Plant City, FL - Granicus VoteCast Training - Session 1 - Jan 20, 2016 (Agenda)

Generating an Agenda Overview This quick reference guide for Legistar users provides step-by-step instructions on how to generate an agenda and agenda packet. To create a new agenda, you combine the legislative files or agenda items you previously created and organize them with the Meeting Agenda Report. The best practice is to generate an agenda, which automatically places the legislative files or agenda items in the correct position on the agenda. You can also manually add and arrange files or agenda items to an agenda after it is generated. This function is highly effective to use to add last minute items, create special meetings that do not require a template, or to add placeholders for unfinished files or agenda items. Step 1: Scheduling a Meeting Agenda creators must complete these steps well ahead of time so drafters can draft files or agenda items. It is a best practice to schedule meetings a year in advance. This allows drafters to create items far in advance of the agenda date. 1. Click Agendas in the left menu to open the Agendas module. The Calendar tab is displayed. 2. Click New to create the meeting for which you want to generate an agenda. 3. Accept the default meeting body or select another meeting body from the Agenda for the drop-down menu. 4. In the Date field, change the date to the date of the meeting. 5. Verify the default settings for the Location and Time, and Status fields. 6. Select Save on the green bar in the top left hand side of the module. 7. Once these steps are taken, drafters will have the ability to select this as an agenda date. Note: • If you are generating an agenda, continue to step 2, and skip step 3. • If you are creating an agenda without a template, skip step 2 and continue to step 3. • We recommend you schedule meetings as far in advance as possible. For example, if you release a meeting calendar for a year at a time, we recommend you schedule meetings for the next year. This will allow drafters to create items for a specific agenda date far in advance. Step 2: Generating an Agenda 1. Click the Agenda tab. 2. Go to the Files module and search by agenda date for the upcoming agenda. You will see a list of all Files assigned to the agenda. You can then enter each file to check and edit it as needed. You may need to “unlock” the file and manually change the file type or status in order to adjust the file as needed to pull onto your agenda in the right place. To understand how file criteria drives agenda placement, please refer to the Agenda Definitions report, which can be run from Legistar Administration. 3. Click Generate. The agenda generates in the Agenda window. When you click Generate, Legistar assigns legislative files to the agenda based on the preset agenda definitions and agenda dates you have set for the selected meeting body. You should review each file and verify each file is in its correct location. The following additional variables determine where a file appears on an agenda: File Type, Status, and Controlling Body. Remember this placement is not absolute, you can arrange files and agenda items manually. The agenda definitions is a default template to guide your agenda layout. Generating an Agenda © 2014 Granicus, Inc. All rights reserved. 1

Notes: • The agenda is not published on InSite as long as it remains in Draft status. Users can only view the agenda on InSite when the agenda status is changed to Final. • When you generate your agenda and run the report using the Publish to InSite – Calendar (PDF) setting in the Destination field, Legistar creates an exact replica of the agenda in the Minutes module, which is used to record the meeting’s motions and votes. • If you need to completely regenerate your agenda, please drag the cursor to select all lines and click Delete at the bottom of your screen. To regenerate your agenda, all items and lines must be removed from the agenda to reactivate the Regenerate button. Step 3: Creating an Agenda Without a Template You can create agendas manually for special meetings or cancellation notices. Typically, these agendas will only contain a few agenda lines. 1. Click the Agenda tab. 2. Click Add, and select one of the options from the drop-down menu available: 3. Repeat the previous step as necessary. Step 4 below describes the agenda line options in more detail. Step 4: Adding Agenda Lines 1. Click the Add drop-down arrow at the bottom of the screen. 2. There are multiple ways to add new lines to the agenda document: Select Add after Selected Line to add a new line after the existing line. Select Add before Selected Line to add a new line before the existing line. Best Practice: Select Add Many Lines to enter more than one line after the existing line. Hold down your Ctrl key and select legislative files from the menu on the left, and click the arrow to move the files onto the agenda. Note: Use the Copy Selected Line option to copy selected lines (see below). You can also right- click on any line in the agenda to display the agenda line options: 3. Use the Agenda Item and Header/Comment options to select whether or not the line is an agenda item or a header/comment line. Header/Comment lines are procedural items such as invocation and roll call, or section titles such as “Communications from Municipal Agencies” or “Bills Introduced.” Legislative files are database files that are easily recognizable on the agenda form as they display File ID numbers. 4. Fill in the fields at the top of the screen; the fields that are displayed depend on whether the line is an agenda item or a header/comment line. ◦ For agenda items, click the drop-down arrow in the File ID field, select a file from the list of files, then double-click the file. The file appears in the File ID field, and the file type appears in Generating an Agenda © 2014 Granicus, Inc. All rights reserved. 2

