[0:02] Okay. And then I guess I should share my screen. Let's see. I've been doing wrong here.

[0:15] Sure screen.

[0:17] Okay. Can you see the clinic is platform or the VD manager site?

[0:23] Okay. Cool. So what I did is I just created a quick agenda. So just really quickly just to kind of walk through the essentially the entire process, but not quite.

[0:35] just because we're kind of short on time.

[0:39] So I create a meeting for today.

[0:42] I added a couple of consent items.

[0:45] Basically all I did was just duplicate the same item

[0:48] over and over again.

[0:49] And then I put two items in consent

[0:52] and one item in regular business.

[0:55] And then what I did is I downloaded the agenda

[0:58] and the packet and then I published the agenda

[1:01] and the packet to the training holder

[1:04] or the to the training view page.

[1:07] You can see I published it today at 7.38 or 7.58, excuse me.

[1:14] And now it shows up over here on the training view page.

[1:18] So typically the process would be to send it to the main page that will be embedded in your site.

[1:26] Questions on that process?

[1:29] Nope, I make sense.

[1:30] Okay, so we got our date, time, agenda, and packet here.

[1:36] We're going to run a meeting and we're going to check to see, make sure that the link is working over here.

[1:41] I don't expect we're going to have cameras or microphones turned on.

[1:44] We'll either see an empty room or we'll get color bars, so I'm not really sure what we'll get.

[1:53] So I've opened up live manager.

[1:57] So here's live manager, let me go ahead and start back at the kind of the beginning here.

[2:05] So when I go to that IP address of the encoder, which is 192, 164.4.100 forward slash live manager,

[2:17] has to be in a Microsoft browser so that can be either Internet Explorer or Microsoft Edge.

[2:22] Once I get there, I'm going to be presented with the splash screen here, and I'm going to open up my manager.

[2:28] This is going to launch the application from the browser of any machine that's on your network.

[2:36] So on that, when they need to network,

[2:40] I'm going to go to the meetings tab.

[2:43] And I apologize, I'm fighting off a cold here, so I'm going to be sniffling.

[2:48] I have my test meeting for training, so that's the meeting we just created over here.

[2:54] I'm going to load that meeting up.

[2:57] That's going to load in all of my agenda sections, as well as my items.

[3:02] And any of the attachments associated with those items over here on the agenda page for the agenda column.

[3:09] You can hide or show the attachments.

[3:12] I like to hide them just so I have a little bit more real estate to work with.

[3:18] And then you'll notice once we've loaded the meeting in the start button here,

[3:25] we'll be illuminated for us.

[3:27] You have the three tabs across the top here.

[3:31] You have selected item, which means when you select an item on the left hand side,

[3:35] it displays here in the center.

[3:38] We have the speakers tab, so anytime we have speakers that we're associating with an item, we'll appear here.

[3:45] And then we have our attendees, which are our voting members.

[3:49] And in this case, this is the CEO.

[3:53] Yes.

[3:55] Yeah. So Tanya is the CEO.

[3:57] So we've got our voting members listed, Tanya listed as well.

[4:01] These also show up on the agenda and the packet in the header.

[4:06] I think anything else here.

[4:10] Okay, so once we've got all of our people loaded and ready to go, we're going to hit the start button.

[4:15] What this does is it sends a message to the encoder to start recording and broadcasting.

[4:21] So you can see now it's great out the start button up here, which you may or may not be able to see here.

[4:30] the time remaining is 59 minutes and 43 seconds. So basically once I set this agenda, excuse me, I set this meeting up for hour, as to how long it was going to run.

[5:00] However, you can extend using the extend button, extend the time. As you can see, each time I click it, it adds 30 minutes of time to the time remaining. You just want to make sure you don't run out of time.

[5:19] Once the meeting starting, we've extended the meeting a couple of hours here. So we've got two and a half hours worth of time. We don't have to let it run the entire two and a half hours. We can stop that at any time.

[5:32] over here on the view page, we're going to have a live link. Hopefully, yeah, there we go.

[5:39] Both the date will change to an in progress link or the live video link will display here.

[5:46] Both links will take you to the same place. Essentially, it would be the live stream of the meeting.

[5:53] And then any, this is probably, if my guess is right, this is probably the machine that's

[5:59] into the encoder that you're running the Zoom meetings from.

[6:05] The question, um, um, the, uh, or like really a question for a list, do you recall,

[6:12] so the live manager, where you're at, Mike, this is that, that's what the chair is

[6:17] going to see is that from, from our practice sessions where we settled on, like the chair

[6:21] is the one who runs the live manager, um, meeting.

[6:25] Mm-hmm.

[6:26] That is correct.

[6:27] So yeah, your clerk or the chair, we'll see that screen with an

[6:33] screen that's running live manager.

[6:37] And then your constituents or anyone viewing the video are

[6:40] going to see that zoom.

[6:43] Mm-hmm.

[6:44] Mm-hmm.

