1 00:00:00,000 --> 00:00:07,140 Quorum. Welcome to our group training session for peak agenda. The focus of our training 2 00:00:07,140 --> 00:00:12,000 today is on peak minutes. My name is Heather Pyle. I'm a product training specialist 3 00:00:12,000 --> 00:00:16,880 from Granicus, and joining me shortly will be Kirsten Johnson. She's a senior product 4 00:00:16,880 --> 00:00:21,920 trainer with our team. So I'll move on here through a few slides, and then we'll get right 5 00:00:21,920 --> 00:00:28,280 into our minutes process. This today's session is considered session four for peak minutes. 6 00:00:28,280 --> 00:00:36,740 So in this process we'll review the peak system, basically we're going to show you how to process your minutes in peak and then publish them to your view page. 7 00:00:37,360 --> 00:00:44,000 I do want to make one quick disclaimer just to make sure we're making the best use of everyone's time, this information down here. 8 00:00:44,620 --> 00:00:54,500 So for our clients who are using peak agenda, not everyone processes their minutes in peak, which is what our focus of today's session is. 9 00:00:54,500 --> 00:01:02,240 So just we do try to go through our roster and make sure that the proper people are attending this session, but sometimes people get overlooked. 10 00:01:02,840 --> 00:01:13,320 So if you are using our Granicus live streaming solution, so we would have sent a hardware device called an encoder to your office that hooks up an audio video feed of your live meetings. 11 00:01:13,860 --> 00:01:19,920 And then if you are doing that, you will use a different application called live manager to take your meeting minutes. 12 00:01:19,920 --> 00:01:25,820 So just a quick disclaimer, if you are aware of you are doing that process for your minutes, 13 00:01:26,540 --> 00:01:31,160 today's session does not apply to you. But for the rest of us, we're going to go ahead and move 14 00:01:31,160 --> 00:01:36,800 on with our peak system. So we're live, we're in session. This is day four and this is considered 15 00:01:36,800 --> 00:01:45,400 the final session of the peak agenda online group training sessions. So a quick outline of what we'll 16 00:01:45,400 --> 00:01:49,480 cover today and we'll be going through over the next couple of hours. This session usually does 17 00:01:49,480 --> 00:01:54,380 not take two hours. I know we've set aside that amount of time, and usually it is the 18 00:01:54,380 --> 00:01:58,400 quickest session of all four, just depending on the amount of questions, but we're going 19 00:01:58,400 --> 00:02:04,120 to begin with an overview of the minutes interface within peak. We'll go over taking 20 00:02:04,120 --> 00:02:10,320 roll call and confirming attendance. We'll review how to record your motions, votes, and notes 21 00:02:10,320 --> 00:02:15,800 into your minutes, and then we'll proceed with running a draft, publishing them to your 22 00:02:15,800 --> 00:02:21,760 page and we'll have plenty of time for a Q&A. So that's what we're going to cover. As you all know, 23 00:02:21,820 --> 00:02:27,580 I believe this is a live session and we are recording. So all of you will receive a copy of this 24 00:02:27,580 --> 00:02:34,720 recording. It will be uploaded to your media manager site. Please ask questions throughout the session. 25 00:02:34,960 --> 00:02:40,040 If you could enter those through the chat box, that would be appreciated. Since this is a group session, 26 00:02:40,040 --> 00:02:50,020 We are trying to keep the questions more generic in the setup if you happen to have a very specific question about your peak system setup or design. 27 00:02:50,620 --> 00:02:55,620 I would ask that you direct that specifically to your project manager or your specific product trainer. 28 00:02:56,220 --> 00:03:02,560 But if you're not sure, please just go ahead and ask anyway and we'll definitely answer the question or direct you to the right person. 29 00:03:04,160 --> 00:03:19,320 So, Curson has joined us now. So, hi, Curson. Good morning. Good to see you. She had a bit of a pet emergency that has thankfully turned out okay. So, Curson and I would like to thank you for your time in participation today and from that will go ahead and get started. 30 00:03:19,320 --> 00:03:27,340 So I have launched our Granicus University Media Manager login site, so as you know, you'll 31 00:03:27,340 --> 00:03:31,700 access your peak system through your Media Manager Granicus platform. 32 00:03:33,540 --> 00:03:39,920 And thanks Doug. And as you know, you'll enter your jurisdiction name.granicus.com, 33 00:03:40,160 --> 00:03:45,180 and then you'll login with your username and password. So I'm going to go ahead and sign into our site 34 00:03:45,180 --> 00:03:51,700 by past this note. And then as you're aware, just as a quick review, this media manager site is 35 00:03:51,700 --> 00:03:58,000 where we are listing all of your upcoming events. You're recently added and pending archives. 36 00:03:58,440 --> 00:04:04,460 It's where we're managing archival information for your meetings. And also under the admin tab, 37 00:04:04,620 --> 00:04:10,820 what specifically applies to what we'll be working on today is where your view pages are listed. 38 00:04:10,820 --> 00:04:14,980 So I'm going to pull up the view and today I'm going to be referencing the past events 39 00:04:14,980 --> 00:04:15,580 of view page. 40 00:04:15,940 --> 00:04:19,880 This is where we're going to be publishing the minutes that we're working on today. 41 00:04:20,080 --> 00:04:22,560 So I'm just going to double click this view page to open it. 42 00:05:00,000 --> 00:05:06,580 Council minutes from yesterday. So at the conclusion of this session today, we'll be publishing 43 00:05:06,580 --> 00:05:11,800 our minutes out to this location here, onto this view page. So we'll be toggling back 44 00:05:11,800 --> 00:05:16,460 here a little bit later on. I'm going to keep this window open and then just move back 45 00:05:16,460 --> 00:05:21,500 over into my media manager site. So for today, that's the only thing about media to 46 00:05:21,500 --> 00:05:26,200 manager that we're going to discuss is just where the view page is located, that we're going 47 00:05:26,200 --> 00:05:31,880 to be publishing our content and then from there, we'll go over into our peak system. 48 00:05:32,160 --> 00:05:39,260 So to access that, just as a quick reminder, the one moment, let me pause my notifications 49 00:05:39,260 --> 00:05:39,820 real quick. 50 00:05:41,320 --> 00:05:44,940 We're going to go to the app strap down menu and click on peak agenda, which will bring 51 00:05:44,940 --> 00:05:47,060 us to our dashboard. 52 00:05:52,380 --> 00:05:57,060 And so as you know, when you first ask access peak, we're always brought to the dashboard 53 00:05:57,060 --> 00:06:02,880 with our list of upcoming meetings beginning on today's date and the foremost relevant. 54 00:06:03,760 --> 00:06:06,960 And then I'm just going to scroll back here to point out here's the meeting that we're 55 00:06:06,960 --> 00:06:13,500 going to be processing minutes for today. So there are two different ways to access the minutes 56 00:06:13,500 --> 00:06:19,540 for a specific meeting in peak. The first way is through the dashboard if you click on to the 57 00:06:19,540 --> 00:06:24,480 minutes. So I'm going to select this city council meeting by clicking on it. And this, of course, 58 00:06:24,480 --> 00:06:28,780 brings me directly to the agenda and then up here at the top is a link where I can view 59 00:06:28,780 --> 00:06:32,900 the minutes. So this right here is going to take me into the minute screen that we'll 60 00:06:32,900 --> 00:06:38,900 be working in today. And then the other way if you would like to choose to access your 61 00:06:38,900 --> 00:06:44,140 minutes is through the meetings tab. So I'm going to click on my meetings tab. And then in 62 00:06:44,140 --> 00:06:48,880 the summary of meetings here in the left hand column, I'm going to scroll down to the meeting 63 00:06:48,880 --> 00:06:55,900 we're working on today, I can also access the minutes by clicking the minutes link right here. 64 00:06:56,260 --> 00:07:01,000 So I'll click minutes now and this brings us right back to where we just were within our minutes. 