[0:00] Quorum. Welcome to our group training session for peak agenda. The focus of our training

[0:07] today is on peak minutes. My name is Heather Pyle. I'm a product training specialist

[0:12] from Granicus, and joining me shortly will be Kirsten Johnson. She's a senior product

[0:16] trainer with our team. So I'll move on here through a few slides, and then we'll get right

[0:21] into our minutes process. This today's session is considered session four for peak minutes.

[0:28] 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.

[0:37] 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.

[0:44] 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.

[0:54] 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.

[1:02] 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.

[1:13] And then if you are doing that, you will use a different application called live manager to take your meeting minutes.

[1:19] So just a quick disclaimer, if you are aware of you are doing that process for your minutes,

[1:26] today's session does not apply to you. But for the rest of us, we're going to go ahead and move

[1:31] on with our peak system. So we're live, we're in session. This is day four and this is considered

[1:36] the final session of the peak agenda online group training sessions. So a quick outline of what we'll

[1:45] cover today and we'll be going through over the next couple of hours. This session usually does

[1:49] not take two hours. I know we've set aside that amount of time, and usually it is the

[1:54] quickest session of all four, just depending on the amount of questions, but we're going

[1:58] to begin with an overview of the minutes interface within peak. We'll go over taking

[2:04] roll call and confirming attendance. We'll review how to record your motions, votes, and notes

[2:10] into your minutes, and then we'll proceed with running a draft, publishing them to your

[2:15] 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,

[2:21] I believe this is a live session and we are recording. So all of you will receive a copy of this

[2:27] recording. It will be uploaded to your media manager site. Please ask questions throughout the session.

[2:34] If you could enter those through the chat box, that would be appreciated. Since this is a group session,

[2:40] 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.

[2:50] I would ask that you direct that specifically to your project manager or your specific product trainer.

[2:56] 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.

[3:04] 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.

[3:19] So I have launched our Granicus University Media Manager login site, so as you know, you'll

[3:27] access your peak system through your Media Manager Granicus platform.

[3:33] And thanks Doug. And as you know, you'll enter your jurisdiction name.granicus.com,

[3:40] and then you'll login with your username and password. So I'm going to go ahead and sign into our site

[3:45] by past this note. And then as you're aware, just as a quick review, this media manager site is

[3:51] where we are listing all of your upcoming events. You're recently added and pending archives.

[3:58] It's where we're managing archival information for your meetings. And also under the admin tab,

[4:04] what specifically applies to what we'll be working on today is where your view pages are listed.

[4:10] So I'm going to pull up the view and today I'm going to be referencing the past events

[4:14] of view page.

[4:15] This is where we're going to be publishing the minutes that we're working on today.

[4:20] So I'm just going to double click this view page to open it.

[5:00] Council minutes from yesterday. So at the conclusion of this session today, we'll be publishing

[5:06] our minutes out to this location here, onto this view page. So we'll be toggling back

[5:11] here a little bit later on. I'm going to keep this window open and then just move back

[5:16] over into my media manager site. So for today, that's the only thing about media to

[5:21] manager that we're going to discuss is just where the view page is located, that we're going

[5:26] to be publishing our content and then from there, we'll go over into our peak system.

[5:32] So to access that, just as a quick reminder, the one moment, let me pause my notifications

[5:39] real quick.

[5:41] We're going to go to the app strap down menu and click on peak agenda, which will bring

[5:44] us to our dashboard.

[5:52] And so as you know, when you first ask access peak, we're always brought to the dashboard

[5:57] with our list of upcoming meetings beginning on today's date and the foremost relevant.

[6:03] And then I'm just going to scroll back here to point out here's the meeting that we're

[6:06] going to be processing minutes for today. So there are two different ways to access the minutes

[6:13] for a specific meeting in peak. The first way is through the dashboard if you click on to the

[6:19] minutes. So I'm going to select this city council meeting by clicking on it. And this, of course,

[6:24] brings me directly to the agenda and then up here at the top is a link where I can view

[6:28] the minutes. So this right here is going to take me into the minute screen that we'll

[6:32] be working in today. And then the other way if you would like to choose to access your

[6:38] minutes is through the meetings tab. So I'm going to click on my meetings tab. And then in

[6:44] the summary of meetings here in the left hand column, I'm going to scroll down to the meeting

[6:48] we're working on today, I can also access the minutes by clicking the minutes link right here.

