RollCall-Pro Basic Operator`s Manual
Contents
1. Figure 4 23 Withdraw Motion Confirmation When the Clerk clicks Yes to withdraw the Motion RollCall Pro returns to Discussion mode on this Agenda item 2015 Current Works Inc Item Request To Speak on Item 3 ES Majority gt Figure 4 24 Discussion Screen after Motion Withdrawn Note If for some reason the Motion and Second need to be withdrawn the process to Withdraw the Motion will return the screen to the Discussion Phase prior to the Motion 44 4 Present and Absent If the Business Rules allow the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 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 leaves the meeting the Leader can2. Pro System and display its Welcome Screen RollCall Pro Roll Call Pro The Wireless System Figure 3 5 RollCall Pro System Start Screen 2015 Current Works Inc 4 1 Click this Screen s Start button choose a 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 to modify your configuration as needed See the RollCall Pro Installation and Setup Manual for details about these options Update your Configuration as necessary Dont forget to Save your changes Using the RollCall Pro System The RollCall Pro screen displays as below ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL 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 The small gt button at the far right hand side of the screen can be clicked with the mouse to Proceed advance the program through the Meeting Cycle R
3. 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 2015 Current Works Inc Using the RollCall Pro System 21 nt Wes o 2L Discussion sion nt Figure 4 25 Clerk changing Present to Absent Once the Leader chooses Yes the display will look like the following Discussion Doris Night Absent Nicriceinn Figure 4 26 Member status after being marked Absent Note The same sequence can be used to change the Absent status back to a Present status This status change function can be done by the Leader during the Discussion Phase of an item as well as during a Voting Phase 4 4 5 Request to Speak If the Request to Speak option has been enabled on the Options tab under Business Rules for Request to Speak RTS then during the Discussion Phase of an item the Members can press their keypads Request to Speak button to be placed in a speaker queue Figure 4 27 Request to Speak Button on Member Keypad Their request to speak and their position in the speaker queue are displayed on the Discussion Screen 2015 Current Works Inc Wa 4 5 Discussion Absent g Discussio
4. 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 new document s name 2015 Current Works Inc For example if the date was February 15th 2009 and the time was 8 15pm then a new results file would be created with the name of 2009 2 15 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 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 Hide Unhide Tabs Display Timer Cancel Vote Clear RTS Queue Withdraw Motion About RollCall Pro Exit RollCall Pro The Are you sure window pops up to confirm that you wish to Exit before proceeding Confirm U Are you sure you want to exit Figure 4 39 Exit RollCall Pro Process If there are 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 Voting Pro System Please click on Proceed to ensure Results are saved before exiting Figure 4 40 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
5. you can input the Number of Yes Votes required to pass the Item regardless of how many voters are present Figure 4 17 Entering a Fixed Number of Yes Votes require to Pass the Item Note The Number of Yes Votes needed to Pass must be between the Quorum Required and the Number of Voting Members present at the meeting Once the leader enters the Number of Yes Votes and clicks OK the Vote Passing Criteria displayed in the third field at the bottom of the screen updates 2015 Current Works Inc Using the RollCall Pro System 5 YES Needed 4 4 3 Motion and Second If the Motion and Second function is to be utilized for an 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 pop up box appears to confirm that this is the correct Voting member and to remind the Clerk to ask if another Member wishes to Second the motion Confirm 3 gt bolt 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 ther keypad If this is the correct Member who Requested the Motion please ask for a Second to the Motion by having any Member WE clickonthe Second the Motion button on their keypad Figure 4 18 Identifying the Member making a Motion If this is the correct Member who has made the motion the Cle
6. Inc Starting the RollCall Pro System The Screen Resolution option should be set to 1024 by 768 pixels and the Color Quality option should be set to 32 or 16 bit not 8 bit Also on the Display Properties dialog box click on the Advanced button There the DPI Setting should be 96 DPI not 120 DPI Plug and Play Monitor and Mobile Intel R 945GM Exp a Intel R Graphics Media Accelerator Diver for Mobile General Adapter Monitor Troubleshoot Color Management Display ff your screen resolution makes screen items too small to view comfortably you can increase the DPI to compensate To change font sizes only canceland go to the Appearance tab DPI setting Nomai size 96 DPI Normal size S6 dpi Compatibility Some programs might not operate properly unless you restart the computer after changing display settings After change display settings O Restart the computer before applying the new display settings Apply the new display settings without restarting Ask me before applying the new display settings Some games and other programs must be run in 256 color mode Leam more about running programs in 256 color mode Figure 3 4 Display Properties DPI Setting Click OK to close the Display Properties dialog box To start RollCall Pro program double click on the icon on your desktop Z Shortout to RoliCallProAdv anced30 The shortcut will open the RollCall