[6:45] But as far as like running the starting the meeting on live manager,

[6:49] that's, because remember we are practicing it two ways,

[6:51] but I think it's the clerk who will be doing that.

[6:55] So what might you do it basically?

[6:57] Yeah, it's usually the person that does the minutes simply

[7:00] because they're basically following the chair's lead.

[7:04] And I don't know whether the chair says,

[7:07] what's the next item on the agenda or the chair says,

[7:09] the next item on the agenda is.

[7:12] And as those things are bookmarker, excuse me,

[7:16] as the chair calls the items,

[7:20] let me go back over here, sorry.

[7:22] As the chair calls the items, whoever's operating live manager will simply record that item and that will timestamp or bookmark the item.

[7:32] There's two ways to do it.

[7:33] One, you click on to the item on the left hand side and press record in the center or you double click on the item on the left hand side.

[7:42] That will bookmark and timestamp the item and bring it over to the right.

[7:47] I think that's my question.

[7:50] We, it's, so that it sounds like any specific two people, or can the clerk do it?

[7:56] No, the clerk would be the main person doing the indexing.

[8:01] They would be usually it's the person that does the minutes, because,

[8:04] and the reason for that is because they do the timestamping and they know what data they

[8:09] want to put into their minutes, whereas the chair might not.

[8:12] And the chair is most likely going to be a bit busy probably, you know,

[8:17] sorry, we only have one, like we only have one.

[8:21] So I'm using them interchangeably, but we have only one.

[8:24] Sounds like you're describing a clerk and a chair, but we only have one person.

[8:29] I thought the chair was like the president of the board.

[8:32] Oh, no, no, that's what I'm saying.

[8:36] Sorry, the clerk does all of the facilitating.

[8:39] Okay, then that's the person who does this thing.

[8:44] the clerk or the chair? Is the clerk chair, chair clerk? That person, that one person, that's the person that this is the board president. It's not in live

[8:52] manager at all. No. No. No. It should not be. No. Yeah. OK.

[8:56] Yeah. OK. So, as the person who's operating live manager, Bookmarks, the items, the little show is the current item on the floor. To your constituents who are watching the live stream.

[9:09] Okay. So far so good. Okay. If we bookmark the item incorrectly, we can right click on our side here and just hit right click on the item.

[9:24] Just hit delete. You'll tell me if you wanted to delete it from the minutes, go ahead and delete it and don't bring us back to the item we were currently on or the current the item we were on previously.

[9:35] which is roll call. Here's where you're going to determine who's here and who's not.

[9:41] So we've already determined in the attendees who the voting members are and who is not.

[9:46] In the roll call what we're trying to figure out is who's president who's not.

[9:50] Because as if we mark somebody as absent, those people will not show up in the motion in voting options

[9:56] by design. But we'll assume for today's meeting.

[10:00] So if you had items that were approval, there would be a motion on the floor. I'm going to skip over these items. You can go out of order when you're bookmarking items. So if you wanted to take your public comments first and then come back to the president's report, you can do that.

[10:16] For your general public comments,

[10:19] we can list our speakers, but I can click them to the speakers. I can go and add speakers.

[10:26] And when I click on to the Add Speakers option, if I look in the drop down window, you're going to see all of the voting members.

[10:34] Plus, any other members that we've added in the past. So if you have kind of your frequent flyers, you can place them in.

[10:42] As you can see, I put in some kind of generic ones here, speaker one and speaker two.

[10:47] So for the people that don't want to give their name or if you don't want to spend the time during the meeting to actually write the person's name down.

[10:55] you can just put in the speaker names if you do have the speaker name you can go ahead and place that person in the into the queue and then call them in the order that you want.

[11:07] So we'll go ahead and call speaker one.

[11:09] That will put the speaker one into the current speaker area with the timer associated with that speaker.

[11:17] And you can start that person's timer.

[11:20] It'll put a quick note in the box, box down here telling you who the speaker is, and then you can say anything you want with regards to that speaker.

[11:32] So I could just the board about this and that.

[11:35] We go ahead and record that that will record a note over on the right hand side.

[11:41] When that person is done with their speaking, go ahead and stop speaker through that person out and then call the next person.

[11:48] So, it'll put the items into the order that you place them, but you can call them out of order, so if we want to call Mike next, you go ahead and call Mike.

[12:09] So, it'll try to help you also with spelling. If it doesn't recognize anything.

[12:15] That's so good.

[12:18] So, this and that is what I was hoping to write here.

[12:22] And then I'll record my note and clear my speaker out we'll call the next person start that person's timer that you can change the timing of that person using the little buttons here for the quick kind of thing or you can just kind of type in what you want that speaker to have so if you have a lot of people that are speaking on an item.

[12:48] You know, the president of or what is the person who runs the person at the head of the board. They call the president or the, well, the clerk runs the meeting, but we have a board president.

[13:03] Board president maybe says, hey, we've got 50 people that want to speak on this item instead of giving everybody three minutes.