[6:56] So I'll click minutes now and this brings us right back to where we just were within our minutes.

[7:02] So this screen is very white actually, it's not as pretty as that meeting screen, that's for sure,

[7:08] but this is where we're going to spend the most of our time working in today. I just want to point

[7:14] out a few things or give you a brief overview of the information on this screen in the upper left

[7:19] with our meeting information is a quick link to view the agenda. So we can use this button to do

[7:25] a quick toggle. I'm going to click it now back to the agenda and then we can use the view minutes

[7:31] quickly to toggle back over into our minutes. So we've got this listed here. The column right below

[7:38] our meeting information of course is our agenda that we have published. So once we start

[7:43] processing this information, we'll start with the rule call. I'll discuss that and I'll

[7:48] talk about how you can add an item into your meeting. That is an item that was added during

[7:54] the live meeting. And then over here in this column, this is where it divided into two sections,

[8:01] motions, motions and notes.

[8:03] So, once we select an item on our agenda, you'll notice that item appears in the summary

[8:08] box at the top, and then we will be recording our motions and our voting information below

[8:15] here, and then we'll also be able to toggle over and add some notes.

[8:20] And then, up here in the top and the upper right is where once we're ready to review this

[8:25] information and publish it, which will change the status, of course, the download button is

[8:29] That's how we can download either a PDF or a word version to, as a draft, to review.

[8:34] And then, finally, here's our publish button.

[8:36] So we'll be publishing a PDF of our minutes onto our view page.

[8:42] A couple of things that I would like to reference as far as information that's pulled from here.

[8:47] The roll call information and this list of voting members that are populated here.

[8:53] This is coming from Peak Administration for the City Council members meeting bodies.

[9:00] I'm going to click here on roll calls so you can see.

[9:02] Here are my members and this check box.

[9:05] So this check box listed voting members is coming from the default settings of this meeting body by default.

[9:12] The system is marking everyone as present.

[9:14] So when we're ready to start processing this, I'll go over a few more pieces of information.

[9:19] But I am going to jump over to administration just across reference so you can see where

[9:24] this information is being pulled from in your member list.

[9:28] And then I'm also going to show you in administration where this drop down list of motion 2, so the

[9:35] different motions that you can take that are populated here, I'll show you where those

[9:39] are listed if you need to add some additional and also the results that are populated in

[9:45] this drop-down menu, I'll show you where those are populated as well.

[9:50] So I'm going to go over to administration real quick to show you that, so let me just

[9:55] open this in a new tab.

[9:57] So, I've selected peak as-

[10:00] 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.

[10:29] and also my rule call.

[10:33] So I'm going to, you do have the option to manage these and edit them.

[10:36] So the trash can would, of course, delete them out of this member list.

[10:40] So if you have members where their office has expired or ended,

[10:45] you would just simply delete them and click add member to add a new one.

[10:48] I'm going to click the pencil icon here to edit to point out this checkbox here,

[10:53] voting member. When I clicked on the rule call,

[10:56] So these office members' names had that box checked, so this check box in there, the

[11:03] settings for the member list is what indicates that they are a voting member.

[11:06] Feel free to include any other information when you're setting up your voting members

[11:11] from here.

[11:12] This is just going to be for your personal information.

[11:16] Click Save Changes here.

[11:18] So again, these members are all managed in administration under the meeting bodies information.

[11:25] So I just toggle over here to members for this list.

[11:30] And then one other thing I wanted to show you in administration in relation to the minutes.

[11:35] So over here in the column, this is where the motion to drop down menu list of items or

[11:42] records are listed, and also where your motion, your results, that drop down list is listed.

[11:49] So there are some preset records listed.

