BOARD OF MAYOR AND ALDERMEN CITY OF YAZOO CITY ... · POLICE STATION COURT ROOM 1. Call to Order...

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AGENDABOARD OF MAYOR AND ALDERMEN

CITY OF YAZOO CITY, MISSISSIPPIMONDAY, AUGUST 06, 2018

POLICE STATION COURT ROOM

1. Call to Order and Invocation

2. Adopt Agenda

3. Approval of Minutes3.a. Another test item for training

Yazoo MS PEAK and Votecast.pdf

4. Hearing of Complaints and Appeals (Public Comments)

5. Message of the Mayor / Aldermen / Report of Officers

6. Report of Standing Committees6.a. This is another testing item


7. Approval of Docket7.a. Final testing item

Yazoo MS PEAK and Votecast.docx

8. Unfinished Business8.a. This is a consideration test item for training


9. New Business9.a. A test item for training


10. EXECUTIVE SESSION

1

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/222352/Yazoo_MS_PEAK_and_Votecast.pdf





ONSITE TRAINING INFORMATION

SUITE

VoteCast

PEAK AGENDA MANAGEMENT

2

iLegislate Votecast Suite

Onsite Training Information

granicus.com | [email protected] page 2

Copyright © 2018

Granicus, Inc.

The following documentation is proprietary and confidential information of Granicus, Inc. and its licensors, the use of which is subject to a

License Agreement between the authorized licensee and Granicus, Inc.

The Granicus logo, Granicus, MediaVault, MobileEncoder, StreamReplicator, and OutCast Encoder are registered trademarks; Integrated

Public Record, Intelligent Routing, LinkedMinutes, LiveManager, MediaCenter, MeetingMember, MeetingServer, MediaManager, Simulcast

Encoder, VoteCast, VoteCast Classic, and VoteCast Touch are trademarks of Granicus, Inc. All other trademarks are the property of their

respective owners.

3




VOTECAST SUITE OVERVIEW

*Note: This overview only details the VoteCast suite. You may be using the VoteCast suite in combination with other

Granicus suites and/or programs.

Program Description Login

LiveManager Local desktop application used for running audio-

visual recordings, creating timestamped indexes,

and collecting minutes data such as motions,

votes, and notes.

Once installed, no login is required.

VoteCast Program that allows users to view agenda items

and documents on touch screen monitors.

Through the VoteCast interface, users can request

to speak, make motions, and cast votes. VoteCast

interacts with LiveManager for minutes data

collection.


VoteCast Display Private display or public monitor that allows users

and/or meeting attendees to view the current

agenda item, motion and vote details, and speaker

names and times.


Granicus Help Center Educational website offering user guides, online

training videos, and answers to frequently asked

questions.

Website: https://help.granicus.com/

Users can login using either their InSite or

MediaManager Username/Password.

4

https://help.granicus.com/




PREPARING FOR ONSITE TRAINING

Review the following guidelines in preparation for onsite training.

Training Environment

Training must take place in the meeting room containing the VoteCast monitors. The Granicus Deployment Team will work

with your IT team to prepare the meeting room with the VoteCast system and LiveManager program. This setup should be

validated prior to onsite training.

Training Materials

User guides can be downloaded and/or printed from the Granicus Help Center. When viewing a guide from the Granicus

Help Center, click More in the header. You can then Save as PDF and export all of the children pages associated with the

guide. This function can also be used to create a book containing multiple user guides.

Important! Review the Training Course Descriptions on the following pages and distribute the corresponding training

materials to attendees. It is recommended that system administrators print all of the recommended guides and arrange

them in a binder in the same order as the training courses.

5




TRAINING COURSE DESCRIPTIONS

Review the following course descriptions for a greater understanding of course content, required attendees, and necessary course materials.

Important! It is recommended that the Core Project Team attend all training courses. The Core Project Team should include the Project Manager/System Administrator, Clerk Staff, and a representative from IT. This will ensure the Clerk’s Office and IT are aware of the intricacies and capabilities of the system.

VoteCast System Validation

• Course Description: This is not an official course but rather a time for the Product Training Specialist to work with IT to ensure the VoteCast system is properly installed and operational.

