[This transcript was generated automatically from audio using AI and hasn't been reviewed by a person -- it can contain mistakes, including plausible-sounding sentences that were never actually said. Treat it as a starting point, not a verbatim record.]

[0:00] All right. Well, welcome everybody. This is peak agenda training and we're going to be talking today around the agenda creation and publishing.
[0:14] What we're going to be covering today is accessing the agenda in peak. We'll go over the different ways to do so.
[0:21] We'll look at the meeting details.
[0:25] For those of you attended earlier this week,
[0:28] we kind of looked at admin,
[0:30] and then we looked at the items yesterday.
[0:35] Today we're going to be focusing from the item side.
[0:38] We're going to be moving over to the agenda side,
[0:40] which will compile all of the items.
[0:44] So we'll look at the meeting details related to the agenda.
[0:47] We'll walk over the toolbar, the task bar,
[0:50] the agenda and how to edit and delete items and sections and so forth. We'll do a little
[0:56] discussion on the agenda status and then we'll generate an agenda and packet both for public and
[1:04] private and when I say public and council that's just some wording that Granicus put into the
[1:10] peak system essentially it's public and private so one would be for your general public and the other
[1:18] would be for your members of staff or your county council or county board or city council city board what have you.
[1:31] And then we'll go through the process of publishing to a view page and to our legislative app.
[1:38] We're actually having now an application that is a device
[1:42] agnostic. We used to have iLegislate, which was originally developed on the iPad or the iOS platform.
[1:51] But now we have a system where it's completely web-based
[1:54] You can go from mobile devices and tablets and it's not tied into a specific application, so there's no download
[2:02] We'll walk through unpublishing and
[2:06] How you can upload a custom agenda
[2:08] Sometimes cancellation notices and notices and things like that. You may want to upload
[2:13] That's not that's outside of peak, but you can upload custom documents if you want and then we'll kind of
[2:22] Finalize after we've done the publishing and viewing on the view page
[2:26] We'll just do a sneak peek into the minutes which is tomorrow once the agenda is published
[2:32] If you have any questions, just feel free to either hit me up through the chat or you can unmute yourself.
[2:40] I did mute everybody just at the outset, but I did allow everybody to unmute if they want to.
[2:48] 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.
[2:56] As I mentioned before, I am recording this.
[3:00] So everybody will get a copy of the recording at the end of the session.
[3:09] For Megan and Cindy, I did send you access to peak.
[3:15] You should have an email in your inbox, just kind of telling you welcome to peak.
[3:20] So that way you can set up your password in there.
[3:23] So just if you could do that before the end of the day,
[3:27] today, otherwise that password goes bad.
[3:30] So I just wanted to let you know.
[3:32] If you didn't receive the email, let me know that, too.
[3:35] But I am going to put my email in the chat, as well.
[3:40] Again, it's Michael.kelly at granacus.com.
[3:44] You can also email university at granacus.com.
[3:50] With any questions you have regarding either future trainings or training recordings or just general questions if you want.
[4:03] 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.
[4:12] Okay.
[4:15] 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.
[4:28] So for like Shimon County it's going to be like Shimon County and I apologize if I'm mispronouncing that mispronouncing Shimon.
[4:37] Um, you've you've done better than most, Mike.
[4:42] How do you pronounce it?
[4:44] It is shemong shemong.
[4:46] Okay, and and a lot of times we'll get a shemong or something like that.
[4:51] So you are, you are in good shape.
[4:55] Okay, good.
[4:56] So your website is going to read shemong county.
[4:59] Democraticist
[5:00] County, it's going to be like Shaman County, and I apologize if I'm mispronouncing that mispronouncing Shaman.
[5:07] You've, you've done better than most Mike. How do you pronounce it? It is Shaman.
[5:14] 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.
[5:24] Okay, good. So your website is going to read shemuncounty.cranicus.com for the folks from banning
[5:32] California that's banningca.cranicus.com, and then for Susan from Northwaterdale and Lauderdale.cranicus.com.
[5:42] So again, I publish the videos up to your dedicated site, and then I publish those onto a training
[5:53] view page, which you'll have access to and you can share with your staff and other members.
[6:01] And also the interest or the good thing I think about that is that we don't take any of
[6:06] these training videos down, they don't expire.
[6:10] So if you do have a turnover in staff or you have new members that come on board and you
[6:13] want to get their feet wet, it's a nice way to just kind of introduce them to the peak
[6:19] 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,
[6:39] 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.
[6:48] And then just go to the my account, this will give you the ability if you want to change your first name.
[6:53] So again, typically we probably use the formal names.
[6:57] You know, like mine might come off as Michael as my email address is Michael. Kelly, but I prefer going by Mike.
[7:05] So I just come in here and I can change my name and convention as I want.
[7:09] And then if you have a password that you've set and you want to set a different password,
[7:14] I typically try to change my passwords around the network passwords that go through.
[7:20] So I'm not having to remember 20 different passwords, but it's up to you.
[7:25] These passwords are good for 180 days, so which is a lot different.
[7:29] I think the most network passwords are usually 36 to your 90 days.
[7:34] So you do have a significant period of time.
[7:37] And if you do log in, it will prompt you at that 180 first day.
[7:40] 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.
[7:54] So pretty standard, I think across most applications.
[7:59] Okay.
[8:00] So when I've logged in, it takes me to the, what we call the peak dashboard.
[8:06] And I've done some work this week in here already, so just for those of you joining today.
[8:14] I will try to do a little bit of review, so I don't lose everybody on this call.
[8:20] On the dashboard, it will show you the items created by you, so I'm logged in as Mike Kelly.
[8:25] I've got nine items in the system that I've created.
[8:29] Again, those items are in a variety of statuses or buckets, so we've got draft, in review.
[8:35] and approved. Those buckets as the item goes through a workflow process, that will change the status from draft to review to approved.
[8:49] You'll also see on the dashboard are list of meeting cards, kind of laid out like a poker Texas Holden type thing.
[8:58] 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.
[9:22] 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.
[9:31] 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.
[9:40] 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.
[9:49] So if you're doing a regular meeting, or a special meeting, or a budget workshop, that will show below the meeting body.
[10:00] 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.
[10:13] 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.
[10:26] and that will disable the adding section and adding item function so that people can't
[10:34] sneak something in on you after you're ready to publish the agenda. Most of you that are on the
[10:40] call here are listed as administrators. So you do have the same permissions that I'm going to be
[10:46] going through today and clicking on the editing button or the locked on locked padlock.
[10:52] 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.
[11:18] I am going to walk through and put another item on this agenda just so we have I can walk through the consent calendar.
[11:26] I'm actually going to move one of these items and show you how to move within sections today as well.
[11:34] Okay, so let's do that actually to get started.
[11:36] 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.
[11:44] Okay,
[11:47] 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.
[12:03] 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.
[12:13] Now, if I want to move this from the 825 to the 811 meeting and just click on the pencil.
[12:22] This brings me into the form that we were talking about yesterday.
[12:26] We have the budget update report.
[12:28] Perhaps this is just an action that's just received the report.
[12:35] The item type, in my case, is under reports in the selenious.
[12:39] Who the drafter is, who the department is, what the meeting body is.
[12:44] What the current meeting date is set for and then the current section.
[12:50] Now, if I change the meeting date from 825 to 811,
[12:55] you'll notice the section goes away.
