[0:00] And A will to start this training. Hey, thank you very much. And Michael, if you can start the training, I really would appreciate it. And I'm going to myself on mute.

[0:10] Okay, thanks, Vanessa.

[0:13] Well, welcome, town of Palm Beach. This is the second session, second of two.

[0:20] From last week we covered a good amount of the material.

[0:24] So today we're going to be focusing on looking at generating packets, provide a changing and changing

[0:34] statuses of particular members or appointing people, and then generating emails for those

[0:42] folks that have been appointed.

[0:45] So I'm going to try and stay focused on that for this particular session, and again, I am

[0:51] recording this and I'll make it available to everybody after the upload's completed.

[0:56] But if you all have any other questions that you know if you don't remember or if you have a

[1:00] question during the session please feel free to reach out either via the chat or just unmute yourself

[1:05] and fire off the question. If after the fact if you're playing in the application or you're working

[1:13] in the application and you have a question that comes up please feel free to shoot me an email

[1:19] and copy Liz on that as well.

[1:23] That way, one of us can jump on that question and answer it for you.

[1:27] If you have a list of questions, that's perfectly fine too.

[1:31] I'll do my best to answer them when you send those over my way.

[1:36] So yeah, so don't feel like if you don't have a question now,

[1:39] or you haven't played around in the system enough, perfectly fine.

[1:44] You know, we kind of want to get an understanding of how you're enjoying or how you're using the application.

[1:52] And if there's things that you need to change or update and you need our assistance to do that, please by all means reach out to us for that.

[2:01] Okay, so last week we went through a number of different things.

[2:05] We went through essentially looking at boards.

[2:09] spent a lot of time in the board's area of showing you how the public facing page or what we call the widget allows you to display certain information or not display certain information to the public.

[2:24] We did go through your application and so that looked pretty pretty pretty good.

[2:30] I had a lot of really good questions in there and a lot of good feedback from everybody with regards to certain questions related to certain boards and so forth.

[2:42] And if you call last time, we did go through, I did create a board called Mike's Board and I did apply to that position.

[2:53] So, under the applications, you can also see there's my name in there from the Fort

[2:59] Keat.

[3:00] For when I applied for the board, my status currently is eligible.

[3:05] When we were dealing with, just last week, we kind of went through, we made some changes

[3:11] to Michael's application, we changed his status eligibility, we sent him a thanks, but no thanks

[3:17] email, essentially saying that he wasn't qualified.

[3:20] But for today, we've placed him back into the eligible status, and we're going to be using him as an example, both appointing people, generating packets, and then

[3:40] generating emails to people who have been appointed and then some of the follow-up emails that we would be generating to those folks that are appointed.

[3:50] All right.

[3:51] So when we go to the applications you can see or the applications tab, excuse me,

[3:56] you can see that there's a list of your new people.

[3:59] By default, the status is going to be looking for people applications that are submitted and eligible.

[4:06] Submitted is the stage that every applicant, when they've completed an application, it was into.

[4:13] And then you can determine what you want to change that person or people's status to either in a group access method or on an individual basis.

[5:00] Down, so his employers, job title is occupation and so forth, email address interests and so forth there. Now when you go back over to here and you click on to the box next to his name, this does open up a series of what we call the group actions.

[5:18] box. Now the group actions will allow you to change the status of a person. So last time we had changed Michael here from submitted to not eligible and then we sent him an email if you remember we sent him an email that was the applicant not eligible email. And so essentially saying thanks, but no thanks.

[5:42] You do also have the ability to edit the tracking of this particular person, so is the person

[5:49] voter registered, have they filled out a financial disclosure, both of office ethics training

[5:55] and so forth, and then also creating a packet and appointing to the board.

[6:00] So we're going to go through this portion today.

[6:05] I've gone back in and marked Michael as eligible.

[6:09] So again, you can change the status of that person to a specific status and then update it and you'll see it changes that person's status.

[6:20] But in this particular case, we're going to keep Michael as eligible.

[6:25] And we're going to say that Michael is a registered voter.

[6:31] So he is registered voter.

[6:34] And then down here, we're going to go ahead and create a packet.

[6:37] Now, when you're creating packets, you can use in kind of an individual basis, or you can do it on whether it's appointments or applications or people.

[6:52] Okay, so all of your people, most likely will be applicants and then some of your applicants will be your appointed people.

[7:02] And running reports or running a groupings of people that you can use for creating these packets can be done on any of these tabs.

