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All right, so thank you all again for joining me. Like I said, my name is Mandy Sanchez. One of the private trainers of granted kiss, I'm going to be taking through today's session. This is peak minutes training, but this time we'll have already gone through the sessions 1, 2, and 3 with the admin and overview. We've created items and workflow and attachments on session 2. And we've gone through the agenda session, which is basically putting that agenda and packet together, publishing it to both the web and to legislate. And today, we're going to kind of wrap that process up and go through taking some roll call.

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notion, notions, emotions, votes, and things like that, and give you all the options available

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to do that within the peak system.

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There's everybody smiling back in me, that's, thank you very much, thank you.

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We are recording the session, each of you will get a copy of it later today, hold on,

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if that's the next slide.

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There we go.

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Hey, Liam.

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Perfect timing.

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Let's go back to that last slide there, so this is what we're going to do today in our peak

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session.

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We're going to access the minutes and peak, we're going to take roll call and confirm

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attendance. We will discuss how to add items to the minutes. I'm going to go through and

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go and have a cup of make motions notes and assign one vote to multiple items, same section

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only. We will generate those minutes to see how they look. We'll publish into the view page and

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show you how to unpublish as well. We'll create a new item and attach those minutes from future

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consideration. We'll also show you how to download those minutes and words if you want to take

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those out and make some manual edits. You have full control over how that document looks and just

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I'll put it later on as a PDF.

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Plenty of time for questions and answer.

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We have the chat feature open.

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If you have any questions along the way,

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just pop something in there.

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It's a lot easier that way to go through here.

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Any specific questions about your site setup

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or design?

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Just kind of keep that with between you and your project manager

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and trainer.

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They can give you that best answer for that.

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As I mentioned earlier,

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we are recording the session.

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Each of you will get a copy of this later today

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in your Media Manager site.

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Any questions?

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Like I said, feel free to hop in there.

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And this is a nice email about your site.

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Thank you for hanging out with me.

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on a Monday. All right, let's go through this.

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So can you guys see my screen okay?

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Do you mean that peak site a little bit bigger?

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What does that look okay?

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How about you Liam?

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Is that all right for you?

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You're going to make it bigger for you.

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What's all right?

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So we are here at our peak site.

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The meeting that we're going to use is the July 24 meeting.

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That agenda we published other day on our session.

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We have the agenda out there and the packet.

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Once you publish the agenda,

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you'll have the ability to see the minutes.

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So let's go through that process.

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Again, if we unpublish the agenda, the minutes come away, you're not going to also see

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the agenda and pack it out there either.

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So once you go through and publish the agenda, that starts the ability to access the

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minutes.

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That's important to realize there.

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Let's put the agenda packet there too.

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Hold on.

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All right.

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Hold on.

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It does tell you the last time that you publish the agenda, so if you're not sure, it will

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give you that reassurance there.

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When you last did it, once you do publish your agenda that little box will go away and it'll also give you the ability to see the minutes right here. It'll save the minutes. If you're on the meeting calendar, it'll also show you here.

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The minutes are right there. So you can get into that either way.

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Once you are in the minutes, it'll show you the name of the meeting body. It'll give you access to go back and forth between the agenda and the minutes kind of like a back button there. It shows you the location, the date and the start and end time.

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If you are streaming, I know we talked about this earlier,

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if you're streaming with us, you will not be doing your minutes here.

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You'll be doing them over here in media manager,

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but we're here now.

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So the 530 time is the time the meeting starts.

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That's right there.

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Let's refresh that page.

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There's the agenda packet.

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The end time doesn't matter for P clients only.

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It's just going to show that what the meeting's supposed to end.

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One thing to note about the end time, though,

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that is kind of important or it might be important to you.

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However, long of the duration is of the meeting

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is how long it'll stay up here.

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If you have a 530 meeting that's only going to be there for an hour at 630, this meeting drops off the top.

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And depending on if you're using the bottom piece right here, it'll put the event into the archives right down there below.

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If you are streaming like I talked about before you'll have that video component, this is a different piece of that puzzle.

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The things that show down here are only going to show once they've been made public as an archive.

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But I don't want to get your mixed up here. So let's just stay within peak.

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Underneath that, you'll see the ability to take a look.

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All right.

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Underneath that, you see the ability to take a look. All right. When you click on roll call, it opens up a little window within the window and it shows you these names of our attendees. So a little quick question here for you.

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A little quiz if you will. Oops. Where do those names come from? How do I get access to that within peak? How we be able to configure those names in peak if anybody knows

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who's got to guess.

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Anybody?

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Okay, so on our first session under admin and meetings,

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the meeting bodies, once we have the details of the meeting there,

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that's important, but then the members is where that does name show up.

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So whatever names you see here are the ones that you'll see here.

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If they're a voting member, they'll show up there.

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If they're not, it'll still show, but they wouldn't have that voting member

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check point there to do that.

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As folks go through your boards and commissions, you can take them off or you can have them be a different status there.

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If there's not active, you can say that they resign or that they can turn completed or anything like that.

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Doing that will take them off any future roll calls, but as long as they're there as active, they're going to show up on these roll calls here.

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It'll show the name, it'll show their status as present or absent, you can choose either one of those two.

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need to. It's not a full, you know, more document or anything, but it will

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lie to take those notes. Once you've actually clicked on that, it'll show the status of

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present 70 for absent and you have some unsaved chains on the bottom. So let's click save.

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It's not going to save for you. So it's always good. If you see that, you have some unsaved

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changes to go ahead and just save it. Just so you don't get anything mixed up here.

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If you go back and let's just say for now, you want to make the city manager a voting member,

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It still says 7O to save it in peak during the agenda process here.

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Same outline, all the items, all the sections, and stuff like that.

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You won't see if an item is confidential, or if there's any attacks,

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which is going to show you the basic information.

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The sections and the items, and that's pretty much it, right?

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When you do click on a section or an item, it'll highlight it.

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You have that little blue border there on the left side.

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It kind of highlights this and bold.

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It also puts the name of that title on the right hand side.

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You'll notice underneath that everything else is the same as far as the motion

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and notes, the voting text and all that stuff here.

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But this stuff just kind of shows you what's the current item.

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What are we working on right now?

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You do have the ability to edit item.

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We'll talk about that in a little bit.

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But I wanted to show you that little mark right there.

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Each of these sections, each of these items has the same look and feel

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on the right as far as the motion text, the motion two motion result.

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You also have a notes tap here.

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So if you want to take notes on anything,

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thing, whether it be the section or an item, you have full ability to do that. No problem.

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So let's just say for call to order, you're probably not going to take a roll, um,

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let's take a roll call. You're probably not going to make a motion on that, but you might want

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to take notes. You could say, meaning, uh, as a call to order and five 30 with all members of

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minutes right. Now what you're doing is if you're doing this live like somebody's going to see

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what you're doing this is not published or anything like that it's just you here doing your thing.

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If you've been doing it a certain way for so long that you don't want to change it you want to just

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do it with your note pad or your laptop on the side you can always come back in later to peak and

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just transfer that information into here so you can have that be a document that we can create for you

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totally up to you. This field that we're in just like the motion text field is the same thing as

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you're building items in peak. If you're in an item it's got that rich text field

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different from the last time we talked about. So you can go in, you can change the

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styling of it if you want the size and shape and all that could stuff here. And you'll

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see that once you do take a note it'll have that little end on the left. You can't make it water

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but you can make it larger. It holds up to 50,000 characters which is a lot hopefully you don't

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need to type that much in there but if you do you can. You can always come back to this if you

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That's that path to

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public looks as

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much as you want to type in there or as little as you need.

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So you have the roll call here.

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We did the roll call up top so it's not going to really need to be done twice.

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If you want to take a motion, let's make a motion on that.

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You can always go ahead and make a motion and stuff like that.

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But typically not voting on roll call.

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A lot of times for the pledge, you might need some notes.

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You could say.

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Blurms

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Blurms

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Blurms

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And side, that shows you that there's a note there. You can come in here if you want to make this italicize and do that. That's fine. You can paste into here, but same thing applies. Don't go pasting pictures or charts or graphs or tables. It won't really work the way that you wanted to. This is a rich text field, not a word document.

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You can change the color if you like, but just know that when you do that, it'll print that way on your document. So if that's okay.

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and go forward. And you can take this to make it a little bit larger if you want. You can't make it water,

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but you can make it larger. It holds up to 50,000 characters, which is a lot hopefully you don't need to type that much in there,

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but if you do, you can. Okay. You can always come back to this if you want later on,

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and just add more notes to it. That's that pattern.

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That's

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public.

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Oops.

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Right.

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As much as you want to type in there or as little as you need.

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So you have the roll call here.

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We did the roll call up top.

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So it's not going to really need to be done twice.

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If you want to take a motion, let's make a motion on that.

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You can always go ahead and make a motion and stuff like that.

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But typically, we're not voting on roll call.

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A lot of times for the pledge, you might need some notes.

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You could say.

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Blanch.

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Let's see what I'm going to do.

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By the time I can't take it, maybe it's better.

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Right there.

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Whatever you want to do, just some test notes here.

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All good.

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Once you actually get down to items or sections that you like to vote on,

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you can click on that item.

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All right.

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And you'll have that motion text.

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So the motion text kind of is like,

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but it's not exactly like this is just a action.

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It might be exactly what you're looking for that to be.

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It's not going to carry across into this field, whoops.

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If you wanted to just type in there, you can or you can paste it.

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That's fine.

