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

[0:00] All right, 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.
[0:30] notion, notions, emotions, votes, and things like that, and give you all the options available
[0:34] to do that within the peak system.
[0:37] There's everybody smiling back in me, that's, thank you very much, thank you.
[0:41] We are recording the session, each of you will get a copy of it later today, hold on,
[0:44] if that's the next slide.
[0:46] There we go.
[0:47] Hey, Liam.
[0:48] Perfect timing.
[0:49] Let's go back to that last slide there, so this is what we're going to do today in our peak
[0:52] session.
[0:53] We're going to access the minutes and peak, we're going to take roll call and confirm
[0:57] attendance. We will discuss how to add items to the minutes. I'm going to go through and
[1:03] go and have a cup of make motions notes and assign one vote to multiple items, same section
[1:08] only. We will generate those minutes to see how they look. We'll publish into the view page and
[1:13] show you how to unpublish as well. We'll create a new item and attach those minutes from future
[1:17] consideration. We'll also show you how to download those minutes and words if you want to take
[1:21] those out and make some manual edits. You have full control over how that document looks and just
[1:26] I'll put it later on as a PDF.
[1:29] Plenty of time for questions and answer.
[1:30] We have the chat feature open.
[1:31] If you have any questions along the way,
[1:33] just pop something in there.
[1:34] It's a lot easier that way to go through here.
[1:36] Any specific questions about your site setup
[1:38] or design?
[1:39] Just kind of keep that with between you and your project manager
[1:41] and trainer.
[1:43] They can give you that best answer for that.
[1:45] As I mentioned earlier,
[1:46] we are recording the session.
[1:47] Each of you will get a copy of this later today
[1:48] in your Media Manager site.
[1:51] Any questions?
[1:51] Like I said, feel free to hop in there.
[1:53] And this is a nice email about your site.
[1:55] Thank you for hanging out with me.
[1:56] on a Monday. All right, let's go through this.
[2:00] So can you guys see my screen okay?
[2:02] Do you mean that peak site a little bit bigger?
[2:04] What does that look okay?
[2:15] How about you Liam?
[2:17] Is that all right for you?
[2:17] You're going to make it bigger for you.
[2:23] What's all right?
[2:24] So we are here at our peak site.
[2:26] The meeting that we're going to use is the July 24 meeting.
[2:30] That agenda we published other day on our session.
[2:33] We have the agenda out there and the packet.
[2:36] Once you publish the agenda,
[2:38] you'll have the ability to see the minutes.
[2:39] So let's go through that process.
[2:40] Again, if we unpublish the agenda, the minutes come away, you're not going to also see
[2:46] the agenda and pack it out there either.
[2:48] So once you go through and publish the agenda, that starts the ability to access the
[2:53] minutes.
[2:54] That's important to realize there.
[2:57] Let's put the agenda packet there too.
[2:59] Hold on.
[3:02] All right.
[3:03] Hold on.
[3:05] It does tell you the last time that you publish the agenda, so if you're not sure, it will
[3:08] give you that reassurance there.
[3:09] 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.
[3:23] The minutes are right there. So you can get into that either way.
[3:27] 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.
[3:39] If you are streaming, I know we talked about this earlier,
[3:41] if you're streaming with us, you will not be doing your minutes here.
[3:44] You'll be doing them over here in media manager,
[3:46] but we're here now.
[3:48] So the 530 time is the time the meeting starts.
[3:50] That's right there.
[3:52] Let's refresh that page.
[3:53] There's the agenda packet.
[3:54] The end time doesn't matter for P clients only.
[3:56] It's just going to show that what the meeting's supposed to end.
[3:59] One thing to note about the end time, though,
[4:01] that is kind of important or it might be important to you.
[4:04] However, long of the duration is of the meeting
[4:06] is how long it'll stay up here.
[4:07] If you have a 530 meeting that's only going to be there for an hour at 630, this meeting drops off the top.
[4:14] And depending on if you're using the bottom piece right here, it'll put the event into the archives right down there below.
[4:21] If you are streaming like I talked about before you'll have that video component, this is a different piece of that puzzle.
[4:25] The things that show down here are only going to show once they've been made public as an archive.
[4:30] But I don't want to get your mixed up here. So let's just stay within peak.
[4:34] Underneath that, you'll see the ability to take a look.
[4:37] All right.
[5:01] 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.
[5:13] 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
[5:30] who's got to guess.
[5:38] Anybody?
[5:40] Okay, so on our first session under admin and meetings,
[5:45] the meeting bodies, once we have the details of the meeting there,
[5:49] that's important, but then the members is where that does name show up.
[5:52] So whatever names you see here are the ones that you'll see here.
[5:56] If they're a voting member, they'll show up there.
[5:59] If they're not, it'll still show, but they wouldn't have that voting member
[6:02] check point there to do that.
[6:05] As folks go through your boards and commissions, you can take them off or you can have them be a different status there.
[6:11] If there's not active, you can say that they resign or that they can turn completed or anything like that.
[6:16] 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.
[6:25] It'll show the name, it'll show their status as present or absent, you can choose either one of those two.
[6:29] need to. It's not a full, you know, more document or anything, but it will
[6:33] lie to take those notes. Once you've actually clicked on that, it'll show the status of
[6:37] present 70 for absent and you have some unsaved chains on the bottom. So let's click save.
[6:43] It's not going to save for you. So it's always good. If you see that, you have some unsaved
[6:46] changes to go ahead and just save it. Just so you don't get anything mixed up here.
[6:52] If you go back and let's just say for now, you want to make the city manager a voting member,
[6:56] It still says 7O to save it in peak during the agenda process here.
[7:04] Same outline, all the items, all the sections, and stuff like that.
[7:07] You won't see if an item is confidential, or if there's any attacks,
[7:10] which is going to show you the basic information.
