[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.]

[0:02] Sorry.
[0:04] I didn't mean to cut you off there. I was just, I want to make sure I recorded this for the, sorry, for the group. Sure.
[0:14] The county
[0:18] is the one that, the recording as well as the, um, um, transcriptions, um, minutes and so on. And so I'm not quite sure what for processes, but we do have, um, for deputies here who can maybe address that a little bit of the nine can. So I'm going to
[0:38] that's either over to Jessica or Maria.
[0:43] Oh, Tammy, go ahead because I'm not really sure how to address that.
[0:48] So Mike, I'm not positive exactly what you want to know, but essentially what happens
[0:53] is that the county manager's office generally Michelle create the link and everything within
[1:00] the agenda as posted.
[1:02] it. And then once the meeting is in play, I start the recording if I'm there, lately
[1:11] because I'm not in the office, the shells had to assist with that because she can do
[1:14] it as well. I do believe Jessica has authority. I don't believe Maria has authority to start
[1:20] meetings. So I start the meeting generally and the transcription handle the minutes throughout,
[1:28] out, you know, the times and the dates and things, but I'm not using the
[1:32] Granitas program for that. I'm still using word for the minutes themselves.
[1:38] Then we stop the meeting at the end. We stop the recording and transcription and
[1:43] then either myself or Michelle or one of my deputies back that up either. We're
[1:50] using teams, so they have a limited retention period. I think it's 60 days, so
[1:55] we're having to extend that out of year
[1:57] because that's the requirement per statute.
[2:01] Although I've checked with you on that,
[2:03] and when we start using Granitas,
[2:05] you hold them permanently until we choose to remove them
[2:08] so that won't be an issue.
[2:09] Does that address what you're asking about?
[2:11] I think so, yeah, yeah, that sounds great.
[2:14] Thank you very much.
[2:17] So for those who have access,
[2:19] and again, I don't want to overstep my bounds
[2:22] as far as who has access to what,
[2:25] but essentially the process for when you're actually doing a meeting.
[2:32] The first step is going to be your peak agenda.
[2:36] So peak agenda is going to allow you to publish the agenda and post that to a particular
[2:45] view page.
[2:46] Now that view page is the public facing portal that's embedded into your website.
[2:52] Okay, so like you can see here I have an upcoming event this is called to this meeting for training. I've got the date the time and agenda.
[3:01] There's a live video link here when we start the meeting that will be available to your constituents.
[3:08] Again, this is all in a sample, you know, kind of a non live environment.
[3:14] And then also if you're publishing a packet or agenda packet that will be here as well.
[3:20] On the view page, it'll also have any past meetings that you have as well.
[3:26] So you can see it kind of tabs back over the years here, and that's where
[3:33] your constituents could go and watch the recordings of previous meetings. Does
[3:41] that make sense from everybody's perspective? Everybody okay with that? Yes. Okay.
[3:47] Cool. Yeah, Mike. Can I ask a question? I don't know if you have the ability. Can you go into our like it looks like you're right now?
[3:55] You're in our specific site. Yeah, can you show us where that is within Humboldt counties site?
[4:02] So I can see it in reference to our current meetings. Oh, how you get to this place?
[4:08] Yeah, I mean, I think I know I think I know, but it looks a little different than what I recall.
[4:13] So I'm not sure I'm going to the right not a problem, not a problem.
[5:00] So up here in the upper right hand corner, you'll see there's a couple of applications that you have access to. One is what we call the media manager site. That manages your media. And when we talk about managing media, we're talking mostly about video. Your peak agenda that's really handling your, you know, agenda, agenda packet items, things like that workflow, things of that nature. So if I navigate to the media manager site, now you'll see here.
[5:30] This is and just on the home page here just to give you an idea of what's going on here as anybody not seen this page before.
[5:43] Or if there's a number of people that haven't seen this page before.
[5:46] I'm sure there's a number that haven't I think this is primarily things that Michelle and I deal with this is Tammy speaking by the way.
[5:55] I don't know that our IT personnel nor my staff have really seen this because they haven't
[6:01] been creating agendas.
[6:03] And I don't know if Dawn has seen it yet since he's so new to his position.
[6:08] So pretend that you're teaching a bunch of first graders and just go forward, Mike.
[6:13] Fantastic.
[6:14] All right.
[6:15] So when you move to this application, all right, so again, it's under the apps menu.
[6:21] you, we have the media manager application and we have the peak agenda application.
[6:27] So if I navigate to peak agenda, this is where you're going to be creating your items,
[6:31] this is where you're going to be starting your workflows, where you're going to be creating
[6:35] your agenda agenda packet, things like that.
[6:39] When you've published that agenda, so if you went into a plate, went into excuse me, went
[6:44] into a meeting and you said, hey, all right, what I want to do is I want us so you
[6:51] You can see here, I've got Proof of Board Minutes,
[6:54] I've got a couple of items here, Proof of Board Minutes
[6:57] and so forth.
[6:58] Typically, what happens is you download
[7:00] and then you publish the agenda.
[7:03] Once you do that, it's ready and you push that information
[7:08] to what we call the Media Manager application.
[7:11] So if I navigate over to the apps menu,
[7:15] Media Manager site, this is going to bring you
[7:19] to where we're going to actually do the meeting.
[7:23] So like we're going to launch the meeting,
[7:24] we're going to do the timestamps,
[7:26] we're going to do motions, boats, and so forth.
[7:29] Now, when you get to the homepage here,
[7:31] the first thing you're going to see is on the left hand side,
[7:36] you're encoders.
[7:37] Now, the encoder is the local device server,
[7:43] whatever you want to call it.
[7:45] Basically, it's the thing that plugs into all
[7:48] of your audio video equipment. And that's what does the web streaming. Okay. These
[7:57] servers over here on the left-hand side, those are your granicus servers that are tied to that
[8:04] encoder. So when you start streaming, our servers take over and push that content out.
[8:17] So you have
[8:18] out to the public. Does that make sense? So basically it's like they're not coming to your site
[8:24] to take the stream and not going into your network. What you're doing is from your network,
[8:30] you're pushing that out to us, and then we're redistributing that stream so people can watch it wherever
[8:36] they are.
[8:42] On the right hand side, you'll see a list of upcoming events. You can see I have this
[8:46] February 29th meeting. You'll also see that I have an agenda published and excuse me and then
[8:56] actions as far as if you want to launch the event. You want to start the meeting, all that sort
[9:00] of stuff here. You'll also see on the homepage your most recent or pending archives, archives that
[9:07] archives in in Granicuspeak are what we call recordings or past meetings. So you
[9:16] have your upcoming meetings which we in Granicus call events and then you have
[9:22] your past meetings which we call archives. Now those are also contained under these
[9:28] other tabs here. Your events tab is going to be your upcoming meetings and your
[9:35] archives are going to be your past meetings or content in the past. And those are organized
[9:43] under a series of folders.
[9:49] Okay. So based on the folder, those folders are tied to what
[9:54] What we call a view page, a view page is
[10:00] Essentially, we're all the content resides, and then we take this information from here, this little unique URL, and we drop that into your page, your, I'm going to see your page, I mean your website, and then you're able to, your constituents are able to access that content. It's kind of a seamless, so if they want to navigate away from this, it's not something that they have to, like,
[10:29] they're taken to a foreign site or anything like that when they freak out. Basically what we do is we
[10:36] just basically embed that site into your site and then they're able to either access the agenda,
[10:45] access the packet and as I'll show you here in just a couple of minutes, access the live video as
[10:50] it happens and then any content previously, like you can see here, all of the trainings we've done in
[10:58] in the past, access the videos to that.
[11:04] Questions so far?
[11:09] None here.
[11:11] OK, cool.
[11:13] So I've tied this event that we're working on today.
[11:18] This event called Test Meeting for Training.
[11:22] I've assigned it a couple of different things.
[11:25] So there's a name.
[11:27] And if I wanted to change the name, I could do this.
[11:29] I could call it B.
[11:40] So
[11:48] I can change it to HCMV training meeting. I can change the date, the time associated with it, the duration.
[11:57] So when we're talking about duration, I'll show you this in a minute, but the duration is like how long you expect this meeting to run.
[12:06] Now, normally, some people would say, well, why do you have to pick a duration? I don't know, some of our meetings are three hours, some number six.
[12:15] The idea behind this is that when some of our clients will automatically start recording
[12:21] events, and they won't actually interact with them, so they want to pick a time that
[12:30] represents how long that meeting might typically take.