65 00:07:02,260 --> 00:07:08,760 So this screen is very white actually, it's not as pretty as that meeting screen, that's for sure, 66 00:07:08,920 --> 00:07:14,360 but this is where we're going to spend the most of our time working in today. I just want to point 67 00:07:14,360 --> 00:07:19,460 out a few things or give you a brief overview of the information on this screen in the upper left 68 00:07:19,460 --> 00:07:25,820 with our meeting information is a quick link to view the agenda. So we can use this button to do 69 00:07:25,820 --> 00:07:31,760 a quick toggle. I'm going to click it now back to the agenda and then we can use the view minutes 70 00:07:31,760 --> 00:07:38,060 quickly to toggle back over into our minutes. So we've got this listed here. The column right below 71 00:07:38,060 --> 00:07:43,960 our meeting information of course is our agenda that we have published. So once we start 72 00:07:43,960 --> 00:07:48,340 processing this information, we'll start with the rule call. I'll discuss that and I'll 73 00:07:48,340 --> 00:07:54,260 talk about how you can add an item into your meeting. That is an item that was added during 74 00:07:54,260 --> 00:08:01,040 the live meeting. And then over here in this column, this is where it divided into two sections, 75 00:08:01,040 --> 00:08:02,320 motions, motions and notes. 76 00:08:03,180 --> 00:08:08,500 So, once we select an item on our agenda, you'll notice that item appears in the summary 77 00:08:08,500 --> 00:08:15,300 box at the top, and then we will be recording our motions and our voting information below 78 00:08:15,300 --> 00:08:18,880 here, and then we'll also be able to toggle over and add some notes. 79 00:08:20,340 --> 00:08:25,320 And then, up here in the top and the upper right is where once we're ready to review this 80 00:08:25,320 --> 00:08:29,560 information and publish it, which will change the status, of course, the download button is 81 00:08:29,560 --> 00:08:34,480 That's how we can download either a PDF or a word version to, as a draft, to review. 82 00:08:34,880 --> 00:08:36,720 And then, finally, here's our publish button. 83 00:08:36,720 --> 00:08:41,400 So we'll be publishing a PDF of our minutes onto our view page. 84 00:08:42,600 --> 00:08:46,860 A couple of things that I would like to reference as far as information that's pulled from here. 85 00:08:47,400 --> 00:08:53,000 The roll call information and this list of voting members that are populated here. 86 00:08:53,000 --> 00:09:00,020 This is coming from Peak Administration for the City Council members meeting bodies. 87 00:09:00,020 --> 00:09:02,060 I'm going to click here on roll calls so you can see. 88 00:09:02,560 --> 00:09:04,820 Here are my members and this check box. 89 00:09:05,160 --> 00:09:12,360 So this check box listed voting members is coming from the default settings of this meeting body by default. 90 00:09:12,440 --> 00:09:14,360 The system is marking everyone as present. 91 00:09:14,860 --> 00:09:19,160 So when we're ready to start processing this, I'll go over a few more pieces of information. 92 00:09:19,160 --> 00:09:24,380 But I am going to jump over to administration just across reference so you can see where 93 00:09:24,380 --> 00:09:28,500 this information is being pulled from in your member list. 94 00:09:28,960 --> 00:09:35,760 And then I'm also going to show you in administration where this drop down list of motion 2, so the 95 00:09:35,760 --> 00:09:39,840 different motions that you can take that are populated here, I'll show you where those 96 00:09:39,840 --> 00:09:45,420 are listed if you need to add some additional and also the results that are populated in 97 00:09:45,420 --> 00:09:49,020 this drop-down menu, I'll show you where those are populated as well. 98 00:09:50,640 --> 00:09:55,180 So I'm going to go over to administration real quick to show you that, so let me just 99 00:09:55,180 --> 00:09:56,240 open this in a new tab. 100 00:09:57,940 --> 00:09:59,980 So, I've selected peak as- 101 00:10:00,000 --> 00:10:29,980 All always brings us to the meeting, the list of meeting bodies in the system. And so your office members or the voting members and the roll call is populated through the member list and the meeting bodies. So I'm going to scroll down to my city council that I'm working on today. And I'm going to click the edit button. And then from here we're looking at the meeting details, but I'll toggle over to the members list. So this list of five people. This is the office members that were populated for my voting members. 102 00:10:29,980 --> 00:10:32,100 and also my rule call. 103 00:10:33,220 --> 00:10:36,300 So I'm going to, you do have the option to manage these and edit them. 104 00:10:36,500 --> 00:10:40,040 So the trash can would, of course, delete them out of this member list. 105 00:10:40,200 --> 00:10:45,020 So if you have members where their office has expired or ended, 106 00:10:45,180 --> 00:10:47,960 you would just simply delete them and click add member to add a new one. 107 00:10:48,620 --> 00:10:53,240 I'm going to click the pencil icon here to edit to point out this checkbox here, 108 00:10:53,320 --> 00:10:56,300 voting member. When I clicked on the rule call, 109 00:10:56,300 --> 00:11:03,120 So these office members' names had that box checked, so this check box in there, the 110 00:11:03,120 --> 00:11:06,380 settings for the member list is what indicates that they are a voting member. 111 00:11:06,920 --> 00:11:11,680 Feel free to include any other information when you're setting up your voting members 112 00:11:11,680 --> 00:11:12,200 from here. 113 00:11:12,340 --> 00:11:16,100 This is just going to be for your personal information. 114 00:11:16,620 --> 00:11:17,760 Click Save Changes here. 115 00:11:18,220 --> 00:11:25,200 So again, these members are all managed in administration under the meeting bodies information. 116 00:11:25,200 --> 00:11:28,940 So I just toggle over here to members for this list. 117 00:11:30,200 --> 00:11:34,720 And then one other thing I wanted to show you in administration in relation to the minutes. 118 00:11:35,100 --> 00:11:42,020 So over here in the column, this is where the motion to drop down menu list of items or 119 00:11:42,020 --> 00:11:48,960 records are listed, and also where your motion, your results, that drop down list is listed. 120 00:11:49,160 --> 00:11:52,420 So there are some preset records listed. 121 00:11:52,700 --> 00:11:54,720 You can always add a new record. 122 00:11:54,720 --> 00:12:01,280 If you need to and you can manage this list over here, if you needed to edit a specific 123 00:12:01,280 --> 00:12:06,120 action with the pencil, of course, and then you could delete those that you don't feel 124 00:12:06,120 --> 00:12:08,780 are necessary in your system by choosing the trash can, of course. 125 00:12:09,700 --> 00:12:12,920 In my system, you can see some of these trash cans are great out. 126 00:12:13,020 --> 00:12:21,000 That's just because I have already recorded information that has used these motion results or actions 127 00:12:21,000 --> 00:12:27,640 so they can no longer be deleted, but any of these with an active trash can could be deleted if 128 00:12:27,640 --> 00:12:33,200 you wanted to manage that information as well. So again, the pieces of information that we 129 00:12:33,200 --> 00:12:40,260 referred to when we're processing our minutes in the meeting bodies is where the office member's 130 00:12:40,260 --> 00:12:48,240 list is. So I went under the city council and here's where their members are and then also in the 131 00:12:48,240 --> 00:12:54,600 minutes category motion to and motion results. That's where those drop down lists are 132 00:12:54,600 --> 00:13:01,300 populating from. So I'm just going to pause for a moment to see if there are any questions 133 00:13:01,300 --> 00:13:06,520 about that information before we move back into our processing or minutes. 