[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.]

[0:01] Okay, so good morning, Thursdays and team. Welcome to our final let us start training. Today we're going to be focused on the Legislative Minutes piece.
[0:15] So basically what we're going to talk about today is we are going to talk about how to basically take your minutes and let us start if you're not using the live cast application.
[0:28] or if you're using that application to take your minutes, how to clean up your minutes in the
[0:37] letters to our program. So last time we talked about how to take minutes in life past and then
[0:44] after that we talked about how to go in and fix the video. Like if you need to turn the beginning
[0:49] or the end off the video and then add it at your timestamps. And so today we're going to be talking
[0:56] out the left star minutes. So you said, this is the final training for this project. We will
[1:05] have calls after this, but this is just like the final end user training essentially. I know
[1:12] we've kind of had people in and out of sessions. So if you want to just watch my screen today,
[1:19] you're going to have the recording for this training session just because we've kind of had people
[1:24] come and go. So we'll just have you just watch my screen, but then we do encourage you after the
[1:31] training to go in and start, you know, practicing.
[1:37] So I've logged into my legislature system here
[1:41] and so once I log into legislature to access the legislature minutes, you're just going to click on
[1:48] minutes, module here. If you have access the minutes that you
[1:54] attend to work on previously,
[1:59] you're going to see those minutes in
[2:01] this quadrant here under reset minutes so you can actually just
[2:04] click directly from there and then like resume working on your minutes if
[2:08] you start and I'm going to need to finish them up. But if you haven't
[2:13] access the instance of minutes you're wanting to complete. You're going to click on the
[2:19] minutes module here. And so in the minutes module by default we have this calendar
[2:25] tab showing. If you were in the agenda, it's training the list right in this training. This
[2:30] looks very similar to the calendar that we see in the agenda module. So we can see like the
[2:38] of the meeting here. We can see the day of the week and excuse me. Sorry, I have a little bit
[2:46] of allergy today, so I just put myself on you, it's just kind of coughing and not wanting to
[2:51] cough in your ear. So, but so here we have the day and the time and then we have the meeting body.
[3:01] So, Board of County Officers, there's a committee meeting, you'd see that there. We're seeing the
[3:05] of the minutes. So if once the minutes are in final, you're going to know that those minutes have been
[3:12] published to your constituents, and that's a step that we'll go over during the publishing process.
[3:17] Let's excuse me for just a minute, sorry.
[3:29] And then we see here, we have comments. So comments
[3:32] actually come over from our agenda's module. That's if you put in a comment, like for example,
[3:38] if the agenda, or the meeting gets cancelled, or maybe the meeting location changed,
[3:44] When we did training, we put in our our name into this comment field, and so that just comes over from the agenda screen.
[3:53] And then we have this new piece, which is called the media column.
[3:57] So the media column is basically going to show a number, okay.
[4:06] Once you do the import process, okay, so I'll show you that here in just a moment, but once we have to import our data from
[4:13] the live manager program into here.
[4:18] We're going to see a number of fill in called the media ID.
[4:22] And just as a point of reference,
[4:25] that media ID,
[4:28] if we go to your media manager site,
[4:30] where we were last time,
[4:32] the first in countywa.branicus.com.
[4:36] If we log into that site,
[4:39] that media ID is actually taken from the URL of the video.
[4:45] So if I click on watch here, this was my meeting from last time, my test meeting.
[4:52] Okay, and so if we look up at the top here of the URL, you'll notice it says 20 here.
[5:00] After the board slash clip, so that's going to be basically plugged in that media item column with a legislator.
[5:08] And so basically what that's doing in sound is that that is connecting the meeting and legislator with the video, or the meeting in media manager, it's tying those two together.
[5:23] And then that's what's going to push the video link out to your constituents, okay?
[5:30] Because we talked about last time for those that were the last session that the video is not accessible.
[5:40] So the video which is going to show here the link to the video is not going to be accessible until we import the data.
[5:47] And so, when we're importing the data, one of the things that imports is that MediaID call MediaID,
[5:54] which is that I'm going to basically tie this meeting here with the video in MediaManager program.
[6:02] Just so you know, kind of what's going on there.
[6:06] So here's my meeting on insight.
[6:08] So now I know a lot of applications going.
[6:11] This is insight.
[6:12] This is the legislature dot com. So me and manager is grantacast dot com insights legislature public facing site. So when you go live you're going to integrate this site with your actual thirst and county website. Okay, and so this is where your public is going to get like the agenda is the 80 accessible agendas and the packet.
[6:40] And so what we're going to be doing today is we're going to be importing the data, which is going to activate the video link.
[6:48] And then eventually once we get to the end of the training, we're going to be publishing the minutes, which will then put the link to the minutes.
[6:56] And the in the accessible minutes, you're okay.
[7:01] So our goal is to basically fill in the rest of these columns.
[7:08] So, looking back here at Legislar, what I'm going to do is I'm going to go ahead and select my meaning, first instance, task meaning for training.
[7:20] I'm going to go ahead and pick that and then I'm going to navigate to my minutes tab.
[7:24] The reason that I'm navigating to my minutes tab is because that I can't import the data from my calendar tab, the system doesn't let me.
[7:33] So I have to click on the minutes tab to be able to import, okay, then before you do anything here.
[7:41] So don't come in here and start rearranging your minutes template.
[7:47] Don't delete anything, don't add anything.
[7:51] First import, if you've used a live cast, okay, if you haven't used live cast, you're not going to need to import.
[7:59] But if you've used a live cast system,
[8:02] You're going to want to import and then go in and start working with your template.
[8:08] Okay. So what I'm going to do is I'm going to come up here to tools.
[8:13] And then I'm going to go heading click on import data.
[8:17] So it's tools and import data.
[8:21] So heading click OK to this message.
[8:25] And then the system is going to begin the import process.
[8:28] Now we did run the meeting twice.
[8:29] That's why there's two instances of the meeting here.
[8:33] I know this is the correct one because of the link.
[8:36] So I'm going to go ahead and click OK.
[8:38] Then this system is going to proceed with important.
[8:43] Depending upon how much data you have to import is how much time this is going to take.
[8:54] So I can't give you a defined time because it's just based on the volume of information that you've recorded.
[9:01] And I would maybe just go and grab a cup of coffee here or check your email and then come
[9:07] back because it's can't take a minute to pin it upon the length of your meeting.
[9:13] And unfortunately, I really can't move forward with training until this is here in board.
[9:17] So we'll give this just a moment.
[9:19] I'm going to take another sip of my water.
[9:22] And then if anybody has any questions for me to jump on and ask those questions.
[9:34] I'm sorry, this is like kind of what's like watching what paint dry.
[9:39] So is this, is this importing the video recording of the meeting?
[9:45] Yeah, so it's importing that media ID.
[9:48] Daven, which is going to push the video link to the public.
[9:52] And then it's also importing all of our minutes from live cast that we took last time.
[9:57] I'm so at the roll call, the motion's up.
[10:00] votes, the discussion notes, all of that information that we typed in livecast is importing here,
[10:06] the left side.
[10:12] So we get this message here. The meeting has been imported from Media Manager,
[10:17] please verify the data and remember to finalize the meeting. So I'm going to go ahead and click
[10:21] OK here.
[10:25] And now the motions and the votes and the notes and all the data that we put in that livecast
[10:33] program now shows up here. Okay. Now there's a second step and ball before we get going with
[10:41] going in and fixing our minutes and that's the step called a finalized eating. Okay. So if I
[10:48] come to tools, I'm going to click this option which says finalized eating. Okay. Basically before I click
[10:56] What the finalized meeting does, is that any items that need a final action.
[11:03] So this item here was approved at the meeting, okay?
[11:07] So it should receive a final action.
[11:10] So an action like approved or adopted, right?
[11:15] The item is not going to be at that point if it's like adopted or approved.
[11:19] It's not going to be going to any future meetings or any like committees or anything like that.
[11:25] right? This is the end of its life essentially. And so one of the things that's important is when
[11:34] that an item receives a final action, like a doctor prove, that it receives a final action date
[11:42] here. And that basically kind of closes out that file so that it doesn't appear on any like
[11:49] future agenda is it doesn't appear on your list of items to select from in the agenda's module.
[11:57] So it's important that any items that did receive a final action during the meeting
[12:02] have this final action date filled in here in the files.
[12:07] And so the way that we're going to do that is we're going to come to tools here
[12:12] and we're going to go ahead and select finalize meeting.
[12:17] And then just come from.
[12:24] So we would say this confirmation here, the meeting has been finalized.
[12:30] And then if I go ahead and I double click on that item,
[12:33] and I go to the files module.
[12:36] And look at the details for that item.
[12:38] We can see now that final action date's been built in,
[12:41] which is just basically the date of the agenda.
[12:45] But now that I receive the final action,
[12:48] so therefore it's basically closed out.
[12:50] All
[12:53] right, so import data and then the finalized meeting.
[13:00] Once you complete those two steps, now we have the ability to go in and to start cleaning up our minutes.
[13:11] So this is the screen where we can go in and like if we need to, let's say, delete headers or delete items from our minutes.
[13:21] we can go in and we can delete that information,
[13:25] we can add items, if we need to add items,
[13:30] we can reorder items or reorder headers.
[13:35] Oh, why this dude would cave in, that's interesting.
[13:39] Oh, I know how that do we get it.
[13:41] Yeah, so I thought there wasn't a glitch,
[13:43] but no, that's, that's hard to swear.
[13:46] So this is basically where we can kind of clean up
[13:48] our minutes template, okay?
[13:51] And looking at this screen here, this right here is the line number so it's just like in Excel
[13:57] file where it's just going in numerical order. This is the item number or the header number.
[14:06] This is the file ID number and then this is the description so this is like the title of the item
[14:15] or the title of the header. This is the action that it was seeded during the meaning if it received one.
[14:23] This is the motion text which we can fix, if we want to change it. This is any where we
[15:00] Where those notes come into play. Like if you have public speakers and you know like who came to spoke your meeting and what they discussed, right? You can put that in the note here. And then this media ideas basically the time stamp. So you don't need to worry about that. Those just come in with the video.
[15:22] All right. So like I mentioned, one of the things that we can do is let me do this. Sorry, let me pull up.
[15:34] Carolins. Actually, let me do this. Let me inside. Sorry, I'm just thinking out loud here.
[15:40] Let me go to your website and let me pull up your set of minutes from your website.
[15:52] So we can use that as a side by side comparison.
[15:56] Or
[16:11] Steven, did you say you don't, am I thinking correctly, you said you, do you say you don't post your minutes currently?
[16:19] No, you do, you do. Oh, no board, that's board of health.
[16:24] They're not posted, like what I'll on the website linked anywhere.
[16:31] They're scanned into laser fish and after the fact.
[16:41] So Amy are these.
[16:44] So if you are meeting minutes here,
[16:47] is this, can I access the minute,
[16:50] do laser fish here?
[16:52] Yeah.
[16:56] If you go to one of the browse minutes
[16:58] or nenses and resolutions,
[17:08] is it just minutes here?
[17:21] We'll just use these one,
[17:22] 16 minutes.
[17:23] I think that would be good.
[17:26] So those are pretty, pretty current.
[17:30] So if you have, I'm just going to hold this here.
[17:36] Another screen.
[17:42] So if you have like, for example,
[17:47] I think a backtilt that I'm sorry.
[17:49] I like get too many things open and then it's like,
[17:52] I've got lost where I'm on.
[17:54] If you have those headers, let's say, that appear on your agenda, but don't appear on your minutes.
