You can edit agenda items for misspellings, content, and order. You can also take roll call and add notes, motions, and votes to your agenda.

Before following any of the procedures below, open your event for editing by navigating to the Events tab and clicking the event you want to edit.

Depending on your Granicus product suite, you may or may not be able to use this functionality in conjunction with your published agenda or minutes on the view page. The functionality discussed in this article is for Government Transparency and Meeting Efficiency customers. If you'd like to learn more about enabling these features on your agenda or minutes, contact your Granicus client executive.

Edit an Agenda Item

Editing agenda items is supported for Government Transparency Suite customers only. If your jurisdiction doesn't have the Government Transparency Suite, you are welcome to use this functionality for your own purposes, but these settings must be configured properly in order for changes to agenda items to appear on your agenda and minutes. Contact your Granicus client executive for more information or to schedule a demonstration.

Complete the following steps from the Events > Agenda subtab:

  1. Click an agenda item once to select it. It will become highlighted once selected.
  1. Edit the Name/Subject field in the Edit Agenda Item pane.
  1. Enter text in the Department/Office (Meeting Efficiency and Legislative Management clients only; otherwise, this can be left blank).
  1. Enter text in the Suggested Action (Meeting Efficiency and Legislative Management clients only; otherwise, this can be left blank).
  1. Click Save Changes to save the changes to the agenda. 

    Edit Agenda Item

    Move an Agenda Item

    Complete the following steps from the Events > Agenda subtab:

    1. Select the agenda item you want to move.
    1. Click the appropriate arrow to move it (left, right, up, or down). The right arrow will indent the item, causing it to become a sub-item under the one above it; the left arrow will decrease the indent, moving the item out from under the item above it.

     

    Moving an agenda item (before)

    Moving an agenda item (after clicking left arrow)

     

    Roll Call, Motions, Notes, and Votes

    Roll Call,  Motions, Notes, and Votes are supported only for Meeting Efficiency clients. If you don't have the Meeting Efficiency Suite, you are welcome to use this functionality for your own purposes, but these settings must be configured to appear on your agenda and minutes. Contact your Granicus client executive for more information or to schedule a demonstration.

    Taking Roll Call

    Complete the following steps from the Events > Agenda subtab:

    1. Select the agenda item on which you wish to record the roll call. In this example, Roll Call has its own named agenda item.
    1. Click the Roll Call button found above the agenda.
      Roll Call button
    1. Enter an attendee name in the Add Attendee field. As you type, names in the system will populate a drop-down list. Once you've typed or selected the name, click Add. 

    2. Note: Select Absent or Excused from the Status menu for any members who are not present for the meeting.


    Adding attendees

    1. Deselect the Voting checkbox for any non-voting members. The checkbox is selected by default.

    2. Use the up and down arrows to rearrange the order of attendees. 


    Adding attendees

    1. Scroll up and click Save Changes when you are finished taking roll call.


    Saving the roll call

    Adding a Note to an Agenda

    Complete the following steps from the Events > Agenda subtab:

    1. Select the agenda item to which you want to attach a note. The item will become highlighted once selected.

    1. Click the Note button. 

    The Note button

    1. Enter text in the Note Body field.

    2. Enter an Editor's Note if you want to enter a note that is visible only to MediaManager users.

    3. Select the Private checkbox if you want to make your note visible only to yourself. 

    4. Click Save. 

    Adding a note

    If your note was attached successfully, you'll see the note beneath the agenda item along with yellow note icon.

    Note successfully attached

    Adding a Motion to an Agenda

    Complete the following steps from the Events > Agenda subtab:

    1. Select the agenda item on which you'd like to add a motion. The item will become highlighted once selected.

    1. Click Motion. 

    The Motion button

    1. Select the Mover, Seconder (if required), and Action from the respective drop-down menus.

    2. Enter text in the Motion Text field.

    1. Click Save. 

    Adding a motion

    If the motion was successfully added to the agenda, it will display beneath the agenda item along with the motion icon. 

    Motion successfully recorded

    Taking a Vote

    Complete the following steps from the Events > Agenda subtab:

    1. Select the motion on which you want to record a vote. The motion will become highlighted once selected. You must take a motion before recording a vote; you cannot record a vote on an item that has no motion recorded.

    1. Click Vote. 

    The Vote button

    1. Select the Yes, No, Abstain, Absent, or Recuse radio buttons as each attendee casts his or her vote.

    2. Select the Result of the vote from the drop-down menu:

    • Auto Tally - Automatically tallies your votes and passes on a majority

    • Adopted - Use this for votes requiring super-majority or anything other than a simple majority

    • Declined - Use this if the vote failed by any other means than simple majority

    1. Click Save.

    Taking a vote

    If the motion was successfully added to the agenda, it will display beneath the agenda item along with the adopted () or declined () icon. You can change the results of the vote if necessary; the agenda will update once you click Save again.

    Vote successfully added