the File Type field. If necessary, fill in the Description and Comment fields. Make sure to click Save for your entries to appear in the agenda below. ◦ For header/comment lines, select a title from the drop-down list in the Header List field. The Description field is filled in automatically. If necessary, change the Style of the header line, fill in the Comment field, and fill in the Item # field if you’re not using auto-numbering. Make sure to click Save for your entries to appear in the agenda below. ◦ You may also use this function to create last minute items. Copying Agenda Lines: This function is highly useful when using similar files or agenda items on each agenda. 1. Select the agenda line you want to copy. 2. Click the Add drop-down arrow or right-click on the selected line, and select the Copy Selected Line option. 3. Confirm the line is added to the agenda, and click Save. Deleting Agenda Lines: 1. Select the agenda line you want to delete. 2. Click Delete at the bottom of the screen, or right-click on the selected line and click Delete. 3. Click Yes at the confirmation prompt. The line is deleted. Note that this does not the legislative file itself; it only removes it from the agenda. Note: To delete multiple lines at once, hold down the Shift or Ctrl key to select them. Step 5: Auto-numbering the Agenda Items If you use agenda item numbers, complete the following steps: 1. Click Auto-#. 2. Click Yes at the confirmation prompt. 3. In the Item column, confirm numbers have been added to the legislative files. Note: This will not auto-number header lines, only numbers for files and agenda items. Step 6: (Optional) Marking Agenda Items as Consent Items Consent votes allow a group of items to be acted on by one block vote. You mark items for consent on the Minutes tab in the Minutes module: 1. Select the items you want to mark consent (by using the Shift or Ctrl keys, or dragging the cursor). 2. Click Mark Consent on the bottom left of the screen. 3. Verify the line numbers associated with the items become underlined, and turn red. Generating an Agenda © 2014 Granicus, Inc. All rights reserved. 3

Step 7: Finalizing an Agenda • On the Calendar tab, change the agenda status to Final in the Status field. This will activate the Meeting Details link on InSite and list the agenda items. Step 8: Export Meeting Data (once the agenda is finalized) 1. On the Agenda tab, select the meeting you wish to export. 2. Click the Tools menu, and select the Export Data option. 3. A Legistar Waiting… status message is displayed while Legistar exports the data. 4. The following message appears when the meeting export is completed: Generating an Agenda © 2014 Granicus, Inc. All rights reserved. 4

5. Once exported, your meeting becomes an event in MediaManager (and iLegislate, if you are using this iPad application). MediaManager is used to route the agenda to LiveManager. Take note of the event name as it will appear in MediaManager, then click OK. Note: You can export data as many times as you want, and you will need to do so if you make changes to your agenda in Legistar. However, no matter how many times you export, be sure to republish your agenda afterward to allow it to appear next to your video on InSite. See details on publishing below. Step 9: Publishing an Agenda to InSite 1. Click Reports, and select the appropriate agenda report. 2. Under the Report Settings, set the Destination field to Publish to InSite – Calendar (PDF), verify the other settings are correct, and click Save Settings. 3. Click Run. When the agenda status is set to Final, the Meeting Details link under the Calendar tab on InSite becomes live. This link lists all of the legislative files on the agenda without including the headers. When you publish the agenda using the Publish to InSite – Calendar (PDF) option, the Agenda link also becomes available on InSite. Note: You can read more about publishing the agenda at Agenda Posting Procedures and Publishing Checks. Step 10: (Optional) Creating PDFs for Agenda Reports 1. Select the agenda from the list of agendas under the Calendar tab. 2. Click Reports, and select the appropriate agenda report. 3. Under the Report Settings, set the Destination field to Acrobat Format (PDF), verify the other settings are correct, and click Save Settings. Note: The Destination field allows you to choose where you will send a finished report. Generally, your options include PDF, HTML, printer, InSite, MS Word document, and email. 1. Click Run. Generating an Agenda © 2014 Granicus, Inc. All rights reserved. 5

