4. Using RollCall
Contents
1. button on the Leader s Keypad or the z key or click on the gt to proceed on to the lt Next speaker If a Member still in e queue decides they want to remove themselves from the queue they push the Abstain Cancel RTS button on their keypad They can still rejoin the queue again later by pressing their RTS button again When Members are recognized to be the Speaker their name and time stamp are recorded in the Results document Using RollCall Pro 4 27 ia ama ata Res 1357 09 Discuss Res 1357 09 Majority Vote gt Figure 4 33 Proceeding through the Queue of Speakers The Leader continues to recognize each Speaker in the queue by pushing the Proceed Speak Vote button when each speaker is finished until the following screen is displayed Discussion Absent J i s 4 a gt m Iz or t TE i lt amp gt O J x g 2 o 2 ot Discussion v suono des MLE Cunon uoiserosi 1108 _ p Absent M Discussion 2 Discussion Discussion Discussion Any Other Requests to Speak Majority Vote Res 1357 09 Figure 4 34 All Members who want to Speak have been recognized Using RollCall Pro 4 28 If there are no more requests to speak and the Members are prepared to Vote on the Item the Leader again pushes the Proceed Speak Vote button to begin the Voting phase Vo2. Results are revealed During the Voting phase of a Session a member s Vote Locked status can be reset back to Voting if the Leader double clicks on the Voter s name and chooses to reset the vote In the following example Voter Billie Jean Queen has voted and already locked in her vote by pushing the Confirm button on her keypad If Billie has determined that for some reason she needs to reset her vote the Leader can reset his status to Voting and allow her to vote again Figure 4 37 Resetting an Individual s Vote In this popup window if the Leader chooses not to reset the vote the Leader would click on the Cancel button and the locked vote would remain the same If the Leader does choose to reset the vote then the Leader would choose Yes and Member would have the opportunity to vote again The following shows the resulting display after resetting Billie Jean s vote Voting Voting Figure 4 38 Billie Jean s Vote is Reset Note A nice feature of the Leader option to reset votes combined with the business rule for the Leader to control the revealing of the displayed vote is that the Leader would be given the opportunity to announce a last call or to ensure that each of the voters had indeed locked in their final choice If someone truly needs to change their vote or to vote again then this would be the opportunity This is not an ideal situation but it d
3. a Present status This status change function can be done by the Leader during either the Discussion or the Voting phase of the meeting So if a Member is shown as Absent during a Vote the Leader can mark them Present and available to Vote before the voting process is completed This function is always active for the Leader to use whether the Voting Members are allowed to change their own status or not Every Change of Status change is time stamped amp recorded in the Results of the meeting Using RollCall Pro 4 26 4 4 5 Request to Speak Optional Feature If the Request to Speak option has been selected in the Options Tab Business Rules during the discussion phase the voters can click on their keypad s Request to Speak button to be queued for their turn to join the discussion Their intent to speak and their position in the queue are displayed on the Discussion Screen i PollCall Pro _ S n o A A Discussion Doris Night Absent MaryTylerLess Discussion Johnny Credit Absent BunoA uolssnosiqg Ieo 1104 Res 1357 09 Discuss Res 1357 09 wn oot Vote gt Figure 4 32 Member s Requesting to Siak in the Queue The voter with the lt Speaking designator to the right of his her name is the current speaker when the current speaker is finished the Leader pushes the Proceed R Vote
4. be created with the name of 2_16_2009_2015 txt Note the time is in military format or 24 hour notation 4 8 Continue or Exit Continue with a discussion and a vote on another item by clicking on the Leader s Proceed Speak Vote button or if the meeting is finished exit RollCall Pro by right clicking on the screen to display the list of options then selecting the Exit Voting Pro option The Are you sure window will always pop up to confirm that you do wish to Exit before proceeding Using RollCall Pro 4 40 Hide Unhide Tabs Start Public Timer Confirm Print Screen p Are you sure you want to exit Woe J Cancel Vote Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 4 49 Exit RollCall Pro Process If there is an unsaved Voting Results that did not yet get recorded the following window will also popup to request that you proceed to save the Results before Exiting the program Yoting Pro System Figure 4 50 Exit After Saving Results When the RollCall Pro software is closed through this Exit function the End of the Meeting is also Time Stamped in the Results document 4 9 Results Saved from a Meeting If in the Setup Configuration Files the Record Results has been selected they will be saved at the location specified The Default location is in C ProgramFiles RollCall Pro Results The RollCall Pro software program will automatically install a
