[0:00] Building out and publishing agendas here in the legislature system. As you can see, I am logged in, again, here to my dashboard, but this time, I am currently logged in as myself.

[0:13] So, all of us, granted, case employees are technically administrators, and I am logged in as myself, so that I can have kind of the same view that you guys will have.

[0:23] Now for this first part of the call, I do recommend that no one tries to work within the agenda while I'm working on the training agenda.

[0:32] We are all going to create a unique agenda dates for each of you guys to work on after you guys see the demonstration.

[0:42] That will give you some time to be able to create new agendas on your own.

[0:47] So we'll have you do that at the second part of today's call.

[0:49] So this first part is going to sit back, relax, and watch.

[0:53] And of course, ask any questions that you have as they come up.

[0:57] Now, since we are going to be working in the agenda's module today,

[1:00] I'm going to navigate directly there.

[1:04] Now, as you can see here, I do already have our training agenda set up here.

[1:09] And that's going to be this one here on this line.

[1:12] But one of the things that we talked about yesterday was how we go about adding in an agenda date.

[1:18] And of course, as mentioned yesterday,

[1:21] This is a step that does need to be taken before any files can actually be submitted for that particular date.

[1:30] So let's go ahead and add in a date now.

[1:33] In order to add in a new agenda date, I'm going to go up to my top toolbar and select the new button,

[1:40] just like a wood in the files module in order to create an in file.

[1:44] From here, I'll see that a new agenda date will be created using today's date.

[1:51] I'm going to go up and change that date and I'm just going to set it, let's see, to Wednesday,

[1:58] of next week. Here in my notes section, again, this is where you might type in something like regular

[2:05] meeting or special meeting. You could also type in canceled here to send the message to the public

[2:13] when they're looking at your insight page that this meeting didn't happen. It might have been scheduled,

[2:18] but just didn't happen.

[2:21] So here I'm just going to say this is training one.

[2:28] All right. Now I'm going to leave this meeting and draft status.

[2:32] Draft status is what's going to allow my

[2:37] drafters to continue submitting items for this meeting.

[2:42] And then of course, as you can see,

[2:45] my location in time will automatically fill in here,

[2:48] based off of the time that I've set up in administration for this meeting body.

[2:53] So I've told administration that my city council meetings happen in council chambers at 730 p.m.

[3:00] and automatically that information will always pull in.

[3:03] Of course, I can still click in and change that information if I need to.

[3:08] And I can always go into administration and updated if I have a more permanent change to where my location will be.

[3:16] Once I've made all of the changes here at the top that I need to make, I'll just click the save button here in the top left corner.

[3:23] Or I could also have just clicked anywhere else in my table down below to see that new change here to that new agenda date.

[3:33] Now today we're going to be working in the training agenda for this first part of the call.

[3:38] so I am going to click directly there. And welcome Brad. Feel free to kind of sit back and watch

[3:45] during this first part of the call. And then I'm going to have all of you get more hands on

[3:49] on the second part of the call.

[3:53] Now that I've selected the training agenda, I can either click

[3:57] the agenda tab here up top. So I'm currently in my calendar. I can click in my agenda tab in order

[4:05] to go into my agenda or I can double click the line of the agenda I want to enter.

[4:12] Now, as you can see, once I enter into the agenda, it is blank.

[4:16] This is expected, okay? All of those headers and everything,

[4:21] the headers, the files that I've assigned to this meeting date,

[4:25] they will all come in, but I have to first click the generate button down here in the bottom left corner.

[4:32] So I'll go ahead and click that generate button,

[4:38] okay.

[4:39] And now I can see that I have four items pulling directly into this agenda.

[4:47] I can see what status those items are in.

[4:50] I can see all of the relevant information here that I'm really going to need in order to make sure that I have the right items here.

[4:58] And then I

[5:00] I also do have all of those individual headers that I've added in administration.

[5:08] Coming in, I can review all of this information. Looks pretty good so far.

[5:13] If, for example, I was looking at something, and it said that it was still in draft status,

[5:19] I'd be able to find that item double click on its line, and that will actually open the file for me.

[5:27] So here, you can see that I've navigated from the agenda's module back up to the files module just by double clicking on the file.

[5:36] Now I can come in maybe the item is still in approval tracking and I can check who the approver is that we're waiting on here.

[5:44] If the item is in approval tracking and I maybe don't have time.

[5:50] If I'd like as an administrator, I could certainly review the file and and approve it on their behalf if that's a process that we are okay with there at the city.

[6:01] Alternatively, of course, I could reach out to this approver and tell them, hey, I need you to go ahead and get this approved or I need you to go ahead and action on this.

[6:09] I could also escalate.

[6:12] So if this person's only on maybe the first day of their due days, but I need this approved now.

[6:19] And, you know, maybe they're away today.

[6:22] I can go ahead and escalate to send it to their alternate and have them take care of it today.

[6:29] Once I've done all of that, I am able to go back over into my agenda by using that go back button here in the top right corner.

[6:41] Now, looking at all of the files that are currently present here, I could also look to see me if I needed to add any additional files.

[6:51] Adding files can be done in two ways.

[6:55] One is by adding a blank line and then choosing the file that I wanted to add and the other is by using a feature called add many lines.

[7:04] We're going to take a look at how to do both of those right now.

[7:09] If we wanted to add in, all right, sorry about that guys, my internet connection dropped.

[7:16] So let me go ahead and get my screen reshared here.

[7:19] What was the last thing you've heard for me?

[7:23] Thank you as right after your go back.

[7:26] Yeah.

[7:30] Okay.

[7:32] So we are going to go back into the agenda here.

[7:36] And we're going to review the rest of the information we have.

[7:39] Now, let's say that a drafter reaches out and says, hey, you know, I've created another file or maybe even several more files.

[7:49] And I would like to see those on this upcoming agenda if possible.

[7:54] At that point, you're going to be looking to add those additional files. Now, one way that you can do that, of course, is by just regenerating your agenda.

[8:03] So long as there's no things that you've added here to the agenda that are not standard or typical of your agenda, for example, if you've added a new header that we normally would not see here, then you will expect that that header will be gone if you regenerate.

[8:22] But if you are just looking at items that have automatically pulled in and all of your regular headers, then regenerating the agenda is absolutely a good option.

[8:32] And in that case, you would highlight all of these lines here, so I'm just going to click the top line and then hold down my click or hold down my left, what do you call that?

[8:46] Left click, hold down my left click and highlight the entire table here.

[8:52] Coming down to the bottom toolbar, I'm going to click the delete button and this is going to allow me to clear out everything that's currently on this agenda.

[9:01] Once I do click that delete button, I will get a pop up, ask me if I'm sure I want to do that and I will say yes.

[9:11] Once you're back to a blank slate here, you are able to regenerate your agenda.

[9:20] Now, I didn't have any new items pull in, but that is the way that you could do that.

[9:26] And would certainly save you a little bit of time and effort as opposed to going and finding the items.

[9:33] Now, let's say that you did have some information in here that you had to add manually and maybe you've gotten to the point at this stage where you really don't want to have to regenerate the agenda.

[9:47] You can add in new items in a couple of different ways.

[9:52] Here, I'm going to first select a line and then you can either right click in order to generate a menu.

[10:00] Or, you can come down to your bottom toolbar and use this add menu.

[10:06] Selecting the add menu is going to give you a number of options, including add after or before the selected line, add many lines or the copy the selected line.

[10:18] Here, I'm going to right click and choose the option of add after selected line, giving me a space for a new item, just below this one.

[10:29] Next, I'll come up to the top left here where I can see that I can choose from either agenda item or header comment.

[10:37] If I were looking to just add in some additional helpful text, then using the header comment option would be the better choice.

[10:46] But here's since we're looking to add an additional file, we want to leave it here on agenda item.

[10:52] Now that I've got agenda items selected and I'm on my blank line, I'm ready to come over to the file ID field and select the file that I would like to add to this agenda.

[11:04] As you can see, I can see a few different items here and these items are all within the system and have no final action date assigned to them.

[11:15] From this menu, I'm able to see what the file number is, the type of file.

[11:22] I can also check on status and the title.

[11:25] Moving over here, I can get a fuller view of the title.

[11:30] So this is a very helpful way to be able to add these files in.

[11:35] Additionally, you'll see that on that top line, I can even add a new file.

[11:39] So, if I get a last minute file, maybe it's a committee report or some minutes, something

[11:48] like that, I can certainly come in here and create this as I'm working on my agenda.

[11:55] Here for the purpose of our training, I'll just go ahead and select this resolution draft.

[12:02] And once I select it, I just want to make sure that I double-quick.

[12:06] Okay, now I can see that the file has pulled in, and in order to see that file here in the table, I can either click my save button in the top left corner or just click away to any other line.

[12:20] Now this particular resolution does not have a, does not have a title on it, just one of those tests that we ran yesterday.

[12:30] But if I want to move it, let's say that I know that resolutions don't belong here under reports.

[12:37] I can come over to the far left side and I see that I have a triangle here on the line that I'm currently on.

[12:45] Here I'll go ahead and drag this file down to where it belongs. Maybe it's a first reading resolution.

[12:53] Once I select that line and drop that line, I will see that I get a pop-up asking if I want to move this from one line to the other and I'll say okay.

[13:06] At this stage, just like before, if I need to go in and change the status to first reading or maybe get an approval to go ahead and finalize their action on the item.

[13:16] Maybe I realized that there's something wrong with the language here, and I just need to update the title.

[13:22] I can do all of that at this stage.

[13:26] Any questions so far, guys?

[13:30] No.

[13:32] Okay.

[13:32] Feel free to interrupt me if you do have any questions as we're going along.

[13:39] So now I've got in my additional file.

[13:42] But what if I had several files?

[13:44] Maybe a draft are called and said, hey, I've got temporary item number 18 19 and 20 and I need you to pull those into the meeting for the 22nd.

[13:56] It's a little bit late in the day. I'm pretty tired. I really don't want to have to add them all manually one by one like we just did.

[14:05] So instead, I'm going to choose to add many lines. Again, you can find that in your ad menu here along your bottom toolbar.

[14:12] or by right-clicking anywhere in your table.

[14:17] Selecting the add-many lines option will open up another section here.

[14:23] And this is going to show me lots of files.

[14:26] And just keep in mind that these files will also include files that have already been acted on.