[12:57] The reason for that is that you may have different sections on a different date,
[13:02] then you do on 825.
[13:05] So the system is not smart enough to know, hey,
[13:07] I'm changing the date what section do you want to place it on.
[13:11] 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.
[13:36] We did put in our custom fields, a better movie,
[13:39] Oppenheimer, or Barbie, 2023 goals, our co-author,
[13:45] excuse me, co-author, whoever we wanted to place on that,
[13:50] does this item require additional funding,
[13:52] and then if we have any attachments related to this item,
[13:56] like the budget report, for example, we can browse the computer,
[14:01] go to our attachments, find an item that we want
[14:05] to place on that item and then we can name that item whatever we want to call it.
[14:11] So I'm just going to call it budget report
[14:18] and go ahead and hit save.
[14:22] So once I've done that from the item, I can navigate to the agenda that that item appears on.
[14:30] So I mentioned before there's a couple of different ways you can get to the agenda you're working on.
[14:35] 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.
[14:54] Okay, a few other ways you can get to the meeting one I mentioned initially was you can go to the
[15:00] 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.
[15:25] you can also filter your meetings here as well. So if I want to just look for budget finance
[15:30] committee meetings, you can see I've got one on the 11th and then another one on the 25th,
[15:35] and you can of course toggle by month as well and it will give you that list view on the left hand
[15:41] side and the calendar view on the right hand side.
[15:47] Okay, so I'm going to hop back over to my meeting on
[15:49] August 11th. So I'm just going to click on to this from the calendar.
[15:57] And again, here we are
[15:59] with our agenda sections. And then it'll actually show you the agenda items listed under
[16:05] that section. I should say the number of items listed under that section. You can expand the
[16:11] individual section to look at just the items related to that section. Or there is a period that
[16:17] you can see there's an expand all sections and that expands all sections.
[16:25] Okay, close all sections, same thing.
[16:28] Okay, now as we move down the task bar, we have the first thing we come to is what we call the meeting details.
[16:36] So when we created the meeting on day one, we created a series of the meetings. So when you're creating
[16:43] meeting, whether it's county council or supervisors or city council or planning commission,
[16:50] whatever the meeting body is, when you create a new meeting, it asks you, what do you want to
[17:00] it ask you? Do you want it to be a one-time meeting or recurring meeting?
[17:05] And so when you do that, if you set the recurring meeting, it will set the repetition or the,
[17:10] the recurrence of that is. So in my case, when I went in and created the budget and finance
[17:18] committee meeting, if I go into the meeting details, it's going to give me the details of the item,
[17:26] excuse me, details of the meeting. It'll tell you that this is a recurring meeting,
[17:32] and on the right, you'll find a list of the meetings in the series. So you can see again the 11th,
[17:38] 25th, the September meetings November, December, etc. Okay.
[17:45] It'll also show the meeting body.
[17:49] It'll show the meeting location. Now this is the default meeting location. So if we wanted to
[17:55] change the default meeting location, but just for the 8, 11 meeting, some clients will have like
[18:08] 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.
[18:18] So you could say instead of we're having this at the council chambers, we're having it at the senior center.
[18:24] And that address is different, that is at, you know, two, three, four, grant street,
[18:36] and then city city state zip code.
[18:40] 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.
[18:51] 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.
[19:04] 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.
[19:14] 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.
[19:27] 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.
[19:37] Mike, can I end up for one second?
[19:40] Absolutely.
[19:40] Susity.
[19:41] The start of end end.
[19:45] Is that end time.
[19:47] What is that time to?
[19:49] Yeah.
[19:50] So if you're webcasting with us,
[19:52] I'm trying to think if you are.
[19:55] Well, no web live streaming.
[19:58] Live streaming?
[20:00] 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.
[20:14] 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.
[20:28] So what they would do is they would set, and there's an advanced setting for your media to auto start the recording,
[20:35] and they would set that end time to be something out into the future quite a long way.
[20:44] 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.
[20:52] OK, if you're meeting the end, do I see it's got a little
[20:56] extra, it is a required to put that in there.
[20:58] It is the default is an hour.
[21:01] It doesn't really matter.
[21:03] I mean, I say it doesn't really matter because if you're actually
[21:06] live streaming or live streaming the recording,
[21:09] you're going to be interfacing with it.
[21:11] And there's an option for you to extend the time.
[21:14] OK.
[21:15] Yeah, that's good question.
[21:16] The end time is really just related to when
[21:21] that if you were using that auto function,
[21:25] when you want to stop the recording.
[21:28] So, thank you.
[21:28] Yeah, you're welcome.
[21:29] Good question.
[21:32] All right.
[21:33] Actually, actually, while we were there, sorry,
[21:36] that I was navigating away, we'll go back to the meeting details.
[21:40] Even if you are not webcasting with us,
[21:44] there is a section, sorry, is a section down here
[21:46] call it bad settings.
[21:49] Or those of you not webcasting these media options are not super important, as well as the encoder.
[21:57] But the archive folder you can force where you want your meeting to go to.
[22:04] So if you have, like let's say committee meetings and you don't have a folder for every committee meeting,
[22:10] maybe you're just housing every committee meeting under a term called committee meetings.
[22:15] 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.
[22:30] I'll show you how when we go to the publishing later on today how you can select different view pages.
[22:38] But a lot of times clients will just select the view page that they're going to use by default.
[22:44] And then it's literally one less click when they go through the process.
[22:50] So I'm going to go ahead and save my changes there.
[22:53] And just to show you what it looks like when somebody tries to submit an item,
[22:58] 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.
[23:09] 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.
[23:21] 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.
[23:30] 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.
[23:45] 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.
[23:56] 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.
[24:09] However, I don't have any access to any of the toolbar over here, they're all kind of
[24:14] great out.
[24:16] If I click on to it, it either does nothing or sometimes I will get a message that will
[24:22] tell me permissions not allow, I think.
[24:24] You did not permission to perform that action, okay?
[24:28] If you think you should have permission to perform it, please contact your administrator, so
[24:32] you might get a call or two on that.
[24:35] 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.
[24:43] So I'm going to say this is going to be minutes for July 15th, budget, midi, meeting, and you're suggested.
[25:00] Section might be or your recommendation might be approved or adopt. Sorry, approve or adopt
[25:11] the minutes or July 15 budget committee meeting. Yes, it's budget finance actually.
[25:18] Just a
[25:22] 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
[25:41] who actually Joe was tied to the administrative services, sorry, and then you can see where my
[25:47] head goes, bearing line department. So let's see, meaning body, budget and finance committee.
[25:53] Now, the meeting date, you'll see it doesn't give me the option for 8, 8, 11, which is really what
[25:59] I want to put it on. It only gives me the ability for 8, 25, and further out to the end of the year,
[26:06] which is what I've scheduled the recurrence for.
[26:09] So it is a required field in my case.
[26:12] So I'm going to go ahead and select the 825.
[26:16] I'm going to put it under where I expect it to go,
[26:19] which is consent.
[26:21] And then I can fill in my custom, excuse me,
[26:23] my custom fields, whether they're required,
[26:25] again, required has the red-astric optional fields,
[26:31] do not have the asterisk,
[26:33] but you can of course fill those in if you have them.
[26:35] So better movie, 2023 goals, got to play more golf, read more travel, co-author, somebody
[26:43] that may have helped you with this item, you can put the co-author in there as well.
