file name is a meaningful mnemonic. For example: The minutes of the Committee’s Aug 5 meeting would be: DC020805MeetingMinutes.html The Meeting Rules, that were first presented at that meeting, would be: DC020805MeetingRules.html The Matt Gowan document covering liability insurance for the Committee, also first presented at that meeting, would be: DD020805CBOCLiabiltyInsurance.pdf The Brumm letter, when we finally do them the courtesy of posting it, say as the result of a request at the 10/21 meeting, would be: DP021021PerformingArtsCenterConcern.pdf |