5. that the Motion has a Second When the Clerk confirms the Member who Made the Motion is identified with the letter M the Member who Seconds it is identified with the number 2 RoliCall Pre o x Discussion Absent Discussion Absent P Discussion Absent Discussion M Discussion Discussion Discussion 2 Discussion Discussion Discussion Res 1357 09 Request To Speak on Res 1357 09 Majority Vote gt Figure 4 28 Motion has been Made and has a Second Using RollCall Pro 4 24 If a Motion is properly Made by a Member but no one Seconds the Motion the only option for the Board 1s to have the Clerk Withdraw the Motion for lack of a Second This option is available on the popup screen when the Clerk Right Clicks anywhere on the screen and then selects the option Withdraw Motion Then select Yes to return to the Discussion screen Hide Unhide Tabs Start Public Timer Print Screen Cancel Vote Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 4 29 Motion is Withdrawn for Lack of a Second 4 4 4 Present and Absent If the Business Rules allow the voters to personally indicate when they need to leave the meeting for a period of time the voters can push the No_ Absent button on their wireless keypad during the Discussion phase of the meeting to indicate that they are leaving the meeting
6. Body of the Resolution if desired e g Res 212 Amend Likewise if an Item is to be dropped from the Agenda for any reason it can be Deleted from the Agenda amp all following Items will be brought forward by one number in the list of Items for the meeting Likewise if during the discussion of an Item it becomes clear that the Item will not be voted on in this meeting the Criteria can be changed to No Vote Required With that the Discussion results will be saved but no vote is registered and the No Vote Required will be recorded in the Results document If there are any changes made to the Agenda during the meeting they should be saved and the full Agenda should be printed at the end of the meeting as a part of the input to the minutes of the meeting UsingRollCall Pross lt lt aw A 4 2 Roll Call 1 To begin the meeting the Leader will push on the Proceed button on the Leader s wireless keypad or the z key or click gt to display the Roll Call Screen ready for Members input Figure 4 13 Initial Start up Screen Figure 4 14 Ready for Members Roll Call input Using RollCall Pro 4 15 2 The Voting Members push their Yes Present button and then their Confirm button to indicate their Presence in the initial Roll Call for the meeting The screen will display the Present members and count the numbers of Vote
7. If none of the keypads or the mouse or the keyboard works on the software be certain that all sleep hibernation and power saving settings are turned off on the computer If the program RollCall Pro software will not advance when the Proceed button on the Leader s Keypad or the z button on the computer keyboard is hit be sure that the Caps Lock key has not been depressed You must turn off the Caps Lock key before the software will respond to the keystroke inputs If the problem can not be fixed with these steps please contact Customer Service Current Works Inc 1395 Horizon Drive Johnsburg IL 60051 1 888 526 1200 Email info rollcallpro com www rolicallpro com Using RollCall Pro 5 43
8. Operator s Manual Published by Current Works Inc February 2009 RollCall Pro Version 2 20 Contents 1 Introduction seeeeeccccececccecccsoceceoceceseseeeesoosesseseeee L I Ze SWE SCUD aaraa E a ARA 3 Starting the RollCall Pro System cccccceees 3 3 4 Using RollCall Pro System sssssssssssssssccees 4 6 4 1 Keypad and Screen Controls sscceeees 4 6 All V Ober Keypads oireissa 4 7 4 1 2 Leader s Keypad cccccccscccccccsscccosssees 4 7 4 1 3 Leader Program Options seesse0 4 9 4 1 4 Pre Loaded Agenda ccccccsseceees 4 9 42 Roll Call ueser aa tsa e 4 15 43 Publie Timor ss sc sce sect vasucaxatacesetieacesueessases 4 19 AA DISCUSSION ies sssdevewencebnss desuceses aa aa 4 21 BANA GONG Es ie saeincses reer E 4 21 4 4 2 Vote Passing Criteria ceccseccceees 4 22 4 4 3 Motion and Second ccccscccecccccees 4 23 4 4 4 Present and Absent cccccccceceees 4 25 4 4 5 Request to Speak scsssssscssscccees 4 27 4 5 Roll Call V O0n sereisas aa 4 29 4 6 Results OF Vote sviecsiccccseiseesecccdssascsacavedessiecies 4 33 4 7 Reveal and Record the Vote sssccscceees 4 36 4S Contimiie Or Exil csesisicsccsicsccspswwck n 4 40 4 9 Results Saved from a Meeting s ssseseees 4 41 5 Trouble Shooting and Customer Service 5 42 1 Introduction This Operator s Manual describes how to use the
9. Required and the Votes are Revealed The Member designated as the tie breaker then casts his her Yes or No vote and then presses Confirm to lock in the final vote Once the tie breaking vote is locked the individual votes are all displayed as usual Using RollCall Pro 4 35 Automatic or Delayed Display of Votes Normally once the last Member s vote has been confirmed the results are automatically displayed An alternative business rule delays the display of the results and gives the control to the Leader In some cases it s preferred that there is a delay before revealing the results In these cases a Business Rule can be set so that the Leader will control when the results are revealed When this is desired the Leader must click Proceed to display the Voting Results A status message will display at the bottom of the display board and will notify the Leader when all the votes are Confirmed Item 1 Votes In Click Proceed to Reveal Majority Vote Figure 4 44 Ready to Reveal the Votes Message 4 7 Reveal and Record the Vote Once the votes are cast and displayed the Leader again pushes the Proceed Speak Vote button to reveal the vote and confirm that it was a good vote The next step in the program is to record the results if the Configuration File requires the recording of the results If the Auto Print the Results after each Vote is selected in the Setup options the computer will also immediately send a screen s