[7:13] The sections and the items, and that's pretty much it, right?
[7:16] When you do click on a section or an item, it'll highlight it.
[7:18] You have that little blue border there on the left side.
[7:22] It kind of highlights this and bold.
[7:23] It also puts the name of that title on the right hand side.
[7:27] You'll notice underneath that everything else is the same as far as the motion
[7:30] and notes, the voting text and all that stuff here.
[7:33] But this stuff just kind of shows you what's the current item.
[7:35] What are we working on right now?
[7:37] You do have the ability to edit item.
[7:39] We'll talk about that in a little bit.
[7:40] But I wanted to show you that little mark right there.
[7:42] Each of these sections, each of these items has the same look and feel
[7:45] on the right as far as the motion text, the motion two motion result.
[7:48] You also have a notes tap here.
[7:50] So if you want to take notes on anything,
[7:51] thing, whether it be the section or an item, you have full ability to do that. No problem.
[7:58] So let's just say for call to order, you're probably not going to take a roll, um,
[8:02] let's take a roll call. You're probably not going to make a motion on that, but you might want
[8:05] to take notes. You could say, meaning, uh, as a call to order and five 30 with all members of
[8:16] minutes right. Now what you're doing is if you're doing this live like somebody's going to see
[8:21] what you're doing this is not published or anything like that it's just you here doing your thing.
[8:25] If you've been doing it a certain way for so long that you don't want to change it you want to just
[8:29] do it with your note pad or your laptop on the side you can always come back in later to peak and
[8:33] just transfer that information into here so you can have that be a document that we can create for you
[8:38] totally up to you. This field that we're in just like the motion text field is the same thing as
[8:43] you're building items in peak. If you're in an item it's got that rich text field
[8:48] different from the last time we talked about. So you can go in, you can change the
[8:52] styling of it if you want the size and shape and all that could stuff here. And you'll
[8:57] see that once you do take a note it'll have that little end on the left. You can't make it water
[9:01] but you can make it larger. It holds up to 50,000 characters which is a lot hopefully you don't
[9:06] need to type that much in there but if you do you can. You can always come back to this if you
[9:15] That's that path to
[9:19] public looks as
[9:30] much as you want to type in there or as little as you need.
[9:35] So you have the roll call here.
[9:36] We did the roll call up top so it's not going to really need to be done twice.
[9:40] If you want to take a motion, let's make a motion on that.
[9:42] You can always go ahead and make a motion and stuff like that.
[9:45] But typically not voting on roll call.
[9:48] A lot of times for the pledge, you might need some notes.
[9:50] You could say.
[9:52] Blurms
[9:55] Blurms
[9:56] Blurms
[10:00] 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.
[10:18] 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.
[10:25] and go forward. And you can take this to make it a little bit larger if you want. You can't make it water,
[10:31] 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,
[10:37] but if you do, you can. Okay. You can always come back to this if you want later on,
[10:42] and just add more notes to it. That's that pattern.
[10:46] That's
[10:48] public.
[10:50] Oops.
[10:51] Right.
[11:01] As much as you want to type in there or as little as you need.
[11:04] So you have the roll call here.
[11:06] We did the roll call up top.
[11:07] So it's not going to really need to be done twice.
[11:09] If you want to take a motion, let's make a motion on that.
[11:12] You can always go ahead and make a motion and stuff like that.
[11:15] But typically, we're not voting on roll call.
[11:17] A lot of times for the pledge, you might need some notes.
[11:19] You could say.
[11:22] Blanch.
[11:24] Let's see what I'm going to do.
[11:26] By the time I can't take it, maybe it's better.
[11:32] Right there.
[11:33] Whatever you want to do, just some test notes here.
[11:36] All good.
[11:38] Once you actually get down to items or sections that you like to vote on,
[11:41] you can click on that item.
[11:43] All right.
[11:44] And you'll have that motion text.
[11:46] So the motion text kind of is like,
[11:48] but it's not exactly like this is just a action.
[11:50] It might be exactly what you're looking for that to be.
[11:53] It's not going to carry across into this field, whoops.
[11:57] If you wanted to just type in there, you can or you can paste it.
[12:00] That's fine.
[12:02] Usually what we do, we're going to do the motion, we'll say emotion was made by whoever
[12:06] was that made the mover, a seconder, and then whatever the motion was, the motion to what?
[12:11] Approve, adopt, postpone, amend, and then whatever the motion to approve is, is usually
[12:16] whatever it's following that, it's the title of what we're looking to actually have the board
[12:19] do.
[12:20] Some places will put the, of the, to guess an action there.
[12:24] Some places will actually have the title there instead, you know, whatever you want to do.
[12:30] 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.
[12:48] Right? So it doesn't have the M and the end over here. That's okay.
[12:52] It's got it with the item itself.
[12:53] So if you click away and then come back to what later on,
[12:57] as long as you click on that motion, it'll bring you to that particular piece.
[13:00] It's kind of repetitive because we're just taking the motion there.
[13:03] So we're coming in, we're doing that motion to motion to approve motion to authorize.
[13:08] Motion to authorize this item as presented.
[13:14] Now, notice if you come over here, you have the mover or seconder button.
[13:17] If I try to just click on the s's and nose or anything like that,
[13:20] I won't let me do it.
[13:21] I have to at least put a mover in there.
[13:22] Once you put the mover in,
[13:24] You can save it and you can go ahead and put yes, it's for everybody else
[13:29] 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?
[13:39] You can do that
[13:41] You get to say like a second
[13:46] It's say this item
[13:50] did pass
[13:51] But no second there
[13:54] All of this made, essentially made.
[13:58] Each place is different. There's no one set of rules, so each place is whatever you want to do.
[15:00] 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
[15:08] will make sense with the process, how we got to where we are,
[15:27] I know, problem. Let's have consent. We'll do that later. Let's go through.