[26:50] Let's see, LoonsAppa, that seems like a good one, and then does this require additional
[26:56] funding when I was just a set of minutes, so it doesn't require any funding.
[26:59] And then if I want to place those minutes, the actual minutes document on here, I would look for my minutes.
[27:09] There's my set of minutes there, and I'm going ahead and open that up and then hit create.
[27:16] 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.
[27:27] 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.
[27:45] Okay, so we'll go ahead and use this workflow. I'll just get it started and initialize the workflow,
[27:54] but I hit that button.
[27:55] 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.
[28:18] don't have the permissions. So if I want, I can reach out to Mike, who I know is an admin,
[28:25] but more often it's probably going to be either the the the clerk's office or the city
[28:32] secretary's office or you know whoever handles the actual publishing of the agenda. It might be the
[28:37] city manager or the city admin or the county administrator who basically makes the call as to what
[28:44] is on to the meeting. But for today's purposes, I'm going to assume Mike has the, as the secret
[28:52] 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,
[28:58] hey, Mike,
[29:02] I submitted these minutes for approval. But can we put them on the 811
[29:19] I know I missed the deadline so apologies always help I guess so can we put that on the
[29:29] A11 meeting and then I just go ahead and question mark I know that missed the deadline and I
[29:34] go ahead and hit comment and what that's going to do is that's going to send an email to Mike it's
[29:39] to put that information into the history, telling Joe that I was telling Mike Hayes
[29:46] admitted these items for approval. And now I'm going to get an email as Mike,
[29:55] and bear with
[29:55] So just one second, look like you now, come in.
[30:00] I'm always on there. Here is the email.
[30:07] 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.
[30:27] Is this one?
[30:29] Showedroctor has made the following comment on this agenda item.
[30:33] The minutes, this is the title of the item.
[30:35] The minutes for the July 15th budget and finance committee meeting.
[30:39] And then there's my mic, I submitted these items.
[30:41] I know I missed the deadline.
[30:43] So for Mike, you can do a couple of different things.
[30:46] One, you can click on to the link from the email.
[30:50] Either email will take him to the item.
[30:53] Or what I can do is I can log in as Mike.
[31:00] Again, this is just a little bit of a review from yesterday as well, but I did it.
[31:05] I can log in as Mike and what you'll see on the dashboard is the items that we're waiting my approval.
[31:11] So if you click on the link from the email, I'll take you directly to the item.
[31:16] If for whatever reason you delete the email, go to your junk mail and you don't see it.
[31:21] 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.
[31:33] And there you can see the minutes for the 15th.
[31:36] If I click on the pencil, it takes me into the item.
[31:41] I can see the note over here.
[31:44] Oops, you can see the note over here.
[31:46] I can also see the note in the, in the history.
[31:51] And so what I can do, as the,
[31:56] sorry, what I can do is the administrator,
[31:58] if I decide I want to approve that,
[32:01] is I can go in and I can change the meeting date.
[32:04] You can see that because on the admin,
[32:06] I have the ability to override that meeting date,
[32:11] or that submission deadline date. And then I can just select where I want to place it. So I
[32:16] know minutes go on to consent agenda. So I just make the change to the meeting date.
[32:22] If there's anything I need to review like the document, I can click on to the document and open it up.
[32:29] This brings me into, you know, the set of minutes. I'm saying, okay, let's, okay, everything's fine.
[32:37] 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.
[32:48] 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.
[32:55] So now I've saved that information that also will be in the item history under the person who made that change.
[33:05] So I simply changed the date, the section and the meeting date.
[33:10] I didn't actually change the section because it was on consent before.
[33:14] But I just changed the value from 825 to 811.
[33:19] Okay. Now, if I, and if I wanted to reach back out to Joe when I send, he Joe, no worries.
[33:27] I haven't added it to the A11.
[33:35] So that'll send Joe a message back just letting him know, hey, it sent it there.
[33:40] Now Joe could obviously go to the dashboard, could go to the budget and finance item.
[33:48] I budgeted finance meetings, excuse me, and then under consent, he could see his items here related to that.
[33:57] So I did never actually didn't approve that items. Let me do that.
[34:01] So if I go into the needs of my approval, I moved it, but I didn't approve it.
[34:05] So I'm going to go ahead and do that. So approval status.
[34:12] go ahead and approve and then if I know that Mani is out of the office I can move past
[34:18] Mani and just skip over Mani.
[34:21] Now, Mani would receive an email letting him know that we skipped him over this thing.
[34:26] If there was somebody else we wanted to have fill in for Mani, we could do that too.
[34:31] So I'm going to go back to my agenda, right now I've got my two items in consent and
[34:39] With admin privileges as well, you do have the ability to actually mark an item as approved without going through the work well.
[34:49] So that is a setting in administration that you can essentially override for admins.
[34:55] So if there's an item you need to essentially force to get onto the agenda.
[35:00] 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.
[35:15] But now you can see on my dashboard, sorry, that the four items I have scheduled are the four items I have approved.
[35:23] 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.
[35:38] So that gives me some confidence that, you know, I can go and publish this agenda without having any issues.
[35:49] questions on that so far.
[35:59] If, for example, I wanted to add a second.
[36:01] Oh, yeah, sorry.
[36:02] Do you have one question?
[36:04] So often,
[36:05] drafters.
[36:06] What we currently call creators.
[36:09] Drafters of items will then
[36:12] will under peak have access to
[36:16] a draft meeting to see if there.
[36:18] I just want to make sure that it's clear.
[36:20] Because I get a lot of calls from department heads.
[36:23] Because currently they can't see the meeting until I've closed it.
[36:30] But what you're saying is all drafters.
[36:32] So those home calls should go away.
[36:34] But this is a question perfect.
[36:36] Yeah, if they wanted to, there's a setting here that says drafters can view drafter genders.
[36:44] Sometimes clients don't want their drafters or creators, as you put it, or authors,
[36:49] to be able to see draft agendas until the agenda is marked as final.
[36:55] If you have this unchecked, your draftors can view the agenda
[36:58] when it's in a final status,
[37:02] I don't necessarily see the harm
[37:03] and having a draft or be able to see where their item is on the agenda
[37:08] because they may want to,
[37:10] if these are time, I don't want to say time sensitive,
[37:14] but if they're time allocated maybe,
[37:16] And that person has to present that item.
[37:20] I want to know if it's, if it's in new business,
[37:24] is it last a new business or is it the first a new business?
[37:27] Like I want to know where it is on the agenda.
[37:29] And that would kind of dictate how late I'm sticking around
[37:32] for the meeting, like if it's a night meeting, obviously.
[37:35] If it's a day meeting, it allows me to kind of book my time
[37:38] as to how I'm spending my day because I have to be at that meeting
[37:42] between X and Y. So I can get other things done and I'm not sitting in the audience waiting
[37:48] for me to call. So I don't see a problem with it. I do have clients that don't want their
[37:55] draftors to view them until the agenda is quote unquote final. But either way, you know,
[38:02] whatever your preference is, you can say. I think it's a great option to have. And I think it
[38:06] And also allows the directors to see where in the workflow process their item is.
[38:12] That's right, so they will always, they will always be able to see where it is in the workflow.
[38:19] This doesn't have to do with the workflow because that's the, that's related to the workflows related to the item.