[7:16] So if I'm on the applications and I'm looking for all sorts of status as maybe four particular people, I can search by a bunch of different people right this way.

[7:29] by saying they show me all the applicants with the status of the following. That's going to bring

[7:34] me up a group of people and I can select either selecting individual people by using the

[7:42] checkboxes to the left of their name or I can select larger groups of people,

[7:48] everybody that's within that filtered area and I can group all those people together.

[7:54] I can also say we'll just show me everybody only for a specific board and I can filter down what that looks like.

[8:05] Questions on filtering.

[8:12] If I was looking for just people that had submitted applications to Mike's board.

[8:18] I can see the only one I'm going to come up with is Michael here.

[8:22] And I'm going to go ahead and select this and I'm going to create a packet.

[8:26] Okay, so the first thing I'm going to do, I'm going to go in and create a packet.

[8:32] So when I go to select Create packet, the first thing that's going to do is it's going

[8:37] to take the information that Michael's provided.

[8:41] One, he's provided his application and two, he's uploaded a resume.

[8:48] Now, if I want to present this packet to the board, who to Mike's board or to the appointing

[8:55] authority who's appointing for this board, I can

[8:58] add additional information into that packet as well. So if let's say for example, I wanted to add

[9:06] the board information related to Mike's board. So you can see when I select and I'll go back and

[9:13] do that just a one more time here. Over here on Addy document, over here on the left. If I select

[9:19] board information, you'll see over on the left hand side the list of the current boards.

[9:25] I can select Mike's board and I can say add board details, add the redacted board details or add the board roster page.

[9:35] So, show me who's on the board and give me the facts of the board when they meet, what the qualifications are for the board members and so forth.

[9:46] I can go ahead and add those in.

[9:48] Now that'll pull the board fax and the board roster, that pulls it again from the board's tab.

[9:56] I'm just going to open that up in a new tab. So here's the detail.

[10:00] Status sheet to that packet as well. Absolutely.

[10:07] And we have gone over the attendance, but we usually use the attendance, status sheet.

[10:15] Whenever there's an opening on the boards to get to council.

[10:21] Yeah, so what you can do is under the board of actions.

[10:26] we can download the attendance as a spreadsheet, okay? Now this is, again, Mike's

[10:33] board here, we don't have really any members or any attendance, but again, all we need

[10:38] to do is go, yeah, let's go ahead and download that attendance as a spreadsheet. You can

[10:42] see over here, opens up that Excel, and this would give you the list of the members,

[10:49] present, absent, excused, and then any, any, any, any meetings that were canceled, obviously

[10:55] those what hold against somebody who wasn't present there, if that meeting was canceled.

[11:00] So this would give you that attendance list, and this is by board. So what I could do here

[11:06] is I could say, all right, I'm going to go ahead and file, I'm going to save this board,

[11:13] and let's see, I'm going to save it to file, I'll save it to the downloads folder,

[11:23] And then I can go ahead and close this out.

[11:26] Now on my packet, just like you mentioned,

[11:30] but I've got my board fact sheet, I got my roster,

[11:33] I can upload a new file,

[11:36] where I can click on upload new file, select file,

[11:40] and this is gonna be under that.

[11:42] My download folder, there's my export 2021 attendance.

[11:47] You go ahead and open that, and then save it.

[11:51] Now, that'll save it under the name of the document.

[11:54] In this case, it's going to be my export 2021 attendance.

[11:59] But you could certainly call it whatever you like.

[12:01] And you can see down here, there's that uploaded document.

[12:06] If I wanted to add additional information in here as well,

[12:10] I could go and search for a specific file.

[12:14] So it doesn't can be in your shared drive or wherever that might.

[12:17] documents might reside. Let's see.

[12:26] Well, I'll just grab one of these PDFs here. Just for fun.

[12:33] And then that's going to upload that particular file. And then once the upload is completed,

[12:41] then what I can do is I can generate the packet. Okay, so I've got this document here.

[12:51] I've got this

[12:53] the packet. If I go right into the, right into the board name, excuse me, right into the packet name here and just click into it. And I can say this is Mike's

[13:07] applicants, likes or applicants.

[13:12] And I can say packet and then the date is going to always use today's date as the default. And you can change that name to be whatever you'd like it to be. And so I'm going to go ahead and hit done.

[13:26] And then you can see that it's generating the packet, and then this is going to, when this is done completing the packet, I'm going to have the ability to download this, reviewed all the documents, and then I can attach it to, you know, the agenda of Mike's board meeting, or if it's going to the town council or some other board on their agenda, I'll be able to attach this document to them.