[11:52] You can always add a new record.

[11:54] If you need to and you can manage this list over here, if you needed to edit a specific

[12:01] action with the pencil, of course, and then you could delete those that you don't feel

[12:06] are necessary in your system by choosing the trash can, of course.

[12:09] In my system, you can see some of these trash cans are great out.

[12:13] That's just because I have already recorded information that has used these motion results or actions

[12:21] so they can no longer be deleted, but any of these with an active trash can could be deleted if

[12:27] you wanted to manage that information as well. So again, the pieces of information that we

[12:33] referred to when we're processing our minutes in the meeting bodies is where the office member's

[12:40] list is. So I went under the city council and here's where their members are and then also in the

[12:48] minutes category motion to and motion results. That's where those drop down lists are

[12:54] populating from. So I'm just going to pause for a moment to see if there are any questions

[13:01] about that information before we move back into our processing or minutes.

[13:16] Okay, perfect. I don't

[13:17] see that there are any questions. So I'm just going to move back over to my peak agenda tab where we

[13:23] were here in minutes.

[13:25] So we talked about how these voting members' names

[13:27] were applied here and how the information,

[13:30] these drop down menus, came into play.

[13:33] One other thing that I want to point out

[13:34] is this minutes process or the minutes

[13:38] here within this application, it is not necessarily

[13:41] designed to be used during your live meeting.

[13:44] Some people choose to do so if that's helpful for you

[13:47] or help you get ahead of processing,

[13:49] but depending on how hectic or busy your meetings

[13:53] might be, it may not be realistic to be processing that information during a live meeting.

[14:00] And again, the system isn't necessarily designed to. So we're going to be looking at this from

[14:04] the perspective that your live meeting has already occurred, and now we're coming back into the system

[14:10] to record all of the information that happened. So from this point, we're ready to start recording the

[14:15] information, and we're always going to start first with our roll call. So I'm going to come up to the

[14:20] roll call tab here and mark my roll call my members either present or absent as I mentioned

[14:26] the system automatically marks everyone present and it marks them as a voting member if that

[14:32] is checked in that box we just reviewed in administration.

[14:37] So from here you can add a note specifically if maybe there is a member that was had to

[14:45] arrive late or was in traffic or whichever, you can add that information here into this note

[14:51] and then you would simply just confirm attendance. And once you confirm attendance then it does

[14:55] record it and add that information next to the roll call. So...

[15:00] 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,

[15:29] it will actually add it up into this box.

[15:34] One thing that you might want to do is add an item.

[15:36] So I'm going to talk about that now.

[15:39] As you're going through and recording your information,

[15:42] you can click add an item at any time.

[15:44] So you may want to wait until you get down to that section.

[15:47] To add the item or you might just want to do it at the beginning.

[15:50] I usually like to add the items in first.

[15:53] So I'm going to do it at this time.

[15:54] So I'm going to click add items.

[15:56] So this is an item that was added during the meeting.

[15:58] that was not part of the agenda.

[16:01] So this is where we'll enter the title

[16:12] and choose our section, of course,

[16:18] and then possibly any notes.

[16:28] And then once I click Save,

[16:30] it's going to add that item below that section

[16:34] at the end of any other items that are listed.

[16:37] So notice it didn't give it an item number.

[16:40] It did automatically select it.

[16:42] So this blue line here doesn't indicate this is the selected item

[16:45] and then it did populate it up here in the text box.

[16:49] So the end symbol here indicates that a note was added on that item.

[16:54] So you'll see those as we move throughout the session.

[16:58] And from here, I could move forward and record my motions of votes if I would like.

[17:02] But I'm going to move scroll back up and start from the beginning of my minutes.

[17:07] So again, you can add an item to your minutes at any point as you are processing them.

[17:13] 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.

[17:23] 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.

[17:44] 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.

[18:00] 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.

[18:07] So I'm going to toggle over to the notes section and enter that information.

[18:16] You can cut and paste into this section.

[18:20] You can utilize any of the text information

[18:23] of the editing functionalities in the drop-down menus here.