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Usually what we do, we're going to do the motion, we'll say emotion was made by whoever

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was that made the mover, a seconder, and then whatever the motion was, the motion to what?

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Approve, adopt, postpone, amend, and then whatever the motion to approve is, is usually

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whatever it's following that, it's the title of what we're looking to actually have the board

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do.

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Some places will put the, of the, to guess an action there.

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Some places will actually have the title there instead, you know, whatever you want to do.

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If you like to put a note after that as well, you can say, the council, the proves this, I, I, you know, this decision.

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Right? So it doesn't have the M and the end over here. That's okay.

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It's got it with the item itself.

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So if you click away and then come back to what later on,

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as long as you click on that motion, it'll bring you to that particular piece.

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It's kind of repetitive because we're just taking the motion there.

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So we're coming in, we're doing that motion to motion to approve motion to authorize.

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Motion to authorize this item as presented.

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Now, notice if you come over here, you have the mover or seconder button.

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If I try to just click on the s's and nose or anything like that,

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I won't let me do it.

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I have to at least put a mover in there.

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Once you put the mover in,

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You can save it and you can go ahead and put yes, it's for everybody else

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Who knows whatever you want to put there totally up to you, right? The second is not required, but you will not let you save a motion unless you at least put the move on now, okay?

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You can do that

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You get to say like a second

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It's say this item

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did pass

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But no second there

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All of this made, essentially made.

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Each place is different. There's no one set of rules, so each place is whatever you want to do.

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All sorts of each places, whatever you want to do, that's fine. Any questions so far? So I've got a bunch more to show you, but I want to make sure that this

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will make sense with the process, how we got to where we are,

224
00:15:27,180 --> 00:15:31,400
I know, problem. Let's have consent. We'll do that later. Let's go through.

225
00:15:32,100 --> 00:15:41,880
So we've seen in the drop-down here, the motion to authorize whatever it is here and the motion result. So where those come from?

226
00:15:41,880 --> 00:15:47,300
and we didn't really go with them in depth on the admin call as I wanted to save that for today.

227
00:15:47,780 --> 00:15:53,160
So in the admin section of peak, under minutes you'll have the motion two and motion results.

228
00:15:53,320 --> 00:15:56,600
Each of you will have that if you have the minutes enabled within your peak site.

229
00:15:56,880 --> 00:16:00,460
And here is where you kind of come in and add any motions that you need.

230
00:16:00,640 --> 00:16:05,000
We usually give you, it's like five or ten different ones that are typically the ones that we use like a

231
00:16:05,000 --> 00:16:11,120
or amend authorized confirm. Things like that, right? So if you're your primary board

232
00:16:11,120 --> 00:16:15,680
uses approved, but your secondary and third board use adopt, you can always

233
00:16:15,680 --> 00:16:20,900
come in and add new record, and you can say adopt. It'll all appear in the drop

234
00:16:20,900 --> 00:16:23,500
down, they can select any of them there. This way they have those abilities

235
00:16:23,500 --> 00:16:28,420
right there. If you don't want to leave it there, you can always go ahead and take it

236
00:16:29,640 --> 00:16:35,480
Now let's see, I don't know, yep, now a proof has been used so we shouldn't be able to

237
00:16:35,480 --> 00:16:35,940
delete it.

238
00:16:36,020 --> 00:16:36,800
Let's try.

239
00:16:37,780 --> 00:16:39,680
So we've got that little box that's great out.

240
00:16:39,980 --> 00:16:41,440
It's been used so you can't delete it.

241
00:16:41,520 --> 00:16:43,480
You can rename it if you want.

242
00:16:43,840 --> 00:16:47,320
Something like that, but you can't delete it because it's been tied to a specific item.

243
00:16:47,640 --> 00:16:51,160
It's kind of for your protection, but you can add as many of these as you want.

244
00:16:51,480 --> 00:16:52,500
Same thing with the results.

245
00:16:53,500 --> 00:16:57,460
A lot of different ways to say, no, you can say fail, retracted, denied, right?

246
00:16:57,460 --> 00:17:00,700
you can do pass, you can do carried, you want to do adopted.

247
00:17:02,780 --> 00:17:04,040
That's fine too. A lot of places

248
00:17:04,040 --> 00:17:10,040
will have a true consent calendar and they want to have that vote, whether making a motion,

249
00:17:10,180 --> 00:17:11,540
motion to approve,

250
00:17:14,740 --> 00:17:15,680
it sends

251
00:17:17,690 --> 00:17:21,850
the gen bus, gen calendar, whatever you want to call it. So once you put

252
00:17:21,850 --> 00:17:29,060
them in here, if you go back to the minutes here for that particular meeting and get in there,

253
00:17:30,600 --> 00:17:35,560
If I wanted to go in for new business item five day, I can select any of those other options

254
00:17:35,560 --> 00:17:40,560
that we just added. Let's see. We can send the agenda. One thing you'll notice is kind

255
00:17:40,560 --> 00:17:44,740
of annoying, but hopefully it's not going to be that big of a deal. These items are not listed

256
00:17:44,740 --> 00:17:50,040
out, but at least order there's no way to sort them. You can type in whatever you want to find it.

257
00:17:50,040 --> 00:17:59,040
If it's in there, you can use it, but you can't add anything here on the floor. You'd have to

258
00:18:00,340 --> 00:18:05,280
If you put something all foreign to save it, if you want to clear that boat, you can clear it as well.

259
00:18:05,600 --> 00:18:08,140
It's just going to take away all the options on the right-hand side.

260
00:18:08,260 --> 00:18:11,880
It won't clear your notes or your motion or anything like that.

261
00:18:12,080 --> 00:18:17,210
You can always come back in and select a different mover seconder if you like.

262
00:18:17,590 --> 00:18:18,390
Let me say it down to it.

263
00:18:18,610 --> 00:18:20,670
I don't find it.

264
00:18:27,450 --> 00:18:28,730
I don't find it.

265
00:18:28,730 --> 00:18:29,770
I don't find it.

266
00:18:31,180 --> 00:18:32,220
What was it down to?

267
00:18:35,330 --> 00:18:49,890
Pretty straightforward. You do have the ability here if you see it up top. You have the ability to delete this item, which I'm not a big fan of doing that because if you do that, it basically have to republish your agenda to get that section back, which is not good.

268
00:18:50,250 --> 00:18:57,830
You can also create a new motion. So does anybody ever have it on their meetings where an item is a motion was made to approve, but then they make a motion to amend.

269
00:18:57,830 --> 00:19:04,430
And they have to finish that motion before they can go back in and complete the first motion or the most if you just have one and done's

270
00:19:24,970 --> 00:19:27,030
one and done could for you, Liam. That's awesome.

271
00:19:28,470 --> 00:19:36,550
If you ever needed to have an additional motion made to the same item, we can always go to that one here and you can just click the new motion button.

272
00:19:37,650 --> 00:19:41,710
And what it's going to do is just give you an option to make another motion. So if you want to make a motion to amend.

273
00:19:43,960 --> 00:19:48,100
on one after the other. Yep, that's mine. You got it. So we do a

274
00:19:48,100 --> 00:19:52,980
motion motion to amend item as discussed.

275
00:19:55,400 --> 00:19:56,300
Maybe it's a different

276
00:19:56,300 --> 00:19:59,840
mover, different seconder. You can say this one.

277
00:20:00,000 --> 00:20:20,990
Carried, whatever you want to call it. Now, we're making the motion on 5A. If I go to the notes tab, it's only going to keep me with that one note box. If you want to come in and say that, it's say after it had an amended two votes on one item.

278
00:20:24,770 --> 00:20:27,210
Let's go one note for you.

279
00:20:31,880 --> 00:20:34,640
Besides, you can come back in later if you need to and add as much notes.

280
00:20:35,660 --> 00:20:39,500
As you like, if you want it to delete one of these motions, you have that X button there.

281
00:20:39,640 --> 00:20:41,400
Think of that X as delete button.

282
00:20:41,680 --> 00:20:43,580
Or you sure you want it deleted. It's not going to delete.

283
00:20:43,860 --> 00:20:45,280
The other motion, it's just deleting that one.

284
00:20:46,160 --> 00:20:47,160
So if you do that, you can.

285
00:20:47,300 --> 00:20:50,280
It'll still have the notes there and the motion that was made.

286
00:20:51,000 --> 00:20:52,760
So if you want to do that, and you can say, well, no.

287
00:20:55,600 --> 00:20:57,260
Go back to the way it was. Two minutes ago.

288
00:20:58,560 --> 00:21:08,740
So you do have that ability here to make more motions in that, excuse me, let's go back in here and let's say, let's close this, yep.

289
00:21:09,480 --> 00:21:13,260
A lot of places would like to have the suggested action show up in here.

290
00:21:13,800 --> 00:21:16,980
I wouldn't mind seeing that, but it's just not a current feature in peak.

291
00:21:17,300 --> 00:21:20,620
Maybe it will be, but right now, we have to kind of get that in a new reason.

292
00:21:21,560 --> 00:21:26,080
The motion text is not uniform to other places, so it's not like it's always going to be the suggested action.

293
00:21:26,080 --> 00:21:33,080
It could be one of several things that they want to populate there, so they don't want to take a chance and just put the wrong thing and have to make any changes for yourself.

294
00:21:36,360 --> 00:21:37,080
Authorize these.

295
00:21:37,800 --> 00:21:39,960
And that's.

296
00:21:40,180 --> 00:21:41,500
All right.

297
00:21:46,170 --> 00:21:47,510
Move over.