[15:32] 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?
[15:41] and we didn't really go with them in depth on the admin call as I wanted to save that for today.
[15:47] So in the admin section of peak, under minutes you'll have the motion two and motion results.
[15:53] Each of you will have that if you have the minutes enabled within your peak site.
[15:56] And here is where you kind of come in and add any motions that you need.
[16:00] We usually give you, it's like five or ten different ones that are typically the ones that we use like a
[16:05] or amend authorized confirm. Things like that, right? So if you're your primary board
[16:11] uses approved, but your secondary and third board use adopt, you can always
[16:15] come in and add new record, and you can say adopt. It'll all appear in the drop
[16:20] down, they can select any of them there. This way they have those abilities
[16:23] right there. If you don't want to leave it there, you can always go ahead and take it
[16:29] Now let's see, I don't know, yep, now a proof has been used so we shouldn't be able to
[16:35] delete it.
[16:36] Let's try.
[16:37] So we've got that little box that's great out.
[16:39] It's been used so you can't delete it.
[16:41] You can rename it if you want.
[16:43] Something like that, but you can't delete it because it's been tied to a specific item.
[16:47] It's kind of for your protection, but you can add as many of these as you want.
[16:51] Same thing with the results.
[16:53] A lot of different ways to say, no, you can say fail, retracted, denied, right?
[16:57] you can do pass, you can do carried, you want to do adopted.
[17:02] That's fine too. A lot of places
[17:04] will have a true consent calendar and they want to have that vote, whether making a motion,
[17:10] motion to approve,
[17:14] it sends
[17:17] the gen bus, gen calendar, whatever you want to call it. So once you put
[17:21] them in here, if you go back to the minutes here for that particular meeting and get in there,
[17:30] If I wanted to go in for new business item five day, I can select any of those other options
[17:35] that we just added. Let's see. We can send the agenda. One thing you'll notice is kind
[17:40] of annoying, but hopefully it's not going to be that big of a deal. These items are not listed
[17:44] out, but at least order there's no way to sort them. You can type in whatever you want to find it.
[17:50] If it's in there, you can use it, but you can't add anything here on the floor. You'd have to
[18:00] If you put something all foreign to save it, if you want to clear that boat, you can clear it as well.
[18:05] It's just going to take away all the options on the right-hand side.
[18:08] It won't clear your notes or your motion or anything like that.
[18:12] You can always come back in and select a different mover seconder if you like.
[18:17] Let me say it down to it.
[18:18] I don't find it.
[18:27] I don't find it.
[18:28] I don't find it.
[18:31] What was it down to?
[18:35] 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.
[18:50] 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.
[18:57] 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
[19:24] one and done could for you, Liam. That's awesome.
[19:28] 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.
[19:37] 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.
[19:43] on one after the other. Yep, that's mine. You got it. So we do a
[19:48] motion motion to amend item as discussed.
[19:55] Maybe it's a different
[19:56] mover, different seconder. You can say this one.
[20:00] 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.
[20:24] Let's go one note for you.
[20:31] Besides, you can come back in later if you need to and add as much notes.
[20:35] As you like, if you want it to delete one of these motions, you have that X button there.
[20:39] Think of that X as delete button.
[20:41] Or you sure you want it deleted. It's not going to delete.
[20:43] The other motion, it's just deleting that one.
[20:46] So if you do that, you can.
[20:47] It'll still have the notes there and the motion that was made.
[20:51] So if you want to do that, and you can say, well, no.
[20:55] Go back to the way it was. Two minutes ago.
[20:58] 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.
[21:09] A lot of places would like to have the suggested action show up in here.
[21:13] I wouldn't mind seeing that, but it's just not a current feature in peak.
[21:17] Maybe it will be, but right now, we have to kind of get that in a new reason.
[21:21] The motion text is not uniform to other places, so it's not like it's always going to be the suggested action.
[21:26] 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.
[21:36] Authorize these.
[21:37] And that's.
[21:40] All right.
[21:46] Move over.
[21:47] Second area.
[21:48] We can put an abstention there.
[21:50] Now, when you're generating your minutes depending on how the temple was set up, if you gave specific instructions,
[21:54] It might only show the essence in nose, it might not show the abstentions or absentees.
[22:00] 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.
[22:10] What's nice is even though the template might not have everything that you need, it has pretty much everything to start.
[22:15] We can always come in and amend it or change it.
[22:18] The template to not set and stone, we can always kind of come in and change things around if you need to.
[22:23] problem. All right. Let's go through how to add a new item. If we wanted to click on this section
[22:28] here, we can add an item. All right. So you're giving it a new item. You can say, we'll call it
[22:34] item, pick the section that you wanted to go to, and then notice extra if you want to put that in
[22:39] great. Now notice when you do that, it's not going to give it a number like 5D or anything like that.
[22:45] It's unfortunate, but that's just the way it is. Also, if we go back to the agenda and peak,
[22:52] It's not going to show that item here that item lives on the minutes.
[22:57] If I go to the items tab and try to find something for this item,
[23:03] it's okay to proceed.
[23:05] You can get rid of that.
[23:06] Underline give me one second.
[23:11] All right.
[23:12] To the motion was adopted.
[23:14] Himbo.
[23:15] You can say in the notes.
[23:18] The item was introduced by
[23:22] the city manager.
[23:25] That would be
[23:34] great. Cool.
[23:38] We'll have that motion as well.
[23:40] Just click on that.
[23:40] It'll show you what you're doing here.
[23:42] A couple more items to show you.
[23:43] I want to show you consent.
[23:44] So with consent, do you guys all have consent?
[23:47] Like where you just take one vote.
[23:49] And then every item gets that same vote.
[23:51] Or do you vote for one of them individually?