[18:27] You might notice this is similar to the text boxes

[18:30] when you are drafting agenda items.

[18:33] All of those same text, rich text editor features

[18:37] are available in this text box.

[18:40] Again, it's the same information so you can cut, cut, copy and paste.

[18:44] you can insert a hyperlink, you have additional formatting tools even adding a table if necessary.

[18:51] So this is all going to be in the notes section.

[18:55] So once I've started entering the note, you see it's added that note icon,

[18:59] and then I'm going to come down here and click Save.

[19:05] And at this point, that note is processed, and then I can move down to my roll call.

[19:10] And again, if you needed to have anything specific or enter any specific notes here, you can.

[19:17] I do want to point out that if I move back up and I wanted to delete any of the notes

[19:23] or make an edit to the notes, I just simply click back up on this item and I can add to it.

[19:38] Let's free save.

[19:40] And if I move further down or realize I want to delete a note altogether, I can just simply

[19:46] remove the information and save that and that removes the note.

[20:00] 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

[20:29] recording notes. So when I select this item to record my motions and votes, it's just

[20:34] a defaulting to the last chat I was in that happens to be the notes. So I'll just

[20:39] toggle over to the motion and then here's where I will begin recording my motion

[20:43] text and selecting my motion to in results and then recording my voting information.

[20:49] So in the motion text you are just entering what you're

[20:52] for.

[21:02] In the drop down menu, you can begin typing or I've typed here past or and it will

[21:15] auto fill sections and I'm just going to pass this.

[21:23] So I've entered my motion text and

[21:25] selected my motion to in result and then over here is where I'll record our voting information.

[21:30] So, selecting a mover and a seconder and then recording their vote.

[21:35] One thing to quickly point out, I don't know if you've noticed, I have kind of some duplicate

[21:41] voting options on my system.

[21:44] Your system will not have these final four voting options.

[21:48] So these that are in all lower case here, please disregard these.

[21:53] We won't apply those to today's learning and they won't be part of your system.

[21:57] You'll just have these typical for voting options.

[22:00] So usually it's easiest to select Mark all four

[22:03] and then go and choose who may be against

[22:06] or needs to be absent or abstain.

[22:09] So we can do it that way.

[22:12] And then once we have recorded that information,

[22:14] I'll just come down here to the lower writing click save.

[22:17] And then once I've selected save,

[22:20] you'll see my text box up here has added that information.

[22:23] So it's recorded, my motioning information and my motion text, and it's given me the

[22:29] ability to delete it or remove it.

[22:32] So I do want to point out a few things in this box.

[22:36] We've got a trashcan image, and we've got an X.

[22:39] So the trashcan, you want to be careful with this one.

[22:43] This is going to delete this entire item out of your minutes, which we of course wouldn't

[22:49] want to do.

[22:49] You may at some point have recorded some information that maybe you realize you just entered

[22:56] the wrong information or maybe you just want to read deleted and start over.

[23:00] And so if that were the case, that's when you could use this X. So if I had saved all

[23:05] of this information and then I need to come back and maybe start over, I'll click on the

[23:11] X here. That's just going to delete everything. And now I can start over with reentering

[23:17] the information.

[23:41] And it's added back in there. Now, from here, so that's been a basic,

[23:46] that's our first example of just basically recording your motions and your voting information.

[23:52] Real quickly, we could have also ant toggle over and added some notes if need be.

[23:59] But from here, I'm going to move on. There may be some other sections where you would need to add a

[24:03] note if you need to record your press pledge of allegiance, and if you have any presentations

[24:11] or need to record public speakers that could be done in the notes.

[24:28] I've entered my note here.

[24:31] And now this brings us down to our consent agenda.

[24:33] So for those of you who have consent agendas, there are two different ways that you can record

[24:39] this information in the system.

[24:41] 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.

[24:56] So the first way is you can select

[25:00] 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.

[25:22] We'll enter my motion text.

[25:35] So I'm going to save this information.

[25:41] And then you can see it's recorded that information on this section line.

