Change the terms of a seat when new appointments do not line up with the existing term for the prior / expiring appointment.
When appointments are made that do not line up with the current, defined term, the term can be changed. When this happens it is important to investigate why it has happened. It may be an error, especially if terms should be staggered, or when charter or code dictate term start and end dates.
If changes to the term still need to be made, follow these steps:
Check the current term dates and the history of the current seat.
When the current term is vacant with no member in any portion of the term - I.E. no member was in the current term and vacated due to resignation/removal - the process is simple. Use Edit Seat and click the red lock icon to unlock the seat definition. Change the Term Seed Date to the start of the new term. (Note: If the new term is no longer the same, set number of years, you will need to calculate the number of days between the new start and end dates. (Search for an online tool like https://www.timeanddate.com/date/duration.html to calculate.) In the Term Length fields, change years to days by clicking in that field and then enter the number of days from the calculator and Submit.
Now confirm that the term is correctly defined for the new appointment (or adjust the number of days calculated appropriately), then you can Fill Seat.
If you do not see the term listed correctly, or if you go to fill the seat and the term options are not correct, there is likely an overlap between the prior term and the current term. You can see this in the seat history screen where the Term Seed Date is after the start of the current term.
To fix this use Delete Latest Appt. (noting all pertinent information for this appointment) to remove the prior member completely. You will see red prompts stating this action cannot be undone. Ignore those - you will add this member's appointment back in using Add History once the term is updated to accommodate the newest member. After deleting the appointment you will see the terms all matching your newly appointed member and can fill seat. Then you can use Add History to add the prior appointment you deleted in this process.
If the term still does not show the updated information, you need to use Delete Latest Appt. again to delete the previous appointment, as well. You then must add both of the deleted appointments in using Add History once the term is updated to what you need for the new appointee.
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