[18:04] This minutes tab is an opportunity where you can go in and you can remove those headers.
[18:12] I do see, like, for your disability combinations, that header does appear. It looks like on your minutes.
[18:22] with a room number, like Grimmethan, is, you know, has that learning, a listening system.
[18:29] But if that was a header, for example, that you didn't want to appear on your minutes, or both of these headers,
[18:35] I'm not going to delete them, but just show you that you can come in and hold like your control key here,
[18:42] and you can either right-click or select a delete option and remove those headers.
[18:47] Okay, do you have an example like some clients that I work with at the beginning of their agenda?
[18:56] They have information on how to appropriately attend the meeting, right?
[19:02] They don't put out like a hat on their agenda that's like,
[19:06] if you attend the meeting, like please silence your cell phones.
[19:11] You know, don't just yell out during the meeting like kind of decorum for the meeting
[19:16] And they typically will take that off of their minutes because, you know, it's not really applicable for the minutes because the median's already, um, already happened. So, um, this is the case where you could go in and delete, um, off of your, off of your, off of your, uh, your minute template here, um, like for example, like let's say hypothetically,
[19:42] um, you didn't have a pledge of allegiance, okay.
[19:46] at the meaning you could right click and delete that off of your template. Okay,
[19:54] another thing you can do is if the, if your office.
[20:00] So let's say, like, for example, with these consent items, let's say item B was moved for A, okay, you could click on this gray space here, and then you could click and drag and drop, and you can reorder then those items under your consent agenda, okay, or sometimes, like, if I have plans for the board or the council, a second, move items between section.
[20:30] Maybe they moved an item out of consent into the regular agenda.
[20:36] And so you could go into your consent agenda.
[20:40] And like if item D was pulled from consent and moved to regular,
[20:44] you could then click and drag that item down and put it under
[20:48] like the clerk section or wherever it should go.
[20:55] Another thing that we want to do here is
[20:59] Um, we want to mark all of our items as consent items, okay? Um, and so basically what that's going to do is that's going to allow us to use the consent both tab in much star, okay?
[21:16] And the consent votes tab, what that allows us to do is as soon allows us to basically do a blockbox on a group of items, okay?
[21:26] And so rather than having to go in individually and apply the motion vote each item, we'll do one block vote on all of the consent items, all those items then would receive an action, okay, they're standard action.
[21:41] And then the system will also generate a section header at the top of your your consent agenda that says like the consent agenda was approved, okay.
[21:52] And we're going to see what that looks like, but for now what we wanted to.
[21:56] this we want to mark our items as consent items. So all of our items that we're
[22:03] consent, okay, during the meeting we want to go ahead and mark those. And so the
[22:08] way that we're going to mark those is the under the consent section here. I'm going to
[22:13] hold down my control key and I'm going to select all of my consent items.
[22:24] Okay, oh no,
[22:25] it like once I clicked on it, it turned consent. But basically what we want to do is all of our
[22:32] consent items we want to be highlighted in this red color with an underline. So like item 14,
[22:40] let's hit go ahead and say that's a consent. So to mark that item as consent, I'm going to select it
[22:45] and then come over here and say mark consent. And so what that's going to do is that's going to
[22:50] that item read with an underlying. So any items that are read with an underlying are going to be our
[22:56] consent items. Now, for Steve's test item, or test appointment item one, this item, we actually,
[23:08] it has emotion and vote to it. And the reason that it does for those that weren't in the live
[23:15] past training, that was an item that we pretended
[23:18] like that hold from the consent calendar and voted on
[23:23] separately. So that's why that item has a motion in
[23:27] vote. And that's why we're not going to market as a consent
[23:31] because we pretended like the boards that we want to pull
[23:34] Steve's cast item, vote on it separately. Okay.
[23:39] So it's not going to be part of our consent agenda. Okay.
[23:42] And if that item gets moved, you know, if we want to put that under like county manager or public works, remember I can click in this gray space here, click and drag and drop, okay, and then I can put that in a different section if it should go in a different section of my agenda here, okay,
[24:07] let's see,
[24:10] you can also right click and you can click add many lines.
[24:14] So that's a feature we saw during each end is training
[24:16] where we can pull items on to our agenda.
[24:19] If we need to, we can move items around,
[24:24] like I showed you, where you can click and drag and drop.
[24:27] Okay, so really what this is doing here
[24:30] is we're fixing our minutes template,
[24:33] like moving things around
[24:34] and then we're marking our consent items.
[24:38] Okay, is there any questions on this screen here
[24:49] What is the under media, the numbers, or the air 777, etc? Is that a linked straight to the place in the video?
[25:00] It's connecting this, this had our line with the time stamp on the video.
[25:09] And that was generated during the live cast based on what you were doing, what you were inputting as the meeting was running, right?
[25:19] That's correct. Yes.
[25:21] Yeah, that's where we were when we were in live class that in last week when I went in and I clicked on an item and then I hit record that when I put it that the time scene filled in, that's what that number is basically.
[25:37] Okay,
[25:47] so I think for good to move forward.
[25:50] So let's go ahead and pop over to our actions tab here.
[25:59] So on our actions tab, this is where we can go in
[26:05] and we can take our motions and our books for non-concent items.
[26:11] Concent items will handle on our consent books tab.
[26:16] But to give you a tour of this screen here,
[26:20] In this bottom section here, what this is going to be is this is going to be basically it's like a plain text of your minutes template basically so it doesn't have the formatting like of the headers showing here like you can see like somewhere I've timed items is in like bold for example, it's going to be like a plain text format here, but it does show all of your headers and all of your items.
[26:49] Okay. So we see that here. And we can see the item number, the file ID, the description,
[27:00] and then the action. Okay. And you can scroll through there and see all that information.
[27:10] At the top of your screen, if you click on an item or a header, you can see the details
[27:16] of that item or header. So we can see the item number. If it's a file and look on on these
[27:23] files, we can see the file ID number. We can see its version and then we can see the description.
[27:31] And then this is where we can also go in and populate in a mover and a seconder.
[27:37] If we don't have a seconder, we can click the failed for lack of seconder.
[27:42] In this action drop down, this is where we can select our action, okay? So was the motion to
[27:52] like approve the item? Was it to adopt the item? Was it to continue the item? That's where
[27:59] all of our actions are going to be. If we're referring the item to a future agenda or maybe a
[28:08] this set 2 is where we're going to do that and we're going to, of course, go over all of these fields.
[28:14] I just want to give you a little bit of a background here.
[28:19] The due data is where we're going to put in the agenda date if we're referring an item.
[28:26] The notes field is if we added a note in live class or if we want to add a note in the
[28:38] show up so it's like a discussion or action note, the index is just going to be the time stamp.
[28:47] So the other time stamp and then over here on the right hand side, this is where we're going to be able to record our attendance
[28:56] and record our votes, decide what type of votes or recording and then the motion tax is going to generate based on the information we fill in.
[29:08] So if I click on like one of these items here, okay, but it says this agreement was approved, so the motion text pulled in that file type and it pulled in the action, okay, from here,
[29:26] it'll be fixed.
[29:31] And then down here is going to show your members, all of your voting members, and then this is where you'll be able to select how you members benefit.
[29:41] Okay,
[29:43] starting now at the top, let's go ahead and click on summary of the timed items.
[29:50] So this right here is just a, it's a header. Okay,
[29:56] it doesn't look like I'm just kind of looking at your minute.
[30:00] Here, just a look like we don't need to do anything with that necessarily.
[30:11] But the next line we have is the 2 p.m. meeting call to order, okay.
[30:21] And so this is where we can go in and we can take our attendance.
[30:27] And it looks like we have two.
[30:29] So I'm actually going to delete one of those headers
[30:33] because it duplicated.
[30:35] So I'm going to come back here, right click and delete it.
[30:39] I think what I did was I timed stamped it twice.
[30:45] Sorry, I'm just trying to look and see why that was duplicated.
[30:49] Let me look at the agenda.
[30:51] Isn't there?
[30:52] Oh, no, it is there.
[30:54] It looks like just, oh, I see, OK.
[30:57] So it's just 2 p.m. meeting calls a order,
[31:00] and then we have an underline 2 p.m. meeting calls a order.
[31:04] Here, remember why Stephen, were you on the agenda's training?
[31:09] I'm just trying to think why there's two 2 p.m. meeting calls to order.
[31:13] Yes, it's on the agenda's training.
[31:18] Exactly the print when you print it out.
[31:22] I think it's for the header when you print.
[31:26] Okay. I believe I could be wrong. No, that's okay. I.
[31:35] Yeah, there it is. Call. Call.
[31:39] Yeah. Okay. I have individual detail item called meeting to order up there as well.
[31:45] Oh, here. Okay. Okay. Sorry. I was just getting thrown off by that. Okay.
[31:52] summary and timed items.
[32:00] So
[32:09] let's go back to actions here. So what we want to do first is we
[32:15] want to go in and take attendance. It looks like looking at your minutes here. The attendance is
[32:31] the public area. Basically whatever header you want to put your attendance under is what
[32:42] you're going to select. We just put it under this 2 p.m. meaning called to order. Okay,
[32:51] when we were in live cast.
[32:55] So basically though what we didn't like cast is we went in and we used
[32:59] it's featured to take the attendance. If you are using live tasks to take your minutes,
[33:10] you'll want to take your attendance in in-letge stars. It's important to make sure that we take our
[33:14] attendance in a large-sharbed form where you go on and take any motions with both. The reason I
[33:21] knew I took the attendance in live tasks is because this live number, you can see it's blue with an
[33:28] line. So that indicates that you've recorded your attendance on that line there, okay? In
[33:38] legislature, so if you click on your header here, okay, and we want to take our attendance,
[33:45] what you're going to do in legislature is you're going to come over to this section here.
[33:51] You'll notice we have this record, but file update or attendance tab. You're going to go ahead and
[33:57] going to click on the attendance tab. Now, as I mentioned, I took my attendance and live
[34:03] cast, so my attendance list is already shown here. If I hadn't taken my attendance and live
[34:11] cast, what I would do is click my attendance tab here and then I would come down and click on the
[34:17] attendance button here at the bottom, okay? And that would generate my list of my members, okay?
[34:26] Once you generate your listed members, you can then click next to a member's name and you have the ability to mark them as present, absent, excused or remote.
[34:40] In live cast for those that was in live cast training, we didn't have the remote option.
[34:45] So, if somebody is attending remotely, okay, you'll be able, once you import the data and
[34:56] I just start, you'll be able to then go in and to mark that person as room.
[35:00] Mot, you just can't do it through the live cast application. Okay? So if, like, for example, Gary Edwards is remote, I'm going to go ahead and mark Gary Edwards as being remote.
[35:18] Okay?
[35:22] So that's taking the attendance, okay? And then in addition to taking the attendance, if you want to note what time the meeting,
[35:34] let's say it was called to a order. If we come back over to this section here where we
[35:42] have like our mover and second error and action, which isn't applicable for now,
[35:47] but we have this note field here, okay. I actually typed in a note in my live cast
[35:55] system during the meeting, so that's why there's tax appearing here, but if I didn't have
[36:02] opportunity, or maybe I want to fix my note. I can do so and let just start. I would click the
[36:09] magnifying glass next to that note, feel just to give yourself four real estate. I think it's
[36:15] kind of hard to see, but we added a note here that meeting was called order at 1207 PM. If I wanted to
[36:25] add any additional text I could to the note or what I can also do is I can
[36:32] Click on this add option here.