• Course Prerequisite: None

• Required Attendees: Core Project Team (primarily IT)

• Training Materials: None

VoteCast Training for Meeting Clerk Staff

• Course Description: During this course, attendees will run through the system from both a LiveManager and VoteCast perspective. Attendees will learn how to request to speak, call speakers, make motions, enter votes, and take notes. We will run through this process several times to ensure familiarity of the system.


• Required Attendees: Core Project Team and Meeting Clerk Staff

• Training Materials: Working with LiveManager and Vote Cast, VoteCast Touch for the Meeting Chair, and

VoteCast Touch for Voting Members Quick Reference Guides

VoteCast Training for Meeting Chair

• Course Description: This course is designed specifically for the Meeting Chair and his/her backup. The Meeting Chair has some additional capabilities in VoteCast that other voting members do not. During this time, we will run through a mock meeting and discuss the roles of the Clerk and Meeting Chair in relation to LiveManager and VoteCast.

• Course Prerequisite: Meeting Clerk Staff should have attended the VoteCast Training for Meeting Clerk Staff

• Required Attendees: Core Project Team, Meeting Clerk Staff, Meeting Chair, and the Meeting Chair’s backup

• Training Materials: Working with LiveManager and Vote Cast and VoteCast Touch for the Meeting Chair

Quick Reference Guides

VoteCast Training for Voting Members

6

https://help.granicus.com/Granicus_User_Guides/Meeting_Efficiency/Meeting_Efficiency_Quick_Reference_Guides/Working_with_LiveManager_and_VoteCast

https://help.granicus.com/Granicus_User_Guides/Meeting_Efficiency/Meeting_Efficiency_Quick_Reference_Guides/VoteCast_Touch_for_the_Meeting_Chair_Quick_Reference_Guide

https://help.granicus.com/Granicus_User_Guides/Meeting_Efficiency/Meeting_Efficiency_Quick_Reference_Guides/VoteCast_Touch_for_Voting_Members_Quick_Reference_Guide






• Course Description: We typically hold several sessions of this course, targeting two or three voting members at a time. We will run through a mock meeting, focusing on the voting member experience.


• Required Attendees: Core Project Team, Meeting Clerk Staff, Voting Members in small groups

• Training Materials: Working with LiveManager and Vote Cast and VoteCast Touch for Voting Members Quick Reference Guides

7






ONSITE TRAINING SCHEDULE

Review the onsite training schedule and contact your Product Training Specialist if you have any scheduling requests. This schedule includes the attendance of your Product Training Specialist at the public meeting.


Day 1 – August 6th, 2018

Time Description Program(s) Requested Attendees Training Materials

9am-10am VoteCast System

Validation

Ensure the VoteCast

system is properly

installed and operational

LiveManager

VoteCast

Core Project Team,

primarily IT

10am-2pm

*Break for

lunch 12pm-

1pm

VoteCast Training for

Meeting Clerk Staff

Run through of the

LiveManager/VoteCast

systems

LiveManager

VoteCast

Core Project Team and

Meeting Clerk Staff

Working with LiveManager

and Vote Cast, VoteCast

Touch for the Meeting Chair,

and VoteCast Touch for Voting

Members Quick Reference

Guides

2pm-4pm VoteCast Training for

Meeting Chair

Run through of mock

meeting

LiveManager

VoteCast

Core Project Team,

Meeting Clerk Staff,

Meeting Chair, and the

Meeting Chair’s backup


and Vote Cast and VoteCast

Touch for the Meeting Chair



Date/Time Description Program(s) Attendees

9am-11am

1. Understand the Administration backend of

PEAK (set up of users, departments, meeting

bodies, meeting types, etc.)

2. Establish Approval Work-flows

MediaManager

PEAK

PEAK Admin /

Agenda

creators

8














3. Identify ways to get assistance using the

Granicus Help Center

11am-12pm

1pm-2pm

1. Meeting creation (recurring meetings,

standalone, meeting details and edit and

deleting of meeting(s)

2. Item creation (create, edit, move and delete

agenda items

3. Downloading of Agenda and Agenda Packed

4. Publishing of Agenda and Agenda packet to

public view page/ i-frame/ iLegislate

MediaManager

PEAK

PeakAdmin

Peak Agenda

Coordinators

2pm-3pm 1. Setting up Username and Password from

email.