10. Roll Call 1 Dave Numberman Requested a Motion at 7_32_59 PM Oprah Losefrey Seconded the Motion at 7_32_59 PM Johnny Credit started speaking at 7_33_21 PM Mary Tyler Less started speaking at 7_33_26 PM Bob Newlung started speaking at 7_33_29 PM Billie Jean Queen present at 7_33_40 PM Tiger Irons started speaking at 7_34_00 PM Oprah Losefrey started speaking at 7_34_27 PM Mary Tyler Less started speaking at 7_34_30 PM Doris Night absent at 7_35_18 PM Vote Results for Item 1 Item 1 is also referred to as Res 1357 09 Time of Vote 7_37_13 PM Type of Vote 50 Needed to Pass Clint westwood voted Y Doris Night was absent Mary Tyler Less voted Y Johnny Credit was absent J Billie Jean Queen voted N Dave Numberman voted Y Bob Newlung voted N Oprah Losefrey voted Y Tiger Irons voted A May East voted Y Passed 5 YEA 2 NAY 1 ABS 2 Absent Number of Abstain Votes 1 Figure 4 46 Results Document in Text Format Using RollCall Pro 4 38 If the comma delimited file option was selected the results display as follows 2_15_2009_1948 txt Notepad ss _ File Edit Format View Help Name of Configuration File C Program Files Rol1Call Pro configurations LOMemberExample rcc Date and Time of New Session 2_15_2009 7_50_01 PM Begining Roll Call for New Session Clint westwood is present Doris Night is present Mary Tyler Less is present Johnny credit is absent eini Jean Queen is p
11. RollCall Pro System both the software and the wireless SideKeys keypads in a meeting It presumes that you have already used the Installation and Setup Manual to install the RollCall Pro software program and to create the Configuration Files you will use in a meeting You should also become familiar with the SideKeys User Manual that came with this System This manual provides valuable information regarding the set maintenance and trouble shooting of the wireless keypad system Introduction 1 1 2 Site Setup The following diagram and picture illustrate how to set the system up to work in a City Council Chamber County Commissioners Room or any room where the system may be used Possible scenarios are LCD or large TV monitors hanging in the room or a projected display of the computer screen onto a white wall or drop down screen or a number of other display possibilities The projection device can either be a portable system or a permanent projector hanging from the ceiling T at Ri gt Figure 2 2 Typical Installation of RollCall Pro System Site Setup 2 2 3 Starting the RollCall Pro System Before starting the RollCall Pro program for use in a meeting it is recommended that the computer be adjusted so that the computer will not automatically go to a screen saver to sleep to hibernation or shut down the screen or any other power saving options In a normal meeting there may be extended periods of ti
12. Vote Custom YES Vote c 3 4 Vote Enter Needed YES Votes 0 HED 1104 Agenda Descriptions BugoA uolssnosig ocur O Hint Press the Lock Out button so Keypads do not interfere with Agenda Editing Agenda Proceed Welcome to RollCall Pro Majority Vote gt Figure 4 6 Select the Agenda Tab The small Hint window suggests that you press the Lock Out button on the Leader s Keypad before typing into this page This is important if Board Council Members have their Voting keypads in their hands while you are typing If these members hit any keypad button while you are trying to type they will send disruptive keystrokes like 101 109 407 206 into your text If the Keypads are not in use there is no need to be concerned about this simply Click OK and go on RollCall Pro Hint Press the Lock Out button so Keypads do not interfere with Agenda Editing Figure 4 7 Lock Out Keypads Suggestion Using RollCall Pro 4 10 A similar Hint window will appear when you exit this page to remind you to press the Lock Out button on the Leader s keypad again this time to unlock the members keypads for use in the meeting RoliCall Pro Figure 4 8 Un Lock Keypads Suggestion The first Step in working with the Agenda page is the requirement to Load an Agenda You can load any Agenda available the first time you might load the Example Agenda Thereafte
13. When they return they must press their Yes Present button so that their status returns to Present if their status is Absent when the next Voting phase is entered they will not be able to vote until they are marked Present Likewise Voters who were absent at the initial Roll Call can push their Yes Present button when they arrive late to the meeting The Presence and Absence of each member is recorded and time stamped in the Results document of the meeting The Leader has an overriding function that can be used to change the Present Absent status of any Member during the Discussion phase of a meeting If a Voting Member forgets to use the keypad to declare herself as Absent the Leader can double left click on the Member s Name and a small pop up message window will appear In the example below the Leader double clicked on Doris and the following message popped up To change Doris display to Absent click Yes To leave things as they are click on Cancel Using RollCall Pro 4 25 Discussion Discussion Figure 4 30 Clerk changing Present to Absent Once the Leader chooses Yes the display will look like the following Clint Westwoc Discussion Doris Night Absent naan Niernecinn Figure 4 31 Member status after being marked Absent Note This same sequence can be used to change the Absent status back to