[14:35] Now looking here, you'll see that you don't have the ability to tell based off of the title,

[14:41] which file you're selecting, and that's why using add many lines will be very important.

[14:47] It will be very important for you to select items that you know the file ID.

[14:57] Okay, so adding in a file.

[15:00] Individually, up top is going to give you the files title, using add many lines, well not.

[15:09] Here, in order to add any number of these items, you're simply going to select them.

[15:14] So I'm going to select a couple of these. I want to make sure I don't duplicate any we've already got in here.

[15:21] So actually, let's go ahead and select temporary six, and I'm going to hold down my control key.

[15:29] to get temporary seven, and actually I'll go ahead and take temporary eight here, or temporary ten here as well.

[15:40] Selecting all three of those, I'm then going to use the arrow here next to my add many lines menu, and that will pull all of those into my agenda.

[15:51] So now I've got 6, 7 and 10 here and I know that this is actually an ordinance, so here for my second reading of this ordinance, I can again come over to the left hand side and then drag that ordinance to where it belongs on the agenda.

[16:13] Again, once I drag it down, I'll get a pop up asking if I want to move it from one place to the other and I'll say okay.

[16:25] Now here's so that we can get a little bit more cleaned up here.

[16:29] And I do know that you guys use first reading or whatever reading it is for your resolutions.

[16:35] So I want to make sure that these look like a more appropriate representation of what you would see.

[16:41] So I'm going to go ahead and double click on this first on temporary seven.

[16:49] I'm now going to go up to agenda ready and just update that to first reading or second reading.

[16:57] So I did have to unlock the file here along the top toolbar and now I'll come down and select

[17:03] first reading and save.

[17:08] Once I hit that go back button, I can see that that update has been made.

[17:13] I'll do the same thing for just above it,

[17:23] unlock,

[17:26] first reading, save, and then lock it back up,

[17:30] safe and sound, and then I'll go back.

[17:35] Now, with this blank draft file that we pulled in, I'm just going to go ahead and delete that one.

[17:43] Again, clicking that delete line is going to give me a pop up asking me to confirm my action.

[17:50] All right, so now we're looking basically the way that we would expect to look here.

[17:57] My question for you, team, is there anything that you would typically do that is not included here in your pre-build?

[18:06] So for example, might you change any of the language here in your headers or even here in the comment language for your committee meetings?

[18:16] If I open that comment language, I can see that comment language starting here, I can click on my magnifying glass and that will show me all of the information here.

[18:29] Okay, we see that we have some blank blind lines here.

[18:35] So might we then add in some additional date information or additional meetings?

[18:42] Well, this is all Tom. We're all committee people, so we don't deal with city council agendas.

[18:51] And Tom's not here today.

[18:53] Good. Okay. Well, for you, Todd, as you listen back on this meeting, don't forget here that you do have these prebuilt sections here where you might want to come in and just update where you have kind of some

[19:09] sections to fill in the blanks. Maybe I'm jumping ahead but as far as accepting the minutes I see

[19:20] that he has that as a header but in our current system it actually ties to the minutes of the previous

[19:30] leading so then it can work them as accepted. Would that something similar happen here?

[19:39] Can you further explain what you mean in terms of how that works in your current?

[19:43] Basically we're setting up the agenda in minute track. We go to a minutes tab, select the meeting,

[19:52] that has the minutes we want to or need to be accepted. And so then we would double click it

[19:59] which sends a t-

[20:01] And then that way it lists out the date of the meeting under the acceptance of minutes. And then it essentially when you're doing your minutes, then you put in your approved who voted or how it was voted. And then it in the system marks the minutes as accepted.

[20:22] Gotcha. That will be a different process here in Legislar. So here in Legislar, you will create your minutes document, and then you'll create a file, attaching that minutes document to it. So here, you'll actually have the ability to, where you have lines for reports, or you have an item for Proclamation, you would have an actual item for your minutes, and that would fall then under this line.

[20:52] Yeah, that sounds similar to what we do in minute track.

[20:57] Gotcha.

[20:58] I guess that item is automatically created when we generate our minutes.

[21:04] We just have to tie that past meeting to the upcoming meeting.

[21:09] So it knows which one is being voted on.

[21:12] So that item is not automatically created.

[21:15] You would create that item when you finished working on your minutes.

[21:20] So we'll talk about it when we get into minutes in a couple of days.

[21:25] But yeah, so you'll see how that process goes.

[21:28] You'll create the minutes once you are confident with the minutes as they are.

[21:33] There's no additional changes that need to be made to it.

[21:36] You've captured all of your votes, et cetera.

[21:39] Then you'll go in and you'll save a copy of those minutes.

[21:45] And then you'll create a new file just like we did yesterday.

[21:48] except that new file will be a minutes file and you'll add your actual minutes document as an attachment to that file.

[22:01] And then that gets out of here.

[22:07] Yeah, so slight difference there in terms of the way you'll do that.

[22:15] Any other questions?

[22:16] It's a really good question.

[22:24] Okay.

[22:25] Now you'll notice that as we are moving through our work here on our agenda's module, you do have your edit button up here towards the top, as well as a tools menu.

[22:38] This tools menu is going to be very helpful for you, but especially because we still are working with a lot of temporary IDs.

[22:45] And we want to make sure that we assign the permanent file IDs here as we're, you know, working around to the finalizing of this process.

[22:57] So now that we've got all of the items that we expect to see on this agenda, I'm ready to come up to my tools menu and select assign file IDs.

[23:08] Once I select that button, I will get a popup asking me if I'm sure I want to assign permanent file IDs to be selected files and I want to say yes.

[23:24] We should just take a second here.

[23:45] I don't think to be updating.

[23:46] Let me take a quick look here in your legislative files section and just make sure.

[24:06] Okay, now do you guys assign a permanent number here for your ordinances and resolutions

[24:13] or you expect those to automatically fill in?

[24:19] I don't know what Todd's decision was on that.

[24:22] I know for my meeting bodies, I need to be able to assign the permanent name.

[24:27] I would rather not deal with the temporary.

[24:29] I need to assign it from the get-go because I've already done that before I even get to legislature.

[24:35] So, and what, which files do you typically work with?

[24:40] I am BZA, HRC, and MPC.

[24:45] Okay, BZA, I see has a general ID.

[24:50] So, when creating a BZA file, those should automatically have a regular ID here.

[25:00] If you wanted them to be marked as BZA numbers, though, is that what you're expecting for those?

[25:07] Yeah, I needed to be able to assign it like 2023 BZA 04.

[25:13] Okay, that's not a problem. Let me go ahead and update that. Let me pull this over so that you guys can see what I'm doing here.

[25:19] going to minimize the screen. Okay, so these are all of your file type names. These are all the

[25:28] file types that are currently in your system. Here I'm under legislative files. I can see that the

[25:35] BZA case file type is currently marked to auto key with a general ID number. Auto key just means that

[25:43] This is what it will be assigned at the time that it's created.

[25:50] When I take a look at auto numbering,

[25:52] this is showing me what those auto numbers are.

[25:56] So for example, we do have a BZA number key name,

[26:00] and that would come in 2023-BZA.

[26:05] Now, it's possible that Carolyn's assigned these

[26:08] under general ID because you guys are still currently

[26:11] in training and maybe she doesn't want you to necessarily use the real BVA prefix until you've

[26:18] actually gone live. Which would you prefer there? Would you prefer to continue using the BVA numbers

[26:27] even during your training process?

[26:33] I just need to make sure I can enter the number that I've assigned

[26:36] prior to legislature.

[26:41] Okay, you can always, yeah, just type into your file ID number and change it manually as well.

[26:48] But I just want to make sure that you know that these BCA number prefixes do already exist.

[26:54] So I can certainly set it to automatically do that for you if you'd prefer, even though you're still currently training.

[27:04] I guess I'm not understanding the difference or what you're asking me. I'm sorry.

[27:08] No, it's okay. So let's take a look at what we're seeing now.

[27:13] But we're seeing right now, this is a BZA file and I just changed it to city council and updated the file ID.

[27:20] So if this was still listed as a BZA, this was one that you had typed in the file ID number.

[27:28] So this number here was like 2023-BZA-17.

[27:34] Okay, now if this were a real BCO file and you guys were live right now, would you want for that number to automatically be generated from

[27:47] Let's start without you having to update it manually?

[27:51] No.

[27:52] Okay.

[27:53] So then we do want to keep it then as a general ID.

[27:58] That way you can write over it.

[28:00] that's in there.

[28:01] Okay, yeah, so.

[28:05] The same thing can be said of these other files here.

[28:08] So we can see where other files are marked

[28:11] with either a general ID or a temporary ID.

[28:15] We also see MPC numbers here.

[28:18] If we wanted for the automatic number

[28:21] created at the time that we create that new file.

[28:24] So let's say that when I create a new committee schedule item,

[28:28] right away it just says item number 30. If I wanted to have it say something different like, for example, 23-HRC, then maybe I would want to change that auto key from general ID to HRC member. So that makes sense.

[28:52] So effectively these are your file types here under legislative files and your auto key refers to how the file IDs are assigned to each of those files.

[29:07] Here in the EN key or the enactment key, when we go to choose the assigned permanent file IDs option from your tools menu,

[29:16] That will change all of these temporaries to a permanent file ID.

[29:23] And if we assign an enactment key to, let's say, our ordinances and our resolutions,

[29:30] then we can see that the auto numbering option that we've chosen back here.

[29:35] So maybe we've chosen something different from temporary ID for our in EN key.

[29:41] So if you chose in resolution number or res an experiment number, we can see that that will change from the temporary ID here to whatever that resolution number is that we've selected for the EN key.

[29:58] So I just want to make sure that you guys know.

[30:00] How that temporary ID system works, that the temporary IDs will automatically switch over. If you have an enactment key number here in this, in this column, that's assigned based off of a different type of auto numbering system.

[30:21] So, if I'm following what you're saying, it looks like the MPC case auto key needs to be changed to general ID.

[30:31] only if that's what you want. So what needs to be the same as BCA and HRC so that I can put in what the case number is.

[30:42] I don't want legislature signing it already. Well then I can go ahead and update that here under auto key. I'll just change that to general ID.

[30:51] click save. And so now whenever you create one of those file types instead of getting an automatic MPC case number, you'll get a general ID and you can just update it.

[31:03] Okay. Thank you.

