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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.

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Okay, thanks, Vanessa.

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Well, welcome, town of Palm Beach. This is the second session, second of two.

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From last week we covered a good amount of the material.

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So today we're going to be focusing on looking at generating packets, provide a changing and changing

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statuses of particular members or appointing people, and then generating emails for those

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folks that have been appointed.

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So I'm going to try and stay focused on that for this particular session, and again, I am

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recording this and I'll make it available to everybody after the upload's completed.

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But if you all have any other questions that you know if you don't remember or if you have a

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question during the session please feel free to reach out either via the chat or just unmute yourself

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and fire off the question. If after the fact if you're playing in the application or you're working

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in the application and you have a question that comes up please feel free to shoot me an email

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and copy Liz on that as well.

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That way, one of us can jump on that question and answer it for you.

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If you have a list of questions, that's perfectly fine too.

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I'll do my best to answer them when you send those over my way.

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So yeah, so don't feel like if you don't have a question now,

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or you haven't played around in the system enough, perfectly fine.

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

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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.

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Okay, so last week we went through a number of different things.

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We went through essentially looking at boards.

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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.

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We did go through your application and so that looked pretty pretty pretty good.

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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.

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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.

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So, under the applications, you can also see there's my name in there from the Fort

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Keat.

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For when I applied for the board, my status currently is eligible.

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When we were dealing with, just last week, we kind of went through, we made some changes

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to Michael's application, we changed his status eligibility, we sent him a thanks, but no thanks

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email, essentially saying that he wasn't qualified.

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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

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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.

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All right.

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So when we go to the applications you can see or the applications tab, excuse me,

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you can see that there's a list of your new people.

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By default, the status is going to be looking for people applications that are submitted and eligible.

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Submitted is the stage that every applicant, when they've completed an application, it was into.

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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.

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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.

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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.

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You do also have the ability to edit the tracking of this particular person, so is the person

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voter registered, have they filled out a financial disclosure, both of office ethics training

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and so forth, and then also creating a packet and appointing to the board.

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So we're going to go through this portion today.

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I've gone back in and marked Michael as eligible.

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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.

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But in this particular case, we're going to keep Michael as eligible.

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And we're going to say that Michael is a registered voter.

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So he is registered voter.

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And then down here, we're going to go ahead and create a packet.

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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.

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Okay, so all of your people, most likely will be applicants and then some of your applicants will be your appointed people.

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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.

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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.

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by saying they show me all the applicants with the status of the following. That's going to bring

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me up a group of people and I can select either selecting individual people by using the

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checkboxes to the left of their name or I can select larger groups of people,

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everybody that's within that filtered area and I can group all those people together.

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

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Questions on filtering.

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If I was looking for just people that had submitted applications to Mike's board.

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I can see the only one I'm going to come up with is Michael here.

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And I'm going to go ahead and select this and I'm going to create a packet.

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Okay, so the first thing I'm going to do, I'm going to go in and create a packet.

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So when I go to select Create packet, the first thing that's going to do is it's going

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to take the information that Michael's provided.

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One, he's provided his application and two, he's uploaded a resume.

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Now, if I want to present this packet to the board, who to Mike's board or to the appointing

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authority who's appointing for this board, I can

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

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

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

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board information, you'll see over on the left hand side the list of the current boards.

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I can select Mike's board and I can say add board details, add the redacted board details or add the board roster page.

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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.

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I can go ahead and add those in.

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Now that'll pull the board fax and the board roster, that pulls it again from the board's tab.

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I'm just going to open that up in a new tab. So here's the detail.

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Status sheet to that packet as well. Absolutely.

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And we have gone over the attendance, but we usually use the attendance, status sheet.

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Whenever there's an opening on the boards to get to council.

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Yeah, so what you can do is under the board of actions.

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we can download the attendance as a spreadsheet, okay? Now this is, again, Mike's

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board here, we don't have really any members or any attendance, but again, all we need

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

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see over here, opens up that Excel, and this would give you the list of the members,

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present, absent, excused, and then any, any, any, any meetings that were canceled, obviously

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those what hold against somebody who wasn't present there, if that meeting was canceled.

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So this would give you that attendance list, and this is by board. So what I could do here

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is I could say, all right, I'm going to go ahead and file, I'm going to save this board,

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and let's see, I'm going to save it to file, I'll save it to the downloads folder,

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And then I can go ahead and close this out.

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Now on my packet, just like you mentioned,

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but I've got my board fact sheet, I got my roster,

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I can upload a new file,

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where I can click on upload new file, select file,

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and this is gonna be under that.

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My download folder, there's my export 2021 attendance.