[13:56] And I forgot, Quinnester, who, sorry, you all use a, you all use minute track. I'm trying to remember, or no. No, no, we don't. We don't use minute track, minute maker or any other, you know, type of minutes software. We just use live. The granic is live.

[14:17] Okay, so you basically upload like a text file and then you attach your attachments and then run the live manager that creates the video archive.

[15:00] Those two are website as a lot of needy.

[15:05] Gotcha. Okay. So here's, let's see. So this is, this is the application.

[15:15] This is attachment.

[15:17] I think that was supposed to be my resume. Here's the board information. Here's the roster information.

[15:25] Obviously a lot of agencies there. Here was the attendance sheet.

[15:31] our attendance report, and then here was that upload, I just grabbed additional document to put into the packet.

[15:38] Now, if for whatever reason, the order of the items are in there, you can go back in and you can edit the order.

[15:45] So if you want like the board roster to be up at the front,

[15:49] And then the, I think you mentioned the attendance, maybe to be next, maybe the board facts to be after that.

[15:59] And then the other information to follow, you can just use the drag drop function to move things around and whatever order you want.

[16:08] And then also if you want to remove any documents that are extraneous or if you uploaded the wrong one, you can just use the trash can to do that.

[16:16] And then just just update the document or the packet.

[16:22] And so what I'm simply doing is just regenerating the packet.

[16:26] Once that's done, I'm going to download it again.

[16:29] Take a look at it, make sure it's in the order that I want and everything looks good.

[16:33] So you'll see there's the download button.

[16:36] And now here, I got my vacancy report first.

[16:41] I have my attendance report next.

[16:44] Then I get into the board details, then I get into the applicant information of the application.

[16:52] Then after that would be the resume, that's the minutes maker technical solution sky.

[16:58] And then after that would have been the other document that I uploaded, but I removed it.

[17:03] So now I've got a nine page document, which then I can download and save, so I can download it here.

[17:11] It's just going to give you a generic number name, but what I could do here is say this is Mike's

[17:19] Mike's 4 2021 packet

[17:26] and I can put the date on it too as well.

[17:30] So 10, I'll

[17:39] just do 10 18, 20, 20.

[17:41] I'll go ahead and save that document and now that resides wherever I place that on my doc.

[17:47] and then what I would do at that point

[17:49] is I would go over to the platform,

[17:52] the practice platform.

[17:54] I would find whatever meeting

[17:55] that I want to place this item on, right?

[18:00] So if it was the planning and zoning commission,

[18:02] now I'm not certainly not gonna mess with your agenda here,

[18:05] but you can see that there are election of officers.

[18:09] There's actually a segment here

[18:11] where you can place those people onto an agenda.

[18:15] So, if you have the section for them under whether it's the town council or the board that's doing the appointments, you can simply grab the document and choose that file, right, so in my case, I have the file here called Mike's board packet and then I would just attach it to that particular segment and then when that agenda gets generated to, again, whether it's the board, who's the appointing authority board.

[18:44] or the board specifically that's going to be doing the appointments.

[18:49] They'll have that access to it via both the printed copy, the website,

[18:54] or through I legislate as well.

[18:59] Questions?

[19:02] No, I'm good here.

[19:05] If anyone have any questions,

[19:09] ask Mike now, you know,

[19:11] you'll ask the questions and bring us through it as well.

[19:16] And again, if you can't think of anything right now,

[19:19] But you're later on when you're working in here and you're like,

[19:22] how did he do that?

[19:23] How did he generate that?

[19:24] Just feel free to reach back out and just shoot me an email.

[19:28] Can you call emails best to get a hold of me?

[19:31] Just because I'm on the road here.

[19:35] So it's probably the best way to get a hold of me, email our text.

[19:39] And on the attendance, how do you put in the attendance

[19:42] for each of the applicants, applicants,

[19:47] that are the applicant as well as already appointed.

[19:52] Yeah, so your attendance is just going to be your appointed people,

[19:57] but what we're going to do now is we generated the packet.

[20:01] Schedule and interview, or what have you or if they say, hey, we like this guy, we're going to go ahead and appoint him.

[20:09] So you can see there's an appoint to board option.

[20:12] Mike Kelly and the board, the default board is going to be the board he applied to.

[20:18] But you could certainly appoint Michael to a different board if you wanted to.

[20:22] When you say appoint to board by default, it's going to be putting him on the board or boards that he's applied for.

[20:29] You can plug in the appointment authority, the start date, the end date, the office, the category, you can put all of this in.