298
00:21:47,570 --> 00:21:48,150
Second area.

299
00:21:48,430 --> 00:21:49,670
We can put an abstention there.

300
00:21:50,170 --> 00:21:54,370
Now, when you're generating your minutes depending on how the temple was set up, if you gave specific instructions,

301
00:21:54,370 --> 00:21:59,990
It might only show the essence in nose, it might not show the abstentions or absentees.

302
00:22:00,410 --> 00:22:09,870
But if you want them to show all of those results like a snow, we can always make a change to your template to have that information show up on the document when it comes out.

303
00:22:10,990 --> 00:22:14,990
What's nice is even though the template might not have everything that you need, it has pretty much everything to start.

304
00:22:15,090 --> 00:22:17,950
We can always come in and amend it or change it.

305
00:22:18,110 --> 00:22:23,310
The template to not set and stone, we can always kind of come in and change things around if you need to.

306
00:22:23,310 --> 00:22:28,590
problem. All right. Let's go through how to add a new item. If we wanted to click on this section

307
00:22:28,990 --> 00:22:34,210
here, we can add an item. All right. So you're giving it a new item. You can say, we'll call it

308
00:22:34,210 --> 00:22:39,690
item, pick the section that you wanted to go to, and then notice extra if you want to put that in

309
00:22:39,690 --> 00:22:45,630
great. Now notice when you do that, it's not going to give it a number like 5D or anything like that.

310
00:22:45,670 --> 00:22:50,070
It's unfortunate, but that's just the way it is. Also, if we go back to the agenda and peak,

311
00:22:52,450 --> 00:22:57,090
It's not going to show that item here that item lives on the minutes.

312
00:22:57,710 --> 00:23:01,990
If I go to the items tab and try to find something for this item,

313
00:23:03,110 --> 00:23:04,730
it's okay to proceed.

314
00:23:05,950 --> 00:23:06,750
You can get rid of that.

315
00:23:06,750 --> 00:23:07,970
Underline give me one second.

316
00:23:11,010 --> 00:23:11,590
All right.

317
00:23:12,030 --> 00:23:13,150
To the motion was adopted.

318
00:23:14,090 --> 00:23:14,590
Himbo.

319
00:23:15,230 --> 00:23:16,710
You can say in the notes.

320
00:23:18,610 --> 00:23:20,530
The item was introduced by

321
00:23:22,580 --> 00:23:23,500
the city manager.

322
00:23:25,440 --> 00:23:26,120
That would be

323
00:23:34,210 --> 00:23:36,910
great. Cool.

324
00:23:38,670 --> 00:23:39,930
We'll have that motion as well.

325
00:23:40,110 --> 00:23:40,570
Just click on that.

326
00:23:40,750 --> 00:23:42,210
It'll show you what you're doing here.

327
00:23:42,710 --> 00:23:43,470
A couple more items to show you.

328
00:23:43,570 --> 00:23:44,410
I want to show you consent.

329
00:23:44,670 --> 00:23:47,350
So with consent, do you guys all have consent?

330
00:23:47,610 --> 00:23:48,590
Like where you just take one vote.

331
00:23:49,670 --> 00:23:50,950
And then every item gets that same vote.

332
00:23:51,070 --> 00:23:52,030
Or do you vote for one of them individually?

333
00:23:52,390 --> 00:23:53,210
Has it yours work?

334
00:24:11,280 --> 00:24:12,060
So Liam says individually.

335
00:24:12,360 --> 00:24:13,120
That's fine.

336
00:24:13,360 --> 00:24:14,020
How about you, Keith?

337
00:24:14,020 --> 00:24:16,400
You guys do any kind of a consent agenda or consent calendar?

338
00:24:16,660 --> 00:24:18,680
Where there's one vote for all the eight or ten items

339
00:24:18,680 --> 00:24:19,820
that are under it?

340
00:25:00,000 --> 00:25:12,340
Make that second their motion. With consent, there's a couple different ways to do it. So typically the most places we'll do is the vote on the section itself. So that will just give you the result and then each other items, which doesn't be listed out underneath.

341
00:25:14,080 --> 00:25:18,140
So for that, we'll make a motion here to adopt or approve the consent agenda.

342
00:25:18,140 --> 00:25:28,620
And we'll just say, doubt it, right, make it say E cent,

343
00:25:31,070 --> 00:25:31,670
as a

344
00:25:33,880 --> 00:25:35,520
whole, right.

345
00:25:36,880 --> 00:25:36,900
Right.

346
00:25:36,940 --> 00:25:40,940
So you'll see the section title if there's any notes tip of that, I'll show up right underneath it.

347
00:25:41,140 --> 00:25:44,120
And then any action that was taken will be listed out with that motion sentence.

348
00:25:44,300 --> 00:25:46,260
And we'll see how it looks in a little bit.

349
00:25:46,360 --> 00:25:48,720
Once we generate these minutes to show you how that sentence comes out.

350
00:25:48,740 --> 00:25:51,800
Like I said, the way that the minutes are created,

351
00:25:52,500 --> 00:25:58,980
There's a lot of flexibility with how that template can read out, so just give us some feedback when you're doing this.

352
00:25:58,980 --> 00:26:04,340
On your side, let us know we can always go in and kind of make it as close as possible if not perfect to what you want now.

353
00:26:05,280 --> 00:26:11,240
So we're doing that with the motion and the vote here on the section, but each of the items are not going to show anything.

354
00:26:11,420 --> 00:26:13,880
So you're going to have the name and title and stuff like that.

355
00:26:14,340 --> 00:26:17,400
What some places will do instead, and this is another option as well.

356
00:26:17,400 --> 00:26:22,500
you both right, you can make that motion on a specific item.

357
00:26:23,120 --> 00:26:27,200
I'm going to move it to approve and I'll put here item 8.

358
00:26:28,700 --> 00:26:32,760
Okay, right, let's do that.

359
00:26:33,020 --> 00:26:34,040
Let's just say it's opted.

360
00:26:35,260 --> 00:26:36,820
Let's just say that's item.

361
00:26:42,530 --> 00:26:42,570
All right.

362
00:26:43,270 --> 00:26:45,590
Now once you actually make the motion on an item,

363
00:26:45,630 --> 00:26:48,110
and if there's more than one item in that same section,

364
00:26:48,510 --> 00:26:50,590
you'll have the ability to click on this button.

365
00:26:50,590 --> 00:26:52,770
Let's just go ahead and clear this here.

366
00:26:56,360 --> 00:26:59,040
Oh, I'll go ahead and say, let's go back and do this.

367
00:26:59,740 --> 00:27:02,160
Put the mover in, seconder.

368
00:27:02,420 --> 00:27:05,000
And yes, once you've actually saved it,

369
00:27:05,280 --> 00:27:07,880
you can click this button and it'll show you all the other items

370
00:27:07,880 --> 00:27:09,080
in that same section.

371
00:27:09,600 --> 00:27:11,980
So we have items 8b, c, and d.

372
00:27:12,360 --> 00:27:15,280
If you'd like to apply that same motion in all the results

373
00:27:15,280 --> 00:27:16,820
that go along with it to each of the three items,

374
00:27:16,960 --> 00:27:17,920
you can do that.

375
00:27:18,120 --> 00:27:21,020
Let's just say, item 8d was getting pulled from consent.

376
00:27:21,020 --> 00:27:25,020
We can maybe not put that vote there and do that.

377
00:27:26,380 --> 00:27:31,480
So now ADA, ADA, ADB and ADC will all have the same information there.

378
00:27:32,020 --> 00:27:36,300
If I click on it, and I did it kind of purposely for this.

379
00:27:36,420 --> 00:27:41,120
So if you click on ADB, it says ADA, same thing for ADC.

380
00:27:41,340 --> 00:27:44,980
So you'd want to change that verbally, it should just that one.

381
00:27:45,880 --> 00:27:46,580
And this one,

382
00:27:49,050 --> 00:27:50,810
and I also did put a note in there, right?

383
00:27:50,810 --> 00:28:03,220
that note on 8A will not come across to 8B in C, so you'll have the ability to come in and enter in different notes,

384
00:28:03,980 --> 00:28:04,840
or each item,

385
00:28:08,270 --> 00:28:08,450
all right.

386
00:28:10,810 --> 00:28:13,770
So now with the items themselves, like we'll mention one of the

387
00:28:13,770 --> 00:28:19,730
one of the poll a day, right? If I'm in a section in peak, I can click on the item and I can drag it,

388
00:28:19,810 --> 00:28:24,890
but it will not let me put it somewhere else in as hard of the section. If you wanted to for whatever

389
00:28:24,890 --> 00:28:29,670
and put it above a certain item, you could in the same section, but it won't move outside

390
00:28:29,670 --> 00:28:30,250
of the section.

391
00:28:30,410 --> 00:28:31,990
That'll come into play later on.

392
00:28:32,230 --> 00:28:37,450
If you needed to do that, we would do that outside of peak by clicking on the download button,

393
00:28:37,850 --> 00:28:40,950
downloading it in Word and just moving that from one section to the next.

394
00:28:41,530 --> 00:28:44,530
If you just take a note in that particular piece when you're done, you can kind of use

395
00:28:44,530 --> 00:28:47,570
that as your guide to get you from one place to the next.

396
00:28:48,870 --> 00:28:53,770
If you wanted to move a section, you can do that, not sure if you'd want to do that, but

397
00:28:53,770 --> 00:28:59,110
If you wanted to, you can, you just can't move items out of a section and to another section.

398
00:29:00,730 --> 00:29:03,270
You can't delete, hold on.