[31:05] You're welcome.

[31:07] Anybody else have any questions on that? I am going to leave this as it is for now, especially with Todd not here today.

[31:13] He can let me know if he would like to move these from temporary and to the real numbers later.

[31:22] But for now, I'm going to go ahead and leave them.

[31:23] But does anybody have any questions on that?

[31:33] Okay.

[31:36] So if we do have enactment numbers assigned to these file types,

[31:42] we'll see these numbers change when we assign those final ID or those final numbers.

[31:49] Okay, so again that was just going to the tools menu and then clicking assign file IDs.

[31:57] So now assuming I've got all of my file IDs correct here.

[32:02] I'm ready to either take a look at my draft or I'm ready to auto number.

[32:10] Now which step you do first is entirely up to you.

[32:14] Personally, I like to auto number after I've seen a copy of my draft, because sometimes, especially when moving a little quickly, I might miss, let's say, a first reading that I've put under second reading.

[32:27] And in that case, I'm going to have to move it back out of second reading and that will, of course, alter its number, so I'll have to auto number a second time.

[32:37] But you may feel really confident and good about doing your process and you might be more accustomed to auto numbering your agenda in advance of the drafting process.

[32:50] And so either one of those is perfectly fine.

[32:54] In order to auto number your agenda, you'll come down here to the bottom toolbar and select the auto number button.

[33:01] And that will assign numbers to each of the individual items here on this agenda.

[33:06] For me, I like to take a look at my draft first, so let's do that.

[33:11] Here in the top right corner, I'm going to select my report dropdown.

[33:17] Next, I'll select meeting agenda.

[33:19] This is the template for my agenda.

[33:23] And all of my settings should be correct at this stage.

[33:27] These settings should be based off of the choices that you made during configuration.

[33:31] In terms of what you wanted to see on the agenda, so things like show cover will determine whether or not there's a cover page for the agenda.

[33:41] Show file ID will determine whether or not the actual in-house file ID is shown on the final agenda.

[33:51] Show agenda status. So this status is currently in draft. Having this check means that we'll see that this is a draft on that agenda.

[34:01] Show, legislative file sponsors, and you guys aren't using sponsors, but if you did, this would allow them to show list attachments.

[34:11] If we have attachments on any number of items here on the agenda, we could have this checked in order to see those attachments listed.

[34:21] If we only want to see attachments on the agenda packet, then we can leave this unchecked.

[34:29] Show agenda notes. This is for those notes that we have on our calendar tab. So where this is currently marked as a training agenda, we will see that this is marked as a training agenda.

[34:44] If we had this marked as let's say a special meeting, then we would see special meeting on our final agenda.

[34:54] Show legislative file history.

[34:57] If we have a file that is on this agenda.

[35:00] That was previously on another agenda. We could have this box checked to be able to see its history from being on a previous meeting.

[35:11] So legislative file history notes. Similarly, if there were notes on this file from that previous meeting, we would see them here.

[35:20] keep sections together. Where it can legislars going to do its best to keep all of those sections

[35:28] in one place. So if it means that they have to move a couple of lines into the next page

[35:37] in order to keep a full section together it will so basically not not breaking apart paragraphs.

[35:46] Here, show.title. This is a tricky one. This sometimes makes people think that they are

[35:55] going to be showing the actual title that was added to the file. Your title will automatically

[36:04] show. This show.title box is going to allow you to show the title as it was placed on

[36:12] via gender item in the word. So let's say that I went in and whenever I create my files,

[36:21] I create all of my word templates in hot pink comic sands. Clicking this show dot that title box

[36:29] will show my title in hot pink comic sands on my final agenda. Typically not desired,

[36:36] but this is entirely up to you and it is an option here.

[36:42] Here under sections, you will already see these pulled in as those are part of your template.

[36:49] But in the event that you were building out new templates, you could come in and select these additional boxes here as well.

[36:58] All right, now up top we can see that we currently are marked for the destination of Acrobat Format PDF.

[37:05] And that's perfect because we just want to see the draft we're not ready to publish just yet.

[37:09] But clicking on this drop down here for destination will show you that you have lots of other options here.

[37:17] So you could certainly send this as an email if you wanted to send over a copy of this draft without having to download it yourself.

[37:26] Excuse me.

[37:27] You could also print this document.

[37:30] You could publish from here and we'll be talking about that here in just a few minutes.

[37:36] You can also run the agenda packet if you just want to view the packet as a draft at this

[37:41] page.

[37:43] And then here if you're using our Guv Delivery Send Agenda option, you do have the ability

[37:48] to send it from here as well.

[37:52] I do not advise using Word document or RTF here.

[37:56] These can sometimes come out a bit wonky from Word trying to read the formatting that your

[38:03] just star template has built. So that template is is built for

[38:09] legislature and is not built for word. So sometimes that

[38:13] does come out a bit wonky. And then here internet HTML file if you just wanted

[38:18] to see it in that format you could just keep in mind that

[38:20] will strip most of your formatting as well. So here we'll leave the

[38:25] destination on acrobat format PDF.

[38:31] We don't need to worry about

[38:33] including any attachments. We won't even be listing any attachments. And at this stage, we

[38:38] don't necessarily need to save the report. However, if you did want to save a draft copy,

[38:43] you certainly could by checking this box.

[38:48] All right. We've got all of our settings in place

[38:50] and our destination is correct. We're going to come up to the top left corner and select the

[38:56] button.

[39:01] Once we click that run button, we are going to generate a copy of the agenda and at this

[39:09] stage we can now review our draft. I can see here up top, this is where it's showing me my draft status.

[39:19] I can see my agenda notes here where it says training agenda, otherwise it might say regular meeting

[39:25] or something to that effect. I'm now able to scroll through and review the information as it's

[39:33] presented. Here I can see each of the items, as well as the item numbers, we'll be able to review

[39:42] all of this information. You'll see that one of the items that we pulled in is hyperlinked and the

[39:49] others are not. That's because this item was on a previous meeting agenda. If it was on a previous

[39:56] agenda and it was published, then there is a link already.

[40:00] For it on insight. Once we go through and publish our agenda and finalize this agenda, we will find that the links for all of our other items start to hyperlink as well,

[40:16] ordinances here for first reading.

[40:21] Now I've got everything here that I need if I needed to move anything. Let's say that I wanted to see resolutions for first reading at the top of this next page,

[40:32] so that it would show directly on top of these items here.

[40:37] But when I do that, I can add in a page break.

[40:41] Other than that, I think we're good to go. So I'll go ahead and move back into my agenda.

[40:48] Here in my reports tab, in order to go back to the agenda, I click the close button here,

[40:53] and the top right corner.

[40:56] Once I've selected that close button, I'm now ready to click on my

[41:00] auto number button. They're at the bottom toolbar. I get a pop up asking me to confirm that I want

[41:07] to auto number my history line items and I'll say yes.

[41:19] Okay. All of those items are now marked

[41:22] with a unique number. Now I'm ready to go ahead and add in my page break. I'll select the

[41:30] resolutions for first reading line and add in a line before this one.

[41:37] There on my blank line,

[41:39] I'll come up to the top left corner and select header or comment.

[41:44] I'm looking to type in information here.

[41:46] I don't need to add in a file, so I want to select header comment.

[41:52] Here in my description box, so it's going to show right here.

[41:55] I'm going to type in the words page break.

[41:59] This is all I need to do in order to add in a page break.

[42:04] I can either click away or click my save button in the top left corner and that will show my

[42:11] page break here in the table below.

[42:15] Now that I am auto numbered and I have my page break added I can do one more draft before I go ahead

[42:23] and finalize and publish my meeting.

[42:28] Coming back to my reports tab now I'm again going to leave my destination in PDF and I'll go ahead

[42:35] click the Run button.

[42:45] Second draft here. I'll scroll down. I see those numbers are now assigned

[42:51] to each of my items.

[42:55] I can see resolution for first reading has moved on to the next page,

[42:59] just above all of those files. So I like the way that that looks at this page.

[43:07] All right,

[43:08] I'm good to go. I'll go ahead and close out of my draft and close out of my reports tab.

[43:16] I'll now move back into my calendar tab.

[43:21] I want to make sure that I stay highlighted on this meeting agenda line.

[43:26] So here I'm still on my training agenda.

[43:29] And now I'll go up to draft and change this from draft status to now in final status.

[43:38] Now you will notice that you have some other statuses here in this list.

[43:43] Above draft, we see that we have the closed status.

[43:49] Close is our way of saying, and agenda person is working on this, but I don't want any additional new items being submitted for this agenda.

[43:59] So any new agenda items will have to be submitted for the next one.

[44:06] Next, we can see that we have final revised under final.

[44:10] Final revised is, of course, for any time we have to go in and make any changes or updates to our already published agenda.

[44:21] And then lastly, we have hidden.

[44:23] Hidden does not hide an agenda from people who are working within Legislature, but it does hide an agenda from your insight page, so it's not visible publicly.

[44:36] Selecting the hidden status is a great option if you are looking to create a training

[44:42] agenda and be able to submit items to go on to that training agenda. That way it is

[44:49] all internal only here in legislature and you can trust that only the people who work

[44:55] here within, let's just start, are able to see it.

[44:59] I actually,

[45:00] Recommend to many of my clients that they use a hidden agenda even once a month or so, just to give people a place to sandbox.

[45:12] Now, we've selected final gear and this is the beginning of the publishing process.

[45:18] Selecting final is going to publish our meeting details to insight.

[45:22] If you're a member from when we briefly looked at it yesterday, publishing your meeting details is going to send insight a list of all of the items that are on this upcoming agenda.

[45:35] And it's going to give your constituents the ability to see what kind of files they are where they're going.

[45:43] And then they are also able to review any supporting documentation, so attachments, any associations that may have been listed, etc.

[45:54] So it's effectively their way of prepping for the meeting in advance.

[45:58] Again, just a way to kind of increase transparency.

[46:03] Once you select the status of final, you'll go up to the top left corner and save that change.

[46:09] Once you see that the meeting is in final status in the table below, you're ready to now publish.

[46:17] In order to publish, you don't have to go back into the agenda. You can just make sure it's still highlighted here and just click on that reports tab again.

[46:26] Here I'll select meeting agenda.

[46:28] And this time, I'm going to change my destination.

[46:32] Here, I'll go first to publish my agenda.