[13:11] We're going to give everybody two minutes, so you can select whatever time you want.

[13:18] When the timer gets past 30 seconds, it'll turn yellow, when it gets to five seconds,

[13:22] it'll turn red.

[13:24] That's just a visual cue for the clerk to know that the time is winding down to that person.

[13:30] When it gets down to zero, that's the time you just pretty much tell the person, hey, it's

[13:34] time to wrap up.

[13:37] Let's see five, four, yeah, so it changes to red.

[13:41] And when that person's done, we go ahead and clear them out, and then we can go back to the next item or a previous item that we skipped over.

[13:50] So we go to the president's report.

[14:01] And as much information as you want to put in there, this information will ultimately be available to go into the minutes.

[14:07] You don't have to place it into the minutes, but again, this is why it's important that that clear chair person runs the meeting because they know what info they want to do.

[14:15] place in here.

[14:20] timestamp each of the items as they're called, so as the president calls the item,

[14:25] or as the chair takes the next item on the agenda, then just simply double click the item that

[14:31] sets the timestamp and moves the item over into the minutes column. We get into regular business.

[14:39] Now in consent, if typically we'll take the consent on the header or on the section header,

[14:47] Instead of each of the items individually because most of the time consent items are handled with one motion and one vote

[14:56] If an item is pulled from consent

[15:00] Can you help me out on this? If they're pulled from consent, do they move to regular business? Or are they just handled separately from the rest of the consent items?

[15:09] I don't know if I've seen one. Typically, like you first described, they're all in one motion, so the clerk reads each, like, title.

[15:16] But then it's all one motion. And I haven't seen it, not approved or pulled.

[15:20] Okay, cool. All right. Well, then that makes it easier.

[15:24] So the clerk will read, hey, we've got on the regular business consent items.

[15:27] We've got 10 A, test item.

[15:30] We've got 10 B, test item, and then it would be like, you know, approval of billing for XYZ

[15:35] or approving for these things.

[15:37] You know, usually consent items are usually under a certain dollar amount.

[15:41] They're kind of housekeeping items.

[15:42] And again, not really something that's going to be controversial.

[15:46] So they usually do them all in one motion.

[15:48] boat at this point we would go ahead and click on to the motion button or the President would say

[15:56] I'll entertain a motion someone will say I move the item let's say it's let's say it's

[16:02] Lee Roy that moves the item and then I need a second and then Mary and looks very Ann Mary Ann

[16:10] seconds the item and that's to approve regular business consent items now you can in the motion text

[16:17] if they decide to change things on you or add some additional text, you can certainly add that stuff in here,

[16:26] the regular business consent items or you can say items, you know, 10 A and B, something like that.

[16:37] So they want to approve the regular business consent items 10 A and 10 B. We can record

[16:45] That records the motion, and then we have our vote records.

[16:49] Now, by default, we set everybody to a Y-vote.

[16:52] That way, all you have to do is if somebody votes nay,

[16:55] as I mentioned, if somebody is absent previously, they'll show up here as absent.

[17:00] If they recuse themselves, meaning they have a conflict and interest of the item,

[17:05] they'll recuse themselves, so you'll be able to mark them as recuse.

[17:09] And if they decide to abstain from item, we can mark them that way as well.

[17:15] typically consent is going to be mostly in all in favor.

[17:19] So I'll go ahead and record them that way.

[17:23] Then we'll go down to regular business.

[17:25] So we have our regular business, and then we're going to go to the individual item.

[17:29] So depending upon how many regular business items you have,

[17:33] one, ten, whatever, you're going to take each item individually.

[17:38] As these are action items, typically,

[17:41] you'll probably have public comment on each of the items as well or some of the items maybe.

[17:48] So again, when we timestamp the item, the president might say, do we have any people that

[17:54] the public that we speak is so we would go up to our speakers, add our speakers in just the same

[18:00] way we did during the public comment section, add that person in, call that person, let them start

[18:07] their timer, let them talk. And then when they're done, we clear them out. They'll bring the information

[18:15] back to the board. Maybe there's discussion from the board, so we can say a discussion

[18:22] on the board. And if you wanted to get into depth as far as, you know, to Mr. Sonso,

[18:29] or Mr. Sonso, or whatever they spoke about, you can plug those people in. And then at that point,

[18:36] The president might say, okay, discussion, the other questions, concerns, we'll go ahead and entertain a motion, so we'll do a motion, who buy.

[18:46] Do Mary and moved it and then seconded by Joaquin, and that's to approve and you know, based on the item, the suggested item information will go into the motion text, but you can fill in whatever you want. So this is to approve.

[19:02] test item and perhaps Marianne said some other things like test item with the following

[19:17] provisions, provisions and then it might be like, you know, A, B, C, you know, whatever it might be.

[19:30] And then they go ahead and record that.

[19:33] excuse me, then we take our vote. So you might have a nay here, a year, let's say we'll have an

[19:40] abstention here. And then if you do have, I think we talked about this before, you might have

[19:46] something where you require a two thirds vote. If that is the case, you can click on

[19:52] a little two thirds vote and then we'll do the math for you. Otherwise it defaults to the majority.