[23:52] Has it yours work?
[24:11] So Liam says individually.
[24:12] That's fine.
[24:13] How about you, Keith?
[24:14] You guys do any kind of a consent agenda or consent calendar?
[24:16] Where there's one vote for all the eight or ten items
[24:18] that are under it?
[25:00] 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.
[25:14] So for that, we'll make a motion here to adopt or approve the consent agenda.
[25:18] And we'll just say, doubt it, right, make it say E cent,
[25:31] as a
[25:33] whole, right.
[25:36] Right.
[25:36] So you'll see the section title if there's any notes tip of that, I'll show up right underneath it.
[25:41] And then any action that was taken will be listed out with that motion sentence.
[25:44] And we'll see how it looks in a little bit.
[25:46] Once we generate these minutes to show you how that sentence comes out.
[25:48] Like I said, the way that the minutes are created,
[25:52] There's a lot of flexibility with how that template can read out, so just give us some feedback when you're doing this.
[25:58] 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.
[26:05] 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.
[26:11] So you're going to have the name and title and stuff like that.
[26:14] What some places will do instead, and this is another option as well.
[26:17] you both right, you can make that motion on a specific item.
[26:23] I'm going to move it to approve and I'll put here item 8.
[26:28] Okay, right, let's do that.
[26:33] Let's just say it's opted.
[26:35] Let's just say that's item.
[26:42] All right.
[26:43] Now once you actually make the motion on an item,
[26:45] and if there's more than one item in that same section,
[26:48] you'll have the ability to click on this button.
[26:50] Let's just go ahead and clear this here.
[26:56] Oh, I'll go ahead and say, let's go back and do this.
[26:59] Put the mover in, seconder.
[27:02] And yes, once you've actually saved it,
[27:05] you can click this button and it'll show you all the other items
[27:07] in that same section.
[27:09] So we have items 8b, c, and d.
[27:12] If you'd like to apply that same motion in all the results
[27:15] that go along with it to each of the three items,
[27:16] you can do that.
[27:18] Let's just say, item 8d was getting pulled from consent.
[27:21] We can maybe not put that vote there and do that.
[27:26] So now ADA, ADA, ADB and ADC will all have the same information there.
[27:32] If I click on it, and I did it kind of purposely for this.
[27:36] So if you click on ADB, it says ADA, same thing for ADC.
[27:41] So you'd want to change that verbally, it should just that one.
[27:45] And this one,
[27:49] and I also did put a note in there, right?
[27:50] 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,
[28:03] or each item,
[28:08] all right.
[28:10] So now with the items themselves, like we'll mention one of the
[28:13] 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,
[28:19] but it will not let me put it somewhere else in as hard of the section. If you wanted to for whatever
[28:24] and put it above a certain item, you could in the same section, but it won't move outside
[28:29] of the section.
[28:30] That'll come into play later on.
[28:32] If you needed to do that, we would do that outside of peak by clicking on the download button,
[28:37] downloading it in Word and just moving that from one section to the next.
[28:41] If you just take a note in that particular piece when you're done, you can kind of use
[28:44] that as your guide to get you from one place to the next.
[28:48] If you wanted to move a section, you can do that, not sure if you'd want to do that, but
[28:53] If you wanted to, you can, you just can't move items out of a section and to another section.
[29:00] You can't delete, hold on.
[29:03] You're not able to delete sections.
[29:06] You can delete items, you can either delete sections.
[29:08] That's coming straight from peak.
[29:10] Even though we probably don't need a revised section, that's just because we did that last week
[29:15] with the agenda to show one of the three ways to kind of show a revised or amended agenda.
[29:22] Okay, there's no way to delete that.
[29:23] When you, if you wanted to delete this,
[29:25] you would have to basically generate it in Word
[29:27] and then just remove that section from the minutes
[29:30] and then just save it and post that.
[29:32] I'll show you how to get that a little bit, all right?
[29:36] Public comment, if you had some public comment,
[29:38] you can put in the notes here.
[29:41] There were about a seven.
[29:46] Sites us, we can speak and reading, put as much as you want in there, or as little, whatever you need, right?
[29:58] All good.
[30:00] Another question here. So let's just say the meeting's ending and we'll get ready to leave.
[30:04] Do most of you have to make a physical motion to adjourn or the as the meeting's starting to break down.
[30:08] People have to start folding up the chairs and start packing up or how does that work?
[30:20] Motion to adjourn, perfect.
[30:22] How about you, Liam?
[30:27] Excellent. Good for you.
[30:28] So with that, typically there is a motion already in the system to adjourn if not. That's a good one to add.
[30:37] Let's see, yep, so we have it there, so once you have it there, you're good to go.
[30:41] Let's click out here.
[30:43] If you click on here, make a motion to adjourn.
[30:48] All right, adjourn.
[30:49] Meaning.
[30:53] That's six.
[30:55] 45.
[30:56] Yeah, right.
[30:58] Move her.
[30:59] Seconder.
[31:00] I'm pretty sure nobody's going to say no.
[31:02] And you can just say adopted and great.
[31:03] Now, if you didn't need to make a physical motion, you also have that notes field there.
[31:08] You can say something like, uh, let's do this, with their being,
[31:17] this,
[31:21] we can take this close,
[31:25] and I'll say a prank, something like that.
[31:29] Let's just make this a tell of size just so it stands out what we're trying to do.
[31:32] So now, at this point, we've done a decent amount of work.
[31:34] We've taken some moral call, we've taken some motion of votes, and stuff like that, we move things
[31:37] around, even did a little consent, all right?
[31:40] Once you've done that, then we want to download the minutes here.
[31:43] So when you're downloading the minutes, you're going to get a summary version of the minutes,
[31:46] so it's not going to give you that packet with attachments and cover pages.
[31:49] It's going to give you just the basic information here.