[12:34] And we typically say, take your longest meeting, whatever that is, eight hours, six hours,
[12:39] and then add an hour to it.
[12:42] And the reason why we say to do that is if you're not going to interface with the meeting,
[12:47] you want to make sure you get the entire recording.
[12:50] So we do have people that kind of set it and forget it kind of thing where they will
[12:54] set the meeting to start at a specific time, they'll set the duration, and then they'll
[12:59] let it go.
[13:01] And then what they'll do the next day is they'll come in and they will edit that meeting and
[13:05] I'll show you that process in the post meeting process as well.
[13:13] You're just a couple of things here, so again, date time, duration,
[13:19] and then media options.
[13:22] So do you want to automatically start the recording?
[13:24] So if you're not going to be at the meeting and you want to record the meeting,
[13:29] you can certainly turn that on.
[13:31] Broadcast event, record event, show on upcoming events.
[13:35] So, these three are typically checked by default, and the reason is this is broadcast,
[13:45] meaning when somebody actually navigates to your view page over here, when the meeting starts, they can access the live video.
[13:53] So,
[13:56] record means we're going to make a recording of this event, and that will ultimately become
[14:02] an archive.
[14:03] And then, hey, you wanted to show in the upcoming event section or area over here, which
[14:08] is where we are here, upcoming events.
[14:10] There's our test meeting for training, okay?
[14:16] And I've changed my, excuse me, to HCNV training meeting.
[14:22] If I go down here and save changes, it should update the event name, and if I look over
[14:29] here on my upcoming events, you can see that the name has changed.
[14:37] So whatever you pull out in peak, it's going to take that information and put it into the
[14:45] media management site, but you do have the ability to modify that if you want to.
[14:49] Okay.
[14:54] Moving down the list here. Here's your encoder. Now, again, that's the...
[15:00] Let's have multiple encoders that, you know, work, like they may work different meeting rooms. And they may have simultaneous meetings. So they want to have separate encoders that do that. In your case, it's just the one encoder. So that's by default is going to be selected. You don't have to worry about any of this other stuff except for maybe the archive folder. Your meeting is going to be dropped into a folder.
[15:28] based upon your designation here.
[15:34] And all that simply means is when you navigate to the view page,
[15:42] if you have them segmented by folder, those will show up under a specific folder.
[15:52] And that being said, hang on one second.
[15:55] I'll show you what you currently have.
[16:03] So you have your upcoming events.
[16:05] And then you have your 9.1 tax committee, your VOE hearings, and so forth all the way down the line.
[16:15] Now I'm using the training view page just because again, I don't want this stuff to go out to the public.
[16:22] But just wanted to give you an idea. Again, you get your upcoming events, your agenda, your agenda packet if you publish that.
[16:28] And then down the road, you're going to have your agenda, agenda packet video and so forth.
[16:36] Questions?
[16:42] Okay. No, thank you. Cool.
[16:46] Now, down here, we get down to archive status. What this is referring to is when the video is available to the public, meaning it's gone from the local encoder up to our cloud servers and has rendered.
[17:03] what do you want the status to be? Do you want it to be pending or public? Now a lot of clients will come, they'll say, hey, I want to be able to review that video before the public sees it as far as the archive or the recording of it.
[17:19] So they'll leave it in what we call a pending status.
[17:22] If they want the video to be available immediately, they'll mark it as public.
[17:29] And what that simply does is just enable the video link to show up on your public-facing
[17:36] website at the time when that video renders.
[17:39] So if you have a meeting that runs all day and takes a couple of hours to render or upload,
[17:47] you want that video available immediately or you want to go back in, you want to be able
[17:51] to check your work and so forth before you make that public.
[17:58] That's really kind of a your call as far as what you want to do.
[18:06] If you have constituents that are consistently trying to call you and say, hey, what happened
[18:11] the last night at the meeting, I can't see the video, then I would obviously tell you to make
[18:16] that video available to the public immediately.
[18:19] If they're not that, you know, concerned about it or whatever and you want to check your
[18:25] work before you post it, update your timestamps and so forth, then I can mark it as pending.
[18:34] All right, so for today's purposes, I'm going to mark this as public and I'm going to go down
[18:39] here. Now you'll see down here at the bottom views available and views assigned. Now this meeting,
[18:45] the HCNV training meeting. The view it's assigned to is the training videos view. So you can see
[18:58] HCNV there is my meeting upcoming. Now if I to put this also on this view page and say it by
[19:07] changes, if I went to the view page here, your public views page, you would see that show up here
[19:19] on your upcoming events. So all I need to do is just remove the view page and move it over
[19:27] from views available to views assigned. If I save the changes, you'll see on your main page here,
[19:36] now you can see it's missing or hidden in that view. Does that make sense?
[19:46] Or any question? Sorry.
[19:50] Okay, cool. Alright, so now we've got our meeting set up. We've got all the bells and whistles ready to go.
[20:00] You know, kind of checked all of our stuff here. The next thing we're going to do is launch the meeting. Now, we're talking about launching the meeting. We want to start the meeting, record the meeting. There's a couple of ways to do that. Down here in the bottom right, you're going to see there's a launch event button. If I click on to that, it opens up into a new tab. And you'll see it says HCNV, Granicus, Lied Manager, PHP, and then a bunch of gobbling good care.
[20:28] here. This is going to open up the agenda. Over here on the left-hand side is going to
[20:35] be where your webcasting content is going to be here. Currently no live stream or recording.
[20:45] You can see there's a start button. There's the name of the event, the date and the time
[20:50] of the event, the duration or how long we're expecting this meeting to run.
[20:58] And in the
[20:59] the center portion here, we're going to see the agenda, and on the right-hand side we're
[21:04] going to see items that are called into focus, so for example if I click on Pledge of Allegiance,
[21:12] over here on the right-hand side, it brings the agenda item text over here, I can also add
[21:18] speakers to a particular item, you'll also see the list of attendees associated with this
[21:25] meeting. So depending upon the meeting, when you export the meeting from peak, it's going
[21:31] to take the members associated with that meeting and it's going to populate them as, quote
[21:36] unquote, attendees.
[21:47] Let's see here. So let's say you have a commissioner that would normally
[21:55] be attending, but for some reason isn't you just delete them or do you uncheck them?
[22:03] What
[22:03] roll call. You'll mark them as absent or present. And then now, yeah, I'll walk through that for sure.
[22:11] Now, you'll also have your attendees are going to be everybody, right? So your voting members plus
[22:16] anybody else that you've also said or dictated that, hey, whether it's the secretary of the position,
[22:24] excuse me, the board liaison or somebody that's handling the meeting might be the county attorney,
[22:32] County Manager, County Administrator, and so forth, but they may not be voting members.
[22:38] So there's an option where you can mark those people as voting members or not,
[22:44] right?
[22:46] Now you can also assign people to an item.
[22:50] So if you have people that sign up and they want to speak on an item, for example, let's
[22:56] this public hearing item here. If I want to add a speaker to this item, I can simply navigate
[23:04] to the item, which is this 9a item.
[23:11] Okay, then I can go to the speakers tab and I can add
[23:13] speakers ahead of time. So let's say I want to add
[23:18] Cali as a speaker. Is he a member of the
[23:22] public? Is he staff? Is he an elected official? And then how long do we want to give this person?
[23:28] So one minute, three minutes, five minutes, and so forth.
[23:33] I can add additional speakers.
[23:43] So now I've added two speakers to this particular item,
[23:47] this public hearing item, item 9a.
[23:49] You'll see it's dictated.
[23:51] It says there's two people that are in the queue for this.
[23:55] Now I haven't started the meeting yet.
[23:57] But if you want to enter people ahead of time,
[24:00] you can do that.
[24:00] you can also enter people in as the meeting goes on if that's something you want to do as well.
[24:09] And I'll show you both options there.
[24:16] Over here on the left-hand side you'll see this little
[24:18] carrot or arrow. What this does is it allows you to minimize the video window. So typically
[24:27] will happen when people start the meeting is they will verify that you're getting a good audio
[24:33] video connection and then what they'll do is minimize that by hitting this little
[24:38] carrot here and you can see up at that it brings basically that information up
[24:42] to the top so that gives you a little more real estate to work with on the page
[24:46] or the virtual page get your agenda over here on the left hand side as I
[24:53] come to it brings that item to focus on the right and for our public hearing
[24:59] I can see it on me first.
[25:00] Over here, there's our public hearing item. We've got two people that wish to speak on this item at this point.
[25:09] Questions?
[25:14] Okay. Very good.