[19:59] Thank you.

[20:00] In this case, this one is going to pass a three to one with one abstention. I'll go ahead and record that.

[20:08] And then we get down into the commissioner's comments and reports. Close session if there is any.

[20:15] So if you have close session.

[20:18] And I mean, I guess I'm going to ask this again. I know I probably asked this a dozen times.

[20:23] Do you hold your close sessions in the board room that you're in?

[20:27] or do you go to a separate room like an

[20:30] isler room behind the chambers or some other place in the building?

[20:35] And, honestly, we've only been remote since I've been with the housing authority.

[20:39] So typically, it's been a breakout room on Zoom.

[20:42] Breakout room on Zoom.

[20:44] Okay, yeah.

[20:46] So, usually what clients will do is they'll pause the recording here.

[20:52] And then again, the feed is going to be coming

[20:55] so if you're doing a breakout room,

[20:56] I don't know how that works with Zoom, I'm assuming it's not, you'd have to join that breakout room to see that feed or something like that.

[21:06] So at that point, then when they come back from closed session, you would just go ahead and restart the meeting or start the recording again.

[21:14] You can say, what came out of closed session, you know, action taken in closed session or you can put whatever it was.

[21:27] And then at the end here, we're going to go ahead and adjourn.

[21:30] Whether they do, hey, we're adjourning at E23.

[21:34] I would just put in the time, E23 AM, and record, or if they do a formal motion, this would be a motion to adjourn.

[21:43] So where the action approve, you can select from the drop-down window here.

[21:49] I think we might out there's a turn right there.

[21:54] So motion, seconder, do a turn.

[21:59] And then we could even just say in the motion text B23,

[22:04] and record, or you can even record a unanimous yay.

[22:07] It just saves you an extra click.

[22:09] So if everybody says all the favor, those opposed,

[22:11] and then they're all done. While you're recording the motion, you can just go ahead and record

[22:16] the unanimous Yavote. That will record both the motion and the vote in a single click.

[22:25] Questions?

[22:28] Okay. When I'm done, I'm going to go ahead and hit the red stop button.

[22:32] I'm going to pop up this little thing here to ask me what I like to finalize my meetings.

[22:37] This is simply an RU Shore type message. So if I hit cancel, my meeting is still going to

[22:42] continue to run. It will run for the next two hours and 11 minutes if I do nothing. But

[22:49] what I want to do is make sure that I can go ahead and stop it and then I'm going to do

[22:52] my post meeting process now. So I'm going to finalize my meeting.

[22:58] This will take a second,

[22:59] this sends the message to the encoder that says, hey, we're done broadcasting the meeting

[23:04] and recording the meeting. This is the only thing we're going to use live-minute

[23:08] for is literally running the live meeting.

[23:11] After this, we don't touch this application again

[23:13] until our next meeting.

[23:18] So I'm going to go ahead and exit out.

[23:20] And I noticed that there was some updates on your encoder.

[23:23] So I'm going to go ahead and restart your encoder

[23:27] based upon your updates.

[23:31] So I downloaded all the updates that were on here.

[23:34] And now I'm going to go ahead and restart update and restart.

[23:44] And then did you go?

[23:45] But I'm going to go ahead and do it's Microsoft updates here and while it's doing that,

[23:49] I'm going to go ahead and navigate away and go back over to our network.

[23:55] Here.

[23:58] So in the granic is platform.

[24:02] We're going to see our meeting uploading.

[24:04] So there's our test meeting for training in the January 10th.

[24:09] And recently added and pending archives.

[24:12] If I click onto the meeting,

[24:15] You'll notice it says, sorry, the clip is unavailable because it's currently uploading and that's where the file status is.

[24:23] However, if we navigate, you'll see where the folder that this meeting resides in.

[24:29] If by chance I wanted to move this file from a folder to another folder, you can simply move it using this kind of dropdown.

[24:36] So I think one of the other meetings that you guys had, I think before, we fixed it now in peak as of our meeting last week.

[24:46] But I think it was going to the long folder, but the archive folders.

[24:50] This will show you we've got your committee meetings here and then your housing authority meetings here.

[24:57] There's my meeting uploading right now there.

[25:00] When this is done, I'll move this over into the geek and other training folder, that way it won't be confusing for anybody who is looking for legitimate meetings.

[25:16] So far so good.

[25:17] So far so good. I'm wondering, this is minor, but I wonder if I should change that housing authority, because we did that before we had a committee.

[25:25] I can email it after, but maybe like our full board name, that way it's really clear.

[25:30] Because that's what feeds into like the whatever you call it when it's like on our website where it has shows the two meetings.

[25:39] Yeah, yeah, on the view page. What do you want to, what do you want it called?

[25:44] Well, so they're called the Board of Commissioners, but maybe, yeah, the called the Board of Commissioners.