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You go ahead and open that, and then save it.

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Now, that'll save it under the name of the document.

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In this case, it's going to be my export 2021 attendance.

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But you could certainly call it whatever you like.

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And you can see down here, there's that uploaded document.

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If I wanted to add additional information in here as well,

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I could go and search for a specific file.

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So it doesn't can be in your shared drive or wherever that might.

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documents might reside. Let's see.

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Well, I'll just grab one of these PDFs here. Just for fun.

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And then that's going to upload that particular file. And then once the upload is completed,

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then what I can do is I can generate the packet. Okay, so I've got this document here.

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I've got this

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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

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applicants, likes or applicants.

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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.

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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.

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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.

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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.

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Those two are website as a lot of needy.

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Gotcha. Okay. So here's, let's see. So this is, this is the application.

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This is attachment.

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I think that was supposed to be my resume. Here's the board information. Here's the roster information.

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Obviously a lot of agencies there. Here was the attendance sheet.

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

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

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So if you want like the board roster to be up at the front,

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And then the, I think you mentioned the attendance, maybe to be next, maybe the board facts to be after that.

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

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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.

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And then just just update the document or the packet.

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And so what I'm simply doing is just regenerating the packet.

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Once that's done, I'm going to download it again.

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

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So you'll see there's the download button.

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And now here, I got my vacancy report first.

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I have my attendance report next.

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Then I get into the board details, then I get into the applicant information of the application.

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Then after that would be the resume, that's the minutes maker technical solution sky.

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And then after that would have been the other document that I uploaded, but I removed it.

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

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

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Mike's 4 2021 packet

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and I can put the date on it too as well.

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So 10, I'll

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just do 10 18, 20, 20.

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I'll go ahead and save that document and now that resides wherever I place that on my doc.

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and then what I would do at that point

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is I would go over to the platform,

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the practice platform.

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I would find whatever meeting

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that I want to place this item on, right?

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So if it was the planning and zoning commission,

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now I'm not certainly not gonna mess with your agenda here,

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but you can see that there are election of officers.

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There's actually a segment here

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where you can place those people onto an agenda.

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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.

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or the board specifically that's going to be doing the appointments.

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They'll have that access to it via both the printed copy, the website,

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or through I legislate as well.

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Questions?

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No, I'm good here.

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If anyone have any questions,

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ask Mike now, you know,

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you'll ask the questions and bring us through it as well.

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And again, if you can't think of anything right now,

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But you're later on when you're working in here and you're like,

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how did he do that?

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How did he generate that?

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Just feel free to reach back out and just shoot me an email.

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Can you call emails best to get a hold of me?

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Just because I'm on the road here.

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So it's probably the best way to get a hold of me, email our text.

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And on the attendance, how do you put in the attendance

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for each of the applicants, applicants,

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that are the applicant as well as already appointed.

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Yeah, so your attendance is just going to be your appointed people,

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but what we're going to do now is we generated the packet.

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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.

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So you can see there's an appoint to board option.

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Mike Kelly and the board, the default board is going to be the board he applied to.

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But you could certainly appoint Michael to a different board if you wanted to.

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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.

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You can plug in the appointment authority, the start date, the end date, the office, the category, you can put all of this in.

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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.

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

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categories going to be, we can put that in or we can just go ahead and straight up click the

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

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

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

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So his status is going to be listed as upcoming until November 1st comes around.

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

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

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the point in the details. So under the actual question, Michael, when he is going to be appointed

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

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

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So yeah, you're welcome. So if you have people that you've already appointed to a position, but

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their position isn't starting yet.

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You can place them in that upcoming role

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or the system, I should say,

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will automatically place them in that role

204
00:22:28,110 --> 00:22:30,770
and then it will, the system will automatically

205
00:22:30,770 --> 00:22:33,950
move them to an active status, comb November 1st.

206
00:22:35,330 --> 00:22:37,690
Now, if you wanted to change that,

207
00:22:38,030 --> 00:22:40,390
you could go into edit the appointment details

208
00:22:40,390 --> 00:22:45,190
under the Action tab, and you can see upcoming first,

209
00:22:45,190 --> 00:22:51,850
Let's start date and date. You can fill in the other things date of next eligibility, right?

210
00:22:51,970 --> 00:23:00,210
So the date of next eligibility is going to be October 1, 2023. So I can say, this is the

211
00:23:00,210 --> 00:23:01,170
date of next eligibility.

212
00:23:04,130 --> 00:23:07,030
I could also say, well, actually, you know, we're going to push the

213
00:23:07,030 --> 00:23:16,810
The envelope here, we're going to start him up on, let's say, let's say, we'll start him up today.

