February Lunch and Learn Recording

Public Side Meetings and Minutes

The meetings feature is a useful way to keep the community up to date on your regularly scheduled board meetings and Parks & Rec meetings, but it can also be very effective for individual, specific meetings for programs like soccer, adult softball, and childcare, or even committees like River Clean-up for instance. For more information on Meetings and Minutes, take a look at our Knowledge Base article on the topic.

Key Features

• Meeting event
• Meeting agenda
• Meeting minutes
• Public visibility or management side storage only

Finding Meetings and Minutes on the Public Side

1. Go to the public homepage
2. Click the General Information tab along the top navigation bar below the banner
3. Click the Meetings option from the dropdown (if this is not present, you may need to update your public navigation settings to show these navigation options)
4. Explore the meeting, the meeting agenda, and the meeting minutes on the public side

Using Meetings and Minutes on the Management Side

Before you create your meeting, start by creating at least one Staff Group in your Department Info for the public side. Adding staff members to your staff group is an additional option.

Creating a Staff Group

1. Go to the Department Info tab under Dept Web Info 
2. Click on the Staff Tab
3. Select Add Staff Group
4. Enter group name and the other optional fields
5. Click Submit

Adding Members to Staff Groups

1. From the Staff tab, click the staff group name
2. Click Add New Staff Member
3. Complete the optional fields
4. Upload an optional photo and include the caption
5. Click Submit or Add Additional Staff

Creating a Meeting

1. Open the Dept Web Info menu in the lefthand navigation
2. Select Meetings & Minutes
3. Click on Add New Meeting near the top of the page
4. Add the name of your entry in the Meeting Name field
5. Select the correct Staff Group Name
   1. If you need to add a new Staff Group Name (see instructions in the previous section)
6. Fill in the meeting location in the Meeting Location field
7. Use the Meeting Information text box to enter a meeting description (Meeting agendas and minutes will be added after the meeting has been created)
8. Start and end dates can be submitted if desired
9. Click Submit

Adding a Meeting Agenda

Once a meeting has been created, multiple agendas and minutes can be added.

1. Click in the Meeting Name where you would like to add an agenda or meeting minutes
2. Under the meeting, click Add New Agenda
3. Add a title, date, and time
4. Start on Site and End on Site dates can be submitted if desired
5. A PDF of the agenda can be uploaded or notes can be added directly to the text box provided
6. Click Submit

Adding Meeting Minutes

Once a meeting has been created, multiple agendas and minutes can be added.

1. Click in the Meeting Name where you would like to add an agenda or meeting minutes
2. Under the meeting, click Add New Minutes 
3. Add a title, date, and time
4. Start on Site and End on Site dates can be submitted if desired
5. A PDF of the minutes can be uploaded or notes can be added directly to the text box provided
6. Click Submit