[25:56] I mean, they should know it's the housing authority.

[25:59] Yeah, I guess they're going to your website.

[26:01] They should know that.

[26:03] Cool.

[26:04] So now on that, you page I was talking about.

[26:08] If we refresh this, let's see.

[26:13] So these are all of the past meetings.

[26:17] Of course, I can, this is showing the test.

[26:21] this is the test view, but the training view, so it has all of your training meetings on it.

[26:27] And I'm going to move as soon as that file is uploaded, I'm going to move that into here.

[26:32] So we can look at it, you'll have your agenda, your video, and your packet.

[26:37] Just trying to see where we're at with that upload. So

[26:50] normally it takes a couple minutes for the upload

[26:53] to happen, depending upon a couple of things.

[26:58] I know I think of it,

[26:59] I shouldn't have probably restarted.

[27:01] I think of it, right, Liz?

[27:04] Is that probably the stop or didn't stop,

[27:07] but it probably paused the upload.

[27:09] So let me go in and get back in and make sure

[27:12] everything going the way it's supposed to.

[27:22] So let me just double check to see if that file

[27:25] is in fact uploading like it should.

[27:27] I assume it is.

[27:44] Okay, so there's our test meeting.

[27:48] So there's these little folders that house the content until it uploads to the cloud and then once it uploads to the cloud it just goes into the history of that item.

[28:01] Not the man and not anything you need to know about or you know be aware of this is just I'm just kind of showing you where the information locally resides.

[28:11] No one needs to check on that. No one like no one needs to know. No, no, no, no. I was just checking to see if it's a, if it's uploading, it looks like that.

[28:21] So that was just, I probably, I said, I probably, I said, I probably shouldn't have restarted the machine before.

[28:27] That upload was complete. So now if that does happen just FYI, I could have a power outage or something like that.

[28:33] The file will keep trying to upload over and over and over until it gets an internet connection and then it will upload.

[28:44] So if you lose power for an hour, the system will keep trying to upload that file was the power or the internet connection is re-established, it will go ahead and upload that.

[28:54] If, for whatever reason, it doesn't finish or complete the upload, you can just contact our support team.

[29:01] And they can go in and manually upload it from the encoder if it stalls or something like that in the upload process.

[29:08] So, and again, our support is, you go to the Help Center.

[29:16] Here's our support information or number here, or you can contact support here either way.

[29:23] I think usually the phone number is the best way, but if you hit contact support, it will open up a form, and then you can create the form.

[29:32] The nice thing about this is it has a case number that it will send you an email saying you opened up case number 1234.

[29:40] And then that way you can use that for tracking in the future, like how long it takes to close this, and that's what we use also to make sure we're meeting our

[29:51] service level agreement.

[29:53] So we track a lot of the cases that case of time open to time closed, that sort of thing.

[30:02] I've also seen two that sometimes an 18-minute video is recorded. It can sometimes take 18 minutes to upload that.

[30:15] Okay. So you're saying I've run across.

[30:21] So while we're kind of waiting for that to upload, you can see if I go back into the Archives tab, but the folder I want to work in, I'm going to highlight.

[30:32] the file on the right-hand side. So on the left-hand side has the folder name and on the right-hand

[30:38] side has the content of that folder. So our Board of Commissioners meeting here is 18 minutes

[30:47] and 15 seconds long. If I click to edit, this will take me into that basic file properties where I see

[30:54] the name of the meeting, sorry, the date, the time of when I started it. The folder resides in,

[31:02] and then if I navigate left to right down here, we've got our agenda tab. Now, the agenda tab

[31:09] is going to show the published agenda and the top portion of the screen. And then the bottom portion

[31:14] of the screen, as I click onto an item, it'll bring that item into focus and the top portion of

[31:24] will show you the item and the index point. In the top portion of the screen you can kind of like a window

[31:31] shade, you can kind of drag this up or down depending on how much real estate you want to show at the top.

[31:36] First is how much real estate you want to show at bottom. Now the idea of this when we're going to go through,

[31:43] hopefully it won't take 18 minutes to upload this file. If it does, what I'm going to do is I'm going to

[31:49] take a copy of another file and we'll work on that because I've got 833 and we'll make sure we get through everything is what we're going to want to do is go through and validate that our time stamps are accurate and as you can see as we kind of roll through each of these items there's item four and then if you remember we took item five out of order and then item six so it will place the items in the order that we took them during the meeting.

[32:18] Now, if you wanted to move the items back into a different order, like a agenda order, then what you can do is you can take the item itself and simply move the item up into the, so it's actually in alpha numeric order.

[32:36] Do you know how you present your minutes are they in order which, like, sort of as it in.

[32:41] It's always in the order.

[32:43] Always in the order, which was taken.

[32:44] Yeah. Yes, but it's always, it's we never go out of order.

[32:49] Okay. Very strange. So we have to just follow the order.

[32:53] Okay. Well, if we never go out of order, then we'll just, I'm going to assume you didn't.