[38:25] So they can always see where their item is in the workflow and they can also typically see if they've started a workflow.
[38:36] let me just show you.
[38:42] They'll also be able to see under the item, sorry,
[38:48] who the current
[38:49] approver is. So within the workflow or within the agenda, they'll be able to see, you know,
[38:55] who the current approver is. So you may have an item, by the way, and this is to point out,
[39:01] you may have an item that's in review, you may have an item that's in draft that does not prevent
[39:05] you, or does, and there will be one second. I'm going to close my window here. I got the weed whackers
[39:10] Come on, I mean,
[39:30] sorry, Thursday's my least favorite day.
[39:35] So yeah, so let's see what I was saying.
[39:39] This is in. Oh, yeah, it does not prevent you from downloading and publishing your agenda.
[39:45] If you have items that are in a different status than approved, my
[39:52] my feeling on that is I like to see all the items.
[39:57] in an approved status that gives me a
[40:00] 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.
[40:24] That's very different for us.
[40:26] Yeah. Yeah.
[40:28] I mean, again, I would expect if you're using an approval process that that would be the case.
[40:32] I mean, that would not be the case.
[40:35] 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.
[40:42] So there really isn't a review process.
[40:45] I mean, if you're creating the item and you're also publishing it, you're the person that reviews it.
[40:50] So, if there's not a big review process there,
[40:55] whether you want to send yourself an email to approve it
[40:58] or you do the set to approve,
[41:00] because I've created it, and I've posted it, and I'm ready to go.
[41:04] You can do all of that, of course.
[41:08] But I would expect if you're using the approval process,
[41:12] that would be the expectation.
[41:14] But you're not forced, I guess is what I'm telling you,
[41:17] that, if you get an item that you can't get through the approval process, you can still
[41:22] publish the agenda. But I think most people will either approve it or get the verbal approval
[41:30] from somebody and move past that person, like I did with the many situation, or they'll edit
[41:36] the workflow and then modify that so that whoever's covering for many can't approve that item.
[41:42] Great. Thank you.
[41:45] Sure.
[41:46] 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.
[42:00] So, it has all of our standard sections, our numbering convention.
[42:07] So, again, we're using Roman numerals and letters.
[42:10] 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.
[42:20] You can see it would read adjust those.
[42:23] The other thing if we're going to add a section to the meetings going forward,
[42:28] 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.
[42:42] Then you would name the section, whether it's numbered or not numbered and then you would save it.
[42:47] But there are going to be instances where you're going to have and sometimes executive session is one of these closed session.
[42:54] But usually it's more like these one-offs that happen once a year or once once in a while.
[43:02] And if you're in that meeting, so I'm in the 11th meeting for the 11th.
[43:09] And I want to add a section just for this meeting on the 11th.
[43:14] 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,
[43:23] That might be something that shows up pops up once a year, once every two years, whenever you do elections or
[43:31] Excuse me, I'll point this
[43:34] The other thing might be like
[43:37] See I'm doing all uppercase, so
[43:41] That I'm sorry
[43:44] Validation of election
[43:47] Results
[43:48] So maybe it's the city or the county's election results
[43:52] 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.
[44:05] 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.
[44:15] I can swipe my validation of election results, bold, italicized, excuse me, bold and underlined,
[44:23] and then I can number it and then hit save.
[44:28] So the section is still at the bottom of the agenda.
[44:32] Then I just use the drag drop to move the section to where I want to place it on the agenda.
[44:40] 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.
[44:53] Okay, so now I've saved that section, and then within I'd excuse me, within sections.
[45:00] 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.
[45:25] The other thing I wanted to point out was, you cannot move items within sections by using this drag drop function.
[45:36] So if I wanted to move this up to a different section, it doesn't know what to do.
[45:42] However, if I do want to move an item either from consent to new business or new business to old business, what have you,
[45:52] I can say here at it,
[45:58] and then this item is locked because it's gone through the approval process, right?
[46:02] So because I'm an admin, I can unlock it, your drafters wouldn't be able to do this.
[46:10] 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.
[46:21] And it removes the section, but in my case, this is still a required field.
[46:26] So I can, instead of new business, I can mark this to consent and then hit the save button.
[46:37] And then if I scroll back up here and go to View Agenda,
[46:43] you can see now in consent.
[46:46] I've got that contract for the walkie talkies for the police department in here now as item 3 or item C.
[46:53] And again, now that it's within the section, I can then move it into the order that I want.
[46:59] It's kind of relabel or renumber those.
[47:03] So, Cindy, from your question, like, where would I go?
[47:06] Well, I guess there's always a chance that they might move it on you when you last saw it.
[47:10] Like, hey, I thought I was showing up first.
[47:12] Now I'm third.
[47:14] I don't know how to prevent that from happening, but the way that the order comes in is how they're submitted.
[47:21] 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.
[47:51] but fall under a specific dollar amount that they want to record it as. The other thing here is that you can remove items.
[48:04] 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.
[48:18] for the drag drop function, and then there's an X here to remove.
[48:24] So if I wanted to remove this item from this agenda,
[48:29] but I don't know where I wanna put it on the next agenda,
[48:33] I can hit this little X, and it will tell me,
[48:37] are you sure you wanna remove this item from the agenda?
[48:41] You will be able to add it to an agenda later.
[48:44] 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.
[48:58] 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.
[49:08] Or I can add it into, I can add it to the agenda, if I remove it in error.
[49:18] The same thing will happen is if you are on your meeting and you remove a section and that section has items.
[49:29] So if I was to delete the consent agenda, it would remove both of these along with the
[49:38] section, but it would put the items into that item's category of not scheduled.
[49:45] Okay, so there isn't, this is the next question that usually comes up, is there an undo button
[49:53] or a go back or a way back machine or something, if you delete the section, you can add the...
[50:00] 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.
[50:29] Now, it does put it into the items, sorry, it does put it into the not scheduled bucket.
[50:36] That is the one exception for if you have a meeting date and an agenda section as being a required field.
[50:47] So if it's a required field, it will allow you to bypass that if you remove the item.
[50:55] So I just want to point that out because it is a little bit different.
[50:59] If you try to remove an item, if you try to remove an item or change an item, that doesn't,
[51:09] that those fields are required.
[51:10] If you're doing it within the item, you would essentially need to, if you wanted to save
[51:17] the changes, you would have to, in my case, select the meeting date and the agenda section.
[51:21] 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.
[51:38] 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.
[51:45] Where did you expect this to go? What meeting data are we looking at to have this go on?
[51:52] They don't know, that's okay. This is going to be on a future date to be determined. That's fine.
[51:59] And that's kind of up to you as far as whether you want to make these fields mandatory or not.
[52:05] Okay. The other thing I wanted to mention, sorry, is that if you do have an item that is in
[52:14] that non-scheduled bucket, you do have the ability to add an item. So we added the section,
[52:21] which was the validation of election results. We hit add item. This will look for existing
[52:28] items first. So what it's looking for is any item that is in that non-scheduled bucket
[52:34] and you can grab that item and then tell it where you want to place it. Now you can see when I go in,
[52:41] I'm actually in the August 11th meeting.
[52:44] So I have the ability to lay it
[52:46] into this validation of election results section.
[52:50] I don't want to, but I have the ability to do that.
