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State Public Meeting Calendar


Public Meeting Calendar Guidance


The Government Information Center (GIC) maintains the online Public Meeting Calendar  listing public meetings, hearings and workshops of state agencies and local government bodies. State agencies are required to use this system to post meetings subject to the requirements of the Freedom of Information Act (See 29 Delaware Code, §10004).

· The URL for public viewing is: publicmeetings.delaware.gov
· The URL for authors is: pmc.delaware.gov.
· Note: SSO just validates your password. PMC determines if you are an admin or author or unauthorized.

 

FOIA Compliance


The state’s Freedom of Information Act (FOIA) requires agencies to post public meetings on the Public Meeting Calendar within at least seven days prior to the meeting. There are exceptions for emergency situations. If you enter a meeting less than seven days in advance, the calendar system will give you a warning to remind you that you may be out of compliance with FOIA.

The act also requires that an agenda be added to the meeting notice at the time of posting. The system will remind you of that as well. At least once a week, the system audits for all meetings that are missing an agenda and emails the GIC of all the meetings that are out of FOIA compliance. Also, at least once a week, the system audits for all meetings that are missing final meeting minutes and emails the GIC of all the meetings that are out of compliance.

 

Establishing An Account


Access to the Public Meeting Calendar (PMC) is controlled by the GIC in collaboration with state agency Information Security Officers (ISOs) to ensure that only agency staff who are properly authorized can create or edit a meeting listing.

Local Government Access

Local government access is defined by local managers and political leadership. Local government staff should contact the GIC at gic@state.de.us directly for information about using the calendar system.

State Agency Access

Step One: State agency staff should have their agency ISO send an e-mail to the GIC at (gic.state.de.us) confirming that they are authorized to have access. This email should list the name and e-mail address of the selected staffer, along with which of the agency calendars listed on the PMC that individual should have access to. (Note: Please use the drop-down list under “List by Agency” to select a calendar). Local government staff should have their town or city manager contact GIC at (gic.state.de.us) with the same information.

Step Two: How to set up your user id and password:

· Go to pmc.delaware.gov
· Click on create new account
· Enter your state email address if you are a state employee, if not, enter the email address you use – only click once!
· You should get an email in your inbox with a link in it.
· Click on the link & then create your new password – it must be 12 digits with at least one capital and one number
· At this point, stop and email the GIC at lynn.hooper@state.de.us.  You cannot get into the system until you do
· The GIC will get you set up in the system & then notify you that you now have access to the system.

 

Accessing PMC


Logging-in

Registered users can log-in to the SSO system, at pmc.delaware.gov and select the Public Meeting Calendar from the list of available applications.

Lost your password? Not a problem. Simply use the “Forgot your Password?” option on the login screen.

Lost your username? Not a problem. Simply use the “Forgot your Username?” option on the login screen.

When you log in, you will see a listing of the meetings for that agency calendar that you can edit, copy or delete them. “Copy” is a useful tool for when you have multiple instances of the same meeting; you can copy the May meeting and simply change the date and any other changes to create the June meeting. But be aware that any errors you made in a past meeting will be carried over to the new; so it’s best to double check. The listing of meetings will also give you the ability to add the meeting agenda and / or meeting minutes. Please remember: agendas and meeting minutes are required. The state’s Freedom of Information Act (FOIA) requires agencies to post public meetings on the Public Meeting Calendar within at least seven days prior to the meeting. There are exceptions for emergency situations.

You can also get a list of meetings posted for an agency calendar to which you have access by using the “List My Meetings” link.

 

Adding Meetings


To create a meeting, select “Create a Meeting” to go to the create a meeting page.

Buildings

The buildings list is shared among all users and is maintained by the GIC. Authors do not have the ability to create new buildings in the system. If an author cannot find a building in the drop down list, please contact the GIC at (gic.state.de.us) directly who will add it to the PMC for you.

Start typing in the Buildings box and the system will find suggested buildings from the list that match your building. If it doesn’t find a match, contact the GIC at (gic.state.de.us) directly who will add it to the PMC for you. The system stores the following information about a building:

· Building – The name of the building in which the meeting will take place.
· Room – Location of the meeting within the building. This can be a room number or a room name.
· Phone – Contact phone number for the meeting location, if available.
· Comments – Additional information about the location, if appropriate (such as “Identification Required”).
· Handicapped Accessible – All buildings must be handicapped accessible.
· Address Line 1 – Address number and road name. (example: 121 Martin Luther King Blvd., North) Note: Geo Mapping will fail if you use anything but a proper street address.
· Address Line 2 – Additional location information (such as “Enterprise Business Park” or “Suite 201”).
· City, State, and Zip are self-explanatory.
· Building Maps

The Public Meeting Calendar will now use the State of Delaware ESRI / EGIS system to show meeting locations. The pin that marks the meeting location is placed based on the address information entered for that meeting location. If no map appears, it means that the ESRI / EGIS system has not yet been updated with the coordinates.

Meeting Details: Select “Public Meeting,” “Hearing” or “Workshop” from the drop-down list. Please note that the calendar is only meant for posting public notices of meetings, hearings or workshops. It is not meant to advertise public notice periods, unless those notice periods include a public meeting, workshop or hearing.

Meeting Title: Meeting titles should be short and to the point, but should include enough information to let the public know what the meeting will be. Please avoid titles such as “Board Meeting” or “Public Hearing” that do not include any additional information.

Meeting Date and Time: Each meeting should have both a start time and an end time.

Meeting Purpose: This should be a very short statement of the purpose of the meeting. Please do not paste extended “news release” content into this field.

Meeting Agenda: The text field under agenda can be used to add very short information about how the meeting will be run. A full agenda, however, should be attached as a PDF file. This field is not formatted (no line breaks). Do not paste agenda text from a WORD document into this field.

Additional Information: There are check boxes to indicate several additional informational items:

Deaf Interpreter – Check if a deaf interpreter will be present
Additional Info – Use this field for any additional information needed.

 

The Delaware Public Meeting Calendar API


The Delaware Public Meeting Calendar API is a REST API providing data via HTTPS GET methods that return JSON data.
The API is provides an easy to implement integration point for anyone in the world wanting to read Delaware Public Meeting Calendar data.
Any agency that has meetings on the Delaware Public Meeting Calendar can read meeting data from the Delaware Public Meeting Calendar and integrate it into their systems. Agencies can enter the information once into the legally mandated Public Meeting Calendar and replicate that information to other systems without the need to re-enter the data.

DelawarePublicMeetingCalendarAPI

 

FOIA Compliance


The state’s Freedom of Information Act (FOIA) requires agencies to post public meetings on the Public Meeting Calendar within at least seven days prior to the meeting. There are exceptions for emergency situations. If you enter a meeting less than seven days in advance, the calendar system will notify the GIC that you may be out of compliance with FOIA.

The act also requires that an agenda be added to the meeting notice at the time of posting. The system will remind you of that as well.


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