2. Creating an item in PEAK, with attachments

3. Editing and saving attachments

4. Starting approval workflow

5. Review possible correspondence from

approvers through the item activity log

MediaManager

PEAK

Drafters/Appro

vers

PEAK Admin


email.

2. Accessing the items to be approved though

email and dashboard in PEAK

3. Reviewing, editing and saving attachments

4. Approving / delegating item

5. Make and review possible correspondence

from approvers / drafters through the item

activity log

MediaManager

PEAK

Drafters

/Approvers

PEAK Admin

9


SUITE

VoteCast


10




Copyright © 2018

Granicus, Inc.






respective owners.

11











votes, and notes.







collection.





names and times.




questions.




12











Training Materials







13

























14













15












Validation

Ensure the VoteCast

system is properly


LiveManager

VoteCast

Core Project Team,

primarily IT

10am-2pm

*Break for

lunch 12pm-

1pm


Meeting Clerk Staff

Run through of the


systems

LiveManager

VoteCast


Meeting Clerk Staff






Guides


Meeting Chair

Run through of mock

meeting

LiveManager

VoteCast

Core Project Team,










9am-11am





MediaManager

PEAK

PEAK Admin /

Agenda

creators

16
















11am-12pm

1pm-2pm





agenda items




MediaManager

PEAK

PeakAdmin

Peak Agenda

Coordinators


email.






MediaManager

PEAK

Drafters/Appro

vers

PEAK Admin


email.







activity log

MediaManager

PEAK

Drafters

/Approvers

PEAK Admin

17


SUITE

VoteCast


18




Copyright © 2018

Granicus, Inc.

The following documentation is proprietary and confidential information of Granicus, Inc. and its licensors, the use of which is subject to a License Agreement between the authorized licensee and Granicus, Inc.

The Granicus logo, Granicus, MediaVault, MobileEncoder, StreamReplicator, and OutCast Encoder are registered trademarks; Integrated Public Record, Intelligent Routing, LinkedMinutes, LiveManager, MediaCenter, MeetingMember, MeetingServer, MediaManager, Simulcast Encoder, VoteCast, VoteCast Classic, and VoteCast Touch are trademarks of Granicus, Inc. All other trademarks are the property of their respective owners.

19











votes, and notes.







collection.





names and times.




questions.




20










Training Materials







21








Course Description: This is not an official course but rather a time for the Product Training Specialist to work with IT to ensure the VoteCast system is properly installed and operational.

Course Prerequisite: None

Required Attendees: Core Project Team (primarily IT)

Training Materials: None


Course Description: During this course, attendees will run through the system from both a LiveManager and VoteCast perspective. Attendees will learn how to request to speak, call speakers, make motions, enter votes, andtake notes. We will run through this process several times to ensure familiarity of the system.

Course Prerequisite: None

Required Attendees: Core Project Team and Meeting Clerk Staff

Training Materials: Working with LiveManager and Vote Cast, VoteCast Touch for the Meeting Chair, and VoteCast Touch for Voting Members Quick Reference Guides


Course Description: This course is designed specifically for the Meeting Chair and his/her backup. The Meeting Chair has some additional capabilities in VoteCast that other voting members do not. During this time, we will run through a mock meeting and discuss the roles of the Clerk and Meeting Chair in relation to LiveManager and VoteCast.

Course Prerequisite: Meeting Clerk Staff should have attended the VoteCast Training for Meeting Clerk Staff

Required Attendees: Core Project Team, Meeting Clerk Staff, Meeting Chair, and the Meeting Chair’s backup

Training Materials: Working with LiveManager and Vote Cast and VoteCast Touch for the Meeting ChairQuick Reference Guides


22




Course Description: We typically hold several sessions of this course, targeting two or three voting members at a time. We will run through a mock meeting, focusing on the voting member experience.

Course Prerequisite: Meeting Clerk Staff should have attended the VoteCast Training for Meeting Clerk Staff

Required Attendees: Core Project Team, Meeting Clerk Staff, Voting Members in small groups

Training Materials: Working with LiveManager and Vote Cast and VoteCast Touch for Voting Members Quick Reference Guides

23




ONSITE TRAINING SCHEDULEReview the onsite training schedule and contact your Product Training Specialist if you have any scheduling requests. This schedule includes the attendance of your Product Training Specialist at the public meeting.