[52:53] And then if I want to move that to new business
[52:56] or old business or consent, I'll put it in consent,
[53:01] just because for the minutes tomorrow,
[53:03] I think it'll be helpful to have more than two items in consent.
[53:09] So we've got our three items in consent.
[53:13] We've got our one item in new business.
[53:15] I'm happy with the order of everything.
[53:18] So I'm going to go ahead and hit save.
[53:24] So added section added item.
[53:27] Again, we can remove a section just by hitting the trash can.
[53:31] So validation of election results.
[53:32] We can hit the trash can.
[53:34] If we need to.
[53:35] The next step is downloading.
[53:37] So we can actually see what this is going to look like when your constituents access the agenda from the website.
[53:46] So we're going to download and you're going to have a couple of different options.
[53:49] So when we were talking yesterday about items, you had the cover page and the item packet,
[53:55] which the cover page is your staff report or your agenda bill or your agenda item memo.
[54:02] Your agenda packet is like the item packet, but it's the combination of all of the item packets.
[54:10] So when you're downloading to view the agenda, you can download it in Word, PDF, or HTML.
[54:19] 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.
[54:30] 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.
[54:40] So I'm going to download the agenda in a PDF. I'm going to hit this download button.
[54:46] And then this is going to open up the document.
[54:50] Yes, so it's mine up here. So I'm just going to grab this.
[54:54] You may on the first or second turn it may give you a pop-up blocker.
[54:59] So, you
[55:00] It says, allow from shemuncounty.granticus.com. It's usually a one-time thing in your browser. So, whether
[55:08] if you use the same type of browser, but if you vary your browser from Firefox to Google to Chrome
[55:16] to Edge or Safari or whatever the latest Apple browser is, again, you may have to hit that
[55:27] So here's my agenda. It's two pages. It's the finance and budget committee meeting.
[55:34] It's at the senior center. If you remember I changed the location from 123 main street and the council chambers to senior center.
[55:41] So that taking that specifically for the 811 meeting.
[55:47] Got my call to order will call and pledge those three sections are unnumbered or nonnumbered.
[55:53] And I have my approval of the agenda, my public comment, validation of election results, and I get into my consent agenda.
[56:01] One thing I just noticed here is the consent agenda isn't underlined, so I'm going to go back and and fix that.
[56:07] And we have new business old business and board member comments.
[56:12] So I am going to go back in and fix my consent agenda.
[56:18] So I'm going to click on that.
[56:20] I'm going to swipe it, bold it, and underline it, and then save it.
[56:30] Now, when I do the download, it's then just doing the agenda, I'm going to do the packet.
[56:34] Now, the packet is going to give you the agenda, so those two pages, in this case.
[56:41] Those two pages, plus any supporting documentation along with it.
[56:46] Now, if you're using cover pages, which I refer to as the staff reporter, the agenda bill,
[56:53] in Granicus or Peaks Peak, we call them cover pages because everybody calls them something different.
[57:00] If I want to do it for the public, this is going to not include any attachments marked as confidential.
[57:07] If I do it for council, or what we call the private packet, and so just think of this, it's
[57:13] 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.
[57:22] So members would be able to get that option here.
[57:26] So I'm going to run both.
[57:28] I'm going to go for the public and I'm going to hit generate packet.
[57:33] Now hopefully my underline to my consent agenda has been fixed, but I'll find out here in about 10 seconds.
[57:41] 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.
[57:52] 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.
[58:01] So this is 31 pages. So oh I forgot to mention the cover pages. You can turn those on or off.
[58:11] I have a lot of, or I have a few custom fields on mine that I want to allow my constituents and or my
[58:18] Building members to be able to see those custom fields.
[58:22] If I didn't do that, they'd only see the agenda and then the attachments.
[58:27] So I'll show you what that looks like too, but here we go.
[58:30] So here's my agenda.
[58:32] 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.
[58:48] Other clients will set this so that the attacks you me so that the well they don't have the standard language showing here.
[58:56] the title of the item is hyperlinked to take them to the staff report.
[59:03] If you are a prior novice agenda user, that's how novice set up theirs.
[59:09] I think maybe minute track might do the same.
[59:12] So if we do have clients coming from one agenda management system into another,
[59:17] depending on what that is, they might be used to seeing that hyperlink on the title,
[59:21] which we can certainly do.
[59:25] I'll just refer back to another client that I've worked with in the past.
[59:37] Bainbridge Island, Washington.
[59:39] I'm just going to grab their agenda real quick so I can show you what I'm referring to.
[59:42] I know I mentioned this yesterday, but I just want to touch on it again here.
[59:48] City Council regular business meeting.
[59:50] If I click on to their agenda, you can see their title is hyperlinked.
[59:56] they actually have their title hyperlink and the attachment on the agenda
[1:00:00] 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.
[1:00:30] So if we scroll down the agenda, so two-pager,
[1:00:33] then we get into the first item,
[1:00:35] which is that set of minutes,
[1:00:39] that Joe Dr. after put in,
[1:00:41] and it's the minutes for the,
[1:00:43] and then it has the subject, the recommendation,
[1:00:46] the co-author, the better movie barbie or Oppenheimer.
[1:00:49] I haven't seen either, so I'm no,
[1:00:51] middle-pitted on that.
[1:00:53] 2023 goals, other funding requests, false,
[1:00:57] and then attachment here.
[1:00:59] Now following the Staff Report or the Agenda Bill is going to be the attachment or attachments.
[1:01:06] So if we scroll through there's attachment one, then we should get right to the next Staff Report.
[1:01:13] So that's a lot longer than I thought it was.
[1:01:17] Now you can also over here on the bookmarks.
[1:01:20] You can click on to this is I think the pages and then this is like the items.
[1:01:25] So I can jump from the agenda to the first cover page to the second cover.
[1:01:32] Let's give me to the to the attachment related to the cover page to the second cover page.
[1:01:41] Okay, to the budget report related to that to the third cover page.
[1:01:46] You can see two attachments there.
[1:01:50] minutes maker and Lawrence, and then my fourth cover page, bids and purchase order document
[1:01:58] there. Okay, so we got 31 pages. That is the public packet. If we want to do the private
[1:02:06] packet, we can do the same thing. We're generating for council. That's the private packet.
[1:02:11] I think I do have a couple of if I'm remembering correctly. I think I did have a couple
[1:02:16] attachments that were hidden or not privy to the public. So my expectation is that this
[1:02:26] packet is going to be at least a page or two longer. So I'll go ahead and hit download.
[1:02:36] Okay,
[1:02:37] 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
[1:02:48] 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.
[1:02:58] And again, because it's been approved, I've got an unlock the item scroll down to the attachment.
[1:03:05] And I'm going to change the attachment privacy on this item to be on the agenda of a confidential.
[1:03:13] So the bids and purchase order document is going to be confidential.
[1:03:18] The item itself will show up on the agenda, but the document will not.
[1:03:22] So again, if I go to my downloading of my packet, we'll do the public packet this time,
[1:03:29] because now I've hidden a document in there.
[1:03:37] This should be less than 32 pages,
[1:03:44] whereas the one for council or the private packet will be
[1:03:48] 32 pages.
[1:04:01] 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.
[1:04:26] And again, just to kind of reiterate here if I did the generation of the packet for council or the private packet,
[1:04:35] that should be the 32 pages that link should be available and also that attachment will be available.
[1:04:45] But questions on that so far.
[1:04:53] We'll just verify this as 32 pages.
