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All right. Well, welcome everybody. This is peak agenda training and we're going to be talking today around the agenda creation and publishing.

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What we're going to be covering today is accessing the agenda in peak. We'll go over the different ways to do so.

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We'll look at the meeting details.

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For those of you attended earlier this week,

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we kind of looked at admin,

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and then we looked at the items yesterday.

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Today we're going to be focusing from the item side.

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We're going to be moving over to the agenda side,

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which will compile all of the items.

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So we'll look at the meeting details related to the agenda.

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We'll walk over the toolbar, the task bar,

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the agenda and how to edit and delete items and sections and so forth. We'll do a little

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discussion on the agenda status and then we'll generate an agenda and packet both for public and

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private and when I say public and council that's just some wording that Granicus put into the

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peak system essentially it's public and private so one would be for your general public and the other

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would be for your members of staff or your county council or county board or city council city board what have you.

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And then we'll go through the process of publishing to a view page and to our legislative app.

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We're actually having now an application that is a device

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agnostic. We used to have iLegislate, which was originally developed on the iPad or the iOS platform.

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But now we have a system where it's completely web-based

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You can go from mobile devices and tablets and it's not tied into a specific application, so there's no download

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We'll walk through unpublishing and

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How you can upload a custom agenda

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Sometimes cancellation notices and notices and things like that. You may want to upload

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That's not that's outside of peak, but you can upload custom documents if you want and then we'll kind of

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Finalize after we've done the publishing and viewing on the view page

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We'll just do a sneak peek into the minutes which is tomorrow once the agenda is published

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If you have any questions, just feel free to either hit me up through the chat or you can unmute yourself.

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I did mute everybody just at the outset, but I did allow everybody to unmute if they want to.

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Anyway, yeah, so just feel free if I'm going over something that you want me to go back over, so I was unclear or I went too fast, just please let me know.

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As I mentioned before, I am recording this.

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So everybody will get a copy of the recording at the end of the session.

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For Megan and Cindy, I did send you access to peak.

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You should have an email in your inbox, just kind of telling you welcome to peak.

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So that way you can set up your password in there.

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So just if you could do that before the end of the day,

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today, otherwise that password goes bad.

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So I just wanted to let you know.

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If you didn't receive the email, let me know that, too.

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But I am going to put my email in the chat, as well.

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Again, it's Michael.kelly at granacus.com.

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You can also email university at granacus.com.

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With any questions you have regarding either future trainings or training recordings or just general questions if you want.

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All right. Well, I already mentioned you could hit me up through the chat window, but you could definitely just unmute yourself and ask a question if we get to a spot that you'd like me to go back over.

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Okay.

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So I'm going to log in into my Granicus Sandbox environment. What I'm going to be using today and I've been using this all week is the Granicus University dot Granicus.com.

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So for like Shimon County it's going to be like Shimon County and I apologize if I'm mispronouncing that mispronouncing Shimon.

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Um, you've you've done better than most, Mike.

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How do you pronounce it?

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It is shemong shemong.

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Okay, and and a lot of times we'll get a shemong or something like that.

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So you are, you are in good shape.

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Okay, good.

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So your website is going to read shemong county.

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Democraticist

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County, it's going to be like Shaman County, and I apologize if I'm mispronouncing that mispronouncing Shaman.

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You've, you've done better than most Mike. How do you pronounce it? It is Shaman.

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Shaman, okay. And, and a lot of times we'll get a Shaman or something like that, so you are, you are in good shape.

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Okay, good. So your website is going to read shemuncounty.cranicus.com for the folks from banning

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California that's banningca.cranicus.com, and then for Susan from Northwaterdale and Lauderdale.cranicus.com.

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So again, I publish the videos up to your dedicated site, and then I publish those onto a training

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view page, which you'll have access to and you can share with your staff and other members.

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And also the interest or the good thing I think about that is that we don't take any of

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these training videos down, they don't expire.

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So if you do have a turnover in staff or you have new members that come on board and you

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want to get their feet wet, it's a nice way to just kind of introduce them to the peak

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system, you know, to try to get them involved and up to speed quick. So, all right. So, I'm going to log in. And typically, your username is going to be your first name dot last name. Again, if I'm logging in here as Mike. Kelly,

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if you wish to change anything relating to your user, you just go up here to the up to your name and the upper right hand corner.

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And then just go to the my account, this will give you the ability if you want to change your first name.

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So again, typically we probably use the formal names.

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You know, like mine might come off as Michael as my email address is Michael. Kelly, but I prefer going by Mike.

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So I just come in here and I can change my name and convention as I want.

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And then if you have a password that you've set and you want to set a different password,

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I typically try to change my passwords around the network passwords that go through.

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So I'm not having to remember 20 different passwords, but it's up to you.

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These passwords are good for 180 days, so which is a lot different.

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I think the most network passwords are usually 36 to your 90 days.

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So you do have a significant period of time.

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And if you do log in, it will prompt you at that 180 first day.

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If you haven't changed your password to change your password, it is a, I think it's 12 characters, upper and lower case special character.

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So pretty standard, I think across most applications.

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Okay.

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So when I've logged in, it takes me to the, what we call the peak dashboard.

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And I've done some work this week in here already, so just for those of you joining today.

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I will try to do a little bit of review, so I don't lose everybody on this call.

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On the dashboard, it will show you the items created by you, so I'm logged in as Mike Kelly.

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I've got nine items in the system that I've created.

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Again, those items are in a variety of statuses or buckets, so we've got draft, in review.

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and approved. Those buckets as the item goes through a workflow process, that will change the status from draft to review to approved.

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You'll also see on the dashboard are list of meeting cards, kind of laid out like a poker Texas Holden type thing.

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You can navigate before or after or I should say you could navigate to previous meetings using the arrows or the carrots over here or you can navigate to future meetings by using the right hand carrot for today's purposes and this week we've been using the budget and finance committee meeting for tomorrow on the 11th.

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And that's going to be important because tomorrow we're going to be doing a set of minutes, which will be kind of coincide with the date and the time of the meeting.

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Now you can navigate to the agenda by doing a number of different things you can click on the meeting card that will take you into the agenda.

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And you'll see the date in the upper left hand corner, the title of the meeting body and then you'll also see the meeting type.

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So if you're doing a regular meeting, or a special meeting, or a budget workshop, that will show below the meeting body.

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So see that the agenda is currently editable. And then it tells you to lock the agenda. You click the editing agenda button on the toolbar on the left. You can add new agenda items and sections from the toolbar as well.

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So we're going to go through this toolbar or task bar over here. What they were referring to is this little padlock here. Typically when you're going to be publishing the agenda, you'll lock the agenda.

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and that will disable the adding section and adding item function so that people can't

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sneak something in on you after you're ready to publish the agenda. Most of you that are on the

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call here are listed as administrators. So you do have the same permissions that I'm going to be

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going through today and clicking on the editing button or the locked on locked padlock.

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Okay. Just a couple of other things in here. We've done the way we've set up our agenda for this particular meeting body is we're doing our sections in Roman numerals and we're doing our items in letters. So Roman numerals followed by letters. You can see we have two items in new business and that is really all we have in this agenda right now.

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I am going to walk through and put another item on this agenda just so we have I can walk through the consent calendar.

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I'm actually going to move one of these items and show you how to move within sections today as well.

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Okay, so let's do that actually to get started.

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We're going to go ahead and create a new item or let me see if I have items that are created that maybe I want to just attach to this meeting.

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Okay,

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I do have a couple of items that I put on the 825 meeting, so I'm going to actually move, so you can see here under the all items and then under the my items category.

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You can see in the draft category that there is this budget update report that is tied to the 825 budget and finance committee meeting.

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Now, if I want to move this from the 825 to the 811 meeting and just click on the pencil.

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This brings me into the form that we were talking about yesterday.

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We have the budget update report.

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Perhaps this is just an action that's just received the report.

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The item type, in my case, is under reports in the selenious.

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Who the drafter is, who the department is, what the meeting body is.

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What the current meeting date is set for and then the current section.

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Now, if I change the meeting date from 825 to 811,

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you'll notice the section goes away.

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The reason for that is that you may have different sections on a different date,

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then you do on 825.

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So the system is not smart enough to know, hey,

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I'm changing the date what section do you want to place it on.

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So I'm going to place this on consent. Again, to change the section, you can just use the scroll to scroll down or you can start to free form type, so my KC, oh, and it'll start to fight or narrow down those topics. So based on the number of sections you have, if you have a lot of sections, sometimes typing in the section will help you navigate to that section quicker.

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We did put in our custom fields, a better movie,

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Oppenheimer, or Barbie, 2023 goals, our co-author,

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excuse me, co-author, whoever we wanted to place on that,

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does this item require additional funding,

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and then if we have any attachments related to this item,

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like the budget report, for example, we can browse the computer,

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go to our attachments, find an item that we want

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to place on that item and then we can name that item whatever we want to call it.

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So I'm just going to call it budget report

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and go ahead and hit save.

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So once I've done that from the item, I can navigate to the agenda that that item appears on.

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So I mentioned before there's a couple of different ways you can get to the agenda you're working on.

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One is if you're working in an item that's tied to that meeting, you can click the view agenda on the item taskbar and you'll see it's going to take me to the August 11 meeting and now I have that budget update report under consent.

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Okay, a few other ways you can get to the meeting one I mentioned initially was you can go to the

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The meeting card. Click on the meeting card. That will take you there. The other option is under the meetings tab. You'll see a list view on the left hand side and then there's my budget and finance committee. And I can click here or over here on the right hand side on the calendar view. I can click on to the item within the calendar.

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you can also filter your meetings here as well. So if I want to just look for budget finance

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committee meetings, you can see I've got one on the 11th and then another one on the 25th,

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and you can of course toggle by month as well and it will give you that list view on the left hand

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side and the calendar view on the right hand side.

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Okay, so I'm going to hop back over to my meeting on

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August 11th. So I'm just going to click on to this from the calendar.

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And again, here we are

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with our agenda sections. And then it'll actually show you the agenda items listed under

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that section. I should say the number of items listed under that section. You can expand the

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individual section to look at just the items related to that section. Or there is a period that

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you can see there's an expand all sections and that expands all sections.

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Okay, close all sections, same thing.

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Okay, now as we move down the task bar, we have the first thing we come to is what we call the meeting details.

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So when we created the meeting on day one, we created a series of the meetings. So when you're creating

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meeting, whether it's county council or supervisors or city council or planning commission,

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whatever the meeting body is, when you create a new meeting, it asks you, what do you want to

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it ask you? Do you want it to be a one-time meeting or recurring meeting?

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And so when you do that, if you set the recurring meeting, it will set the repetition or the,

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the recurrence of that is. So in my case, when I went in and created the budget and finance

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committee meeting, if I go into the meeting details, it's going to give me the details of the item,

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excuse me, details of the meeting. It'll tell you that this is a recurring meeting,

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and on the right, you'll find a list of the meetings in the series. So you can see again the 11th,

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25th, the September meetings November, December, etc. Okay.

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It'll also show the meeting body.

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It'll show the meeting location. Now this is the default meeting location. So if we wanted to

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change the default meeting location, but just for the 8, 11 meeting, some clients will have like

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town council chambers. I think holds about 30 or 40 people. So if they're expecting a large turnout they'll hold it somewhere else.

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So you could say instead of we're having this at the council chambers, we're having it at the senior center.

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And that address is different, that is at, you know, two, three, four, grant street,

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and then city city state zip code.

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It also shows the meeting type that again dictates the, the gender sections, the date of the meeting, the start time and the end time.

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And then if you submitted an item submission deadline or a cutoff time, what this is referring to is if you want to cut off the period where somebody can submit an item.