[20:39] So if I said he's actually going to be starting November 1st and he's going to be ending in September 30th of 2023.

[20:52] is going to be a two-year term. If we want to put in what his office rule is going to be or is

[21:01] categories going to be, we can put that in or we can just go ahead and straight up click the

[21:06] point button and now you can see there's a little notification here. It says one appointment was successfully

[21:13] created. I guess this is one appointment's were successfully created and if we navigate over to the boards

[21:22] and go down to Mike's board, you can see there's Mike listed here. He's starting a November 1st.

[21:30] So his status is going to be listed as upcoming until November 1st comes around.

[21:37] Now, what will happen on November 1st is he will change from upcoming to a status of active.

[21:46] Okay, now let's just say, okay, for example, we'll go ahead and we're going to update

[21:50] the point in the details. So under the actual question, Michael, when he is going to be appointed

[21:59] on November 1st, is it automatically going to do that for us or do we have to go back and change

[22:05] his status? No, it'll automatically change from upcoming to active on that date. Yep. Thank you.

[22:13] So yeah, you're welcome. So if you have people that you've already appointed to a position, but

[22:18] their position isn't starting yet.

[22:22] You can place them in that upcoming role

[22:24] or the system, I should say,

[22:26] will automatically place them in that role

[22:28] and then it will, the system will automatically

[22:30] move them to an active status, comb November 1st.

[22:35] Now, if you wanted to change that,

[22:38] you could go into edit the appointment details

[22:40] under the Action tab, and you can see upcoming first,

[22:45] Let's start date and date. You can fill in the other things date of next eligibility, right?

[22:51] So the date of next eligibility is going to be October 1, 2023. So I can say, this is the

[23:00] date of next eligibility.

[23:04] I could also say, well, actually, you know, we're going to push the

[23:07] The envelope here, we're going to start him up on, let's say, let's say, we'll start him up today.

[23:18] And you can move the status from up coming to ACCA and then go ahead and place him in there now what that does it simply moves him up to the top of the hill here any of your upcoming or previously completed term people will be down at the bottom.

[23:36] Okay, all right, so now we've got Mike listed in here is active and then the question that

[23:43] Cronester asked which was attendance. How do we track that? How do we put that in? So if we go

[23:50] to the attendance tabs again, you got roster details, attendance. And I can start to add my meetings

[24:01] in for 2021.

[24:06] I'm going to start to add my meetings.

[24:09] The first meeting is going to be

[24:11] on the 20th. And I'm going to say that's going to occur at 5 p.m. on the 20th. I can keep adding my meetings

[25:01] All right, so November 3rd, and we'll do November 17th, at 5 and save and so forth. So you can fill out all of depending on whatever the meeting schedule is. You can fill out what those are. In my case, I was doing every other Wednesday, but if your board meets, you know, once a month or once every other month or what have you, you can plug those in.

[25:26] Now, the other things you can do is if somebody is in charge, not necessarily the applications which I know,

[25:34] you know, based upon what we've talked about previously, under the details,

[25:41] the town clerk town of Palm Beach email address is going to get any application that comes in for any board,

[25:49] all the way, you know, in its entirety.

[25:51] So everyone is going to get any board SUV, any applicant that applies to a board,

[25:57] that's all going to go to this contact email. If you want somebody to do the attendance,

[26:06] if it's the same person, you can certainly do that. What the nice thing is here is under that

[26:11] attendance option here, there's a little settings wheel to the right of it. If you click onto

[26:18] but this gives you attendance settings.

[26:21] And you can plug in,

[26:23] who is going to be the person that's gonna be taking

[26:26] the attendance for that meeting?

[26:29] Now that person, yeah, and that person does not have to have

[26:35] administration rights.

[26:37] They can have read only rights,

[26:39] and if you give them access via the meeting liaison,

[26:45] then they're gonna receive an email saying,

[26:47] you have a meeting on this date and they'll get it on the date of the meeting or excuse me.

[26:52] They'll get it on the date after the meeting and said, hey, you had a meeting on this date.

[26:57] What was the attendance of that meeting?

[26:59] So it prompts that person to go back in and fill in the attendance for that meeting of the previous day.

[27:09] And also based upon that particular board, you can determine what the unexcused absent limit is for that board.

[27:17] And they may vary from board to board.

[27:21] So, you know, and I probably based on how many times that board meets.

[27:25] So if it meets more regular, you probably get more options

[27:29] to misemitting than if it meets twice a year or something like that.

