Version Change (Substitutes and Alternates)
Once a file has been published on an agenda, a new version is required if any of the following changes:
- Title
- Body text
- Attachment(s)
New versions are either substitutes or alternates. Substitutes are version changes that are supported by the lead sponsor; substitutes follow normal legislative processes in how they can be introduced. Alternates are for version changes that are not supported by the lead sponsor, and therefore have more limited functionality in how they can be introduced.
Instructions
Follow the steps below to change the file version in Legistar. It is important to complete the steps in order, and all steps must be repeated for any and every subsequent version change.
Step 1: Create a pdf of current version
Prior to making any changes to a file, you must create a pdf attachment of the current version to attach to the file.
NOTE: If the current version is unpublished, it is unnecessary to create a new file version as you can simply edit the existing file. However, before you create a new version of any file, you must attach a pdf copy of the existing version; this rule applies regardless of whether or not the previous version was published.
- Select Reports in the top right corner of the file and select Master.
- Select Run In the top left corner. Legistar will generate a pdf of the existing version
- Save the pdf and label the file as the current version (for example, V1 for version 1)
- Attach the pdf to the file in Legistar
Step 2: Create the new file version
- On the Text File tab, select New and enter the new version.
- Edit the body text of the file, making sure to apply the correct font style to both new text and text to be removed so that the changes between revisions are clear.
- underline new text
- strikethrough text to be removed from the body
Step 3: Determine if substitute or alternate
New versions are either substitutes or alternates, and the lead sponsor's support (or lack thereof) is the deciding factor.
- Substitutes are supported by the lead sponsor
- Alternates are not supported by the lead sponsor
Edit the beginning of the title to include either "substitute" or "alternate" (in all caps).
Step 4: Notify sponsors
Notify any additional sponsors that a new version has been created, to determine if they wish to remain a sponsor of the new version.
Step 5: Route for fiscal note
Send the new version to the budget analyst for fiscal note review.
Important: This step is required for every new version of a file, even if the change does not affect the fiscal impact.
Method of introduction
While substitutes have the most flexibility for when and how they are introduced, alternates are much more restricted in how they can be introduced to the Council.
- Substitutes can be included on a Council agenda, consent agenda, or introduced from the floor
- Alternates can only be introduced from the floor
Note: If a substitute is to be introduced from the floor (i.e., is not included on the agenda), notify the Council Office of the new version. If the Council Office receives the information by Tuesday morning of the Council meeting, the substitute will be included on the consent agenda document. If not, the lead sponsor must introduce the substitute via a motion from the floor during the meeting.
Changing attachments
Anytime an attachment is modified, both versions of the file - existing and new - must be attached in Legistar. Both attachments should have the same file name with different version number.
In some instances, a file version change will consist of a change to the attachment only. Such is the case when the attachment is an item being acted upon (such as the final report accompanying a resolution accepting the final report). The steps for version changes above must still be followed, along with these additional steps:
- include both versions of the attachment to the file, using the same file name with different version numbers, such as V1, V2, etc.
- note in the resolution body text that the new file version is for the changed attachment (for example, “Accepting Final Report version 2”)
By title only files
Files that are introduced by title only are incomplete files. Such files do not require a version change to add in the information that is missing from the file. However, once the completed file (i.e., no longer “by title only”) has been published on an agenda, it follows the regular requirements for version changes as described above.