[25:46] and then as it will read in the minutes, it will apply to all of the items listed below it.

[25:53] So that is one way that you can do it. Just apply that vote and information to the section header.

[25:58] And then the second way is we'll apply this information. We'll just duplicate it to all of these.

[26:05] So I'm going to delete this option.

[26:08] And if you remember, if I wanted to delete the motions or the votes of a specific item,

[26:14] I'll come up to the information box and just click this X here.

[26:19] So that's removed the information from that section header.

[26:22] And then the second way, I'm going to select one of the items within this section.

[26:28] And then I'll record the information the same way.

[26:42] And then you see down here at the bottom, we have an option applied to multiple items.

[26:46] It's grayed out right now.

[26:48] but this is the button we're going to use for this option.

[26:50] So I'm going to save this information, and then once I've saved it,

[26:55] now I can click this item.

[26:57] So once I select here, it's going to give me a list

[27:00] of all of the other items within this same section,

[27:05] and then I can uncheck or remove one of them

[27:08] that it may not apply to.

[27:10] So if you have an item that is pulled from your consent,

[27:13] you could simply uncheck it from here,

[27:16] and then I'll click Apply Motion to Selected.

[27:19] So now you can see in my agenda column

[27:22] that I've duplicated or cloned this Motions and Votes

[27:27] for each item.

[27:33] And if I wanted to review the exact motion,

[27:36] text and information and all of the voting

[27:38] up here in the summary box,

[27:40] I'll just click on this motion information.

[27:43] So once I click and highlight this,

[27:46] that populates all of the information.

[27:48] So again, there's two ways to record your consent voting information in peak minutes.

[27:56] One is you can simply select the section header and record all of the information.

[28:02] And that's just going to be attached to the header.

[28:04] And the other way is to select one of the items within the section, record all of the details.

[28:11] 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.

[28:26] 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.

[28:39] So I'm going to pause here just for another moment to see if there are any questions so far

[28:45] about applying motions and votes to either a single item, like we did the example up here,

[28:52] or to your consent items.

[29:11] Okay, so if there, I don't see any questions in the chat box, so I'm going to move on down

[29:15] to a next example.

[29:17] So we've applied the information to our consent agenda.

[29:21] If I move down here to my closed session, I could make a note saying no closed session

[29:26] today or something.

[29:39] So now here for my reading of ordinances, I just want to point out another voting option

[29:45] that might come up and that is you may need to have more than one motion or more than one

[29:50] vote on an item.

[29:51] So that's the example that I was going to demonstrate next.

[29:54] So I've selected this item 9a, and that's the information that's popular.

[30:08] Yes, for this spill check it makes it a lot easier.

[30:27] Okay, so I'm going to record my motions and my votes and

[30:34] 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.

[30:56] or as many times there would be new motions within your meeting, so I'll select that now,

[31:01] and now I've got a clean slate. I'm still on the same item, and I still have a record of my

[31:07] previous information.

[31:42] So again, you would enter the specific information as it applies to your

[31:46] meeting, and I'll save this information, and now you can see it's just added another motion to my

[31:52] list. So I can toggle up and select the first motion and review that information,

[31:57] and then I can toggle down here to the second motion and review that information as well.

[32:03] And again, you can just keep clicking new motion and adding additional information if you need to,

[32:08] and we'll just keep populating up in this box here.

[32:14] So if you ever needed to edit information, for example, if I went back up to this particular item

[32:20] that we discussed earlier and maybe wanted to change some voting information

[32:25] if I realize I marked these all four and there was one person who was against. I can simply select

[32:31] that item, change that voting information and then I'll just click Save. So you can always go back,

[32:37] it's just by selecting this motion and voting information from the summary box that will populate

[32:42] the information below.

[32:46] So I'm just going to run through one last example of just recording a motion

[32:49] and vote since we have one more item here on our list. So I'll pull up my very last item selected here.

[32:55] I've got my summary box.

[33:05] I really am normally a better typeer than this.

[33:07] That's been a lot of misspelled words.