[25:19] I'm going to go ahead and start the recording. Now, when I do that, I hit the start button.
[25:25] Now, what that's going to do is that's going to send a message to the local encoder. That's the machine that's on site that says, Hey, we want to start a meeting. We want to record this meeting. We want to broadcast this meeting based on all
[25:39] all those settings that we had over here.
[25:42] Do we want to broadcast, do we want to record
[25:44] all of that fun stuff?
[25:46] So all of that's going to happen.
[25:48] And what's going to end up happening on the backend
[25:54] is that item or that meeting is going to go into a recording
[25:57] status.
[25:58] It's also going to, on the live manager aspect,
[26:03] we're going to see whatever is coming through the cameras
[26:06] and the microphones here.
[26:07] Now, if you don't have the cameras, okay, so we have essentially a view of me, the Zoom
[26:15] meeting probably, coming through that video stream, okay.
[26:24] So what's being pushed to the encoder is things that I have talked about.
[26:30] Now there is a delay of about 20 to 30 seconds.
[26:35] So, things that will happen is you walk out front of the meeting and you kind of wave
[26:41] your hands and then you walk back to your desk, it's kind of cool because you'll end
[26:46] up seeing yourself doing something happening about 10, 20, 30 seconds before.
[26:54] So the live stream is not quote unquote right up to call with what you would expect to
[27:00] be, if you're looking at the stream, it's about a 20 or 25 second delay on what you would
[27:06] expect.
[27:09] So, if you're watching the actual meeting, and that's why a lot of times, what ends up
[27:13] happening is when you start this meeting, what most clients will do is verify that they're
[27:20] getting a good audio signal and a good video signal.
[27:23] And then what they'll do is they'll essentially hide that information over here.
[27:29] Okay,
[27:33] so when I open the carrot or close the carrot, you can see once I've started the
[27:38] meeting, the video shows up here, whatever audio is coming through here, I'll be able
[27:45] to check that.
[27:48] I have a couple of buttons available to me, the pause and the end button, and then also have
[27:55] the extended button. Now the pause button will allow you to pause the meeting mid-stream and
[28:03] essentially if you're taking a break or you're going into closed session, things you don't want
[28:09] recorded on the archive or on the video recording, you can pause the meeting. When you end the meeting,
[28:18] that ends the entire video recording.
[28:22] So it essentially stops the live stream.
[28:24] It stops the recording.
[28:26] It starts the processing at that point.
[28:29] And then there's also what we call the extend button.
[28:33] So if you recall, we set this meeting to be for eight hours.
[28:38] So it's going to tick back seven hours, 56 minutes, 42,
[28:43] 41 and so forth.
[28:44] If we want to extend that, we can go ahead and click extend.
[28:47] and it'll add 30 minutes to the elapsed time.
[28:52] So basically, we're adding virtual tape
[28:54] on the back of the video.
[28:59] The system will also remind you
[29:01] if you're running below on time,
[29:06] you're gonna say, hey, your meeting's about to expire.
[29:08] Would you like to extend your meeting?
[29:11] And they typically do that at the 30 minute mark.
[29:14] And then again, every 10 minutes from there,
[29:16] So the 20-minute mark, 10-minute mark, and so forth.
[29:22] Okay, so I've started my meeting.
[29:25] Now, from the constituent side, what are they seeing?
[29:29] So if I click onto the training video view page here,
[29:34] and once that meeting has started,
[29:39] you're going to see there's the name of the meeting.
[29:44] The date changes to an in-progress link.
[29:47] The agenda is there.
[29:48] The packet, if I published it, which I did not publish the packet unfortunately.
[29:53] And then the live video link.
[29:56] Now, if I click on View Event...
[30:01] This is going to open up what we call the Brannicus player. And the player has whatever the encoders pushing out, plus whatever agenda we have over here on the right. So you're going to have a document window on the right. You're going to have a video window. And then you're going to have the current item on the floor.
[30:28] And as you time stamp an item, that item will show as the current item.
[30:33] current item on the floor to the constituents.
[30:37] Now, again, there is a delay, right?
[30:39] 20 or 30 seconds.
[30:41] So they're going to see, you can see right now,
[30:43] I'm like, showing what's happening.
[30:48] There's going to be a 20 or 30 second delay,
[30:51] but the constituent won't know that
[30:53] because they're not in the room
[30:55] so they don't know exactly how long that delay is.
[31:00] Does that make sense?
[31:05] Okay, cool. All right. Well, I'm going to minimize this for now, but I will come back to this just so we can keep tabs on what the constituent would see during the, you know, kind of during the meeting process.
[31:18] So anybody that comes over to your meeting is going to come to a view page. Right. They're going to look for their meeting and the date shows in progress or the live video.
[31:28] And by the way, either one, if you click on either one,
[31:32] takes you to the same location.
[31:35] Basically launches the meeting.
[31:38] You have the video window on the left-hand side.
[31:41] You have the document window on the right.
[31:44] And then you have the current item.
[31:47] And then there's some other options here
[31:48] if you want to share video or embed video into a website,
[31:54] because it's what it has, maybe you'll need to do that.
[31:56] Now the reason why is because what we want to do is we want to try and promote
[32:04] We want to try and promote your content, right?
[32:08] So years ago when I lived in the city where we actually streamed their planning content
[32:15] there was a
[32:19] hotel that was
[32:20] I was at the lapidated hotel in my neighborhood and what we wanted to do was I wanted to find
[32:28] out, okay what are we doing with this hotel, what's the plan with this, so that planning
[32:33] commission meetings and they met at one o'clock on a Wednesday.
[32:38] So it was very difficult for anybody to meet, but what I would do is I would go out and
[32:43] I would find the video and then I would link it to my Facebook account.
[32:47] And so anybody in my neighborhood who was Facebook friends with me could access that content and that does help from the perspective of and I'm saying help from the perspective of if you're looking at reports.
[33:04] And you want to know where you're coming from, how many views you're getting, you know, is it coming from social media or is it coming from direct links, things like that.
[33:16] That is helpful as far as from just kind of logistics, just trying, if you're trying
[33:24] to figure out like, hey, where am I, where are my people coming from?
[33:27] What are the interested in?
[33:29] Where am I getting the most clicks, all of that stuff.
[33:32] So that can be useful, usually towards, you know, the end of the year, just kind of like
[33:37] doing a re-evaluation of hey, how many meigs were popular, how many, you know, where did we
[33:43] see all of the trends as far as, you know, who watched this meeting, where they
[33:48] coming from. So are they local people as well? You can check out reports. Like,
[33:56] are they people that live in your area? Or are they people that are maybe, you
[34:02] know, people that come there for a period of time and then they, you know, they live
[34:07] somewhere else.
[34:12] So let's walk through the lock manager piece. So we started the
[34:16] meeting and it's a very simple application. Once you've launched the meeting, you have
[34:23] the ability to pause or end it or extend it as it says. When you get into the meeting,
[34:29] you just highlight the item you want to focus on and then time stamp it. And how you time stamp
[34:36] an item is just highlight the item on the left because the item into focus on the right and
[34:43] press record. Now, once you press record, it's going to time stamp that item
[34:51] and from the
[34:55] the person's perspective who's watching the meeting, it's going to be a long-term
[35:05] So the current item on the floor right now is called toward it.
[35:17] Next thing we're going to do is we're going to take our roll call.
[35:22] So we're going to time stamp the item and then we're going to take our roll call. So who's
[35:30] present, who's absent,
[35:36] who's excused. So you have the ability to mark all those people as present absent or excused.
[35:47] Now, the big thing here is that we want to make sure, again, if you have other people,
[35:53] that are present, but non-voting members, that's when we talk about attendees. Are they voters?
[35:59] Or not voters?
[36:03] Okay.
[36:07] And my question is, what if like you start your meeting and you only have
[36:13] three commissioners, but another commissioner joins later. Can you re-enter the roll call? Yes, you can
[36:20] And then enter that roll call at any point, yep, desired.
[36:26] So you can mark somebody as absent at a specific time.
[36:30] And then you should be able to, let me just double check this.
[36:33] Yeah, you should be able to go back into the roll call,
[36:36] and you should be able to mark somebody as present after the fact.
[36:39] And then if you wanted to, you could also make a note,
[36:45] wrote up late 1039,
[36:52] and then report that.
[36:53] So that information shows up in ultimately in the archive of the meeting, so your notes
[37:02] you're down at the bottom, your timestamp, and then who's present, who's absent.
[37:10] Okay, so we get into public comment.