[1:04:56] And it is.
[1:04:57] And we've got the link on the new business.
[1:05:00] And if we scroll all the way down to the bottom, we have that document.
[1:05:07] 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.
[1:05:18] 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.
[1:05:27] 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.
[1:05:37] But for today's purposes, I'm pretty happy.
[1:05:39] I've got my items in.
[1:05:42] I validated everything looks good.
[1:05:44] My packet looks good, both private and public.
[1:05:48] And then my next step is going to be publishing.
[1:05:50] So, what my process is, is I set the meeting status from draft to final,
[1:06:00] and then I lock the agenda.
[1:06:02] And you can do them in reverse order if you want.
[1:06:05] There's no, these are internal flags.
[1:06:08] Now, the locking of the agenda does keep you from adding sections and items.
[1:06:13] Much like locking an item, and then final is the meeting status.
[1:06:19] So, once I've set locked the agenda and set the meeting status to final, where does this
[1:06:27] meeting status final show up?
[1:06:29] Well, it shows up on the dashboard under this section here where you see it says agenda
[1:06:34] not final, here is our meeting, it says agenda is final.
[1:06:40] So for me again, I'm all about warm and fuzzy, this gives me a warm and fuzzy feeling, not
[1:06:45] again that all of the items have been looked at because they all have an approval status.
[1:06:50] The agenda is also final, which typically means to me that the agenda is either published or going to be published.
[1:06:59] So the next step after downloading, so we're pretty much just going top to bottom here,
[1:07:04] when we click publish, you'll see there's a version here that says I legislate. I think they're
[1:07:16] But essentially it's the same thing and I'll show you what it looks like in that web-based version.
[1:07:22] Legislate and then the web.
[1:07:24] Now when I click on the web, you'll see it opens up two checkboxes, agenda and packet.
[1:07:31] Now your agenda is going to be the summary.
[1:07:33] That's the two-pager and in my case with links to the attachments.
[1:07:38] Or the packet, which is going to be that 28-pager.
[1:07:41] 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.
[1:08:11] One is you can download the private packet and use a method to get it to them. You can print it
[1:08:18] 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
[1:08:25] packets to their members at least some of their members
[1:08:29] whole so they can write up the physical copy
[1:08:37] Or they can access it via the legislative app
[1:08:41] Now, you'll also see the view page selected here.
[1:08:44] Now, this is if you remember in the meeting details
[1:08:46] under that advanced settings,
[1:08:48] I set the view page to be
[1:08:50] grandics university content,
[1:08:53] but you have the ability to add additional view pages if you have them.
[1:08:57] So some clients will have a view page for their council,
[1:09:01] or sorry, their council or commission meetings.
[1:09:06] Like, they may have one for, let's say,
[1:09:09] Board of Supervisors then they'll have one for planning,
[1:09:11] then they'll have one for something else.
[1:09:14] Or they'll have one for council, one for planning,
[1:09:18] one for parks and a wreck.
[1:09:19] So you can break out the view pages
[1:09:21] into separate view pages,
[1:09:23] especially if they appear on different parts of the website.
[1:09:29] Typically when we create a view page for you,
[1:09:34] it is one view page for your public content
[1:09:38] and then a view page for your training content.
[1:09:41] But it is very simple and it doesn't cost any extra to add a new view page.
[1:09:46] So I have again clients that have their council on one view page and that's embedded
[1:09:53] into a particular page on their website. And then I have one for their committee meetings.
[1:10:00] 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.
[1:10:09] They have unique URLs, which I'll walk through here in just a moment.
[1:10:13] 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.
[1:10:21] And we're off to the races. So this will again give you that little dialogue box. Once the dialogue box goes away.
[1:10:28] It's going to publish those documents onto the view page you designated.
[1:10:36] Now, during the admin call on Tuesday, right, this Thursday. Yeah,
[1:10:44] 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.
[1:10:57] 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.
[1:11:25] So bear with me one second here.
[1:11:31] So this is what I'm referring to when I talk about view pages.
[1:11:35] I'm probably going to ask me for a username and password.
[1:11:41] So here is your public page.
[1:11:44] And then here is the training page.
[1:11:47] And when you launch the page,
[1:11:49] it's going to have your upcoming events.
[1:11:52] With your date, your agenda, your packet.
[1:11:54] 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
[1:12:04] so
[1:12:05] same thing for
[1:12:07] banning so a banning just grab your view page real quick
[1:12:17] again banning CA
[1:12:19] Decranicus.com
[1:12:22] log in. So there's my banning CAV page. Now you can rename these pages. I name them kind of
[1:12:28] generically. You may want to say banning CA content. That's going to be or public content,
[1:12:38] you know, however you want to place that and put that on to the, sorry, and put that on to that page.
[1:12:45] The other thing is the training videos.
[1:12:50] So for the city of Bany,
[1:12:54] they were in the administration on the 8th
[1:12:57] and then the drafter for the training yesterday.
[1:12:59] And then after today,
[1:13:00] everybody will have that the
[1:13:03] Jenna Coordinator session 3 in their site.
[1:13:07] So again, you can take these in any order.
[1:13:09] You want there's no rhyme, I mean,
[1:13:11] no rhyme or reason,
[1:13:12] some things that I try to cover
[1:13:14] 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.
[1:13:27] But that's what I was referring to when I talk about view pages.
[1:13:31] And the view pages associated with Granicus University are the Granicus University content, no video, that's going on I'm using right now.
[1:13:40] And we should see our budget and finance committee meeting.
[1:13:44] There it is right there Friday, August 11th at 430.
[1:13:48] And then there's my agenda and my packet.
[1:13:53] Now, if I click onto the packet, this will be the public packet, the 28 pages.
[1:13:58] The system will not allow you to publish the private packet to the website.
[1:14:04] Just physically and possible.
[1:14:06] Yes, it's physically and possible unless you do something really dramatic to make it happen.
[1:14:11] But the system won't allow you to do it out of the box.
[1:14:18] You could download the private packet and then you could upload it as a custom agenda.
[1:14:25] But again, it would take a required work to do that.
[1:14:28] And this is just some of that you can't do something inadvertently.
[1:14:35] Again, if you wanted to go to your private packet,
[1:14:39] So if we go back over to our meeting
[1:14:46] 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
[1:15:00] 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.
[1:15:26] dash canceled or something like that, and then they'll upload the cancellation notice.
[1:15:35] But as far as the agenda packet, again, if you did it for council and you downloaded that
[1:15:42] 32 pages, you can print it or download it, and then it'll download it with this kind of
[1:15:58] 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.
[1:16:17] Okay, so we published, we published in iLegislate and the web, it will also tell you when you last published.
[1:16:27] So in this case, last published, August Kent, which is today, thank you.
[1:16:32] at 1-16 PM. Now this site is based on the Grand Christian University. It's actually a central
[1:16:40] time zone site. That's why it says 1-16, even though I published it at 11-16 Pacific Time.
[1:16:48] There is an unpublished option. So if we hit unpublished from all views, you don't
[1:16:53] throw up this message and tell you it's been unpublished. If I go to that view page and refresh this page,
[1:17:01] You'll see that the agenda and agenda packet link are no longer there.
[1:17:06] So I've just brought that down.
[1:17:07] So if you published it in error, you can bring it down.
[1:17:11] Again, if you want to publish just the agenda, not the packet.
