Premeeting Preparation Hearing schedules (set by leadership or Secretary/Chief Clerk) can be found in LAWS. These may be subject to room changes. A Committee Secretary is assigned to each committee meeting, bill hearing, or confirmation hearing and to other legislative meetings and hearings. Committee Secretaries prepare meeting notices in WordPerfect using the Create Notices macro. Note: Currently multiple notices are printed on paper and cut into smaller notices that are distributed to members, staffers, etc. These slips are easy to misplace or confuse as to which is current. A better noticing mechanism should be evaluated including text messages, emails, updating of Web listings, a video meeting board (like in hotels or conference centers), etc., to supplement paper-based noticing. This is especially useful in the event of changes to meeting rooms. Email notification is available on request for legislators. Some participated last session, and more advertising will be done for this session. Notice is brought to the Secretary/Chief Clerk. Key meeting data is entered into LAWS Status by the Assistant to the Secretary/Chief Clerk. A 2-day hearing schedule report is generated from LAWS Status (an analyst in LSD runs this daily). The meeting schedule includes room, time, date, committee name, and other key information. The meeting schedule is shared with the Info Desk, the Print Shop, and LSD AV staff and TVMT staff for scheduling video production, as well as being flagged as available for public access. Prior to meetings, the AV Coordinator meets with the TVMT Producer to decide which of the next days’ meetings will be video broadcast and streamed. TVMT posts the meetings to a board” assignment schedule showing which Operators/workstations will cover “white which events. All Chamber Floor Sessions are video broadcast, and AV staff attempts to predict the important or timely committees meetings for broadcast because the system is currently limited to 4 video delivery channels at a time. LSD enters the scheduled meetings into the Granicus streaming audio schedule as soon as notice of a meeting is received. Changes can then be made as the information is received by LSD. Prior to the meeting, the Committee Secretary distributes handouts and also performs a sound check to make sure microphones and recording system are operational. Prior to the start of the meeting, the Committee Secretary turns on the sound system, starts the live stream using the Granicus Live Manager, and initiates backup recording on local laptop. The Secretary also begins creating the meeting log file in WordPerfect using macros
Premeeting Preparation Hearing schedules (set by leadership or Secretary/Chief Clerk) can be found in LAWS. These may be subject to room changes. A Committee Secretary is assigned to each committee meeting, bill hearing, or confirmation hearing and to other legislative meetings and hearings. Committee Secretaries prepare meeting notices in WordPerfect using the Create Notices macro. Note: Currently multiple notices are printed on paper and cut into smaller notices that are distributed to members, staffers, etc. These slips are easy to misplace or confuse as to which is current. A better noticing mechanism should be evaluated including text messages, emails, updating of Web listings, a video meeting board (like in hotels or conference centers), etc., to supplement paper-based noticing. This is especially useful in the event of changes to meeting rooms. Email notification is available on request for legislators. Some participated last session, and more advertising will be done for this session. Notice is brought to the Secretary/Chief Clerk. Key meeting data is entered into LAWS Status by the Assistant to the Secretary/Chief Clerk. A 2-day hearing schedule report is generated from LAWS Status (an analyst in LSD runs this daily). The meeting schedule includes room, time, date, committee name, and other key information. The meeting schedule is shared with the Info Desk, the Print Shop, and LSD AV staff and TVMT staff for scheduling video production, as well as being flagged as available for public access. Prior to meetings, the AV Coordinator meets with the TVMT Producer to decide which of the next days’ meetings will be video broadcast and streamed. TVMT posts the meetings to a “white board” assignment schedule showing which Operators/workstations will cover which events. All Chamber Floor Sessions are video broadcast, and AV staff attempts to predict the important or timely committees meetings for broadcast because the system is currently limited to 4 video delivery channels at a time. LSD enters the scheduled meetings into the Granicus streaming audio schedule as soon as notice of a meeting is received. Changes can then be made as the information is received by LSD. Prior to the meeting, the Committee Secretary distributes handouts and also performs a sound check to make sure microphones and recording system are operational. Prior to the start of the meeting, the Committee Secretary turns on the sound system, starts the live stream using the Granicus Live Manager, and initiates backup recording on local laptop. The Secretary also begins creating the meeting log file in WordPerfect using macros
Appendix-D-Business-Processes.docx