214
00:23:18,510 --> 00:23:36,030
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.

215
00:23:36,670 --> 00:23:43,250
Okay, all right, so now we've got Mike listed in here is active and then the question that

216
00:23:43,250 --> 00:23:50,770
Cronester asked which was attendance. How do we track that? How do we put that in? So if we go

217
00:23:50,770 --> 00:24:01,190
to the attendance tabs again, you got roster details, attendance. And I can start to add my meetings

218
00:24:01,190 --> 00:24:03,930
in for 2021.

219
00:24:06,070 --> 00:24:07,370
I'm going to start to add my meetings.

220
00:24:09,410 --> 00:24:11,610
The first meeting is going to be

221
00:24:11,610 --> 00:24:21,250
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

222
00:25:01,200 --> 00:25:26,240
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.

223
00:25:26,240 --> 00:25:33,470
Now, the other things you can do is if somebody is in charge, not necessarily the applications which I know,

224
00:25:34,100 --> 00:25:39,340
you know, based upon what we've talked about previously, under the details,

225
00:25:41,880 --> 00:25:48,200
the town clerk town of Palm Beach email address is going to get any application that comes in for any board,

226
00:25:49,300 --> 00:25:51,620
all the way, you know, in its entirety.

227
00:25:51,620 --> 00:25:56,580
So everyone is going to get any board SUV, any applicant that applies to a board,

228
00:25:57,420 --> 00:26:04,460
that's all going to go to this contact email. If you want somebody to do the attendance,

229
00:26:06,220 --> 00:26:11,700
if it's the same person, you can certainly do that. What the nice thing is here is under that

230
00:26:11,700 --> 00:26:18,220
attendance option here, there's a little settings wheel to the right of it. If you click onto

231
00:26:18,220 --> 00:26:20,320
but this gives you attendance settings.

232
00:26:21,860 --> 00:26:23,480
And you can plug in,

233
00:26:23,940 --> 00:26:26,140
who is going to be the person that's gonna be taking

234
00:26:26,140 --> 00:26:28,660
the attendance for that meeting?

235
00:26:29,620 --> 00:26:33,820
Now that person, yeah, and that person does not have to have

236
00:26:35,320 --> 00:26:36,400
administration rights.

237
00:26:37,440 --> 00:26:39,080
They can have read only rights,

238
00:26:39,100 --> 00:26:42,160
and if you give them access via the meeting liaison,

239
00:26:45,000 --> 00:26:47,080
then they're gonna receive an email saying,

240
00:26:47,080 --> 00:26:52,460
you have a meeting on this date and they'll get it on the date of the meeting or excuse me.

241
00:26:52,620 --> 00:26:57,380
They'll get it on the date after the meeting and said, hey, you had a meeting on this date.

242
00:26:57,460 --> 00:26:59,320
What was the attendance of that meeting?

243
00:26:59,880 --> 00:27:07,160
So it prompts that person to go back in and fill in the attendance for that meeting of the previous day.

244
00:27:09,170 --> 00:27:17,350
And also based upon that particular board, you can determine what the unexcused absent limit is for that board.

245
00:27:17,350 --> 00:27:21,270
And they may vary from board to board.

246
00:27:21,750 --> 00:27:25,170
So, you know, and I probably based on how many times that board meets.

247
00:27:25,470 --> 00:27:29,650
So if it meets more regular, you probably get more options

248
00:27:29,650 --> 00:27:34,570
to misemitting than if it meets twice a year or something like that.

249
00:27:34,890 --> 00:27:38,030
So you could set that limit and say, you know,

250
00:27:38,030 --> 00:27:41,670
this person in a year gets three unexcused absences.

251
00:27:42,110 --> 00:27:46,010
And if that's, if they exceed that, then they're, you know,

252
00:27:46,010 --> 00:27:54,810
or what have you. So I can set those up and then what's going to happen is when this meeting

253
00:27:54,810 --> 00:28:02,270
comes about, which is in this case, it's on the 20th at 5 p.m., I'm going to receive an email

254
00:28:02,270 --> 00:28:08,150
saying, hey, you need to go ahead and put in the tracking. Now all I simply need to do is I'll

255
00:28:08,150 --> 00:28:13,330
it'll give me a link in the email. I wonder if it actually sends me one,

256
00:28:15,460 --> 00:28:16,700
you know, it doesn't send me one

257
00:28:16,700 --> 00:28:28,940
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.

258
00:28:30,720 --> 00:28:40,800
And with the notifications, because the notifications should go to the board clerks. So do are the board clerks.