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So today let's just, now most people will submit the item submission deadline either the week or two weeks prior to the actual meeting date.

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So in my case, I would probably set it to be eight four at maybe close a business or some people do it at noon, but I'll just say four PM on eight four is the submission deadline date.

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Obviously that's been gone in the past, but I'll show you what that looks like when the drafter logs in to create an item and try to attach it to this agenda.

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Mike, can I end up for one second?

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Absolutely.

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Susity.

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The start of end end.

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Is that end time.

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What is that time to?

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Yeah.

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So if you're webcasting with us,

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I'm trying to think if you are.

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Well, no web live streaming.

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Live streaming?

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Okay, so if your live streaming with us, there's another application that does the starting and stopping of the encoder, what that typically means, the end time, it's usually if you're using what we call an auto start function.

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Okay, so if people don't actually interface with the meeting as it happens, I worked with a client in Guembleau, Colorado who didn't have the staff to actually work the meetings.

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So what they would do is they would set, and there's an advanced setting for your media to auto start the recording,

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and they would set that end time to be something out into the future quite a long way.

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So more or less if you're trying to say what's your longest meeting or what's your typical meeting, and then I usually say add an hour to it.

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OK, if you're meeting the end, do I see it's got a little

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extra, it is a required to put that in there.

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It is the default is an hour.

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It doesn't really matter.

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I mean, I say it doesn't really matter because if you're actually

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live streaming or live streaming the recording,

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you're going to be interfacing with it.

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And there's an option for you to extend the time.

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OK.

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Yeah, that's good question.

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The end time is really just related to when

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that if you were using that auto function,

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when you want to stop the recording.

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So, thank you.

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Yeah, you're welcome.

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Good question.

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All right.

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Actually, actually, while we were there, sorry,

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that I was navigating away, we'll go back to the meeting details.

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Even if you are not webcasting with us,

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there is a section, sorry, is a section down here

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call it bad settings.

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Or those of you not webcasting these media options are not super important, as well as the encoder.

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But the archive folder you can force where you want your meeting to go to.

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So if you have, like let's say committee meetings and you don't have a folder for every committee meeting,

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maybe you're just housing every committee meeting under a term called committee meetings.

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So you might have your budget finance, you might have your planning commission, you might have your parks and recreation under a folder. You can select the folder you want to place them on. And you can also force the view page you want to place them on by default.

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I'll show you how when we go to the publishing later on today how you can select different view pages.

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But a lot of times clients will just select the view page that they're going to use by default.

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And then it's literally one less click when they go through the process.

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So I'm going to go ahead and save my changes there.

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And just to show you what it looks like when somebody tries to submit an item,

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When that item submission deadline is passed, so we did set that submission deadline to be the fourth, I believe, I hope that's what I said it for.

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And I'm going to log in as my drafter. So we use our buddy Joe drafter yesterday for drafting a couple of items. We also used him in some of the approvals as well.

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Well, let's say I want to go ahead and create a new agenda item, and you can see, again, Joe is a drafter, so he doesn't have access to creating meetings.

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If he clicks into the budget and finance committee, he does have the ability to view E agenda, so he can see the items on the agenda, he can see where his items if he has any on the agenda where they would be.

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And this one happens to be his can tell the difference because it has a pencil on it versus an eyeball for items that he would like to view.

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So you can view items. Again, if you are a drafter, there'll be in read only function. You can open up different attachments and so forth and view those as well.

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However, I don't have any access to any of the toolbar over here, they're all kind of

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great out.

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If I click on to it, it either does nothing or sometimes I will get a message that will

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tell me permissions not allow, I think.

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You did not permission to perform that action, okay?

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If you think you should have permission to perform it, please contact your administrator, so

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you might get a call or two on that.

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So I'm going to go ahead and create a new agenda item, open up my form, and then I'm going to start to submit my item.

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So I'm going to say this is going to be minutes for July 15th, budget, midi, meeting, and you're suggested.

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Section might be or your recommendation might be approved or adopt. Sorry, approve or adopt

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the minutes or July 15 budget committee meeting. Yes, it's budget finance actually.

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Just a

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budget and finance, mini meeting, the item type, so I have a set of minutes or the item type again to categorize your item that Department so

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who actually Joe was tied to the administrative services, sorry, and then you can see where my

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head goes, bearing line department. So let's see, meaning body, budget and finance committee.

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Now, the meeting date, you'll see it doesn't give me the option for 8, 8, 11, which is really what

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I want to put it on. It only gives me the ability for 8, 25, and further out to the end of the year,

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which is what I've scheduled the recurrence for.

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So it is a required field in my case.

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So I'm going to go ahead and select the 825.

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I'm going to put it under where I expect it to go,

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which is consent.

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And then I can fill in my custom, excuse me,

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my custom fields, whether they're required,

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again, required has the red-astric optional fields,

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do not have the asterisk,

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but you can of course fill those in if you have them.

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So better movie, 2023 goals, got to play more golf, read more travel, co-author, somebody

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that may have helped you with this item, you can put the co-author in there as well.

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Let's see, LoonsAppa, that seems like a good one, and then does this require additional

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funding when I was just a set of minutes, so it doesn't require any funding.

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And then if I want to place those minutes, the actual minutes document on here, I would look for my minutes.

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There's my set of minutes there, and I'm going ahead and open that up and then hit create.

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Now the way my items are set up is that I can send this through an approval process, depending on what that approval process is or was.

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So once that word, excuse me, once that document opens up or completes its upload, I have a new item with in draft, and then I would select what my process is to submit that item for approval.

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Okay, so we'll go ahead and use this workflow. I'll just get it started and initialize the workflow,

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but I hit that button.

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Yeah, okay, and because I'm the first person actually to approve this, I'll just go ahead and hit the green thumbs up, and that moves it along now it's going to Mike Kelly here, but what I want to do is I want to put this item on the 811 meeting and I can't do it because I'm a drafter.

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don't have the permissions. So if I want, I can reach out to Mike, who I know is an admin,

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but more often it's probably going to be either the the the clerk's office or the city

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secretary's office or you know whoever handles the actual publishing of the agenda. It might be the

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city manager or the city admin or the county administrator who basically makes the call as to what

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is on to the meeting. But for today's purposes, I'm going to assume Mike has the, as the secret

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sauce to get it on to the agenda. So I'm going to reach out to Mike here and I'm just going to say,

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hey, Mike,

273
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I submitted these minutes for approval. But can we put them on the 811

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I know I missed the deadline so apologies always help I guess so can we put that on the

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A11 meeting and then I just go ahead and question mark I know that missed the deadline and I

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go ahead and hit comment and what that's going to do is that's going to send an email to Mike it's

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to put that information into the history, telling Joe that I was telling Mike Hayes

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admitted these items for approval. And now I'm going to get an email as Mike,

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and bear with

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So just one second, look like you now, come in.

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I'm always on there. Here is the email.

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There we go. Sorry. Okay. Hello, my Kelly minutes have been submitted by Joe for your approval. The finance committee blah, blah, blah, blah. Okay. So this is the actual title of the item. And then the excuse me, the email related to the comment.

283
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Is this one?

284
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Showedroctor has made the following comment on this agenda item.

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The minutes, this is the title of the item.

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The minutes for the July 15th budget and finance committee meeting.

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And then there's my mic, I submitted these items.

288
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I know I missed the deadline.

289
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So for Mike, you can do a couple of different things.

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One, you can click on to the link from the email.

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Either email will take him to the item.

292
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Or what I can do is I can log in as Mike.

293
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Again, this is just a little bit of a review from yesterday as well, but I did it.

294
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I can log in as Mike and what you'll see on the dashboard is the items that we're waiting my approval.

295
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So if you click on the link from the email, I'll take you directly to the item.

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If for whatever reason you delete the email, go to your junk mail and you don't see it.

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If you do log in and click on to that from the dashboard, it will take you to the items tab and to the section or the bucket called needs my approval.

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And there you can see the minutes for the 15th.

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If I click on the pencil, it takes me into the item.

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I can see the note over here.

301
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Oops, you can see the note over here.

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I can also see the note in the, in the history.

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And so what I can do, as the,

304
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sorry, what I can do is the administrator,

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if I decide I want to approve that,

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is I can go in and I can change the meeting date.

307
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You can see that because on the admin,

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I have the ability to override that meeting date,

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or that submission deadline date. And then I can just select where I want to place it. So I

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know minutes go on to consent agenda. So I just make the change to the meeting date.

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If there's anything I need to review like the document, I can click on to the document and open it up.

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This brings me into, you know, the set of minutes. I'm saying, okay, let's, okay, everything's fine.

313
00:32:37,430 --> 00:32:47,650
So, this is, again, just to approve the item to go on the agenda, the commission or the committee or the council is going to approve those minutes.

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And that's what we're going to go through tomorrow when we do the minutes to show the motioning and voting and so forth.

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So now I've saved that information that also will be in the item history under the person who made that change.

316
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So I simply changed the date, the section and the meeting date.

317
00:33:10,470 --> 00:33:13,410
I didn't actually change the section because it was on consent before.

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But I just changed the value from 825 to 811.

319
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Okay. Now, if I, and if I wanted to reach back out to Joe when I send, he Joe, no worries.

320
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I haven't added it to the A11.

321
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So that'll send Joe a message back just letting him know, hey, it sent it there.

322
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Now Joe could obviously go to the dashboard, could go to the budget and finance item.

323
00:33:48,440 --> 00:33:57,000
I budgeted finance meetings, excuse me, and then under consent, he could see his items here related to that.

324
00:33:57,780 --> 00:34:00,920
So I did never actually didn't approve that items. Let me do that.

325
00:34:01,700 --> 00:34:05,700
So if I go into the needs of my approval, I moved it, but I didn't approve it.

326
00:34:05,920 --> 00:34:10,810
So I'm going to go ahead and do that. So approval status.

327
00:34:12,510 --> 00:34:18,710
go ahead and approve and then if I know that Mani is out of the office I can move past

328
00:34:18,710 --> 00:34:21,230
Mani and just skip over Mani.

329
00:34:21,470 --> 00:34:26,090
Now, Mani would receive an email letting him know that we skipped him over this thing.

330
00:34:26,230 --> 00:34:29,930
If there was somebody else we wanted to have fill in for Mani, we could do that too.

331
00:34:31,190 --> 00:34:39,330
So I'm going to go back to my agenda, right now I've got my two items in consent and

332
00:34:39,330 --> 00:34:48,590
With admin privileges as well, you do have the ability to actually mark an item as approved without going through the work well.

333
00:34:49,210 --> 00:34:54,330
So that is a setting in administration that you can essentially override for admins.

334
00:34:55,850 --> 00:34:59,190
So if there's an item you need to essentially force to get onto the agenda.

335
00:35:00,300 --> 00:35:15,060
Either got the green light from somebody that you've got the, I guess, set the secret sauce to do that, or the, maybe not this, yeah, I don't know what you would call it, the key to the city or the key to the county.

336
00:35:15,900 --> 00:35:23,020
But now you can see on my dashboard, sorry, that the four items I have scheduled are the four items I have approved.

337
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And so this circle here is full circle of green, this gives me a warm and fuzzy that at least somebody or a number of people have at least a dressed or looked at the items that are going on to that agenda.

338
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So that gives me some confidence that, you know, I can go and publish this agenda without having any issues.

339
00:35:49,230 --> 00:35:51,350
questions on that so far.

340
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If, for example, I wanted to add a second.

341
00:36:01,970 --> 00:36:02,650
Oh, yeah, sorry.

342
00:36:02,970 --> 00:36:03,810
Do you have one question?