[31:52] You have three options.
[31:53] So usually PDF is the finished product there,
[31:56] but let's show you a couple different things that happen here.
[32:01] Once that's done, I'll do Word.
[32:08] So unlike the agenda where I usually recommend not doing the agenda in Word,
[32:11] because it doesn't really help you at all.
[32:13] 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.
[32:19] Everyone wants to want it to make sure that it looks the way that you want it to look, right?
[32:23] Alright, so PDF, like I said, is usually what we're going to put on the web here. Let's make this larger.
[32:30] 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.
[32:36] Here's the status present in the same sphere. There's nobody absent and also an attendance is pulls in that note, right?
[32:43] Now we have that description field, if you remember from last week, not here, but here.
[32:52] So we have that description field.
[32:54] That's coming across usually on the agenda, and if you wanted to use it in the minutes
[32:57] as well, which might be helpful that will come back to why we can change that later
[33:02] to.
[33:02] Pulls it all the sections, and then we had the note that we changed the way that my
[33:07] talons and red roll call taken by Clark, here's the note for that.
[33:12] So the items that we have here, this is just going to show the
[33:16] Let's see the node for a
[33:19] Just close this
[33:29] right
[33:31] Let's see here
[33:33] 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
[33:39] So it's pulling in the mover pulling in the seconder and then to approve
[33:45] So approve is the motion to
[33:48] Whatever you have in that motion text field here is going to come across as part of that sentence.
[33:57] Right.
[33:59] So we have that whole piece right there.
[34:02] And then it will have the tally, five to one, five and one right there.
[34:07] And then it will show the names of your attendees that voted for.
[34:11] And again, let's try to change this quick.
[34:14] So let's put one here as an abstention, and one is absolutely, let's see if that does anything here.
[34:22] All right.
[34:26] 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.
[34:34] All right, so it looks like on my template, at least that's okay.
[34:38] We're just pulling in the S's and those. We're not pulling in the abstentions or the absentees or anything like that.
[34:43] If you said, if you did want that, we can always put more than just those two that are there.
[34:47] Some places even have it set up if it's a unanimous vote, they don't want to pull the names of the motion.
[34:53] Yes, there are no, they just want to say that it's approved. That's fine. Sometimes less is more. That's okay.
[35:00] 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.
[35:10] For the other items here, it'll show a cross that way, the mover, seconder, yes, and those and all that could stuff here.
[35:16] 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.
[35:30] and your cover page. Some places don't like that because it's shows and it's similar to the
[35:34] motion text. I don't want to confuse the audience there so we can always take that out.
[35:39] So this is 5c.
[35:43] So 5c, let's get here.
[35:52] 5c didn't get a vote and it doesn't have anything here.
[35:55] So it shows, recommend this as approved and where that's coming from,
[36:02] is a suggested action from 5c. Let's take a look, just to get from.
[36:11] So that's why sometimes
[36:12] seeing that here, you'd think it would be a part of the motion text, but it's not. So if you
[36:16] don't want that there, let us know, we're going to always take it out. For a consent, we did it. The
[36:24] note was right here, and then we have the motion text up top here, and in each of the items
[36:29] got their own piece, right? So AD was the one that we wanted to move. We'll do that later on in
[36:34] word. But it shows just nothing that is nothing they're showing every day. We didn't vote on that.
[36:38] But the other ones are showing the votes the same way. You can just have that one right there. And then
[36:44] for a German, if you didn't take the motion, you would just have the note. But if you want to put the
[36:50] note and the motion, you have that ability as well. Right, putting up a stain. There you go. Cool.
[36:56] And then we did download the minutes in HTML.
[37:04] Sometimes, as nice in HTML, because it's a different kind of language there.
[37:08] The templates not built to generate in HTML, it's built to generate in Word of PDF.
[37:14] But if you want to put them out in HTML, let us know.
[37:16] We can have something done to your template to kind of accommodate that.
[37:20] Let's take a look in Word.
[37:25] 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.
[37:31] But most of the information is going to come across the same way.
[37:35] But if you wanted to get rid of some of the information here, if you wanted to get rid of, let's see,
[37:41] HD was going to be pulled, right?
[37:45] Maybe that.
[37:48] If you wanted to make another section here.
[37:52] Nope, not there on that.
[37:56] So
[38:04] you can always kind of play around with that.
[38:06] It's a word document at this point.
[38:08] You can just do what you need to do to that to make it look the way that you want.
[38:12] I work on the alignment and of course, the text.
[38:14] This is not the right font.
[38:24] You can make that bold.
[38:27] And what you can do also with this is now it's a word document.
[38:32] If you didn't want that text to show, you can get rid of that.
[38:36] 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.
[38:45] So what you can do now is save this document as a word document.
[38:51] minutes,
[38:54] set up a 24, fifth, revisions, okay? See that locally,
[39:04] all right? You can close
[39:06] on out. All right, so we come back into peak. Well, any questions on that so far? Any
[39:12] questions? Feeling okay?
[39:20] Do most of you publish your minutes right away and draft
[39:23] form or do you not publish them until they've been approved out of future meeting?
[39:39] 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.
[39:46] 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.
[39:52] And we're going to publish it to the web, right?
[39:56] Okay.
[39:59] Now.
[40:00] 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.
[40:23] So if I come back out here, you're not going to see it there.
[40:27] It shouldn't, that's the cancel one.
[40:29] Down here, we'll see it.
[40:31] Here's the agenda that a agenda should have
[40:33] that revised text there that we left there and read, yep.
[40:37] And here are those minutes in PDF for it.
[40:40] It's not going to have the highlights in the underline
[40:43] or anything that we added to the thing.
[40:44] It's like that, that's fine.
[40:46] Now, if you needed to do that, say you had that document
[40:50] that you kind of customized it in peak
[40:52] and you pulled it out and made some changes to it and everything like that, you want to do that,
[40:55] you want to publish that document.