14. d function is to be utilized for this Agenda item the Clerk begins the Motion process by Left Clicking on the Discussion field next to the member who is Making the Motion A popup box appears to Confirm that this is the correct Member and to question if another Member wishes to Second the Motion if this is the correct Member who Requested the Motion please ask tor a Second to the Motion by having any Member click on the Second the Motion button on their keypad If this is the correct Member who Requested the Motion please ask for a Second to the Motion by having any Member click on the Second the Motion button on their keypad cussion Motion Discussion P Figure 4 25 Identifying the Member who Makes the Motion If it is the Correct Member who wants to Make the Motion the Clerk selects Yes and any other Member can Second this Motion by pressing the 2na The Motion button on their own Keypad t Figure 4 26 Second the Motion Button on Members Keypad Using RollCall Pro 4 23 The first person to push this button will be identified as the Second Another popup window will confirm that the Motion has a Second and that this will be recorded in the Results document viscussion Johnny Credit and Oprah Losefrey s Second Recording Dave Numberman s Motion ae r Discussion Figure 4 27 Confirmation
15. da name This entire Agenda can also be printed by selecting Print Agenda when the entire Agenda is displayed Using RollCall Pro 4 12 A RollCall Pro Agenda Item Short Description Agenda Item Voting Criteria Agenda Item Maximum of 16 characters Majority Vote No Vote Required 4 C 2 3 Vote C Custom YES Vote 1st Item on Agenda c 3 4 Vote Enter Needed YES Votes Agenda Descriptions oting Criteria is Majority Vote Insert full text of Agenda Item 1 here if you want Notice this one has a Agenda Item Voting Criteria of Majority Vote Hugo uoissnosiq ED 1104 Item 2 2nd Item on Agenda oting Criteria is Two Thirds Vote Insert full text of Agenda Item 2 here if you want Notice this one has a Agenda Item Voting Criteria of 2 3 Vote s iNsey me3nd to Res 1234 oting Criteria is Majority Vote dnas 5 H Ra da voting Criteria is Majority Vote 2009 Budget suogdo l ___ Proceed Welcome to RollCall Pro Majority Vote gt Figure 4 11 Preview of Example Agenda When the desired Agenda is loaded before the meeting starts the Item Names Default is Item 1 amp Item 2 etc on the bottom left field of the Discussion and Voting Screens will automatically be replaced by the Agenda Item Short Description that you created for each Agenda Item Likewise the Criteria for Passing on the bottom right field of these screens will be re
16. e Agenda needs to be accessed at any point in the meeting right click anywhere on the screen to reveal the popup window where you can select the Hide Unhide Tabs option Then select the Agenda Tab See Section 4 1 4 above regarding the Agenda page Using RollCall Pro 4 21 4 4 2 Vote Passing Criteria If necessary the leader can change the Vote Passing Criteria displayed in the third field at the bottom of the screen by pushing the to Pass button on the Leader s keypad or by pressing the period key on the computer keyboard Either of these will scroll through the standard options until the desired choice is displayed in the field Majority Vote 51 2 3 Vote 67 3 4 Vote 75 or No Vote Req rd If you wish to change this Voting Criteria to a fixed number of Yes votes to pass you must double left click on the Passing Criteria field bottom right corner of screen during the Discussion phase prior to the Vote When this Passing Criteria is accessed by double left clicking the mouse after the No Vote Req rd criteria appears the next double click will provide a popup window to input the Number of Yes Votes required to pass the Item regardless of how many voters are present 9 Custom Vote BYES Needed Figure 4 24 Entering a Fixed Number of Yes Votes require to Pass the Item Using RollCall Pro 4 22 4 4 3 Motion and Second Optional Feature If the Motion and Secon
17. ers who are Present and Absent during this Roll Call is also documented in the Results file for this meeting 6 If in the Setup options you have selected the Automatically Print the Results after each Vote this initial Roll Call screen will be printed automatically when the results are saved 7 If a Member arrives late to the meeting after the Roll Call is completed they can be marked Present by the Clerk or by their own Keypad if that option is allowed The actual time they are marked Present is Time Stamped in the Results File Using RollCall Pro 4 18 4 3 Public Timer Optional Feature If there is a request for Public Input to the Board and you have a prescribed time limit on such input the Public Timer may be utilized to visually manage this time limit The Timer is accessed in the popup window when you right click the mouse on the RollCall Pro Display Screen _ _ _ __1_1 Hide Unhide Tabs Print Screen Cancel Vote Withdraw Motion About RollCall Pro Exit RollCall Pro Start Public Timer OM Ac amp FOoms a a J SECC Mis NCIilia iC 0 1 1 Figure 4 19 Display for Public Timer with up to Fifteen Minute Time Limits Once you have selected this item a window with a large green circle appears with the wording that Set for 3 Minutes You can adjust this time limit by moving the slide bar with the mouse to choose from to 15 min