[32:57] And I'm going to move that back up to the top here. So we've got our 1 through 5, 6, 7, 8, 9, 10.

[33:02] Our regular business items.

[33:06] Excuse me. Our regular consent items with our motion to approve.

[33:09] and our vote to approve. Here we have our people who spoke, and then our motion to approve, and then our vote to approve.

[33:23] Okay, all the way through through adjournment at E23, and with our motion in vote as well.

[33:31] Now, again, while we're kind of waiting for this to actually upload the cool thing about our HTML minutes is we actually don't have to wait for the video to finish to look at what the HTML minutes we give us.

[33:48] Now, I know Amanda, I sent you just a copy of what they might look like on Friday.

[33:53] Yes, I saw that.

[33:55] And any adjustments we can certainly make, I put in a ticket for the free-form items, but if we go to minutes, we want to create a set of minutes.

[34:07] What this simply does is when we go to create a set of minutes using the HTML, it takes this information that we have in this is called what we call a metadata.

[34:16] So this is all the data that we took during the live meeting, timestamps, notes, motions, votes.

[34:23] And we're going to get an HTML representation of this data.

[34:27] So to do that, I'm going to go to the new button to create a new set of minutes.

[34:31] We're going to use this generated HTML radial button here.

[34:37] And if you were using the word integrated minutes, you could select word integrated.

[34:41] But for today, we're going to be using this.

[34:44] And I think this was the best decision, but again, if this turns out to be,

[34:49] you know, not what you're bargaining for. This does require an install and so on and so forth. So

[34:57] I'm going to go ahead and name them in it.

[35:00] And whatever I name it, is going to show up on the view page. So if I put in minutes, blah, blah. When I publish it, it's going to use this name. So whatever I want to call it, I'm going to make sure when you call it something that's going to make sense on the view page. So this is minutes for January 10,

[35:23] 2020. And I'm going to go ahead and create my document.

[35:30] Now when I create the document, you can see it puts the name here.

[35:34] publish, no default, no, and the source is HTML.

[35:39] To launch this document, I'm going to simply double-click,

[35:43] and this is going to launch the HTML representation

[35:48] of all of that data that's down here.

[35:53] Now, typically, what I do is I would put this information

[35:59] into my other page or my other screen.

[36:05] And then this is the viewing of that screen.

[36:12] So I'm just going to kind of try to do these,

[36:15] oops, I'm going to try and do these side by side.

[36:19] So I'm going to play a little screw it up too bad.

[36:24] So

[36:29] I said, this usually works a lot better when it

[36:31] have just on a separate page.

[36:39] So

[36:42] you can see over here,

[36:43] on the left-hand side, acknowledgement of here on the right-hand side, acknowledgement of this has a timestamp associated with it.

[36:55] So if I was to click onto this if the video was public, clicking on this would take me to that video and the item.

[37:02] so you can see right now when I click down to it it tells me the video is in the process of uploading

[37:08] please try again later but it will also show all of the timestamps associated with that meeting here

[37:17] as well so let me go back to my minutes, launch my minutes, okay now if I make changes you can

[37:26] here in the call to order will call numbers present, numbers absent, also present, that's again,

[37:32] your CEO. If you'd prefer this to say CEO or if you'd prefer this to say board members,

[37:40] and this to say staff or something else, we can change that. Also, if you want to change,

[37:49] what actually happened during the meeting. So, for example, if you got, I'm just assuming

[37:54] And I'm assuming you get things right during the meeting, but if you didn't, and we wanted

[38:00] to mark Yolanda as Yolanda, as absent, we could come back in, mark her absent, save our

[38:07] changes, and then we would go back over to our other items here.

[38:13] And if I refresh or reload this, now you can see Yolanda says to his absence.

[38:19] So we make the changes on the left hand side, and we view the changes on the right side.

[38:25] So here we go down the public comments for the President's report.

[38:30] So we'll go down the President report.

[38:32] We'll go to that note.

[38:33] President gave their report.

[38:37] A nice report.

[38:39] We go ahead and save our changes.

[38:42] And we go and look at the view.

[38:45] So we'll go back over here to our President gave their report.

[38:49] Reload, refresh, and you can see the President gave their report.

[38:53] It was a nice report.

[38:54] We can also go in and bold italicize underline strike through anything we want in here and it should represent the same to put it on the moment.

[39:07] Over here, refresh,

[39:12] bold italicize underline.

[39:15] And again, if we want to swipe that stuff out, just uncheck if you want to put in a hyperlink you can put in hyperlinks here as well.

[40:00] Let's see. It does contain the contents of the agenda. So it has your cover page, your resolution. Now, the question that came up last week, which was, hey, what happens when we get these video of these items that either come during the meeting, or we want to put in those signed ordinances or resolutions after the meeting.

[40:19] Very simple, you go into the archive on that meeting, you know, go to the item that you wish to add that particular document to and on that item, you can see 10A for example, I've got a cover page and a resolution.

