Note: The Show Members Only for Selected Date checkbox is selected by default; when it is selected, it displays all the members for a specific date. The default is today's date.

  1. From the left menu, click Government Bodies, then click Bodies. The Main tab displays in the right window pane of the Bodies section.
     
  2. Select the government body to which you want to add an office member. The body is highlighted in the list of bodies.

  1. Click the Office Members tab. The tab displays fields and checkboxes that enable you to enter information for a new office member. The body you selected in step 2 automatically displays in the Body field.

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  1. Click New to create a new record for the office member. 
  1. Complete the following fields and checkboxes (required fields are marked with an asterisk):
     
    ItemDescription

    *Member

    Select the name of the office member from the drop-down list available. This list is populated through your entries in the People section.

    If the member does not yet exist in the list, click the plus sign to open the People Main tab and add him or her (or to make changes to the record of the selected name), then click Go Back.  The InSite web portal displays the member’s name if you select the Show on Web checkbox located on this screen.

    *Body

    The government body to which you are adding this office member is selected by default.

    Office Title

    From the drop-down list available, select the title that the office member will use as a member of this body for this term.  If the title does not yet exist in the list, click the plus sign to open the Titles screen and add a new title or edit an existing title, then click Go Back. The InSite web portal displays the member’s office title if you select the Show on Web checkbox located on this screen.

    Appointed By

    Select the name of the official who appointed the selected member to this office from the drop-down list available. This is not a required field and you would typically use it only for the appointment of citizens to non-elected boards and commissions. The InSite web portal displays this information if you select the Show on Web checkbox located on this screen.

    *Start Date

    Enter the date the office member takes office. You can select the calendar icon and use the calendar to select a date. The format is MM/DD/YYYY. This will show in InSite.

    Note: The Start Date must be prior to the End Date. If this person is in office for consecutive terms, this date should be the day after the End Date of the previous term.  There should be no overlap in terms of office.

    *End Date

    Enter the date the office member's term ends. You can select the calendar icon and use the calendar to select a date. The format is MM/DD/YYYY. This will show in InSite.

    Note: The Start Date must be prior to the End Date. If this person is in office for consecutive terms, this date should be the day before the Start Date of the next term.  There should be no overlap in terms of office.

    *Member Type

    Select the member type from the drop-down list available. The Member Type distinguishes the Chair, Vice-Chair and members. These designations can be used for the formatting of names on displays and reports.

    Term-Out Date

    Enter the date upon which the member's term ends by rule, even if he or she has remained in office for a period of time due to the lack of a replacement. You can select the calendar icon and use the calendar to select a date. The format is MM/DD/YYYY. This is not a required field and you would typically use it only for the appointment of citizens to non-elected boards and commissions.

    Sort Order

    This field determines the order in which office members display on roll calls and reports. If you want to place the members in a specific order, enter 1 for the member you want to place at the top and number all other members accordingly (2, 3, 4, etc.).

    Note: Enter 999 for all members to automatically list them alphabetically by first name.

    On the Body Header tab, when you click Auto-Generate Header to automatically create the header text based on current office membership, the program inserts the members’ names in the Header Text field in the sort order specified on the Office Members tab.

    Vote Weight

    Assign a numeric value to the person's vote at a meeting. This is almost always set to 1.00, which is the equivalent of “One man, one vote.”  If the selected appointee is a non-voting member, you can set this field to zero.  If he or she is a student member, you might set this field to 0.5.

    Extra Text

    Enter internal notes with regard to this individual. These notes do not print or display on the web.

    Can Sign

    Select this checkbox if the office member can sign certified copies, signature reports, and other Legistar-generated documents that can print an electronic signature. Selecting the checkbox enables the member’s name to be listed and selected as a signatory to those reports.

    Term Extended?

    Select this checkbox to extend the term of office for this member beyond the end date, although never beyond the term-out date. Use this checkbox to enable the person to continue to be listed on various screens and reports as a member of the body, even though the end date has passed and there is no additional appointed or elected term for this person in this body.  This is not a required field and you would typically use it only for the appointment of citizens to non-elected boards and commissions.

    Show on Web

    Select this checkbox for the InSite Web portal to display the member’s name, title, term start date and end date, email and website information, and the name of the person who appointed them. 



     
  2. Click Save. The record appears in the list of records displayed in the bottom section of the screen.

Office Members List.png