18. he fifth field Y N A the Vote cast by the Member blank no vote Absent Using RollCall Pro 4 39 This Results file indicates that for Item 1 Dave Made the Motion Second by Oprah and 8 votes were cast and that Member 2 amp 4 were Absent for the Discussion and the vote which was noted with an NP designation The RollCall Pro System results file is created and the name of the file is embedded with the current date Example 2_15_2009 txt If an additional meeting is held on the same date the software first checks to see if a results file exists for the current date and if so prompts the user to either append the results to the current results file or to add another new results file in the Results Folder If the user chooses to add another results file the naming convention of the result file would be today s date with the time Example _2043 as shown here added to the end For example if the user chooses to create a new results file by choosing No then a new results file is created with the time added to the date in the documents name Confirm There currently exists a results file for today Select YES to add the results to this file Select NO to create a new file with today s date and the current time as the file name Figure 4 48 Select Yes Same meeting or No New meeting For example if the date was Feb 16m 2009 and the time was 8 15pm then a new results file would
19. hot of these Revealed voting results to the printer when the Results are Saved This print out will show the Vote cast by each Member and along the bottom line of the screen will be the Short Name of the Item if one was entered into the Agenda page the summary of the Voting Results Passed Failed along with Yes No Abstain Absent and then the Criteria for the Vote to Pass just a seen in Fig 4 42 Using RollCall Pro 4 36 The screen below indicates that RollCall Pro is in the process of recording results DH ee epee Johnny Credit Absent Res 1368 09 Figure 4 45 Recording Results in the record Using RollCall Pro 4 37 The results will be saved as a text file or a comma delimited file csv format depending on the option you previously selected in the Setup File If the text file option was selected the results are saved in the following format 2 15 2009 1925 te Notepad File Edit Format View Help Name of Configuration File C Program eae eet Pro configurations i0MemberExample rcc Date and Time of New Session 2_15_2009 7_29_3 Begining Roll call for New Session Clint westwood is present Doris Night is present Mary Tyler Less is present Johnny credit is present Billie Jean Queen is absent Dave Numberman is present Bob Newlung is present Oprah Losefrey is present Tiger Irons is present May East is present Number of Voters PRESENT for Roll Call 9 Number of Voters ABSENT for
20. me text input might interrupt the presentation Use of these functions will be discussed in further detail below Using RollCall Pro 4 8 4 1 3 Leader Program Options The Leader will also have a desktop or a laptop computer from which RollCall Pro software is executed updated and Results saved There are several functions available to the Leader by clicking the mouse on the RollCall Pro display screen To initially access these options simply right click anywhere on the display screen for the popup window of options Then left click on the choice in the pop up window Hide Unhide Tabs Start Public Timer Print Screen Cancel Vote Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 4 4 Right Click Pop up Menu Screen 4 1 4 Pre Loaded Agenda Optional Feature If you want to use a Pre loaded Agenda that you have created for this meeting see the Installation and Setup Manual Section 3 3 for more details you need to select the Hide Unhide Tabs option from this pop up window ROLL CALL Gethes woo ROL CALL Ferai i mado Figure 4 5 Left Click on the Hide Unhide Tabs option in the pop up window Using RollCall Pro 4 9 Then select the Agenda tab to open the Agenda Screen page Se lt lt ee c a 1 Agenda Item Short Description Agenda Item Voting Criteria Agenda Item Maximum of 16 characters Majority Vote No Vote Required 0 2 3
21. me when the computer and the RollCall Pro System will not be used and you do not want the computer to shut down any functions during the meeting These power saving shutdown functions could disrupt the RollCall Pro software program or the USB connection to the wireless keypads and might require you to re start the software program or the computer in the middle of a meeting In the Control Panel of your computer look for options under Display Properties in the Screen Saver file choose None for Screen Saver Display Properties Screen saver None Monitor power To adjust monitor power settings and save energy Leis click Power Figure 3 1 Control Panel s Display Properties Starting RollCall Pro 3 3 In the Control Panel of your computer look for options under Power Options In the Power Options choose Never for all options Including Turn off monitor Turn off hard disk System standby System hibernate Power Options Properties Power Schemes Alarms Power Meter I Advanced Hibernate BH Select the power scheme with the most appropriate settings for this computer Note that changing the settings below will modify the selected scheme Power schemes FPortble Laptop pee Settings for Portable Laptop power scheme When computer is Plugged in E Running on X batteries Turn off monitor Never v Alter 5 mins v Turn off ha