[40:37] If I want to add a document, I'm going to click on the document button on the center panel here and it's going to ask me to upload that file.

[40:45] I'm going to choose the file, and let's see if I have,

[40:53] um, uh,

[40:54] I guess it would be a little matter. Let's see. Um,

[41:01] so I'm going to grab this document,

[41:04] and I'm going to say that this is

[41:15] five resolution, 2022-123456,

[41:19] and I'm going to go ahead and save that. Battle add that document to the item 10A,

[41:27] And if I go down, excuse me, if I go back to my display, under 10 A, you can see I've got cover page resolution. If I refresh this, now I've got my signed resolution document here. And if I click on to it, it should open up, whatever that document is, it should open up whatever that document is.

[42:50] So this is just a set of minutes from another client that was working on.

[42:54] So it just opens up that in your case it would be the resolution with the signature line at the bottom.

[43:01] And so that would be the sign resolution.

[43:04] That would be the sign resolution that's included in the minutes.

[43:10] So that's how you add a document to a previous meeting that you didn't have the document

[43:15] when you posted the agenda. And same thing for any of the other items. If we had an item that was for 10B,

[43:23] we click on 10B, click on document, browse, buy in the document we want. Now you can put it

[43:32] in any file type, so it can be an Excel doc or what have you. But when you launch it from the view page

[43:40] Or from the minute stock, it's going to look for that file type or going to try and open it in Word or Excel.

[43:49] So we usually recommend that you just go ahead and place it in a PDF version.

[43:57] And add that document in.

[44:01] It'll take the name of the document if you don't rename it.

[44:05] So this one is dog park report. So we'll take the dog park report here. And again, if I'm looking at the visual representation.

[44:18] Refresh the screen. There's my dog report. Click on to the dog report. And there's my dog park report.

[44:29] So far so good. Yeah. And why this is still taking so long. I'm losing my mind on this one. But.

[44:41] for the next, typically the first step is why I was going through the minutes first.

[44:46] But what you would do by the way, so when you're saying, okay, well now I've created a set of minutes like this here.

[44:53] This is a draft set of minutes for the tenth.

[44:57] Now what we want to do is place this document.

[45:00] The meeting for February, or whatever the next schedule meeting is. So what I usually do here is I'll right click print, file, save as whatever you want to do. I'm going to print it to a PDF.

[45:15] And this is going to be Minutes over Minutes for Jam 10 2022 save.

[45:34] And then what I'm going to do is go into peak.

[45:40] So instead of being here, I'm going to go to my apps menu, app menu, peak agenda.

[45:49] And then I'm going to create a new item and the item is going to be minutes or jam 10 to just an action would be like a crew or a drop of minutes.

[46:04] The item type would be minutes.

[46:07] The department would be, again, executive office, the drafter would be whoever is drafter to the item.

[46:13] the meeting body would be whatever the minutes are for, so this is housing authority, and then we would select the next meeting, which would be the January 27 meeting, or February or March or would have you.

[46:28] Gen Dissection would be approval of minutes.

[46:33] You put in the CEO recommendation background and an a or whatever the background is.

[46:39] And then here I'm going to browse, go to my documents folder, I think, which was where it was.

[46:45] Select my minutes for January 10 and I'm going to create the item.

[46:50] I don't want to do that because you might already have things going on for your January 27 meeting.

[46:55] So you would create it, you would go through the process for your January 27th meeting,

[47:03] again, other items downloading and publishing, and then assuming that this January 10th set of minutes gets approved on the 27th, what you're going to do is you're going to go back to the platform on let's say the 28th and you're going to go to the archive of the 10th.

[47:21] So here, we'll go here to the test meeting. We would click edit.

[47:28] This would already be public, by the way,

[47:31] and because we've already, we'll make the video public prior to, sorry, we'd make the video public

[47:39] prior to the prior to working on the minutes. And then when we go to the minutes, what we're going

[47:46] to do is here, when we click onto this, there's an option here to just click publish, this little button,

[47:53] And that's going to publish the link to the view page.

[47:58] There's also a button here that says default.

[48:01] What that's referring to is on the view page.

[48:05] Over here you'll see this video, agenda packet, agenda.

[48:09] There'll be a minutes link for when we make this public

[48:13] if I have a screwed things up when I restarted that server.

[48:20] They'll be a January 10th meeting here with your agenda packet video and then once I've listed the file as published that will put minutes Jan 10 2020 right in this column here as a hyper mic

[48:39] and then that publishes the agenda and then so typically you would have the upcoming events you'd have your January 27th meeting or whatever the February meeting is.

[48:48] You'd have the recording for the January 27th meeting here, and then you'd have the minutes put into the column of January 10

[48:58] that makes sense and I'm sorry. I don't know what I just don't know what I did wrong. I'm all maybe I do know what I did wrong, but I a little surprised that this hasn't finished yet. I don't.

[49:13] But like Liz says maybe it takes 18 minutes, but I think I might have messed up something when I restarted the server.