[37:11] Now we're in public comment, I didn't assign anybody to this prior to the meeting, now people
[37:18] come in, they're handing me speaker cards and so forth.
[37:21] I recorded that, hey, this is the item on the floor, which is public comment.
[37:27] I would like to note who are speakers that are going to be speaking, right?
[37:34] And maybe they stand up at that point and maybe you can help me with this.
[37:39] Do they normally give you cards ahead of time or does everybody just kind of show up for
[37:43] public comment and just kind of show up and walk in line and say, yeah, I got a, I got a
[37:48] for if I got something to say. They tend to show up like your later description. We know
[37:55] they're coming but they're sitting in the audience and they just come up and I identify themselves
[37:59] for public comment but we don't require them to provide any paperwork to back that up or anything.
[38:06] Okay so if that's the case and if you want to track their information or you want to track
[38:12] who spoke so forth. Some clients of mine personally, public comment, we don't
[38:18] care to get up, they speak for three minutes, we have a timer, you know we
[38:23] figure it out, but we don't track the people that actually spoke. If you want
[38:29] to track that information you can go to the speakers tab. So I'm on public
[38:34] comment, that's the item. You can see there's the speakers and attendees on my
[38:42] If
[38:45] I want to add a speaker, let's say I want to add a kelly in here,
[38:55] how much time do
[38:56] I want to give that person?
[38:58] You want to add multiple people.
[39:00] And they're in a line.
[39:03] How much time
[39:07] do you give them?
[39:09] Now everybody's probably granted a regular time.
[39:12] I'm using one minute because it's just easier that way, at least from my perspective.
[39:16] But probably everybody gets what three minutes?
[39:18] that's what you all do?
[39:23] Yes. Yeah, three minutes. Okay. But you can adjust that as you see.
[39:29] So let's say here we are public comments. I've got two people that wish to speak. I can call the
[39:34] speaker. You can see right here it puts the time in here in one minute. I can change the time
[39:41] three, one. I can also adjust the time if I wanted to manually. I could J. Hey, this is one minute,
[39:49] two minutes, whatever, in here, or I can add 30 seconds to that time,
[39:57] okay? And then I can start that
[40:01] Now, you don't have to use this. I'm just point out some of the bells and souls that come with this product. If you have your own, you know, timer that you're using, you know, some, some clients that I talked to just like, look, I just started up on my, on my phone. I put in three minutes. And once it's done it beeps, and then they get down off the podium. So, whatever works for you, I'm just trying to give you an option here.
[40:30] If you do put the person's name in,
[40:34] it will automatically put a note that that person was called to speak.
[40:39] If you want to add additional information related to that person,
[40:43] as is what they spoke about,
[40:50] I can add that into that particular note.
[41:03] If I want to delete somebody out,
[41:06] or remove somebody who doesn't want to speak,
[41:08] I can simply hit delete.
[41:10] I'll say, are you sure you want to delete that speaker?
[41:12] I can delete them. I can also add an additional speaker here and I can put her back in or somebody else.
[41:27] And then once I'm done with that, I can go ahead and show.
[41:30] Train minutes, two minutes, one minute, whatever I'm going to do.
[41:34] So if I start the speaker timer,
[41:39] what it's essentially just give me the person who's operating the live in a complication.
[41:45] going to say hey this person has a minute when it gets to 30 seconds it's going to turn yellow
[41:52] and when it gets to five seconds it's going to turn red. Now the member of the public won't see
[41:59] this unless they're looking over your shoulder. So there we are at 30 seconds you can see it turn
[42:05] yellow and when we get down to five seconds it's going to turn red. This is just a visual cue for you
[42:12] to let that person know, hey, time your wrap up.
[42:20] Let this one go down.
[42:25] So Mike, just a question. Can obviously this would be the image I'd be looking at as the clerk of
[42:32] the board and doing the minutes and such, but can like Dawn or Michelle in her office also be
[42:40] watching this and seeing those time clocks and things? That is correct. If you, if they want to launch
[42:46] into that meeting. Yes. I don't recommend that they interface with it, meaning do the timestamps
[42:51] in bookmarks, but they will be able to see anything that you're seeing. So you can launch multiple
[42:59] instances of this application. I just don't recommend that everybody play around in that application.
[43:06] Does that make sense? I just don't want to be the bad guy telling Deborah Gay that she has to be quiet
[43:11] because her three minutes is up. I want Colin to do that. That's going to get paid the big bucks for.
[43:15] Right. Yeah, yeah, I get you. Yeah, so that that would be, you know, my expectation would be you can, by the way, anybody that comes over here and goes to the events tab, if you have access to media manager.
[43:29] This application, you can hit the join button. It will open up the manager application and you'll be able to follow along and watch.
[43:38] If that's something you want to do,
[43:44] but again, I wouldn't want you to, you know, launch multiple instances of this and have somebody do.
[43:51] Multiple things within here.
[43:56] I would expect, you know, part of the board to run the show here, right?
[44:00] All the parking and so forth.
[44:05] With be so far.
[44:06] That works for me.
[44:07] I just don't want to be the bad guy and get killed up by Deborah Gay.
[44:10] Well, 100%. Yeah, yeah. I got you. All right. So next we got here. We go to the next item.
[44:18] And then you can record that item. Now approval of minutes.
[44:22] We didn't have any in this particular case. I could even put in a quick note and say none.
[44:31] One of the things that clients have asked me about is there's no save button here.
[44:36] And I feel like they feel it's a little disconcerting when there's not a save button because it's an auto save.
[44:43] So that might be something we're adding probably in the next iteration is actually a save button,
[44:48] just because I think people want that save button as opposed to just clicking away.
[44:53] But you can see approval of the minutes I put the note in.
[44:56] And as long as I click away from it, it will put note in.
[45:01] Then we have approval of expenditures. Now, you can take items out of order as well. So, if you wanted to take item six, if work five, you could certainly take six, you could time stamp six. And then you'll see, with the time stamp, once you've time stamped an item, these buttons are all available to you. Motion and vote, note, and add an item. Now, adding an item is if you need to add
[45:31] an item that was not published on the agenda, like an emergency item. You can add the item.
[45:39] You can add a note to an item. It's essentially the same thing as adding the quick note.
[45:47] And then the last, the other piece of the puzzle here is the motion and vote. So when you go
[45:54] to motion and vote, so I bookmarked the item. This is the item that's on the floor.
[46:02] and we're going to point a new member to the hospital board.
[46:06] We're going to do a motion and vote on this.
[46:08] So if I click motion and vote, the first thing it's going to do
[46:12] is bring me up to this area here where I have my mover and my seconder.
[46:19] Now if I select Mark as the mover, Jesse as the seconder,
[46:27] I have the motion too.
[46:28] Now, where do these motion 2s come from?
[46:36] Under in Media Manager,
[46:41] under the Admin tab, there is a Settings button.
[46:46] And the Settings button will allow you to put in whatever your motions actions are. And you can put them in whatever order you want as well.
[46:56] So whatever you put in first, it's going to be first, whatever you put in last, and you can add in additional motion types or motion actions if you want.
[47:09] So we put in kind of standard stuff with emotion to approve, emotion to amend, to adopt, and so forth.
[47:16] But you might be more, you know, however, whatever you use as your language, you want to have that available to you.
[47:26] So maybe like here, instead of table or postpone or continue, maybe it's like defer.
[47:34] So you can type in defer and you can have that action in.
[47:38] And then you can drag that action into wherever you want that to appear in the drop down.
[47:43] So when you're doing motions, motion two, that is going to show up in that drop out.
[47:56] And the other thing I'll make sure that happens is that I want to make sure that the motions
[48:00] that you have here match the motions that you have in peak as well.
[48:06] And you can have a default motion, which essentially is the one in the first position.
[48:12] So the one in the first position is going to be the one that shows up first and then if you're going to select something else like a men,
[48:20] to for table, so you can select that from the drop down.
[48:26] And Mike, this is Tammy. I wish our commissioners made motions that were that simple, but they like to get creative.
[48:33] So the motion text is probably the one that we will end up using the most.
[48:40] I mean, occasionally it's simple as table, but mostly it most often theoretically should
[48:47] follow the language of whatever our agenda item is, is the way our DA has to do it, if
[48:53] they follow the rules.
[48:54] That makes sense.
[48:55] Yeah.
[48:56] And the other thing you can do in that is what we call free form where the motion text,
[49:04] and
[49:08] recommended action in peak, it will auto-populate the motion text, and then you can get it on the fly.