9am-10am VoteCast System Validation

Ensure the VoteCast system is properly installed and operational

LiveManager

VoteCast

Core Project Team, primarily IT

10am-2pm

*Break for lunch 12pm-1pm


Run through of the LiveManager/VoteCast systems

LiveManager

VoteCast

Core Project Team and Meeting Clerk Staff

Working with LiveManager and Vote Cast, VoteCast Touch for the Meeting Chair, and VoteCast Touch for Voting Members Quick Reference Guides

2pm-4pm VoteCast Training for Meeting Chair

Run through of mock meeting

LiveManager

VoteCast

Core Project Team, Meeting Clerk Staff, Meeting Chair, and the Meeting Chair’s backup

Working with LiveManager and Vote Cast and VoteCast Touch for the Meeting ChairQuick Reference Guides



9am-11am1. Understand the Administration backend of

PEAK (set up of users, departments, meeting bodies, meeting types, etc.)


MediaManager

PEAK

PEAK Admin / Agenda creators

24




3. Identify ways to get assistance using the Granicus Help Center

11am-12pm

1pm-2pm

1. Meeting creation (recurring meetings, standalone, meeting details and edit and deleting of meeting(s)

2. Item creation (create, edit, move and delete agenda items

3. Downloading of Agenda and Agenda Packed4. Publishing of Agenda and Agenda packet to


MediaManager

PEAK

PeakAdminPeak Agenda Coordinators

2pm-3pm1. Setting up Username and Password from

email.2. Creating an item in PEAK, with attachments3. Editing and saving attachments4. Starting approval workflow5. Review possible correspondence from


MediaManager

PEAK

Drafters/Approvers

PEAK Admin

3pm-4pm1. Setting up Username and Password from

email.2. Accessing the items to be approved though

email and dashboard in PEAK3. Reviewing, editing and saving attachments4. Approving / delegating item 5. Make and review possible correspondence

from approvers / drafters through the item activity log

MediaManager

PEAK

Drafters /Approvers

PEAK Admin

25


SUITE

VoteCast


26




Copyright © 2018

Granicus, Inc.






respective owners.

27











votes, and notes.







collection.





names and times.




questions.




28











Training Materials







29

























30













31












Validation

Ensure the VoteCast

system is properly


LiveManager

VoteCast

Core Project Team,

primarily IT

10am-2pm

*Break for

lunch 12pm-

1pm


Meeting Clerk Staff

Run through of the


systems

LiveManager

VoteCast


Meeting Clerk Staff






Guides


Meeting Chair

Run through of mock

meeting

LiveManager

VoteCast

Core Project Team,










9am-11am





MediaManager

PEAK

PEAK Admin /

Agenda

creators

32
















11am-12pm

1pm-2pm





agenda items




MediaManager

PEAK

PeakAdmin

Peak Agenda

Coordinators


email.






MediaManager

PEAK

Drafters/Appro

vers

PEAK Admin


email.







activity log

MediaManager

PEAK

Drafters

/Approvers

PEAK Admin

33


SUITE

VoteCast


34











votes, and notes.







collection.





names and times.




questions.




36











Training Materials







37

























38













39












Validation

Ensure the VoteCast

system is properly


LiveManager

VoteCast

Core Project Team,

primarily IT

10am-2pm

*Break for

lunch 12pm-

1pm


Meeting Clerk Staff

Run through of the


systems

LiveManager

VoteCast


Meeting Clerk Staff






Guides


Meeting Chair

Run through of mock

meeting

LiveManager

VoteCast

Core Project Team,










9am-11am





MediaManager

PEAK

PEAK Admin /

Agenda

creators

40
















11am-12pm

1pm-2pm





agenda items




MediaManager

PEAK

PeakAdmin

Peak Agenda

Coordinators


email.






MediaManager

PEAK

Drafters/Appro

vers

PEAK Admin


email.







activity log

MediaManager

PEAK

Drafters

/Approvers

PEAK Admin

41

BOARD OF MAYOR AND ALDERMEN CITY OF YAZOO CITY ... · POLICE STATION COURT ROOM 1. Call to Order...

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Transcript of BOARD OF MAYOR AND ALDERMEN CITY OF YAZOO CITY ... · POLICE STATION COURT ROOM 1. Call to Order...