[33:18] So I then turned my motion text, selected my action, my result,

[33:23] marked here, the clear all button,

[33:28] clears all of your motions and votes

[33:30] if you needed to start over.

[33:34] And then I'll click save.

[33:38] And then as I'm moving down my agenda here,

[33:41] there's a couple more.

[33:43] I don't have any second readings.

[33:45] I might just add a note and

[33:53] then I'll come down to my adjournment.

[33:55] And again, if you have any standard text or specific information that you use all of

[34:00] the time when you're entering some of your notes and information, maybe more specifically

[34:04] when you call the meeting to order or any of your adjournment information, you can cut and

[34:09] paste or copy and paste into this box if you need to.

[34:27] So from here, we've completed all of the aspects of processing our meeting minutes within the

[34:33] peak system. So we started with the roll call. I'm going to go back here and click. We started

[34:38] with the roll call where we confirmed our attendance. We had the option to mark people absent,

[34:43] unchecked people who may not be voting that day and enter a note. And then we added an item

[34:49] into our meeting that that was an item added after the agenda was published possibly during the

[34:55] live meeting. So we utilized this button to add an item. And then we just went through and began

[34:59] and select.

[35:00] 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.

[35:29] field if I would like. You can go back and select and review the information that was recorded.

[35:36] So basically I'm just coming back through and reviewing all of the information, the motions

[35:40] and notes that I entered as I was going through here. And then at this point it will be where I'm

[35:48] ready to run a draft of this minute's report. So we'll go through running the draft. We can

[35:53] and download that as a Word, a PDF, or an HTML file,

[35:57] we'll make sure that it's ready for publishing

[35:59] and then we'll go through those specific steps.

[36:03] I'm gonna take another pause here just for a moment

[36:05] to see if there are any final questions

[36:07] about processing the agenda before we move on

[36:10] to downloading a draft and then publishing.

[36:26] Okay, perfect.

[36:26] So now we're ready to download a draft

[36:28] and check out this information.

[36:30] So that's up here in the upper right.

[36:32] we've got our download button and our publish button. So I'm going to select download and this is

[36:37] the minutes are referred to as summary so this box just means we're downloading a copy of our

[36:43] minutes. We have three different formats to choose from. I am going to demonstrate the PDF format

[36:49] and the word format. Those are the most common. So I'll start with just downloading a PDF which is

[36:55] selected by default.

[37:01] And then you can see this was downloaded into my downloads folder. So

[37:05] 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.

[37:14] So as I scroll down here, we've got our roll call.

[37:20] 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.

[37:33] That's when we might want to download this document as a Word document because then we

[37:37] would be able to make some more edits on the information.

[37:41] And then we can save that Word document as a PDF and then upload that to publish.

[37:45] So if this PDF version of the minutes looks wonderful to everyone, we could just simply

[37:53] move on and publish this.

[37:55] But let's just say, for example, we maybe wanted to add a little bit more formatting or we don't

[38:00] the way it broke this up on the page. Maybe we want to move some of this information down on the next page.

[38:07] So from here, I'm going to toggle back over into peak. So I'm just going back in the tab that's

[38:11] open for peak. And I'm going to select, instead of downloading a PDF, I'll select a Word document.

[38:24] So this is downloaded Word.

[38:31] So now we have a version that we can edit. And of course,

[38:36] I know everyone is familiar with editing word.

[38:40] I'm just going to move this to the next page.

[38:45] I

[39:11] know you all are going to be much better at editing this information,

[39:14] 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.

[39:21] Once you have it looking the way you want it to be, then we are going to want to save a copy of this.

[39:26] So I'm going to save a copy of this onto my desktop.

[39:28] top.

[39:41] Now, in addition, if I wanted to upload this and publish this document, it does need

[39:46] to be in a PDF format, so I'm also going to save it as a PDF.

[40:02] 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.

[40:23] 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.

[40:32] So I'll reference that in just a moment, but let's publish this information.

[40:37] So if I were to leave the bullet on generate automatically and select my view page, so

[40:45] we're doing my past events view page, this would publish that PDF version that we originally

[40:50] downloaded that the system generated.