[46:37] And in order to do that,

[46:38] I'm going to select publish to insight calendar PDF.

[46:44] Next, I'll go up to the top left corner and select the run button.

[46:48] This is going to publish my agenda to my insight page.

[46:54] Now, on my other, on my other screen there,

[46:57] I did get a pop up, just showing me that here on your legislator page, you're going to have a copy of this agenda. So showing me what that agenda looks like. And as you can see.

[47:09] Perfect. We've already got all of those items highlighted. So that shows us that they are already hyperlinks.

[47:16] We're going to be able to find them on your insight page.

[47:22] Now that we've published the agenda, we're ready to publish the packet.

[47:26] If you don't publish a packet for your meeting body, you can skip this step.

[47:32] Here under destination, I'll find the option publish packet to insight PDF.

[47:38] And now again, I'll go ahead and select Run.

[47:43] Let's see.

[47:44] Looks like we've got a couple of attachments that we are having some trouble with.

[47:49] Let's see, exhibit a new logo agenda item 502.

[47:56] Does anybody know what kind of files those are?

[48:02] No. No idea.

[48:04] Okay.

[48:05] I'm going to go ahead and just say yes here to continue.

[48:09] We do currently have something where some word documents don't automatically transition into PDFs.

[48:16] So if these are word documents, it's very well possible that that is what this is.

[48:21] And if so, I'm going to add you guys to the list of clients who are experiencing issues with that.

[48:26] But I'll check into that in just a moment here.

[48:29] I'm just going to take a screenshot so that I can come back to that item number.

[48:37] Okay.

[48:39] Yes, I want to continue.

[48:41] And now I get a pop up here showing me the progress of my coalition.

[48:46] Now,

[48:50] this typically is only going to take a couple of minutes, but if you have a very

[48:54] longer agenda, you can't expect that it might take a little bit longer.

[48:59] Just keep this window here open and it will show you once you're done.

[49:12] Once it's all finished, that pop-up window will go away and a new window came up for me.

[49:18] This window is showing me my packet now.

[49:20] So here I have a table of contents, I've got all of the information here pertaining to all of those attachments as well.

[49:29] I can scroll through and see my agenda as it was built and then I can scroll further to be able to review the staff report and PDF for all of those items.

[49:57] Any questions here on any parts?

[50:00] Of this process. I have a few. All right, let's hear him. So talking about item numbering, we don't number our items. Do we have to do that step?

[50:12] You do not absolutely not. You can skip it. All right. And then on the report dropped down that selection menu. It had like, I think it was agenda one. Yeah, that.

[50:26] Can we change the names of those so it makes sense as to what we might be choosing there?

[50:33] Yeah, absolutely. You can find the names for these in your admin section.

[50:40] And so do you know by chance if your agendas all have, like, do you have a different agenda template for each of those?

[50:52] We should.

[50:53] We're supposed to.

[50:54] Okay, there's a lot of times I see that there's like only really one or two templates actually built in.

[51:01] So if you have other reports here, just a second to get to your reports.

[51:11] So here in administration, you're going to go under report design, just minimize these other ones.

[51:18] So it's a little easier for you guys to see what I'm doing.

[51:21] Here under report design, we're going to go all the way down to the bottom to reports.

[51:26] I'm going to change my program area to, you know, gosh, what's the word?

[51:34] Sort.

[51:36] Yeah.

[51:36] I'm going to start.

[51:37] Yes.

[51:38] Thank you.

[51:39] Yeah.

[51:40] I'm going to alphabetize this so that I can see my agenda's all together here.

[51:44] So here meeting agenda one, you can absolutely change the report name.

[51:50] Or the display name here is going to be just meeting agenda.

[51:53] So that's that first one we saw meeting agenda 2 still set as meeting agenda 2.

[52:01] So yeah, you're able to come in and update that language as you like I'm guessing those are still being built for us.

[52:09] It's very well possible. Typically we only see one or two meeting agendas actually completed at this stage.

[52:17] You know, go live is typically the point where our design team is aiming to make sure that all of these things are done for you.

[52:25] But we usually only focus on primary legislative body because we do typically work on a relatively short amount of time between the time that you've started your configuration and the time that you meet up with me for training.

[52:39] If these are not done yet, then absolutely you might want to wait a little bit until you see them and know which one is which.

[52:47] But if they are done, you can certainly come in and run copies of them here under the reports tab.

[52:54] Just to confirm, okay, this is the one for BZA, or this is the one for, you know, what have you.

[53:00] And in that case, you'd be able to go ahead and rename them there in administration.

[53:04] Okay, and then are we going to get an instructions document for agendas like we did for files yesterday?

[53:14] So we don't build a custom guide for building out agendas.

[53:18] That being said, I do have a personal agenda guide that I've created and I'm happy to share that to you guys.

[53:26] It is effectively, you know, a list of all the different steps that you can take.

[53:32] Actually, why don't I go ahead, I'll send that to you guys now.

[53:40] Let's see,

[53:47] I'm going to actually share it here through Zoom, so can you just a sec.

[53:53] And then I'll also attach a copy of it to, to a recording of today's call as well.

[54:01] So you'll have access to it in Media Manager.

[54:07] This is the A to Z guide.

[54:14] Hopefully you guys can all see that there in the chat. It is a PDF. So feel free to open that up, take a look at it, and then we can use that as kind of a step by step.

[54:29] Are you guys able to see that?

[54:38] Yes.

[54:38] Awesome.

[54:42] Okay.

[54:43] Any other questions here on the agenda process?

[54:51] Okay, so let's take a quick look at your, let's just start page, your insight page rather.

[55:00] And let's see how much of that info is published already. Awesome, all of it. So here on your insight page, you can expect that as you go through those steps of finalizing, which publishes your meeting details, publishing your agenda, and then publishing your packet, you can expect that this could take a few minutes, even all the way up to like 15 minutes to publish each of those individual things.

[55:25] You guys the system is running very fast, so I can see that these are all here.

[55:31] When we publish those meeting details, that published all of our items here.

[55:36] We can see we've got seven records showing us all of these items that are going to show on this agenda.

[55:43] If I'm a constituent, I may be particularly interested in maybe this proclamation.

[55:49] And that at that stage, I could click on the file number for that proclamation.

[55:55] If there's any additional supporting documentation, et cetera, I think you've been eye on it.

[56:00] I could even go in and bookmark this page so that after the meeting has happened,

[56:05] I can come directly back here and see what actions were taken, what the result was,

[56:11] and if there was a video clip, where it was timestamped to see that particular section of the meeting,

[56:16] I could come in and see that as well.

[56:21] Additionally, of course, I can also go in and review the agenda packet

[56:30] or the agenda itself.

[56:37] Any questions there on publishing or what we're seeing here on insight?

[56:46] All right.

[56:47] Well, then guys, let's take about a 10 to 15 minute break.

[56:51] So let's come back at 15 after.

[56:54] Go ahead and stretch your legs and then what we'll do is when we come back,

[56:58] I'll have all of you work on your own agendas

[57:01] where you can kind of play around in the system.

[57:03] Sound good?

[57:05] Okay.

[57:06] All right, I'll see you guys at 15 after.

[57:14] Is I'll have everyone go ahead and create an agenda date.

[57:19] So here you'll all enter into your agendas module.

[57:24] If there are any questions, of course,

[57:28] you guys feel free to pause at any time during the process

[57:31] and ask away.

[57:33] I'm going to have you come into your agendas modules and create yourselves and agendas

[57:39] date.

[57:40] For your agendas dates, what I will ask is that you'll keep your agendas dates sometime

[57:46] next week.

[57:48] So we have one on the 26th if somebody wanted to snag that and just change it to a different

[57:54] meeting body.

[57:55] I do believe Carolyn's been working on getting those other meeting bodies in the system, so

[58:00] did see more of them in there today, so if somebody wanted to steal this existing one here,

[58:07] then I just created earlier this morning, you'll just update here your date if you wanted

[58:12] to and then change what meeting body it's for. You can then take those notes that notes section

[58:21] and just rename it, so I would suggest that you put your own name there. If you are creating

[58:27] anyone from scratch, you'll come up to your top toolbar and select the new button.

[58:33] Once you've selected the new button, all of this basic information down below will automatically

[58:38] start to fill in. You can then update your meeting body and you should be able to update

[58:47] your location if you'd like, your date and time. And again, lastly, there in your

[58:53] section just make sure you update that to be your name and then once everybody's done with that

[59:00] step let me know.

[59:50] I don't know what it is.

[1:00:19] Can you pick your date? Can you time?

[1:00:25] Yep, so okay, and wrapped. We're done here.

[1:00:32] I didn't.

[1:00:35] I picked the date of my next move. I really wasn't on there. I picked the choice.

[1:00:39] I think they have to be one of those. I think it had to just be next week.

[1:00:44] I think she asked. Well, that's just one.

[1:00:46] Is that next week? It is next week. Okay, so that works. There you go. Perfect.

[1:01:04] So I see Brad with a meeting for the 12th. I see Lacy with a meeting for the 28. Looks like we might just be waiting on one or two more meetings.

[1:01:15] What's probably me? This is Judy. So where I've filled out everything. Where do I put a name?

[1:01:22] Here in your notes section, or in the notes, sorry, I missed that.

[1:01:26] No worries.

[1:01:35] Do I hit something after that then?

[1:01:37] I just want to click the save button in the top left corner.

[1:01:39] Then I'll do it.

[1:01:48] Did it work?

[1:01:53] I'm not seeing it.

[1:01:55] I might not highlight it.

[1:01:59] My save button is not.

[1:02:03] And did you click the new button when you went to add it in?

[1:02:11] Yeah.

[1:02:15] Okay, I'm not seeing one end here. Okay, let's try it again. Okay,

[1:02:53] yeah, there's a safe button.

[1:02:56] Let's see, you know what? I'll bet. I think they should did this and they're zooming. I wonder if I can get a nice thing. Maybe you can.

[1:03:04] So you can do one.

[1:03:08] Did you get mine? Yep, I've got it.

[1:03:11] I think now more rain's gonna try one. Okay.

[1:03:17] Okay,

[1:03:19] all right. Okay, what? Just go ahead and move on because mine's all screwy.

[1:03:23] just go ahead. Okay, no worries. All right, so let me go ahead and just give you a couple of

[1:03:33] files here. Everybody can feel free to select their agenda and just double click into it.

