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Home My WebLink About2021-12-06 HRC Agenda Standard Work Instructions: City Clerk 509. Processing B&C Applications (Received via the City Clerk General Email) Departments involved: City Clerk Related Procedures: None 1 When an application is  Do they live in Chula Vista? received check the following: o If they’ve marked NO, but listed an address in Chula Vista, contact them to confirm that they do live in Chula Vista – save response with application  If they are NOT a registered voter, confirm that they are a qualified elector  If they have listed the City of Chula Vista as their present employer, please contact them to let them know they are ineligible to be considered  If they are currently serving on another board or commission, look to see when they were appointed, if they have served less than 12 months please contact them and let them know they are ineligible to be considered  If they have a Bonita address, look the address up to see if they are within Chula Vista boundaries : http://cvgis.maps.arcgis.com/apps/webappviewer/index.html?id=0 5adf9d5316b41aaa8b0a575ceb131f1  If it is a Citizens’ Oversight Committee application: o Check Question #20 to see that they have chosen the correct Nominating Authority or a None – At Large Seat.  If they have chosen a Nominating Authority, check that nominating authority’s nomination form (found in Laserfiche) to ensure the applicant’s name is on it  You can find email language under the Email Templates tab in the Applications Spreadsheet Page 1 of 6, 10/21 509. Processing B&C Applications (Received via the City Clerk General Email) Standard Work Instructions: City Clerk 509. Processing B&C Applications (Received via the City Clerk General Email) 2 Update the Current Excel Spreadsheet: Boards and Commission Applications Applications Spreadsheet Found in Sharepoint > Documents > Boards&Commission > Applications Make sure you are on the Active Tab (found at bottom of the spreadsheet) Enter in Last Name, First Name, email address, “X” if they submitted a resume, the date their application was submitted, if they are currently serving on a commission (found in application), the Board or Commission they applied for, if they have no other current applications, put “1”. If they have other applications on file, number the preference in the order the application was received. *See below if application is for one of the following boards/commissions: 1. Citizens’ Oversight Committee 2. Civil Service Commission 3. Parks and Recreation Commission 4. Planning Commission 5. Growth Management Oversight Commission 6. Redistricting Commission Save spreadsheet when you’re finished 3 *If this application is for one of the commissions listed above, also add information to Commission’s tab at the bottom of the spreadsheet Information in the Special Commission tabs may vary depending on commission requirements. 4 When an application is received via email, open the email message, go to File > Print, select “Laserfiche Snapshot” in the Printer dropdown menu, and click “Print.” (if an application is received OTC, scan into Laserfiche, send copy to Adrianna and City Clerk) Page 2 of 6, 10/21 509. Processing B&C Applications (Received via the City Clerk General Email) Standard Work Instructions: City Clerk 509. Processing B&C Applications (Received via the City Clerk General Email) 5 When the Laserfiche Snapshot Screen appears: Name: Use the following naming conventions: “Last, First” Folder: If you press the button with 3 dots on the right hand side of Folder, you can navigate to the correct folder in Laserfiche (see second pic below) \\0120-20 Pending Applications\\2021 (or current year) Volume: Select Boards & Commissions Template: Select Boards & Commissions Boards & Commissions – Date Range – Select correct range Entity – Select Board/Commission on Application Board & Commission Document – Select the kind of document (Application, Resume, Letter of Reference, etc.) Board & Commission Date – Enter date of document *Resumes, etc should have the same date as the application, unless submitted separately afterwards Click OK Page 3 of 6, 10/21 509. Processing B&C Applications (Received via the City Clerk General Email) Standard Work Instructions: City Clerk 509. Processing B&C Applications (Received via the City Clerk General Email) 6 Identify if an application has If an application has a resume/other attactments, it will show a a resume or other document upload on the application: attachments 7 To download the https://www.chulavistaca.gov/Admin/LogOn Resume/Other Attachments log in to VisionLive 8 Click Site Content>Components A- I>Forms & Surveys 9 Enter in the name of the Board or Commission into the Search Text Box and hit enter Page 4 of 6, 10/21 509. Processing B&C Applications (Received via the City Clerk General Email) Standard Work Instructions: City Clerk 509. Processing B&C Applications (Received via the City Clerk General Email) 10 Identify the correct link, and on the right-hand side click Menu>Statistics 11 Click the “Text Report” Tab 12 Locate the applicant’s name and use the scroll bar to scroll right to the attachments 13 Click the link to download the attachments, save on your desktop as a PDF (you can delete these after you place them in Laserfiche) or open the download 14 File, Print, and follow Step 5 above to save attachments in Laserfiche Page 5 of 6, 10/21 509. Processing B&C Applications (Received via the City Clerk General Email) Standard Work Instructions: City Clerk 509. Processing B&C Applications (Received via the City Clerk General Email) 15 Double check in Laserfiche to see if they were stored correctly *When you save multiple documents for the same person, Laserfiche Snapshot will number it automatically. Page 6 of 6, 10/21 509. Processing B&C Applications (Received via the City Clerk General Email)