[49:15] So we've got, you know, mark here, moving, we've got Jesse's seconding, and I say pre-form,
[49:22] and this is, you know, this allows me to put whatever,
[49:42] right?
[49:42] So this allows me to put whatever the listeners need to speak about on the motion.
[49:46] So, motion to approve with the following, you know, whatever.
[49:53] So, I got my mover, my seconder, I got my motion text.
[49:56] I'm going to go ahead and record my motion.
[49:59] So now I have a motion.
[50:00] On the floor, you'll see this little go-to vote button becomes enabled. So I can click on the go-to vote. Now everybody, by the full shows up in the abstention area, you can manually move people over by just clicking on the yes, no, or you can move, which most people do will just move marked all times. And then select anybody that's either no accused or abstained.
[50:31] Now the
[50:31] This system will use an auto, sorry, simple majority when they're calculating the votes.
[50:38] But the system also gives you the opportunity if you need a two thirds vote or a four fifth
[50:44] vote, you can also pass or fail a vote based upon whatever your rules are.
[50:50] So if you need an all in favor, you don't get it, like I don't know, some county charters
[50:57] or it's city charters and things like that.
[50:59] We're here, everybody that's in attendance
[51:01] to be an all in favor to change that charter.
[51:05] You might get a fail, even though this would actually,
[51:09] in this case, this is a four, basically a four zero,
[51:14] but somebody has stayed.
[51:16] But if you didn't get a five zero,
[51:18] you can force that passage to fail.
[51:20] Or if you're looking for a two-thirds and so forth.
[51:23] The system automatically just uses a simple majority, so a 3-2 vote in this case wins.
[51:34] If you need to force that, you can change that to either 4-5-2-3 or pass or fail.
[51:41] My three more questions.
[51:43] I think one, the answer's going to be no, but I'm just curious.
[51:46] So Humboldt does not use a second. Is there any way to pre-populate that no second required?
[51:56] There isn't pre-populated, however you can say that there's no, is that for second reading only or is that for all to?
[52:05] It's for the County Commission. I will say there are some other, I guess I shouldn't say that because I believe there are other, I know there are other boards and committees that do use a second.
[52:14] So I don't know that there's any way to do it in a way that would like but the county commission does not yeah
[52:22] There isn't a way to pre-populate it what it's looking for is a seconder, but there is obviously the way you could just proceed with
[52:29] No, the seconder
[52:31] What your motion type is going to be your motion action and whatever you're gonna do from there and in your motion type
[52:39] Is there what if they go back in and amend their motion?
[52:45] They've done the motion and they passed it and the VA went,
[52:48] oops, nope, you didn't do it right, so they have to check.
[52:51] Yeah, yeah, you can go back, let's see.
[52:54] So you can go, or call yes, or, all right.
[53:00] So you're saying, we want to go back to this margin and change it.
[53:05] So we can, you can click on to the motion to approve and then maybe we want to do
[53:10] motion to amend. And then we're going to change.
[53:19] So does it keep the data from the prior
[53:21] motion as well? And then show the amended or does this move? Okay, no, in that case,
[53:27] okay, sorry. If you were a complete record, you need to show the original plus the amended.
[53:34] Got it. Okay. So, let me do that then.
[53:46] I messed that up. Sorry. Based on what you were saying.
[53:51] Try
[53:58] to figure out if there's a motion, so basically your instance you're talking about
[54:02] there's a motion to approve, and then they go back and amend that motion, so you've
[54:07] got to move the floor, so you have multiple motions, right?
[54:12] Correct.
[54:12] Correct, because I just had that happen in a set of minutes, so it's a question in my mind.
[54:17] Yep, no, no.
[54:17] So we go to public hearing here, we record that.
[54:22] Essentially in that meeting, what they did is there was a motion, it passed, it was not
[54:27] an appropriate motion for the DAA, so they went back in and the way they did it was they
[54:32] withdrew that prior motion and then remotions, amended that motion and redid it. So I just
[54:39] want to make sure there's at least a way I can note it for the record. Yeah, so you can do
[54:49] amen, let's see, so you can have multiple motions, a motion to approve and then you have a motion to
[54:55] to amend, so you get multiple motions on an item.
[55:00] Cool. Now, would they have voted on that, and then they went back and said that wasn't appropriate? It could go, it goes either way. You know, commissioners are like cats. You really can't hurt them the right way. They kind of do their own thing. Very good. All right. Yeah. So you should be able to, I got a motion to approve vote, motion to amend, and then go to the vote, and then all in favor. And then those opposed are accused or abstentions.
[55:28] I can put those in and that, you know, essentially at that case.
[55:34] So you've got a motion to approve the vote, motion to amend that vote pass.
[55:39] So you can go get it and modify that.
[55:41] Now by the way, everything that you do during the meeting, you can also do after the meeting.
[55:48] So if things go sideways and like people are like, you know, we're going to do this blah,
[55:53] blah, blah.
[55:53] The cool thing is you've got the video reference.
[55:56] So even if you go sideways on you, like during the meeting where they're like, hey, that was in an appropriate motion.
[56:03] And the county administrator comes back and says, hey man, you can't do that.
[56:07] Like that's, you know, that's out of the rules of decorum or Robert's rules of order.
[56:11] We have to do this way or that way.
[56:14] You can go back and you can fix it after the fact too.
[56:17] So anything during the meeting, I try to like look at a meeting as like a wedding.
[56:24] Where you push through the meeting, you know, like, hey, did the cake come out early?
[56:29] That, you know, it's too bad, but, hey, whatever, did the dance for, you know, daddy dance,
[56:33] did that come out early?
[56:34] Like, all those things, you just keep pushing through, and then the cool thing is, after the
[56:40] fact, you can go back and you can kind of splice this stuff together and make it, make it
[56:44] actually right.
[56:45] So for those who are attending the wedding, you know, they're watching the meeting as
[56:51] it transpires, whatever happens happens, and maybe it's not the prettiest thing at the time,
[56:59] but you can go back and you can make it pretty afterwards. That makes sense.
[57:02] Okay, great. My other question, my third question, and this is, so let's say you have an item
[57:09] where the commission, it's a long item, and they're free forming talk. It's not something that
[57:14] needs to be in the minutes. Am I able to go back into prior items, and like you talk about where
[57:21] you can clean things up? Can I work on prior items while they're discussing another item,
[57:27] or can I not come off that item in the program while it's going on?
[57:31] No, you can. So, like, if I went back here and I wanted to take some notes on the sheriff's
[57:36] liquor board action, because they do have long discussion periods where I'm just kind of sitting
[57:44] there. So, I'd like to go back and clean things up and make sure I spelled things right and stuff
[57:48] like that yeah and yeah so like whatever you can go back in there and you clean that up even
[57:54] though again you're not on that item now the current item on the floor um let's
[58:04] see
[58:04] current item on the floor is going to be so regardless the people are going to always be pushed
[58:11] to the current item on the floor so in this case it's the public hearing uh the fire districts
[58:19] So regardless what you do in the back end, they're not, obviously we're looking at what's happening, but mostly this is what's going to happen is they're going to see the commissioners talking right doing their thing and then you're just doing your stuff on the background.
[58:41] So yes, the answer is yes, you can go back and you can essentially go back in there and do whatever you want on previous items.
[58:49] questions. Thank you.
[58:53] But you can also do that after the meeting's over as well.
[58:59] But any
[59:00] questions on just like kind of standard clicking on the item and then time stamping the item
[59:08] and then motions over and in your case no second are required. Move to motion and then what
[59:22] you want to do is make sure that you get your motion when we record your motion. Then you
[59:28] want to go to your vote. And then once you're on the vote I typically hit the mark all yes and then
[59:36] toggle the no or the recuse or the abstains. And then once everybody's put their vote in then
[59:42] I hit the record button. And what that simply does is it hits the time stamp. So when everybody says
[59:48] all in favor those opposed none. I basically hit that record button and that
[59:54] sets the timestamp. So if I need to go back later and watch that piece of the
[1:00:00] I can do that. Now, your constituents are still not going to be able to see that. They're going to see just the current item on the floor, whatever is being pushed out through the encoder of the video, and your agenda on the right hand side. So any of the notes you take, any of the motions and votes you take within the system are not going to be available to the public.
[1:00:27] They will be able to listen. And during the live meeting in here,
[1:00:31] Hey, this person moved, this person seconded, and that was a pass or that was a fail or whatever.
[1:00:37] It's not until you get back into the minutes that they're going to actually get the detail
[1:00:42] of that information. So during the live meeting, anything you do outside of bookmarking items
[1:00:49] is not going to be privy to the public. I just want to make that clear.