Step 11: Creating an Agenda Packet The Agenda Packet feature allows you to create the agenda with all corresponding attachments in one electronic PDF document. If you have Adobe Acrobat 7 or higher, you can complete the following steps to create an agenda packet: 1. Select the agenda from the list of agendas under the Calendar tab. 2. Change the agenda status to Final in the Status field. 3. Click Reports, and select the appropriate agenda report. 4. Click Agenda Packet. 5. Click OK at the Agenda Packet complete confirmation. 6. Open the packet in the drive location defined during deployment, e.g. C:\Program Files\Granicus\ Legistar5\Packet 7. Select all of the packet files > right-click the first file > select Combine files in Acrobat. Note: You can also create an agenda packet from InSite. See Step 12 below. Step 12: (Optional) Creating an Agenda Packet from InSite 1. After you have published the agenda with attachments to InSite, open InSite and access the Calendar tab. You can access InSite via the InSite link in the top right hand corner of the Legistar interface. 2. Right click on the agenda hyperlink and click Copy Link Address to get the agenda’s URL. 3. Open Adobe Acrobat and click Create PDF from Web Page. 4. Paste the URL into the URL field and set Get Levels to 2. 5. Click Settings and make sure Create Bookmarks is checked. 6. Wait for the packet to be completely assembled. Once it is finished, save it to your computer using the File - Save As option. 7. (Optional) To upload the agenda packet to InSite, go to InSite and click Sign In, then enter your Legistar username and password. Note: You must belong to a security group that has the necessary permissions to add meeting attachments. 8. Go the meeting details, and click Add New. 9. Upload the Agenda Packet and give it a name. >>Next: Working with Legistar and LiveManager Generating an Agenda © 2014 Granicus, Inc. All rights reserved. 6

Working with LiveManager and iLegislate Voting (Clerks) The iLegislate Voting System integration allows meeting members to join meetings, request to speak, mover and second motions, and and vote on agenda items from their own iPads. This quick reference guide provides step-by-step instructions for meeting clerks when using LiveManager with iLegislate Voting. Step 1: Launch LiveManager 1. Double click the LiveManager icon to launch LiveManager from your desktop. 2. Click Open LiveManager. Step 2: Load a Meeting 1. Click the Load Meeting button. The Load Meeting menu appears. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 1

2. Select your meeting from the list of available meetings (it becomes highlighted and appears in the Selected event to load field). Note: If LiveManager is configured to open more than one meeting at a time, hold down Ctrl to select more than one meeting to load. 3. Click Load. Step 3: Add Attendees (if necessary) Please note that the attendee's first and last names must match in their People record in Legistar and in the Users subtab in MediaManager Admin. This includes the attendee's middle name, so if there isn't one in Legistar, the Middle Name field must be blank in MediaManager. In most situations, however, all Legistar users for the meeting body will be available for selection from the Add Attendees screen in LiveManager. If the mayor only votes in the case of a tie-breaker, do not mark the mayor as a voting attendee until a tie-breaker vote is needed. Then, when a tie vote occurs, return to the Attendees tab and mark the mayor as a voting member by selecting the Voting checkbox. This will cause the voting panel to appear on the mayor's iPad. If you need to add additional attendees, click the Attendees tab, enter the name of a new attendee, and click Add Attendee. Make sure to select the Voting checkbox for the new attendee if they are voting during this meeting. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 2

Step 4: Add speakers manually before or during the meeting Meeting members can request to speak on an agenda item from within iLegislate, but you can still manually add speakers by completing the following steps: 1. Select the agenda item to which you want to add a speaker, and click the Speakers tab. 2. Click Add Speaker. 3. In the Speaker Name field, enter the name of a new speaker, or select an existing name from the drop-down menu. 4. In the Speaker Type field, select Public, Staff or Elected Official. 5. In the Duration field, designate an amount of time for the speaker. Note that you cannot specify an amount of time for the Elected Official speaker type. 6. If necessary, click Add Additional Speaker to add more than one speaker to an agenda item, and click the appropriate Remove button to delete a speaker. 7. Click OK when you have finished adding speakers. Step 5: Add new agenda items before or during the meeting Note: This is a rare occurrence. 1. Click Agenda Item at the top of the screen, or right-click an existing agenda item in the left Agenda panel and select Add Agenda Item (this adds a new child item to the selected item). The New Agenda Item tab becomes available in the middle of the screen. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 3

2. In the Agenda Item Text field, enter the title of the agenda item. 3. (Optional) In the Department field, enter the name of the department associated with the agenda item. 4. (Optional) In the Suggested Action field, enter a suggested action for this agenda item, e.g., approve, amend, etc. 5. Click Save. 6. If necessary, drag and drop the item to where you want to place it on the agenda. Notes: You can edit existing agenda items before the meeting. Select the agenda item you want to edit from the left Agenda panel, make the appropriate edits in the Agenda Item Text, Department, and Suggested Action fields, then click Save (or press Ctrl + S). You can also delete an agenda item: right-click on the selected item, click Delete (or press Ctrl + D), and then click Delete again at the confirmation prompt. Step 6: Start the meeting Click the Start button to start the meeting. Once the meeting has started, meeting members see a Join button on the iLegislate Agendas screen that allows them to join the meeting in progress. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 4