[40:57] So if you go to publish it, you can upload your own document that's going to confirm,
[41:03] I can confirm.
[41:03] It's going to bring you to a PDF because that's what we're looking for.
[41:06] If you want to just take that PDF that we just generated before and publish that instead,
[41:11] that's the same thing basically, but you could do that.
[41:14] Or if you have a different document, you can publish that instead.
[41:18] I hope not there, I don't know.
[41:24] Okay, so once you do that, it will refresh.
[41:29] This is for a different company.
[41:31] There you go, it's for my friends at MacLumberg.
[41:33] Yep. So you can do that if you want.
[41:35] And let's just say that you're doing your minutes.
[41:37] You have somebody that's not going to be using
[41:39] Pete, but they're a vendor that you use on the outside
[41:41] that does your minutes in transcript form.
[41:43] Whatever like that, you have the finished document.
[41:45] You can always come in and upload your own document.
[41:47] That's great. Let's just say you wanted to take that word document
[41:51] that we used and use that instead.
[41:53] All right. We wanted you that.
[41:59] If I take that document and I find it, I locate it,
[42:01] I go to publish it. Everything will be great, right? Oh, so we're getting that message there.
[42:08] And I did it on purpose. This is the message that you'll see. Even though we do have permission
[42:12] because we're admins, the system will never let you publish a word document. It just won't.
[42:17] Doesn't matter how high up you are on the food chain. You have to publish it in PDF or HTML,
[42:23] right? So let's go back in and what we would do then is take that word document that we just kind of
[42:29] customize together there. And once you're ready to publish it for the public to see, just change it to
[42:36] a PDF.
[42:40] All right.
[42:43] Let's do that. Let's test out.
[42:47] Take a couple of moments to change that document from word
[42:50] And the PDF, there you go, and that's the word document, that's the PDF, super deeper.
[43:02] We go back in and we publish that one instead.
[43:18] Now the document that's out there for the public to consume is the one that we kind of customize
[43:22] ourselves.
[43:24] Move things around, we add some tax, we remove some tax, maybe clean it up or whatever.
[43:29] We added that new, we pulled item 8c or 8d and put it to 11, right?
[43:35] We're number 10, we can move that over a little bit, play around, just kind of showing
[43:38] you how it works.
[43:39] But that sort of looks like, right?
[43:41] Now, I know you said, Liam, that you published it after it's been approved.
[43:44] So what you would do then is take that document and create a new item, right?
[43:51] Sometimes when you're in the minutes, if you go to create a new item, it doesn't
[43:54] I'll show you this in action.
[43:56] Just a little bug blue there.
[43:59] I'm just creating it again.
[44:00] And there you go.
[44:01] You could say minutes of seven, nineteen.
[44:07] Council.
[44:13] These minutes.
[44:15] Also a good idea if you're going to be using the approval of minutes.
[44:19] If you don't have an item type in your system labeled minutes,
[44:22] I recommend that you add that.
[44:23] Reason being is when you're going to do a report every two, three, six months or
[44:27] Once a year to see how many items that you've built in the system, how many sets of minutes
[44:30] have we had?
[44:31] If you have that item type, that's going to be an easy way to knock that list from a large
[44:34] number down to a smaller number.
[44:37] Just my opinion there.
[44:38] Let's pick here, all right.
[44:42] You could pick a meeting in the future that you want to add this on, maybe this is going to
[44:46] go to the July 31st.
[44:47] Maybe you have a section.
[44:50] Let's see if that's a canceling.
[44:53] Maybe you even have a section that says a approval of minutes if so you could put it there.
[44:57] And you can take that document, let's put it up.
[45:01] 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?
[45:12] 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.
[45:27] Like, do you make them confidential or hidden from the public?
[45:40] Okay, great.
[45:40] So then if you're doing that, you can attach those minutes and just add them as confidential.
[45:47] And then once they've been approved, we can go through the agenda process or all that stuff.
[45:51] Once they've been approved, then you can come back into the meeting here for that meeting.
[45:55] The minutes for that meeting, excuse me.
[45:58] And published a version of the minutes that were approved.
[46:01] If you have those minutes that are actually signed, if you have them generated and you can pull them out,
[46:06] get somebody to sign them and if you have that scan it, save you can upload that document
[46:10] to have that show them the document of record there. That's fine too.
[46:16] This is the one that we want to show.
[46:21] Now just like the agenda, we did the other day,
[46:24] there are ways to go in. Let's put it back out there. The minister there, right? If you put the
[46:31] minutes out there by mistake, you publish them instead of generating them, you can always click on the
[46:36] button. It's is unpublished. That will simply take them down off the web. Does it mean you're deleting them?
[46:42] 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.
[46:53] And just find the right one. Cool. Right?
[47:02] Now, if you put them up, you said you publish them right away, Keith.
[47:06] Those minutes in draft form and then they're they're approved or once they're done, they're done,
[47:10] not getting approved. How does that usually work?
[47:30] Now it just says draft minutes to be approved on
[47:32] 731. If I wanted to publish those minutes and do that, it will replace the ones that are
[47:41] out there with the one that we just did together here.
[47:49] Just like that. In this way, if you come back
[47:51] in after they've been approved, you can always just go back into that meeting details and just
[47:55] remove the description text there and then download them again and publish them again. That's
[48:00] way to do it, right? It's what size you'll see. It would peek. It's not something that's a one size.
[48:04] It's all like you have to do it this way. You're doing it wrong. There are always ways to do
[48:09] it differently. It's just a matter of what's going to be the way that's best for you. So hopefully we can
[48:13] get you together on that confirmation there. Make it feel comfortable. All right. Once they've been
[48:18] approved, it's really kind of the last thing for the minutes, but I want to show you a few more
[48:21] things here. So these items here have been voted on. Some of them, some of them have not. Now,
[48:27] Let's go back to the Genesis 4B.