[49:20] So I mean we can check later if it's something that happens to us, we don't wouldn't know what to do, right?

[49:27] No, no, it's I'll keep an eye on it.

[49:29] It's probably doing something.

[49:31] It's doing a post processing.

[49:33] So I don't know why it's taking so long.

[49:35] Wouldn't that be a minute archive?

[49:37] So usually it takes a couple minutes.

[49:40] I usually say it's about a third of the time usually.

[49:43] So if you have a three hour meeting, you should take about an hour usually.

[49:47] But I might have messed up something there when I restarted the server and so it might

[49:52] might have caused a glitch.

[49:54] So what I'm going to do that is I'm going to show you just because we're going to

[49:58] move on time here.

[50:00] And then when this is done, it's upload. I'm just going to send you the link to the training folder, which will have the folder name, excuse me, which will have the archive here, and it will be under the 2022, because we're in 2022 now.

[50:18] It'll have, it'll say, test meeting for training, January 10th, you'll have your agenda, your agenda packet link, and then you'll have an addition, you'll have the date of today.

[50:30] the duration of our meeting, which is 18 minutes, our minutes link will be listed here and the video link here as well.

[50:42] Questions?

[50:46] No, like, Liz, were you trying to say something earlier? I wasn't sure.

[50:50] Oh, sorry. I have some time this afternoon. I'll go in and take a look at the encoder and make sure

[50:56] we're working this afternoon. Yeah, I think I just messed it up.

[51:02] That's something we would do, right? Like if there were updates, we would push it and then we would

[51:07] start? Is it just because it's happening? It's at the same time as the meeting?

[51:11] Yeah, I think because the meeting was uploading or trying to upload, I just restarted the

[51:16] server. It shouldn't matter, but I probably, I probably shouldn't have done that. I was just thinking

[51:21] I was doing the right thing at the time. And of course afterwards, I realized that probably

[51:26] wasn't as far as thing to do. So, um, it's done not before. No worries, please.

[51:33] But anyway, I will take a look and see, I'll see if I messed up anything, but I hope I didn't.

[51:43] Who knows, maybe like 905, this thing will finish uploading and then I'll be all for not,

[51:52] but questions though, at this point.

[51:56] No, I think we need to do it ourselves.

[51:58] Yeah, I mean, I think that's the only way really to learn and I can, you know, again, I'll be a resource for anybody that wants to run this stuff by the after they, you know, if you guys go through something you like okay, and I forgot what I'm supposed to do this.

[52:13] Um, the cheat sheet I sent, I think, if I'm remembering right, it may or may, it may have.

[52:21] Um,

[52:30] so here's the cheat sheet.

[52:33] And I sent, but I think it might have the word minutes.

[52:37] Uh, info. Let me see.

[52:39] So this kind of walks through the peak stuff.

[52:42] This walks through the live manager stuff.

[52:45] Close meeting stuff.

[52:49] Yeah. Okay.

[52:50] So this has the word, minute stuff, what I'm going to do is send you an updated cheat sheet

[52:56] for the HTML, which is actually shorter, less steps.

[53:02] And I'll just, you can keep this version,

[53:05] but I'm going to basically create another version that'll be for HTML minutes. And,

[53:15] and then just let me know if, yeah, questions on that.

[53:22] Okay, sounds good. Yeah, keep it

[53:23] I'm going to over that to create.

[53:25] Yeah, so I'll have this over to you here probably in the next hour or so.

[53:30] And then if you have any questions on that, and again, we'll keep an eye on that file uploaded and make sure that it completes properly.

[53:38] Okay, thank you.

[53:39] And then the only thing I noticed was when you were creating the item,

[53:42] Liz, I still saw CEO recommendation and background.

[53:46] And I know those revised those.

[53:49] Okay.

[53:49] a CEO recommendation was still on there. And instead of background, this was a

[53:59] be description.

[54:04] Yeah, on the template, so the item field, you said background should be the

[54:12] description. Yeah, I thought you said you had changed it to description,

[54:23] but yeah,

[54:23] and then we deleted the Eorecommendation.

[54:27] Oh, okay.

[54:32] I am template,

[54:34] CEO recommendation, or moving that, and then description.

[54:40] Well, so now when you go to items,

[54:44] there's my test item,

[54:49] the description now is, is that required that a required field?

[54:54] Yeah, yeah, we're making it like a title and then like a title name, like a

[54:59] Like this.

[55:00] Okay. Cool. So that should be it. And then if we're running the upper page on this. So if we download the cover page or the item packet, let's see what this looks like on the other side.

[55:28] So Liz already changed it here. So the background was description. She changed it on the template. Just didn't change it on the UI. So we're all set now.

[55:41] That's good.

[55:43] Yep.

[55:44] Cool.

[55:46] All right, all right.

[55:48] So again, I'll keep an eye on that thing, and I'll let you know.

LiveManager(LiveMeeting process) Post Meeting Process and Minutes HTML

Agenda

Transcript