259
00:28:40,800 --> 00:28:51,520
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.

260
00:28:52,220 --> 00:29:09,640
If the board clerk does not have administrative rights, then somebody else that has administrative rights would have to put that in.

261
00:29:10,420 --> 00:29:31,160
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.

262
00:29:31,160 --> 00:29:39,580
I think all the board clerks are board Pacific. Could you put up, Carla. Carla Co. Carla, Carla Co.

263
00:29:39,820 --> 00:29:47,280
Carla and sorry, Carla for code enforcement board. Yeah, I already put one of my last months attendance sheet in.

264
00:29:47,840 --> 00:29:52,240
Also, you were able to put your email address there and save it.

265
00:29:52,480 --> 00:29:56,480
I just opened up my grandacast now. I'm going to try now. Okay.

266
00:29:59,340 --> 00:29:59,980
So here's the meeting.

267
00:30:00,640 --> 00:30:13,740
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.

268
00:30:13,740 --> 00:30:26,980
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.

269
00:30:32,860 --> 00:30:37,440
Could everyone, all the clerks please go in and put your email address in there.

270
00:30:37,740 --> 00:30:40,300
So the notifications are starting coming to you, please.

271
00:30:41,640 --> 00:30:46,740
So again, just to reiterate, you'll go to the board, the board name,

272
00:30:47,420 --> 00:30:57,280
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.

273
00:30:58,880 --> 00:31:10,880
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.

274
00:31:10,880 --> 00:31:24,980
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.

275
00:31:27,160 --> 00:31:29,300
One more question, Mike.

276
00:31:30,340 --> 00:31:34,880
I send liais on email. Can we have more than one.

277
00:31:36,200 --> 00:31:36,560
Yeah.

278
00:31:36,560 --> 00:31:50,320
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.

279
00:31:51,320 --> 00:31:56,520
Okay, perfect. Thank you. You bet. Okay, so a question on that.

280
00:31:57,100 --> 00:32:08,520
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.

281
00:32:09,560 --> 00:32:10,940
It's really on there. Yeah.

282
00:32:10,940 --> 00:32:17,500
Okay. So it saves on who on it just saves email addresses on that line.

283
00:32:17,780 --> 00:32:21,740
Yep. So as long as you hit the save button, it should update that email address.

284
00:32:21,880 --> 00:32:22,200
Okay.

285
00:32:22,200 --> 00:32:27,280
When I go into Mike's board here, um, yeah, there's my English.

286
00:32:27,360 --> 00:32:31,200
And then I could add in additional ones.

287
00:32:32,220 --> 00:32:32,600
Okay.

288
00:32:33,420 --> 00:32:38,280
Let me just, let me just make sure I want to make sure they're not lying to you here.

289
00:32:39,080 --> 00:32:41,180
And I'd add it in an additional person.

290
00:32:41,360 --> 00:32:44,680
If I go into the settings now, there's my list.

291
00:32:44,680 --> 00:32:44,960
Okay.

292
00:32:45,020 --> 00:32:46,800
Tell me whoever's in there.

293
00:32:47,320 --> 00:32:50,040
And again, if you need to obviously remove somebody from that as well.

294
00:32:50,040 --> 00:32:53,720
they've moved on or what have you can go ahead and remove them out of the list.

295
00:32:54,420 --> 00:32:59,740
So like if I go into a board and someone's email is already there, I should just add to it.

296
00:32:59,800 --> 00:33:00,720
I should not delete it.

297
00:33:02,960 --> 00:33:06,400
Unless that person's board name is unless that email is incorrect.

298
00:33:06,620 --> 00:33:06,980
Okay.

299
00:33:07,460 --> 00:33:07,720
Yeah.

300
00:33:07,880 --> 00:33:11,580
We don't load that information in from our side.

301
00:33:12,100 --> 00:33:14,960
So if it's in there, I assume somebody placed it in there or themselves.

302
00:33:15,520 --> 00:33:15,980
Okay, great.

303
00:33:16,140 --> 00:33:16,880
Thank you.

304
00:33:16,880 --> 00:33:17,460
Let

305
00:33:21,460 --> 00:33:27,320
me see, I'm just trying to see if it's going to generate something after the fact.

306
00:33:29,190 --> 00:33:32,630
I'm trying to see what the email would look like.

307
00:33:35,740 --> 00:33:41,560
It doesn't look like it's giving me the email after the fact if I've messed it up.

308
00:33:41,600 --> 00:33:44,020
Let me see, we add in a new meeting.

309
00:33:46,140 --> 00:33:48,200
This will be today at

310
00:33:56,490 --> 00:33:58,750
11 AM.