22. o 3 5 4 Using RollCall Pro System The RollCall Pro screen displays as below ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLLCALL Proceed Welcome to RollCall Pro Majority Vote gt Figure 4 1 RollCall Pro Display Screen Notice the last row at the bottom of the screen The first field indicates the current item or issue The middle field indicates the action to be taken roll call discussion voting etc The third field indicates the criteria required Majority 2 3 34 No Vote Req rd Custom for the current item to pass 4 1 Keypad and Screen Controls The keypads and program options are used to move the participants through the voting session Using RollCall Pro 4 6 4 1 1 Voter Keypads Each voter will have a wireless keypad like this one Each voter has a wireless keypad with 6 active buttons for Request Yes o Figure 4 2 Wireless Member Keypad Abstain Cancel RTS 2nd the Motion Each of these functions will be discussed in detail below 4 1 2 Leader s Keypad The Leader will have a keypad like the one illustrated here The Leader s keypad has six buttons available for controlling the functions of the RollCall Pro System Figure 4 3 Wireless Leader s Keypad Using RollCall Pro 4 7 The Proceed Speak Vote button top left green button on the keypad advances the RollCall Pro software through the meeting Thi
23. oes allow the Leader to ensure that everyone is set before the votes are revealed Using RollCall Pro 4 31 Cancel the Vote This system also has an option is to Cancel the entire Vote if necessary before the votes are officially revealed If there is a reason to cancel the vote and start back at the Discussion of the Item before the final vote is revealed the Leader must right click anywhere on the screen to get the popup screen of options One of these Options is Cancel Vote Hide Unhide Tabs Start Public Timer Print Screen Cancel Vote Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 4 39 Right Click Popup Options Left Click on the Cancel Vote menu option and then the system will ask you to confirm your cancellation Select Yes and then press the OK button and then press the Proceed Speak Vote button on the Leader Clerk s keypad or the z key on the keyboard or click the gt to return you to the Discussion phase of the Current Item 9 Figure 4 40 Are you sure And Then Click OK and Press Proceed lt Note You must Proceed after OK Using RollCall Pro 4 32 4 6 Results of Vote Once all votes are in and confirmed the individual votes are displayed next to each voter s name The votes can be revealed in one of two ways The default in the Business Rules Options tab is to display the voting results as soon as
24. placed with the Criteria you entered for each Agenda Item These Names and Criteria will also be used in the Results that are saved for the meeting If you have entered the full text of the Agenda Item into the Agenda you have the option of opening the Agenda page at any time during the meeting to display the full text of the Agenda Item You can also insert an additional Agenda Item at any time during the meeting e g when there is an Amendment to the Resolution that is proposed and needs to be discussed and voted on prior to the vote on the original Resolution Using RollCall Pro 4 13 L RollCall Pro Agenda Item Short Description Agenda Item Voting Criteria Agenda Item Maximum of 20 characters Majority Vote No Vote I 4 a ee AVe C Custom c 3 4 Vote Enter Need Agenda Descriptions RollCall Pro New Item 4 inserted into Agenda Please Edit Description and Details Figure 4 12 Insert Agenda Item screen When you are on Agenda Item 4 and wish to Insert a new Item 4 just left click on button Insert Agenda Item A Popup window announces that a New Item 4 inserted into Agenda the previous Item 4 will now be listed as Item 5 and all other Items will also be moved down the list according ly So if the Amendment passes the original Resolution will need to be changed to reflect the Amendment before it is discussed and voted on This change can be noted in the Short Name of the Item and or in the
25. r you might want to start with your previous Agenda and modify it for the next meeting RoliCall Pro pen RollCall Pro Agenda Files AA Agenda Item 0 J ef EB Agenda Descriptions mnok File name Exampie rca M Files of type RolCal Pro Agenda Files M Cancel Figure 4 9 Click on the Load Agenda button Left Click on the Load Agenda button on the left to select the Agenda you wish to load This will open a Selection Window to choose a new Agenda or perhaps one that you have already created for this meeting Using RollCall Pro Open RollCall Pro Agenda Files Look in Agendas e amp ey EJ City Counal Meeiting Jan 2008 rca Bes a co Board Meeiting Dec 2008 rca My Recent D ai Documents Sample rca B Desktop My Documents 8 My Computer lt My Network file name City Council Meeiting Jan 2008 rca Places Files of type RollCall Pro Agenda Files v Figure 4 10 Saved Agenda to Select from The chosen Agenda will be loaded for the meeting and will be displayed on the Agenda page You can view each Agenda Item by selecting Next Agenda Item or Previous Agenda Item to move through the list You can also print the contents of any selected Agenda Item if desired by clicking on the Print Agenda button on the left side You can preview the entire Loaded Agenda by clicking on the Preview Current Agenda and choosing the Agen
26. rd disks Never v Alter 10 mins v System standby Never v Alter 15 mins v System hibernates Never v After 30 mins v a Figure 3 2 Control Panel s Power Options Note If you are using a Laptop Computer always have the computer plugged into an external power source it is not recommended to run this program off of batteries Special Note If you are using a Dell computer you may also need to use a USB hub with an external power supply between the computer and the USB SideKeys Receiver This will ensure that the required standard 5 volts of power is always available to the SideKeys Receiver To start RollCall Pro program Double click on the icon on your desktop Starting RollCall Pro 3 4 The shortcut will open the RollCall Pro System Welcome Screen displays Roll Call Pro The Wireless System all Figure 3 3 RollCall Pro System Start Screen Click on this Screen s Start button choose a previously saved configuration and Open it If you need to make changes in the Configuration File right click in the application screen to display a list of options select Hide Unhide Tabs then select the Setup or Option Tab to modify your configuration as needed See the RollCall Pro Installation and Setup Manual Section 3 for details about these options Update your Configuration as necessary and don t forget to Save your configuration changes Starting RollCall Pr