[36:35] The add option with this size is this brings up
[36:39] what we call standard text.
[36:42] Okay, standard text are configured in
[36:47] Legislative Administration.
[36:49] And it's basically what it is
[36:51] is text that you can copy and paste.
[36:55] Body is of text that you can copy and paste.
[36:59] Okay, that you use on a frequent basis
[37:01] into your system. So, for example, like if you, if chair master, for example,
[37:10] typically is the one that calls the meeting to order. Okay? We could create a standard text,
[37:18] and we could, we could say called order, and then put in here at the bottom chair
[37:23] master was calls the meeting to order. Okay? And then what you can do is if you select that
[37:30] standard paragraph from the list and then I say copy to clipboard and then if I go in and I say okay now I want to paste that paste that text into my note field here so that it basically eliminates
[37:48] Cabin and type tax that you use on a free-print basis. Okay, repeatedly over and over again for every needing.
[37:56] You can create those standard tax and then just copy and paste into that note field. Okay.
[38:05] Those standard tax, let me show you that. They can be found.
[38:14] Oh, that's fine.
[38:15] And you can just exit out of the note field once you're done.
[38:20] But the standard text, if I open up a administration here,
[38:34] those can be found in, let's start administration.
[38:40] So if and let's start administration, I open up the window here.
[38:46] If I go into workflow control, and then I dive into workflow options,
[38:54] I can click on standard paragraphs here,
[39:03] and then once I click on standard paragraphs, this is a list of all of the standard paragraphs that I have currently loaded in the program.
[39:12] And so like for that call to order,
[40:00] Name, which is how I identify the center paragraph from that list. And then insert the paragraph tax, which is the tax done that I would pace into my notes field. Okay.
[40:14] So you can configure those like it looks like like you have the on the minute signature I'm just looking at your minutes here it looks like you have quite a number of people that that sign your minutes looks like about five people at least the four minutes.
[40:37] So, what we can do is we can create a minutes signature here and then you can paste that onto your minutes.
[40:50] So, basically the paragraph or the line.
[40:53] So, where it's just like time Esther, for example, chair.
[40:55] We could basically add that, say, tie,
[41:05] sorry, tie means are in the chair and then repeat that with the next person.
[41:14] So then if I hit return here, but then I would say,
[41:22] way, oh, you are in IEAR and then Wayne is the vice chair.
[41:30] So I would put dice, such not all big caps, dice, dash chair, okay.
[41:38] So we can build out that mean that minute signature.
[41:42] And then once you get to the end of the minutes,
[41:44] you can just case that signature block.
[41:47] Inter minutes and then in those people can then sign the minutes of 40.
[41:53] Okay.
[41:57] So I'm going to go ahead.
[41:57] I'm going to save that.
[42:00] And then,
[42:01] if for you saved, oh, oh, I'm sorry. Let me go back here.
[42:05] Can you take the D off of Wayne's first name?
[42:10] I absolutely can.
[42:11] Perfect. Thank you.
[42:13] Yes.
[42:15] Yes, thank you for pointing that out.
[42:17] And sometimes this takes a little bit of like,
[42:23] formatting and trial and error,
[42:25] Just depending upon like the spacing, for example, like that may be too close and spacing, so I may need to add an extra space so that they actually have not room to sign the sign their name, but then you can do like the same thing with the next person, so then oops, sorry, I'll go there and then same thing.
[42:52] So, here, line up in the GI thing,
[43:07] yep, and then click save and okay.
[43:19] So, you're welcome to get in and some of these like, like, yeah, I do want to say that.
[43:26] Some of these are just kind of a calm with your system.
[43:29] They're pre-built texts that come to their system.
[43:31] Like, this public comment lines, you're like,
[43:33] That's not really something I need, we could click delete here and we can remove it from that list so that it's not appearing.
[43:42] So, that's the standard paragraphs and you can also write a report as well.
[43:47] If you want to generate a PDF report of all of your standard paragraphs,
[43:54] you can also pull a report.
[43:56] That went somewhere,
[44:04] like, so problem with having too many screens of what it's like, you know, where you are, so there's the standard paragraph reports, so then I can plot the importance, you know, all of my standard paragraphs here,
[44:24] so let's go ahead and let's go back to your minutes, and so.
[44:31] What I can do to get back to my minutes from here is I'm actually on the home screen so I can just click on
[44:43] distance, test, feeding, or training,
[44:47] okay,
[44:50] and then now I'm back in my minutes, okay.
[44:56] So let's see here.
[45:00] And then we have the pledge of allegiance. So let's go back to actions here. That's the next order of business.
[45:12] So this is another, this commissioner, is it me, my Spanish is not good, yeah, I'll let the
[45:22] pledge of allegiance, all right. How do you say it? Mehia. Mehia, thank you, Mehia, thank you. No,
[45:33] doesn't, does commissioner make he always lead the pledge of allegiance or does it kind of
[45:39] I think it kind of shouldn't.
[45:42] Okay.
[45:44] Well, that could still be, you could at least
[45:46] with the pledge of allegiance,
[45:48] if you didn't take the notes in during the meeting.
[45:52] We do have, if I click on my magnifying glass,
[45:56] I just said that Lonnie,
[45:57] let the pledge of allegiance for the sample.
[46:00] But if you click on add,
[46:02] there is a standard paragraph for pledge.
[46:06] And it says, insert name, let the pledge of allegiance.
[46:09] So I can then click copy to clipboard, select that standard paragraph, click paste,
[46:19] and
[46:20] says insert name, let the pledge, and then I can go in.
[46:26] And then I can say Commissioner,
[46:32] and yeah, let the pledge of allegiance.
[46:37] But it's actually, it looks like you just say, let the pledge.
[46:39] So we could even believe that.
[46:44] And we can fix that in the standard paragraph.
[46:47] So it's just like the pledge.
[46:50] What's the exact error?
[46:52] There we go.
[46:58] Well, do you say pledge of allegiance,
[46:59] or do you just say love a pledge?
[47:02] I guess I should ask you that.
[47:03] Thank you.
[47:10] Sorry, Amy, did you say, was it pledge of allegiance?
[47:13] Oh, sorry, yeah.
[47:15] Oh, pledge of allegiance.
[47:18] I cannot
[47:24] spell this, I'm
[47:29] sorry.
[47:30] Okay,
[47:33] and then the next order of business we have is the approval of the agenda.
[47:40] So for those of us that were in the live manager training or the cost training,
[47:47] we actually did take the motion and vote on the approval of the agenda during that training.
[47:54] And so that's what we're seeing here and so when we click on approval of the agenda, if you notice like my mover and my seconder field is filled in here.
[48:09] So in live past what we did was we had an opportunity to fill in the mover and seconder for the approval of the agenda.
[48:16] Okay?
[48:19] We filled in the action as well, okay? So Mr. and say to approve that the agenda be approved as posted.
[48:31] So let's say, for example, during the meeting, I select the action of a dog did.
[48:36] But let's say it should actually be approved. This gives me the opportunity to go in and to correct my mistake.
[48:45] Let's
[48:50] see.
[48:54] Action is entered. Let me check the setting here. My apologies. Let's go here.
[49:06] procedural action approved. It should be the all-ball in the header.
[49:21] Sometimes it does take a little bit of trial on here.
[49:25] So what I'm going to do actually I'm going to undo the vote for this. So I'm going to click
[49:40] by action though to be approved. Okay, so on my dropdown, I changed it from adopted to approved.
[49:49] Okay. If I needed to put any notes in here, if there was any like conversation that the
[49:55] the commissioners had that you wanted to add here.
[50:00] You can always use your magnifying glass to expand that window to get more real estate.
[50:06] Now, the vote was taken. I just had to undo the vote for some reason in order to select my action.
[50:14] But over here, this gives you the ability to select either no vote, which is what it sounds like, no vote with
[50:23] Again, voice spoke, basically with that dies, is that means all your members voted on the item
[50:30] unanimously, and you don't get to choose how each of your members vote it.
[50:37] So basically, it just prints on the minutes, the item was voted on unanimously.
[50:42] If you want to choose how each of your members voted, we're going to go ahead and pick the
[50:47] roll call vote option.
[50:49] The role-call vote option is then going to populate a list of all of your members, okay?
[50:56] So we have your members here.
[50:59] We marked someone as absent.
[51:03] So that's why they're not showing.
[51:05] I can't remember who is absent.
[51:06] But someone is absent.
[51:10] Oh wait, let me look back here.
[51:12] I know we marked somebody as absent.
[51:15] So anybody who's marked as absent, shouldn't show up, but on this vote here, okay, what you can do is if you click on the drop down, you have the ability to mark your member as yes, no absence for that vote, excused, abstain and and re-cused, okay, so those are your options.
[51:41] If everybody vote, yes, for this item, you can just click all, yes, if everyone voted, no, you click all, no, even if, like, let's say with your vote, everyone voted, yes, one person decided to abstain.
[51:55] You could always click the all, yes, and then change that one person to vote, no, okay.
[52:03] And then once you do that, the motion text was actually already generated because we did the votes in,
[52:13] live cast. But we did update our action. So I do want to go ahead and refresh this
[52:22] motion tax so that it's accurate because right now it sends adopted. And so the
[52:27] way I'm going to do that is just hit this motion tax button here and that refreshes
[52:31] the tax base on what I put in. The motion tax is basically going to say emotion was made
[52:39] it's going to pull in the mover. It's going to pull in the second her and it's going to pull
[52:45] in the action. So the action's going to be the action that you list here. Then it's going to
[52:53] say the motion was carried by the following boat. Now it's a little bit confusing and led just
[52:58] star because it says the motion was carried by the following boat and then there's like there's no
[53:03] text right preceding it. So it just looks like it's like the boats plank but when you actually go
[53:09] you run the minutes report, you're going to see the voting information showing under that motion
[53:16] text. Okay. So just note that when you want the report, everything will come together. Okay.
[53:29] So that's the motion and the votes in legislature will of course do a couple a couple more.
[53:36] The next order of business we have is these presentations.
[53:43] So these are your different presentations here.
[53:48] With your presentations, so if you have items that are non-voting items right,
[53:56] so like for presentation or a population, you're not, your board members are not going to vote right on those.
[54:04] You know, you're just going to do the presentation or or read the population and that's kind of the end of the item.
[54:14] In legislator, what we want to do for those presentations, okay, is we do want to close out those files, okay, just so they don't continue to appear as an active file in the system.
[54:32] And so what we're going to do for those those two presentations is we're going to go to each one.
[54:39] And under the action drop down here, we're going to go ahead and pick like a non-photene action.
[54:49] So it could be, for example, we could select like received and buy old.
[54:56] That's a good one.
[54:57] We could add like another app.
[55:00] Action that was like presented at the meeting, for example, or presented, or like read into the record is is one.
[55:10] But we want to select like one of these actions here so that way that file gets closed out.
[55:18] And so once I click, like if I click save here, we're after selected receipt and file, that action will be applied.
[55:25] And then if I double click on this file here,
[55:31] then that file is going to get that final action date, which is what we want.
[55:39] So that's why we select that action is so that the system is going to populate in that final action date.
[55:44] There for closing out that file.
[55:49] And then if I click go back here, so that's going to bring me back to the agenda.
[55:54] I'm going to do the same thing with this second file here.
[55:57] I'm just going to go ahead. I'm going to select that action.
[56:04] We'll just see a received and filed again. It's like safe.
[56:08] You can put notes in here as well for these presentations.
[56:16] I'm just going to say presented the meeting. If you'd like to, so you can do that as well.