311
00:34:01,400 --> 00:34:05,020
I don't want to do 1130

312
00:34:17,380 --> 00:34:19,500
back here.

313
00:35:00,000 --> 00:35:22,760
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.

314
00:35:25,770 --> 00:35:38,750
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.

315
00:35:39,050 --> 00:35:48,890
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.

316
00:35:48,890 --> 00:35:51,150
And then you just click on to the link,

317
00:35:51,210 --> 00:35:52,590
it takes you right to the attendance,

318
00:35:53,730 --> 00:35:55,730
and then you edit that attendance tracking,

319
00:35:56,630 --> 00:36:00,410
and you're going to mark, you know, present, absent, excused.

320
00:36:01,130 --> 00:36:04,690
If you want to put in a comment or a reason for the excuse,

321
00:36:05,530 --> 00:36:09,650
or the unexcused, again, absent is considered unexcused,

322
00:36:09,650 --> 00:36:11,550
excused is considered excused,

323
00:36:11,550 --> 00:36:18,050
so it doesn't go against that number of unexcused absences against you.

324
00:36:21,500 --> 00:36:31,180
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.

325
00:36:32,020 --> 00:36:37,580
Here you have the member, the status of the meeting and then the totals.

326
00:36:38,320 --> 00:36:46,360
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.

327
00:36:47,420 --> 00:36:50,180
And then they'll count it out for each particular member.

328
00:36:50,500 --> 00:36:52,160
So when you get to that number,

329
00:36:53,540 --> 00:36:55,120
number of unexcused absences,

330
00:36:55,300 --> 00:36:57,040
it'll red flag that one as well.

331
00:37:06,570 --> 00:37:08,070
Once we have appointed somebody,

332
00:37:08,450 --> 00:37:10,890
so again, Mike's board here.

333
00:37:12,330 --> 00:37:13,110
Mike's been appointed.

334
00:37:14,110 --> 00:37:16,290
There are a couple of things we can do with Mike.

335
00:37:17,910 --> 00:37:21,990
We can edit the appointment details as we went in and changed the start date.

336
00:37:23,620 --> 00:37:33,000
We can reappoint a member, we can delete the appointment, we can edit the member details or the application details.

337
00:37:34,480 --> 00:37:39,020
So if you want to go in and edit some of the information related to this person.

338
00:37:39,540 --> 00:37:47,880
So some of those interest and experiences or demographics or the internal tracking, you remember I clicked that he was a voter registered.

339
00:37:47,880 --> 00:37:55,400
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.

340
00:37:56,680 --> 00:37:59,000
Other things I can do like I can send emails.

341
00:37:59,520 --> 00:38:01,960
I can also make comments related to the person.

342
00:38:03,000 --> 00:38:04,840
So I can say, you know, voter registered

343
00:38:08,240 --> 00:38:11,120
as a ex-date.

344
00:38:11,120 --> 00:38:16,820
I'll just put in 10, 12, 2021, interview,

345
00:38:19,480 --> 00:38:24,840
scheduled and 15, 2021.

346
00:38:26,840 --> 00:38:28,980
And any other comments that you want to play on?

347
00:38:29,840 --> 00:38:34,760
So we've had the interview scheduled. We've done this. They haven't taken their oath of

348
00:38:34,760 --> 00:38:39,280
office. They haven't done their ethics training yet. Maybe we want to send them the financial

349
00:38:39,280 --> 00:38:44,180
disclosure stuff that we can go ahead and add those comments in

350
00:38:46,290 --> 00:38:48,070
and then save or change

351
00:38:48,070 --> 00:38:57,110
update anything we want in through here. Mike, where's has interview schedule? Can we change that

352
00:38:57,110 --> 00:39:07,660
Um, yeah, uh, where do you want to call it instead of? Um, I'm pet correct me and from wrong.

353
00:39:07,780 --> 00:39:15,560
Should we put like, um, the council date that will be heard like council date? I don't, I really don't know.

354
00:39:16,080 --> 00:39:25,780
But something like that. No schedule. That's for that. For the interview, if because we don't really

355
00:39:25,780 --> 00:39:35,420
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.

356
00:39:38,820 --> 00:39:40,660
Sure. So you want to say.

357
00:40:01,170 --> 00:40:05,030
Uh, yes. So you called it, um,

358
00:40:08,240 --> 00:40:15,010
you called it camp council appointment date council, I would say council meeting date.

359
00:40:15,550 --> 00:40:16,990
That's a meeting date.

360
00:40:25,650 --> 00:40:40,760
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.