[1:03:40] So you can either double click or go up to that agenda tab there in your top left corner by calendar.

[1:03:47] and you can select that as well.

[1:03:49] That should open up your blank agenda.

[1:03:56] Oh, so there.

[1:04:05] Everybody there.

[1:04:07] I hit the final table, I don't have anything.

[1:04:10] Yep, perfect.

[1:04:11] Yep, you should see nothing there inside your agenda.

[1:04:16] That is a good thing.

[1:04:17] That's what we want to say.

[1:04:24] Okay.

[1:04:25] So now that you have all selected,

[1:04:28] Um, now that you've all come in and selected your agendas, you should be able to click the generate button at the bottom left corner.

[1:04:38] And that should pull in some files for you. I think everybody should have at least one or two that should pull in.

[1:04:45] Oh, sure.

[1:04:47] It's like it's good. Let's do this. Okay, and that didn't, I didn't think I don't have anything on the bottom.

[1:04:58] Okay. So when you're looking at your

[1:05:04] Okay,

[1:05:08] so does your screen look like this?

[1:05:12] It does accept these down here where it says generate all of this stuff.

[1:05:16] It doesn't show up on Judy's screen.

[1:05:19] Okay, is your screen, is your, your legislator window maximized?

[1:05:26] Yes.

[1:05:27] Okay.

[1:05:28] Um, and could you, I think we might sound the problem here.

[1:05:37] No?

[1:05:38] No.

[1:05:39] Okay.

[1:05:41] So, something that I sometimes see happening here is that the settings on your desktop,

[1:05:48] a desktop might be, um, might be interrupting what you're seeing here and what

[1:05:54] you're talking about.

[1:05:55] I think it is.

[1:05:56] So, let's see if I can remember how to get there, because it's a little bit, it's on your actual computer, not in your legislature.

[1:06:05] So I think it might be here in personalized, but we just double-check.

[1:06:09] No, I don't think that's it.

[1:06:14] Yeah, there's two bars.

[1:06:20] Okay.

[1:06:21] Now, this is what it looks like on my computer here.

[1:06:24] I'm under my display system settings.

[1:06:29] So you could just open up your system settings and

[1:06:41] what we're looking to update here is going to be your scale and layout.

[1:06:46] Okay.

[1:06:47] Right there.

[1:06:49] Now what's that number currently set at?

[1:06:54] 100%.

[1:06:55] Really?

[1:06:55] It's at 100?

[1:06:58] Yes.

[1:07:01] Usually it's said it's something like, you know, 125 or 150.

[1:07:06] It gives me at 125 or 100 and it's already said it's 100.

[1:07:13] Let's try 125 and see if that does anything for you.

[1:07:17] It should be showing though, if it's at 100.

[1:07:24] Yeah, I would think.

[1:07:26] But at the, like, when we were back at the agenda screen,

[1:07:31] we received all the dates, and then at the bottom,

[1:07:35] there were two great boxes that went clear across the whole thing.

[1:07:39] But there was nothing there.

[1:07:41] But yeah, that, that generate those menus didn't show up.

[1:07:46] So like right now, where you're seeing the blue.

[1:07:49] Oops. Oh, here. Yeah, we can get down to April.

[1:07:53] But then there's two great boxes that go clear across just like this blue one

[1:08:00] What blue one this this blue box that you're eros in right now?

[1:08:05] It's blue on our screen anyway. Oh, okay. Oh, okay. I've got you

[1:08:11] There's two boxes here. I'm not sure why you would see two boxes there, but here in the agenda tab

[1:08:17] I would expect you to see

[1:08:19] to see that. Okay. Okay, go back to the agenda tab there. Let's get out of here.

[1:08:29] Yeah.

[1:08:30] Is that all this? Yeah. And what's everyone else able to generate their agendas?

[1:08:38] There it is. We got her found it.

[1:08:41] Yeah, I have mine.

[1:08:43] Okay. And so you guys have some items that pulled in there for you?

[1:08:50] Lacey and Brad, I have the outline setup, but I don't have any items, but I don't see either.

[1:09:00] Okay, so let me go over to my files module here because I was creating a couple of test files for everybody.

[1:09:11] And let me just set these to your meeting dates.

[1:09:16] Okay, so Lacey, what was your meeting date for the BZA meeting?

[1:09:19] So why 28?

[1:09:21] 28. Perfect.

[1:09:24] That one and this one.

[1:09:37] Lacey if you want to just highlight everything there in your agenda.

[1:09:40] Like that delete button down at the bottom.

[1:09:43] And then regenerate your agenda.

[1:09:46] Brad, what date did you select?

[1:09:48] I think that's 27.

[1:09:50] Yes.

[1:09:52] Okay.

[1:09:52] Sir, I think I've got some in here for utilities commission.

[1:09:58] Okay.

[1:10:41] Okay, Brad, I'm going to have you do the same thing for me to go ahead and regenerate, highlight all of your lines, and then delete them and regenerate.

[1:10:51] I have two files on there now.

[1:10:53] Awesome.

[1:10:55] Thank you.

[1:10:55] And then let me just clear this.

[1:10:58] And I should have one or two here for shade tree as well.

[1:11:06] Okay, she found you.

[1:11:07] Okay, and what date did you guys select duty for the shade tree commission?

[1:11:13] 25, all right, 25,

[1:11:19] so far I've only got one for you, so I'm just going to go ahead and copy this file, so you'll have a second record there.

[1:11:40] And then when she tells you I think is when I hit generate, I think okay,

[1:11:51] now if you have already generated and you're seeing headers on your screen you'll need to highlight all of your lines for your headers, delete them using the delete button, and then you can regenerate. If you haven't generated yet, then go ahead and generate now.

[1:12:06] Okay, let's go.

[1:12:09] Underages.

[1:12:10] Mm-hmm.

[1:12:13] Get under agenda tab.

[1:12:17] I'll try hitting generates.

[1:12:18] See what happens.

[1:12:23] No, I can't get mine to do anything.

[1:12:26] Nothing yet.

[1:12:27] Let's see.

[1:12:30] Let's see where shade tree is falling under here.

[1:12:47] So you're not getting headers either?

[1:12:51] The Judy screen looks exactly like your screen does on the zoom meeting.

[1:12:57] Okay.

[1:12:57] So when you select your generate button, you should be seeing some headers at the very least, so let me take a look here.

[1:13:06] Listen in the long thing.

[1:13:09] Okay.

[1:13:10] So here along the top, you should see Shade Tree and the Unification Commission for the July 25 meeting.

[1:13:19] And I'm going to click generate and see.

[1:13:23] Okay, so I did pull some files here,

[1:13:24] But I want to make sure that you can do it as well.

[1:13:26] So I'm going to delete these.

[1:13:30] And then what I'll have you guys do is come up to your home menu,

[1:13:38] go into your tools,

[1:13:39] and then select the Re-Fresh Administration button.

[1:13:46] I did just create a bunch of files for you guys.

[1:13:49] So it's possible that your system just has a cod up yet.

[1:13:56] Once you've refreshed administration, go back into your agenda's module, and then reopen

[1:14:02] your meeting and hit that generate button.

[1:14:04] Let me know if that pulls them for you.

[1:14:19] There you go.

[1:14:24] Awesome.

[1:14:28] Hey, I'm happy to hear it.

[1:14:30] So now I'm a material there for everybody to work with.

[1:14:35] As you're looking over your agenda,

[1:14:37] you might have items that are currently listed as being in draft status

[1:14:42] status or approval review. If you have items in either of those statuses, you might remember,

[1:14:50] you're going to want to click into them and then take whatever action you might need to.

[1:14:55] So you can, you know, role play with a partner that may be you're having them.

[1:15:00] Do their part in doing an approval. You could certainly just move a draft item out of draft status and into whatever the appropriate status is for your meeting. So if it needs to go under old business, you want to market is held in most cases. New business, you're going to want to market as new business. If it's a minutes file, it's typically going to show as agenda ready for the agenda ready status.

[1:15:28] So go ahead and make sure all of your files are in the correct status at this stage.

[1:15:53] Okay.

[1:15:53] We have an item that says draft, change that.

[1:16:00] We got stuck again.

[1:16:01] No worries.

[1:16:03] We're going to select.

[1:16:04] Yeah.

[1:16:04] So you're going to select that item from your table.

[1:16:07] So just click on its line.

[1:16:09] Okay.

[1:16:10] Just just the one.

[1:16:12] Yeah.

[1:16:12] There you go.

[1:16:12] Now that you've got that line clicked,

[1:16:15] You'll just double-click on that same line that's going to open up the file.

[1:16:22] There we go. Okay, and then you change the status of there. Okay. Okay.

[1:16:27] So I changed mine from draft to agenda ready, but now it acts like it won't do anything else.

[1:16:34] It keeps like giving a little chime when I try to save or click home or agendas.

[1:16:41] Did you have a pop up on another window?

[1:16:43] You have a final, and I can see, okay, which item was it?

[1:16:53] It's by LID's 30.

[1:16:58] I don't know.

[1:17:00] I'm showing as a gender ready for me.

[1:17:03] But usually if you're having trouble clicking the way it's because

[1:17:09] Usually it's because there's a pop-up somewhere.

[1:17:15] Okay, so you change the file status.

[1:17:19] And now you're just looking to go back to the agenda?

[1:17:22] Yes.

[1:17:23] Okay.

[1:17:23] Did you click the go back button on the top right corner?

[1:17:29] I did once.

[1:17:30] It works that time.

[1:17:31] I must have clicked through enough screens.

[1:17:34] Okay.

[1:17:36] I know personally.

[1:17:36] Sometimes I click the agendas button as opposed to the go back button and that will also do it for me

[1:17:45] So maybe that happened I'm not sure

[1:17:49] But if it does happen again definitely let me know

[1:17:53] Okay

[1:17:54] So everybody able to update the statuses of their files

[1:17:59] How do you do it over there?

[1:18:05] It's no issues here.

[1:18:07] Awesome.

[1:18:08] He's over there thinking, oh no,

[1:18:10] I've got to keep worrying straight on all this.

[1:18:16] All right, so if our files are all into the correct statuses,

[1:18:22] we can now go through any processes where maybe we want to add an additional file.

[1:18:28] So if you remember adding in a file can be done in a number of different ways,

[1:18:32] We talked about the ability to add a file by adding in a blank line and then finding the file that we want to look for.