Note: During the meeting, use the following buttons as necessary: • Click Pause to pause the meeting (if it goes into recess). You will need to click Start to resume the meeting when it reconvenes. • Click Extend to extend the meeting time by 30 minutes. • Click Stop to finalize meeting details and end the meeting. Step 7: Take a roll call iLegislate uses Roll Call to determine whether or not a meeting member sees the voting panel (and is thus allowed to cast a vote on an agenda item). If a meeting member has been marked Absent, the voting panel will not appear when it is time to vote. Note: You must take Roll Call before you can use the Record Unanimous Yea Vote button. 1. Click Roll Call (or press Ctrl + R). 2. Under the New Roll Call tab, select the Present, Absent, or Excused option for each meeting member. 3. Click Record when you are finished. The Roll Call is timestamped in the Minutes panel on the right side of the LiveManager screen. Step 8: Timestamp an agenda item Select the item from the left Agenda pane, and either double-click the item or click Record in the middle of the screen. The item is timestamped in the Minutes panel. As each agenda item is highlighted in LiveManager, the meeting members will see that same item highlighted on the agenda in iLegislate. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 5

Step 9: Record notes Enter notes in the Quick Note field, and click Save to Selected or Record. Save to Selected: saves a note without a timestamp under any item you’ve selected on the minutes. This is useful for recording notes to items that have already occurred. Record: assigns a timestamp to the note and it always appears under the active item (which could be a motion, vote, roll call, agenda item, etc). The active item (denoted by red text when it’s not selected) can be different from the one you’ve selected. Note: Select the Private checkbox if you want to make this a private note rather than a note that is visible to the public. Step 10: Call a speaker to speak on an agenda item Meeting members may request to speak from within iLegislate by tapping the Request to Speak button in the bottom right corner of an agenda. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 6

Each time a meeting member requests to speak, they are added to the Speaker list. The meeting chair can view on their iPad the number of speakers who have requested to speak. This number increases as new requests to speak are made. Each time a person is called to speak, this number reduces by one. Council members cannot view the speaker list but can view the name of the current speaker from their iPads. Meeting Chair only: Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 7

To call speakers for an agenda item, complete the following steps: 1. Click the Speaker tab. 2. Click Call next to the speaker’s name (before you do this, you can add the speaker manually if necessary). 3. You can change the time in the Speaker Timer field to 5:00, 3:00, or 2:00, or add additional time to the existing time by clicking +0:30. Note that you can configure these default times in your LiveManager Options. 4. Click Start when the speaker starts speaking. The speaker timer begins in LiveManager. 5. Click Stop when the speaker is finished speaking. 6. Click Clear Speaker. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 8

Step 11: Create a motion for an agenda item and record a vote for the motion Council Members can use iLegislate to make and second motions on the current agenda item. These buttons are highlighted based on the state of the meeting. They can tap the Motion button to make a motion, or if another council member has already made the motion, they can tap the Second button to second the motion. When they do this, their names will appear in the appropriate New Motion Item field (Mover or Seconder) in LiveManager. They can also withdraw their motion or their seconding of the motion from their iPads. 1. Verify the agenda item is timestamped. 2. The New Motion Item fields are displayed when a motion is made. The mover and seconder will display the name of whoever made and seconded the motion from their iPads. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 9

3. Select the Action from the drop-down menus available. You can enter the first few letters of the person’s name or the action to narrow down the list. Once you have one person or action, tab to the next field. 4. Enter the text of the motion in the Motion Text field. 5. Click Record to save the motion to the minutes. 6. Click Start Voting to open the voting panel in iLegislate. Council members see the motion action (not the full motion text), the Mover, the Seconder, and are given the option to vote Yes, No, or Abstain. 7. After all voting members have had the chance to cast their votes, click Stop Voting to end the vote. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 10

8. Click Record to save the results of the vote. If the vote passed, the Vote Result will appear green. If it failed, it will appear red. Step 12: Finalize the meeting 1. Click Stop. The following message is displayed. 2. Click Finalize. The meeting data will be available in MediaManager after it finishes uploading. Working with LiveManager and iLegislate Voting (Clerks) © 2014 Granicus, Inc. All rights reserved. 11