HomeMy WebLinkAbout2024-587 (4)
CITY OF FAYETTEVILLE, ARKANSAS
Office of the City Clerk-Treasurer
Subject: Roll Call Effective Date: 11/01/24
Contact Person: Deputy City Clerk - Communications # of Pages: 9
A Roll Call is created prior to every City Council Meeting, it determines the order Council
Members will be called to place their vote during the meeting. A Roll Call is not created for the
Agenda Session as there is no vote placed. To properly perform the following steps, you will
need a digital copy of the agenda for the upcoming City Council meeting.
Open the previous Roll Call.
City Clerk Drive > Roll > Roll 2024 > 091724 Roll Call.
Save As: 100124 Roll Call (the date is the upcoming meeting date).
Select the Roll tab.
Update the City Council Meeting date at the top.
Updated to
Update the Resolution and Ordinance numbers at the top.
Updated to
o The starting Resolution and Ordinance numbers for the upcoming meeting are
found in the Agenda Item Log.
City Clerk Drive > Agendas > Agenda Item Log > Agenda Items 2024.
o Click the 2024 RES tab.
o Scroll to the last recorded item, the starting Resolution number for the upcoming
meeting will be the number that follows the last recorded item’s number.
Example: if the last item recorded is 241-24 the starting number will be 242-24.
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o Click the 2024 ORD tab.
o Scroll to the last recorded item, the starting Ordinance number for the upcoming
meeting will be the number that follows the last recorded item’s number.
Example: if the last item recorded is 6794 the starting number will be 6795.
NOTE: At the beginning of each year, Resolution numbers reset to begin with 1-YEAR.
Ordinance numbers do not reset and continue to increase in number.
Update the Council Member voting order.
o Select and copy the cell with the first Council Member name in Column B.
o Paste the contents in the cell to the right of the last Council Member name in
Column C.
o Starting with the second name, select and copy the cells with the Council
Member names in Column B. Do not select the cell for Mayor.
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o “Move up” the names one cell by pasting the contents into the cell with the first
Council Member name in Column B.
o Select and copy the cell with the contents previously pasted in Column C.
o Paste the contents over the last Council Member name listed in Column B.
o Delete the contents pasted in Column C.
Following these steps will update all Council Member name entries in the workbook.
However, be sure to verify all Council Member names are listed in the correct sequence
as you update the information on each tab.
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Select the Consent tab at the bottom of the spreadsheet.
Update the number of Consent Agenda Items. The number of Consent items varies by
meeting (refer to the upcoming meeting’s agenda).
Updated to
Select the Unfinished Business 1 tab. The number of Unfinished Business varies by
meeting, refer to the upcoming meeting’s agenda.
Use the agenda to Display the Item’s Information on the Roll Call sheet.
o Select and copy the item name on the agenda.
o Paste the copied selection into the cell next to Subject in the spreadsheet.
o Type a space after the colon (:), followed by the item number.
o Update the item type (Resolution or Ordinance) on the top right of the sheet.
o Verify the information in Column A matches the agenda.
Agenda text example: Roll Call sheet sample:
o Repeat these steps for each Unfinished and New Business item on the agenda.
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Each Unfinished Business and New Business item on the agenda has its own tab.
Refer to Create Additional Tabs (page 7) within this document, for steps on how to
create a new tab.
Refer to Infrequent Agenda Items (page 8) within this document, if the agenda has a
Proposed Agenda Addition, Nominating Committee Report, or Public Hearing item.
After all tabs are updated, verify there are two blank sheets at the end of the workbook.
These sheets are used in case there is a walk-on item, or as backup for any changes on
an item during the meeting.
The sheet should have the meeting date and the Council Member names. Example:
Print two copies of the entire workbook in a single-sided format with NO staples.
o Click File.
o Select Print.
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o Under Settings, click Print Active Sheets and select Print Entire Workbook.
o Using the arrows at the bottom of the Print Preview screen, preview each page
and verify the Print One Sided print option is selected.
o Type 2 in the Copies box and click Print.
o Hand the two printed copies to the Document System Specialist.
The Document System Specialist will hand the copies to the City Clerk-Treasurer and Senior
Deputy City Clerk (or Deputy City Clerk) attending the meeting alongside a copy of the agenda.
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Create Additional Tabs
Follow the steps below for instances when a new tab needs to be created.
Right-click either an Unfinished Business or New Business tab.
Click Move or Copy… in the pop-up dialog.
Select the location of the sheet in the workbook (the new sheet will be created before the
selected sheet). Select the Create a Copy check box. Click OK.
A copy of the selected sheet is created in the specified location.
Update the tab name and all the information as necessary, refer to Display the Item’s
Information (page 4) within this document.
The tab name is the Section name and the Item order within the section.
o Frequent Agenda Sections: Unfinished Business, and New Business.
o Infrequent Agenda Sections: Proposed Agenda Additions, and Public Hearing.
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Infrequent Agenda Items
There are times in which the agenda may contain sections and items not typically found in the
agenda. These infrequent items are: Nominating Committee Report, Proposed Agenda
Addition, and Public Hearing.
The Nominating Committee Report item is presented on the last City Council Meeting agenda
for each quarter.
The item is listed under the City Council Meeting Presentations, Reports and
Discussion Items section on the agenda.
Create a new tab between the Roll and Consent tabs in the workbook, refer to the
Create Additional Tabs (page 7) within this document.
Update the sheet’s information to reflect the item’s information, refer to Display the
Item’s Information (page 4) within this document.
Agenda text sample Roll Call sheet sample
The Proposed Agenda Addition item is added as needed for items “walked-on” after the
Tentative Agenda has been published.
The item is listed under the Proposed Agenda Additions section on the agenda.
Create a new tab between the Roll and Consent tabs in the workbook, refer to Create
Additional Tabs (page 7) within this document.
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Update the sheet’s information to reflect the item’s information, refer to Display the
Item’s Information (page 4) within this document.
Agenda text sample Roll Call sheet sample
The Public Hearing item is added as needed for items that require it.
The item is listed under the Public Hearing section on the agenda.
Create a new tab between Consent and Unfinished Business in the workbook, refer to
Create Additional Tabs (page 7) within this document.
Update the sheet’s information to reflect the item’s information, refer to Display the
Item’s Information (page 4) within this document.
Agenda text sample Roll Call sheet sample
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