134 00:13:16,670 --> 00:13:17,950 Okay, perfect. I don't 135 00:13:17,950 --> 00:13:23,490 see that there are any questions. So I'm just going to move back over to my peak agenda tab where we 136 00:13:23,490 --> 00:13:24,150 were here in minutes. 137 00:13:25,190 --> 00:13:27,070 So we talked about how these voting members' names 138 00:13:27,070 --> 00:13:30,230 were applied here and how the information, 139 00:13:30,430 --> 00:13:32,790 these drop down menus, came into play. 140 00:13:33,410 --> 00:13:34,750 One other thing that I want to point out 141 00:13:34,750 --> 00:13:38,490 is this minutes process or the minutes 142 00:13:38,490 --> 00:13:41,650 here within this application, it is not necessarily 143 00:13:41,650 --> 00:13:44,290 designed to be used during your live meeting. 144 00:13:44,830 --> 00:13:47,890 Some people choose to do so if that's helpful for you 145 00:13:47,890 --> 00:13:49,550 or help you get ahead of processing, 146 00:13:49,770 --> 00:13:53,110 but depending on how hectic or busy your meetings 147 00:13:53,110 --> 00:13:59,310 might be, it may not be realistic to be processing that information during a live meeting. 148 00:14:00,110 --> 00:14:04,610 And again, the system isn't necessarily designed to. So we're going to be looking at this from 149 00:14:04,610 --> 00:14:10,070 the perspective that your live meeting has already occurred, and now we're coming back into the system 150 00:14:10,070 --> 00:14:15,890 to record all of the information that happened. So from this point, we're ready to start recording the 151 00:14:15,890 --> 00:14:20,230 information, and we're always going to start first with our roll call. So I'm going to come up to the 152 00:14:20,230 --> 00:14:26,870 roll call tab here and mark my roll call my members either present or absent as I mentioned 153 00:14:26,870 --> 00:14:32,670 the system automatically marks everyone present and it marks them as a voting member if that 154 00:14:32,670 --> 00:14:36,150 is checked in that box we just reviewed in administration. 155 00:14:37,190 --> 00:14:45,070 So from here you can add a note specifically if maybe there is a member that was had to 156 00:14:45,070 --> 00:14:51,150 arrive late or was in traffic or whichever, you can add that information here into this note 157 00:14:51,150 --> 00:14:55,870 and then you would simply just confirm attendance. And once you confirm attendance then it does 158 00:14:55,870 --> 00:14:59,970 record it and add that information next to the roll call. So... 159 00:15:00,000 --> 00:15:29,980 This is a little misleading because it looks like a roll call was already taken. But that won't actually be confirmed unless you come into the system and confirm that attendance. And it has the present and absent listed here. Now from here, moving down into your agenda is when we'll begin selecting the first item and adding the information. So once I click on the first item on my agenda, it's populated up here in this summary box. And so as I begin recording information in the box below, 160 00:15:29,980 --> 00:15:32,640 it will actually add it up into this box. 161 00:15:34,020 --> 00:15:36,080 One thing that you might want to do is add an item. 162 00:15:36,340 --> 00:15:37,960 So I'm going to talk about that now. 163 00:15:39,600 --> 00:15:42,180 As you're going through and recording your information, 164 00:15:42,480 --> 00:15:44,460 you can click add an item at any time. 165 00:15:44,720 --> 00:15:46,880 So you may want to wait until you get down to that section. 166 00:15:47,640 --> 00:15:50,760 To add the item or you might just want to do it at the beginning. 167 00:15:50,760 --> 00:15:52,560 I usually like to add the items in first. 168 00:15:53,300 --> 00:15:54,620 So I'm going to do it at this time. 169 00:15:54,620 --> 00:15:56,420 So I'm going to click add items. 170 00:15:56,420 --> 00:15:58,740 So this is an item that was added during the meeting. 171 00:15:58,740 --> 00:16:00,700 that was not part of the agenda. 172 00:16:01,820 --> 00:16:04,040 So this is where we'll enter the title 173 00:16:12,450 --> 00:16:13,910 and choose our section, of course, 174 00:16:18,940 --> 00:16:20,540 and then possibly any notes. 175 00:16:28,250 --> 00:16:29,650 And then once I click Save, 176 00:16:30,630 --> 00:16:34,230 it's going to add that item below that section 177 00:16:34,230 --> 00:16:37,070 at the end of any other items that are listed. 178 00:16:37,590 --> 00:16:39,930 So notice it didn't give it an item number. 179 00:16:40,570 --> 00:16:42,650 It did automatically select it. 180 00:16:42,750 --> 00:16:45,590 So this blue line here doesn't indicate this is the selected item 181 00:16:45,590 --> 00:16:49,330 and then it did populate it up here in the text box. 182 00:16:49,670 --> 00:16:53,930 So the end symbol here indicates that a note was added on that item. 183 00:16:54,590 --> 00:16:56,810 So you'll see those as we move throughout the session. 184 00:16:58,190 --> 00:17:02,390 And from here, I could move forward and record my motions of votes if I would like. 185 00:17:02,910 --> 00:17:07,110 But I'm going to move scroll back up and start from the beginning of my minutes. 186 00:17:07,290 --> 00:17:13,330 So again, you can add an item to your minutes at any point as you are processing them. 187 00:17:13,330 --> 00:17:23,350 Um, one other important detail that I would like to note about adding an item is that this item, a file ID was not added to it. 188 00:17:23,750 --> 00:17:42,130 Um, this item was not created into the peak system. So the only place that it exists is here on the minutes. So there isn't really any way for us to add any supporting documentation or any other information. So when we add this item, we're simply adding the name of it and putting it into a section within the minutes. 189 00:17:44,110 --> 00:17:52,910 From there, I'm going to scroll back up, take a quick pause to see if there are any questions about adding an item to your minutes before we move forward. 190 00:18:00,480 --> 00:18:07,380 Okay, so moving on, I'm going to select my first section, which is called to order in this section is typically where we would just enter a note. 191 00:18:07,540 --> 00:18:11,220 So I'm going to toggle over to the notes section and enter that information. 192 00:18:16,540 --> 00:18:20,120 You can cut and paste into this section. 193 00:18:20,260 --> 00:18:22,340 You can utilize any of the text information 194 00:18:23,060 --> 00:18:27,420 of the editing functionalities in the drop-down menus here. 195 00:18:27,480 --> 00:18:30,640 You might notice this is similar to the text boxes 196 00:18:30,640 --> 00:18:32,900 when you are drafting agenda items. 197 00:18:33,900 --> 00:18:37,480 All of those same text, rich text editor features 198 00:18:37,480 --> 00:18:39,760 are available in this text box. 199 00:18:40,220 --> 00:18:44,340 Again, it's the same information so you can cut, cut, copy and paste. 200 00:18:44,340 --> 00:18:51,440 you can insert a hyperlink, you have additional formatting tools even adding a table if necessary. 201 00:18:51,800 --> 00:18:55,120 So this is all going to be in the notes section. 