[27:34] So you could set that limit and say, you know,

[27:38] this person in a year gets three unexcused absences.

[27:42] And if that's, if they exceed that, then they're, you know,

[27:46] or what have you. So I can set those up and then what's going to happen is when this meeting

[27:54] comes about, which is in this case, it's on the 20th at 5 p.m., I'm going to receive an email

[28:02] saying, hey, you need to go ahead and put in the tracking. Now all I simply need to do is I'll

[28:08] it'll give me a link in the email. I wonder if it actually sends me one,

[28:15] you know, it doesn't send me one

[28:16] Yeah, okay, so I was just sometimes it's been changed to do change the date. So we can see it that it actually occurred on October the 15th. Sure. Okay.

[28:30] And with the notifications, because the notifications should go to the board clerks. So do are the board clerks.

[28:40] have the ability to put in their email addresses or do we need to go into each board and fill out that information as an administrative.

[28:52] If the board clerk does not have administrative rights, then somebody else that has administrative rights would have to put that in.

[29:10] So if we go into the permissions and if it's board specific, they're fine. The only one that you would have to go in and assign, it would be anybody that is read only that is going to be doing attendance. Anybody with board specific coordinator or administrative rights can do all that themselves.

[29:31] I think all the board clerks are board Pacific. Could you put up, Carla. Carla Co. Carla, Carla Co.

[29:39] Carla and sorry, Carla for code enforcement board. Yeah, I already put one of my last months attendance sheet in.

[29:47] Also, you were able to put your email address there and save it.

[29:52] I just opened up my grandacast now. I'm going to try now. Okay.

[29:59] So here's the meeting.

[30:00] It did or did not. It did, and let me save it. Perfect, right? And then so it will send you an email on the day, on the day after the meeting.

[30:13] So I should get, if I have one, for the 10-dense October 15th, but I placed on that, let me see if I get the email here.

[30:32] Could everyone, all the clerks please go in and put your email address in there.

[30:37] So the notifications are starting coming to you, please.

[30:41] So again, just to reiterate, you'll go to the board, the board name,

[30:47] And then you'll go to the attendance tab within the board and then to the right of the tab is this little flower or real basically it's the settings.

[30:58] attendance setting will be on by default and then just in the meeting liaison place your email or anybody else is going to be like backing you up or you know as it as a default or backup.

[31:10] And if you know what the unexcuse limit is, you can place that as well, and that will help when you're just running your attendance, it'll red flag anybody that's over that limit of number of unexcused absences.

[31:27] One more question, Mike.

[31:30] I send liais on email. Can we have more than one.

[31:36] Yeah.

[31:36] the email associated. Okay. Yep, just just, just comma separated. So, again, you can place your name. If you have additional people just comma and put in the next person's name and so forth.

[31:51] Okay, perfect. Thank you. You bet. Okay, so a question on that.

[31:57] Like, let's say I go in and add my email address and then Lynn goes in on her computer and will my name be on there if Lynn looks at it.

[32:09] It's really on there. Yeah.

[32:10] Okay. So it saves on who on it just saves email addresses on that line.

[32:17] Yep. So as long as you hit the save button, it should update that email address.

[32:21] Okay.

[32:22] When I go into Mike's board here, um, yeah, there's my English.

[32:27] And then I could add in additional ones.

[32:32] Okay.

[32:33] Let me just, let me just make sure I want to make sure they're not lying to you here.

[32:39] And I'd add it in an additional person.

[32:41] If I go into the settings now, there's my list.

[32:44] Okay.

[32:45] Tell me whoever's in there.

[32:47] And again, if you need to obviously remove somebody from that as well.

[32:50] they've moved on or what have you can go ahead and remove them out of the list.

[32:54] So like if I go into a board and someone's email is already there, I should just add to it.

[32:59] I should not delete it.

[33:02] Unless that person's board name is unless that email is incorrect.

[33:06] Okay.

[33:07] Yeah.

[33:07] We don't load that information in from our side.

[33:12] So if it's in there, I assume somebody placed it in there or themselves.

[33:15] Okay, great.

[33:16] Thank you.

[33:16] Let

[33:21] me see, I'm just trying to see if it's going to generate something after the fact.

[33:29] I'm trying to see what the email would look like.

[33:35] It doesn't look like it's giving me the email after the fact if I've messed it up.

[33:41] Let me see, we add in a new meeting.

[33:46] This will be today at

[33:56] 11 AM.

[34:01] I don't want to do 1130

[34:17] back here.