[1:17:15] You just uncheck that box and then hit publish.
[1:17:20] This should just publish the agenda link.
[1:17:24] Some clients will do that.
[1:17:26] They'll publish just the agenda and then later they'll publish the packet.
[1:17:29] or some don't publish the packet at all to the public.
[1:17:33] Like that's just whatever the preference is
[1:17:36] or whatever your charter says you have to do
[1:17:39] or what's required by law to do up to you.
[1:17:44] So again, now I can go back
[1:17:45] if I wanted to publish the packet,
[1:17:48] I just hit the packet and hit publish
[1:17:53] and that should when this dialog box goes away,
[1:17:56] that should publish the packet as well
[1:17:58] or the link to the packet as well, and there's my link to the packet.
[1:18:05] 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.
[1:18:24] 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.
[1:18:38] So you can see board number one that the username board number one and then they have view only access.
[1:18:45] So they would log in with their board ID in this case board number one with whatever password we've given them.
[1:18:52] 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.
[1:19:01] So you start off with like a welcome one, two, three exclamation point or a
[1:19:05] granicus 2023 exclamation point, something that fits that requirement that isn't super hard to remember.
[1:19:12] But also something that everybody can log in so you're not having people going like,
[1:19:16] I forgot my password, or forgot this, or whatever,
[1:19:19] it's your first name dot last name, and then that password.
[1:19:24] If I want to look at that legislative application,
[1:19:28] it's very simple, you go to your site, which, in my case, is
[1:19:33] grantacastuniversity.com,
[1:19:35] yeah, grantacastuniversity.grantacast.com,
[1:19:39] forward slash legislative, L-E-G-I-S-L-A-T-E legislative.
[1:19:46] Now, I'm already logged in so it auto logged me in, but if I was a first time user or coming
[1:19:54] to this typing that in by default, it would present me with this sign in screen.
[1:20:01] So, grantacassuniversity.cranicus.com, forward slash legislative slate, forward slash log in.
[1:20:08] 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.
[1:20:17] I have to fill in the password, and then I can log in.
[1:20:21] should be able to just sign in, as I've saved my password in my browser, and now you can see the list of
[1:20:29] agendas. There's my budget and finance committee meeting. You can toggle to prior meetings.
[1:20:37] June, May, June, July, August, you can go to future meetings if they're published. I don't have anything in September or October.
[1:20:45] 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.
[1:21:05] 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.
[1:21:13] 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.
[1:21:24] Okay. There aren't any annotation tools on the packet within the application. You're literally
[1:21:31] have this on your desktop. Some clients have like, I can't remember what the name
[1:21:40] of them are. Adobe puts out one and I can't remember what some of the other third party
[1:21:47] ones are, but allow you to annotate on the actual agenda packet.
[1:21:52] What grannicus is I legislate or legislate application allows you to do is within the items or within the sections.
[1:22:02] You can make notes on the section. You can also make notes on the items and you can make annotations on the documents.
[1:22:13] 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.
[1:22:22] I can open up that bid PO.
[1:22:27] In this case it's actually a warrant document.
[1:22:30] And then I can annotate on that.
[1:22:35] Guess it's a little bit larger than I thought it was.
[1:22:40] 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.
[1:22:49] I can draw on this using whatever color pattern I want to use like orange.
[1:22:57] So, what is this?
[1:22:59] You know, but it's this, so,
[1:23:07] you know, I can annotate on this, what I do tell everybody at the
[1:23:10] 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
[1:23:17] requestable via FOIA or public records requests.
[1:23:23] So anyway, so that's one thing you can do. You can also insert like images. So if I wanted to
[1:23:32] insert a picture here. I could put a picture of my kid eating a strawberry. Well, if that would
[1:23:41] be really relevant in this document, but anyway, funny just the same. You can also add a note
[1:23:49] into the document. You can also do like check marks and different things here. I haven't explored
[1:23:54] all of the tools, but there's a lot. You can also print. Let's see if I put a note in here.
[1:24:04] And my note is what is this sunlight.
[1:24:16] So I can make a notation on that.
[1:24:19] If I had a next attachment, I could go to the next attachment. I can go to the previous attachment,
[1:24:23] which is the cover page, and I can make a note on that if I wanted to, so again, here I can put note
[1:24:31] and plug in the note here,
[1:24:38] and then I can close out of the document annotations.
[1:24:43] I can also add bookmarks. So if I'm interested in this one, you'll see over here in the left hand
[1:24:49] panel there's a notes, bookmarks, videos, columns. I can also make a general note
[1:24:57] Ah, see note on.
[1:25:00] Some city, or was it some value here or something, something, something, something, something, something, something that's
[1:25:10] 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
[1:25:27] communication committee meeting related to the 727 meeting and if I want to see the notes
[1:25:34] I just click on to those and you can see there's the notes related to B2 regarding the
[1:25:41] Bryant part lighting and I made some sort of a note on there.
[1:25:46] See notes mean on cover page and peak process report. So if I went to the peak process report
[1:25:54] this should have my annotations I think I just drew a bunch of circles. Yeah.
[1:25:58] 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.
[1:26:11] So anyway, I think it's really cool. I like the new user interface.
[1:26:15] 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.
[1:26:22] it'll work on Android devices so like your Chromebooks and other tablets. It does work on phones.
[1:26:32] It's not exactly the best.
[1:26:38] It's not the best experience and I have a iPhone 6. So I mean,
[1:26:42] talk about an old school phone or 7 maybe. Yeah. So it's not very good on my phone, but my phone
[1:26:47] is not very good. So I should say it's not very new. I think if you probably had one of those, I
[1:26:51] anything from iPhone 12s and up and some of those Google phones are pretty good too, so.
[1:27:00] Okay, I can go back to my notes. I can go, again, it's going to bring up the current month.
[1:27:06] When you click over here, same thing with bookmarks, current month, previous month,
[1:27:12] you'll bookmarks about June, no, no, okay, so I didn't bookmark anything in April and I
[1:27:17] 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
[1:27:29] should have my annotations there some life that's what it was and so I go over here and I'll just
[1:27:36] release this as some life of the bids report and save my note that'll update the note
[1:27:44] 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.
[1:27:57] 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.
[1:28:07] And then there's a sign-out option as well,
[1:28:14] and I'll ask you, are you sure?
[1:28:16] There's also when the agenda was updated last, so you can look for the latest and greatest,
[1:28:23] but once you publish it, it should, and this is using my Pacific Standard Time.
[1:28:29] I published this at 134 Central, but I don't know why it's due to my Pacific Time,
[1:28:35] but here it last checked 1134.
[1:28:38] 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.
[1:28:56] Questions on the Legislate app or I legislate?
[1:29:06] The last piece of the puzzle is what we call the send agenda.
[1:29:10] So if you have a
[1:29:12] List of people you're already sending your agendas to and that could be
[1:29:17] Constituous or voting members or however you're currently doing it
[1:29:21] We can send those
[1:29:24] via using the send agenda function. So that's the last button on
[1:29:29] on the agenda tab. So if we go over to our agenda,
[1:29:34] so we went through all these, the last step was publishing, the very last step is send agenda.
[1:29:40] So if I hit the send agenda button, it'll say, this agenda has not been sent.
[1:29:46] 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.
[1:29:57] So, if I hit sound, it's...