202 00:18:55,680 --> 00:18:59,060 So once I've started entering the note, you see it's added that note icon, 203 00:18:59,280 --> 00:19:01,140 and then I'm going to come down here and click Save. 204 00:19:05,850 --> 00:19:09,850 And at this point, that note is processed, and then I can move down to my roll call. 205 00:19:10,890 --> 00:19:16,890 And again, if you needed to have anything specific or enter any specific notes here, you can. 206 00:19:17,510 --> 00:19:23,270 I do want to point out that if I move back up and I wanted to delete any of the notes 207 00:19:23,270 --> 00:19:29,390 or make an edit to the notes, I just simply click back up on this item and I can add to it. 208 00:19:38,040 --> 00:19:38,900 Let's free save. 209 00:19:40,580 --> 00:19:46,080 And if I move further down or realize I want to delete a note altogether, I can just simply 210 00:19:46,080 --> 00:19:49,940 remove the information and save that and that removes the note. 211 00:20:00,000 --> 00:20:29,980 That's where I'll demonstrate an example of recording a motion in a vote. So I've selected this first item under awards and recognition. You can see it's populated my summary box up here at the top. So it's showing the section and then the name of the specific item. So the motion and note sections down here. It always defaults to the last tab that you were in on the prior item. So up until this point, I've always been 212 00:20:29,980 --> 00:20:34,640 recording notes. So when I select this item to record my motions and votes, it's just 213 00:20:34,640 --> 00:20:39,520 a defaulting to the last chat I was in that happens to be the notes. So I'll just 214 00:20:39,520 --> 00:20:43,280 toggle over to the motion and then here's where I will begin recording my motion 215 00:20:43,280 --> 00:20:48,300 text and selecting my motion to in results and then recording my voting information. 216 00:20:49,280 --> 00:20:52,280 So in the motion text you are just entering what you're 217 00:20:52,280 --> 00:20:52,860 for. 218 00:21:02,520 --> 00:21:15,000 In the drop down menu, you can begin typing or I've typed here past or and it will 219 00:21:15,000 --> 00:21:18,220 auto fill sections and I'm just going to pass this. 220 00:21:23,570 --> 00:21:25,810 So I've entered my motion text and 221 00:21:25,810 --> 00:21:30,190 selected my motion to in result and then over here is where I'll record our voting information. 222 00:21:30,190 --> 00:21:35,430 So, selecting a mover and a seconder and then recording their vote. 223 00:21:35,970 --> 00:21:41,790 One thing to quickly point out, I don't know if you've noticed, I have kind of some duplicate 224 00:21:41,790 --> 00:21:44,410 voting options on my system. 225 00:21:44,950 --> 00:21:48,490 Your system will not have these final four voting options. 226 00:21:48,790 --> 00:21:52,890 So these that are in all lower case here, please disregard these. 227 00:21:53,110 --> 00:21:56,650 We won't apply those to today's learning and they won't be part of your system. 228 00:21:57,370 --> 00:22:00,410 You'll just have these typical for voting options. 229 00:22:00,870 --> 00:22:03,310 So usually it's easiest to select Mark all four 230 00:22:03,310 --> 00:22:06,930 and then go and choose who may be against 231 00:22:06,930 --> 00:22:08,650 or needs to be absent or abstain. 232 00:22:09,310 --> 00:22:11,090 So we can do it that way. 233 00:22:12,170 --> 00:22:14,030 And then once we have recorded that information, 234 00:22:14,410 --> 00:22:16,630 I'll just come down here to the lower writing click save. 235 00:22:17,510 --> 00:22:19,290 And then once I've selected save, 236 00:22:20,110 --> 00:22:23,310 you'll see my text box up here has added that information. 237 00:22:23,310 --> 00:22:29,610 So it's recorded, my motioning information and my motion text, and it's given me the 238 00:22:29,610 --> 00:22:31,850 ability to delete it or remove it. 239 00:22:32,610 --> 00:22:35,530 So I do want to point out a few things in this box. 240 00:22:36,050 --> 00:22:39,470 We've got a trashcan image, and we've got an X. 241 00:22:39,910 --> 00:22:43,150 So the trashcan, you want to be careful with this one. 242 00:22:43,310 --> 00:22:49,050 This is going to delete this entire item out of your minutes, which we of course wouldn't 243 00:22:49,050 --> 00:22:49,550 want to do. 244 00:22:49,550 --> 00:22:56,750 You may at some point have recorded some information that maybe you realize you just entered 245 00:22:56,750 --> 00:23:00,350 the wrong information or maybe you just want to read deleted and start over. 246 00:23:00,950 --> 00:23:05,550 And so if that were the case, that's when you could use this X. So if I had saved all 247 00:23:05,550 --> 00:23:11,290 of this information and then I need to come back and maybe start over, I'll click on the 248 00:23:11,290 --> 00:23:17,050 X here. That's just going to delete everything. And now I can start over with reentering 249 00:23:17,050 --> 00:23:17,730 the information. 250 00:23:41,300 --> 00:23:45,920 And it's added back in there. Now, from here, so that's been a basic, 251 00:23:46,160 --> 00:23:51,880 that's our first example of just basically recording your motions and your voting information. 252 00:23:52,780 --> 00:23:57,680 Real quickly, we could have also ant toggle over and added some notes if need be. 253 00:23:59,120 --> 00:24:03,920 But from here, I'm going to move on. There may be some other sections where you would need to add a 254 00:24:03,920 --> 00:24:10,280 note if you need to record your press pledge of allegiance, and if you have any presentations 255 00:24:11,380 --> 00:24:15,560 or need to record public speakers that could be done in the notes. 256 00:24:28,870 --> 00:24:29,970 I've entered my note here. 257 00:24:31,270 --> 00:24:33,410 And now this brings us down to our consent agenda. 258 00:24:33,670 --> 00:24:39,470 So for those of you who have consent agendas, there are two different ways that you can record 259 00:24:39,470 --> 00:24:41,750 this information in the system. 260 00:24:41,750 --> 00:24:56,710 So I'll demonstrate both of them for you. It really is just your own personal preference because basically we're wanting to assign the same motions and votes and information to each item within that agenda. 261 00:24:56,710 --> 00:24:59,750 So the first way is you can select 262 00:25:00,000 --> 00:25:19,780 In header, like I've selected here. And then record all of that information just on the header. And the second way is we can select one item and apply it to all of the items in this section. So I'll demonstrate just applying this information to your section header first. So I've selected approval of my consent agenda. 263 00:25:22,480 --> 00:25:23,800 We'll enter my motion text. 264 00:25:35,870 --> 00:25:38,570 So I'm going to save this information. 265 00:25:41,820 --> 00:25:46,200 And then you can see it's recorded that information on this section line. 266 00:25:46,760 --> 00:25:52,180 and then as it will read in the minutes, it will apply to all of the items listed below it. 267 00:25:53,040 --> 00:25:58,040 So that is one way that you can do it. Just apply that vote and information to the section header. 268 00:25:58,860 --> 00:26:04,500 And then the second way is we'll apply this information. We'll just duplicate it to all of these. 269 00:26:05,000 --> 00:26:08,900 So I'm going to delete this option. 270 00:26:08,900 --> 00:26:14,020 And if you remember, if I wanted to delete the motions or the votes of a specific item, 271 00:26:14,020 --> 00:26:18,200 I'll come up to the information box and just click this X here. 272 00:26:19,420 --> 00:26:22,320 So that's removed the information from that section header. 273 00:26:22,880 --> 00:26:27,420 And then the second way, I'm going to select one of the items within this section. 274 00:26:28,440 --> 00:26:31,320 And then I'll record the information the same way. 275 00:26:42,840 --> 00:26:46,180 And then you see down here at the bottom, we have an option applied to multiple items. 276 00:26:46,880 --> 00:26:48,440 It's grayed out right now. 277 00:26:48,440 --> 00:26:50,700 but this is the button we're going to use for this option. 