399
00:29:03,830 --> 00:29:05,710
You're not able to delete sections.

400
00:29:06,030 --> 00:29:08,550
You can delete items, you can either delete sections.

401
00:29:08,890 --> 00:29:10,130
That's coming straight from peak.

402
00:29:10,910 --> 00:29:15,870
Even though we probably don't need a revised section, that's just because we did that last week

403
00:29:15,870 --> 00:29:20,350
with the agenda to show one of the three ways to kind of show a revised or amended agenda.

404
00:29:22,230 --> 00:29:23,670
Okay, there's no way to delete that.

405
00:29:23,810 --> 00:29:25,330
When you, if you wanted to delete this,

406
00:29:25,390 --> 00:29:27,190
you would have to basically generate it in Word

407
00:29:27,190 --> 00:29:30,590
and then just remove that section from the minutes

408
00:29:30,590 --> 00:29:32,690
and then just save it and post that.

409
00:29:32,710 --> 00:29:34,970
I'll show you how to get that a little bit, all right?

410
00:29:36,830 --> 00:29:38,430
Public comment, if you had some public comment,

411
00:29:38,430 --> 00:29:40,190
you can put in the notes here.

412
00:29:41,490 --> 00:29:45,030
There were about a seven.

413
00:29:46,490 --> 00:29:57,570
Sites us, we can speak and reading, put as much as you want in there, or as little, whatever you need, right?

414
00:29:58,850 --> 00:29:59,390
All good.

415
00:30:00,000 --> 00:30:04,080
Another question here. So let's just say the meeting's ending and we'll get ready to leave.

416
00:30:04,560 --> 00:30:08,680
Do most of you have to make a physical motion to adjourn or the as the meeting's starting to break down.

417
00:30:08,680 --> 00:30:12,860
People have to start folding up the chairs and start packing up or how does that work?

418
00:30:20,810 --> 00:30:21,890
Motion to adjourn, perfect.

419
00:30:22,890 --> 00:30:23,490
How about you, Liam?

420
00:30:27,030 --> 00:30:27,910
Excellent. Good for you.

421
00:30:28,670 --> 00:30:36,450
So with that, typically there is a motion already in the system to adjourn if not. That's a good one to add.

422
00:30:37,230 --> 00:30:40,770
Let's see, yep, so we have it there, so once you have it there, you're good to go.

423
00:30:41,190 --> 00:30:42,530
Let's click out here.

424
00:30:43,930 --> 00:30:47,390
If you click on here, make a motion to adjourn.

425
00:30:48,010 --> 00:30:49,310
All right, adjourn.

426
00:30:49,950 --> 00:30:50,290
Meaning.

427
00:30:53,330 --> 00:30:54,050
That's six.

428
00:30:55,550 --> 00:30:55,830
45.

429
00:30:56,270 --> 00:30:57,010
Yeah, right.

430
00:30:58,270 --> 00:30:58,770
Move her.

431
00:30:59,510 --> 00:30:59,870
Seconder.

432
00:31:00,190 --> 00:31:01,570
I'm pretty sure nobody's going to say no.

433
00:31:02,010 --> 00:31:03,970
And you can just say adopted and great.

434
00:31:03,970 --> 00:31:08,510
Now, if you didn't need to make a physical motion, you also have that notes field there.

435
00:31:08,510 --> 00:31:13,850
You can say something like, uh, let's do this, with their being,

436
00:31:17,710 --> 00:31:17,710
this,

437
00:31:21,520 --> 00:31:22,780
we can take this close,

438
00:31:25,480 --> 00:31:27,600
and I'll say a prank, something like that.

439
00:31:29,020 --> 00:31:31,900
Let's just make this a tell of size just so it stands out what we're trying to do.

440
00:31:32,020 --> 00:31:33,960
So now, at this point, we've done a decent amount of work.

441
00:31:34,020 --> 00:31:37,680
We've taken some moral call, we've taken some motion of votes, and stuff like that, we move things

442
00:31:37,680 --> 00:31:40,640
around, even did a little consent, all right?

443
00:31:40,640 --> 00:31:43,840
Once you've done that, then we want to download the minutes here.

444
00:31:43,940 --> 00:31:46,560
So when you're downloading the minutes, you're going to get a summary version of the minutes,

445
00:31:46,680 --> 00:31:49,740
so it's not going to give you that packet with attachments and cover pages.

446
00:31:49,940 --> 00:31:51,760
It's going to give you just the basic information here.

447
00:31:52,140 --> 00:31:53,460
You have three options.

448
00:31:53,880 --> 00:31:55,780
So usually PDF is the finished product there,

449
00:31:56,920 --> 00:31:59,640
but let's show you a couple different things that happen here.

450
00:32:01,000 --> 00:32:02,300
Once that's done, I'll do Word.

451
00:32:08,380 --> 00:32:11,720
So unlike the agenda where I usually recommend not doing the agenda in Word,

452
00:32:11,800 --> 00:32:13,520
because it doesn't really help you at all.

453
00:32:13,520 --> 00:32:19,600
The word, the minutes and word actually might be something that you'll do, maybe on a regular base, but it might be something you need to do.

454
00:32:19,860 --> 00:32:22,360
Everyone wants to want it to make sure that it looks the way that you want it to look, right?

455
00:32:23,820 --> 00:32:27,360
Alright, so PDF, like I said, is usually what we're going to put on the web here. Let's make this larger.

456
00:32:30,200 --> 00:32:36,260
Alright, so we're just going to come in with the logo here if you have one, the name of the document, the date and time.

457
00:32:36,860 --> 00:32:43,100
Here's the status present in the same sphere. There's nobody absent and also an attendance is pulls in that note, right?

458
00:32:43,100 --> 00:32:49,900
Now we have that description field, if you remember from last week, not here, but here.

459
00:32:52,520 --> 00:32:54,060
So we have that description field.

460
00:32:54,100 --> 00:32:57,920
That's coming across usually on the agenda, and if you wanted to use it in the minutes

461
00:32:57,920 --> 00:33:01,700
as well, which might be helpful that will come back to why we can change that later

462
00:33:02,160 --> 00:33:02,560
to.

463
00:33:02,800 --> 00:33:07,540
Pulls it all the sections, and then we had the note that we changed the way that my

464
00:33:07,540 --> 00:33:12,460
talons and red roll call taken by Clark, here's the note for that.

465
00:33:12,460 --> 00:33:15,480
So the items that we have here, this is just going to show the

466
00:33:16,320 --> 00:33:18,100
Let's see the node for a

467
00:33:19,100 --> 00:33:21,100
Just close this

468
00:33:29,070 --> 00:33:29,530
right

469
00:33:31,450 --> 00:33:33,350
Let's see here

470
00:33:33,350 --> 00:33:39,130
Okay, no, it looks like some of it's done. Alright, so let's take a look before bait up for everybody. Yeah, move by

471
00:33:39,850 --> 00:33:44,070
So it's pulling in the mover pulling in the seconder and then to approve

472
00:33:45,110 --> 00:33:47,770
So approve is the motion to

473
00:33:48,870 --> 00:33:55,890
Whatever you have in that motion text field here is going to come across as part of that sentence.

474
00:33:57,430 --> 00:33:57,490
Right.

475
00:33:59,250 --> 00:34:00,770
So we have that whole piece right there.

476
00:34:02,150 --> 00:34:07,270
And then it will have the tally, five to one, five and one right there.

477
00:34:07,850 --> 00:34:11,630
And then it will show the names of your attendees that voted for.

478
00:34:11,930 --> 00:34:14,070
And again, let's try to change this quick.

479
00:34:14,070 --> 00:34:21,890
So let's put one here as an abstention, and one is absolutely, let's see if that does anything here.

480
00:34:22,330 --> 00:34:22,630
All right.

481
00:34:26,160 --> 00:34:32,960
Besides, as you can generate your minutes as many times as you like and not printing anything you're just kind of going through and making a new copy of it.

482
00:34:34,750 --> 00:34:37,910
All right, so it looks like on my template, at least that's okay.

483
00:34:38,570 --> 00:34:43,450
We're just pulling in the S's and those. We're not pulling in the abstentions or the absentees or anything like that.

484
00:34:43,690 --> 00:34:47,970
If you said, if you did want that, we can always put more than just those two that are there.

485
00:34:47,970 --> 00:34:52,510
Some places even have it set up if it's a unanimous vote, they don't want to pull the names of the motion.

486
00:34:53,110 --> 00:34:58,090
Yes, there are no, they just want to say that it's approved. That's fine. Sometimes less is more. That's okay.

487
00:35:00,000 --> 00:35:08,840
So what we're putting in the item title here, and then it's putting in the same number for that particular piece. It should be to me a little bit more tight together, but that's okay.

488
00:35:10,080 --> 00:35:16,280
For the other items here, it'll show a cross that way, the mover, seconder, yes, and those and all that could stuff here.

489
00:35:16,900 --> 00:35:29,980
And if you didn't want to have the, this is just going to show your notes. Sometimes you'll have that, this is just an action. I mentioned to you on the agenda call, that this is just an action typically will show on your agenda as your menu.

490
00:35:30,000 --> 00:35:34,860
and your cover page. Some places don't like that because it's shows and it's similar to the

491
00:35:34,860 --> 00:35:39,260
motion text. I don't want to confuse the audience there so we can always take that out.

492
00:35:39,820 --> 00:35:41,120
So this is 5c.

493
00:35:43,920 --> 00:35:46,640
So 5c, let's get here.