27. resent Dave Numberman is present Bob pama is present Oprah Losefrey is present Tiger Irons is present May East is present Number of Voters PRESENT for Roll Call 9 po of voters ABSENT for Roll Call 1 Dave Numberman Requested a Motion at 7_54_41 PM Oprah Losefrey Seconded the Motion at 7_54_41 PM boaa Tyler Less started speaking at 7_55_12 PM Billie Jean Queen started speaking at 7_55_14 PM Oprah Losefrey started speaking at 7_55_16 PM Doris Night absent at 7_55_22 PM Tiger Irons started speaking at 7_55_27 PM Clint westwood started speaking at 7_55_29 PM i Dave Numberman started speaking at 7_55_50 PM Mary Tyler Less started speaking at 7_55_51 PM May East started speaking at 7_55_55 PM 1 P 1 cClint westwood y 1 NP 2 Doris Night sA any Tyler Less Y 4 Johnny Credit 5 Billie Jean Queen N 6 Dave Numberman Y 7 Bob age ci 8 Oprah Losefrey Y 9 Tiger Irons A 10 May East Y Fee peb bet ped et et et p P N P P P P P P p 5 5 Mary Tyler Less started speaking at 7_58_26 PM Tiger Irons started speaking at 7_58_27 PM Bob Newlung started speaking at 7_58_28 PM Figure 4 47 Results Document in csv Format The comma delimited file can be interpreted as follows The first field 1 2 3 n Item Number The second field P NP Present Not Present The third field 1 n Position of Person on Voting Member List The fourth field Name of Voting Member T
28. rs logged in verses the minimum quorum required Roll Call Quorum 6 Present Voters 4 Majority Vote gt Figure 4 16 Roll Call in process Using RollCall Pro 4 16 3 After all the Members who are actually Present have Confirmed their Presence the Leader presses the Proceed button again on the Leader s keypad or hit the z key or click the gt The Voting Screen will dis play those who are Present and those who are Absent Note The Keypads of those Absent members can not be used to mark them Absent They automatically become Absent when the program is advanced with the Proceed function Roll Call Voters Present 9 Voters Absent 1 Majority Vote gt Figure 4 17 Roll Call completed at beginning of meeting Note The meeting can continue only if the number of voters present equals or exceeds the Quorum number set in the configuration file as the minimum number of members required for the meeting to proceed Using RollCall Pro 4 17 4 If there are not enough members for the meeting to continue the bottom center field will indicate that there are insufficient members for the meeting to proceed Must Have Minimum of 6 Voters Figure 4 18 Message indicating a Quorum is not yet present 5 If there are at least the Minimum Number of Voting Members to conduct business the screen will display the Members Present and those Absent A record of the Memb
29. s will be explained in detail below This Proceed function can also be accessed from the computer running the software program either with the z key on the keyboard or by Left Clicking the mouse cursor on the small gt icon in the bottom right corner of the Display screen ity Vote gt The to Pass button adjusts the criteria to pass the Item being voted on This function can also be accessed from the computer either by using the Period key on the keyboard or by Left Double Clicking the cursor on the Criteria field in the lower right corner of the display screen during the Discussion mode of the meeting pe _ Majority Vote The Swap button allows the Leader to switch between the RollCall Pro software program and any other software application like PowerPoint an Excel Spreadsheet or a Word Document The Next and Back buttons allow the Leader when in PowerPoint Slideshow presentation to remotely advance the presentation forward and back respectively The Lock Out button locks out all other wireless keypads except the Leader s keypad This is useful when the Leader needs to stop the use of keypads for any reason e g when the Clerk needs to type in revisions to the Agenda during a meeting or when a vote must be Cancelled or when a Word doc is projected and you don t want text from the keypads inserted or when a PowerPoint presentation is being given and so
30. shortcut on your desktop to the RollCall Pro Folders where the Results Folder is located UsingRollCall Pross lt i lt Ca 4A The saved file will be labeled according to the date of the meeting e g 10_05_2008 tyr This report if saved as a text file txt can be copied and pasted into any other Word Processing program like MS Word to become a part of the recorded Minutes of the meeting If it is saved as a comma delimited file csv it can be imported into any other database or spreadsheet program like Excel to become a part of the recorded Minutes of the meeting Note You may go view the saved Results document before the meeting is finished but you must close the Results document down before returning to the meeting where additional Voting Results will be saved The Voting Results cannot be saved to an Opened document and in some cases an Error Message may occur when the program tries to save additional Voting Results to a document that is opened 5 Trouble Shooting and Customer Service If the RollCall Pro software program does not seem to be responding to signals from any of the wireless keypads the following trouble shooting steps should be tried in the order given 1 Be sure that the RollCall Pro screen is active and available to accept input from the keypads Left Click_the mouse on _ theRollCall Pro screen to assure it is active try the keypads again 2 Be s