278 00:26:50,940 --> 00:26:54,880 So I'm going to save this information, and then once I've saved it, 279 00:26:55,020 --> 00:26:56,700 now I can click this item. 280 00:26:57,160 --> 00:27:00,340 So once I select here, it's going to give me a list 281 00:27:00,340 --> 00:27:04,260 of all of the other items within this same section, 282 00:27:05,140 --> 00:27:08,540 and then I can uncheck or remove one of them 283 00:27:08,540 --> 00:27:09,900 that it may not apply to. 284 00:27:10,100 --> 00:27:13,300 So if you have an item that is pulled from your consent, 285 00:27:13,700 --> 00:27:16,080 you could simply uncheck it from here, 286 00:27:16,740 --> 00:27:19,500 and then I'll click Apply Motion to Selected. 287 00:27:19,660 --> 00:27:22,120 So now you can see in my agenda column 288 00:27:22,840 --> 00:27:26,840 that I've duplicated or cloned this Motions and Votes 289 00:27:27,340 --> 00:27:28,720 for each item. 290 00:27:33,140 --> 00:27:35,900 And if I wanted to review the exact motion, 291 00:27:36,100 --> 00:27:38,340 text and information and all of the voting 292 00:27:38,700 --> 00:27:40,020 up here in the summary box, 293 00:27:40,020 --> 00:27:42,920 I'll just click on this motion information. 294 00:27:43,060 --> 00:27:46,100 So once I click and highlight this, 295 00:27:46,400 --> 00:27:48,080 that populates all of the information. 296 00:27:48,980 --> 00:27:55,640 So again, there's two ways to record your consent voting information in peak minutes. 297 00:27:56,020 --> 00:28:01,740 One is you can simply select the section header and record all of the information. 298 00:28:02,260 --> 00:28:04,040 And that's just going to be attached to the header. 299 00:28:04,600 --> 00:28:11,540 And the other way is to select one of the items within the section, record all of the details. 300 00:28:11,540 --> 00:28:26,280 And then once you've saved that information, you'll use the apply to multiple items option and that pop-up box will let you choose which items within that same section you would like to clone or apply those same settings. 301 00:28:26,960 --> 00:28:38,520 And then if you had an item that was pulled from the agenda, you can then go back and select that specific item and record the motions and votes and enter notes separately for that item. 302 00:28:39,900 --> 00:28:45,940 So I'm going to pause here just for another moment to see if there are any questions so far 303 00:28:45,940 --> 00:28:51,760 about applying motions and votes to either a single item, like we did the example up here, 304 00:28:52,220 --> 00:28:54,720 or to your consent items. 305 00:29:11,160 --> 00:29:15,200 Okay, so if there, I don't see any questions in the chat box, so I'm going to move on down 306 00:29:15,200 --> 00:29:16,900 to a next example. 307 00:29:17,120 --> 00:29:20,280 So we've applied the information to our consent agenda. 308 00:29:21,180 --> 00:29:26,400 If I move down here to my closed session, I could make a note saying no closed session 309 00:29:26,400 --> 00:29:27,120 today or something. 310 00:29:39,090 --> 00:29:45,570 So now here for my reading of ordinances, I just want to point out another voting option 311 00:29:45,570 --> 00:29:50,010 that might come up and that is you may need to have more than one motion or more than one 312 00:29:50,010 --> 00:29:51,150 vote on an item. 313 00:29:51,730 --> 00:29:54,250 So that's the example that I was going to demonstrate next. 314 00:29:54,250 --> 00:29:59,870 So I've selected this item 9a, and that's the information that's popular. 315 00:30:08,180 --> 00:30:10,580 Yes, for this spill check it makes it a lot easier. 316 00:30:27,160 --> 00:30:32,580 Okay, so I'm going to record my motions and my votes and 317 00:30:34,820 --> 00:30:56,140 save this information. So once you have recorded one round of motions and voting, and of course selected the right motion tax and motions and results that would apply to your situation, I always have the option to add a new motion from this summary box. So you can click this new motion button as many times as you want. 318 00:30:56,140 --> 00:31:01,040 or as many times there would be new motions within your meeting, so I'll select that now, 319 00:31:01,340 --> 00:31:07,540 and now I've got a clean slate. I'm still on the same item, and I still have a record of my 320 00:31:07,540 --> 00:31:08,720 previous information. 321 00:31:42,910 --> 00:31:46,630 So again, you would enter the specific information as it applies to your 322 00:31:46,630 --> 00:31:52,250 meeting, and I'll save this information, and now you can see it's just added another motion to my 323 00:31:52,250 --> 00:31:57,190 list. So I can toggle up and select the first motion and review that information, 324 00:31:57,790 --> 00:32:02,570 and then I can toggle down here to the second motion and review that information as well. 325 00:32:03,870 --> 00:32:08,470 And again, you can just keep clicking new motion and adding additional information if you need to, 326 00:32:08,570 --> 00:32:11,930 and we'll just keep populating up in this box here. 327 00:32:14,310 --> 00:32:20,010 So if you ever needed to edit information, for example, if I went back up to this particular item 328 00:32:20,010 --> 00:32:25,130 that we discussed earlier and maybe wanted to change some voting information 329 00:32:25,130 --> 00:32:31,430 if I realize I marked these all four and there was one person who was against. I can simply select 330 00:32:31,430 --> 00:32:37,210 that item, change that voting information and then I'll just click Save. So you can always go back, 331 00:32:37,330 --> 00:32:42,650 it's just by selecting this motion and voting information from the summary box that will populate 332 00:32:42,650 --> 00:32:43,810 the information below. 333 00:32:46,890 --> 00:32:49,790 So I'm just going to run through one last example of just recording a motion 334 00:32:49,790 --> 00:32:55,950 and vote since we have one more item here on our list. So I'll pull up my very last item selected here. 335 00:32:55,950 --> 00:32:57,590 I've got my summary box. 336 00:33:05,460 --> 00:33:07,100 I really am normally a better typeer than this. 337 00:33:07,160 --> 00:33:08,440 That's been a lot of misspelled words. 338 00:33:18,630 --> 00:33:22,890 So I then turned my motion text, selected my action, my result, 339 00:33:23,970 --> 00:33:26,550 marked here, the clear all button, 340 00:33:28,270 --> 00:33:30,030 clears all of your motions and votes 341 00:33:30,030 --> 00:33:32,070 if you needed to start over. 342 00:33:34,660 --> 00:33:36,000 And then I'll click save. 343 00:33:38,470 --> 00:33:41,010 And then as I'm moving down my agenda here, 344 00:33:41,390 --> 00:33:42,730 there's a couple more. 345 00:33:43,050 --> 00:33:44,750 I don't have any second readings. 346 00:33:45,350 --> 00:33:47,510 I might just add a note and 347 00:33:53,520 --> 00:33:55,100 then I'll come down to my adjournment. 348 00:33:55,260 --> 00:34:00,780 And again, if you have any standard text or specific information that you use all of 349 00:34:00,780 --> 00:34:04,440 the time when you're entering some of your notes and information, maybe more specifically 350 00:34:04,440 --> 00:34:09,440 when you call the meeting to order or any of your adjournment information, you can cut and 351 00:34:09,440 --> 00:34:13,040 paste or copy and paste into this box if you need to. 352 00:34:27,690 --> 00:34:33,090 So from here, we've completed all of the aspects of processing our meeting minutes within the 353 00:34:33,090 --> 00:34:38,790 peak system. So we started with the roll call. I'm going to go back here and click. We started 354 00:34:38,790 --> 00:34:42,750 with the roll call where we confirmed our attendance. We had the option to mark people absent, 355 00:34:43,870 --> 00:34:49,650 unchecked people who may not be voting that day and enter a note. And then we added an item 356 00:34:49,650 --> 00:34:55,270 into our meeting that that was an item added after the agenda was published possibly during the 357 00:34:55,270 --> 00:34:59,650 live meeting. So we utilized this button to add an item. And then we just went through and began 358 00:34:59,650 --> 00:34:59,950 and select. 