[56:22] And then just click save here.
[56:24] And then once again, if I double click on the item,
[56:31] the system's going to apply that final action date here.
[56:39] Now, if I click go back, the system does add when you select the action.
[56:46] It does create that motion text for you.
[56:49] So this presentation was received in file.
[56:52] Same thing as presentation was received in file.
[56:55] So if you don't want that motion text showing on the minutes, though, you can come into that field, and you can just say don't eat, and then save, and it will remove that motion text, so that it doesn't show on your minutes.
[57:11] Did that come back? Oh no,
[57:19] it's being difficult. Let me see if I just click away from it.
[57:27] You can just, it should let you just delete that.
[57:32] I
[57:35] think because it's Friday, the system just doesn't want to cooperate, okay. So I'm going to click save.
[57:46] You may be able to, in the motion text, select no.
[57:54] Yeah.
[57:56] I don't know why it's not, it shouldn't let you to leave that.
[58:03] Or may come back to that.
[58:05] So it's not being operative, say.
[58:09] Then we have this opportunity to address the board.
[58:14] So in the live pass for those in the live pass training,
[58:18] this is where we use that speaker feature,
[58:21] where you can have like the list of speakers,
[58:23] and then time your speakers,
[58:26] and then we also had some notes as well for public speakers.
[58:34] And so we can look at those notes here.
[58:37] So we have Stephen W is called to speak,
[58:39] and that's called to speak.
[58:42] Okay. And if, like, for example,
[58:44] so Stephen W is called to speak,
[58:46] if I didn't get the opportunity to
[58:49] describe what Stephen spoke about,
[58:52] and I want to go in and add that here.
[58:54] I can add
[59:06] that information.
[1:00:00] Any updates from the county manager can go in the notes field here. So if I hit this magnifying glass, I just send note regarding update, you know, if you want to put the updates from county manager will go here.
[1:00:18] With this note field, I want to point out that you can customize the font style and font size and like a coloring of the text.
[1:00:32] Just note that how you customize it here is how it's going to show up on your minutes report.
[1:00:39] So something to just be aware of, but if I click on the color give for example, I've had customers with a chosen like their notes to go and read, or some notes to go like a different color, or maybe they wanted to italicize their notes or bold their notes for example, so you can do that here using this in this window.
[1:01:08] And then I'll go ahead, I'm going to just change the color of this node just so you can see what that looks like.
[1:01:14] Since we're training today, I'll make it like a fun color. I'll make it like this purple blueish color.
[1:01:20] And then click OK.
[1:01:23] And then I'm just going to go ahead and click save and then OK. And that's going to update my note.
[1:01:31] The next order of business we have is the consent items.
[1:01:36] And I'm actually going to skip over my consent items for now because we're going to take the consent votes on the consent votes tab.
[1:01:46] But what we are going to do is we are going to go in and to kind of do some cleanup from our, from our live cast.
[1:01:57] So in LiveCast, we don't have this consent votes feature, so we don't have the ability to go in and take a motion and vote and apply that motion and vote information to all of
[1:02:09] and items within one section. So what we had to do in LiveCast for those that weren't in attendance is in order to take the consent vote in LiveCast,
[1:02:19] We actually had to take the motion and vote on the header.
[1:02:25] Okay, so we basically clicked on the motion and vote,
[1:02:28] or the consent items, we took the move,
[1:02:31] or we took the second error, we recorded the action,
[1:02:34] we took the vote, okay.
[1:02:36] Just so we can see and have that as a reference point for
[1:02:40] legislature, okay.
[1:02:43] But what we need to do now is we need to go in,
[1:02:46] and we need to actually remove that information
[1:02:48] from my consent header line here because we're going to use this consent votes tab here.
[1:02:58] And so if we keep this information and then we have the consent votes
[1:03:02] information from here it's going to look kind of wonky. So what what the process is is if you
[1:03:09] recorded the consent vote in like cast you'll want to mark you know how each of your members
[1:03:16] voted through the mover and seconder was. So I'm going to look at this and I'm in a note, for example, making out here Edwards was the mover from my consent. Messer. Mess, yeah,
[1:03:32] mincer or mincer excuse me was the second or and then they. It was to approve, okay, and then all my members voted yes.
[1:03:46] And I'm seeing that information based on what I'm seeing here, so I can see Gary Edwards with the mover.
[1:03:54] The seconder was Ty, the action was to approve, and then I'm looking over here, and I can see by boat information.
[1:04:04] So I can see that everyone voted yes for my consent agenda.
[1:04:10] Um, so what I'm going to do is to clean up this data, I'm basically going to go in and start deleting the information from these fields here.
[1:04:20] So you're going to start with the mover and you're going to go ahead and delete that.
[1:04:24] Then we're going to go ahead and start with this, excuse me, then move on to the seconder, go ahead and delete that.
[1:04:30] By action, I'm going to go ahead and delete as well.
[1:04:33] So I'm just going into that field and I'm hitting back space, highlighting the text and then deleting it from there.
[1:04:42] And then I'm going to change my boat to no boat.
[1:04:47] And then the motion text here, I'm going to come up and I'm going to delete here as well.
[1:04:55] And then I'm going to go ahead and click save, and the system's going to save my account.
[1:05:00] I'll have to do the consent vote, I think that's fine. So we've cleared out our information on the head or line. Okay. And I made notes on who kind of did what during the consent votes. And so now I'm going to go ahead and move on to the consent votes tab here. Okay.
[1:05:20] On the consent votes tab, what you're going to see in this bottom section is you're going to see all of your items that were marked as consent items.
[1:05:29] So that's items A, B, and C, 9, 12, 13, and 14.
[1:05:34] If we look back on our actions tab, Steve's test appointment item one, that was pulled from the consent agenda and voted on separately.
[1:05:43] So that's why it's not showing you on this screen here, okay, even though it's under the consent agenda, that was one that got pulled, okay.
[1:05:55] Now from here on the consent votes tab, what I'm going to do is I'm going to go in first and I'm going to highlight all of my items, okay, that are going to be in my block vote.
[1:06:09] The reason that I do this is because I work with some customers where they actually have
[1:06:16] two or more consent to genders.
[1:06:19] So some of the large agencies I've worked with, like I worked with the City of Atlanta,
[1:06:25] and they had two, actually two sections for consent.
[1:06:28] They had one at the beginning in their meeting, and at the end of their meeting, because
[1:06:32] their agendas are so massive.
[1:06:34] So they actually had to do this concept both process life because like let's say items A through F were part of the first consent section and then items A through E were part of the second consent.
[1:06:50] So there was actually two consent and two blockboats, okay, there could be different movers and seconders for each.
[1:06:57] You just have one consent section so you're just going to highlight all of these items and the way I highlighted that was holding down my control key and selecting the items or you can also hold down your shift key select the first item and then select the last item on the list.
[1:07:15] Basically what you want to do is you want to make sure that they turn yellow, okay?
[1:07:21] Then what you're going to do is you're going to come up to the mover in the second or field.
[1:07:26] So I'm going to go ahead and I'm going to pick my mover from this list.
[1:07:32] So it was Edwards, was my mover, and then Messner was my seconder.
[1:07:39] My action is going to default to approve the consent to jump up.
[1:07:44] And then over here is where I'm going to record my consent vote.
[1:07:50] I have to know the voice vote in roll call vote.
[1:07:53] If it's a unanimous consent agenda,
[1:07:57] you can select voice vote but remember we can't pick
[1:08:00] how each of our members voted.
[1:08:04] I'm going to keep it as roll call vote.
[1:08:09] And then I know based on my notes here everyone voted yes.
[1:08:13] So I'm going to say all yes here and let's say that actually Emily came in for the consent votes. So I'm going to go ahead and change Emily to vote it. Yes, as well.
[1:08:29] And then once I'm done recording my vote here. The last piece of the puzzle is clicking the standard action.
[1:08:38] So once I click the standard action, basically what that's going to do,
[1:08:46] is that's going to first apply my headline here that says approval of the consent agenda.
[1:08:58] So basically it adds this approval, these consent agenda had our line here.
[1:09:04] Then it says action approve the consent agenda, then it applies the standard action to each of my items here.
[1:09:13] So each of my items now have the action here as approved,
[1:10:00] As a standard action, and basically what that is, is that's the most popular action right that we would pick for that file types, so for the majority of our appointments, we would approve them.
[1:10:12] So that's what a standard action is, but you can, you have the ability to change it if you need to change it in the straw down here.
[1:10:22] But now you can see each, when I click on each of these files, the mover and seconder is filled in the action.
[1:10:30] And then the boat is over here, so it applies that voting information and the mover and seconder and the action to all these files without having to do that individually.
[1:10:41] And then also generates that consent agenda.
[1:10:47] You may be wondering, so we've moved pretty far along in the minutes, and you may be wondering what our minutes template looks like so far.
[1:10:54] So at any point, as you're working with the minute, excuse me, you can run a minutes report, okay, like a draft in your minutes and just check out and see what they're looking like.
[1:11:08] Just to make sure you're kind of all the right track, right formatting wise and the that nature.
[1:11:13] And so to do that, what you're going to do is you're going to come up here and hit reports and you're going to select the meeting minutes option.
[1:11:22] Once we select the meeting bit of option, okay, then what you can do is in your destination field.
[1:11:30] You can click where you want to export this report to.
[1:11:34] I'm just going to leave it as as accurate back PDF, but you can push it to like word for example if you want to do that or if you want to email it to somebody you can't know as well.
[1:11:49] Before we run there before, I do want to mention these boxes down.
[1:11:53] Excuse me down here at the bottom of our screen.
[1:11:58] The show cover.
[1:12:00] So, any check boxes, we went over them on the agenda's training.
[1:12:05] A lot of them are the same as when you want to agenda report.
[1:12:09] There are a couple of different lines just because we're working with them.
[1:12:12] And it's now, but show cover is going to create a cover page of your agenda, which you do currently have.
[1:12:22] So it's basically going to be this page here.
[1:12:27] Okay, that's just going to have like your logo on it address and then after that page starts the actual minute stalking it.
[1:12:39] So what that's going to do is that's going to show the file ID number on the right hand side like this that unique number that's a sign when you create a new piece of legislation.
[1:12:58] And you can choose not to show it. Show minutes status. So what that's going to do is that's going to show if we go to your minutes here.
[1:13:08] It's going to say meaning minutes on your cover page and if your minutes are in draft, it will say dash draft.
[1:13:16] If they're finalized, like if they're published, then it will say vinyl.
[1:13:27] Show legislative file sponsors.
[1:13:30] So if that is checked, then what's going to happen is if you double click on an item.
[1:13:41] This is coming back to our draft or conversation on the associations tab under sponsors here.
[1:13:49] When I pull up this sponsor's list, it shows sub departments as well as your office members.
[1:13:59] So if you have a sponsor listed, so I'm just going to list like, try a sponsor on you to unlock this file.
[1:14:07] that will then print on your minutes report
[1:14:14] and that's something we talked about during the
[1:14:17] drafters rating was the sponsors.
[1:14:22] So that's what that does. So let's go ahead and go back to reports
[1:14:26] in many, many minutes. Show action notes, show action notes are going to show those discussion notes,
[1:14:33] like Vivi who led the Pledge of Allegiance,
[1:14:38] the list of the public speakers, the county managers updates,
[1:14:46] show roll call and vote information.
[1:14:49] What that's going to do is that's going to show your attendance
[1:14:55] as well as the vote information,
[1:14:58] so specifically like...