343
00:36:04,170 --> 00:36:04,870
So often,

344
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drafters.

345
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What we currently call creators.

346
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Drafters of items will then

347
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will under peak have access to

348
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a draft meeting to see if there.

349
00:36:18,710 --> 00:36:20,170
I just want to make sure that it's clear.

350
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Because I get a lot of calls from department heads.

351
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Because currently they can't see the meeting until I've closed it.

352
00:36:30,150 --> 00:36:31,970
But what you're saying is all drafters.

353
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So those home calls should go away.

354
00:36:34,730 --> 00:36:36,450
But this is a question perfect.

355
00:36:36,870 --> 00:36:43,190
Yeah, if they wanted to, there's a setting here that says drafters can view drafter genders.

356
00:36:44,650 --> 00:36:49,790
Sometimes clients don't want their drafters or creators, as you put it, or authors,

357
00:36:49,790 --> 00:36:54,770
to be able to see draft agendas until the agenda is marked as final.

358
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If you have this unchecked, your draftors can view the agenda

359
00:36:58,810 --> 00:37:00,590
when it's in a final status,

360
00:37:02,130 --> 00:37:03,830
I don't necessarily see the harm

361
00:37:03,830 --> 00:37:08,510
and having a draft or be able to see where their item is on the agenda

362
00:37:08,510 --> 00:37:09,830
because they may want to,

363
00:37:10,930 --> 00:37:13,910
if these are time, I don't want to say time sensitive,

364
00:37:14,070 --> 00:37:16,090
but if they're time allocated maybe,

365
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And that person has to present that item.

366
00:37:20,450 --> 00:37:23,770
I want to know if it's, if it's in new business,

367
00:37:24,070 --> 00:37:27,570
is it last a new business or is it the first a new business?

368
00:37:27,610 --> 00:37:29,390
Like I want to know where it is on the agenda.

369
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And that would kind of dictate how late I'm sticking around

370
00:37:32,410 --> 00:37:34,670
for the meeting, like if it's a night meeting, obviously.

371
00:37:35,390 --> 00:37:38,790
If it's a day meeting, it allows me to kind of book my time

372
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as to how I'm spending my day because I have to be at that meeting

373
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between X and Y. So I can get other things done and I'm not sitting in the audience waiting

374
00:37:48,910 --> 00:37:54,690
for me to call. So I don't see a problem with it. I do have clients that don't want their

375
00:37:55,770 --> 00:38:02,570
draftors to view them until the agenda is quote unquote final. But either way, you know,

376
00:38:02,730 --> 00:38:06,810
whatever your preference is, you can say. I think it's a great option to have. And I think it

377
00:38:06,810 --> 00:38:12,290
And also allows the directors to see where in the workflow process their item is.

378
00:38:12,530 --> 00:38:17,810
That's right, so they will always, they will always be able to see where it is in the workflow.

379
00:38:19,090 --> 00:38:24,550
This doesn't have to do with the workflow because that's the, that's related to the workflows related to the item.

380
00:38:25,450 --> 00:38:36,190
So they can always see where their item is in the workflow and they can also typically see if they've started a workflow.

381
00:38:36,190 --> 00:38:38,650
let me just show you.

382
00:38:42,070 --> 00:38:46,070
They'll also be able to see under the item, sorry,

383
00:38:48,680 --> 00:38:49,380
who the current

384
00:38:49,380 --> 00:38:55,560
approver is. So within the workflow or within the agenda, they'll be able to see, you know,

385
00:38:55,640 --> 00:39:00,600
who the current approver is. So you may have an item, by the way, and this is to point out,

386
00:39:01,020 --> 00:39:05,380
you may have an item that's in review, you may have an item that's in draft that does not prevent

387
00:39:05,380 --> 00:39:10,180
you, or does, and there will be one second. I'm going to close my window here. I got the weed whackers

388
00:39:10,180 --> 00:39:11,040
Come on, I mean,

389
00:39:30,300 --> 00:39:32,180
sorry, Thursday's my least favorite day.

390
00:39:35,720 --> 00:39:39,020
So yeah, so let's see what I was saying.

391
00:39:39,340 --> 00:39:45,580
This is in. Oh, yeah, it does not prevent you from downloading and publishing your agenda.

392
00:39:45,740 --> 00:39:51,220
If you have items that are in a different status than approved, my

393
00:39:52,520 --> 00:39:57,100
my feeling on that is I like to see all the items.

394
00:39:57,780 --> 00:39:59,980
in an approved status that gives me a

395
00:40:00,000 --> 00:40:24,580
And fuzzy that I said, at least it tells me somebody's looked at the item, even if it's not me. And I'm publishing it that somebody's reviewed that item at some level. So that that's my feeling on it, but it does not, the system does not prevent you from publishing items that are not in that approved status. I just want to point that out.

396
00:40:24,580 --> 00:40:26,020
That's very different for us.

397
00:40:26,520 --> 00:40:28,380
Yeah. Yeah.

398
00:40:28,380 --> 00:40:32,800
I mean, again, I would expect if you're using an approval process that that would be the case.

399
00:40:32,860 --> 00:40:34,300
I mean, that would not be the case.

400
00:40:35,100 --> 00:40:42,100
What we do have clients that have a very small shop and even the people that are submitting the items are the people publishing the items.

401
00:40:42,960 --> 00:40:45,120
So there really isn't a review process.

402
00:40:45,420 --> 00:40:50,280
I mean, if you're creating the item and you're also publishing it, you're the person that reviews it.

403
00:40:50,280 --> 00:40:53,900
So, if there's not a big review process there,

404
00:40:55,420 --> 00:40:58,320
whether you want to send yourself an email to approve it

405
00:40:58,320 --> 00:41:00,120
or you do the set to approve,

406
00:41:00,240 --> 00:41:03,900
because I've created it, and I've posted it, and I'm ready to go.

407
00:41:04,620 --> 00:41:06,360
You can do all of that, of course.

408
00:41:08,800 --> 00:41:12,020
But I would expect if you're using the approval process,

409
00:41:12,060 --> 00:41:13,500
that would be the expectation.

410
00:41:14,460 --> 00:41:17,320
But you're not forced, I guess is what I'm telling you,

411
00:41:17,320 --> 00:41:22,240
that, if you get an item that you can't get through the approval process, you can still

412
00:41:22,240 --> 00:41:30,500
publish the agenda. But I think most people will either approve it or get the verbal approval

413
00:41:30,500 --> 00:41:36,640
from somebody and move past that person, like I did with the many situation, or they'll edit

414
00:41:36,640 --> 00:41:42,700
the workflow and then modify that so that whoever's covering for many can't approve that item.

415
00:41:42,700 --> 00:41:44,840
Great. Thank you.

416
00:41:45,140 --> 00:41:45,200
Sure.

417
00:41:46,700 --> 00:42:00,220
So if you do have a situation where and what we were talking about and I'll just kind of go back over meeting bodies and meeting types, the meeting type that we're working in is the budget and finance regular meeting.

418
00:42:00,220 --> 00:42:06,380
So, it has all of our standard sections, our numbering convention.

419
00:42:07,460 --> 00:42:09,760
So, again, we're using Roman numerals and letters.

420
00:42:10,180 --> 00:42:20,400
If we decided we wanted to change this, we could change this on the fly and do numbers and numbers and letters if we wanted to change it.

421
00:42:20,400 --> 00:42:22,780
You can see it would read adjust those.

422
00:42:23,760 --> 00:42:28,780
The other thing if we're going to add a section to the meetings going forward,

423
00:42:28,780 --> 00:42:41,760
You would want to make the change here, so if we're adding a new section, that's going to be on all the meetings going forward, you would add it under the meeting types and you would click add section.

424
00:42:42,480 --> 00:42:47,640
Then you would name the section, whether it's numbered or not numbered and then you would save it.

425
00:42:47,860 --> 00:42:54,180
But there are going to be instances where you're going to have and sometimes executive session is one of these closed session.

426
00:42:54,180 --> 00:43:00,980
But usually it's more like these one-offs that happen once a year or once once in a while.

427
00:43:02,140 --> 00:43:09,080
And if you're in that meeting, so I'm in the 11th meeting for the 11th.

428
00:43:09,340 --> 00:43:13,100
And I want to add a section just for this meeting on the 11th.

429
00:43:14,380 --> 00:43:23,340
So if I click add section and sometimes you'll see like swearing in a new board members or new county members or new committee members,

430
00:43:23,340 --> 00:43:29,420
That might be something that shows up pops up once a year, once every two years, whenever you do elections or

431
00:43:31,900 --> 00:43:33,620
Excuse me, I'll point this

432
00:43:34,420 --> 00:43:36,380
The other thing might be like

433
00:43:37,880 --> 00:43:40,240
See I'm doing all uppercase, so

434
00:43:41,340 --> 00:43:42,900
That I'm sorry

435
00:43:44,080 --> 00:43:45,780
Validation of election

436
00:43:47,000 --> 00:43:47,560
Results

437
00:43:48,140 --> 00:43:52,040
So maybe it's the city or the county's election results

438
00:43:52,720 --> 00:44:04,960
and I want to save that. Now, what that's going to do is that's going to put the section down here at the bottom, okay, and let me just look at the whole business real quick.

439
00:44:05,600 --> 00:44:14,900
Okay, so I was a bolding and underlying which I did not do on the validation of election results and I didn't number it. So I can click into the pencil.

440
00:44:15,880 --> 00:44:22,580
I can swipe my validation of election results, bold, italicized, excuse me, bold and underlined,

441
00:44:23,460 --> 00:44:26,540
and then I can number it and then hit save.

442
00:44:28,120 --> 00:44:32,100
So the section is still at the bottom of the agenda.

443
00:44:32,740 --> 00:44:39,660
Then I just use the drag drop to move the section to where I want to place it on the agenda.

444
00:44:40,600 --> 00:44:51,660
Okay, and you can see as I move it, it adjusts the value or the section number or letter related to where I drop it.

445
00:44:53,140 --> 00:44:59,280
Okay, so now I've saved that section, and then within I'd excuse me, within sections.

446
00:45:00,000 --> 00:45:23,000
Can move items within sections to different orders. So same thing, it's going to relabel, read number, however you want to put it, the items. So I've got my minutes first, then I got my budget update report. Again, if you do any of these changes, which make sure you hit save and you can update that.

447
00:45:25,340 --> 00:45:36,060
The other thing I wanted to point out was, you cannot move items within sections by using this drag drop function.

448
00:45:36,260 --> 00:45:41,420
So if I wanted to move this up to a different section, it doesn't know what to do.

449
00:45:42,080 --> 00:45:52,000
However, if I do want to move an item either from consent to new business or new business to old business, what have you,

450
00:45:52,000 --> 00:45:56,160
I can say here at it,

451
00:45:58,240 --> 00:46:02,220
and then this item is locked because it's gone through the approval process, right?

452
00:46:02,680 --> 00:46:08,240
So because I'm an admin, I can unlock it, your drafters wouldn't be able to do this.

453
00:46:10,440 --> 00:46:20,420
And then there's my date, there's my section. Now if I want to change the section for this item, I can click on the little x next to new business.

454
00:46:21,160 --> 00:46:25,820
And it removes the section, but in my case, this is still a required field.

455
00:46:26,740 --> 00:46:35,260
So I can, instead of new business, I can mark this to consent and then hit the save button.

456
00:46:37,150 --> 00:46:40,770
And then if I scroll back up here and go to View Agenda,

457
00:46:43,770 --> 00:46:45,590
you can see now in consent.

458
00:46:46,310 --> 00:46:53,130
I've got that contract for the walkie talkies for the police department in here now as item 3 or item C.