31. the last voting member locks their vote The alternative is to announce that all votes are Locked and the Leader must press Proceed to reveal the Voting Results Either way the individual votes are not revealed until all members have locked in their votes i i gt 3 ei Res 1357 09 Votes In Click Proceed to Reveal Majority Vote gt Figure 4 41 Votes are Locked and ready to be revealed by the Leader Using RollCall Pro 4 33 Absent BUJON Res 1357 09 Passed 5 YEA 2 NAY 1 ABS 2 Absent Majority Vote gt Figure 4 42 Votes are Revealed When the Votes are revealed the field at the bottom of the screen dis plays the status of the vote whether it Passed or Failed The number of Yes votes required to pass an item or resolution depends on the Criteria to Pass selected and displayed at the bottom right corner of the screen before the vote was started If the First Position Voter is designated in the Business Rules to only vote in case of a tie she he does not vote unless a tie is indicated In case of a tie the Voting Screen will indicate the need for the Tie Breaker to vote The specific votes of other Voting Members are not displayed until after the Tie Breaking vote is cast Using RollCall Pro 4 34 HED toy uolssnosiq Res 1368 09 Bugo uorssnasiq ies ioH Res 1368 09 Figure 4 43 Tie Breaker Voting
32. ting Doris Night Absent ile ruowsrosig eo 1H E BUNICA Absent M Voting epusby 2 Voting Voting o MayEat Hatin Res 1357 09 Voting on Res 1357 09 Majority Vote gt Figure 4 35 The Roll Call Voting Process begins 4 5 Roll Call Voting 1 The members vote on the Item by first pushing their Voting buttons Yes No or Abstain if Abstain is allowed Then the Members lock in their vote by pushing the Confirm button Note Members can change their mind on how they wish to vote until they push their Confirm button At that point the last choice they made just before Confirm is locked in Using RollCall Pro 4 29 The Voting screen will first display Confirming on a yellow background when each member pushes their Vote button When they lock in their vote with the Confirm button the Voting screen displays Vote Locked Note that the votes are identified by the Confirming and Vote Locked status not by a Yes or No or any other indication of how each member voted This allows everyone to vote without being unduly influenced by how others have voted Res 1357 09 Voting on Res 1357 09 Majority Vote gt Figure 4 36 Voting in Process Using RollCall Pro 4 30 Reset a Locked Vote This system has an option to individually reset an individual Member s vote before the full Voting
33. ure the keypads are not Locked Out by the Leader s keypad The red LED on the Receiver blinks on and off when the Lock Out function is on Turn off the Lock Out by pushing the Lock Out button on the Leader s keypad 3 Be sure that the USB Receiver is properly connected to the computer The red LED should be glowing next to the RollCall Pro label on the Receiver If the red LED is not on unplug and re plug the USB cable at both ends just to be sure that full and proper connections are being made Using RollCall Pro 5 42 If the red LED is glowing but is not next to the RollCall Pro Voting Pro label push the small red button on the side of the Receiver if there is one to scroll the LED to the RollCall Pro or the Voting Pro template The USB cable connecting the computer and Receiver should be uncoiled free to dangle This Radio Frequency Receiver cannot be resting on a metal surface try moving it to different locations If some of the keypads do not seem to work try the following trouble shooting steps 1 Try installing new alkaline 9 volt batteries in the defective keypad s 2 Be sure that the all Voting Members have the correct keypad If Voters have the wrong keypad they may not think their keypad is working properly 3 The Radio Frequency keypads can not be resting on a metal surface this will seriously limit the range of the radio frequency signal Try moving it to another surface
34. utes To begin the timer just left click your mouse on the Start button Once the timer has started the time is counted down in seconds When the Timer gets down to 60 Seconds the color of the chart changes from Green to Yellow by the second Then at 15 seconds remaining it changes again to Red color Using RollCall Pro 4 19 Public Speaking Timer Figure 4 20 Display for Public Timer with less than One Minute Remaining Figure 4 21 Display for Public Timer with less than 15 Seconds Remaining And finally when the time is up the color will be red and the display will show Time Exhausted Star Public Speaking Timer Figure 4 22 Display for Public Timer with No Time Remaining Using RollCall Pro 4 20 4 4 Discussion After the Startup Roll Call 1s completed the Leader pushes the Proceed button or the z key or the gt again to display the Discussion Screen for the first agenda Item ES P ey Discussion Discussion Discussion Discussion Absent Discussion Res 1357 09 Request To Speak on Res 1357 09 Majority Vote gt Figure 4 23 Discussion Screen for Item 1 here named Res 1357 09 4 4 1 Agenda If a pre loaded Agenda was selected before the meeting started the Short Name e g Res 1357 09 of the first Agenda Item will appear at the bottom of the screen If th
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