[1:00:55] What we're doing when we
[1:00:57] kind of do the bookmarking. One is we're just telling people, hey, this is the
[1:01:02] item we're on. Feel free to jump in at this point. If you've missed your item,
[1:01:09] I apologize, but you're going to have to wait for the recording. So if you jumped
[1:01:14] in and you wanted to know item six and we're on item 10, too bad. There's no
[1:01:19] rewinding the live video. Going back, you can find it on the recording tomorrow
[1:01:24] because we did bookmark that item, and then you can jump right to item 6. You can watch your item,
[1:01:31] you can figure out who move who seconded, and the great thing about the video is you can also,
[1:01:37] as you're watching the video, and on the recording, which I'll show you, is you will be able to
[1:01:43] rewind the video. You want to watch it again, you want to figure out what happens, so all this time
[1:01:49] you're building your minutes, people still have access to the meeting. So, if they want to know
[1:01:55] you're building something in their backyard, they want to know if that item passed or failed,
[1:02:01] they want to know who voted yes, who voted no. So, you know, maybe next year I'm not voting for
[1:02:06] that commissioner because they don't line up with what I'm thinking is appropriate. Hey, that's great,
[1:02:11] But that doesn't impact you from the perspective of you having, you know, you're
[1:02:23] basically giving them the information and then let them process that information while you're working on minutes or anything else.
[1:02:32] Does that make sense?
[1:02:41] Yeah, a lot of people get, I mean, again, I do this a lot and a lot of clients are always like, I don't want to take notes in here because I'm afraid somebody's going to see them.
[1:02:53] Nobody's going to see them and to you make them public. That's essentially what it is. All it is is bookmarking the item.
[1:03:01] right time stamp in the item that's what they see and whatever the published agenda is that's what they see anything you do related to that item is building what we call building the minutes so again here motion to amend approve whatever you want to put in and then votes.
[1:03:28] Now, as we move through the agenda, eventually you're going to go top down to the end to the
[1:03:36] adjournment.
[1:03:38] As I mentioned, you can go out of order, so if you want to take 18 before 17 and so forth,
[1:03:44] you can certainly do that.
[1:03:46] If we're doing an adjournment or if you have, let me ask you this question, do you guys do
[1:03:51] close session or executive session during your meetings or do you have those separate from
[1:03:57] your regular meetings? That was actually going to be a question because I think I sent you an email
[1:04:02] on that. So we have a couple of different types. We have the, for instance, legal meeting that does
[1:04:09] not necessarily need to be recorded unless the DA wants it recorded, but we also have what are called
[1:04:15] personnel sessions, those are not public facing but they do need to be recorded
[1:04:22] and preserved. So yes, we would need to know how to break out into from this
[1:04:29] meeting into one that is not public facing that is confidential. And like
[1:04:36] with that?
[1:04:39] No, sorry, I'll continue, sorry.
[1:04:41] Oh, sorry, the legal meeting would and potentially the personnel meeting would be one where
[1:04:50] I would not be in there. They don't usually have the clerk. So, for instance, in that one
[1:04:54] probably done as the county manager would have to handle.
[1:05:00] At one, unless the A approves nay being on site. They usually only meet with the members of the board on those. Gotcha. Would you produce a separate agenda for that meeting? It usually would be part, like, like, if you look at our meeting for, I think it was like February 5th or something. There was a legal meeting at the beginning. And then we moved into the regular agenda. Don can say if it was a different date. I know it was like one of the two
[1:05:29] February meetings. I believe because we were at the city hall. So they put it in the middle.
[1:05:35] I don't know if there's another way to do that. That would be better. That's just how it's always
[1:05:38] traditionally been done.
[1:05:43] Maybe it might have been, maybe it was the second meeting in February.
[1:05:47] I just did the minutes for it, but I don't remember the date.
[1:05:50] I was. There's a couple of session in one of those.
[1:05:55] We had the one, yeah, we had the one that had to do with IT.
[1:06:00] It had to do with Andy's appeal.
[1:06:02] It had to do with the hiring of Joel.
[1:06:05] And I know it was at the City Hall.
[1:06:08] So it was, it might have been the, maybe the last meeting in January.
[1:06:15] Well, it's a, okay.
[1:06:16] So there's a, there's a couple ways you can handle this, I guess, just from the software
[1:06:20] perspective.
[1:06:21] it. One, if you're going into closed session now, this agenda did not have a closed session
[1:06:27] section. But let's say, for example, we're going to go into closed session. I can actually
[1:06:32] add an item. And that agenda item, I'm just going to call closed session.
[1:06:41] And we're going to go
[1:06:42] into closed session at 1108, excuse me, 1110.
[1:06:48] And I don't know, sometimes do you guys have to take
[1:06:51] a motion to go into the session or executive session or they just kind of adjourn and go into it
[1:06:56] and come back. No, they motion to go in and they motion to come out for the statutory language.
[1:07:02] Okay, so they motion to, and again, you can also in those settings, if you wanted to have one of those
[1:07:12] settings be,
[1:07:15] is
[1:07:21] it closed session or executive session, or what is it? You've already got an
[1:07:25] and enter a closed session on there.
[1:07:27] Oh, that's right, it is right there.
[1:07:29] Okay, so I think that's how they kind of put it
[1:07:33] on the agenda as well.
[1:07:34] I don't remember the words exactly.
[1:07:36] We might have a different one for personnel.
[1:07:39] Gotcha, okay.
[1:07:41] So yeah, and again, you can change the language,
[1:07:43] whatever you want to show up,
[1:07:45] if that makes it easier for you, right?
[1:07:48] So motion to enter closed session,
[1:07:50] then move her and then go to the vote and mark everybody is yes and record right.
[1:07:59] So now we're in closed session so what we're going to do is we're going to pause the recording.
[1:08:05] So up here I'm going to hit the pause button and what this says is confirm pause live stream
[1:08:14] will show the pause screen and the pause portion of the recording will not be included in
[1:08:18] the archive video.
[1:08:19] So, essentially what we're doing is we are trimming out whatever is going to happen.
[1:08:26] So,
[1:08:29] we're in open session, we go to closed session, we're blocking that part out, and then
[1:08:36] they're going to come back to open session and say, hey, this is what happened in closed
[1:08:40] session.
[1:08:41] So, we decided to take action on this, we decided to take action on that, and that's what
[1:08:45] we did.
[1:08:46] So, you can pause the live stream and
[1:08:52] pause the recording and what that does is for the
[1:08:57] person who's watching.
[1:09:06] Again, they're going to see whatever's coming through the video, the agenda, that
[1:09:12] where current item is closed session and you can see right now, you can see the timestamp
[1:09:18] or it's going to see the delay, right, so I hit pause, confirm, pause.
[1:09:24] Because now what I'm going to get here on the video is this video has been paused by the
[1:09:31] organizer and will resume once they return or review the meeting agenda for more information.
[1:09:36] So if I wanted to find out, is there anything that happens after closed session?
[1:09:42] I scroll down here and I'm like, oh, the entry closed session here, okay, it doesn't look
[1:09:47] like to have any other items.
[1:09:49] Then I would just kind of, you know, I would just close down my browser and go away.
[1:09:55] But if I'm interested in what comes out of closed session.
[1:10:00] Because maybe it's something that has to do with property that I own or whatever it might be. I'm going to stay tuned until they come back into open session. And so this pause screen, by the way, just to answer a question that usually comes up here is, can we format this? We can't currently, but that's in the works is basically be able to customize this to be whatever you want it to say. So like we're in closed session.
[1:10:29] Then we will return in 15 minutes, whatever you want to put in here as the splash screen.
[1:10:35] Right now it's just a generic screen that nobody really has control over it.
[1:10:40] Once you hit that pause button, this pops up.
[1:10:44] But the idea is to enable that so that therefore you can customize that splash screen.
[1:10:53] Okay.
[1:10:54] Now you'll see here the resume and end button.
[1:10:57] If I hit resume, that's going to start the recording again.
[1:11:02] So anything that happened between the time I hit pause and the time I hit resume is
[1:11:07] going to be off of the recording.
[1:11:13] Now if you want to capture that recording, then my suggestion would be we would set up
[1:11:17] a separate meeting, right?
[1:11:20] We would set up a separate meeting.
[1:11:22] That meeting would not be broadcast.
[1:11:24] So, for example, if I wanted to say, hey, this 9-1-1, we don't want to broadcast this one.