361
00:40:43,060 --> 00:40:44,860
Because this is just a checkbox.

362
00:40:45,020 --> 00:40:47,260
This is saying, hey, we've been, we've scheduled the interview.

363
00:40:47,600 --> 00:40:48,620
Check, yes or no.

364
00:40:49,360 --> 00:40:52,220
The council meeting date would be an actual physical date.

365
00:40:53,200 --> 00:40:53,260
Right.

366
00:40:53,980 --> 00:40:57,880
So there is no interview date at truth.

367
00:40:58,300 --> 00:40:58,540
Okay.

368
00:40:58,840 --> 00:40:59,760
Do you just...

369
00:40:59,760 --> 00:41:01,920
The council makes the appointment.

370
00:41:02,940 --> 00:41:03,340
Okay.

371
00:41:03,580 --> 00:41:06,620
Do you want to remove the interview schedule as a field?

372
00:41:07,600 --> 00:41:10,320
I will say yes, what do you want to ask us?

373
00:41:10,680 --> 00:41:13,660
Yes, I think we should move that because we're moving that.

374
00:41:14,040 --> 00:41:17,860
I keep looking at it, you know, interviews scheduled, unlike, no.

375
00:41:19,780 --> 00:41:20,060
Okay.

376
00:41:24,640 --> 00:41:30,840
So now we've got the council meeting date, which will be so they'll fill out their voter registered.

377
00:41:30,980 --> 00:41:32,720
They'll fill out their financial disclosure.

378
00:41:33,460 --> 00:41:38,140
The date that the council is meeting to appoint them.

379
00:41:38,420 --> 00:41:40,300
Is that, is that what that's referring to?

380
00:41:40,500 --> 00:41:40,860
Exactly.

381
00:41:41,520 --> 00:41:46,580
Okay. Both of office, so did they take their office and have they done their ethics

382
00:41:46,580 --> 00:41:47,100
training.

383
00:41:51,090 --> 00:41:53,950
And then is there a date or something related to the ethics training?

384
00:41:57,420 --> 00:41:57,900
Let

385
00:42:02,630 --> 00:42:08,370
me see. It's not really, it's sort of optional. We just need to know they took the training.

386
00:42:09,130 --> 00:42:13,630
Okay. Okay. Then the checkbox will work. It took it just back to the gym.

387
00:42:17,950 --> 00:42:29,450
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.

388
00:42:30,030 --> 00:42:41,290
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.

389
00:42:41,290 --> 00:42:49,710
The system will hold multiple documents on file for that particular person for as many terms as they, you know, serve.

390
00:42:54,480 --> 00:42:54,640
Questions?

391
00:42:55,740 --> 00:43:03,600
I just wanted to just maybe we need to put something in there about the ethics training renewal.

392
00:43:05,140 --> 00:43:13,000
If it needs to be renewed, because it has to be renewed, is it every two years, three years, every three years.

393
00:43:13,900 --> 00:43:24,480
So, we have a chat box here, we have a chat box, so let's see, most of these appointments are how many years.

394
00:43:24,780 --> 00:43:32,060
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.

395
00:43:34,560 --> 00:43:43,700
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.

396
00:43:49,080 --> 00:43:53,180
Do you want to have the date that's training at the training completed date?

397
00:43:53,480 --> 00:43:54,740
Yes. Yes.

398
00:44:02,180 --> 00:44:04,320
And it will have a history of it, correct?

399
00:44:04,860 --> 00:44:16,440
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?

400
00:44:17,460 --> 00:44:18,520
As well as a direct.

401
00:44:19,140 --> 00:44:19,380
Okay.

402
00:44:20,440 --> 00:44:21,400
Thank you.

403
00:44:21,680 --> 00:44:23,700
Nistence Carl, I got a question.

404
00:44:24,560 --> 00:44:33,720
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.

405
00:44:33,720 --> 00:44:39,940
They always forget to do the financial disclosure after they've left for the half a year that they served.

406
00:44:41,380 --> 00:44:47,620
Well, there be like an email or something that comes out that says, you know,

407
00:44:48,020 --> 00:44:52,180
like Mr. Natale left and he hasn't done his financial disclosure for 2021.

408
00:44:55,120 --> 00:44:59,540
Well, that would be something that you would run the report for.

409
00:45:00,000 --> 00:45:08,560
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?

410
00:45:12,120 --> 00:45:17,520
Well, they fill out the financial disclosure, you know, every year they have to fill out a financial disclosure.

411
00:45:19,020 --> 00:45:22,480
Okay, but only appointed people fill that out, not applicants, correct?