459
00:46:53,130 --> 00:46:59,010
And again, now that it's within the section, I can then move it into the order that I want.

460
00:46:59,570 --> 00:47:02,270
It's kind of relabel or renumber those.

461
00:47:03,690 --> 00:47:06,330
So, Cindy, from your question, like, where would I go?

462
00:47:06,670 --> 00:47:10,750
Well, I guess there's always a chance that they might move it on you when you last saw it.

463
00:47:10,850 --> 00:47:12,450
Like, hey, I thought I was showing up first.

464
00:47:12,510 --> 00:47:13,670
Now I'm third.

465
00:47:14,490 --> 00:47:21,630
I don't know how to prevent that from happening, but the way that the order comes in is how they're submitted.

466
00:47:21,630 --> 00:47:51,610
So, the first item submitted would be first, the second item submitted be second, but a lot of people like to have or clients excuse me, maybe like to have all their resolutions together, then their ordinances, then their reports or their reports first resolutions ordinances, and with their consent items, maybe they want to do their minutes first, it reports next, and then any kind of other kind of specialty item.

467
00:47:51,630 --> 00:48:03,730
but fall under a specific dollar amount that they want to record it as. The other thing here is that you can remove items.

468
00:48:04,550 --> 00:48:18,110
So let me just go ahead and save this. You can also remove. There's the pencil to edit. There's the black of the better term here. The plus or whatever the cross here.

469
00:48:18,110 --> 00:48:23,290
for the drag drop function, and then there's an X here to remove.

470
00:48:24,210 --> 00:48:28,910
So if I wanted to remove this item from this agenda,

471
00:48:29,050 --> 00:48:32,810
but I don't know where I wanna put it on the next agenda,

472
00:48:33,710 --> 00:48:37,870
I can hit this little X, and it will tell me,

473
00:48:37,990 --> 00:48:40,870
are you sure you wanna remove this item from the agenda?

474
00:48:41,510 --> 00:48:44,390
You will be able to add it to an agenda later.

475
00:48:44,390 --> 00:48:57,370
So if I hit remove item, it removes it from that agenda, it doesn't delete the item, it puts it into a category called not schedule.

476
00:48:58,650 --> 00:49:08,450
So the not schedule bucket, there's the walkie talkies here, it puts it into that bucket and then I can bring that item back to a future agenda if I want.

477
00:49:08,450 --> 00:49:17,170
Or I can add it into, I can add it to the agenda, if I remove it in error.

478
00:49:18,590 --> 00:49:29,250
The same thing will happen is if you are on your meeting and you remove a section and that section has items.

479
00:49:29,250 --> 00:49:38,050
So if I was to delete the consent agenda, it would remove both of these along with the

480
00:49:38,050 --> 00:49:44,310
section, but it would put the items into that item's category of not scheduled.

481
00:49:45,830 --> 00:49:53,630
Okay, so there isn't, this is the next question that usually comes up, is there an undo button

482
00:49:53,630 --> 00:49:59,970
or a go back or a way back machine or something, if you delete the section, you can add the...

483
00:50:00,000 --> 00:50:29,640
Action back, but you can't just hit the undo button. There's no. I think control z will work within the item itself. So if you type up some stuff, and then you can do control z, it'll, yeah, control z will help you get back to where you were within the item. But there isn't a control z with regards to this. Oh, okay. So there's my walkie-talkie.

484
00:50:29,640 --> 00:50:35,040
Now, it does put it into the items, sorry, it does put it into the not scheduled bucket.

485
00:50:36,140 --> 00:50:44,020
That is the one exception for if you have a meeting date and an agenda section as being a required field.

486
00:50:47,610 --> 00:50:55,470
So if it's a required field, it will allow you to bypass that if you remove the item.

487
00:50:55,610 --> 00:50:58,530
So I just want to point that out because it is a little bit different.

488
00:50:59,630 --> 00:51:09,270
If you try to remove an item, if you try to remove an item or change an item, that doesn't,

489
00:51:09,570 --> 00:51:10,830
that those fields are required.

490
00:51:10,930 --> 00:51:17,030
If you're doing it within the item, you would essentially need to, if you wanted to save

491
00:51:17,030 --> 00:51:21,950
the changes, you would have to, in my case, select the meeting date and the agenda section.

492
00:51:21,950 --> 00:51:37,330
Now some clients don't make these mandatory fields, you don't have to, I like to try and make as many of the fields that I want to make sure get on the agenda item or the agenda report to be mandatory.

493
00:51:38,550 --> 00:51:45,750
So I don't want someone skipping over something just because they don't have to fill it in, that's going to just add more work for me on the back end.

494
00:51:45,750 --> 00:51:51,510
Where did you expect this to go? What meeting data are we looking at to have this go on?

495
00:51:52,250 --> 00:51:57,090
They don't know, that's okay. This is going to be on a future date to be determined. That's fine.

496
00:51:59,350 --> 00:52:03,770
And that's kind of up to you as far as whether you want to make these fields mandatory or not.

497
00:52:05,510 --> 00:52:13,810
Okay. The other thing I wanted to mention, sorry, is that if you do have an item that is in

498
00:52:14,990 --> 00:52:21,170
that non-scheduled bucket, you do have the ability to add an item. So we added the section,

499
00:52:21,290 --> 00:52:28,450
which was the validation of election results. We hit add item. This will look for existing

500
00:52:28,450 --> 00:52:33,710
items first. So what it's looking for is any item that is in that non-scheduled bucket

501
00:52:34,350 --> 00:52:41,010
and you can grab that item and then tell it where you want to place it. Now you can see when I go in,

502
00:52:41,010 --> 00:52:43,810
I'm actually in the August 11th meeting.

503
00:52:44,350 --> 00:52:46,150
So I have the ability to lay it

504
00:52:46,150 --> 00:52:48,950
into this validation of election results section.

505
00:52:50,330 --> 00:52:52,990
I don't want to, but I have the ability to do that.

506
00:52:53,530 --> 00:52:56,390
And then if I want to move that to new business

507
00:52:56,390 --> 00:53:00,850
or old business or consent, I'll put it in consent,

508
00:53:01,370 --> 00:53:02,890
just because for the minutes tomorrow,

509
00:53:03,030 --> 00:53:07,730
I think it'll be helpful to have more than two items in consent.

510
00:53:09,150 --> 00:53:11,490
So we've got our three items in consent.

511
00:53:13,150 --> 00:53:14,990
We've got our one item in new business.

512
00:53:15,610 --> 00:53:17,910
I'm happy with the order of everything.

513
00:53:18,450 --> 00:53:19,650
So I'm going to go ahead and hit save.

514
00:53:24,940 --> 00:53:27,580
So added section added item.

515
00:53:27,600 --> 00:53:30,680
Again, we can remove a section just by hitting the trash can.

516
00:53:31,080 --> 00:53:32,380
So validation of election results.

517
00:53:32,600 --> 00:53:34,140
We can hit the trash can.

518
00:53:34,220 --> 00:53:35,340
If we need to.

519
00:53:35,620 --> 00:53:37,320
The next step is downloading.

520
00:53:37,320 --> 00:53:44,720
So we can actually see what this is going to look like when your constituents access the agenda from the website.

521
00:53:46,680 --> 00:53:49,520
So we're going to download and you're going to have a couple of different options.

522
00:53:49,700 --> 00:53:54,780
So when we were talking yesterday about items, you had the cover page and the item packet,

523
00:53:55,060 --> 00:54:00,660
which the cover page is your staff report or your agenda bill or your agenda item memo.

524
00:54:02,700 --> 00:54:09,280
Your agenda packet is like the item packet, but it's the combination of all of the item packets.

525
00:54:10,660 --> 00:54:18,060
So when you're downloading to view the agenda, you can download it in Word, PDF, or HTML.

526
00:54:19,740 --> 00:54:29,660
When I'm downloading it, if you want to download it in Word, because you're going to bring it and redline it and do whatever you want to do to like a free committee council meeting, something like that.

527
00:54:30,180 --> 00:54:39,960
But I try to download it in whichever format I'm going to be publishing it in because that gives me the look and feel of what it's going to look like when I do publish it.

528
00:54:40,540 --> 00:54:44,500
So I'm going to download the agenda in a PDF. I'm going to hit this download button.

529
00:54:46,120 --> 00:54:48,400
And then this is going to open up the document.

530
00:54:50,780 --> 00:54:53,520
Yes, so it's mine up here. So I'm just going to grab this.

531
00:54:54,380 --> 00:54:59,000
You may on the first or second turn it may give you a pop-up blocker.

532
00:54:59,000 --> 00:54:59,960
So, you

533
00:55:00,000 --> 00:55:08,220
It says, allow from shemuncounty.granticus.com. It's usually a one-time thing in your browser. So, whether

534
00:55:08,220 --> 00:55:14,620
if you use the same type of browser, but if you vary your browser from Firefox to Google to Chrome

535
00:55:16,080 --> 00:55:26,790
to Edge or Safari or whatever the latest Apple browser is, again, you may have to hit that

536
00:55:27,470 --> 00:55:33,490
So here's my agenda. It's two pages. It's the finance and budget committee meeting.

537
00:55:34,310 --> 00:55:41,530
It's at the senior center. If you remember I changed the location from 123 main street and the council chambers to senior center.

538
00:55:41,830 --> 00:55:46,030
So that taking that specifically for the 811 meeting.

539
00:55:47,770 --> 00:55:53,890
Got my call to order will call and pledge those three sections are unnumbered or nonnumbered.

540
00:55:53,890 --> 00:56:00,790
And I have my approval of the agenda, my public comment, validation of election results, and I get into my consent agenda.

541
00:56:01,450 --> 00:56:06,910
One thing I just noticed here is the consent agenda isn't underlined, so I'm going to go back and and fix that.

542
00:56:07,390 --> 00:56:10,650
And we have new business old business and board member comments.

543
00:56:12,630 --> 00:56:17,850
So I am going to go back in and fix my consent agenda.

544
00:56:18,210 --> 00:56:19,990
So I'm going to click on that.

545
00:56:20,850 --> 00:56:26,670
I'm going to swipe it, bold it, and underline it, and then save it.

546
00:56:30,310 --> 00:56:34,170
Now, when I do the download, it's then just doing the agenda, I'm going to do the packet.

547
00:56:34,610 --> 00:56:41,290
Now, the packet is going to give you the agenda, so those two pages, in this case.

548
00:56:41,690 --> 00:56:46,830
Those two pages, plus any supporting documentation along with it.

549
00:56:46,830 --> 00:56:51,850
Now, if you're using cover pages, which I refer to as the staff reporter, the agenda bill,

550
00:56:53,070 --> 00:56:58,770
in Granicus or Peaks Peak, we call them cover pages because everybody calls them something different.

551
00:57:00,690 --> 00:57:06,770
If I want to do it for the public, this is going to not include any attachments marked as confidential.

552
00:57:07,550 --> 00:57:13,930
If I do it for council, or what we call the private packet, and so just think of this, it's

553
00:57:13,930 --> 00:57:21,070
not necessarily counsel, it's whatever, in my case, it's the finance and budget, I keep saying that backwards, the budget and finance committee.

554
00:57:22,050 --> 00:57:25,370
So members would be able to get that option here.

555
00:57:26,050 --> 00:57:27,070
So I'm going to run both.

556
00:57:28,170 --> 00:57:31,870
I'm going to go for the public and I'm going to hit generate packet.

557
00:57:33,660 --> 00:57:40,380
Now hopefully my underline to my consent agenda has been fixed, but I'll find out here in about 10 seconds.