[35:00] Now, that's in the past. So you may not, if you set it up, you know, just now, you may not get the email right off the bat, but if you're setting up future emails, and then you don't receive the email, let me know that because that would be something we need to look at from our side. If the emails are not generating or going to the right person.

[35:25] All right. So if that gets generated shortly and if it doesn't get generated before the end of our call, when that email comes in, what I will do is I will send it to you all just so you can see what it looks like.

[35:39] But more or less it's going to say something like, you know, the code enforcement board or, you know, Mike's board met on this date, click this link to enter in the attendance.

[35:48] And then you just click on to the link,

[35:51] it takes you right to the attendance,

[35:53] and then you edit that attendance tracking,

[35:56] and you're going to mark, you know, present, absent, excused.

[36:01] If you want to put in a comment or a reason for the excuse,

[36:05] or the unexcused, again, absent is considered unexcused,

[36:09] excused is considered excused,

[36:11] so it doesn't go against that number of unexcused absences against you.

[36:21] Okay, and again, from here, we can take our board actions and download our attendance as a spreadsheet and then just looking at the code enforcement.

[36:32] Here you have the member, the status of the meeting and then the totals.

[36:38] And this will break it out each meeting right across the board. So I'm going left to right. You'll have all of your presence.

[36:47] And then they'll count it out for each particular member.

[36:50] So when you get to that number,

[36:53] number of unexcused absences,

[36:55] it'll red flag that one as well.

[37:06] Once we have appointed somebody,

[37:08] so again, Mike's board here.

[37:12] Mike's been appointed.

[37:14] There are a couple of things we can do with Mike.

[37:17] We can edit the appointment details as we went in and changed the start date.

[37:23] We can reappoint a member, we can delete the appointment, we can edit the member details or the application details.

[37:34] So if you want to go in and edit some of the information related to this person.

[37:39] So some of those interest and experiences or demographics or the internal tracking, you remember I clicked that he was a voter registered.

[37:47] If I go in here and I figure out some of these other things, I can click on these things and update that person's record.

[37:56] Other things I can do like I can send emails.

[37:59] I can also make comments related to the person.

[38:03] So I can say, you know, voter registered

[38:08] as a ex-date.

[38:11] I'll just put in 10, 12, 2021, interview,

[38:19] scheduled and 15, 2021.

[38:26] And any other comments that you want to play on?

[38:29] So we've had the interview scheduled. We've done this. They haven't taken their oath of

[38:34] office. They haven't done their ethics training yet. Maybe we want to send them the financial

[38:39] disclosure stuff that we can go ahead and add those comments in

[38:46] and then save or change

[38:48] update anything we want in through here. Mike, where's has interview schedule? Can we change that

[38:57] Um, yeah, uh, where do you want to call it instead of? Um, I'm pet correct me and from wrong.

[39:07] Should we put like, um, the council date that will be heard like council date? I don't, I really don't know.

[39:16] But something like that. No schedule. That's for that. For the interview, if because we don't really

[39:25] of you then. No, the council appoints them. Yes. Yes. So we could do that. We could put the council meeting date. That the appointment will be made.

[39:38] Sure. So you want to say.

[40:01] Uh, yes. So you called it, um,

[40:08] you called it camp council appointment date council, I would say council meeting date.

[40:15] That's a meeting date.

[40:25] So we can take that and we can place that up underneath the interview schedule and did you want to call the interview schedule something else like council meeting.

[40:43] Because this is just a checkbox.

[40:45] This is saying, hey, we've been, we've scheduled the interview.

[40:47] Check, yes or no.

[40:49] The council meeting date would be an actual physical date.

[40:53] Right.

[40:53] So there is no interview date at truth.

[40:58] Okay.

[40:58] Do you just...

[40:59] The council makes the appointment.

[41:02] Okay.

[41:03] Do you want to remove the interview schedule as a field?

[41:07] I will say yes, what do you want to ask us?

[41:10] Yes, I think we should move that because we're moving that.

[41:14] I keep looking at it, you know, interviews scheduled, unlike, no.

[41:19] Okay.

[41:24] So now we've got the council meeting date, which will be so they'll fill out their voter registered.

[41:30] They'll fill out their financial disclosure.

[41:33] The date that the council is meeting to appoint them.

[41:38] Is that, is that what that's referring to?

[41:40] Exactly.

[41:41] Okay. Both of office, so did they take their office and have they done their ethics

[41:46] training.

[41:51] And then is there a date or something related to the ethics training?