[1:15:00] Rather than this appointment was approved.
[1:15:05] And then Liz detachment is going to create a hyperlink to any attachments
[1:15:11] that are part of that file. So if it's like a presentation and you attach the powerpoint to the file, then that powerpoint, which show if you don't have it checked, then it won't.
[1:15:24] Keep textures together, it's going to keep paragraphs of text together rather than breaking them out into two different pages.
[1:15:33] Showed up that title is going to show the agenda items titles on your minutes report how they were entered when the file was drafted.
[1:15:44] So if like the draft or let's say they bold the title of the item, the title would then show bold on your minutes report.
[1:15:53] If this is unchecked, then the title will show in the standard font that it's configured on the report.
[1:16:04] And then show a nap at numbers, so let me take a look at this.
[1:16:09] Your files.
[1:16:12] See.
[1:16:14] Okay, so for your resolutions and ordinances,
[1:16:19] Those receive enactment numbers, depending upon if the situation is appropriate, so like an ordinance gets approved or a resolution gets approved and it will receive an enactment number, which we haven't seen yet, but we'll go through that process so you can see that.
[1:16:37] But then those resolutions of ordinance numbers will basically show on your agenda report, if they had a number of lied.
[1:16:46] And then section, so if you want like the body and the recommendation and presenter and department to show
[1:16:53] audio visits report, you can check those boxes.
[1:16:56] That's part of when the director enters in the file.
[1:17:01] They enter that information.
[1:17:03] The title will appear automatically, so don't check that box, so otherwise it'll just duplicate the title.
[1:17:11] Once you get your checkboxes configured, then you're going to go ahead and click on run here.
[1:17:16] And that's going to pull up a draft of our minutes report.
[1:17:25] Let's see here.
[1:17:28] So looking at our minutes report, here is my minutes.
[1:17:41] And like these brackets here, I would just insert the name
[1:17:44] and then insert the time.
[1:17:45] If I wanted to do that.
[1:17:53] So right here, this is the note.
[1:17:56] So like these are the notes here.
[1:17:59] Okay.
[1:17:59] And you will notice those are in different
[1:18:04] bots and looks like Mimi some hot sizes.
[1:18:07] That's something we would want to fix in the note field.
[1:18:11] So like I mentioned, you can configure the bot style
[1:18:14] and like the bot size and the color of the note.
[1:18:17] So that's why there's just competencies there.
[1:18:21] It looks like you're using for your font.
[1:18:27] What is that type of font?
[1:18:30] I think we'll look here and see.
[1:18:39] Looks like for your standard font of
[1:18:47] calibrate.
[1:18:49] Okay, yeah, looks like your standard font is calibrate regular 12.0 font.
[1:18:53] So if you wanted those notes to match your other font on your report,
[1:19:00] you would just want to make sure when you intern a note that it's like calibrate
[1:19:04] So, like on this presentation here in this note field, I would want to highlight this in a double track and make sure it's Calabry 12 point font, which it is.
[1:19:18] But some of these other, excuse me, some of these other fields are not, like I think this pledge, I think it has a different font.
[1:20:01] The point up this meeting minutes here, so these are my notes and then this is my attendance right here.
[1:20:15] Okay, so this is what I went to my attendance. This is how it shows up.
[1:20:24] And then this is my vote here for the approval of the agenda.
[1:20:33] So all in favor, I, Commissioner Claus was absent.
[1:20:43] And then for my presentations, this presentation was received in file.
[1:20:50] This presentation was received in file.
[1:20:51] That's that motion text.
[1:20:53] That was being dedicated that let me delete it so I need to look into that
[1:20:58] But this right here is the note don't and then here's my consent agenda
[1:21:03] So this is what the consent looks like it says approval of the consent agenda
[1:21:08] So we have the header here and it says emotion was made by
[1:21:13] And seconded by to prove the consent agenda the motion carry the following vote
[1:21:18] So here's the vote for the consent
[1:21:22] and then here's all of my consent
[1:21:25] sense items here. So A, B, and C. Time back to our conversation, item D, C, test item.
[1:21:36] That was the item that was pulled. And so during the meeting, I actually made a note
[1:21:42] that this item was pulled from consent and voted on separately. Okay. So there's item was pulled.
[1:21:51] And so, here's the motion and the boat information for that item that was pulled right here, okay,
[1:22:05] and then that's where we basically made it to.
[1:22:13] So, let's go ahead, let's go back to led to star
[1:22:26] and then let's see.
[1:22:29] So we have, after the consent agenda, so we did the consent votes, after that we have the, the different departments sections, okay.
[1:22:44] And so let's go ahead and you can skip around on your meeting agenda here.
[1:22:51] So, let's go ahead and let's come down to, excuse me, this item here, which is an
[1:22:58] warrantment.
[1:22:59] And this is good because this is going to trigger the enactment number.
[1:23:03] So, let's say, for example,
[1:23:07] that I want to do a motion vote on this item.
[1:23:11] What I'm going to do is, I'm going to go ahead, if I haven't done one in live and a
[1:23:16] me babe, just didn't get time to do it. Okay? What I'm going to do is I'm going to
[1:23:21] first have up here and I'm going to select my mover. Okay? This was already auto filled in for
[1:23:27] a lot of my items because I did it in live cast, okay? But this one I didn't get a chance to,
[1:23:32] so I'm going to go ahead and pick my mover.
[1:23:36] I'm then going to go ahead and pick my seconder here
[1:23:42] and then I'm going to pick my action. So we'll go ahead and say this item got approved.
[1:23:51] I can put any notes in here that I want to add and then I'm going to come over here and from my different options, no vote, voice vote, roll call vote, I'm going to go ahead and pick roll call vote.
[1:24:05] Once I pick roll call vote, I'm then going to populate in how my members voted.
[1:24:12] So I'm going to go ahead and say that everyone voted yes.
[1:24:18] Okay. Then, once I do that, I'm going to come up here and click on save. This bedtriggers that
[1:24:28] enactment number numbering system. Okay. So, because this file is an ordinance, the system
[1:24:35] is configured to place the ordinance number, or place an ordinance number for the file. Okay.
[1:24:44] Now, when we, when the anacbit of Earth's trigger, this box comes up where the system's basically saying,
[1:24:52] hey, do you want to confirm that this is the correct and ordered it's number that should be placed on the file?
[1:25:07] If you want to make edits, let's say that isn't the right number, you can make edits in this box here, but we'll go ahead and say the ordinance number is correct, and we're going to go ahead and say, okay.
[1:25:21] Okay. Our motion text does generate. This ordinance be approved. And if I want to look back at that ordinance number. So if I was like, oh, you know what, I clicked confirm, but I can't remember that ordinance number and I needed to write it down for some purpose, right. I can double click on the file.
[1:25:45] Sorry. That's going to bring me to the file details.
[1:25:50] And so if I click on this details tab.
[1:25:53] Then I can then see there's my enactment number, it's ordinance number 23-001, okay?
[1:26:04] So if I need to look back at that, I can't.
[1:26:07] And I can even come and unlock that I can actually change that ordinance number if I need to after confirming.
[1:26:15] So if I did, let's say I do need to change it for some reason, I can go back in and update it here.
[1:26:22] If I'm no satisfied with that ordinance number, I can just simply click go back and then continue working with the minutes.
[1:26:31] Okay.
[1:26:34] Any questions so far?
[1:26:37] Just want to check in the degree of make sure nobody has any questions.
[1:26:52] Let's do this.
[1:26:54] Let's do an item referral.
[1:26:57] Let's walk through that process together.
[1:27:00] So, under public words, we have another item, which we didn't take a motion and vote on during the meeting.
[1:27:08] So we can go ahead and do that here.
[1:27:13] So we're going to go ahead and select this item here.
[1:27:19] And let's say that this item was like table or referred to a future board of county
[1:27:29] commissioners. Maybe like they need more information or maybe they just weren't ready to
[1:27:36] vote on the item at this point in time. And so it's going to get table. Okay.
[1:27:43] So what we're going to do is we're going to pick the mover for the item
[1:27:49] We're going to go ahead and pick the seconder
[1:27:54] and then here's where we're going to pick the action.
[1:27:58] So any action that has this sent to associate it with it like continued or recommended for approval
[1:28:12] or recommended for denial or referred or table any of those actions you can use to continue items.
[1:28:23] to future meetings, like future BLCC meetings, or if you need to send something to a committee, send it to committee, or like if something's coming from a committee, I need to go to council.
[1:28:38] You can do that as well.
[1:28:42] So we'll say that this item got tabled. So I'm going to select the option of table here.
[1:28:51] Once it's like the option of table, I'm going to click this sent to option.
[1:28:57] Once I click the sent to option, that's going to give me a list of available meeting
[1:29:04] bodies that I can then send the item to.
[1:29:08] So is it coming back to BLCC later or is it going to a committee or a board in this case?
[1:29:16] We'll just say that the item was tabled, it's going to come back to just the Board of County Commissioners, because they need more information.
[1:29:29] So I'm going to click Board of County Commissioners.
[1:29:33] I don't have to put a due date in if I'm not sure like if the Board of County Commissioners says we want to table it, but they don't give you a timeline of what meeting they want to table it to.
[1:29:47] Um, you can leave us due date blank, but if you know, like in the board account, you've
[1:29:51] been sure says, I want to table this to the next board meeting and, uh, let's say the board
[1:29:58] I mean, it is, I'm stuck.
[1:30:00] Put in that due date and then what's really nice about this is that when I go and I generate the 315 meeting in the system that item will appear under the correct section as long as the template is configured appropriately.
[1:30:20] which Carolyn configures the template, so it should be configured correctly,
[1:30:27] and you can always pull it from the list as well, like the the pick list of items.
[1:30:35] If it doesn't appear, but let's nice about that feature as long as everything's set up correctly. Once you generate your agenda, it should just appear on your, your meaning agenda.
[1:30:45] I can put in a note here, so I can say, like, for example, board requested more information
[1:30:58] before final vote.
[1:31:02] And then over here, this is where I'm going to do the vote for the, for tabling the item.
[1:31:11] So I'm going to click on roll call vote here, and we're going to say everybody did vote. Yes, table the item and then Emily did come into the meeting. So I'm going to go ahead and mark her as yes.
[1:31:24] And then click Save and then my motion text here is going to generate.
[1:31:30] So it's going to save motion was made by Commissioner.
[1:31:33] Place that mover in, place that seconder, that this appointment be tabled to the Board of County Commissioners
[1:31:41] do back on 315, 2021, the motion carried the following vote.
[1:31:47] Now you can go in this motion text, so I want to just mention this as well.
[1:31:51] you can have added it if you want to. So if you don't like that language, do back on. We could say to
[1:32:01] the meeting of 315, 2020 or if you always want it to say like to the meeting of 315, 2020 or
[1:32:13] Or you have the ability to update those motion tax statements in administration, under the workflow options here, we have motion tax, and it's a little bit kind of tricky at first, but basically.
[1:32:33] This is inter-sampled data, this is the first tab, and so this is just if you want to
[1:32:40] kind of play and see what your motion text looks like, hypothetically, if I have a resolution,
[1:32:46] this is what the motion text will look like based on this type of vote.
[1:32:51] And then edit motion text actually allows for you to go and edit the default motion text.
[1:32:57] So where it says like, for example, if the due date is recorded and this is added, so this is due back on, you know, if I wanted to change the language to the meeting of I could update that language there, keep that variable, because that variable is going to pull in that due date and then save by information.