558
00:57:41,120 --> 00:57:52,540
When it's generating the packet, you'll get this little wheel spinning, and then this download button when it becomes available is going to be illuminated so you can download it.

559
00:57:52,600 --> 00:57:58,780
So there it is. It's ready. It tells you all attachments are ready for the package generation and I go ahead and hit download.

560
00:58:01,570 --> 00:58:09,990
So this is 31 pages. So oh I forgot to mention the cover pages. You can turn those on or off.

561
00:58:11,230 --> 00:58:17,990
I have a lot of, or I have a few custom fields on mine that I want to allow my constituents and or my

562
00:58:18,590 --> 00:58:21,550
Building members to be able to see those custom fields.

563
00:58:22,730 --> 00:58:26,450
If I didn't do that, they'd only see the agenda and then the attachments.

564
00:58:27,250 --> 00:58:29,910
So I'll show you what that looks like too, but here we go.

565
00:58:30,850 --> 00:58:32,150
So here's my agenda.

566
00:58:32,150 --> 00:58:48,030
And the way my agenda is set up is that the title of the item, the suggested action or the staff recommendation so adopt the minutes and then my attachment shows here.

567
00:58:48,850 --> 00:58:56,410
Other clients will set this so that the attacks you me so that the well they don't have the standard language showing here.

568
00:58:56,410 --> 00:59:02,550
the title of the item is hyperlinked to take them to the staff report.

569
00:59:03,570 --> 00:59:08,850
If you are a prior novice agenda user, that's how novice set up theirs.

570
00:59:09,110 --> 00:59:12,090
I think maybe minute track might do the same.

571
00:59:12,910 --> 00:59:16,910
So if we do have clients coming from one agenda management system into another,

572
00:59:17,590 --> 00:59:21,810
depending on what that is, they might be used to seeing that hyperlink on the title,

573
00:59:21,890 --> 00:59:23,770
which we can certainly do.

574
00:59:25,150 --> 00:59:32,330
I'll just refer back to another client that I've worked with in the past.

575
00:59:37,250 --> 00:59:38,390
Bainbridge Island, Washington.

576
00:59:39,190 --> 00:59:42,810
I'm just going to grab their agenda real quick so I can show you what I'm referring to.

577
00:59:42,830 --> 00:59:47,550
I know I mentioned this yesterday, but I just want to touch on it again here.

578
00:59:48,170 --> 00:59:50,230
City Council regular business meeting.

579
00:59:50,530 --> 00:59:56,410
If I click on to their agenda, you can see their title is hyperlinked.

580
00:59:56,410 --> 00:59:59,970
they actually have their title hyperlink and the attachment on the agenda

581
01:00:00,660 --> 01:00:27,680
But I've seen a number of clients that just have the hyperlink to the title. And when we click on to that, that opens up their staff report or what we call the cover page, they call the agenda bill. This is Washington State. And it has their agenda item, their summary and so forth. So I like that look. I'm a fan of it, but to each is only my opinion.

582
01:00:30,000 --> 01:00:33,000
So if we scroll down the agenda, so two-pager,

583
01:00:33,780 --> 01:00:35,800
then we get into the first item,

584
01:00:35,820 --> 01:00:37,820
which is that set of minutes,

585
01:00:39,640 --> 01:00:41,620
that Joe Dr. after put in,

586
01:00:41,720 --> 01:00:43,480
and it's the minutes for the,

587
01:00:43,480 --> 01:00:45,680
and then it has the subject, the recommendation,

588
01:00:46,180 --> 01:00:49,180
the co-author, the better movie barbie or Oppenheimer.

589
01:00:49,320 --> 01:00:51,120
I haven't seen either, so I'm no,

590
01:00:51,220 --> 01:00:52,280
middle-pitted on that.

591
01:00:53,760 --> 01:00:57,080
2023 goals, other funding requests, false,

592
01:00:57,480 --> 01:00:59,000
and then attachment here.

593
01:00:59,000 --> 01:01:05,180
Now following the Staff Report or the Agenda Bill is going to be the attachment or attachments.

594
01:01:06,240 --> 01:01:12,820
So if we scroll through there's attachment one, then we should get right to the next Staff Report.

595
01:01:13,860 --> 01:01:15,940
So that's a lot longer than I thought it was.

596
01:01:17,560 --> 01:01:19,780
Now you can also over here on the bookmarks.

597
01:01:20,420 --> 01:01:25,620
You can click on to this is I think the pages and then this is like the items.

598
01:01:25,620 --> 01:01:32,840
So I can jump from the agenda to the first cover page to the second cover.

599
01:01:32,880 --> 01:01:38,710
Let's give me to the to the attachment related to the cover page to the second cover page.

600
01:01:41,700 --> 01:01:46,740
Okay, to the budget report related to that to the third cover page.

601
01:01:46,740 --> 01:01:49,280
You can see two attachments there.

602
01:01:50,060 --> 01:01:57,620
minutes maker and Lawrence, and then my fourth cover page, bids and purchase order document

603
01:01:58,460 --> 01:02:06,160
there. Okay, so we got 31 pages. That is the public packet. If we want to do the private

604
01:02:06,160 --> 01:02:11,420
packet, we can do the same thing. We're generating for council. That's the private packet.

605
01:02:11,520 --> 01:02:16,420
I think I do have a couple of if I'm remembering correctly. I think I did have a couple

606
01:02:16,420 --> 01:02:26,240
attachments that were hidden or not privy to the public. So my expectation is that this

607
01:02:26,880 --> 01:02:32,980
packet is going to be at least a page or two longer. So I'll go ahead and hit download.

608
01:02:36,860 --> 01:02:37,040
Okay,

609
01:02:37,340 --> 01:02:46,020
32 pages. So I guess maybe I did not do that. But we can actually do that. So let's do that just so I can

610
01:02:48,020 --> 01:02:58,500
show the difference. So let's see. We'll do the new police cars for the city. We'll go in and edit the item.

611
01:02:58,880 --> 01:03:04,720
And again, because it's been approved, I've got an unlock the item scroll down to the attachment.

612
01:03:05,380 --> 01:03:11,620
And I'm going to change the attachment privacy on this item to be on the agenda of a confidential.

613
01:03:13,560 --> 01:03:17,560
So the bids and purchase order document is going to be confidential.

614
01:03:18,000 --> 01:03:22,280
The item itself will show up on the agenda, but the document will not.

615
01:03:22,840 --> 01:03:29,540
So again, if I go to my downloading of my packet, we'll do the public packet this time,

616
01:03:29,740 --> 01:03:32,460
because now I've hidden a document in there.

617
01:03:37,160 --> 01:03:40,120
This should be less than 32 pages,

618
01:03:44,360 --> 01:03:48,340
whereas the one for council or the private packet will be

619
01:03:48,340 --> 01:03:49,240
32 pages.

620
01:04:01,240 --> 01:04:26,360
Question so far, while I'm waiting for that thing to download, there we go. So this should be, okay, 28 pages. And if we scroll down, you can see the new business item does not have the attachment for the bids and words in here or whatever it was called bids and PO, I think is what it was named. So that those documents are not going to be available, but the title of the item would be.

621
01:04:26,360 --> 01:04:34,480
And again, just to kind of reiterate here if I did the generation of the packet for council or the private packet,

622
01:04:35,060 --> 01:04:40,960
that should be the 32 pages that link should be available and also that attachment will be available.

623
01:04:45,080 --> 01:04:46,800
But questions on that so far.

624
01:04:53,150 --> 01:04:55,130
We'll just verify this as 32 pages.

625
01:04:56,910 --> 01:04:57,590
And it is.

626
01:04:57,890 --> 01:04:59,910
And we've got the link on the new business.

627
01:05:00,000 --> 01:05:05,000
And if we scroll all the way down to the bottom, we have that document.

628
01:05:07,960 --> 01:05:17,820
Okay, the next step, let's us, everything looks good. Again, assuming everything looks good. Now you may have to make some modifications like I did make some changes.

629
01:05:18,900 --> 01:05:27,840
You know, you may have to take an item off because it needs a total rewrite or something's not right with it and you're not going to have the time to go through it.

630
01:05:27,840 --> 01:05:35,840
You can either move it to the next agenda or you can take it off and figure out when you're going to move it, which agenda you're going to move it to.

631
01:05:37,060 --> 01:05:38,940
But for today's purposes, I'm pretty happy.

632
01:05:39,960 --> 01:05:42,300
I've got my items in.

633
01:05:42,320 --> 01:05:43,840
I validated everything looks good.

634
01:05:44,920 --> 01:05:47,840
My packet looks good, both private and public.

635
01:05:48,680 --> 01:05:50,460
And then my next step is going to be publishing.

636
01:05:50,460 --> 01:05:57,940
So, what my process is, is I set the meeting status from draft to final,

637
01:06:00,040 --> 01:06:01,220
and then I lock the agenda.

638
01:06:02,660 --> 01:06:05,120
And you can do them in reverse order if you want.

639
01:06:05,640 --> 01:06:08,520
There's no, these are internal flags.

640
01:06:08,740 --> 01:06:12,400
Now, the locking of the agenda does keep you from adding sections and items.

641
01:06:13,840 --> 01:06:19,040
Much like locking an item, and then final is the meeting status.

642
01:06:19,040 --> 01:06:27,060
So, once I've set locked the agenda and set the meeting status to final, where does this

643
01:06:27,060 --> 01:06:29,140
meeting status final show up?

644
01:06:29,820 --> 01:06:34,840
Well, it shows up on the dashboard under this section here where you see it says agenda

645
01:06:34,840 --> 01:06:39,280
not final, here is our meeting, it says agenda is final.

646
01:06:40,060 --> 01:06:45,400
So for me again, I'm all about warm and fuzzy, this gives me a warm and fuzzy feeling, not

647
01:06:45,400 --> 01:06:49,420
again that all of the items have been looked at because they all have an approval status.

648
01:06:50,300 --> 01:06:57,280
The agenda is also final, which typically means to me that the agenda is either published or going to be published.

649
01:06:59,460 --> 01:07:03,860
So the next step after downloading, so we're pretty much just going top to bottom here,

650
01:07:04,620 --> 01:07:14,820
when we click publish, you'll see there's a version here that says I legislate. I think they're

651
01:07:16,920 --> 01:07:22,040
But essentially it's the same thing and I'll show you what it looks like in that web-based version.

652
01:07:22,800 --> 01:07:24,260
Legislate and then the web.

653
01:07:24,880 --> 01:07:30,640
Now when I click on the web, you'll see it opens up two checkboxes, agenda and packet.

654
01:07:31,040 --> 01:07:32,680
Now your agenda is going to be the summary.

655
01:07:33,260 --> 01:07:37,580
That's the two-pager and in my case with links to the attachments.

656
01:07:38,760 --> 01:07:41,940
Or the packet, which is going to be that 28-pager.

657
01:07:41,940 --> 01:08:11,200
Not the 32 page, that's going to be available to your voting members through I-ledge, or if you want to download that, you can download it, depending on how your council committee commissioners get their private packet, whether it's Dropbox or you have another method that you get it to them, there's two options for us or three I guess.

658
01:08:11,200 --> 01:08:17,250
One is you can download the private packet and use a method to get it to them. You can print it

659
01:08:18,660 --> 01:08:25,540
And I have clients that still I don't know if anybody else on phone does this, but I have clients that still FedEx their

660
01:08:25,540 --> 01:08:29,460
packets to their members at least some of their members

661
01:08:29,460 --> 01:08:32,990
whole so they can write up the physical copy

662
01:08:37,460 --> 01:08:40,480
Or they can access it via the legislative app

663
01:08:41,240 --> 01:08:44,300
Now, you'll also see the view page selected here.