[1:30:00] I'm going to send it to all the subscribers that have subscribed to Granicus University.
[1:30:06] Now, they're going to get an email. I'm going to show you what one client's email looks like.
[1:30:12] Just so you can have an idea of kind of what comes out of it.
[1:30:19] Just see if I can find one here.
[1:30:26] Let's see. What was it?
[1:30:29] You know, I put it under a folder on your, I think I put it under keepers.
[1:30:33] So I could actually find it again.
[1:30:42] Okay, this is the city of Chan Hassan, Minnesota.
[1:30:49] I want to download the church.
[1:30:51] Okay, so this is going to be, this is a sample.
[1:30:54] It's not. They're doing a special council meeting.
[1:30:59] slash council city council visioning meeting on Monday the 31st at the location and then there's a link to the agenda.
[1:31:08] Think if I click that it either takes me to the view page or it takes me to the agenda.
[1:31:14] Okay, and this is a very small one.
[1:31:16] But this would take you to the agenda. So in my case, in the Grandicous University one,
[1:31:21] this would be labeled with Grandicous University, the location, you know, 234
[1:31:27] Grand Street at the Senior Center with my agenda sections and items.
[1:31:34] You can also, you can see there's some manager subscriptions, or you can unsubscribe if you want
[1:31:41] through here, and you can also look for help
[1:31:45] if you need help with that.
[1:31:47] This email was sent to my email address,
[1:31:50] using the God Delivery Communications Cloud.
[1:31:53] That's what, if you hear the term comms cloud
[1:31:55] or communications cloud, that's what this is really referring to.
[1:32:01] But I just wanted to give you an idea of what that is.
[1:32:03] Now, if you have lists of constituents that you're
[1:32:06] and people that you're sending is to,
[1:32:08] You can send those over to us. I believe all we need is first-name last-name
[1:32:15] email address and what you'd like them to receive, which committees or council or what have you.
[1:32:23] And then they can control their subscription, subscription, subscription, press,
[1:32:31] We're going to drink a water subscription
[1:32:36] preferences here, so they can submit and then you have people that you don't have to
[1:32:43] Excuse me, do not have on the list.
[1:32:45] They can self-subscribe through the view page.
[1:32:49] So email updates to sign up for email updates or to access your subscriber preferences.
[1:32:56] Please enter your contact information below and then when I did that it brought me into the
[1:33:00] Gov Access to Gov Delivery where I can determine what subscription topics I want to get.
[1:33:10] Do I want to receive a genders of minutes? What do I want to receive specifically for?
[1:33:16] Now this is kind of a mess for this because it's granted because university and they through a bunch
[1:33:20] stuff in here, which is a little messy. But the content, or the concept is the same. And then you
[1:33:28] can submit your options that you want. And then you can, again, visit your subscriber preferences,
[1:33:35] or if you're done, you just hit the finished button. And then you can navigate away from the page.
[1:33:42] Questions on the send agenda stuff?
[1:33:51] Okay. Now, once we've posted our agenda,
[1:33:55] 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.
[1:34:10] A budget and finance committee meeting, we haven't published the agenda for this meeting yet.
[1:34:16] 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.
[1:34:32] So if I click on minutes, this will take me to the minutes area, and this is where we're going to do tomorrow.
[1:34:41] We're going to walk through this meeting, show you how you can take motions and votes.
[1:34:47] Show you how you can add items on the fly.
[1:34:50] How you can do your role call of your members,
[1:34:53] which present absent and so forth.
[1:34:57] And then we'll show you how you can download a copy.
[1:35:01] Any
[1:35:04] other questions before I let you go for the day?
[1:35:11] My question of the way it works for Shemong County is every item has to be approved in committee,
[1:35:20] and then it goes to the full board.
[1:35:23] And currently I just copy those items.
[1:35:26] Is there a copy?
[1:35:28] Yeah.
[1:35:28] the rate of award agenda? Yeah. So let's say we're going to try to find one here. Okay, let's
[1:35:36] say the walkie talkies. Now I'm sending this to budget. Sorry. Yeah, so this one has gone to the
[1:35:45] budget and finance committee meeting and let's say it gets approved tomorrow, right? And the
[1:35:52] 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.
[1:36:16] And then create a new version of the item, and when you create a new version, it sticks with this item.
[1:36:24] So it has all the same content.
[1:36:27] So title, suggested action, all of this stuff is the same.
[1:36:32] The attachments are all there.
[1:36:34] The only difference is the meeting date and the sections are blank.
[1:36:39] But let's assume this was the budget and finance committee, and now we're going to send it to City Council.
[1:36:44] 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.
[1:37:08] you know, meeting, right, where you're, if they come out of committee first, where do they go on the boards agenda.
[1:37:22] So now once I, I'm just going to put this on your.
[1:37:26] That was the things I'll put it under.
[1:37:29] There's consent other approval to consent agenda.
[1:37:32] So once I placed that version to.
[1:37:36] Under that, if I go to, excuse me, but if I go to view agenda,
[1:37:44] so this is item H1 under the August 17th City Council agenda.
[1:37:52] But it was item whatever,
[1:37:57] I V6 or whatever, I VCHC or whatever was under the budget finance committee.
[1:38:03] So that's the way I would do it.
[1:38:06] There is an option to in the item to duplicate it,
[1:38:10] but normally, let me ask you this,
[1:38:13] does they go to committee first, then they go to the board?
[1:38:17] So they have to get approved by committee first.
[1:38:20] Yes.
[1:38:20] OK, so I would use the versioning on that.
[1:38:22] Yeah, that look very easy.
[1:38:24] Actually, much easier than what we're doing now.
[1:38:26] I know it's so that's, yeah, that's first.
[1:38:28] That was sweet.
[1:38:28] OK, good.
[1:38:29] Yeah, that's the way I would read a little bit, Cindy.
[1:38:33] We try it a little bit to make it a little simpler for you too.
[1:38:38] Thank you.
[1:38:39] Very cool.
[1:38:41] Any other questions?
[1:38:43] And that's a good one.
[1:38:49] Well, thanks everybody for joining.
[1:38:52] Appreciate your time.
[1:38:54] And if I talk to you tomorrow,
[1:38:56] look forward to it.
[1:38:57] If you aren't signed up for tomorrow,
[1:38:58] that's fine too.
[1:39:00] Have a great weekend.
[1:39:02] Hopefully you folks and Shemong get a break from the weather.
[1:39:05] And everybody else enjoy your weekend and hopefully you have some good weather for it.
[1:39:09] Hey Mike.
[1:39:11] Yeah.
[1:39:11] I don't keep that making and I are signed up or invited to the minutes.
[1:39:17] Oh, so you want me to sign you both up for that?
[1:39:19] Oh, please.
[1:39:21] Okay.
[1:39:21] No problem.
[1:39:22] I'll take care of it.
[1:39:23] We want to say as well tomorrow.
[1:39:25] It's actually later.
[1:39:26] Let me hang on one second.
[1:39:28] It is at, I think it's an hour later.
[1:39:33] So I think it's at two.
[1:39:34] 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.
[1:39:44] 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.
[1:39:58] But I think tomorrow is
[1:40:00] Let's see, that's eight eleven. Yeah, it's had eleven. So it's two Easter. Is that going to work for you?
[1:40:07] Yeah, I think so. Okay, great. I will, I'll register you both for that. Should I put Steve?