[1:33:18] Okay,
[1:33:26] all right, so that's if you have a situation where you have a referral,
[1:33:34] another situation I want to show you is, if you have an item where, like you have an amendment, so there's like maybe two motions and two boats, or you have a situation where it's like,
[1:33:52] motion, a remotion, and then a vote. Like that scenario, we can walk through that. So we'll use this
[1:34:06] this item here, actually is a good example. So this item here, this item was actually, I think we added
[1:34:15] this baby during the meeting. I think no, no, no, no, I didn't, I never mind. No, it wasn't added during
[1:34:23] meaning, but we'll use this as a sample.
[1:34:27] So this item we have here will pretend
[1:34:30] like there was an amendment, OK?
[1:34:34] And so if you have a case where you have like an amendment
[1:34:38] or you have like two motions, two votes or two motions
[1:34:41] and a vote, what you're going to do is you
[1:34:48] can actually do it through here.
[1:34:50] I wasn't sure if you could do it through here.
[1:34:51] You have to do it through minutes.
[1:34:53] You can click on Copy, so you can right click and say Copy, select and line.
[1:34:59] And so what that's...
[1:35:00] Okay, it's a little bit tricky here because it looks like you're just basically duplicating the file, like there's the file title is just duplicating,
[1:35:16] but the system will recognize like when you go and you run the report that it's just one file, but two votes, essentially.
[1:35:27] So what you're going to do on the first line, so we're going to click the first line here and we'll pretend like this is the original motion, okay, so we're going to take the original motion from here.
[1:35:39] We're going to go ahead and we're going to pick our mover for the first motion, which I'm just going to pick.
[1:35:49] And then we're going to go ahead and pick our second error.
[1:35:54] I'm just going to pick names from here.
[1:35:58] Then we're going to pick the action.
[1:36:00] So the action.
[1:36:03] Oh, because this is a public hearing day.
[1:36:06] This probably actually wasn't a good one.
[1:36:09] Let me do this.
[1:36:11] Let me to leave this.
[1:36:14] and let's do a different one. Sorry, I guess I didn't think about that. That probably wasn't a good sample.
[1:36:25] Let me add an item. Yeah, we're out of items. Let me let me add an item to your to the agenda here.
[1:36:34] from our cake list, so we'll just do a public works item.
[1:36:47] 87 part of my, you need to know, let's not, okay, let's just do this one here.
[1:36:53] Okay. Sorry about that, and then let's go ahead and let's, let's copy this line.
[1:37:01] All right, so let's go back to actions here and we're going to complete the first motion on the floor.
[1:37:08] So we're going to select the first line here, so we have the line to indicate it, and we're going to pick our mover.
[1:37:16] We're going to pick our seconder,
[1:37:20] and then we're going to pick our action.
[1:37:22] So the original action was to approve the item.
[1:37:26] Okay. So we'll go ahead and say approved here.
[1:37:30] Okay. Now, if, and this is where our kind of people do things different ways.
[1:37:38] If your office members either vote on the first motion initially or if they come back and they like they do the amendment vote on the amendment then they come back and vote on the original motion you can come over here and you can take your vote so you would basically pick roll call vote.
[1:38:07] And then you would select how your members basically voted.
[1:38:13] Maybe, and then you could also, too, like I know,
[1:38:17] there's another scenario where, like, the vote fails.
[1:38:20] And, like, there's an amendment you can remotion.
[1:38:23] So, we'll just pretend like the vote failed for this item.
[1:38:27] So, we had a mover, seconder, but the vote ended up failing.
[1:38:32] So, I'm going to say all that, okay?
[1:38:36] Then I'm going to save this information and that's going to generate then my motion text
[1:38:40] here.
[1:38:41] The motion failed by the following vote.
[1:38:44] Okay?
[1:38:45] So, our vote ended up failing.
[1:38:47] Well, let's say, though, there's a re-motion on the floor for an amendment, okay?
[1:38:52] So, if that happens, what we're going to do is we're going to select the second line
[1:38:57] description.
[1:38:58] This is a test and we're going to come up and revotion.
[1:39:01] So, I'm going to pick the mover, I'm going to pick the seconder, and like I said, this is
[1:39:08] where everybody's kind of, everybody just thinks a little bit differently, and then the action
[1:40:00] Do is people will put the amendment in the motion text here. So I'm just just for sample purposes. I'm going to say amendment can go here.
[1:40:14] So you can kind of see both ways.
[1:40:17] Oh, yep, so we got this notification here that this is the file gets an enactment number
[1:40:26] because it's a resolution.
[1:40:28] So I'm going to go ahead and just say, OK, confirm that number.
[1:40:32] And then I'm going to go ahead and come over to my voting here.
[1:40:37] And I'm going to click record vote or roll call votes.
[1:40:40] And then click all yes.
[1:40:43] Like, say, oh, I think I click save prematurely.
[1:40:48] So I'm just going to click motion tax to refresh that.
[1:40:52] And then it says emotion was made by commissioner.
[1:40:54] If I could find this, sir, that this resolution would be approved as amended.
[1:40:58] So this also is a place where I could say, you know, the amendment to the item was
[1:41:08] can go here.
[1:41:11] Okay.
[1:41:12] and then it's with the motion was carried by the following boat. So, because that either place can hold the
[1:41:17] amendment here or here.
[1:41:22] So, then if I just click say, that's going to save my information,
[1:41:28] and then once I come down to the adjournment, I have a note here that I placed and we just
[1:41:35] something here, so we should see a thing.
[1:41:47] Then it's seeing a sure,
[1:41:53] okay.
[1:41:57] So this is where I could go in,
[1:42:00] sorry I'm just making sure that I didn't do the messy thing.
[1:42:06] This is where I could go in and I could say
[1:42:09] the meeting was adjourned at and then put the time, okay. And then I could also then go in
[1:42:18] It's in my note field here, and I can add the signature blocks.
[1:42:29] So I'm going to hit return here, and then I'm going to click add, and then where it says
[1:42:35] meetings, minutes, signature, going, and put those signature blocks.
[1:42:40] So copy to clipboard, paste.
[1:42:42] I think it's an update, it's an update.
[1:42:46] So I didn't refresh, so let me, let me refresh my system to pull on that signature block
[1:42:56] that we updated,
[1:43:08] remove go back here,
[1:43:15] let's
[1:43:22] go back to the German and pull in that.
[1:43:35] Then copy the clipboard, in the case, I know some of you are seeing the term is seen there.
[1:43:42] I get those added.
[1:43:44] But at least now we have some of your signatures and then if we go ahead and say save and okay, that's going to put that signature block there.
[1:43:59] Then we have this public hearing item.
[1:44:03] So if you need to to vote on that public hearing item.
[1:44:09] You can do so, or you can just, and then select the closed public hearing status.
[1:44:16] Depending on what you need to do there, I'll just say closed public hearing status.
[1:44:21] You can click save.
[1:44:26] So once again, once you're done with your minutes, you can come up to reports here,
[1:44:32] and you can select the meeting minutes option.
[1:44:35] And then once we select the meeting, but it's option, like I mentioned, you can run them and it's as a
[1:44:42] acrobat or run them.
[1:44:44] Word.
[1:44:47] Go ahead and run them and pack her back.
[1:44:57] And then we can look at the final call.
[1:45:00] And then I did want to show you as well, let me make sure that it got checked. The enactment number,
[1:45:11] why there we go. I'm going to show you that enactment number as well.
[1:45:30] So here's the, here's the enactment number. So if it has a resolution or nense number, it's going to show there.
[1:45:45] Here's that minutes signature line here. If you want to put that under, let's
[1:45:58] see, yeah, that looks like it should go under that public hearing section.
[1:46:04] So we can move that on your meeting minutes.
[1:46:13] So if I click close here, I can go to that adjourment, and then delete that from here,
[1:46:27] and then it looks like it should be under that, let's see, oh wait, now, let's see, sorry, it should be under public hearings, it looks like the actual item.
[1:46:43] So, if it should be under this item here, that's what it looks like here, then you can click on the notes field and you can plug in that standard paragraph under the note.
[1:47:03] So
[1:47:06] then copy to clipboard and then paste, okay, and then click OK, so you can, you can move that, that around. So now it's under
[1:47:22] public hearing.
[1:47:38] I think I have to just go under there,
[1:47:42] but, okay, let's find this is just a training meeting.
[1:47:46] Um, so let's pretend like, so you've ran the, the, the minutes you're done with your minutes and let's just start.
[1:47:55] And let's pretend like you have everything done and you're ready to, um, like you're ready to post your minutes.
[1:48:09] If your minutes have to be approved at the next meeting before they can be posted,
[1:48:21] what you can do is you can create an agenda item in the system for your approval of minutes.
[1:48:30] I'm just looking to see if that's something that you do currently.
[1:48:33] We
[1:48:37] don't, right now, you don't Amy, no, they're not included on the two ZAPM agendas for formal approval.
[1:48:51] Amy, is that going to be something that you'll want to eventually start doing in legislature?
[1:48:59] Probably.
[1:49:02] Okay, yeah, we can go through that process then.
[1:49:09] Okay, so what you're going to do is you're going to save these minutes, which this is like a PDF basically so you'll just find a place where you want to save them.
[1:50:00] 2 in the legislature system. You're going to basically create a new file for those approval of minutes.
[1:50:18] So the way that we're going to basically do that is we're going to come to the files module here.
[1:50:25] And then we're going to go ahead and click on this new option here, like we're creating a new piece of legislation.
[1:50:38] And then as far as your type goes, you're going to click your type as minutes.
[1:50:50] If the item needs to go through, like, if your approval of minutes needs to go through a series of approvers, you would select the approval sequence and then start that sequence, but if your item, you know, if you don't need to send it to a set of reviewers, you can just change your status here to be a gender ready.
[1:51:17] I
[1:51:20] mean, finding an agenda day could be problematic.
[1:51:28] There we go.
[1:51:30] Okay.
[1:51:31] So if you doesn't need to go through review,
[1:51:33] we could just say agenda ready here.
[1:51:37] And then you'll pick your agenda date.
[1:51:39] You'll pick your reading body,
[1:51:41] which is going to be the Board of Counting Commissioners.
[1:51:44] And then in your agenda item,
[1:51:45] submittal. If you click at it,
[1:51:51] you can then load
[1:51:54] the Microsoft Word template that you want to use.
[1:51:59] Typically, when clients are doing the approval minutes, they'll just put in the title.
[1:52:08] Like approval minutes for the, and then they'll say the meeting date.
[1:52:14] So if we click on add-ins here, you know, we could create a template for like the approval of minutes.
[1:52:21] Just like you can see why you mentioned that in a specific middle.
[1:52:28] Yeah, because you probably don't need, for like your approval minutes, you probably don't need like all of this information.
[1:52:34] You probably just need like the title, maybe like the drafter.
[1:52:38] So we could delete this, and then in your title, you need approval minutes for the
[1:52:51] 15th meeting.
[1:52:55] And then, pick your drafter,
[1:53:03] and then, if you click Save, and then, Axe, that's going to
[1:53:07] then load your title back into the led to start program.
[1:53:19] And then for your attachment, as far as your attachments are concerned, this is where you
[1:53:25] would go in and click on a touch and you would go in and grab those minutes, right, that you
[1:53:32] saved, so I would go to, I save them in my downloads, I think. Yeah, so I go to my downloads folder.
[1:53:39] There's maybe minutes and go ahead and double click there.
[1:53:45] And then I could even rename these
[1:53:47] minutes, so right now it's kind of like the name's called Jumple there. I can say minutes of the
[1:53:57] 15th
[1:53:59] meeting. Okay.