[48:30] Well, history of how the Adam is acted on in the item itself.
[48:33] It's only going to be showing you on that in the minutes.
[48:36] Right? Just one thing there.
[48:39] The one thing I do want to show you, though, in the minutes,
[48:41] actually, he's a question more for you.
[48:44] For most of you going to own the call, when you're doing the agenda,
[48:46] are you the one that's doing the agenda in minutes,
[48:48] or do you have a separate person for either of those documents?
[49:01] About you, Keith and team.
[49:09] Okay. So with that being said,
[49:11] 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.
[49:41] And they're like, well, you know, the meeting, the agenda was published on Monday.
[49:45] It's happening Wednesday, but we just got a late item that's coming in.
[49:48] It's got to be added to the agenda.
[49:50] All right, so you go in, you add all that stuff here.
[49:52] If you just download the agenda again, that doesn't do anything.
[49:55] Everything's fine, it'll be good.
[49:57] But once you come back in here and do one of these two things.
[50:00] 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.
[50:06] 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.
[50:13] 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?
[50:31] About you, Keith and team.
[50:39] Okay. So with that being said, like, we've done a decent amount of work in these minutes and everything like that.
[50:43] 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.
[50:59] 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.
[51:10] to the agenda, and you're like, well, you know, the meeting agenda was published on Monday.
[51:15] It's happening Wednesday, but we just got a late item that's coming in. It's got to be added to the jump.
[51:19] All right, so you go in, you're able to let stuff here.
[51:22] If you just download the agenda again, that doesn't do anything.
[51:25] Everything's fine, it'll be good. But once you come back in here and do one of these two things.
[51:29] If you publish it again, or unpublish it, it's going to have some negative effects here.
[51:34] I'm sure what it means.
[51:44] So, the minister there, we never unpublished them, but just publishing them again or unpublished
[51:51] and then literally wipes out everything that was done in the minutes and peak, right?
[51:55] Doesn't wipe out the document, the document still exists, and it's usually good if you're
[52:00] downloading something to save it locally just to have that copy of it there and everything.
[52:04] So, if I come back out here and refresh,
[52:10] the minister's still there because we never actually
[52:12] unpublished those minutes, right?
[52:14] 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.
[52:29] 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.
[52:39] If we unpublished the agenda,
[52:44] It's going to take down the agenda, the minutes, and the packet.
[52:49] All right.
[52:49] Once we go back in and put either of those documents back out there, it'll also put the
[52:54] minutes back out there, because we never unpublish the minutes.
[52:57] It's important that if you're going to unpublish the minutes, make sure you have a copy of them
[53:01] saved locally, because if not, it could be a not fun conversation.
[53:06] Same minutes that were there.
[53:08] 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.
[53:23] But once it's been approved, once everything's here, that's where all the record of the item shows.
[53:29] 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.
[53:39] It's not going to do anything to the agenda clerk, is there put any agenda together and that's fine.
[53:42] 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.
[53:51] Once you publish the minutes, usually you're going to get to make them final, that doesn't
[53:56] show anything else different to the, to the, to the, to the, to the staff, the status
[54:01] of the meeting is tied to the agenda.
[54:04] Not so much, the minutes, but the agenda.
[54:09] And if you go back to the minutes tab, the meeting tab, it'll show the minutes of final.
[54:13] You can always go back in there and
[54:17] Change anything about it rearrange it and save it and then publish it again. This is just more for internal rest keepinger, okay?
[54:27] Try to see what else I can show you here
[54:30] Let's see and if you go back in, all right, let's do this. So
[54:36] We never really yep, are we did okay? We did
[54:40] That's the minutes yep, this is agenda
[54:43] So once you generate the agenda again, it's going to show the minutes tab that description.
[54:51] So if you want to go ahead and take that out,
[54:56] you can always go back to the details.
[55:00] Let's see if we can go to that.
[55:03] Let's see if we can just generate again. Let me just try something else.
[55:10] I don't
[55:13] think we actually generated again, but I did pull in that description.
[55:16] Let's check something
[55:26] interesting.
[55:28] So we didn't actually regenerate the agenda. We just publish it again.
[55:33] So publishing it alone will pull in that description tab.
[55:37] If there's something there, and if there's nothing there, it'll take it out.
[55:39] That's good to know.
[55:42] But the minutes back to draft,
[55:47] we're not able to upload attachments to the minutes here.
[55:50] You can do all that at the agenda level or at the item level and then reprocess it and do the agenda again.
[55:55] Put the minutes together. That's pretty much it.
[55:58] You can't add new names here for the roll call.
[56:01] If you need to add them, you need to add them in admin and then what you generated again.
[56:05] The next thing we open up meeting. So if we go in here, let's do this.
[56:08] Let's create crazy. Let's go into city council.
[56:13] Let's add a new member, right?
[56:20] Let's pick some of this. I tell you, let's say a
[56:21] retoria.
[56:25] Okay. So if I go to this meeting, that's the cancel one. It's not good,
[56:31] hold on. Let's go to August.
[56:37] Right. So this one already has items. Let's check something.
[56:40] I wanted to show you something.
[56:47] I'll publish it.
[56:58] So her name is there. Right. But if I go
[56:59] back to the, to that 719,
[57:07] if I lead generated again, this is the one we're practicing, so we're
[57:10] going to wipe it out again, which is fine.
[57:35] It has to reach it, which is good. So you can't
[57:38] add them on the flop, but if you add them in admin, the next time you go back in and generate
[57:42] and then publish at agenda, it will have the new, uh, new attendee, therefore you to see. Um,
[57:49] as always with the help center, we should talk about that in every corner because it is cool tool here.