494
00:35:52,290 --> 00:35:54,450
5c didn't get a vote and it doesn't have anything here.

495
00:35:55,950 --> 00:36:00,050
So it shows, recommend this as approved and where that's coming from,

496
00:36:02,010 --> 00:36:06,930
is a suggested action from 5c. Let's take a look, just to get from.

497
00:36:11,650 --> 00:36:12,590
So that's why sometimes

498
00:36:12,590 --> 00:36:16,990
seeing that here, you'd think it would be a part of the motion text, but it's not. So if you

499
00:36:16,990 --> 00:36:24,330
don't want that there, let us know, we're going to always take it out. For a consent, we did it. The

500
00:36:24,330 --> 00:36:29,070
note was right here, and then we have the motion text up top here, and in each of the items

501
00:36:29,070 --> 00:36:34,050
got their own piece, right? So AD was the one that we wanted to move. We'll do that later on in

502
00:36:34,050 --> 00:36:38,870
word. But it shows just nothing that is nothing they're showing every day. We didn't vote on that.

503
00:36:38,910 --> 00:36:44,870
But the other ones are showing the votes the same way. You can just have that one right there. And then

504
00:36:44,870 --> 00:36:50,390
for a German, if you didn't take the motion, you would just have the note. But if you want to put the

505
00:36:50,390 --> 00:36:56,730
note and the motion, you have that ability as well. Right, putting up a stain. There you go. Cool.

506
00:36:56,730 --> 00:37:02,230
And then we did download the minutes in HTML.

507
00:37:04,770 --> 00:37:08,470
Sometimes, as nice in HTML, because it's a different kind of language there.

508
00:37:08,950 --> 00:37:13,410
The templates not built to generate in HTML, it's built to generate in Word of PDF.

509
00:37:14,350 --> 00:37:16,270
But if you want to put them out in HTML, let us know.

510
00:37:16,350 --> 00:37:20,470
We can have something done to your template to kind of accommodate that.

511
00:37:20,670 --> 00:37:22,210
Let's take a look in Word.

512
00:37:25,220 --> 00:37:30,720
Alright, notice my outlooks and dark mode, that's just what I have there that doesn't mean the yours is going to look like that.

513
00:37:31,160 --> 00:37:33,960
But most of the information is going to come across the same way.

514
00:37:35,480 --> 00:37:40,800
But if you wanted to get rid of some of the information here, if you wanted to get rid of, let's see,

515
00:37:41,500 --> 00:37:43,200
HD was going to be pulled, right?

516
00:37:45,690 --> 00:37:46,290
Maybe that.

517
00:37:48,010 --> 00:37:51,950
If you wanted to make another section here.

518
00:37:52,330 --> 00:37:53,510
Nope, not there on that.

519
00:37:56,850 --> 00:37:57,210
So

520
00:38:04,700 --> 00:38:06,420
you can always kind of play around with that.

521
00:38:06,540 --> 00:38:07,760
It's a word document at this point.

522
00:38:08,020 --> 00:38:12,020
You can just do what you need to do to that to make it look the way that you want.

523
00:38:12,680 --> 00:38:14,740
I work on the alignment and of course, the text.

524
00:38:14,920 --> 00:38:16,620
This is not the right font.

525
00:38:24,760 --> 00:38:26,140
You can make that bold.

526
00:38:27,640 --> 00:38:30,740
And what you can do also with this is now it's a word document.

527
00:38:32,760 --> 00:38:36,240
If you didn't want that text to show, you can get rid of that.

528
00:38:36,860 --> 00:38:45,140
If there's nobody there for absolute, you can also get rid of that as well and if you want to get rid of revised, you can do that as well.

529
00:38:45,900 --> 00:38:50,020
So what you can do now is save this document as a word document.

530
00:38:51,100 --> 00:38:51,740
minutes,

531
00:38:54,140 --> 00:39:00,860
set up a 24, fifth, revisions, okay? See that locally,

532
00:39:04,340 --> 00:39:06,640
all right? You can close

533
00:39:06,640 --> 00:39:12,860
on out. All right, so we come back into peak. Well, any questions on that so far? Any

534
00:39:12,860 --> 00:39:14,000
questions? Feeling okay?

535
00:39:20,330 --> 00:39:23,970
Do most of you publish your minutes right away and draft

536
00:39:23,970 --> 00:39:27,870
form or do you not publish them until they've been approved out of future meeting?

537
00:39:39,100 --> 00:39:45,740
Okay, good. We'll show you both. If you're ready to publish them right away, you can just click on the publish button here.

538
00:39:46,340 --> 00:39:51,800
We're going to put them if you hit generate automatically. It's going to take the minutes that you see right here and just generate it again.

539
00:39:52,540 --> 00:39:54,180
And we're going to publish it to the web, right?

540
00:39:56,740 --> 00:39:57,060
Okay.

541
00:39:59,370 --> 00:39:59,710
Now.

542
00:40:00,000 --> 00:40:23,410
Go back out to the web. This meeting still hasn't happened because July 24th is Wednesday. So you're not going to see that here. So what we need to do is get a little creative need to go into the details. This is something you won't have to do because I've received not going to do test meetings and fake when it's due real things. Let's put this to Friday. See if it.

543
00:40:23,410 --> 00:40:27,010
So if I come back out here, you're not going to see it there.

544
00:40:27,370 --> 00:40:29,010
It shouldn't, that's the cancel one.

545
00:40:29,350 --> 00:40:31,450
Down here, we'll see it.

546
00:40:31,450 --> 00:40:33,750
Here's the agenda that a agenda should have

547
00:40:33,750 --> 00:40:37,170
that revised text there that we left there and read, yep.

548
00:40:37,450 --> 00:40:40,610
And here are those minutes in PDF for it.

549
00:40:40,990 --> 00:40:43,210
It's not going to have the highlights in the underline

550
00:40:43,210 --> 00:40:44,470
or anything that we added to the thing.

551
00:40:44,470 --> 00:40:46,330
It's like that, that's fine.

552
00:40:46,370 --> 00:40:48,790
Now, if you needed to do that, say you had that document

553
00:40:50,250 --> 00:40:52,250
that you kind of customized it in peak

554
00:40:52,250 --> 00:40:55,330
and you pulled it out and made some changes to it and everything like that, you want to do that,

555
00:40:55,870 --> 00:40:57,230
you want to publish that document.

556
00:40:57,490 --> 00:41:03,040
So if you go to publish it, you can upload your own document that's going to confirm,

557
00:41:03,200 --> 00:41:03,520
I can confirm.

558
00:41:03,520 --> 00:41:06,700
It's going to bring you to a PDF because that's what we're looking for.

559
00:41:06,960 --> 00:41:11,680
If you want to just take that PDF that we just generated before and publish that instead,

560
00:41:11,680 --> 00:41:13,760
that's the same thing basically, but you could do that.

561
00:41:14,080 --> 00:41:18,160
Or if you have a different document, you can publish that instead.

562
00:41:18,320 --> 00:41:19,220
I hope not there, I don't know.

563
00:41:24,100 --> 00:41:25,900
Okay, so once you do that, it will refresh.

564
00:41:29,670 --> 00:41:30,870
This is for a different company.

565
00:41:31,090 --> 00:41:32,610
There you go, it's for my friends at MacLumberg.

566
00:41:33,170 --> 00:41:34,910
Yep. So you can do that if you want.

567
00:41:35,290 --> 00:41:36,910
And let's just say that you're doing your minutes.

568
00:41:37,090 --> 00:41:39,310
You have somebody that's not going to be using

569
00:41:39,310 --> 00:41:41,730
Pete, but they're a vendor that you use on the outside

570
00:41:41,730 --> 00:41:43,330
that does your minutes in transcript form.

571
00:41:43,330 --> 00:41:45,630
Whatever like that, you have the finished document.

572
00:41:45,770 --> 00:41:47,450
You can always come in and upload your own document.

573
00:41:47,490 --> 00:41:51,070
That's great. Let's just say you wanted to take that word document

574
00:41:51,070 --> 00:41:53,650
that we used and use that instead.

575
00:41:53,650 --> 00:41:57,070
All right. We wanted you that.

576
00:41:59,360 --> 00:42:01,840
If I take that document and I find it, I locate it,

577
00:42:01,860 --> 00:42:08,560
I go to publish it. Everything will be great, right? Oh, so we're getting that message there.

578
00:42:08,640 --> 00:42:12,740
And I did it on purpose. This is the message that you'll see. Even though we do have permission

579
00:42:12,740 --> 00:42:17,220
because we're admins, the system will never let you publish a word document. It just won't.

580
00:42:17,520 --> 00:42:23,260
Doesn't matter how high up you are on the food chain. You have to publish it in PDF or HTML,

581
00:42:23,260 --> 00:42:29,700
right? So let's go back in and what we would do then is take that word document that we just kind of

582
00:42:29,700 --> 00:42:36,700
customize together there. And once you're ready to publish it for the public to see, just change it to

583
00:42:36,700 --> 00:42:37,180
a PDF.

584
00:42:40,320 --> 00:42:40,840
All right.

585
00:42:43,780 --> 00:42:45,460
Let's do that. Let's test out.

586
00:42:47,560 --> 00:42:50,440
Take a couple of moments to change that document from word

587
00:42:50,440 --> 00:42:59,400
And the PDF, there you go, and that's the word document, that's the PDF, super deeper.

588
00:43:02,960 --> 00:43:05,360
We go back in and we publish that one instead.