[1:54:06] And then if I say update attachment details, that's going to update then my
[1:54:11] attachment being here.
[1:54:15] And really really with the associations, I don't think you would need
[1:54:17] sponsors or like related files for these minutes. Make sure you enter in your department.
[1:54:29] And then make sure like your name is here, probably doesn't have anything like cost or anything like
[1:54:34] bad. And that's pretty much it as far as the cripple minutes goes, really just entering in the
[1:54:39] and then attaching those, those save minutes, and then let's say, let's say hypothetically,
[1:54:50] that you know, the start voting on the minutes, they get approved at the meeting.
[1:55:02] And once you're in your minutes module, you're going to select your meeting. So it's Kristen's task meeting for training. There's that media idea strip to earlier.
[1:55:14] And what I'm going to do is I'm going to come up here and I'm going to change the status of my meeting from draft to final.
[1:55:21] And then I'm going to go ahead and click on Save.
[1:55:26] By changing the status of my meeting from draft to final,
[1:55:30] what that's going to do is if I look at my insight page,
[1:55:37] I'll show you the day as part of my insight page.
[1:55:42] I'm going to pull it back up.
[1:55:44] That's the first in county,
[1:55:46] wa.lettersart.com page,
[1:55:49] not the greenicans.com.
[1:55:53] So, if I come to the Thurston CountyWA.blogistart.com, this right here is my test feeding.
[1:56:01] Okay, there's the video link. Okay, that appear in why I imported the data.
[1:56:06] But by changing the status of my minutes from draft of final, what that's going to do is if a constituent or if I'm a member of your team, click on the meaning details
[1:56:24] in about five to ten minutes,
[1:56:26] What's going to happen is is that the action and the result and the action details for each item will fill in.
[1:56:37] So what basically what it does is it fills in the voting information on the meeting details screen for each of our items.
[1:56:50] So like we'll see the support minutes like that voting information will fill in.
[1:56:55] Let me show you Carolyn's workflow review because that already has those details.
[1:57:02] So, if I go to Carolyn's meeting, that's the workflow review by click meeting details.
[1:57:08] We can see that on her meeting,
[1:57:13] we can see that like this contract was approved, the result was passed.
[1:57:18] The appointment was approved, that's passed.
[1:57:20] And then if I click on the action details,
[1:57:25] That's going to bring up my the full kind of boating information so I can see like the mover in the seconder I can see that it was approved and then I can see the motion text here as well and then I can see how each of my members voted.
[1:57:41] Okay, and then if I click on the hyperlake for the details of that item,
[1:57:50] I'm also able to see those action details from here as well.
[1:58:00] So that's what that does is by changing the satch and drafted final that posts those details for the items.
[1:58:08] And then, or actually posting the minutes and the ADA accessible minutes, the way that we're going to do that is by coming up to reports and ensuring that you are getting a selected here.
[1:58:24] And then clicking meeting minutes.
[1:58:29] Once you're at meeting minutes, we're going to go ahead and change our destination.
[1:58:34] publish to insight, calendar,
[1:58:40] and then we're going to go ahead and click
[1:58:42] broad.
[1:58:51] That's going to bring up a final copy of our minutes here in just a
[1:58:55] moment.
[1:58:59] So this is what the public will see when they go to access your minutes.
[1:59:02] This is the final copy here. Okay.
[1:59:08] And then in about five, 10, 15 minutes. Because
[1:59:16] There's a delay in between legislature and the insight page so it takes some time when you publish an agenda or you publish minutes.
[2:00:00] 5, 10, 15 minutes, what we're going to see is for my persons task meeting for training. We're going to see the minutes link available, minutes that I posted. And then along with that, because we posted the minutes, we're also going to see the ADA, accessible minutes as well. That just comes with when you post the minutes the ADA, accessible minutes also coast as well.
[2:00:25] okay.
[2:00:29] Sometimes it's like it's sometimes it's very quick other times it does take a little
[2:00:33] oh yeah actually it's right there now yeah. Basically what it does is is
[2:00:40] register like cycles through all of the client servers and it picks up like if you publish minutes
[2:00:47] are published in a agenda so it just depending upon where you're at in the cycle the server is how long
[2:00:53] going to take but here's by minutes and then the accessible minutes if I click on that link
[2:01:01] that's what that looks like here. So then someone is able to use like a screen reader to go in
[2:01:10] we'd back to them the document.
[2:01:14] I have a quick question. Yeah on the
[2:01:18] I'm just on the table on the previous page, that list on the meetings, I think when I, I think I should have picked back, sorry, you need to follow your close, my eyes.
[2:01:36] Yeah, on here, is there anything we can do to reduce the size of the table.
[2:01:48] or can the accessible documents be added to the same cell as the PDFs by chance?
[2:02:01] I can check any, I'm not sure if that's an option but I can, I can make an
[2:02:23] I wanted to kind of, if possible, I'd not reduce the size of the table and see if the accessible documents could be added to the same cell as the PDFs for the agenda in the minutes.
[2:02:37] Then I was also curious what the e-commerce is.
[2:02:43] Sorry, Amy, I'm just faithing to know that a further question.
[2:02:51] Excuse me.
[2:02:53] The e-commerce is it's an application that your team has purchased that allows for your
[2:03:06] citizens of your community, to make comments and statements on agenda items that you
[2:03:17] allow them access to do so. So if you allow your citizens, let's say to make comments on item
[2:03:29] to a on the consent agenda. If Bob, let's say, what citizen of your community wants to say
[2:03:37] that he disagrees with item 2 a on your consent agenda, he can go and type that comment and then
[2:03:43] you can see it and you can actually make those comments public as well so that like other
[2:03:48] citizens could see Bob's comment.
[2:03:54] Okay, thank you. Yeah, and Amy, there is some training on
[2:04:01] I think the intention maybe was to get through legislature first, try to get through all the training there, and then tackle the e-commerce program.
[2:04:13] It's the nice thing I will say it's a lot less training than legislature's in the hour training, so you can take a.
[2:04:20] You can be relieved a little bit, and it's not not nearly as detailed as the lecture star is.
[2:04:29] It's just an hour of the video, and then you're able to pretty well use the application.
[2:04:36] Okay.
[2:04:38] Yeah.
[2:04:40] And for you, the sigh of relief there.
[2:04:46] Yeah.
[2:04:46] So that really, that is the minutes process from start to finish, is there any questions I can answer?
[2:05:05] I have a question, just kind of general.
[2:05:10] So, well, right now I could go in and create like a practice meeting and practice agenda items and test minutes and things like that, is that correct?
[2:05:25] Yeah, so, I mean, nothing, this page is not live, I mean, technically, like, if somebody
[2:05:33] knew that you are out, right, they could type it in and go to it, but it's not linked with
[2:05:40] your, your, your, first in county, it's not linked with this website here, right, it's
[2:05:50] hyper linked in any capacity. So you can go in and you can practice with creating and like publishing
[2:05:58] agendas and then like creating and publishing the minutes because nothing is live at this point in time.
[2:06:05] And we do encourage you to go in and practice and we also encourage you to do at least one
[2:06:13] what we call parallel test.
[2:06:16] So parallel test is basically where you would go in,
[2:06:20] and you would create a set of a database created in a agenda
[2:06:25] and minutes using your current process,
[2:06:28] but you would also create that same set of the agenda
[2:06:31] in minutes in the legislature system as well.
[2:06:37] And then that kind of gives you the ability
[2:06:39] to gauge your comfortability, if register,
[2:06:45] and kind of work out any keys before you go
[2:06:48] live, because you're doing the process right in register, but then if things don't go
[2:06:54] according to plan, which we hope that that's not the case, but if they don't, then you have that
[2:07:00] backup in your current system. I think this brings up a good question for the team. Do we have
[2:07:11] like a plan go live date or or a time that you would like to go live with with
[2:07:17] legislature?
[2:07:24] Well, we we do have a meeting set up to review that and we have put
[2:07:33] the tentative schedule training schedule together and we're going to meet on that.
[2:07:40] shortly. Page, Lonnie.
[2:07:47] I think it was like about a month and a half from now. Maybe two months
[2:07:54] from now. Yeah, I was just going to pull that up. Or twenty two days. I'll just say the end of April.
[2:08:06] Yeah.
[2:08:17] But then again, that's all dependent on
[2:08:19] on how quickly we get everybody up to speed on the training.
[2:08:28] I think that's going pretty well right now.
[2:08:35] I'll be testing.
[2:08:37] Yeah,
[2:08:41] that's Amy. Amy, I've been able to build a big question.
[2:08:48] So when I'm in there testing and
[2:08:53] We're going to drop agendas, agendas, agendas, and minutes, and posting those.
[2:08:59] Who do I send any questions and concerns to?
[2:09:04] Do I send those to our team or to Kristen?
[2:09:11] Yeah, so any, you want to send those to the grant?
[2:09:15] I can steam.
[2:09:17] Let's see.
[2:09:19] Do you have, Amy, do you have bite email?
[2:09:22] Yeah, okay, yeah, you do because you have that on this invite. Do you have a Brian
[2:09:27] mole-houser in Caroline England's emails? It's the same something familiar.
[2:09:39] It's not. We can get them for you.
[2:09:41] I don't think so I may somewhere but
[2:10:00] Let me put their emails and let you out window for you, because what I was getting at was that you want to send any questions to me, but you'll also want to make sure that you include the entire grant and custom, just in case if I'm out, for example, Brian and Carolyn may be able to jump in and to answer your question for you, quicker than like when I get back from vacation or what not,
[2:10:30] So let me give you their emails and we also say to you just to include everyone just so that all of our
[2:10:36] our grants, great as team members are up on the latest communication and latest updates of the project just so everybody's in the loop.
[2:10:45] So I'm going to put.
[2:10:51] So there's Carolyn's email and me I just put it in the chat window for you.
[2:10:56] And then let me get Brian's,
[2:11:11] and then there's Brian's email as well, your welcome.
[2:11:19] Yeah, but as you're working in this system, you can just contact myself and Carolyn and Brian.
[2:11:29] And then what I actually like to do that leads into our next conversation is,
[2:11:34] I would like to set up a question and answer session with your team.
[2:11:41] That's kind of the next milestone as far as the training goes.
[2:11:47] This is a quite two-hour question and answer session that allows for your team to ask any full questions.
[2:11:55] Like from the training or as you've been working in the program,
[2:12:00] Or, you know, if you have questions on like a certain process, maybe you want to like
[2:12:06] read this in again, like, oh, how do I, you know, use the approval sequences.
[2:12:12] We can go over that during the question and the answer session.
[2:12:15] What we like to do is schedule this session a couple weeks after our last training.
[2:12:21] So, if I'm looking at my calendar here,
[2:12:27] I think a good week to schedule that training to give you some time to work and kind of plan this system would be like either the week of the 18 or the week of the 25.
[2:12:46] it. Um,
[2:12:51] so we could do, like, I'm just going to throw out some, some day to like, I could do like Wednesday morning,
[2:13:01] uh, that's Wednesday, the 20th or I'm barely open, like the week at the 20th bit that there's a better
[2:13:09] date and time that works for you.
[2:13:13] Uh, the 25th, um, said I'm, I'm wide open.
[2:13:18] And it's two hours.
[2:13:23] And this would be with the entire team.
[2:13:26] Ideally, yes, Lonnie.
[2:13:28] I mean, if somebody can't make it, that's okay.
[2:13:30] But it's ideally doing what the whole team did better.
