Frequently Asked Questions regarding the Council Minutes and Ordinances
What is the difference between the Ordinances and the Code of Ordinances?
The code of ordinances are the local ordinances that the Village has in effect, whereas the ordinances are legislative actions taken by council.
What are the Council Minutes?
The council minutes are the documentation of the actions of council during the monthly council meetings.
What is Filebound?
Filebound is the program used to archive the minutes and ordinances. Its primary function is to store the data in a digital form that can be accessed by the administration as well the general public.
How do I access these documents?
Filebound allows you to view council minutes and ordinances with a simple web based viewer. You can access them by entering in the ordinance number or date, you can even search by a range of dates. Clicking on the quick view (the monitor icon next to the listing), or installing the optional viewer.
How do I search these documents?
This can be done in a number of ways depending on the project. There are two available projects: Council Minutes and Council Ordinances:
The minutes can be searched by date if the exact date is known. The format for the date is “MM-DD-YYYY.” They can also be searched by text using the full text search bar, simply click on “Advanced search options” and more options will appear. In the full text box you may search by words in the documents. It should be noted that this tool is not completely accurate and at times does an imperfect job of searching. It may prove helpful to try different words or phrases, particularly less common words. For example: Mill Creek might yield better results than creek. To view all of the files you can simply leave the search bars empty and click search.
For ordinances, there are more options. They can not only be searched by date and text using the same format, but also by file notes. Because the full text search doesn’t always yield accurate results, the file notes have been added. Only the titles, and keywords can be searched under this function but it is a much more accurate way to search. Once your results have been brought up they can be organized by date or ordinance number. The format for the date is “MM-DD-YYYY.” The format for the ordinance is “YYYY-NN” the year first, then the ordinance number, beginning with 0 if the number is a single digit. Ordinances prior to 1976 will be formatted as “YYYY-NNNN”.
Resolutions are found with the ordinances, and thus, follow the same search guidelines. The only difference is the format, all resolutions will have an “R” in between the year and ordinance number, hence, the format is “YYYY-R-NN.” Resolutions prior to 1976 will be formatted as “YYYY-R-NNN”.
How do I navigate the viewer?
When you search documents it will bring up a list of applicable results. To view one document, click on monitor icon next to the desired page. To view more than one at a time check the box next to the document listing. If only one document is available with the search criteria the viewer will load the document automatically. The viewer will display each page as a list. For a thumbnail view of the page you may click on the magnifying glass next to the listing. To view the document notes you can click on the tab, if available, this will give you the heading on the ordinance. The pages can be navigated by the left panel; the header is at the top with each page being selectable under it. You have two options for viewing the pages: web view, and full view.
This allows you to quickly see the document and offers basic functionality such as zooming and rotating, printing or downloading. Mouse over the add/view documents link and the sub menu will appear, click on the monitor icon. A new window will open.
The full view is accessed by clicking on the view link. Here you can also view notes, file details, as well as email the documents. They will be sent in the .tiff format. Regardless of which version of the viewer you wish to use, it can be closed by clicking on the X at the top right of the window to close it.
Is Filebound compatible with Mac and Linux?
The Filebound program itself web based and that aspect of it is compatible with Mac and Linux operating systems. However, the viewer is not. A workaround is to use the web view option. With web view, you can view documents without installing the viewer. While the web view does not allow all of the options of the full view, it does allow access to the documents despite not being compatible.
Is Filebound compatible with iOS and Android?
Yes, there is a mobile version that does not use the viewer. It has a different interface and is limited compared to what can be done on the PC version, but is functional for searching and viewing.