589
00:43:18,040 --> 00:43:22,560
Now the document that's out there for the public to consume is the one that we kind of customize

590
00:43:22,560 --> 00:43:23,340
ourselves.

591
00:43:24,180 --> 00:43:28,780
Move things around, we add some tax, we remove some tax, maybe clean it up or whatever.

592
00:43:29,380 --> 00:43:35,460
We added that new, we pulled item 8c or 8d and put it to 11, right?

593
00:43:35,720 --> 00:43:38,120
We're number 10, we can move that over a little bit, play around, just kind of showing

594
00:43:38,120 --> 00:43:38,940
you how it works.

595
00:43:39,540 --> 00:43:40,580
But that sort of looks like, right?

596
00:43:41,200 --> 00:43:44,720
Now, I know you said, Liam, that you published it after it's been approved.

597
00:43:44,880 --> 00:43:49,420
So what you would do then is take that document and create a new item, right?

598
00:43:51,480 --> 00:43:54,440
Sometimes when you're in the minutes, if you go to create a new item, it doesn't

599
00:43:54,440 --> 00:43:56,020
I'll show you this in action.

600
00:43:56,320 --> 00:43:58,720
Just a little bug blue there.

601
00:43:59,120 --> 00:44:00,420
I'm just creating it again.

602
00:44:00,740 --> 00:44:01,060
And there you go.

603
00:44:01,180 --> 00:44:06,080
You could say minutes of seven, nineteen.

604
00:44:07,180 --> 00:44:07,560
Council.

605
00:44:13,510 --> 00:44:14,410
These minutes.

606
00:44:15,290 --> 00:44:18,670
Also a good idea if you're going to be using the approval of minutes.

607
00:44:19,070 --> 00:44:21,950
If you don't have an item type in your system labeled minutes,

608
00:44:22,150 --> 00:44:23,830
I recommend that you add that.

609
00:44:23,830 --> 00:44:27,170
Reason being is when you're going to do a report every two, three, six months or

610
00:44:27,170 --> 00:44:30,850
Once a year to see how many items that you've built in the system, how many sets of minutes

611
00:44:30,850 --> 00:44:31,350
have we had?

612
00:44:31,490 --> 00:44:34,730
If you have that item type, that's going to be an easy way to knock that list from a large

613
00:44:34,730 --> 00:44:36,730
number down to a smaller number.

614
00:44:37,350 --> 00:44:38,470
Just my opinion there.

615
00:44:38,650 --> 00:44:41,610
Let's pick here, all right.

616
00:44:42,450 --> 00:44:46,390
You could pick a meeting in the future that you want to add this on, maybe this is going to

617
00:44:46,390 --> 00:44:47,490
go to the July 31st.

618
00:44:47,530 --> 00:44:49,170
Maybe you have a section.

619
00:44:50,330 --> 00:44:51,750
Let's see if that's a canceling.

620
00:44:53,470 --> 00:44:57,190
Maybe you even have a section that says a approval of minutes if so you could put it there.

621
00:44:57,190 --> 00:44:59,970
And you can take that document, let's put it up.

622
00:45:01,520 --> 00:45:11,440
Now, if you wanted to attach that word document, you can, that's fine. You can also publish, uh, have the PDF. It's totally up to you, right?

623
00:45:12,780 --> 00:45:27,660
If you want to take that extension out at the end, if now for you, um, Liam, when it's after approval on a future meeting, so if you're putting that, uh, set of minutes on a future meeting, are those minutes available to the public to see at that agenda for the packet or not until they've been approved.

624
00:45:27,660 --> 00:45:30,320
Like, do you make them confidential or hidden from the public?

625
00:45:40,160 --> 00:45:40,820
Okay, great.

626
00:45:40,900 --> 00:45:44,760
So then if you're doing that, you can attach those minutes and just add them as confidential.

627
00:45:47,140 --> 00:45:51,220
And then once they've been approved, we can go through the agenda process or all that stuff.

628
00:45:51,540 --> 00:45:55,360
Once they've been approved, then you can come back into the meeting here for that meeting.

629
00:45:55,600 --> 00:45:57,000
The minutes for that meeting, excuse me.

630
00:45:58,240 --> 00:46:00,640
And published a version of the minutes that were approved.

631
00:46:01,500 --> 00:46:06,680
If you have those minutes that are actually signed, if you have them generated and you can pull them out,

632
00:46:06,680 --> 00:46:10,340
get somebody to sign them and if you have that scan it, save you can upload that document

633
00:46:10,340 --> 00:46:14,880
to have that show them the document of record there. That's fine too.

634
00:46:16,980 --> 00:46:18,340
This is the one that we want to show.

635
00:46:21,560 --> 00:46:23,980
Now just like the agenda, we did the other day,

636
00:46:24,160 --> 00:46:31,660
there are ways to go in. Let's put it back out there. The minister there, right? If you put the

637
00:46:31,660 --> 00:46:36,040
minutes out there by mistake, you publish them instead of generating them, you can always click on the

638
00:46:36,040 --> 00:46:42,360
button. It's is unpublished. That will simply take them down off the web. Does it mean you're deleting them?

639
00:46:42,500 --> 00:46:47,780
It just means they're not there. Right? I'll just go back and put them in there because I want to show them again.

640
00:46:53,800 --> 00:46:58,780
And just find the right one. Cool. Right?

641
00:47:02,210 --> 00:47:06,030
Now, if you put them up, you said you publish them right away, Keith.

642
00:47:06,330 --> 00:47:10,990
Those minutes in draft form and then they're they're approved or once they're done, they're done,

643
00:47:10,990 --> 00:47:13,150
not getting approved. How does that usually work?

644
00:47:30,700 --> 00:47:32,620
Now it just says draft minutes to be approved on

645
00:47:32,620 --> 00:47:41,720
731. If I wanted to publish those minutes and do that, it will replace the ones that are

646
00:47:41,720 --> 00:47:45,260
out there with the one that we just did together here.

647
00:47:49,550 --> 00:47:51,130
Just like that. In this way, if you come back

648
00:47:51,130 --> 00:47:55,890
in after they've been approved, you can always just go back into that meeting details and just

649
00:47:55,890 --> 00:48:00,710
remove the description text there and then download them again and publish them again. That's

650
00:48:00,710 --> 00:48:04,830
way to do it, right? It's what size you'll see. It would peek. It's not something that's a one size.

651
00:48:04,870 --> 00:48:09,110
It's all like you have to do it this way. You're doing it wrong. There are always ways to do

652
00:48:09,110 --> 00:48:13,370
it differently. It's just a matter of what's going to be the way that's best for you. So hopefully we can

653
00:48:13,370 --> 00:48:18,930
get you together on that confirmation there. Make it feel comfortable. All right. Once they've been

654
00:48:18,930 --> 00:48:21,710
approved, it's really kind of the last thing for the minutes, but I want to show you a few more

655
00:48:21,710 --> 00:48:27,770
things here. So these items here have been voted on. Some of them, some of them have not. Now,

656
00:48:27,770 --> 00:48:30,170
Let's go back to the Genesis 4B.

657
00:48:30,310 --> 00:48:33,090
Well, history of how the Adam is acted on in the item itself.

658
00:48:33,370 --> 00:48:35,870
It's only going to be showing you on that in the minutes.

659
00:48:36,430 --> 00:48:38,570
Right? Just one thing there.

660
00:48:39,170 --> 00:48:41,490
The one thing I do want to show you, though, in the minutes,

661
00:48:41,890 --> 00:48:43,590
actually, he's a question more for you.

662
00:48:44,230 --> 00:48:46,390
For most of you going to own the call, when you're doing the agenda,

663
00:48:46,550 --> 00:48:48,250
are you the one that's doing the agenda in minutes,

664
00:48:48,390 --> 00:48:51,370
or do you have a separate person for either of those documents?

665
00:49:01,580 --> 00:49:02,760
About you, Keith and team.

666
00:49:09,490 --> 00:49:11,490
Okay. So with that being said,

667
00:49:11,490 --> 00:49:41,250
Like we've done a decent amount of work in these minutes and everything like that and like say once you publish the agenda the minutes are able to be worked on so if you publish it again today on Monday the meetings not to Wednesday, but you know that there's a few things with the minutes that you always want to put in there because it's always going to happen and you're just trying to get ahead of the game right good for you if those two people are not the same people you want to make sure that they're communicating because if I come back in do all this minutes work here and put it together and if somebody comes back in to the agenda.

668
00:49:41,630 --> 00:49:45,130
And they're like, well, you know, the meeting, the agenda was published on Monday.

669
00:49:45,650 --> 00:49:48,510
It's happening Wednesday, but we just got a late item that's coming in.

670
00:49:48,550 --> 00:49:49,690
It's got to be added to the agenda.

671
00:49:50,090 --> 00:49:51,770
All right, so you go in, you add all that stuff here.

672
00:49:52,350 --> 00:49:55,430
If you just download the agenda again, that doesn't do anything.

673
00:49:55,710 --> 00:49:57,070
Everything's fine, it'll be good.

674
00:49:57,470 --> 00:49:59,850
But once you come back in here and do one of these two things.

675
00:50:00,000 --> 00:50:05,520
Local history of how the item is acted on in the item itself. It's only going to be showing you on that in the minutes.

676
00:50:06,340 --> 00:50:13,080
All right, just one thing there. The one thing I do want to show you, though, in the minutes, actually is a question more for you.

677
00:50:13,900 --> 00:50:21,060
For most of you going to own the call, when you're doing the agenda, are you the one that's doing the agenda end minutes, or do you have a separate person for either of those documents?