[1:18:41] So let's practice that step.

[1:18:43] Pick anywhere in your agenda and then we're going to right click on that same line.

[1:18:50] And then you can select to either add before or after the selected line.

[1:18:55] This is going to give us a blank line to work with.

[1:19:02] pick a line and let's see is this the one yeah okay this is not we

[1:19:10] me now I'm gonna get there agenda she's back at the item this is to get one

[1:19:17] file yes all right and so she picked the lines so pick the over here and click

[1:19:25] right there and do you hit the try. Is this where you hit the triangle and move it down?

[1:19:35] Nope, you're going to want to add in a blank line. So we're going to just right click and then select either add before or after the selected line.

[1:19:44] Okay. Great clip. Okay. Here we go. Okay. Now with our blank line, we are ready to add in an item.

[1:19:56] We'll first come up to the top left corner here where we see a j...

[1:20:00] And the item or header comment. If we currently have header comments selected, we'll want to make sure we

[1:20:06] deselect that and change it to agenda item. That's already set to agenda item, then you should see

[1:20:13] file ID here on the center, kind of center of your page here toward the top. We don't see that. No,

[1:20:22] Do we? Yeah, because she's in City Council. Oh, gosh, you're in her shade tree. Okay. Okay. Okay. So, okay. So, right click on that. I like there and let's do. Yeah, my won't let me, my won't let me add a line. Okay. So no matter what you should be able to add a line here. Let's take a look at your ad menu down below. Do you still see that on your body?

[1:20:52] bottom top. Yes. Okay. If you go ahead and select that add button. This is file not selected.

[1:21:03] Okay. What are you guys have highlighted in your table above? So here is the agenda. What do you guys have highlighted?

[1:21:10] This is agenda ready. Okay. So, so you're currently you have a file highlighted right now.

[1:21:26] Well, we don't know. Okay. So we should be looking at a blank line. We want to add in a blank line at this stage.

[1:21:33] Go up to minutes of approval. Highlight it. Okay. There you go. Add that before.

[1:21:42] And it won't let me. It won't highlight. It didn't highlight. Okay. So, try.

[1:21:48] That's okay. You can also use the ad menu down below.

[1:21:51] Okay,

[1:21:56] so now that you've got your blank line here, you have the option here in the top left corner to select either an agenda item or a header comment.

[1:22:05] We want to make sure we've got agenda items selected here and that's going to allow us to add in a file on this blank line that we have highlighted now.

[1:22:16] All right. We're with you so far. Yeah. All right. Now, just a little bit to the right of that, we can see our file ID field. And here, if we select the little carrot, that little drop down, if we have additional file IDs or files in the system available, we can pull them from here. Now, you guys might not see any right now. I certainly don't. And that's probably just because I didn't create any additional files.

[1:22:43] we're kind of working with everything that we've gotten the system right now. But if you do see

[1:22:48] files there, you can add them from here.

[1:22:55] So when we click the drop down, if anything shows up,

[1:22:58] that's file. That is a file. Yep. So let's go ahead and just pick one.

[1:23:06] Yep, and everything that's

[1:23:07] in the system right now is all training material. So it's totally fine for you to use whatever here.

[1:23:12] Okay, so we picked something.

[1:23:16] All right.

[1:23:17] Now, that is one way for us to add in a file.

[1:23:20] Now, if you guys haven't clicked off of that line,

[1:23:23] you can go up to your top left corner and click the save button.

[1:23:27] That will show that file down in the table below.

[1:23:34] Okay.

[1:23:36] Now, another way that we can add in files is by using the add

[1:23:40] many lines feature. Now, if you remember, when we select items from the file ID field at the top,

[1:23:48] that's going to give us our title. It's going to show us the file type, the file number. But if we use

[1:23:54] add many lines, we need to know which files in particular we're looking for. So I hope there to know

[1:24:00] what the file IDs are that we're looking to pull into our agenda. But just so that you can remember

[1:24:07] How do you use that ad many lines feature?

[1:24:10] Let's go ahead and select anywhere in your agenda.

[1:24:14] Anywhere at all.

[1:24:16] We're gonna right click.

[1:24:18] And again, we can either right click,

[1:24:21] or we can go down to the ad menu.

[1:24:25] And the ad menu will also give us the option there

[1:24:29] to add many lines.

[1:24:33] We

[1:24:37] had never so excited.

[1:24:39] that

[1:24:43] looks familiar.

[1:24:46] Okay, so I think you just picked like pick those bottom three there.

[1:24:50] Highlighter is something in that file ID drop down what is supposed to happen because I like double

[1:24:58] clicked on one of them but

[1:25:00] It doesn't appear that it's adding to the agenda. Okay. Just go ahead and click off of that line for me, or click your save button in the top left corner.

[1:25:11] Okay.

[1:25:13] And that should pull it.

[1:25:15] Yes. It'll register the information there at the top, but until you move away from the line or click save, it won't actually show it to you in the table.

[1:25:22] So now, again, we're going to click that add many lines option either from using your right click or from using your add menu down at the bottom.

[1:25:36] Click the wrong thing, look at that.

[1:25:39] All right, add many lines.

[1:25:41] And when I select add many lines, you'll see a list of files here.

[1:25:46] Now, all of these files have made their way onto one agenda or another.

[1:25:51] it's totally fine for you to pull them onto yours. Again, these are all just training materials, so there won't be any harm, no foul, nothing like that.

[1:26:00] You can tell that all of the ones here in green have been pulled onto an agenda. If they were showing in black,

[1:26:09] that lets us know that at this stage, they have not been pulled onto an agenda. Okay, so that can be helpful.

[1:26:18] But because we can't see, because we can't see the titles here, this is why it's really important for us to kind of get what those ID numbers are before we come in here to use add many lines.

[1:26:33] That way we can differentiate one from the other.

[1:26:38] Now, how did you pick, because before you picked like three items there, how did you pick those three items?

[1:26:44] Yeah. So you can select any number of items. You can click here to add one. Or you can click one and then hold down your shift key to the left.

[1:26:57] Shift key.

[1:26:59] You can also click one and then hold down your control key to find other ones from other sections.

[1:27:06] Okay, okay, so pick 31 and let's do 29 just for fun. Okay, and then you hit that arrow pretty sure.

[1:27:22] Okay, so apparently you had to hold it down. Okay, and then hit the arrow. Okay, okay, okay.

[1:27:28] Okay, all right. Now once you have selected any number of these that you wanted to move over, just like you guys, I could hear you doing it.

[1:27:36] you're going to click that button and that will hold them into your agenda.

[1:27:43] Okay, now click the reddit and move that.

[1:27:48] Okay.

[1:27:51] All right. Now let's say that we have something here in the agenda that we need to update

[1:27:57] or remove. So let's talk about moving items. I'm going to take one of these blank lines here that I've

[1:28:05] added. And I want to move this line from down here under resolutions for first reading to up here

[1:28:12] under pledge of allegiance. I'm going to pretend that this is a file or maybe some informational

[1:28:17] text. But in your case, you could certainly move a file. Maybe you're moving a file from one

[1:28:25] section to another. This is entirely up to you and really, again, just for practice purposes.

[1:28:32] So in order to move this line, I'm going to come all the way to the left hand side into this gray column here, where I can see my triangle.

[1:28:42] This triangle is my marker that tells me, yes indeed, you can move this item wherever you want.

[1:28:48] So I'm going to drag that triangle and make sure that I have it in between whatever lines I want it to be between.

[1:28:57] Once I let go, I'm going to get a pop up from Legislar asking me to confirm that I want to move this line from where it was to where it's going to be now.

[1:29:10] Is it okay?

[1:29:11] Do the mayors thing.

[1:29:14] Okay.

[1:29:15] Okay.

[1:29:16] I need to catch them.

[1:29:17] Okay.

[1:29:18] I don't know if he'll be back before one.

[1:29:21] You might text him.

[1:29:29] Now we've moved an item here.

[1:29:31] Well, let's say that we have an item that is currently under approval review and it's publishing day and I need to either have this item action dawn or it's going to have to be pushed to the next agenda.

[1:29:49] At this point, maybe it's best for me to go ahead and remove it.

[1:29:54] I've reached out to be a prouver a couple of times.

[1:29:56] We haven't gotten it in.

[1:29:58] I'm really cutting down.

[1:30:00] You know, getting down to my deadline here. So I'm going to go ahead and delete this item from the agenda. And I'm going to send the approval message basically saying, hey, item number 37 is being removed from the 22nd agenda. Please, you know, finish the approval process and have the agenda date updated to the following meeting.

[1:30:25] Here for me I'm going to come and select my line and then I'll come down to the very bottom

[1:30:31] here and select the delete button.

[1:30:34] If you have an extra item on your agenda that you don't mind parting ways with, you can

[1:30:38] certainly practice on that, but here I'll go ahead and select that line, select the delete

[1:30:44] button, and then say yes, I am sure I want to delete that item.

[1:30:51] Okay,

[1:30:55] all right, now does anyone on this call, I know Lacey doesn't, but does anyone else

[1:31:01] auto number their agendas, so do you expect numbering on any of your agenda items?

[1:31:07] No.

[1:31:09] All right, y'all are making it easy on me then.

[1:31:12] In that case, we are ready to move into taking a look at our draft.

[1:31:17] At this stage, you hopefully have all of your agenda items here, you've updated any additional text that you might have had on your agenda that you might have needed to update,

[1:31:29] if you have headers that you need to update or additional commentary information.

[1:31:35] You've done all of that, you've added your items, everything's good to go, and now we're ready to take a look at the draft.

[1:31:42] In order to run a copy of that draft, we're going to go up to the reports tab.

[1:31:49] Now, if you guys have a meeting agenda template that is different from the first one here, then you'll go ahead and select that.

[1:31:58] At this stage, I don't know that you do have multiple different agenda templates.

[1:32:04] But you're, of course, more than welcome to just use the regular meeting agenda template here at the top.

[1:32:11] So highlight that, oops. There you go. Okay.

[1:32:19] From there, you should be here on your reports tab.

[1:32:23] And then we're ready to take a look at our draft.

[1:32:26] Again, our destination here is Acrobat Format PDF.

[1:32:30] That just tells us we're going to be able to see a PDF copy of this draft document.