[1:11:31] If you're doing a closed session meeting that you want to record, but you don't want
[1:11:37] it available to the public, my suggestion would be you stop the meeting, you're in, go
[1:11:42] into the meeting you want, timestamp the items you need for that, and it wouldn't be broadcast
[1:11:50] to the public.
[1:11:53] Does that make sense?
[1:11:56] Sorry.
[1:11:57] Michael. So in that case that you just mentioned about having a separate meeting for those closed sessions, would we?
[1:12:06] So we're in this meeting that you have on the screen right now, would we pause it and then go in and open up the new meeting and get that going?
[1:12:16] No, you would end this meeting and then open up the new meeting.
[1:12:19] Okay, launch that if that if that's the way you want to do it. So again, most I would say most clients have a closed session piece within their agenda of their regular meeting.
[1:12:30] Yes.
[1:12:31] And then they pause it during that time and whether they, you know, expel everybody from the boardroom or they go into a conference room behind the scenes.
[1:12:42] They pause it, then when they come back, they say, hey, this is the action it was taken.
[1:12:46] That's, I would say that's typical.
[1:12:49] However, if you want to actually, so when they have clients that do get everybody, basically
[1:12:56] everybody get out of here, we're going to have a closed session meeting, everybody leave.
[1:13:03] What they'll do is they'll stop the meeting, and then they'll start the closed session,
[1:13:08] which is not broadcast to the public, but it is recorded and so they will record the closed session
[1:13:16] and they'll have that separate where they'll actually do a separate set of minutes.
[1:13:22] It's really up to you as far as what your preference is, but that's the way that...
[1:13:28] I would say 90% of the clients I work with just have the closed session within the regular meeting agenda
[1:13:35] or special meeting agenda, they posit and then they dictate whatever the outcome that came
[1:13:43] from closed session. But I do have a select few clients that what they want to do is they want
[1:13:51] to record that closed session and it's in the chambers. So where they're actually going to have
[1:13:58] cameras on those people, right?
[1:14:02] I think that's more rare than normal, I would say.
[1:14:08] As most people go back, when they do closed session, they get out of the board room, they
[1:14:12] go into some conference room behind the scenes, they take the action, then they come back
[1:14:16] in and report back. Is that more your style or?
[1:14:22] So Mike, so we don't have a separate room.
[1:14:26] So I'm thinking and you can tell me if I'm wrong.
[1:14:29] So can we two, I guess two questions.
[1:14:32] Can we pause this meeting in the room we're in,
[1:14:36] and then go into a separate meeting that is not forward-facing,
[1:14:41] that we put, do not broadcast, do that meeting, start it,
[1:14:46] and then come back and unpause the regular meeting.
[1:14:49] or do we have to kind of do it like where the because I would assume if you end the meeting you can't restart
[1:15:00] The meeting again. No, you can restart it. Okay. Let me tell you what normally happens in Humboldt. So we don't have a separate meeting room. Everything happens in the commission chambers. The one that's specific to the need to record our personnel sessions. So we'll do our whatever for the regular meeting and then they'll go into a personnel session based on a motion that needs to be recorded and maintained because of its nature.
[1:15:29] But they recess the regular meeting, remove everybody but the people that need to be there.
[1:15:38] They read come into a separate section about the personnel matter and then do their thing and then they adjourn that one and then go back into the regular meeting.
[1:15:50] In the same room, open the doors, let everybody back in and like that.
[1:15:55] All right. I'm going to see how that would work. So you saw me just kind of doing some stuff
[1:16:01] behind the scenes here. So we've got this meeting right now, the training meeting running.
[1:16:05] I created just a quick event called test meeting for closed session. And I just put in an
[1:16:12] agenda item called closed session, you know, just being very simple.
[1:16:18] I'm going to see if
[1:16:19] you can actually launch multiple. I've never done this before. So I would say, here's the thing.
[1:16:26] Leave it to humble. Yeah. No, I could be unique. What can I say?
[1:16:30] You've been figured out. So I'm going to pause this meeting.
[1:16:36] This is the training meeting.
[1:16:38] I'm going to go over to my events.
[1:16:41] Okay. And I'm going to launch this meeting. I don't know if it'll
[1:16:44] let me, but if it does, that could be interesting.
[1:16:50] So I'm going to start the closed session meeting.
[1:16:52] I might break something here.
[1:16:56] Oh yeah, no, I feel.
[1:16:57] Okay, so I can't do that.
[1:17:00] If there's already a live recording and progress,
[1:17:02] that won't let me do that.
[1:17:04] So I can't start another meeting
[1:17:06] while the other meeting is still running.
[1:17:08] I would need to end this meeting,
[1:17:13] start the closed session meeting,
[1:17:15] and then start this again.
[1:17:17] And it will produce a separate archive,
[1:17:20] meaning I'd have, you know,
[1:17:23] items, let's say 1 through 10, and then I stop the meeting that I have item 11.
[1:17:30] So I could end that meeting, then I could start the other meeting, so I could say, hey,
[1:17:39] launch event for the closed session,
[1:17:44] I could start that recording,
[1:17:49] and again, if that's
[1:17:50] It's not privy to the general
[1:17:56] public, of course.
[1:17:58] I can bookmark, you know, items.
[1:18:01] I can take motions and votes, and so forth on there.
[1:18:05] Right.
[1:18:05] And I could just make the choice to not broadcast so that wouldn't even show up.
[1:18:10] So if in the regular meeting they said we're going into closed session, this portion will
[1:18:13] not be broadcast.
[1:18:15] That's fair.
[1:18:16] Yep.
[1:18:17] So in that case, I would say you'd stop the regular meeting.
[1:18:21] If you want to record the closed session meeting, you could start up the new meeting, but you would need to separate.
[1:18:33] You have to create a separate agenda in peak just to get that to happen.
[1:18:39] Does that make sense? You'd have to have a separate meeting for closed session.
[1:18:44] Yes, it makes it does make sense and then can you show us how we go back into the other meeting now after we've done our thing. We're done.
[1:18:53] So yeah, so once you went into closed session, you took your motions and votes and the closed session meeting.
[1:19:00] What that's going to do is produce multiple archives. So it's going to produce.
[1:19:07] I guess I stuck in the 911 tax committee meeting.
[1:19:15] It would produce multiple archives here.
[1:19:17] So the first one, sorry, I'm going to move this to our training folder, so that's where
[1:19:24] I had everything living.
[1:19:26] So we'd have our test meeting, which is 48 minutes long, and then we'd have our closed session
[1:19:35] meeting.
[1:19:35] Now, if you wanted to go back into the regular meeting, is that what you're asking?
[1:19:41] Tammy?
[1:19:43] Yes, sir.
[1:19:44] Yeah.
[1:19:44] Okay.
[1:19:45] So, now we have the regular.
[1:19:47] We have the closed session.
[1:19:48] We want to go back into regular and say what happened during closed session, I guess.
[1:19:56] we would go back to the event.
[1:20:00] We would click on to the meeting we want to go back into, launch the event,
[1:20:10] and then start the recording. Again, if you want to get all this on video, this is how you would have to do that. Most clients will just simply take whatever came out of closed session, and they'll put it into the metadata of the original archive. They'll put it in a note and say, no action taken, or this was the action that was taken. But in this particular case, we scroll down and we added
[1:20:35] in an item and
[1:20:48] then we said there was a motion made by Jesse, seconded by Ken or no seconded
[1:20:55] required to approve to refer whatever the action on.
[1:21:18] So they're going to defer action on property
[1:21:22] at 123 Main Street. Go ahead and record that, record the vote. Everybody said yes. And then
[1:21:28] that's it. So that's going to be whatever came out of closed session. And then we can go ahead
[1:21:33] and end that meeting. What that's going to do is, again, now it's going to produce a third archive.
[1:21:44] So we're going to have under our archives folder, depending on what folder, again, what meeting we're
[1:21:51] running going to have the different folder that is going to reside in.
[1:21:54] You can see now we've got the 49 minute meeting, the closed session meeting and then
[1:22:03] we've got the other meeting which is the report back from closed session.
[1:22:11] So Mike, we'll, you know how in the beginning we put the time frame for how long we expect
[1:22:17] that meeting to last, will that create any issues if we have a closed session somewhere
[1:22:23] in the middle of the agenda and we'd say set it for four hours and an hour in we have
[1:22:28] the closed session.
[1:22:30] Will that create any conflict?
[1:22:33] No, if you pause the meeting then all that stops the timer.
[1:22:39] So if you have an eight hour meeting and you pause it and then you guys go in a closed
[1:22:42] session for eight hours, you come back, you get another four hours of virtual time on there.