[40:53] But since I want to upload my own version, I'm going to choose upload and then browse for

[40:59] my file.

[40:59] So notice by default, the system browse and is looking for an Adobe Acrobat document.

[41:05] So it's only looking for PDFs.

[41:07] I'm going to show you real quick what happens if you pick that word version.

[41:13] So I'm selecting to upload this Microsoft Word document.

[41:19] One moment, let me close this.

[41:22] So that notification was to tell me that I have it open.

[41:26] So you can see it did allow me to choose that word file.

[41:29] But when I click Publish, the system is going to give me this error and it is a little confusing.

[41:35] 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.

[41:42] It has to be a PDF. Notice it doesn't say that there. So we do have frequently get questions and calls about this.

[41:50] 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.

[41:58] and go back on our meeting, so I'll click back on View Minutes.

[42:02] And then we're going to publish this information, but this time I'm going to upload the PDF of this document.

[42:12] So now I've got a PDF version, select my view page, and now I'll click Publish.

[42:24] 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.

[42:29] 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.

[42:46] 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.

[42:56] You can see I still need to work on my editing abilities of word documents, but I know

[43:00] everyone understands what we're trying to achieve here.

[43:04] This is just one that I edited in a word, saved as a PDF, and then uploaded.

[43:11] So, I'm going to go back to my view page, and again, that's going to publish it in your

[43:17] minutes.

[43:19] And now from here, I'm going to go back into my peak agenda system and pull up my dashboard.

[43:23] 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.

[43:31] 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.

[43:44] So this status changed here when we changed the status within the minutes.

[43:50] So I'm just going to click back on there real quick when we changed this status field to final.

[43:55] That is what indicated in the meetings calendar that the minutes were final.

[44:02] So I'm just going to pause one other moment.

[44:04] We pull up that meeting minutes real quick to see if there are any questions about downloading

[44:10] running a draft of your minutes or the process for publishing the minutes onto your view page.

[44:18] And then I just have a couple other things that I want to point out and go over before

[44:22] we conclude the section. So if there are any questions, please send them over.

[44:47] I see there

[44:48] is a question you're asking if a committee is non-voting if you could just upload a PDF

[44:53] of your minutes without going through this process. So I might need to double-check

[45:00] 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,

[45:28] you would just comment, upload that file just to reminder that it does have to be a PDF,

[45:32] which it looks like you're already aware of. Thanks for confirming.

[45:40] Just take a quick second

[45:41] to see if anyone else would like to add in a question.

[45:53] So a couple other things that I wanted to

[45:55] point out, we've successfully published our minutes onto our view page. If you wanted to

[46:03] unpublish them, or if you needed to revise any of the information, that process would be the same.

[46:09] you can always come back and change any of this information,

[46:13] download a new version, and then, of course, publish a new version.

[46:18] Also within this section, you may have noticed this bright red button that says unpublish.

[46:24] So by clicking here, that would remove the minutes that you had published to your view page.

[46:30] So this link would go away, and that would allow you to revise your information

[46:35] or process another minutes and then republish if you need to.

[46:42] One other aspect that a lot of our clients use after they process their meeting minutes

[46:47] and publish them is they need to create a new agenda item within their system to be

[46:53] placed for that meeting body to approve on the next meeting.

[46:57] So I just wanted to run through that process or give you a review real quickly how you would

[47:00] do that.

[47:00] Kind of just a review and creating a new item, but this is a pretty common function that our

[47:06] clients use.

[47:06] 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.

[47:17] So I'm going to click create new agenda item and I'll just use my basic template.

[47:23] So,

[47:33] so I'm just going through the steps of entering my item title and filling in the applicable fields.

[47:40] I have an item type of minutes in my system, and so I'll just go through and

[47:50] remember

[47:51] in your system the draft will automatically fill in with your name, and I'll just place

[47:56] this on my next upcoming City Council meeting and add in my section.

[48:06] If you have any additional fields, so my co-workers like to add some fun ones, I'm probably not

[48:11] as fun, but you can, these are additional fields that are added in and customized.