[41:57] Let

[42:02] me see. It's not really, it's sort of optional. We just need to know they took the training.

[42:09] Okay. Okay. Then the checkbox will work. It took it just back to the gym.

[42:17] And then we did add the ethics training form that they can upload or you can upload on their behalf, the voting conflict form, the oath of office and financial disclosures.

[42:30] Now you can upload multiple forms. So each session or that's a session. Each term that they have, they may fill out an additional form for that new term.

[42:41] The system will hold multiple documents on file for that particular person for as many terms as they, you know, serve.

[42:54] Questions?

[42:55] I just wanted to just maybe we need to put something in there about the ethics training renewal.

[43:05] If it needs to be renewed, because it has to be renewed, is it every two years, three years, every three years.

[43:13] So, we have a chat box here, we have a chat box, so let's see, most of these appointments are how many years.

[43:24] Most of the board appointments, three, right, so every time they get appointed, that's our cue to say you need to do your ethics training.

[43:34] But we don't want to put the date in if you prefer, we can put the date in, so that will be the job for the system.

[43:49] Do you want to have the date that's training at the training completed date?

[43:53] Yes. Yes.

[44:02] And it will have a history of it, correct?

[44:04] because if I renewed on March 21st, 2021, then I renewed again, I upload it, it'll have, you know, all those dates on it, correct?

[44:17] As well as a direct.

[44:19] Okay.

[44:20] Thank you.

[44:21] Nistence Carl, I got a question.

[44:24] On the financial disclosure, because this is the problem that I went into with my board, is that they leave like mid year like in, let's say, they just left an April.

[44:33] They always forget to do the financial disclosure after they've left for the half a year that they served.

[44:41] Well, there be like an email or something that comes out that says, you know,

[44:48] like Mr. Natale left and he hasn't done his financial disclosure for 2021.

[44:55] Well, that would be something that you would run the report for.

[45:00] On whether it's an appointment or on the suming it's an appointment, once they've been appointed, did they fill out the financial disclosure before or after they're appointed?

[45:12] Well, they fill out the financial disclosure, you know, every year they have to fill out a financial disclosure.

[45:19] Okay, but only appointed people fill that out, not applicants, correct?

[45:22] No, that's correct.

[45:24] Okay, so what you would do is you would go into the appointments that you can segment it by board if you want.

[45:32] Depending on whatever board you're looking at and then you can say show me the inner tracking of the financial disclosures where they're no.

[45:41] So this will show everybody based on in this case I selected architectural review.

[45:47] Everybody that's active members that have not put in their finance of disclosure or we don't have it yet we don't have a record of it at least at that point.

[45:56] So this will show you the list of everybody and so you can see out of here, I've got 10 results out of 10 and then what I can do from here is I can say, okay, show me all these 10 people and I could do that group actions where I can say, all right, for all you folks, I'm going to go ahead and send an email and we would develop an email, you can see there's the one for ethics training that'd be the same thing, if I said, show me everybody who has a

[46:26] completed their ethics training. I would give me a list and then what I could do is select

[46:31] the email for ethics training. Okay. What you could do for financial disclosure is you could say tools.

[46:40] Email notifications. We want to create a new custom email. And this is, I need to install

[46:49] the disclosure.

[46:56] The trigger will be, um, to do this would be a internal tracking.

[47:08] Financial disclosure. Um, and then the subject would be maybe something to the effect of.

[47:15] Um,

[47:22] disclosure,

[47:30] um, you guys could probably come up with a better name and the header, but essentially what you're doing is you're just putting in financial financial disclosure for me to be completed and then you're going to say that is going to be used on a person basis and for those of you who are on the call last time.

[47:52] I highly recommend using the Help Center for the customizing customizing of your custom emails.

[48:03] Okay, so if you go to that, so up in the upper right hand corner, there's the Help Center.

[48:08] When you click on the Help Center, it takes you to directly to the Granicus Help site.

[48:14] And under the Gov Meetings family, the very first one you're going to see is boards and commissions.

[48:19] And under the boards and commissions, the very first thing you're going to see is the custom emails.

[48:26] So here's how you can give you custom email examples, a bunch of different ones.

[48:33] But you can tailor those just like you can just grab some of their standard text that we have in here.

[48:38] And then you can tailor it perfectly to what you want to actually say to your either your applicants or your appointed members.

[48:46] So let's see, I don't know, I think if there's anything else.

[48:52] You can do custom mill, custom templates, back rows.

[48:57] So let's just say, I'm just going to grab applicant appointed to a reward.