[1:22:50] But if you do, you know, if you stop the meeting then the clock restarts anyway. So we said, okay, in that first meeting was eight hours, we stopped it.
[1:22:59] When you start it up again, again, another eight hours, even though probably like it is probably going to be more like this, where you have like a minute and 20 seconds, where they're coming back and just kind of announcing, hey, this is what we're doing.
[1:23:14] questions?
[1:23:23] Okay, so these videos are going to upload what we call uploading with
[1:23:27] that what happens in this process is it's taking the local video and it's
[1:23:32] pushing it up to our cloud servers. Now there's a lot of things that are happening
[1:23:37] here. One, if I go into edit the video or edit the meeting it's going to tell me
[1:23:44] sorry the clip's not available for you. It will tell you it's in a status of
[1:23:49] uploading. But one of the cool things is you can just kind of look and see the time stamps
[1:23:56] will call, you know, who showed up late, you know, all the notes and things that happen during
[1:24:04] the meeting, you can see where those kind of lie. So motions and votes and so forth in here. Even
[1:24:12] though the video hasn't rendered, I can kind of see where I live with these, you can see that
[1:24:18] But this information is actually being pushed up to our cloud servers.
[1:24:25] And once that is available, then what I'll be able to do is come back in post meeting
[1:24:30] and go back in and change, adjust, trim, do anything I want with that at that point.
[1:24:40] So my suggestion at this point would be, and unless anybody has an issue, I would say I
[1:24:48] I would like to do another session with y'all
[1:24:51] just on the post meeting processing
[1:24:54] and minutes creation, as opposed to kind of,
[1:25:00] Speaking in more today, I think I kind of thrown up a lot of information for you, and there's a couple of things I've got to think about to based upon what your process is. As far as what the best way to handle that would be, I still think the best way would be you stop the meeting, you have a separate meeting called closed session, open that up, run that, stop that meeting, go back into the original meeting, start that.
[1:25:28] do the motion and vote as far as what came out of closed session but I think I
[1:25:33] want Tammy I think I'd want to talk with you more about that based on what your
[1:25:38] constituents would want from that perspective. Does that make sense? It does it
[1:25:45] does and probably a little bit what our legal counsel would want us to do as well
[1:25:49] I think that would be a thing. I do agree a separate meeting would especially for
[1:25:55] the minute preparation and the post-action as far as the minutes is probably because I'm
[1:26:01] sure that'll bring up a number of questions and I don't know. Honestly, I'll leave that
[1:26:06] up to Dawn, you know, if everyone needs to be involved in that part or if that's more to
[1:26:12] my staff and Michelle as well since she's kind of the overseer of this process. I don't know
[1:26:19] that IT needs to be involved in all of that unless there's something specific to our
[1:26:25] Connectivity and stuff that they need to be aware of. No, I mean it the minutes piece is is it's all web-based
[1:26:32] So it's all based in this application. So there's no connectivity to the server. So once the
[1:26:40] So yeah, Don once the
[1:26:42] You know once the meetings over started stopped time stamp bookmark all that sort of stuff
[1:26:47] It's all into the web application. So there's really nothing. There's no interface with the server outside of the live meeting
[1:26:55] So once that meeting's over, depending on again how many times
[1:26:59] you've run it, there is nothing that server gets used for,
[1:27:04] except just for the live meeting and transferring that live
[1:27:07] meeting data to the cloud servers.
[1:27:11] And once that's there, then everything else is
[1:27:13] through the web portal here essentially.
[1:27:18] Yeah, I agree with this second meeting because I think,
[1:27:21] especially with what we've touched on today with the starting
[1:27:25] and stopping with these closed sessions and having basically the two meetings and how to deal with
[1:27:32] those is going to be a separate thing but I definitely agree you know if we're at that point we
[1:27:38] definitely we won't need IT for that one so they can they can go from there you know they can be
[1:27:46] absent on that one. Okay cool um what's everybody's timeline as far as that goes like you guys have
[1:27:55] time next week or maybe the week after. I don't know when you're, when's your next board meeting?
[1:28:00] Let's see. It's Monday. Monday. And I'm pretty much hoping for four weeks since I'm sitting at
[1:28:07] home with a broken ankle. But if you could give us a little time for my staff to look at our schedule
[1:28:15] because we're also dealing with some aspects of the election and a mock election to maybe look at
[1:28:21] our calendar in the office because I would like at least whether it be Jessica and Maria or one
[1:28:26] or the other to be able to attend as well because I'm trying to get some training in place for
[1:28:31] some backup on this. That would be great. And then of course, I'm sure Michelle has to check her
[1:28:36] schedule as well. Do you have an idea of how long we're looking at what what are you thinking an hour
[1:28:42] two hours? I think an hour would be a good thing and as far as next week just to kind of give you an
[1:28:47] idea if you want to get together that soon. I have most of the afternoon open and
[1:28:56] you're an event. So you're on my time zone so I'm Pacific time zone. So I'm open
[1:29:03] after 1 p.m. every day next week and then the week after as well except the Wednesday.
[1:29:12] So, if afternoons are okay, you need mornings, they would probably be the following week if mornings are better for y'all.
[1:29:23] I do have mornings available on Tuesday and Thursday and Friday of the week of the 11th through the 15th.
[1:29:32] But I'll give you some time to look over your calendars and let me know what you think.
[1:29:37] I'm going to render the training video and I'll send out an email with access to that from today and then we'll dive into the post meeting processing in minutes and that sort of fun stuff.
[1:29:51] Okay. And as noted, we do have a meeting actually have two meetings on Monday, one general improvement as you can see in the commission.
[1:29:57] If you do have a few minutes that you want to...
[1:30:00] I'm going to pop on there and kind of see what the meetings are like. That might give you some idea. I don't believe we have any closed sessions on that. March 4th one, but you'll see. If I was jumping on, which one would be the one I want to. Kind of what we're talking about when we're talking about how our commission meetings. Okay, I would say the right commission meeting. And dawn can give you a better idea. I would assume that one's going to be probably at least three or four hours.
[1:30:29] probably that afternoon. Okay. Okay. Well, again, yeah, let me know what your
[1:30:38] thoughts are for next week. If next week works, if next week doesn't work, let
[1:30:43] me know your thoughts on the next week. But next week after 1 p.m. I've got
[1:30:48] availability. So you guys can let me know what your calendars look like the
[1:30:51] week after that. I also have after 1 p.m. except on Wednesday and Thursday.
[1:30:59] But I also have some other times during the mornings as well. So that week.
[1:31:03] And as noted, I'm pretty much at the pleasure of everybody else.
[1:31:08] And I do know that you record these and make them available.
[1:31:11] So if my staff's unable to attend, they can always watch the video out there.
[1:31:16] When they have, when they have the opportunity.
[1:31:18] So I try and cover every question that I can think of while we're doing this.
[1:31:24] That's good.
[1:31:25] it.
[1:31:29] Anybody else before I let you all go?
[1:31:36] Very cool. Well, guys, it, it shouldn't just
[1:31:38] be me talking. It doesn't anybody else have a question? Makes it sound like I'm kind
[1:31:44] of like a bully or something. I don't like that.
[1:31:50] Well, you're kind of the main player in
[1:31:52] this, Tammy.
[1:31:56] We want to make sure there are. We want to make sure other people are main
[1:32:01] players too, just in case things like what I just did happen and we need backup. So, you
[1:32:05] well we don't want you to break anything else yeah no more ankle breaks was that
[1:32:12] just a stumbling fall type thing or was it worse than that well I
[1:32:18] tripped off a step talking to the cat and carrying groceries and it was just
[1:32:22] a combination of being a clots and not paying attention to where I was going
[1:32:26] and snapped her right and half so I am now the bionic woman I have multiple
[1:32:31] multiple plates and screws and things on my ankle.
[1:32:34] Well, if it makes you feel any better,
[1:32:36] I'm getting my knee drained next week.
[1:32:39] I don't know.
[1:32:40] Liquid or whatever they call it, fluid on my knee.
[1:32:43] So we'll see if that makes me feel better.
[1:32:47] That's a great way to do it.
[1:32:48] It may not feel good, but it may not feel good.
[1:32:50] It may not be a great way to do it, but yeah.
[1:32:52] That's good.
[1:32:53] It'll feel bad when they do it,
[1:32:54] but it'll feel great when they're finished.
[1:32:56] That's what I'm hoping.
[1:32:57] All right, well, just let me know
[1:32:59] What's your thoughts?