Deadlines
This deadline depends on "what the document is and the complexity of the project".
Legal Review
The first draft of your Issue Summary and financial slide gets uploaded here.
The EIPD Issue Summary Review SharePoint document library.
EIPD internal reviewers, the Operations Business Manager/CIP Analyst and the Principal Engineer are responsible for reviewing and signing off on this.
The first draft of the Issue Summary
Attend this meeting only after you check to see if you have too. It's held Tuesday at 1:00 PM, the week of Council.
Agenda Prep Meeting
The documentation for this Council action includes an Issue Summary, Exhibits, Resolution, and maybe an overview map.
On Tuesday, at 5:00 PM, the week before Council, this will shut you out!
The City Council Meeting Materials SharePoint document library.
Presentation folder in the City Council Meeting Materials SharePoint document library.
The EIPD Director is responsible for reviewing and signing off on this.
The first final clean version of the Issue Summary and your presentation.
If you are using Alternative Delivery, you will be here. Sometimes the Council will function as this Board.
Local Contract Review Board (LCRB)
After scheduling my Council agenda item, I'm going to download a copy of this from the EIPD Council Prep Resources SharePoint site.
Checklist
This item is due by Noon, Wednesday, the day of Council.
The FINAL Presentation
The statements "in an amount not to exceed" & "in substantially the form presented to Council" are always included in this section of the Issue Summary.
Recommended Motion
This person is responsible for reviewing and signing off on the Financial Slide before Noon, Monday, the week of Council.
EIPD's Budget Liaison, Tory Carr.
Better be here by 7:00 PM! 😊
Council Regular Meeting
In your Issue Summary, the Issue/Council Decision & Discussion Point section should be in this format only please.
Bullet points
Very first step in the Issue Summary process.
Scheduling
Work with Samantha to add Council agenda item to the CIP Procurement Spreadsheet.
Work with Christopher to coordinate adding agenda item to the CMO Council Schedule.
The Director has signed off, completing the Internal Issue Summary Review. This is the next stop for your Draft Issue Summary.
City Council Meeting Materials SharePoint document library.
You missed the 5:00 PM deadline to finalize and confirm the Issue Summary for posting. Who do you email and CC the final Issue Summary to for posting?
The City Recorder, Robyn Christie and CC the Deputy Recorder, Morgen Fry.
You may be invited to attend up to three of these.
CMO Agenda Prep
The Senior Management Analyst is EIPD's primary reviewer for the content of these two documents.
Issue Summaries and Financial Statements.
The time it will take to get through the entire Council Prep process (this could vary depending on the legal review).
5-6 weeks
EIPD Council Prep Resources SharePoint site
These departments are the External Reviewers of the Second Draft of the Issue Summary after it's been signed off by the EIPD Director.
Legal, Finance, & CMO Office
This is where you will give your first "dry run" presentation.
The preferred City Council Presentation format consists of these six sections.
1.) Introduction
2.) Background
3.) Scope
4.) Schedule
5.) Budget
6.) Questions