678
00:50:31,240 --> 00:50:32,760
About you, Keith and team.

679
00:50:39,510 --> 00:50:43,610
Okay. So with that being said, like, we've done a decent amount of work in these minutes and everything like that.

680
00:50:43,610 --> 00:50:58,930
Like I said, once you publish the agenda, the minutes are able to be worked by, so if you publish it again the today on Monday, the meetings not to Wednesday, but you know that there's a few things with the minutes that you always want to put in there because it's always going to happen and you're just trying to get ahead of the game right good for you.

681
00:50:59,530 --> 00:51:09,250
If those two people are not the same people, you want to make sure that they're communicating because if I come back in do all this minutes work here and put it together and if somebody comes back in.

682
00:51:10,050 --> 00:51:14,790
to the agenda, and you're like, well, you know, the meeting agenda was published on Monday.

683
00:51:15,290 --> 00:51:19,370
It's happening Wednesday, but we just got a late item that's coming in. It's got to be added to the jump.

684
00:51:19,830 --> 00:51:21,490
All right, so you go in, you're able to let stuff here.

685
00:51:22,130 --> 00:51:25,110
If you just download the agenda again, that doesn't do anything.

686
00:51:25,370 --> 00:51:29,530
Everything's fine, it'll be good. But once you come back in here and do one of these two things.

687
00:51:29,650 --> 00:51:34,210
If you publish it again, or unpublish it, it's going to have some negative effects here.

688
00:51:34,210 --> 00:51:35,390
I'm sure what it means.

689
00:51:44,840 --> 00:51:51,200
So, the minister there, we never unpublished them, but just publishing them again or unpublished

690
00:51:51,200 --> 00:51:55,360
and then literally wipes out everything that was done in the minutes and peak, right?

691
00:51:55,760 --> 00:52:00,400
Doesn't wipe out the document, the document still exists, and it's usually good if you're

692
00:52:00,400 --> 00:52:03,960
downloading something to save it locally just to have that copy of it there and everything.

693
00:52:04,940 --> 00:52:07,140
So, if I come back out here and refresh,

694
00:52:10,660 --> 00:52:12,600
the minister's still there because we never actually

695
00:52:12,600 --> 00:52:13,940
unpublished those minutes, right?

696
00:52:14,360 --> 00:52:28,540
If we would have done that, that would have been what they kind of struggled, but it would have really put a damper on the minutes clerks day, because they put all that work into the minutes they had the document generated, but they didn't save it, and they didn't publish it or they published it and unpublished it.

697
00:52:29,080 --> 00:52:36,320
So because we never unpublished that document shows and it will always show. So if we come back here, let's do this. Let's go back to the agenda here.

698
00:52:39,320 --> 00:52:41,420
If we unpublished the agenda,

699
00:52:44,720 --> 00:52:48,520
It's going to take down the agenda, the minutes, and the packet.

700
00:52:49,180 --> 00:52:49,320
All right.

701
00:52:49,960 --> 00:52:54,800
Once we go back in and put either of those documents back out there, it'll also put the

702
00:52:54,800 --> 00:52:57,220
minutes back out there, because we never unpublish the minutes.

703
00:52:57,280 --> 00:53:01,140
It's important that if you're going to unpublish the minutes, make sure you have a copy of them

704
00:53:01,140 --> 00:53:05,320
saved locally, because if not, it could be a not fun conversation.

705
00:53:06,780 --> 00:53:08,380
Same minutes that were there.

706
00:53:08,380 --> 00:53:23,060
Okay, so the negative part about not having any history on the items in the items yourselves is kind of like, well, everything's happening. It's on the document. If it's all the document, then it happened. If it didn't happen, then it's not going to be there and it's at a big deal.

707
00:53:23,980 --> 00:53:28,200
But once it's been approved, once everything's here, that's where all the record of the item shows.

708
00:53:29,480 --> 00:53:38,600
So I just want to be careful. I mean, it's two different documents. It's two different templates. Yes, but either action is kind of controlled by the other, so it can have a negative effect.

709
00:53:39,020 --> 00:53:42,240
It's not going to do anything to the agenda clerk, is there put any agenda together and that's fine.

710
00:53:42,680 --> 00:53:49,260
It's really going to help hurt the minutes clerk because there could have to go ahead and do things differently or over it can possibly, which is not fun.

711
00:53:51,380 --> 00:53:56,200
Once you publish the minutes, usually you're going to get to make them final, that doesn't

712
00:53:56,200 --> 00:54:01,720
show anything else different to the, to the, to the, to the, to the staff, the status

713
00:54:01,720 --> 00:54:04,360
of the meeting is tied to the agenda.

714
00:54:04,620 --> 00:54:08,440
Not so much, the minutes, but the agenda.

715
00:54:09,780 --> 00:54:13,620
And if you go back to the minutes tab, the meeting tab, it'll show the minutes of final.

716
00:54:13,620 --> 00:54:17,720
You can always go back in there and

717
00:54:17,720 --> 00:54:24,260
Change anything about it rearrange it and save it and then publish it again. This is just more for internal rest keepinger, okay?

718
00:54:27,180 --> 00:54:28,940
Try to see what else I can show you here

719
00:54:30,220 --> 00:54:33,700
Let's see and if you go back in, all right, let's do this. So

720
00:54:36,520 --> 00:54:39,220
We never really yep, are we did okay? We did

721
00:54:40,680 --> 00:54:42,540
That's the minutes yep, this is agenda

722
00:54:43,500 --> 00:54:50,480
So once you generate the agenda again, it's going to show the minutes tab that description.

723
00:54:51,380 --> 00:54:53,540
So if you want to go ahead and take that out,

724
00:54:56,680 --> 00:54:58,060
you can always go back to the details.

725
00:55:00,660 --> 00:55:01,700
Let's see if we can go to that.

726
00:55:03,580 --> 00:55:10,120
Let's see if we can just generate again. Let me just try something else.

727
00:55:10,380 --> 00:55:11,200
I don't

728
00:55:13,630 --> 00:55:16,570
think we actually generated again, but I did pull in that description.

729
00:55:16,790 --> 00:55:17,650
Let's check something

730
00:55:26,870 --> 00:55:28,110
interesting.

731
00:55:28,870 --> 00:55:32,910
So we didn't actually regenerate the agenda. We just publish it again.

732
00:55:33,030 --> 00:55:36,510
So publishing it alone will pull in that description tab.

733
00:55:37,190 --> 00:55:39,470
If there's something there, and if there's nothing there, it'll take it out.

734
00:55:39,530 --> 00:55:41,070
That's good to know.

735
00:55:42,390 --> 00:55:43,930
But the minutes back to draft,

736
00:55:47,600 --> 00:55:50,080
we're not able to upload attachments to the minutes here.

737
00:55:50,280 --> 00:55:55,920
You can do all that at the agenda level or at the item level and then reprocess it and do the agenda again.

738
00:55:55,940 --> 00:55:58,480
Put the minutes together. That's pretty much it.

739
00:55:58,600 --> 00:56:00,840
You can't add new names here for the roll call.

740
00:56:01,300 --> 00:56:04,780
If you need to add them, you need to add them in admin and then what you generated again.

741
00:56:05,420 --> 00:56:08,800
The next thing we open up meeting. So if we go in here, let's do this.

742
00:56:08,860 --> 00:56:11,000
Let's create crazy. Let's go into city council.

743
00:56:13,270 --> 00:56:15,170
Let's add a new member, right?

744
00:56:20,350 --> 00:56:21,830
Let's pick some of this. I tell you, let's say a

745
00:56:21,830 --> 00:56:22,230
retoria.

746
00:56:25,930 --> 00:56:31,230
Okay. So if I go to this meeting, that's the cancel one. It's not good,

747
00:56:31,310 --> 00:56:33,970
hold on. Let's go to August.

748
00:56:37,000 --> 00:56:40,680
Right. So this one already has items. Let's check something.

749
00:56:40,800 --> 00:56:42,020
I wanted to show you something.

750
00:56:47,170 --> 00:56:48,210
I'll publish it.

751
00:56:58,370 --> 00:56:59,650
So her name is there. Right. But if I go

752
00:56:59,650 --> 00:57:04,380
back to the, to that 719,

753
00:57:07,230 --> 00:57:10,470
if I lead generated again, this is the one we're practicing, so we're

754
00:57:10,470 --> 00:57:12,330
going to wipe it out again, which is fine.

755
00:57:35,820 --> 00:57:38,220
It has to reach it, which is good. So you can't

756
00:57:38,220 --> 00:57:42,020
add them on the flop, but if you add them in admin, the next time you go back in and generate

757
00:57:42,440 --> 00:57:48,980
and then publish at agenda, it will have the new, uh, new attendee, therefore you to see. Um,

758
00:57:49,260 --> 00:57:54,000
as always with the help center, we should talk about that in every corner because it is cool tool here.

759
00:57:54,000 --> 00:57:55,740
There's a lot of stuff in there for peak.

760
00:57:56,140 --> 00:57:58,800
There's a whole section on minutes information.

761
00:58:01,580 --> 00:58:02,100
Find that.

762
00:58:02,420 --> 00:58:02,900
Yep, minutes.

763
00:58:04,180 --> 00:58:05,240
How to add motion results?

764
00:58:05,340 --> 00:58:06,520
How to add motion two?

765
00:58:06,700 --> 00:58:07,420
All those different things.

766
00:58:07,620 --> 00:58:08,780
Single motion, multiple motions.