[48:15] 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.

[48:36] 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.

[48:44] So I just clicked create new went through the process of a new agenda item and I just attached the minutes.

[48:55] 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.

[49:03] I don't see there any questions yet in the chat window but again feel free to send a message over.

[49:21] Okay. So let's just go take the last few minutes here to review all of the information that we've

[49:27] covered today and see if there are any questions that may have come up. So I'm going to go back

[49:33] into my Granicus platform. So if you remember we logged into our media manager platform system

[49:40] here and we went over to our admin section and just looked at our view pages. So I was using my past

[49:45] events view page here, I double-click to open it, and then we talked about how we were

[49:51] going to our prior meeting content, yours may be labeled pass meetings, and we needed

[49:56] to get our minutes published to this view page.

[50:00] 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.

[50:16] 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,

[50:30] and results were populated in these drop-down menus

[50:33] that was also in peak administration.

[50:37] And then from there we moved down to adding in any items

[50:41] that were added to the meeting during the live meeting.

[50:45] So we used the add item button.

[50:47] And then from there we just began selecting our section,

[50:51] headers, and items, and then processing the motions

[50:54] and notes that applied to each of them.

[50:57] So, we had some sections that had just a note, and then we had items where we record motions

[51:05] and information.

[51:06] I'll click here.

[51:08] You can go back and review the motion information.

[51:14] We talked about how, if you have a consent agenda, that there are two different ways you can

[51:19] process that information for it to be displayed on your minutes.

[51:23] One was we recorded all of the motions and votes on the section header line that I have listed

[51:28] here. And then the second way that we have listed here on our agenda is, or on our minutes,

[51:34] is we selected one item within the section. We processed all of the motion and voting

[51:40] information. And then once we saved it, we clicked on that apply to all. So we cloned all of that

[51:47] information to the other items in the section that we selected. And then we moved on and recorded

[51:54] multiple motions and votes on another item using the new motion but not

[51:58] here in this in this box. Just a quick review, once the information populates here,

[52:05] you can click on the information to review. You can always change or edit this

[52:10] information. Once it's selected, you can make edits to add notes or edit your notes,

[52:17] even change your voting and then just click save. And then as a reminder, there are

[52:22] couple different deleting options up here. The trash can is going to delete this entire item

[52:28] from your minutes, which is probably not recommended in what you may not want to do, but it is there

[52:34] as an option. So just be careful with it. Most commonly, if you're going to want to delete something

[52:40] about this item, you're going to be using the X's here to just delete all of that motion and voting

[52:45] information you recorded. If maybe you just want to start over. So most likely, you would just click

[52:51] the X that deletes that motion and voting information, you can re-record the information and click save.

[52:58] And then we continued on recording motions and notes and entered our adjournment.

[53:04] And then from there, we were ready to run a draft and then publish our information. So from here,

[53:10] we went up to the download section and we downloaded two different formats. We did the PDF version and

[53:17] We also did the Word document version.

[53:20] Of course, the PDF is not editable.

[53:22] So if you review your PDF version

[53:24] and you see that there are some edits

[53:27] that might need to be made to formatting

[53:28] and that type of information,

[53:30] that's when you may want to download it as a Word document

[53:32] so you can edit that information on your own.

[53:36] And then once we made those edits to our Word document,

[53:39] we saved it as a PDF

[53:41] because the peak system can only upload PDF documents

[53:45] to be published.

[53:47] 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.

[54:02] 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.

[54:12] 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.

[54:21] 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.

[54:35] The system will only publish a PDF version.

[54:38] And from there we did have to select which view page we were going to publish this too.

[54:43] And then that's when we clicked the publish button which sent that information out to

[54:48] our view page and it added our minutes here.

[54:55] and that completed our process.

[55:00] 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.

[55:37] 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.

[56:20] 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.

[56:35] 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.

[56:47] Thanks again everyone and have a great day.

Peak Minutes - 1/6/22 - Jan 6th, 2022

Agenda

Transcript