359 00:35:00,000 --> 00:35:29,920 Section, and then the information over here using either the motion tab and or the notes tab to add in our details and then save the information here in the lower right-hand corner. So the an icon indicates a note, of course, and then the m icon indicates that there are motions and votes recorded on that item. And at any time you can click on any of this information that you have entered and and edit the information. So I can go back and add a note in this. 360 00:35:29,920 --> 00:35:36,100 field if I would like. You can go back and select and review the information that was recorded. 361 00:35:36,940 --> 00:35:40,840 So basically I'm just coming back through and reviewing all of the information, the motions 362 00:35:40,840 --> 00:35:48,340 and notes that I entered as I was going through here. And then at this point it will be where I'm 363 00:35:48,340 --> 00:35:53,740 ready to run a draft of this minute's report. So we'll go through running the draft. We can 364 00:35:53,740 --> 00:35:57,120 and download that as a Word, a PDF, or an HTML file, 365 00:35:57,700 --> 00:35:59,660 we'll make sure that it's ready for publishing 366 00:35:59,660 --> 00:36:03,080 and then we'll go through those specific steps. 367 00:36:03,260 --> 00:36:05,140 I'm gonna take another pause here just for a moment 368 00:36:05,140 --> 00:36:07,500 to see if there are any final questions 369 00:36:07,500 --> 00:36:10,740 about processing the agenda before we move on 370 00:36:10,740 --> 00:36:13,780 to downloading a draft and then publishing. 371 00:36:26,090 --> 00:36:26,530 Okay, perfect. 372 00:36:26,790 --> 00:36:28,770 So now we're ready to download a draft 373 00:36:28,770 --> 00:36:29,990 and check out this information. 374 00:36:30,290 --> 00:36:32,250 So that's up here in the upper right. 375 00:36:32,250 --> 00:36:37,670 we've got our download button and our publish button. So I'm going to select download and this is 376 00:36:37,670 --> 00:36:43,010 the minutes are referred to as summary so this box just means we're downloading a copy of our 377 00:36:43,010 --> 00:36:49,750 minutes. We have three different formats to choose from. I am going to demonstrate the PDF format 378 00:36:49,750 --> 00:36:55,490 and the word format. Those are the most common. So I'll start with just downloading a PDF which is 379 00:36:55,490 --> 00:36:56,490 selected by default. 380 00:37:01,110 --> 00:37:04,950 And then you can see this was downloaded into my downloads folder. So 381 00:37:05,870 --> 00:37:13,450 This, of course, is just a sample of Argonicist University minutes and yours are going to look slightly different. Of course, your logo and your meeting information. 382 00:37:14,730 --> 00:37:18,890 So as I scroll down here, we've got our roll call. 383 00:37:20,270 --> 00:37:32,450 As you are looking through the draft of your meeting minutes, if you notice any formatting issues or any page breaking things that you might want to be different. 384 00:37:33,210 --> 00:37:37,850 That's when we might want to download this document as a Word document because then we 385 00:37:37,850 --> 00:37:40,390 would be able to make some more edits on the information. 386 00:37:41,070 --> 00:37:45,530 And then we can save that Word document as a PDF and then upload that to publish. 387 00:37:45,830 --> 00:37:53,090 So if this PDF version of the minutes looks wonderful to everyone, we could just simply 388 00:37:53,090 --> 00:37:55,030 move on and publish this. 389 00:37:55,430 --> 00:38:00,970 But let's just say, for example, we maybe wanted to add a little bit more formatting or we don't 390 00:38:00,970 --> 00:38:06,350 the way it broke this up on the page. Maybe we want to move some of this information down on the next page. 391 00:38:07,770 --> 00:38:11,950 So from here, I'm going to toggle back over into peak. So I'm just going back in the tab that's 392 00:38:11,950 --> 00:38:17,850 open for peak. And I'm going to select, instead of downloading a PDF, I'll select a Word document. 393 00:38:24,540 --> 00:38:26,260 So this is downloaded Word. 394 00:38:31,890 --> 00:38:36,010 So now we have a version that we can edit. And of course, 395 00:38:36,670 --> 00:38:39,110 I know everyone is familiar with editing word. 396 00:38:40,050 --> 00:38:44,110 I'm just going to move this to the next page. 397 00:38:45,290 --> 00:38:45,690 I 398 00:39:11,000 --> 00:39:14,240 know you all are going to be much better at editing this information, 399 00:39:14,240 --> 00:39:20,480 but obviously this is a word document, so you would edit it just any way that you would normally enter a word document in your system. 400 00:39:21,060 --> 00:39:26,120 Once you have it looking the way you want it to be, then we are going to want to save a copy of this. 401 00:39:26,540 --> 00:39:28,820 So I'm going to save a copy of this onto my desktop. 402 00:39:28,820 --> 00:39:29,080 top. 403 00:39:41,100 --> 00:39:46,980 Now, in addition, if I wanted to upload this and publish this document, it does need 404 00:39:46,980 --> 00:39:50,980 to be in a PDF format, so I'm also going to save it as a PDF. 405 00:40:02,130 --> 00:40:19,610 So at this point, when we're ready to publish this information, now we're just going to move on to the Publish PDF option. So when you're ready to publish, you can change the status to final either before or after. I like to do it before. So I'm going to change the status to final and click save. 406 00:40:23,440 --> 00:40:32,580 And what this particular status did visually in the system. Any users who are working in the meetings tab, they will be able to see that the minutes are now final for this item. 407 00:40:32,580 --> 00:40:37,280 So I'll reference that in just a moment, but let's publish this information. 408 00:40:37,880 --> 00:40:45,400 So if I were to leave the bullet on generate automatically and select my view page, so 409 00:40:45,400 --> 00:40:50,660 we're doing my past events view page, this would publish that PDF version that we originally 410 00:40:50,660 --> 00:40:52,800 downloaded that the system generated. 411 00:40:53,640 --> 00:40:59,120 But since I want to upload my own version, I'm going to choose upload and then browse for 412 00:40:59,120 --> 00:40:59,620 my file. 413 00:40:59,620 --> 00:41:05,160 So notice by default, the system browse and is looking for an Adobe Acrobat document. 414 00:41:05,420 --> 00:41:07,280 So it's only looking for PDFs. 415 00:41:07,720 --> 00:41:12,760 I'm going to show you real quick what happens if you pick that word version. 416 00:41:13,000 --> 00:41:16,620 So I'm selecting to upload this Microsoft Word document. 417 00:41:19,110 --> 00:41:20,730 One moment, let me close this. 418 00:41:22,170 --> 00:41:24,730 So that notification was to tell me that I have it open. 419 00:41:26,210 --> 00:41:29,790 So you can see it did allow me to choose that word file. 420 00:41:29,790 --> 00:41:34,730 But when I click Publish, the system is going to give me this error and it is a little confusing. 421 00:41:35,450 --> 00:41:42,750 And basically it's just saying the permission that you don't have is you can't upload a word document to your view page. 422 00:41:42,910 --> 00:41:49,810 It has to be a PDF. Notice it doesn't say that there. So we do have frequently get questions and calls about this. 423 00:41:50,010 --> 00:41:57,050 What does this error mean? What happened? What did I do wrong? So I'm just going to arrow back in my browser and go back to my meeting minutes. 424 00:41:58,390 --> 00:42:01,810 and go back on our meeting, so I'll click back on View Minutes. 425 00:42:02,630 --> 00:42:08,570 And then we're going to publish this information, but this time I'm going to upload the PDF of this document. 