412
00:45:22,540 --> 00:45:24,060
No, that's correct.

413
00:45:24,860 --> 00:45:31,420
Okay, so what you would do is you would go into the appointments that you can segment it by board if you want.

414
00:45:32,220 --> 00:45:40,440
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.

415
00:45:41,180 --> 00:45:46,200
So this will show everybody based on in this case I selected architectural review.

416
00:45:47,180 --> 00:45:56,800
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.

417
00:45:56,800 --> 00:46:26,780
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

418
00:46:26,780 --> 00:46:31,280
completed their ethics training. I would give me a list and then what I could do is select

419
00:46:31,280 --> 00:46:38,220
the email for ethics training. Okay. What you could do for financial disclosure is you could say tools.

420
00:46:40,860 --> 00:46:49,620
Email notifications. We want to create a new custom email. And this is, I need to install

421
00:46:49,620 --> 00:46:50,980
the disclosure.

422
00:46:56,030 --> 00:47:07,110
The trigger will be, um, to do this would be a internal tracking.

423
00:47:08,050 --> 00:47:15,210
Financial disclosure. Um, and then the subject would be maybe something to the effect of.

424
00:47:15,210 --> 00:47:15,810
Um,

425
00:47:22,250 --> 00:47:22,890
disclosure,

426
00:47:30,820 --> 00:47:52,040
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.

427
00:47:52,040 --> 00:48:02,560
I highly recommend using the Help Center for the customizing customizing of your custom emails.

428
00:48:03,240 --> 00:48:07,800
Okay, so if you go to that, so up in the upper right hand corner, there's the Help Center.

429
00:48:08,480 --> 00:48:14,260
When you click on the Help Center, it takes you to directly to the Granicus Help site.

430
00:48:14,880 --> 00:48:19,080
And under the Gov Meetings family, the very first one you're going to see is boards and commissions.

431
00:48:19,080 --> 00:48:24,400
And under the boards and commissions, the very first thing you're going to see is the custom emails.

432
00:48:26,160 --> 00:48:32,420
So here's how you can give you custom email examples, a bunch of different ones.

433
00:48:33,080 --> 00:48:38,560
But you can tailor those just like you can just grab some of their standard text that we have in here.

434
00:48:38,840 --> 00:48:46,380
And then you can tailor it perfectly to what you want to actually say to your either your applicants or your appointed members.

435
00:48:46,380 --> 00:48:51,380
So let's see, I don't know, I think if there's anything else.

436
00:48:52,620 --> 00:48:56,380
You can do custom mill, custom templates, back rows.

437
00:48:57,420 --> 00:49:03,440
So let's just say, I'm just going to grab applicant appointed to a reward.

438
00:49:05,570 --> 00:49:10,290
As just a sample, sample email.

439
00:49:11,790 --> 00:49:13,590
So here, let's see if I can

440
00:49:16,470 --> 00:49:17,290
find.

441
00:49:20,020 --> 00:49:23,200
So it's like deer, you know, gee tag display name.

442
00:49:34,620 --> 00:49:42,740
This is going to give me just some of the basic stuff and so

443
00:49:48,630 --> 00:49:51,610
here's your G tag display name.

444
00:49:52,370 --> 00:49:59,050
So forth, I can just copy that information. Go back over here and paste.

445
00:50:00,000 --> 00:50:17,040
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,

446
00:50:19,440 --> 00:50:23,800
we haven't preceded your initial

447
00:50:25,920 --> 00:50:32,980
disclosure or is fell.

448
00:50:32,980 --> 00:50:40,260
I'll turn that into a list of opinions,

449
00:50:54,070 --> 00:50:54,070
right?

450
00:50:55,270 --> 00:51:01,810
So, back over here, I'll pull up my macros for GTAG board.

451
00:51:01,810 --> 00:51:03,290
I think it's what it is.

452
00:51:04,690 --> 00:51:09,930
So, triggers macros and custom e-mail templates.

453
00:51:10,870 --> 00:51:14,930
But this will give you all of the custom or most of them anyway.

454
00:51:14,930 --> 00:51:27,770
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

455
00:51:27,770 --> 00:51:29,610
G tag boards.

456
00:51:30,850 --> 00:51:35,950
We have not received, we haven't received your financial disclosure form yet.

457
00:51:36,330 --> 00:51:39,510
Please fill out and return it to early as convenience.

458
00:51:39,510 --> 00:51:45,220
Thanks. Thank you, you know, kind of Palm Beach

459
00:51:49,250 --> 00:52:00,450
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.

460
00:52:00,930 --> 00:52:07,850
So once you've created the email to the to your qualifications or your specifications that you want.