[57:54] There's a lot of stuff in there for peak.
[57:56] There's a whole section on minutes information.
[58:01] Find that.
[58:02] Yep, minutes.
[58:04] How to add motion results?
[58:05] How to add motion two?
[58:06] All those different things.
[58:07] Single motion, multiple motions.
[58:09] A lot of good stuff here.
[58:10] So you can always come in and take a look at that.
[58:14] We've got a lot of time left.
[58:16] But like I said, there's not more related to show you.
[58:19] So before we kind of ended it,
[58:20] anybody have any questions?
[58:21] Anything that doesn't make sense that you want to see again?
[58:37] there is a peak user guide. It's a long document. It's a couple of years old. I should outline everything there.
[58:44] 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.
[58:51] I had to publish them from here. So it's kind of like that. You can take any of this stuff and and
[58:58] and download it. So like that. Peak user, good idea. Let me.
[59:01] Let me get that for you. Hold on a second.
[59:04] Let's see if I can add a document here. I will not. Let's see if I can add a document here.
[59:09] I'll give everyone a second. I have something here. I'll add it and see if you can use it.
[59:29] This user guide is a couple hundred pages.
[59:33] The logo is not the most recent one, but that's fine.
[59:36] But it's very welcome.
[59:39] the support site has pretty much everything that you would need kind of
[59:43] plus what we talked about here.
[59:45] There's something specific that you look for easily as your train or a project manager.
[59:48] They might have some how-to or some one sheet that will kind of walk you through it.
[59:53] The minutes were sized about it and peak are pretty straight forward.
[59:56] Just kind of come in.
[59:56] Everything from the agenda comes right across.
[59:59] No extra work is needed.
[1:00:00] 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.
[1:00:09] The support site has pretty much everything that you would need, kind of plus what we talked about here.
[1:00:15] 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.
[1:00:22] The minutes which I said about it in peak are pretty straightforward.
[1:00:25] Just kind of comment everything from the agenda comes right across.
[1:00:28] No extra work is needed.
[1:00:29] You do it basically coming in and adding in the boats and motions and stuff like that.
[1:00:33] Notes and comments.
[1:00:35] And I want to say once you have that document put together a compiled,
[1:00:40] especially if you have in the word.
[1:00:41] Once it's in word, it's not a blind canvas, but you can do whatever you want to.
[1:00:45] When you're done, just take that finish completed board document,
[1:00:48] convert it to PDF and then pop it here and upload it right there.
[1:00:52] So definitely, and I'll show I know Liam asked him how to add board members.
[1:00:56] So Liam, if you're in admin, first thing, you would need to be in admin.
[1:01:00] Yes, they add them, right?
[1:01:02] So if they don't exist in your system, you need to add them as a people first.
[1:01:05] There's a person, let's just say, put you in their land.
[1:01:10] First name, last name, and then let's make sure I spelled that with the right word.
[1:01:14] And an email address.
[1:01:15] I'm not going to use a little, ill address of course.
[1:01:19] I don't want you to get in the hip with any spam here.
[1:01:21] 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.
[1:01:33] Let me see if I'll take Victoria out and I'll swap her out from my buddy, Liam here.
[1:01:39] 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.
[1:01:46] 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.
[1:01:57] Most is put here.
[1:02:01] And that's it.
[1:02:02] Once they're there, they're a T take them off. They don't just go away.
[1:02:06] If you're using granicus for your boards and commissions, they'll be another app here called boards and commissions.
[1:02:10] It'll typically have the start and end date there in their term.
[1:02:14] What will happen is if you do enter somebody's final them sign a final their end term there the end date
[1:02:20] If you have somebody whose end date is July January 2020
[1:02:24] They're not going to show up on the future minutes because their end date has passed
[1:02:29] 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
[1:02:35] So that's there
[1:02:37] Doesn't start until August 1st. Right, so if I do a set of minutes on July 30
[1:02:41] his name is not going to show because he doesn't actually start as a board member until August 1st.
[1:02:47] You can do that.
[1:02:48] Well, once somebody's there if you want to take them off the board, you can do that as well.
[1:02:54] I'll have Aaron there twice, so there's two different terms.
[1:02:57] Let's take Greg.
[1:02:57] He's okay, right?
[1:03:00] One thing to note, I'm not sure if either of you guys are using boards and commissions.
[1:03:03] You don't want to get in the habit of deleting board members if you are using boards and commissions.
[1:03:08] I'll show you why.
[1:03:08] I'm not sure either of you using points of commissions for granted kiss or no. If you know,
[1:03:21] not at the moment. Yes, okay, so Liam for you, I did take somebody out, right?
[1:03:27] 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
[1:03:43] and refresh his page.
[1:03:45] He won't show up on the boards.
[1:03:48] which is not good. Now, if he's in the system with this, let's go through and refresh.
[1:03:57] It's closer to this reset. Now, if I come in here. He's still on the board of appeals,
[1:04:05] which is good. He's still got one life left, but anything on city council is no longer going to show.
[1:04:11] All right, so you want to be careful with that. For something like that, what I would recommend
[1:04:14] that's where we use test sites. We're not using your own client sites here. But I would recommend
[1:04:18] instead, instead of deleting them is making them something besides active. That will take them
[1:04:24] off the roll call for the minutes. They will not let them show on votes and stuff like that,
[1:04:29] especially another voting member. But this way it's in a deleting them. Because you might have
[1:04:32] somebody's name here five times if they're serving five terms. We're just showing the start and
[1:04:36] end age for their terms. This way everything is nice and neat. Plus we go back here.
[1:04:42] We see that we have Aaron right there, but if we go to appointments, then type in that.
[1:04:48] It shows all the terms that he's got there.
[1:04:51] And it highlights their information and stuff like that.
[1:04:54] For either chart.