[49:05] As just a sample, sample email.

[49:11] So here, let's see if I can

[49:16] find.

[49:20] So it's like deer, you know, gee tag display name.

[49:34] This is going to give me just some of the basic stuff and so

[49:48] here's your G tag display name.

[49:52] So forth, I can just copy that information. Go back over here and paste.

[50:00] And then here's what I can say is, thank you for your continued interest in volunteering for, and then we can place in the actual board name here, and then we can tell the person,

[50:19] we haven't preceded your initial

[50:25] disclosure or is fell.

[50:32] I'll turn that into a list of opinions,

[50:54] right?

[50:55] So, back over here, I'll pull up my macros for GTAG board.

[51:01] I think it's what it is.

[51:04] So, triggers macros and custom e-mail templates.

[51:10] But this will give you all of the custom or most of them anyway.

[51:14] So, G tag boards and so now what I'm going to say here is a dear, dear person, thank you for your continued interest and volunteering for the

[51:27] G tag boards.

[51:30] We have not received, we haven't received your financial disclosure form yet.

[51:36] Please fill out and return it to early as convenience.

[51:39] Thanks. Thank you, you know, kind of Palm Beach

[51:49] Clark's office. And then down here what you're going to do under the choose files is you'll select that financial disclosure form and then you can send that out to them.

[52:00] So once you've created the email to the to your qualifications or your specifications that you want.

[52:07] Then what you're going to do again, go to that board's tab, go to the board you're interested in.

[52:16] Sorry, go to your appointments.

[52:18] Go to your appointments, go to the board you're interested in.

[52:21] So code enforcement, for example.

[52:24] Internal tracking, financial disclosure, no.

[52:31] Code enforcement, internal tracking, financial disclosure, no.

[52:39] That's one more time.

[52:44] appointments, boards, foot enforcement, internal tracking, financial disclosure, no.

[52:50] So that shows me everybody that is not recording our records as a financial disclosure filled out.

[52:56] We go ahead and select all those, and then we're going to send them an email.

[53:01] And that would be, in this case, we're going to select the financial disclosure email.

[53:05] We're going to review the email, and before we send it, we're going to verify, in this case, this is for Linda,

[53:16] and then we would have whatever the attachment is for this.

[53:19] So we're not going to send this email, obviously, but I just want to make sure you understand.

[53:25] Okay, yeah, how are you?

[53:27] Thank you.

[53:28] You bet.

[53:31] Other questions.

[53:39] Okay.

[53:42] If you do again, right up against the hour here, if you do it, you all do have any questions that come up in your use of this.

[53:50] Feel free to reach out to me. Again, I'll be sending out the recording.

[53:54] Once that's uploaded probably in the next 15, 20 minutes.

[53:57] That will also have my email and phone number on there.

[54:01] So you can feel free to reach out to me with any questions you have moving forward.

[54:06] Cornester, just for you or for you.

[54:10] Do we have somebody we want to talk to with regards to the widget?

[54:15] Public widget?

[54:17] To whom?

[54:19] Jim.

[54:21] I think Jim is going to be the point person.

[54:25] Okay.

[54:26] Pat, if you can give them Jim's email address and phone number.

[54:34] And that way, I just want to make sure we get the colors right, all that sort of stuff and then whatever you're ready to go live with this, then you just just drop it into your website.

[54:44] But I just want to make sure we get the color scheme right, everything else looks good.

[54:48] Prior to doing that.

[54:50] Okay, good.

[54:51] It will be Gem or Andy.

[54:53] Well, could you give them both the email address to Jim and Andy from IT, please?

[55:00] So Jim would be Jay Palmer at Town of Palm Beach, and it would be A.J. Do at Town of Palm Beach.

[55:11] Got come.

[55:23] Okay, yes. Jay Palmer at Town of Palm Beach, and what was the other one? A.J. A.J. A.J. A.T. O.O. at Town of Palm Beach.

[55:33] It's Bism boy, not D.

[55:38] J. A. B. Uh-oh. Yeah. How are you sure?

[55:43] Yeah, I thought it was to do. It's J. D. O. O. Oh, I'm sorry. I'm wrong.

[55:52] So I'll include both of them and just say, you know, just need to follow up and get the color scheme for the widget.

[55:58] And then we'll run that back by you all to just verify that that looks correct. And then whenever you're ready,

[56:04] can move that into the into your site wherever or whenever you see you think that's fitting.

[56:13] Okay, okay, that was good.

Boards and Commissions Training Session 2

Agenda

Transcript