Agenda options

You can review recent changes to the agenda and then update your annotations as needed. You can also search for content in the agenda, download a copy, or print it. The agenda can include member-only attachments, meeting minutes, or a link to join a virtual meeting. This section explains how to update your annotations, download, or print the agenda, use the search field, open meeting minutes, view member-only attachments, and join a virtual meeting.

Note

A member's agenda annotations are private and encrypted to the individual user or board member. Only the authenticated user account can access their own annotations. The annotations are not included in any system reports or available to any other user.

Update annotations

When the administrator makes changes to the agenda and shares a new version, you may need to update your annotations. While your annotations remain in the same location on each page of the agenda, the administrator may have added or removed content, so the annotations may not be in the place you expect.

  1. To access the newest version of the agenda, select View Agenda.

  2. To review a summary of your annotations, open the Keep annotations dialog.

  3. Move and edit your annotations as necessary. For more information about editing annotations, go to Edit an annotation.

    Note

    You cannot move your annotations between pages.

  4. To retain your annotations in the agenda, select Keep.

  5. To remove your annotations, select Discard.

Caution

These annotations are no longer available if a board member adds private annotations to an agenda and then removes them. You can only access those annotations if the agenda was downloaded before their removal.

Download or print agenda

To review the agenda offline, you can download an Adobe PDF version or print it.

  1. To download an Adobe PDF version of the agenda, select the More options icon and select one of the following options:

    • Download with annotations to download the PDF document with your annotations and comments.

    • Download without annotations to download the PDF document without annotations. This option is faster for larger documents than downloading with annotations.

    Note

    If you require an agenda item with all members' annotations as a result of a public records request, such as a Freedom of Information Act (FOIA) request, all associated members must download their agenda PDF with annotations and share them.

  2. To print the agenda, select the More options icon and select one of the following options:

    • Print High Quality PDF - No Annotations Prints PDF with no annotations included.

    • Print with Annotations and Comments Print with option of including annotations and comments. Go to step 2.

  3. If you selected the second option above, in the Print Settings dialog box, select the Include comments and Include annotations to include your annotations and comments.

  4. Select Print.

Search content

Use the search option to locate a keyword or phrase in the agenda content.

  1. To search for agenda content, select the Search icon on the top right of the agenda page.

  2. Enter a term, a keyword, or phrase in the Search field.

    The content you searched for is highlighted in the agenda.

  3. Use the left or right arrows below the Search field to navigate the agenda and view additional search results.

Review member-only attachments

Agenda items may contain private attachments that only members can view. The public cannot see member-only attachments in the agenda, and they cannot access the attachments on the Public site.

  • Public-facing attachments have a paper clip icon next to their name.

  • Member-only attachments have a lock icon next to their name.

Review briefing notes

Member briefing notes contain confidential information about an agenda item. They are only visible to members or executives. The public cannot view members briefing notes. Once an administrator shares the agenda, use the briefing notes to prepare for the meeting by reviewing the context or background about -certain topics.

Briefing notes are displayed under the corresponding agenda item in a box with a lock icon .