426 00:42:12,920 --> 00:42:20,200 So now I've got a PDF version, select my view page, and now I'll click Publish. 427 00:42:24,710 --> 00:42:29,790 So from here, now I'm going to toggle to my pass events view page that this tab that I have opened in my browser. 428 00:42:29,790 --> 00:42:46,420 So we started the session here talking about how we were going to be adding or processing our minutes to our city council. So let me refresh this browser and you can see here the minutes that we've published here. 429 00:42:46,760 --> 00:42:56,120 So this is we've met our goal today. I'm going to click on it. This is the minutes that we process. So this is a PDF version. 430 00:42:56,580 --> 00:43:00,540 You can see I still need to work on my editing abilities of word documents, but I know 431 00:43:00,540 --> 00:43:04,440 everyone understands what we're trying to achieve here. 432 00:43:04,520 --> 00:43:10,220 This is just one that I edited in a word, saved as a PDF, and then uploaded. 433 00:43:11,540 --> 00:43:17,500 So, I'm going to go back to my view page, and again, that's going to publish it in your 434 00:43:17,500 --> 00:43:17,960 minutes. 435 00:43:19,560 --> 00:43:23,700 And now from here, I'm going to go back into my peak agenda system and pull up my dashboard. 436 00:43:23,700 --> 00:43:31,380 So once we've completed all of that, the information in the system that has changed, it's going to be in our meetings tab. 437 00:43:31,680 --> 00:43:44,620 So for all of the users in the system who come into meetings and are looking for information, you can see that now here for our January 5th meeting, the meetings this minutes are listed as final. 438 00:43:44,620 --> 00:43:50,000 So this status changed here when we changed the status within the minutes. 439 00:43:50,000 --> 00:43:54,800 So I'm just going to click back on there real quick when we changed this status field to final. 440 00:43:55,020 --> 00:44:00,160 That is what indicated in the meetings calendar that the minutes were final. 441 00:44:02,480 --> 00:44:04,460 So I'm just going to pause one other moment. 442 00:44:04,880 --> 00:44:10,560 We pull up that meeting minutes real quick to see if there are any questions about downloading 443 00:44:10,560 --> 00:44:17,500 running a draft of your minutes or the process for publishing the minutes onto your view page. 444 00:44:18,360 --> 00:44:22,180 And then I just have a couple other things that I want to point out and go over before 445 00:44:22,180 --> 00:44:25,740 we conclude the section. So if there are any questions, please send them over. 446 00:44:47,410 --> 00:44:48,190 I see there 447 00:44:48,190 --> 00:44:53,210 is a question you're asking if a committee is non-voting if you could just upload a PDF 448 00:44:53,210 --> 00:44:59,970 of your minutes without going through this process. So I might need to double-check 449 00:45:00,000 --> 00:45:28,900 See, a dog, he actually had to replace Kirsten in this session, but I believe that you, if you haven't gone through any of this process, if you've created an agenda, you can still upload any version of a document. And it looks like he says, yes, so thanks for your help there. So, yes, absolutely so. If you have published an agenda in peak, but you would like to use a different minutes that's been processed outside of the system, 450 00:45:28,900 --> 00:45:32,580 you would just comment, upload that file just to reminder that it does have to be a PDF, 451 00:45:32,780 --> 00:45:37,120 which it looks like you're already aware of. Thanks for confirming. 452 00:45:40,960 --> 00:45:41,940 Just take a quick second 453 00:45:41,940 --> 00:45:44,180 to see if anyone else would like to add in a question. 454 00:45:53,600 --> 00:45:55,140 So a couple other things that I wanted to 455 00:45:55,140 --> 00:46:02,900 point out, we've successfully published our minutes onto our view page. If you wanted to 456 00:46:03,440 --> 00:46:09,280 unpublish them, or if you needed to revise any of the information, that process would be the same. 457 00:46:09,280 --> 00:46:12,460 you can always come back and change any of this information, 458 00:46:13,460 --> 00:46:18,000 download a new version, and then, of course, publish a new version. 459 00:46:18,560 --> 00:46:23,440 Also within this section, you may have noticed this bright red button that says unpublish. 460 00:46:24,040 --> 00:46:30,040 So by clicking here, that would remove the minutes that you had published to your view page. 461 00:46:30,220 --> 00:46:35,400 So this link would go away, and that would allow you to revise your information 462 00:46:35,400 --> 00:46:39,320 or process another minutes and then republish if you need to. 463 00:46:42,260 --> 00:46:47,720 One other aspect that a lot of our clients use after they process their meeting minutes 464 00:46:47,720 --> 00:46:53,100 and publish them is they need to create a new agenda item within their system to be 465 00:46:53,100 --> 00:46:56,980 placed for that meeting body to approve on the next meeting. 466 00:46:57,300 --> 00:47:00,640 So I just wanted to run through that process or give you a review real quickly how you would 467 00:47:00,640 --> 00:47:00,940 do that. 468 00:47:00,980 --> 00:47:06,160 Kind of just a review and creating a new item, but this is a pretty common function that our 469 00:47:06,160 --> 00:47:06,760 clients use. 470 00:47:06,760 --> 00:47:17,520 So now that I've processed these minutes, I want to create a new item for my next city council meeting and attach these minutes as part of their consent agenda. 471 00:47:17,760 --> 00:47:21,880 So I'm going to click create new agenda item and I'll just use my basic template. 472 00:47:23,420 --> 00:47:23,980 So, 473 00:47:33,930 --> 00:47:39,350 so I'm just going through the steps of entering my item title and filling in the applicable fields. 474 00:47:40,770 --> 00:47:45,770 I have an item type of minutes in my system, and so I'll just go through and 475 00:47:50,570 --> 00:47:51,570 remember 476 00:47:51,570 --> 00:47:56,190 in your system the draft will automatically fill in with your name, and I'll just place 477 00:47:56,190 --> 00:48:00,490 this on my next upcoming City Council meeting and add in my section. 478 00:48:06,010 --> 00:48:11,870 If you have any additional fields, so my co-workers like to add some fun ones, I'm probably not 479 00:48:11,870 --> 00:48:15,890 as fun, but you can, these are additional fields that are added in and customized. 480 00:48:15,890 --> 00:48:36,850 So I've created a new item title with approved my minutes and then I'll just go to the pending uploads and browse and then upload that the minutes that we have just saved. So I'm just browsing to my computer. I'll click my minute summary and then I've attached them here and then from here, I'll just click create. 481 00:48:36,850 --> 00:48:44,190 So I've from this point I've already gone in and added that agenda item for those minutes to be approved onto that next meeting. 482 00:48:44,950 --> 00:48:50,790 So I just clicked create new went through the process of a new agenda item and I just attached the minutes. 483 00:48:55,630 --> 00:49:03,050 I'm going to take one more sip of water and then we'll just go through a quick review of everything that we covered today before we conclude the session. 