[1:32:36] Down below, you should see a number of checkboxes selected based off of the choices that you've made during configuration on what you want to see happen here on your agenda.

[1:32:48] We did talk about these settings, but if you wanted to set these differently for your particular meeting body, this is something that you can change in administration on a permanent level.

[1:33:01] So, if you wanted to set it so that file ID never shows on your agendas, you can certainly

[1:33:08] deselect that in administration.

[1:33:10] And then when you select this report for your meeting body, you won't see it there.

[1:33:16] Okay.

[1:33:18] Coming in, we're going to now run a copy of this draft.

[1:33:23] So, we're going to come to the top left corner and select the run button.

[1:33:34] Now, once that draft copy has been generated, we'll get a pop up showing us the draft.

[1:33:42] So at this stage, we've got a pop-up, but it won that.

[1:33:47] It wants to know how we want to open the file.

[1:33:51] Oh, so you probably don't have something set on the computer that you're on that says this should always open

[1:33:57] as an Adobe PDF or something like that.

[1:34:00] That's okay. Just choose whatever format you'd like to have it open in and then that should open the file for you.

[1:34:15] What was your system?

[1:34:17] So if you have Adobe Acrobat, you might want to choose that.

[1:34:22] If you typically open your PDFs in a browser window, then you can do it that way as well.

[1:34:36] There we go.

[1:34:41] All right. Does everybody have a draft copy of their agenda?

[1:34:45] Yes.

[1:34:47] Yes.

[1:34:49] Alrighty.

[1:34:51] Now that we've seen a draft copy, if we are good to go, then we're ready to enter into the final steps.

[1:34:58] Does anybody need a page break?

[1:35:04] All right. Then at this step, we are ready. We're going to click the closed button here inside of our reports page in the top right corner. That's going to bring us back into our agenda.

[1:35:18] I don't know.

[1:35:23] I think X.

[1:35:24] Nope.

[1:35:24] We just took it out.

[1:35:27] Yeah.

[1:35:28] You want the button that specifically says close not the X though.

[1:35:32] Okay.

[1:35:38] All right.

[1:35:39] So once you guys get logged back in, join us.

[1:35:41] We're going to move to the calendar tab here in your agenda's module.

[1:35:49] Okay.

[1:35:53] So how do we get out of the agenda?

[1:35:58] So are you guys still in the agenda right now?

[1:36:03] Okay.

[1:36:04] Um, so what is your screen look like this?

[1:36:08] Yes.

[1:36:08] Okay.

[1:36:09] So when we're going to just move to the calendar tab right next to that.

[1:36:13] So we don't have any of that or I don't.

[1:36:16] So here in your top left corner just below your save button.

[1:36:19] You should see.

[1:36:20] I don't have any.

[1:36:20] I don't have any of that.

[1:36:22] Okay.

[1:36:23] That's she's not on that page I thought I was but I guess close but let's hit this

[1:36:30] six. Oh dear. Okay. Okay now we're back here. Yeah back at the agenda. Try

[1:36:41] try this because we don't have PDF up like she does. See the X right there. Mm-hmm.

[1:36:52] You can also just click on your agenda's module, that should bring you right back into the module itself.

[1:37:00] Okay, close ahead.

[1:37:02] And just coming up, that's the problem.

[1:37:05] Because we didn't have the PDF right.

[1:37:07] So there you go.

[1:37:10] Okay, so do you guys see the same thing as me right now?

[1:37:14] No.

[1:37:16] We're in,

[1:37:17] Or it says reports run and agenda packet.

[1:37:21] Gotcha.

[1:37:22] So, here along, let me just go ahead and select, okay, so I'm going to go where you are.

[1:37:30] Is this what you guys are seeing?

[1:37:32] Okay.

[1:37:33] Here along the top toolbar.

[1:37:36] Yeah, you'll see this closed button right next to help.

[1:37:40] Okay, there we go.

[1:37:42] We hit the wrong close and then we can be the calendar tab.

[1:37:47] Okay.

[1:37:48] And then, yeah, onto your calendar tab.

[1:37:50] There we go. Now, right now here you'll just make sure that your meeting is still the one that's selected and that's going to be important as we come in to finalize these meetings.

[1:38:02] Okay, so is everybody.

[1:38:07] Is everybody.

[1:38:09] Highlighted on their own meeting.

[1:38:14] Perfect.

[1:38:14] all ready. So then at this stage we are now ready to finalize. We're going to go up to where it says

[1:38:22] status here at the top and

[1:38:29] we're now going to select final.

[1:38:41] Once you have selected final you'll

[1:38:43] go up to the top left corner and click the save button.

[1:38:52] Once you do that you should see the status

[1:38:54] of your meeting, change from draft to final in the table down below.

[1:39:00] Yay! Perfect.

[1:39:05] All right. Now, we've got our meetings marked as final. Now, I will

[1:39:10] mention something here. You guys are not going to be streaming through granicus, but if you were

[1:39:16] going to stream through granicus, you would want to export this meeting data to media manager.

[1:39:23] I'm mentioning this at this stage because in the event that you ever wanted to connect a video record to this agenda, you would need to do these steps anyway.

[1:39:36] Okay? So after changing your status to final, if you wanted to ever connect a video to this, you would go to your tools menu here at the top,

[1:39:47] And you would select the option to export data,

[1:39:54] okay?

[1:39:55] And this would be something you would want to do before you actually publish the agenda.

[1:40:00] Important that this would happen before the agenda.

[1:40:05] Okay. Now, if you never record your meetings and you never attach video to your meetings, then this is certainly a step that we can skip just like we did earlier.

[1:40:17] But if you are ever anticipating that you might need to add in a video for this, you'll want to export data before we take those last publishing steps.

[1:40:29] We do record our meetings and the videos are published now on YouTube.

[1:40:36] Gotcha. Okay, but is that something where you would anticipate that you would download those videos and attach them to your insight page?

[1:40:43] Or do you just basically link them to your YouTube?

[1:40:48] I plan to attach them so that people can go to insight and get everything.

[1:40:54] Okay. Well then in this case, Lacy, you definitely want to take this step. So you're going to want to choose the export data option.

[1:41:04] When you select it, as you can see, a pop-up is going to appear here showing you a status bar.

[1:41:10] This is sending all of the information related to this agenda to media manager.

[1:41:17] Media Manager is going to create what's called an event for this, for this agenda.

[1:41:24] And you won't have to do anything else regarding the video for this until after the meeting has happened.

[1:41:31] Okay, so we'll worry about that stuff when we get into your minutes training.

[1:41:37] But when we talk tomorrow about Media Manager, one of the things that I'll be showing you is how you can take a video that you have downloaded and saved to your computer.

[1:41:47] And how you can attach it to the archive for a meeting that is one of these meetings that you've created an event for by exporting.

[1:41:57] That will allow you to link those videos to insight.

[1:42:02] Okay.

[1:42:03] Do we need to keep track of the number on that or is it going to be apparent on the go back?

[1:42:08] No, you're just going to pull that information right back in when you go in to do your minutes and I'll show you how you do that.

[1:42:16] Yeah, so at this stage, all you'll need to do is just make sure that you export export the data.

[1:42:26] So if we know that we've got video, we export data after we finalize the status.

[1:42:33] So status final export data now we publish.

[1:42:38] Now I'm going to go back to my reports tab.

[1:42:41] We've already run our draft, so as long as I still have the correct meeting highlighted here in the table.

[1:42:46] I can go straight to my reports tab and select meeting agenda.

[1:42:54] This time, because I'm looking to publish,

[1:42:57] I want to change my destination.

[1:42:59] So my destination is currently agribat format PDF.

[1:43:04] And I'm first going to change it to publish to insight calendar.

[1:43:08] This is going to allow me to publish just my agenda to my insight calendar.

[1:43:14] Once selected, I'll go up to that top toolbar and select, run.

[1:43:24] Okay?

[1:43:26] My agenda just popped up on my other screen there.

[1:43:29] Perfect.

[1:43:30] I've got my agenda.

[1:43:32] And now I'm ready to publish my agenda packet.

[1:43:39] Again, coming back to my destination field.

[1:43:42] I don't have to exit out of this page.

[1:43:44] I'm going to go to publish packet to insight, PDF, and select it.

[1:43:50] When you had your agenda pop up and then you went back to this screen, how did you get back there?

[1:43:57] Oh, my agenda popped up in a browser window, so I just closed my browser window and came back into the legislature.

[1:44:04] There we go. Okay.

[1:44:06] change publish packet with there. Okay,

[1:44:14] please pack it inside. So just the next one down there.

[1:44:19] Mm-hmm. All right. Now with my destination, set to publish packet to insight. Again,

[1:44:26] I'm going to go ahead and click Run. Now I don't have any files on this packet, but all of you do.

[1:44:33] So you should be able to go ahead and run that packet.

[1:44:50] All right.

[1:44:51] Now once that packet is complete,

[1:44:53] again, you're going to get a pop up showing you that packet.

[1:44:57] And you'll be able to look through it.

[1:44:59] Should you wish to?

[1:45:00] At this stage, you have taken all of the steps necessary to create your agenda date to process your agenda packet or your agenda.

[1:45:16] And you have now published your agenda as well as your agenda packet. Does anybody have any questions for me on any parts of the process that we've seen today?

[1:45:28] back up to the, to the, at this of you that night.

[1:45:38] Just like 20 fifths, so that's that, and then time,

[1:45:41] that's when we were in here, okay.

[1:45:43] So that's where you changed the time.

[1:45:44] Yeah, because my last meeting, I had it at midnight.

[1:45:48] Oh, my needs to do that.

[1:45:49] I mean, yeah.

[1:45:50] I've done it before.

[1:45:52] But call me freaking out.

[1:45:57] And we had a guy just not show up.

[1:46:00] And so, you know, because he knew,

[1:46:03] Oh, she knew what time it has just been silly.

[1:46:08] Mm-hmm. Okay. No questions.

[1:46:10] All right. Well, guys, if you would like, I can certainly say and hang out and people can

[1:46:16] take some more time to sandbox and play around in the system.

[1:46:20] Or if you'd prefer, I'm happy to let you go and return to you part of your day.

[1:46:25] Um, entirely up to you guys. We do still have some time.

[1:46:30] You're done.

[1:46:32] If we want to create a agenda layout, are we able to do that?

[1:46:41] Yeah, if you want to just create, let me just pull this open.