664
01:08:44,420 --> 01:08:46,640
Now, this is if you remember in the meeting details

665
01:08:46,640 --> 01:08:48,060
under that advanced settings,

666
01:08:48,240 --> 01:08:50,640
I set the view page to be

667
01:08:50,640 --> 01:08:52,320
grandics university content,

668
01:08:53,220 --> 01:08:57,380
but you have the ability to add additional view pages if you have them.

669
01:08:57,480 --> 01:09:01,100
So some clients will have a view page for their council,

670
01:09:01,460 --> 01:09:04,960
or sorry, their council or commission meetings.

671
01:09:06,780 --> 01:09:09,020
Like, they may have one for, let's say,

672
01:09:09,020 --> 01:09:11,280
Board of Supervisors then they'll have one for planning,

673
01:09:11,800 --> 01:09:14,400
then they'll have one for something else.

674
01:09:14,920 --> 01:09:17,940
Or they'll have one for council, one for planning,

675
01:09:18,140 --> 01:09:19,180
one for parks and a wreck.

676
01:09:19,580 --> 01:09:21,260
So you can break out the view pages

677
01:09:21,260 --> 01:09:23,280
into separate view pages,

678
01:09:23,500 --> 01:09:27,420
especially if they appear on different parts of the website.

679
01:09:29,180 --> 01:09:34,420
Typically when we create a view page for you,

680
01:09:34,800 --> 01:09:38,300
it is one view page for your public content

681
01:09:38,300 --> 01:09:40,680
and then a view page for your training content.

682
01:09:41,760 --> 01:09:46,580
But it is very simple and it doesn't cost any extra to add a new view page.

683
01:09:46,820 --> 01:09:53,440
So I have again clients that have their council on one view page and that's embedded

684
01:09:53,440 --> 01:09:59,020
into a particular page on their website. And then I have one for their committee meetings.

685
01:10:00,000 --> 01:10:08,040
Such as, you know, planning and zoning and and other was budget and finance and so forth that are on a different page. So they create two view pages.

686
01:10:09,160 --> 01:10:12,380
They have unique URLs, which I'll walk through here in just a moment.

687
01:10:13,280 --> 01:10:21,040
But for this purpose, I'm going to publish both the agenda and the packet both to I legislate and the web and then I just hit this published button.

688
01:10:21,320 --> 01:10:28,480
And we're off to the races. So this will again give you that little dialogue box. Once the dialogue box goes away.

689
01:10:28,480 --> 01:10:33,700
It's going to publish those documents onto the view page you designated.

690
01:10:36,570 --> 01:10:42,590
Now, during the admin call on Tuesday, right, this Thursday. Yeah,

691
01:10:44,810 --> 01:10:57,290
the application where the view pages reside is under your media manager site for a lot of you, this is the only time you'll ever access this site is going to media manager.

692
01:10:57,950 --> 01:11:22,310
And then under the admin tab there is a views tab and the views tab here has the list of the view pages that are associated with your account. Now I mentioned there's a public facing page and then there's a private page. So if I was looking at let's say and I'm going to pick on Shaman County today.

693
01:11:25,010 --> 01:11:27,190
So bear with me one second here.

694
01:11:31,120 --> 01:11:34,440
So this is what I'm referring to when I talk about view pages.

695
01:11:35,440 --> 01:11:37,340
I'm probably going to ask me for a username and password.

696
01:11:41,740 --> 01:11:43,940
So here is your public page.

697
01:11:44,560 --> 01:11:46,500
And then here is the training page.

698
01:11:47,740 --> 01:11:49,440
And when you launch the page,

699
01:11:49,600 --> 01:11:51,880
it's going to have your upcoming events.

700
01:11:52,740 --> 01:11:54,980
With your date, your agenda, your packet.

701
01:11:54,980 --> 01:12:03,480
You guys are doing video so you'll have a video link here for those that are not doing video this this column won't be here and then you have your available archives

702
01:12:04,800 --> 01:12:05,380
so

703
01:12:05,980 --> 01:12:07,980
same thing for

704
01:12:07,980 --> 01:12:12,390
banning so a banning just grab your view page real quick

705
01:12:17,700 --> 01:12:19,280
again banning CA

706
01:12:19,280 --> 01:12:21,440
Decranicus.com

707
01:12:22,280 --> 01:12:28,640
log in. So there's my banning CAV page. Now you can rename these pages. I name them kind of

708
01:12:28,640 --> 01:12:37,860
generically. You may want to say banning CA content. That's going to be or public content,

709
01:12:38,240 --> 01:12:45,660
you know, however you want to place that and put that on to the, sorry, and put that on to that page.

710
01:12:45,660 --> 01:12:49,140
The other thing is the training videos.

711
01:12:50,920 --> 01:12:53,520
So for the city of Bany,

712
01:12:54,080 --> 01:12:57,080
they were in the administration on the 8th

713
01:12:57,080 --> 01:12:59,020
and then the drafter for the training yesterday.

714
01:12:59,380 --> 01:13:00,360
And then after today,

715
01:13:00,500 --> 01:13:03,080
everybody will have that the

716
01:13:03,080 --> 01:13:07,260
Jenna Coordinator session 3 in their site.

717
01:13:07,720 --> 01:13:09,260
So again, you can take these in any order.

718
01:13:09,480 --> 01:13:11,580
You want there's no rhyme, I mean,

719
01:13:11,740 --> 01:13:12,360
no rhyme or reason,

720
01:13:12,480 --> 01:13:14,140
some things that I try to cover

721
01:13:14,140 --> 01:13:26,140
And go back a few things, kind of touch upon a little bit of admin, a little bit of drafting during the agenda coordinator and vice versa, just so you can kind of get a rounded view.

722
01:13:27,380 --> 01:13:30,020
But that's what I was referring to when I talk about view pages.

723
01:13:31,200 --> 01:13:40,780
And the view pages associated with Granicus University are the Granicus University content, no video, that's going on I'm using right now.

724
01:13:40,780 --> 01:13:44,940
And we should see our budget and finance committee meeting.

725
01:13:44,940 --> 01:13:48,120
There it is right there Friday, August 11th at 430.

726
01:13:48,860 --> 01:13:50,820
And then there's my agenda and my packet.

727
01:13:53,290 --> 01:13:57,710
Now, if I click onto the packet, this will be the public packet, the 28 pages.

728
01:13:58,410 --> 01:14:03,970
The system will not allow you to publish the private packet to the website.

729
01:14:04,570 --> 01:14:05,890
Just physically and possible.

730
01:14:06,370 --> 01:14:11,190
Yes, it's physically and possible unless you do something really dramatic to make it happen.

731
01:14:11,190 --> 01:14:15,070
But the system won't allow you to do it out of the box.

732
01:14:18,690 --> 01:14:23,530
You could download the private packet and then you could upload it as a custom agenda.

733
01:14:25,030 --> 01:14:28,250
But again, it would take a required work to do that.

734
01:14:28,530 --> 01:14:32,550
And this is just some of that you can't do something inadvertently.

735
01:14:35,670 --> 01:14:39,330
Again, if you wanted to go to your private packet,

736
01:14:39,330 --> 01:14:43,010
So if we go back over to our meeting

737
01:14:46,790 --> 01:14:59,970
and go to our download now, if you wanted to upload, I just mentioned that private packet, if you or a custom document, there is in the download area there is

738
01:15:00,000 --> 01:15:26,060
Upload tab. And it says Upload a custom agenda will override the generated version or the system version. And then you can choose a file, and then you can upload it. Now, a lot of people will use this for cancellation notices. Because it will go in the place where the agenda link is. And then typically, they'll rename the name of the meeting to be, you know, budget and finance committee meeting.

739
01:15:26,060 --> 01:15:33,320
dash canceled or something like that, and then they'll upload the cancellation notice.

740
01:15:35,140 --> 01:15:41,460
But as far as the agenda packet, again, if you did it for council and you downloaded that

741
01:15:42,240 --> 01:15:56,040
32 pages, you can print it or download it, and then it'll download it with this kind of

742
01:15:58,620 --> 01:16:16,360
finance, you know, and then you can save it wherever you want. You can drop it into dropbox for if it's not too big. This is 32 pages. You could probably email this without problems, but some of those bigger packets, you know, two, three, four hundred pages. It's not going to go through email. So.

743
01:16:17,000 --> 01:16:26,620
Okay, so we published, we published in iLegislate and the web, it will also tell you when you last published.

744
01:16:27,260 --> 01:16:32,440
So in this case, last published, August Kent, which is today, thank you.

745
01:16:32,440 --> 01:16:40,280
at 1-16 PM. Now this site is based on the Grand Christian University. It's actually a central

746
01:16:40,280 --> 01:16:47,440
time zone site. That's why it says 1-16, even though I published it at 11-16 Pacific Time.

747
01:16:48,600 --> 01:16:53,680
There is an unpublished option. So if we hit unpublished from all views, you don't

748
01:16:53,680 --> 01:17:00,160
throw up this message and tell you it's been unpublished. If I go to that view page and refresh this page,

749
01:17:01,400 --> 01:17:05,980
You'll see that the agenda and agenda packet link are no longer there.

750
01:17:06,600 --> 01:17:07,760
So I've just brought that down.

751
01:17:07,860 --> 01:17:11,160
So if you published it in error, you can bring it down.

752
01:17:11,780 --> 01:17:15,340
Again, if you want to publish just the agenda, not the packet.

753
01:17:15,940 --> 01:17:19,380
You just uncheck that box and then hit publish.

754
01:17:20,980 --> 01:17:23,540
This should just publish the agenda link.

755
01:17:24,540 --> 01:17:25,980
Some clients will do that.

756
01:17:26,100 --> 01:17:29,540
They'll publish just the agenda and then later they'll publish the packet.

757
01:17:29,540 --> 01:17:32,600
or some don't publish the packet at all to the public.

758
01:17:33,620 --> 01:17:36,420
Like that's just whatever the preference is

759
01:17:36,420 --> 01:17:39,140
or whatever your charter says you have to do

760
01:17:39,140 --> 01:17:44,040
or what's required by law to do up to you.

761
01:17:44,680 --> 01:17:45,960
So again, now I can go back

762
01:17:45,960 --> 01:17:48,780
if I wanted to publish the packet,

763
01:17:48,860 --> 01:17:51,020
I just hit the packet and hit publish

764
01:17:53,100 --> 01:17:55,880
and that should when this dialog box goes away,

765
01:17:56,520 --> 01:17:58,720
that should publish the packet as well

766
01:17:58,720 --> 01:18:02,960
or the link to the packet as well, and there's my link to the packet.

767
01:18:05,340 --> 01:18:22,600
Okay. Now, if I wanted to look at this through the legislative app, it does require that your user, the person, your voting member, your council commissioner, what have you has a user name and a password.

768
01:18:24,600 --> 01:18:37,160
Typically, if I'm setting up people who are going to have access to that, they will typically have a what we call a view only permission level.

769
01:18:38,440 --> 01:18:44,900
So you can see board number one that the username board number one and then they have view only access.

770
01:18:45,340 --> 01:18:52,040
So they would log in with their board ID in this case board number one with whatever password we've given them.

771
01:18:52,040 --> 01:19:00,840
And typically when I set up board members, I try to get them all on one password and then they can change it if they want.

772
01:19:01,280 --> 01:19:05,680
So you start off with like a welcome one, two, three exclamation point or a

773
01:19:05,680 --> 01:19:11,380
granicus 2023 exclamation point, something that fits that requirement that isn't super hard to remember.