484 00:49:03,550 --> 00:49:07,470 I don't see there any questions yet in the chat window but again feel free to send a message over. 485 00:49:21,240 --> 00:49:27,940 Okay. So let's just go take the last few minutes here to review all of the information that we've 486 00:49:27,940 --> 00:49:33,360 covered today and see if there are any questions that may have come up. So I'm going to go back 487 00:49:33,360 --> 00:49:38,480 into my Granicus platform. So if you remember we logged into our media manager platform system 488 00:49:40,060 --> 00:49:45,720 here and we went over to our admin section and just looked at our view pages. So I was using my past 489 00:49:45,720 --> 00:49:51,280 events view page here, I double-click to open it, and then we talked about how we were 490 00:49:51,280 --> 00:49:56,780 going to our prior meeting content, yours may be labeled pass meetings, and we needed 491 00:49:56,780 --> 00:49:59,440 to get our minutes published to this view page. 492 00:50:00,520 --> 00:50:14,040 And then process the minutes from there. So on the dashboard, I just eroded back, you know, click on my meeting. And this, of course, always brings up the agenda. And then we toggled into view minutes. 493 00:50:16,080 --> 00:50:30,820 And then from here, we reviewed the meeting information. We talked about the roll call and the voting members' names, how they came from administration. And we talked about where the list of motion to actions, 494 00:50:30,820 --> 00:50:33,820 and results were populated in these drop-down menus 495 00:50:33,820 --> 00:50:36,520 that was also in peak administration. 496 00:50:37,780 --> 00:50:41,740 And then from there we moved down to adding in any items 497 00:50:41,740 --> 00:50:45,460 that were added to the meeting during the live meeting. 498 00:50:45,740 --> 00:50:47,060 So we used the add item button. 499 00:50:47,900 --> 00:50:50,280 And then from there we just began selecting our section, 500 00:50:51,060 --> 00:50:54,860 headers, and items, and then processing the motions 501 00:50:54,860 --> 00:50:57,380 and notes that applied to each of them. 502 00:50:57,380 --> 00:51:05,180 So, we had some sections that had just a note, and then we had items where we record motions 503 00:51:05,180 --> 00:51:06,020 and information. 504 00:51:06,700 --> 00:51:07,760 I'll click here. 505 00:51:08,380 --> 00:51:13,730 You can go back and review the motion information. 506 00:51:14,250 --> 00:51:19,890 We talked about how, if you have a consent agenda, that there are two different ways you can 507 00:51:19,890 --> 00:51:23,050 process that information for it to be displayed on your minutes. 508 00:51:23,450 --> 00:51:28,370 One was we recorded all of the motions and votes on the section header line that I have listed 509 00:51:28,370 --> 00:51:33,670 here. And then the second way that we have listed here on our agenda is, or on our minutes, 510 00:51:34,090 --> 00:51:40,590 is we selected one item within the section. We processed all of the motion and voting 511 00:51:40,590 --> 00:51:47,170 information. And then once we saved it, we clicked on that apply to all. So we cloned all of that 512 00:51:47,170 --> 00:51:54,230 information to the other items in the section that we selected. And then we moved on and recorded 513 00:51:54,230 --> 00:51:58,610 multiple motions and votes on another item using the new motion but not 514 00:51:58,610 --> 00:52:04,310 here in this in this box. Just a quick review, once the information populates here, 515 00:52:05,370 --> 00:52:10,730 you can click on the information to review. You can always change or edit this 516 00:52:10,730 --> 00:52:17,270 information. Once it's selected, you can make edits to add notes or edit your notes, 517 00:52:17,570 --> 00:52:22,470 even change your voting and then just click save. And then as a reminder, there are 518 00:52:22,470 --> 00:52:28,050 couple different deleting options up here. The trash can is going to delete this entire item 519 00:52:28,050 --> 00:52:34,330 from your minutes, which is probably not recommended in what you may not want to do, but it is there 520 00:52:34,330 --> 00:52:40,010 as an option. So just be careful with it. Most commonly, if you're going to want to delete something 521 00:52:40,010 --> 00:52:45,970 about this item, you're going to be using the X's here to just delete all of that motion and voting 522 00:52:45,970 --> 00:52:51,230 information you recorded. If maybe you just want to start over. So most likely, you would just click 523 00:52:51,230 --> 00:52:56,850 the X that deletes that motion and voting information, you can re-record the information and click save. 524 00:52:58,130 --> 00:53:03,590 And then we continued on recording motions and notes and entered our adjournment. 525 00:53:04,170 --> 00:53:10,310 And then from there, we were ready to run a draft and then publish our information. So from here, 526 00:53:10,330 --> 00:53:17,490 we went up to the download section and we downloaded two different formats. We did the PDF version and 527 00:53:17,490 --> 00:53:19,330 We also did the Word document version. 528 00:53:20,010 --> 00:53:22,090 Of course, the PDF is not editable. 529 00:53:22,510 --> 00:53:24,710 So if you review your PDF version 530 00:53:24,710 --> 00:53:27,170 and you see that there are some edits 531 00:53:27,170 --> 00:53:28,870 that might need to be made to formatting 532 00:53:28,870 --> 00:53:30,350 and that type of information, 533 00:53:30,650 --> 00:53:32,810 that's when you may want to download it as a Word document 534 00:53:32,810 --> 00:53:35,210 so you can edit that information on your own. 535 00:53:36,250 --> 00:53:39,030 And then once we made those edits to our Word document, 536 00:53:39,270 --> 00:53:40,550 we saved it as a PDF 537 00:53:41,110 --> 00:53:45,110 because the peak system can only upload PDF documents 538 00:53:45,110 --> 00:53:46,010 to be published. 539 00:53:47,490 --> 00:54:01,370 So from there we moved on we were ready to publish our information so we changed the status of this meeting to final so that all of the users in the system would see that visual notification that this meeting minutes have been finalized. 540 00:54:02,030 --> 00:54:12,890 And then we went to publish PDF so you have the two options we talked about generate automatically will automatically publish the PDF that comes from the system. 541 00:54:12,890 --> 00:54:20,650 or if you needed to download the Word document and make some edits, we talked about how you can upload and you can browse and choose a file. 542 00:54:21,570 --> 00:54:35,070 But although this system will let you choose a Word file or any other file formats and appear that you can publish it, just know that you have to make sure you choose a file that is a PDF. 543 00:54:35,350 --> 00:54:37,430 The system will only publish a PDF version. 544 00:54:38,130 --> 00:54:43,410 And from there we did have to select which view page we were going to publish this too. 545 00:54:43,910 --> 00:54:48,610 And then that's when we clicked the publish button which sent that information out to 546 00:54:48,610 --> 00:54:54,110 our view page and it added our minutes here. 547 00:54:55,010 --> 00:54:56,910 and that completed our process. 548 00:55:00,000 --> 00:55:19,520 So I know we haven't had too many questions today, but I will just take one, a couple, another minute, just to see if anyone would like to add in a question to the chat window. If there's anything you would like me to review or go over again, I'm happy to do so. Just let me know. So I'll just pause here for about a minute to see if there are any questions before we wrap up. 549 00:55:37,040 --> 00:55:45,980 And if there are no questions, certainly if you have any feedback that you would like to prefide, provide that is welcomed as well. You can send that to the chat box also. 550 00:56:20,210 --> 00:56:34,990 Okay. Perfect. Yeah. Thanks for your comments. I appreciate it. It doesn't look like there are any going to be any other questions. So at this time, this will conclude our session for peak agenda management. Excuse me, processing minutes. 551 00:56:35,570 --> 00:56:47,510 Thank you everyone for your time and participation. Again, I will be uploading the recording of this video to your media manager site. So you can review the information as many times as you like and share it with your co-workers. 552 00:56:47,510 --> 00:56:49,690 Thanks again everyone and have a great day.