[1:46:47] So let's say you wanted to create a different meeting body or something like that.

[1:46:52] You absolutely could.

[1:46:54] What you would do is you would come into your government bodies.

[1:46:58] So do you remember taking the government bodies and dependencies call that training? What have been an

[1:47:04] administration training? Okay.

[1:47:09] So during that call that's where you guys learn how you go about the

[1:47:14] process of creating a government body. I absolutely recommend that if you're looking to create a new

[1:47:20] government body that you do so while listening to that call because it's going to be able to walk you

[1:47:26] through each and every step that you'll need to take in order to do that.

[1:47:30] Well, I don't want to create a new body. It's already there, but I'm saying the, like,

[1:47:34] the agenda layout that has meeting agenda meeting agenda two, three, four, nothing to me.

[1:47:42] Gotcha. The ones that say meeting agenda meeting agenda two, et cetera, those are all going

[1:47:48] to be templates built by our design team. That is not something that can be done on you guys

[1:47:53] Okay. Yeah. So we just have to wait on them. So we can practice what we're truly should be doing.

[1:48:00] Yes, in terms of seeing the final end result for your template, you will need to wait for that.

[1:48:07] Now, in terms of the steps that you'll be taking, they will all be the same steps that we've talked about today.

[1:48:13] The only thing that will be different will be the final presentation based off of the templates that you have being designed.

[1:48:20] If at any time you want to update those templates,

[1:48:24] if you're still an implementation with us,

[1:48:26] of course, reach out, send an email to myself and Sam and Carolyn,

[1:48:31] and one of us will make sure that that design ticket gets put in.

[1:48:35] Otherwise, if it's after you've finished your deployment and you've gone live already,

[1:48:41] you can always reach out to our support team,

[1:48:43] and they'll be able to put in a ticket for you to have your templates updated.

[1:48:48] Okay, yeah, because I've afraid someone signed off on our forms, and I don't think they knew what they were signing off on, so I have a feeling that what I'm expecting is not being done.

[1:49:02] Okay.

[1:49:06] Where would that have been? Do you remember what date you would have done that sign off?

[1:49:12] Oh, well, I got an email from Sam saying that it got signed off one and then the response from Todd and Judy didn't sound like they knew what they actually signed off one.

[1:49:22] Let me see if I can find an email.

[1:49:26] I knew it.

[1:49:28] I thought it was something else.

[1:49:30] I thought it was something else.

[1:49:31] I didn't realize we were signing completely off.

[1:49:36] Todd thought it had to do with training.

[1:49:38] I did too.

[1:49:39] But I thought it was training.

[1:49:45] Let's see here.

[1:49:47] And they see you actually responded to him, you didn't want to sign off on it, because we haven't seen it.

[1:49:53] And then he said, oh, someone already did. So to me, he just checked it all and kept moving and I'm not.

[1:50:00] It's satisfied with that because it's not what we have that. Right. And we haven't seen them. They're not done yet.

[1:50:05] Got it. Okay. I can see the reports acceptance form, but you're right. I don't see.

[1:50:11] I don't see a copy of the actual templates. We do have some additional time right now. So let's take a look at what those templates look like.

[1:50:21] We'll look at this one, so we've got some work in there.

[1:50:29] Actually, I'll run each of them separately.

[1:50:31] And we can see if there's any difference between the formatting on each of them.

[1:50:38] Okay, so this is template one or meeting a gender.

[1:50:43] This is going to be template two.

[1:50:53] Okay, I can see that it's meeting a gender versus meeting a gender two.

[1:50:57] Okay, and then meeting a gender three and

[1:51:07] last one meeting a gender four.

[1:51:14] Okay.

[1:51:18] All right, so I can see that there are some differences here in terms of the formatting.

[1:51:24] They all do have a different field to them. So this is going to be the regular one just regular meeting agenda.

[1:51:33] And so what that looks like,

[1:51:38] this one is meeting a gender two, so we can see that it does have a cover page.

[1:51:46] And we can see the break down in terms of the way that everything is displayed here, slight difference here.

[1:51:58] Okay, it looks like we are including legislative file history on this one as well,

[1:52:06] meeting a gender 3.

[1:52:08] So we can see right away at top, this is a different display.

[1:52:17] So just some differences here in terms of the formatting of the text as well.

[1:52:28] And then meeting a gender 4 again, we've got a very different formatting here along the top.

[1:52:34] We're

[1:52:40] not including file numbers on this one by default.

[1:52:47] Okay.

[1:52:49] So they all have some some differences.

[1:52:55] Do you do these look like what you would have requested?

[1:53:02] Not exactly to me.

[1:53:03] It's hard to differentiate because they all look affiliated with city council because of the headings.

[1:53:11] But I'm thinking that might just be because of a selection somewhere else.

[1:53:20] I would like to see a report labeled Shade Tree.

[1:53:26] So that Judy knows when she's creating her agenda.

[1:53:29] She goes to the Shade Tree one.

[1:53:31] And then I would want one that says,

[1:53:33] I can combine my VZA HRC and MPC.

[1:53:37] It's all essentially the same formatting.

[1:53:39] Um, but that meeting to meeting three meeting four says nothing to us.

[1:53:46] So let's take a look at meeting two that template on a BZA meeting.

[1:53:56] I think this is the one with a cover page. Yeah.

[1:53:59] Okay. So we don't cover pages.

[1:54:02] No.

[1:54:03] So let's try.

[1:54:06] Would you prefer three or four?

[1:54:08] So four was the one where we had to logo in the center and the information was broken down into two columns one on the far left and one on the far right.

[1:54:18] And then on meeting agenda three, I believe everything was centered at the top of the page in terms of the logo and the information there so which one would you prefer me to take a look at here.

[1:54:33] I don't care either.

[1:54:35] Let's do four.

[1:54:37] So I'll just go ahead and run that.

[1:54:41] Again, this is the BZA meeting.

[1:54:47] So showing me board of zoning appeals here.

[1:54:51] Location is going to be pulled in based off of the location that we had set on the meeting itself.

[1:54:58] Meeting agenda four.

[1:55:00] That's the template that we're using. We can certainly update that name so it'll show differently here.

[1:55:09] We can see the notes. So this might say regular meeting under normal circumstances.

[1:55:17] And then we can see all of the items here.

[1:55:21] It's kind of that basic format here.

[1:55:24] So, I guess for me, I would need it to have the file name, which I'm going to enter as that 2023 BZA-04 and then what I would describe as the title, a brief summary of what the case is about.

[1:55:46] That's usually going to be body, let's run that, let's look look.

[1:55:52] So showing the file ID is just a matter of updating those settings, okay.

[1:55:57] And so this is what we're going to see here with those updates.

[1:56:01] So I did turn on the file IDs.

[1:56:05] So we can see a file ID number, but in your case, of course, this would say like

[1:56:10] 28, 23, etc.

[1:56:14] And then we can see the title as well as the body of the file. So the title is going to be whatever is entered into what's technically called title on your templates.

[1:56:28] And then body is going to be all that additional information in that next section.

[1:56:36] Is that more what you're looking for?

[1:56:38] I would not really, I mean, I would want the file number on the left hand side, and I think

[1:56:44] with council, it gets lined up in the, I can't remember, it's the left or I think it's

[1:56:50] the center, which I know Carolyn was working on that, but like I said, with that someone

[1:56:57] signing off on, I don't know if they've stopped working on what we gave them.

[1:57:05] Okay, so if you don't mind and I know that this is an ask of you that you may have already done before I just I'm not in the loop on it, so I want to make sure that I get eyes on it.

[1:57:16] If you don't mind, could you send over for me a copy of what each of your.

[1:57:23] your meeting agenda is currently look like, and then just let me know, you know, or let

[1:57:29] us know, because you definitely want to tag in, Sam and Carolyn here. And let us know,

[1:57:35] you know, this is what we're looking to see for these particular meeting bodies. For BZA,

[1:57:43] I think you said for BZA and HRC and PC, you're okay with using the same template for those.

[1:57:50] So in that case, what we could do is certainly change meeting agenda two to be the, you know, BZAMPC HRC, it's a lot of letters report.

[1:58:05] And then for meeting agenda three, we could certainly change that to utilities commission meeting agenda four could absolutely be changed to boards and commissions to encompass any boards that are under that umbrella as well.

[1:58:20] So we can definitely make some changes there that's not a problem at all, but if you don't mind just sending that over tag all free of us and let's get some additional eyes on it to make sure that that is indeed what design has right now, so that I know that you guys are going to get that end result.

[1:58:40] I know that these are secondary meeting bodies, so they're not necessarily primary, and so it might just be that our design team is still working on it, like I said, usually that's not something that we aim to have completely finished by the time a client has entered into training.

[1:58:57] We do focus on the primary legislative body for training that being said.

[1:59:02] I do want to confirm that it is being done and that it's going to be done correctly.

[1:59:07] By the time you go live, I want this information already in the system so that you can practice based off of what you actually anticipate to see.

[1:59:15] So I definitely want to get this right for you guys.

[1:59:18] I appreciate that.

[1:59:20] Are we limited to four agenda designs?

[1:59:25] I don't believe you're limited to, however, I do believe that more than four will require some additional fees.

[1:59:33] That's something that Sam would be able to confirm, so you, I would recommend that you ask that in your email

[1:59:40] because that's something he'd be able to let you know.

[1:59:43] Okay,

[1:59:50] being a duty and or Brad, if you can email me a meeting date that is already in our minute track system.

[2:00:00] That shows a good setup of your meeting that you would like to duplicate and then I'll get one email together to send off to them.

[2:00:12] Okay, yeah, no problems yet.

[2:00:14] We'll do.

[2:00:16] Awesome.

[2:00:17] Are there any other questions for me today, guys?

[2:00:22] I don't think so.

[2:00:25] All right.

[2:00:26] Well, Lacey, I will keep an eye out for your email later on today.

[2:00:29] Again, if anybody has any questions at all today, if you're kind of playing around in the system and you're like,

[2:00:36] hey, I wonder, please don't hesitate to reach out.

[2:00:39] Otherwise, of course, feel free to save your questions for tomorrow.

[2:00:42] We will definitely have a bit of extra time as we go over media manager and I legislate and how those two software is function.

[2:00:51] But yeah, I look forward to our-

City Council on 2023-07-26 7:30 PM - Training 1

Agenda

Transcript