767
00:58:09,520 --> 00:58:10,400
A lot of good stuff here.

768
00:58:10,680 --> 00:58:13,620
So you can always come in and take a look at that.

769
00:58:14,680 --> 00:58:16,040
We've got a lot of time left.

770
00:58:16,120 --> 00:58:18,600
But like I said, there's not more related to show you.

771
00:58:19,360 --> 00:58:20,940
So before we kind of ended it,

772
00:58:20,940 --> 00:58:21,880
anybody have any questions?

773
00:58:21,980 --> 00:58:24,220
Anything that doesn't make sense that you want to see again?

774
00:58:37,740 --> 00:58:44,300
there is a peak user guide. It's a long document. It's a couple of years old. I should outline everything there.

775
00:58:44,380 --> 00:58:51,720
But let's see in the minutes tab on peak. It'll show kind of how to take the minutes and roll call navigate through.

776
00:58:51,780 --> 00:58:58,080
I had to publish them from here. So it's kind of like that. You can take any of this stuff and and

777
00:58:58,080 --> 00:59:01,480
and download it. So like that. Peak user, good idea. Let me.

778
00:59:01,800 --> 00:59:04,100
Let me get that for you. Hold on a second.

779
00:59:04,880 --> 00:59:09,840
Let's see if I can add a document here. I will not. Let's see if I can add a document here.

780
00:59:09,840 --> 00:59:17,620
I'll give everyone a second. I have something here. I'll add it and see if you can use it.

781
00:59:29,830 --> 00:59:33,370
This user guide is a couple hundred pages.

782
00:59:33,990 --> 00:59:36,850
The logo is not the most recent one, but that's fine.

783
00:59:36,930 --> 00:59:38,170
But it's very welcome.

784
00:59:39,950 --> 00:59:43,370
the support site has pretty much everything that you would need kind of

785
00:59:43,370 --> 00:59:45,450
plus what we talked about here.

786
00:59:45,590 --> 00:59:48,530
There's something specific that you look for easily as your train or a project manager.

787
00:59:48,650 --> 00:59:52,310
They might have some how-to or some one sheet that will kind of walk you through it.

788
00:59:53,070 --> 00:59:55,590
The minutes were sized about it and peak are pretty straight forward.

789
00:59:56,170 --> 00:59:56,610
Just kind of come in.

790
00:59:56,610 --> 00:59:58,610
Everything from the agenda comes right across.

791
00:59:59,230 --> 00:59:59,970
No extra work is needed.

792
01:00:00,000 --> 01:00:07,900
User guard, a couple of hundred pages, like I said, the logo is not the most recent one, but that's fine. But it's got all, yeah, you're very welcome.

793
01:00:09,900 --> 01:00:14,880
The support site has pretty much everything that you would need, kind of plus what we talked about here.

794
01:00:15,200 --> 01:00:22,260
There's something specific that you look for usually as your train or a project manager, they might have some how to or some one sheets and a kind of walk you through it.

795
01:00:22,260 --> 01:00:24,940
The minutes which I said about it in peak are pretty straightforward.

796
01:00:25,840 --> 01:00:28,300
Just kind of comment everything from the agenda comes right across.

797
01:00:28,860 --> 01:00:29,860
No extra work is needed.

798
01:00:29,940 --> 01:00:33,320
You do it basically coming in and adding in the boats and motions and stuff like that.

799
01:00:33,440 --> 01:00:34,320
Notes and comments.

800
01:00:35,100 --> 01:00:39,540
And I want to say once you have that document put together a compiled,

801
01:00:40,540 --> 01:00:41,540
especially if you have in the word.

802
01:00:41,660 --> 01:00:44,580
Once it's in word, it's not a blind canvas, but you can do whatever you want to.

803
01:00:45,020 --> 01:00:48,540
When you're done, just take that finish completed board document,

804
01:00:48,680 --> 01:00:52,180
convert it to PDF and then pop it here and upload it right there.

805
01:00:52,180 --> 01:00:56,500
So definitely, and I'll show I know Liam asked him how to add board members.

806
01:00:56,700 --> 01:01:00,060
So Liam, if you're in admin, first thing, you would need to be in admin.

807
01:01:00,220 --> 01:01:01,120
Yes, they add them, right?

808
01:01:02,180 --> 01:01:05,800
So if they don't exist in your system, you need to add them as a people first.

809
01:01:05,880 --> 01:01:09,420
There's a person, let's just say, put you in their land.

810
01:01:10,320 --> 01:01:13,700
First name, last name, and then let's make sure I spelled that with the right word.

811
01:01:14,900 --> 01:01:15,820
And an email address.

812
01:01:15,820 --> 01:01:17,980
I'm not going to use a little, ill address of course.

813
01:01:19,140 --> 01:01:21,320
I don't want you to get in the hip with any spam here.

814
01:01:21,320 --> 01:01:33,020
Once you're in the system, as a person, just click on Meetings and meeting bodies, you can pick whatever board or boards that you want them to be on, go to the Members tab, and then click Ads.

815
01:01:33,020 --> 01:01:38,180
Let me see if I'll take Victoria out and I'll swap her out from my buddy, Liam here.

816
01:01:39,760 --> 01:01:46,360
You can give them a title or a roll. If you don't see the ones here that you'd like to use, you can also add another one in.

817
01:01:46,360 --> 01:01:57,360
Good friend here. Now, you want to make sure before you actually save this that you want to use that term because next time you come in other people can use it as well. So not that you're not a good friend.

818
01:01:57,360 --> 01:01:58,660
Most is put here.

819
01:02:01,100 --> 01:02:02,520
And that's it.

820
01:02:02,560 --> 01:02:05,540
Once they're there, they're a T take them off. They don't just go away.

821
01:02:06,020 --> 01:02:10,520
If you're using granicus for your boards and commissions, they'll be another app here called boards and commissions.

822
01:02:10,740 --> 01:02:14,220
It'll typically have the start and end date there in their term.

823
01:02:14,220 --> 01:02:19,620
What will happen is if you do enter somebody's final them sign a final their end term there the end date

824
01:02:20,620 --> 01:02:24,560
If you have somebody whose end date is July January 2020

825
01:02:24,560 --> 01:02:28,560
They're not going to show up on the future minutes because their end date has passed

826
01:02:29,060 --> 01:02:34,580
Right, so if you want to leave it blank leave it blank. You can put a start date here. Let's just say Liam doesn't start

827
01:02:35,120 --> 01:02:37,460
So that's there

828
01:02:37,460 --> 01:02:41,700
Doesn't start until August 1st. Right, so if I do a set of minutes on July 30

829
01:02:41,700 --> 01:02:47,120
his name is not going to show because he doesn't actually start as a board member until August 1st.

830
01:02:47,420 --> 01:02:48,580
You can do that.

831
01:02:48,920 --> 01:02:53,680
Well, once somebody's there if you want to take them off the board, you can do that as well.

832
01:02:54,180 --> 01:02:56,560
I'll have Aaron there twice, so there's two different terms.

833
01:02:57,200 --> 01:02:57,740
Let's take Greg.

834
01:02:57,860 --> 01:02:58,700
He's okay, right?

835
01:03:00,340 --> 01:03:03,480
One thing to note, I'm not sure if either of you guys are using boards and commissions.

836
01:03:03,640 --> 01:03:08,000
You don't want to get in the habit of deleting board members if you are using boards and commissions.

837
01:03:08,020 --> 01:03:08,700
I'll show you why.

838
01:03:08,700 --> 01:03:13,860
I'm not sure either of you using points of commissions for granted kiss or no. If you know,

839
01:03:21,650 --> 01:03:26,330
not at the moment. Yes, okay, so Liam for you, I did take somebody out, right?

840
01:03:27,010 --> 01:03:40,570
So once I delete them, so I have Glaber there and you see Glaber here, right? He's got appointments possibly. We can locate him there, right? If I come in and take him out

841
01:03:43,000 --> 01:03:44,920
and refresh his page.

842
01:03:45,460 --> 01:03:47,260
He won't show up on the boards.

843
01:03:48,720 --> 01:03:55,300
which is not good. Now, if he's in the system with this, let's go through and refresh.

844
01:03:57,410 --> 01:04:05,050
It's closer to this reset. Now, if I come in here. He's still on the board of appeals,

845
01:04:05,130 --> 01:04:10,630
which is good. He's still got one life left, but anything on city council is no longer going to show.

846
01:04:11,170 --> 01:04:14,730
All right, so you want to be careful with that. For something like that, what I would recommend

847
01:04:14,730 --> 01:04:18,770
that's where we use test sites. We're not using your own client sites here. But I would recommend

848
01:04:18,770 --> 01:04:24,910
instead, instead of deleting them is making them something besides active. That will take them

849
01:04:24,910 --> 01:04:29,050
off the roll call for the minutes. They will not let them show on votes and stuff like that,

850
01:04:29,050 --> 01:04:32,690
especially another voting member. But this way it's in a deleting them. Because you might have

851
01:04:32,690 --> 01:04:36,830
somebody's name here five times if they're serving five terms. We're just showing the start and

852
01:04:36,830 --> 01:04:42,110
end age for their terms. This way everything is nice and neat. Plus we go back here.

853
01:04:42,990 --> 01:04:48,070
We see that we have Aaron right there, but if we go to appointments, then type in that.

854
01:04:48,570 --> 01:04:50,830
It shows all the terms that he's got there.

855
01:04:51,210 --> 01:04:54,030
And it highlights their information and stuff like that.

856
01:04:54,610 --> 01:04:55,250
For either chart.