774
01:19:12,560 --> 01:19:16,800
But also something that everybody can log in so you're not having people going like,

775
01:19:16,800 --> 01:19:19,400
I forgot my password, or forgot this, or whatever,

776
01:19:19,800 --> 01:19:23,200
it's your first name dot last name, and then that password.

777
01:19:24,980 --> 01:19:28,560
If I want to look at that legislative application,

778
01:19:28,760 --> 01:19:33,080
it's very simple, you go to your site, which, in my case, is

779
01:19:33,080 --> 01:19:35,020
grantacastuniversity.com,

780
01:19:35,660 --> 01:19:39,080
yeah, grantacastuniversity.grantacast.com,

781
01:19:39,420 --> 01:19:45,060
forward slash legislative, L-E-G-I-S-L-A-T-E legislative.

782
01:19:46,020 --> 01:19:54,740
Now, I'm already logged in so it auto logged me in, but if I was a first time user or coming

783
01:19:54,740 --> 01:19:59,840
to this typing that in by default, it would present me with this sign in screen.

784
01:20:01,070 --> 01:20:06,810
So, grantacassuniversity.cranicus.com, forward slash legislative slate, forward slash log in.

785
01:20:08,130 --> 01:20:16,890
There's a forgot password here link. Again, Mike that Kelly is my username, so if I hit forgot password, it's going to send me a recovery password.

786
01:20:17,270 --> 01:20:21,410
I have to fill in the password, and then I can log in.

787
01:20:21,410 --> 01:20:29,610
should be able to just sign in, as I've saved my password in my browser, and now you can see the list of

788
01:20:29,610 --> 01:20:36,330
agendas. There's my budget and finance committee meeting. You can toggle to prior meetings.

789
01:20:37,550 --> 01:20:44,630
June, May, June, July, August, you can go to future meetings if they're published. I don't have anything in September or October.

790
01:20:45,870 --> 01:21:03,610
But, again, I can go to the, it'll always bring up the current months, and then if I want to view this agenda, I can click into it, and this will take me into the legislative view of my agenda.

791
01:21:05,050 --> 01:21:13,270
I can download the agenda packet directly from here, and if I click on this, this should open up that 32 pageer, which it does.

792
01:21:13,730 --> 01:21:23,690
So this is going to include that bids and PO attachment that was not included on the website, so not here, but I can do that here.

793
01:21:24,570 --> 01:21:31,350
Okay. There aren't any annotation tools on the packet within the application. You're literally

794
01:21:31,350 --> 01:21:40,310
have this on your desktop. Some clients have like, I can't remember what the name

795
01:21:40,310 --> 01:21:47,990
of them are. Adobe puts out one and I can't remember what some of the other third party

796
01:21:47,990 --> 01:21:52,030
ones are, but allow you to annotate on the actual agenda packet.

797
01:21:52,810 --> 01:22:01,650
What grannicus is I legislate or legislate application allows you to do is within the items or within the sections.

798
01:22:02,890 --> 01:22:11,270
You can make notes on the section. You can also make notes on the items and you can make annotations on the documents.

799
01:22:13,310 --> 01:22:21,490
So that contract for the new police cars which we hid from the public, you can see the cover page and the bid PO here.

800
01:22:22,110 --> 01:22:24,290
I can open up that bid PO.

801
01:22:27,220 --> 01:22:28,800
In this case it's actually a warrant document.

802
01:22:30,720 --> 01:22:32,840
And then I can annotate on that.

803
01:22:35,800 --> 01:22:37,960
Guess it's a little bit larger than I thought it was.

804
01:22:40,020 --> 01:22:48,620
So, here's the document here. I can increase it if I want to, my eyes aren't as good as they used to be.

805
01:22:49,600 --> 01:22:55,400
I can draw on this using whatever color pattern I want to use like orange.

806
01:22:57,040 --> 01:22:59,600
So, what is this?

807
01:22:59,600 --> 01:23:03,280
You know, but it's this, so,

808
01:23:07,550 --> 01:23:10,590
you know, I can annotate on this, what I do tell everybody at the

809
01:23:10,590 --> 01:23:17,710
offset is typically don't put anything in here that's going to get you to trouble because I think these are, well, they are

810
01:23:17,710 --> 01:23:21,890
requestable via FOIA or public records requests.

811
01:23:23,950 --> 01:23:32,130
So anyway, so that's one thing you can do. You can also insert like images. So if I wanted to

812
01:23:32,130 --> 01:23:41,330
insert a picture here. I could put a picture of my kid eating a strawberry. Well, if that would

813
01:23:41,330 --> 01:23:47,770
be really relevant in this document, but anyway, funny just the same. You can also add a note

814
01:23:49,170 --> 01:23:54,890
into the document. You can also do like check marks and different things here. I haven't explored

815
01:23:54,890 --> 01:24:02,570
all of the tools, but there's a lot. You can also print. Let's see if I put a note in here.

816
01:24:04,710 --> 01:24:09,550
And my note is what is this sunlight.

817
01:24:16,280 --> 01:24:18,130
So I can make a notation on that.

818
01:24:19,140 --> 01:24:23,260
If I had a next attachment, I could go to the next attachment. I can go to the previous attachment,

819
01:24:23,260 --> 01:24:29,900
which is the cover page, and I can make a note on that if I wanted to, so again, here I can put note

820
01:24:31,520 --> 01:24:33,200
and plug in the note here,

821
01:24:38,080 --> 01:24:42,080
and then I can close out of the document annotations.

822
01:24:43,320 --> 01:24:49,760
I can also add bookmarks. So if I'm interested in this one, you'll see over here in the left hand

823
01:24:49,760 --> 01:24:57,220
panel there's a notes, bookmarks, videos, columns. I can also make a general note

824
01:24:57,580 --> 01:24:59,320
Ah, see note on.

825
01:25:00,000 --> 01:25:09,400
Some city, or was it some value here or something, something, something, something, something, something, something that's

826
01:25:10,460 --> 01:25:27,780
court. And I can save my note. So what this will do, if I go to notes, it'll show me any notes that I've taken on any item within August. If I've made notes on things in July, you can see I made a note on the

827
01:25:27,780 --> 01:25:34,780
communication committee meeting related to the 727 meeting and if I want to see the notes

828
01:25:34,780 --> 01:25:41,340
I just click on to those and you can see there's the notes related to B2 regarding the

829
01:25:41,340 --> 01:25:45,780
Bryant part lighting and I made some sort of a note on there.

830
01:25:46,840 --> 01:25:52,760
See notes mean on cover page and peak process report. So if I went to the peak process report

831
01:25:54,140 --> 01:25:57,680
this should have my annotations I think I just drew a bunch of circles. Yeah.

832
01:25:58,860 --> 01:26:09,520
I'm not very good drawing with those things, but anyway, and then the cover page, I also made some notes on, I think, not just drew some stuff and this is a note.

833
01:26:11,440 --> 01:26:14,740
So anyway, I think it's really cool. I like the new user interface.

834
01:26:15,920 --> 01:26:22,600
If, yeah, obviously, a lot of you are our new customers here, so you're not familiar with the old one, but this will work on iPads.

835
01:26:22,600 --> 01:26:31,660
it'll work on Android devices so like your Chromebooks and other tablets. It does work on phones.

836
01:26:32,260 --> 01:26:34,400
It's not exactly the best.

837
01:26:38,140 --> 01:26:42,320
It's not the best experience and I have a iPhone 6. So I mean,

838
01:26:42,440 --> 01:26:47,860
talk about an old school phone or 7 maybe. Yeah. So it's not very good on my phone, but my phone

839
01:26:47,860 --> 01:26:51,880
is not very good. So I should say it's not very new. I think if you probably had one of those, I

840
01:26:51,880 --> 01:26:59,660
anything from iPhone 12s and up and some of those Google phones are pretty good too, so.

841
01:27:00,540 --> 01:27:06,020
Okay, I can go back to my notes. I can go, again, it's going to bring up the current month.

842
01:27:06,060 --> 01:27:11,740
When you click over here, same thing with bookmarks, current month, previous month,

843
01:27:12,060 --> 01:27:17,140
you'll bookmarks about June, no, no, okay, so I didn't bookmark anything in April and I

844
01:27:17,140 --> 01:27:27,560
June July August there's my bookmark for that police car item and again my note related to that and then I can hop into my bids in PO

845
01:27:29,240 --> 01:27:36,640
should have my annotations there some life that's what it was and so I go over here and I'll just

846
01:27:36,640 --> 01:27:44,120
release this as some life of the bids report and save my note that'll update the note

847
01:27:44,880 --> 01:27:57,420
And again, if you're doing videos with us, those videos will reside here as well, so if you want to refer back to the voting members, by the way, it's not exclusively for voting members or staff can use this as well.

848
01:27:57,680 --> 01:28:06,720
It only requires you have a username and password, but your notes are not shared with anybody else, so it's tied to the username and password.

849
01:28:07,580 --> 01:28:11,060
And then there's a sign-out option as well,

850
01:28:14,540 --> 01:28:15,880
and I'll ask you, are you sure?

851
01:28:16,460 --> 01:28:22,880
There's also when the agenda was updated last, so you can look for the latest and greatest,

852
01:28:23,120 --> 01:28:28,580
but once you publish it, it should, and this is using my Pacific Standard Time.

853
01:28:29,180 --> 01:28:34,980
I published this at 134 Central, but I don't know why it's due to my Pacific Time,

854
01:28:35,260 --> 01:28:38,020
but here it last checked 1134.

855
01:28:38,900 --> 01:28:54,980
So I know I have the latest and greatest as far as I know on my agendas and again I can navigate back to former meeting agendas and then anything prior to that part of that and so forth.

856
01:28:56,740 --> 01:28:59,940
Questions on the Legislate app or I legislate?

857
01:29:06,680 --> 01:29:09,320
The last piece of the puzzle is what we call the send agenda.

858
01:29:10,420 --> 01:29:12,480
So if you have a

859
01:29:12,480 --> 01:29:17,040
List of people you're already sending your agendas to and that could be

860
01:29:17,360 --> 01:29:21,360
Constituous or voting members or however you're currently doing it

861
01:29:21,980 --> 01:29:24,360
We can send those

862
01:29:24,360 --> 01:29:29,300
via using the send agenda function. So that's the last button on

863
01:29:29,300 --> 01:29:33,420
on the agenda tab. So if we go over to our agenda,

864
01:29:34,580 --> 01:29:39,100
so we went through all these, the last step was publishing, the very last step is send agenda.

865
01:29:40,800 --> 01:29:45,440
So if I hit the send agenda button, it'll say, this agenda has not been sent.

866
01:29:46,160 --> 01:29:56,120
The following will be included on the email, the body, which is budget and finance committee, the date, date and time, the location, and a link to the agenda.

867
01:29:57,060 --> 01:29:59,980
So, if I hit sound, it's...

868
01:30:00,000 --> 01:30:04,000
I'm going to send it to all the subscribers that have subscribed to Granicus University.

869
01:30:06,240 --> 01:30:11,280
Now, they're going to get an email. I'm going to show you what one client's email looks like.

870
01:30:12,800 --> 01:30:16,320
Just so you can have an idea of kind of what comes out of it.

871
01:30:19,610 --> 01:30:21,570
Just see if I can find one here.

872
01:30:26,310 --> 01:30:29,390
Let's see. What was it?

873
01:30:29,530 --> 01:30:33,070
You know, I put it under a folder on your, I think I put it under keepers.

874
01:30:33,510 --> 01:30:36,250
So I could actually find it again.

875
01:30:42,200 --> 01:30:45,420
Okay, this is the city of Chan Hassan, Minnesota.

876
01:30:49,300 --> 01:30:50,640
I want to download the church.