461
00:52:07,850 --> 00:52:14,850
Then what you're going to do again, go to that board's tab, go to the board you're interested in.

462
00:52:16,490 --> 00:52:17,730
Sorry, go to your appointments.

463
00:52:18,190 --> 00:52:21,330
Go to your appointments, go to the board you're interested in.

464
00:52:21,370 --> 00:52:22,890
So code enforcement, for example.

465
00:52:24,250 --> 00:52:27,790
Internal tracking, financial disclosure, no.

466
00:52:31,120 --> 00:52:36,340
Code enforcement, internal tracking, financial disclosure, no.

467
00:52:39,190 --> 00:52:40,450
That's one more time.

468
00:52:44,020 --> 00:52:49,880
appointments, boards, foot enforcement, internal tracking, financial disclosure, no.

469
00:52:50,220 --> 00:52:55,980
So that shows me everybody that is not recording our records as a financial disclosure filled out.

470
00:52:56,320 --> 00:52:59,960
We go ahead and select all those, and then we're going to send them an email.

471
00:53:01,080 --> 00:53:05,300
And that would be, in this case, we're going to select the financial disclosure email.

472
00:53:05,300 --> 00:53:14,580
We're going to review the email, and before we send it, we're going to verify, in this case, this is for Linda,

473
00:53:16,660 --> 00:53:19,480
and then we would have whatever the attachment is for this.

474
00:53:19,520 --> 00:53:24,300
So we're not going to send this email, obviously, but I just want to make sure you understand.

475
00:53:25,220 --> 00:53:26,920
Okay, yeah, how are you?

476
00:53:27,040 --> 00:53:28,480
Thank you.

477
00:53:28,480 --> 00:53:29,040
You bet.

478
00:53:31,850 --> 00:53:32,710
Other questions.

479
00:53:39,610 --> 00:53:39,750
Okay.

480
00:53:42,040 --> 00:53:49,740
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.

481
00:53:50,060 --> 00:53:53,080
Feel free to reach out to me. Again, I'll be sending out the recording.

482
00:53:54,700 --> 00:53:57,120
Once that's uploaded probably in the next 15, 20 minutes.

483
00:53:57,780 --> 00:54:01,860
That will also have my email and phone number on there.

484
00:54:01,860 --> 00:54:06,200
So you can feel free to reach out to me with any questions you have moving forward.

485
00:54:06,880 --> 00:54:09,860
Cornester, just for you or for you.

486
00:54:10,400 --> 00:54:14,680
Do we have somebody we want to talk to with regards to the widget?

487
00:54:15,900 --> 00:54:16,740
Public widget?

488
00:54:17,300 --> 00:54:17,400
To whom?

489
00:54:19,040 --> 00:54:19,340
Jim.

490
00:54:21,200 --> 00:54:25,260
I think Jim is going to be the point person.

491
00:54:25,780 --> 00:54:25,860
Okay.

492
00:54:26,360 --> 00:54:30,380
Pat, if you can give them Jim's email address and phone number.

493
00:54:34,690 --> 00:54:44,430
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.

494
00:54:44,530 --> 00:54:48,190
But I just want to make sure we get the color scheme right, everything else looks good.

495
00:54:48,670 --> 00:54:50,110
Prior to doing that.

496
00:54:50,470 --> 00:54:51,390
Okay, good.

497
00:54:51,710 --> 00:54:52,970
It will be Gem or Andy.

498
00:54:53,890 --> 00:54:59,810
Well, could you give them both the email address to Jim and Andy from IT, please?

499
00:55:00,690 --> 00:55:09,450
So Jim would be Jay Palmer at Town of Palm Beach, and it would be A.J. Do at Town of Palm Beach.

500
00:55:11,270 --> 00:55:12,130
Got come.

501
00:55:23,130 --> 00:55:32,460
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.

502
00:55:33,830 --> 00:55:36,190
It's Bism boy, not D.

503
00:55:38,690 --> 00:55:42,810
J. A. B. Uh-oh. Yeah. How are you sure?

504
00:55:43,550 --> 00:55:50,390
Yeah, I thought it was to do. It's J. D. O. O. Oh, I'm sorry. I'm wrong.

505
00:55:52,230 --> 00:55:57,870
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.

506
00:55:58,250 --> 00:56:04,590
And then we'll run that back by you all to just verify that that looks correct. And then whenever you're ready,

507
00:56:04,590 --> 00:56:12,490
can move that into the into your site wherever or whenever you see you think that's fitting.

508
00:56:13,590 --> 00:56:15,470
Okay, okay, that was good.