[2:13:44] Yeah, Thursday or Friday, a few of those weeks.
[2:13:48] I have time.
[2:13:54] So,
[2:14:01] is everybody okay with, like, Thursday, the 28 from 9 to 11 Pacific?
[2:14:31] And I'll send out a Zoom-in byte for the call and include the project team.
[2:14:40] But just know, like, Amy, if you're working this system, you can always email me questions like before.
[2:14:47] Then you don't have to wait till the question and answer session.
[2:14:50] I do recommend though to make the session as productive as possible if you can gather a list of questions.
[2:15:00] Of that, I'm trying to think what else. Once we get that, those dates kind of kneel down for the go live, the last kind of two calls that we'll schedule is the, we call it the agenda support call in a minute support call. So like when you're posting your first agenda from Legislature like actually going live with your first agenda from Legislature.
[2:15:30] either myself or like Carolyn or Brian will schedule a two-hour call to basically
[2:15:39] how do you share your screen and just make sure that everything is going
[2:15:44] like okay, right, for the your first edge on a posting.
[2:15:49] And then we'll do the same thing for the minutes, posting, civil schedule and hour call with you
[2:15:55] to get on the phone and just make sure that everything is good when you post your first set of minutes from left star.
[2:16:03] So we'll be there to support you through your first round of posting.
[2:16:12] But once we get kind of a narrow down a goal-life, a specific goal-life date,
[2:16:17] then we'll be able to figure out when those calls are.
[2:16:22] or when we just got it though, so.
[2:16:26] Steven, have we, have we?
[2:16:29] We haven't amount completed the routing inside,
[2:16:34] right?
[2:16:34] We mean routing.
[2:16:41] If I want to enter an AIS and
[2:16:45] or in the end item,
[2:16:49] you made a privilege?
[2:16:51] Yeah.
[2:16:52] The approval tracking, that would be like in work, like workflow control.
[2:16:58] you know we did we did put some together I know Jamie sent out an email to
[2:17:05] department requesting them to contact us but no one contacted us so it's
[2:17:14] it's still something that should should be looked at but we're not gaining much
[2:17:22] traction from the different departments on those approval sequences I know the
[2:17:27] single review approval was one that we wanted to get in and we did it. I did it if you
[2:17:33] tested the PHSS had. I was trying to work not. Yeah, we need to get. Yeah more. I mean that
[2:17:44] will need to meet with Amy and internally with the project group and start working.
[2:17:54] How we're
[2:18:02] You know,
[2:18:06] and then, you know, one of the things I noticed on, I don't know if it was a report or something was that, oh, no, I think it was a word document template on the drop down list where Jamie is still clear to the board.
[2:18:25] It should be Amy,
[2:18:29] I think, I think that was on the agenda template, we're dot template.
[2:18:36] Probably have to go through and edit and make sure.
[2:18:40] Yes, those values are added to, you know, that's the only thing I noticed.
[2:18:49] Steven, do you have you dabbled with Microsoft Word templates before?
[2:18:58] No, no. I mean, I've used them, but I haven't set them up and don't anything behind the
[2:19:04] things.
[2:19:07] So, I mean, I could look into it. I don't know. It's that difficult to go in and
[2:19:13] update that. But yeah, I can look into that. Okay. If you, if you are having trouble
[2:19:20] a lot of stuff and you can get it updated for you, your team can actually go in and have
[2:19:24] control like microphone reports. You can edit those word reports, I guess. Well, so I'm going to
[2:20:00] In, like, the administrative tools and legislative star, but I just couldn't see anywhere in there. So I think it's pretty much tied to that word doc template. So I have to go in there and learn how to do this.
[2:20:14] Yeah, yeah, it's, I always forget how to do it. It's like, you have to turn on like the developer, I think, and
[2:20:22] And then there's a section in the administration where you can go and you can load those reports under the text file templates here.
[2:20:36] It's really easy to load those reports. You just title it and then you grab that word report from your computer just ensuring that's a deal. Excuse me.
[2:20:48] Okay.
[2:20:50] All right.
[2:20:53] Are we able to make changes to be just like the overall agenda?
[2:21:00] Oh, that's what you're making like other formatting changes to the agenda template and minutes template.
[2:21:09] Those Amy actually, yeah. So that's actually different process. So those, you'll, you'll submit those to the grant. It can team and then we'll be able to make those updates for you.
[2:21:22] What I recommend doing is I recommend printing out the agenda in minutes templates and then marking them up accordingly. You know, if you're like, oh, this has, you know, too much space or how to space.
[2:21:37] And then sending those to the granite his team.
[2:21:40] And then we can make those updates using the report for all.
[2:21:45] Okay. Thank you.
[2:21:49] Peaceful.
[2:21:50] I'm just about logging in.
[2:21:53] I got the URL after the last training, but I don't know that I've got a
[2:21:58] account associated with it.
[2:22:00] I was trying it with my email and stuff and
[2:22:03] trying to reset password and it wasn't working.
[2:22:08] Did you get like a star installed?
[2:22:13] I don't believe so.
[2:22:17] Could you have to install the application?
[2:22:19] I believe we set you up in the account.
[2:22:24] Can you help them?
[2:22:28] Yeah.
[2:22:28] We have the install here.
[2:22:31] We can get to set up.
[2:22:32] I'll send you the link.
[2:22:34] If you can't do it, we can get up to do it.
[2:22:37] Okay.
[2:22:38] should be able to install it. And it would be going through what it'd be to say to access
[2:22:45] it because my main interest is going to be sort of the live streaming aspect of it. Do we access
[2:22:52] that the same way we access all these other features?
[2:22:59] The live stream is going to be through that medium
[2:23:01] as a platform. So that's the Thurston County WA.cranicas.com and that's using the
[2:23:12] that's using single sign on which let's start uses as well but you'll click on sign in here
[2:23:19] to create an account, but you do have to have the SSO configured with the right IP range, I think.
[2:23:35] I'm going to try it with the Azure link there right now.
[2:23:41] I feel like last time I was trying to do this and it's quite working.
[2:23:46] Let's see what it says. Oh, yeah, it's giving me
[2:23:52] a administrator. It can figure the application to block users unless they are specifically granted access to the application.
[2:24:04] You know if this is the right. I stop IP.
[2:24:08] Uh, I don't know. How would I see that?
[2:24:11] Oh, that's a default subnet. So that's, yeah. I mean, that's basically anything.
[2:24:22] sample.
[2:24:28] Now, you don't have to keep doing that with
[2:24:31] embedding these clients each one of the clients the same way.
[2:24:38] I just the SSO, right? Yeah. Okay. Yeah, you should be able to log in with the SSO today,
[2:24:46] but I had to go through duo as well. So you have that multi-factor authentication that you go through.
[2:24:52] But it does work.
[2:24:54] It does work.
[2:24:55] For me, it sent me the duo prompt and I approved that.
[2:25:05] I can create an account for you and hear it happen, but it wouldn't be like, you want to use that, so you don't want to use a left star using the password, it's just like one more path to remember.
[2:25:18] But Lonnie can check like that for missions.
[2:25:23] So that we can get you.
[2:25:25] I just tasted a screen grab of the air message if it's helpful into the chat.
[2:25:39] Okay, so Steven, is it just maybe because he's not part of like a certain group you said or Lonnie, is it's something we need to fix on the granite his side.
[2:25:57] Granite kiss.
[2:25:59] Yeah, I think it's a granite kiss group.
[2:26:02] Can I go?
[2:26:06] Are we working?
[2:26:12] Are you trying to get into a meeting manager group?
[2:26:15] Are the meeting manager?
[2:26:19] I am just going to whatever is Christian county wall at aggranticus.com, which I guess is
[2:26:27] Media Manager.
[2:27:02] You may look secure in here,
[2:27:07] but then I count, oh, yeah, I have some paper, page, page
[2:27:10] doesn't account.
[2:27:13] It's the, it's the, it's the, it's the group membership, we have to, we have to adjust your
[2:27:18] group membership.
[2:27:26] On is that something I need to do on my hands?
[2:27:29] No, no, it's all us.
[2:27:31] Okay, okay.
[2:27:34] Yeah, it's our territory.
[2:27:37] Is there anything I need to do for that at this point?
[2:27:40] No, Steven will get you.
[2:27:43] We'll make sure that you're in there.
[2:27:44] Cool, thank you.
[2:27:50] There is, oh, there is an update to the legislature.
[2:27:54] star. That's we have to do by April 1st or May 1st I believe, I think it, yes, it's like
[2:28:04] May, May 3rd, yes, the best client, right? Yes, which is going to impact this, this installing
[2:28:16] that, well, everybody has the, let's just start five and stall. Can't push the install link in the group chat.
[2:28:30] So, need to install the, let's just start client, click on that.
[2:28:34] But then we'll have to install, we'll have to go through another install before May 1st to keep Granicus.
[2:28:41] I think it's, it's a, it's a,
[2:28:44] Yeah, we're going to have to, we're going to have to get that pushed out through
[2:28:48] desktop. Yeah, I think it's required updates. So yeah, more to come on that, I think it's like
[2:28:56] let's start 5.1 or something like that. I'm not sure. We'll send you that. I don't know.
[2:29:04] We'll get that. Yeah, I wanted to catch you guys demon before you. Where were you did all the
[2:29:11] installation on the draft first computers. I was like, let me catch them. We're all that. I have to, you know,
[2:29:18] and all the stuff. We're not there yet. Okay. It's like, I'll catch you before you do a mass install.
[2:30:05] Is there any other questions from the group I can answer?
[2:30:14] I did get it installed just now, so.
[2:30:17] Okay.
[2:30:18] It seemed to have worked, okay.
[2:30:20] In Devon, I did check you do have an account in legislature.
[2:30:25] So you should be able to use your active directorate to log in.
[2:30:34] Okay.
[2:30:34] So it's just you'll go when you launch the application and it'll pop up with the ability to put in your Microsoft username and password.
[2:30:48] Yeah, it's giving me that.
[2:30:51] Oh,
[2:30:54] what it's doing now is taking me to my office.
[2:31:00] Yeah, it's still giving me that same message, so yeah, that's a group, it's a group membership.
[2:31:10] Okay.
[2:31:10] Do you like it?
[2:31:12] Do you?
[2:31:14] Do you like the same error?
[2:31:21] Do you even can you check the AD group?
[2:31:28] I just didn't get that late.
[2:31:30] something
[2:31:35] to make sure everybody count blood to star. It's like they do.
[2:31:41] Lonnie, I think you have an account, just make sure you get the bodies.
[2:31:48] Everybody, Lonnie from a blood to star.
[2:31:52] Yeah, I think.
[2:31:52] Count perspective should be set up.
[2:32:05] Anything else I can answer?
[2:32:10] I think that's it.
[2:32:14] I do want to just remind everyone.
[2:32:16] And because we've covered a lot of information that you can access once you get access to
[2:32:23] a meeting manager if you don't have it, but I'll put this in the challenge of everyone.
[2:32:27] The Thursday County Washington.gramicons.com, that meeting manager site, though, that's
[2:32:35] where all of our training recordings are
[2:32:43] posted, yeah, thank you, so you can go to the
[2:32:49] And if you click left start implementation and training, you'll find all of the training
[2:32:54] recordings and all of the recordings for the knack calls.
[2:32:58] And if you just double click on a video, it will open up the video.
[2:33:08] And then also we have the user guides as well that are attached to the invites.
[2:33:12] So if you want to use that, so the pointer reference you can as well.