877
01:30:51,100 --> 01:30:54,560
Okay, so this is going to be, this is a sample.

878
01:30:54,960 --> 01:30:58,080
It's not. They're doing a special council meeting.

879
01:30:59,500 --> 01:31:08,260
slash council city council visioning meeting on Monday the 31st at the location and then there's a link to the agenda.

880
01:31:08,420 --> 01:31:12,860
Think if I click that it either takes me to the view page or it takes me to the agenda.

881
01:31:14,760 --> 01:31:16,820
Okay, and this is a very small one.

882
01:31:16,820 --> 01:31:21,460
But this would take you to the agenda. So in my case, in the Grandicous University one,

883
01:31:21,940 --> 01:31:27,160
this would be labeled with Grandicous University, the location, you know, 234

884
01:31:27,160 --> 01:31:31,880
Grand Street at the Senior Center with my agenda sections and items.

885
01:31:34,500 --> 01:31:41,300
You can also, you can see there's some manager subscriptions, or you can unsubscribe if you want

886
01:31:41,300 --> 01:31:45,640
through here, and you can also look for help

887
01:31:45,640 --> 01:31:46,900
if you need help with that.

888
01:31:47,380 --> 01:31:50,300
This email was sent to my email address,

889
01:31:50,820 --> 01:31:53,060
using the God Delivery Communications Cloud.

890
01:31:53,260 --> 01:31:55,400
That's what, if you hear the term comms cloud

891
01:31:55,400 --> 01:31:58,780
or communications cloud, that's what this is really referring to.

892
01:32:01,060 --> 01:32:03,120
But I just wanted to give you an idea of what that is.

893
01:32:03,220 --> 01:32:06,520
Now, if you have lists of constituents that you're

894
01:32:06,520 --> 01:32:08,060
and people that you're sending is to,

895
01:32:08,060 --> 01:32:15,200
You can send those over to us. I believe all we need is first-name last-name

896
01:32:15,200 --> 01:32:22,080
email address and what you'd like them to receive, which committees or council or what have you.

897
01:32:23,860 --> 01:32:29,780
And then they can control their subscription, subscription, subscription, press,

898
01:32:31,280 --> 01:32:34,260
We're going to drink a water subscription

899
01:32:36,660 --> 01:32:43,120
preferences here, so they can submit and then you have people that you don't have to

900
01:32:43,120 --> 01:32:45,040
Excuse me, do not have on the list.

901
01:32:45,820 --> 01:32:49,060
They can self-subscribe through the view page.

902
01:32:49,660 --> 01:32:54,900
So email updates to sign up for email updates or to access your subscriber preferences.

903
01:32:56,040 --> 01:33:00,840
Please enter your contact information below and then when I did that it brought me into the

904
01:33:00,840 --> 01:33:09,920
Gov Access to Gov Delivery where I can determine what subscription topics I want to get.

905
01:33:10,300 --> 01:33:14,500
Do I want to receive a genders of minutes? What do I want to receive specifically for?

906
01:33:16,120 --> 01:33:20,760
Now this is kind of a mess for this because it's granted because university and they through a bunch

907
01:33:20,760 --> 01:33:28,740
stuff in here, which is a little messy. But the content, or the concept is the same. And then you

908
01:33:28,740 --> 01:33:35,020
can submit your options that you want. And then you can, again, visit your subscriber preferences,

909
01:33:35,180 --> 01:33:39,840
or if you're done, you just hit the finished button. And then you can navigate away from the page.

910
01:33:42,620 --> 01:33:45,260
Questions on the send agenda stuff?

911
01:33:51,260 --> 01:33:55,740
Okay. Now, once we've posted our agenda,

912
01:33:55,740 --> 01:34:07,180
You're going to notice on the agenda that there is a few minutes, but if we went to other meetings in the future, such as, let's say, the 825.

913
01:34:10,100 --> 01:34:16,240
A budget and finance committee meeting, we haven't published the agenda for this meeting yet.

914
01:34:16,240 --> 01:34:31,120
And there's no minutes link. Also on the meetings tab, we scroll down. You can see the budget and finance committee for the August 11th has the agenda, which is final and the minutes, which is in your app.

915
01:34:32,780 --> 01:34:39,780
So if I click on minutes, this will take me to the minutes area, and this is where we're going to do tomorrow.

916
01:34:41,300 --> 01:34:47,240
We're going to walk through this meeting, show you how you can take motions and votes.

917
01:34:47,920 --> 01:34:49,980
Show you how you can add items on the fly.

918
01:34:50,560 --> 01:34:52,920
How you can do your role call of your members,

919
01:34:53,440 --> 01:34:55,140
which present absent and so forth.

920
01:34:57,800 --> 01:34:59,980
And then we'll show you how you can download a copy.

921
01:35:01,720 --> 01:35:02,480
Any

922
01:35:04,750 --> 01:35:07,590
other questions before I let you go for the day?

923
01:35:11,000 --> 01:35:19,740
My question of the way it works for Shemong County is every item has to be approved in committee,

924
01:35:20,180 --> 01:35:22,700
and then it goes to the full board.

925
01:35:23,420 --> 01:35:26,000
And currently I just copy those items.

926
01:35:26,780 --> 01:35:27,960
Is there a copy?

927
01:35:28,100 --> 01:35:28,800
Yeah.

928
01:35:28,800 --> 01:35:36,720
the rate of award agenda? Yeah. So let's say we're going to try to find one here. Okay, let's

929
01:35:36,720 --> 01:35:45,360
say the walkie talkies. Now I'm sending this to budget. Sorry. Yeah, so this one has gone to the

930
01:35:45,360 --> 01:35:52,560
budget and finance committee meeting and let's say it gets approved tomorrow, right? And the

931
01:35:52,560 --> 01:36:15,600
minutes for the budget and finance committee. Now I want to send it to city council or county council or county board. There is a there is a duplicate option. However, my suggestion would be using the versioning tool. What this will do is allow you to take all the history from this item.

932
01:36:16,400 --> 01:36:23,900
And then create a new version of the item, and when you create a new version, it sticks with this item.

933
01:36:24,520 --> 01:36:26,580
So it has all the same content.

934
01:36:27,940 --> 01:36:32,120
So title, suggested action, all of this stuff is the same.

935
01:36:32,460 --> 01:36:33,960
The attachments are all there.

936
01:36:34,740 --> 01:36:38,540
The only difference is the meeting date and the sections are blank.

937
01:36:39,180 --> 01:36:44,260
But let's assume this was the budget and finance committee, and now we're going to send it to City Council.

938
01:36:44,260 --> 01:37:08,260
And we would select the meeting for city council that we want to send it to which let's say this is let's say it's the August 17 meeting and then under the section where is this going to appear in that section so is it a consent item is it a resolution is it a presentation where does it fall and that would depend on the actual.

939
01:37:08,260 --> 01:37:21,140
you know, meeting, right, where you're, if they come out of committee first, where do they go on the boards agenda.

940
01:37:22,080 --> 01:37:24,400
So now once I, I'm just going to put this on your.

941
01:37:26,160 --> 01:37:28,580
That was the things I'll put it under.

942
01:37:29,380 --> 01:37:32,100
There's consent other approval to consent agenda.

943
01:37:32,580 --> 01:37:35,260
So once I placed that version to.

944
01:37:36,120 --> 01:37:41,460
Under that, if I go to, excuse me, but if I go to view agenda,

945
01:37:44,270 --> 01:37:51,750
so this is item H1 under the August 17th City Council agenda.

946
01:37:52,910 --> 01:37:55,550
But it was item whatever,

947
01:37:57,810 --> 01:38:03,550
I V6 or whatever, I VCHC or whatever was under the budget finance committee.

948
01:38:03,550 --> 01:38:05,930
So that's the way I would do it.

949
01:38:06,310 --> 01:38:10,410
There is an option to in the item to duplicate it,

950
01:38:10,590 --> 01:38:12,790
but normally, let me ask you this,

951
01:38:13,350 --> 01:38:16,410
does they go to committee first, then they go to the board?

952
01:38:17,650 --> 01:38:19,970
So they have to get approved by committee first.

953
01:38:20,330 --> 01:38:20,490
Yes.

954
01:38:20,750 --> 01:38:22,850
OK, so I would use the versioning on that.

955
01:38:22,950 --> 01:38:24,230
Yeah, that look very easy.

956
01:38:24,390 --> 01:38:26,530
Actually, much easier than what we're doing now.

957
01:38:26,530 --> 01:38:28,210
I know it's so that's, yeah, that's first.

958
01:38:28,210 --> 01:38:28,670
That was sweet.

959
01:38:28,890 --> 01:38:29,550
OK, good.

960
01:38:29,870 --> 01:38:31,770
Yeah, that's the way I would read a little bit, Cindy.

961
01:38:33,670 --> 01:38:38,250
We try it a little bit to make it a little simpler for you too.

962
01:38:38,250 --> 01:38:38,770
Thank you.

963
01:38:39,650 --> 01:38:40,350
Very cool.

964
01:38:41,170 --> 01:38:42,210
Any other questions?

965
01:38:43,050 --> 01:38:43,930
And that's a good one.

966
01:38:49,840 --> 01:38:51,080
Well, thanks everybody for joining.

967
01:38:52,140 --> 01:38:53,120
Appreciate your time.

968
01:38:54,000 --> 01:38:55,620
And if I talk to you tomorrow,

969
01:38:56,120 --> 01:38:56,980
look forward to it.

970
01:38:57,060 --> 01:38:58,900
If you aren't signed up for tomorrow,

971
01:38:58,940 --> 01:39:00,060
that's fine too.

972
01:39:00,220 --> 01:39:01,540
Have a great weekend.

973
01:39:02,440 --> 01:39:05,140
Hopefully you folks and Shemong get a break from the weather.

974
01:39:05,620 --> 01:39:09,800
And everybody else enjoy your weekend and hopefully you have some good weather for it.

975
01:39:09,800 --> 01:39:10,540
Hey Mike.

976
01:39:11,480 --> 01:39:11,500
Yeah.

977
01:39:11,500 --> 01:39:17,300
I don't keep that making and I are signed up or invited to the minutes.

978
01:39:17,700 --> 01:39:19,540
Oh, so you want me to sign you both up for that?

979
01:39:19,700 --> 01:39:20,100
Oh, please.

980
01:39:21,180 --> 01:39:21,620
Okay.

981
01:39:21,880 --> 01:39:22,200
No problem.

982
01:39:22,380 --> 01:39:23,080
I'll take care of it.

983
01:39:23,160 --> 01:39:24,600
We want to say as well tomorrow.

984
01:39:25,720 --> 01:39:26,780
It's actually later.

985
01:39:26,880 --> 01:39:27,980
Let me hang on one second.

986
01:39:28,320 --> 01:39:33,400
It is at, I think it's an hour later.

987
01:39:33,500 --> 01:39:34,920
So I think it's at two.

988
01:39:34,920 --> 01:39:44,360
I just, I made a mistake when I was, we're in that new learning management system, so everybody's kind of, I'm kind of fumbling along with it.

989
01:39:44,900 --> 01:39:56,820
And when you create the session, sometimes it takes when you create the session as the time and normally I set my 10, 10 a.m. Pacific 1 a.m. Easter.

990
01:39:58,220 --> 01:39:59,980
But I think tomorrow is

991
01:40:00,750 --> 01:40:07,050
Let's see, that's eight eleven. Yeah, it's had eleven. So it's two Easter. Is that going to work for you?

992
01:40:07,230 --> 01:40:12,450
Yeah, I think so. Okay, great. I will, I'll register you both for that. Should I put Steve?