7. 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 RollCall Pro Results 2015 Current Works Inc Using the RollCall Pro System o The RollCall Pro software program will automatically install a shortcut on your desktop to the RollCall Pro Folders where the Results Folder is located 2j STOEL GLU poders The saved file will be labeled according to the date of the meeting e g 2008_10_05 txt This report which is 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 Any JPG files of your voting screens that you have chosen to Auto Save will also be saved into your Results folder 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
8. RollCall Pro Advanced Operator s Manual Roll Call Pro The Wireless System Published by Current Works Inc April 2015 RollCall Pro Advanced Version 3 2 Contents Table of Contents Part Part Il Part Ill Part IV 1 O ON O OC Part V Purpose of this Manual 4 Site Setup 4 Starting the RollCall Pro System 9 Using the RollCall Pro System 8 Keypad and Screen Controls ou bem ue ont a leu ea uu uuo 8 M ter Keypads e cr 9 Leader s Keypad T 9 Leader Program ODIONS ee aa a i E a aa a aa aaa Eaa E 10 Ioll Gall cen tdiadeictacdti tob Eduss ana a a ease anne ane E dE LUE 11 EUDIIC IMOT s oiodoidab calo iude es 22d E ios a opE ESSO vc sR cu Ice ELI U d cay ND RIS acess EU So EEE 13 DISCUSSION C c culm eus 15 Izejidigte MIC EAS US enc M 16 V Ole Pas SiG ed dic Tar eee mtr tcc C Cm 16 Motion and SO CONN MEER PETER 17 Present and oo 1 Jois d 20 Reduest to Speak odis i a a a sues RE CodEe RAE RT eoa Sua Na EU ORE eu REPE a 21 ROI GT A VOUN Oneru aa I TTL 22 FRE SUES OD VOID uia ioi oin Pa iris erie A 24 Reveal and Record the Vote eoi ie wesxes exco Vo su RDIrEDP VERE FC PME EVE DER M NU PNEU NOME R CNN EU ME 26 Continue Or ExIE scr onec eC oo pi eo a Ss DUNE IT a ULP MD E LIO E EU D mene 28 Results Saved from a Meeting ooo tione o sup a dcos x QU QUU CK aa DELE UNE aa 28 Trouble Shooting and Customer Service 29 Index 31 2015 Current Works Inc ss ee 1 Purpose of th
9. ber 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 Tie Breaker Please Vote Majority Vote gt 2015 Current Works Inc luis ini WM A ES D Q of 9 o o C e o 23 e 23 e Passed 5 YEA 4 NAY O ABS 1Absent Majority Vote Figure 4 35 Tie Breaker Voting 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 4 7 Reveal and Record the Vote Once the votes are cast and displayed the Leader again pushes the Proceed button to 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 The screen below indicates that RollCall Pro is in the process of recording results ieo mou M Absent u 2 Recording Ite
10. ed speaking at 2 20 57 PM Tiger Irons started speaking at 2 20 58 PM 2 Vote Results for Resolution 123 Indicates customized item label from Time of vote 7 47 23 PM Item 2 to Resolution 123 Type of vote 50 Needed to Pass Clint Westwood vored Y Doris Night voted Mary Tyler Less conn Y Johnny credit As Y Tiger Irons vared May East voted N Passed 5 Y 4 N 0A 1 Absent 0 Number of Abstain votes Figure 4 37 Results Document in Text Format This Results file indicates that for Item 1 a total of 8 votes were cast that Members 2 amp 4 were Absent for the Discussion and the vote that 5 voted in favor 2 were opposed and 1 abstained The RollCall Pro System results file is created and the name of the file is embedded with the current date Example 2009 2 15 1925 txt means that the meeting started at 7 25 pm on February 15 2009 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 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 38 Select Yes Same meeting or No New meeting For example if the
11. eir Vote button 2015 Current Works Inc Using the RollCall Pro System 23 Note Members can change their mind on how they wish to vote until they push the Confirm button At that point their last choice just before Confirm is locked in 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 MH v epusbv ses Figure 4 30 Voting in Process 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 2015 Current Works Inc Hide Unhide Tabs Display Timer Cancel Vote Clear RTS Queue Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 4 31 Right Click Popup Options Left Click on the Cancel Vote menu option and then the system will ask you to confirm your cancellation Are you sure you want to cancel this vote DX e Figure 4 32 Are you s
12. equence from the value where it was paused 3 Close Timer Closes the Public Timer Display and returns to the RollCall Pro Display Screen As the timer counts down during the meeting the green remaining time portion of the chart shrinks as the yellow time used portion of the chart grows 2015 Current Works Inc Using the RollCall Pro System 0 1 2 3 4 5 6 7 8 9 410 11 12 13 14 15 Minutes art Rese Pause Resume Clos Proceed Welcome to RollCall Pro 6 YES Needed Figure 4 13 Public Timer Counting Down When the speaker has used all of his her time the Public Timer turns red 2 4 4 9 B I 8 9 10 14 42 13 14 15 Minutes start Resot Pause Resume close Time Proceed Welcome to RollCall Pro 6 YES Needed gt Figure 4 14 Public Timer Exhausted 4 4 Discussion After Roll Call is completed the Leader pushes the Proceed button or the z key or clicks the gt button again to display the Discussion Screen for the 1st agenda Item Discussion Discussion Discussion Absent Discussion Discussion Discussion Discussion Discussion Discussion Majority Vote gt Figure 4 15 Discussion Screen 2015 Current Works Inc 4 4 1 4 4 2 Editing Item Labels By default RollCall Pro labels each agenda item sequentially After the R
13. f Vote 24 Results Saved from a Meeting 28 Editing Item Labels 16 Reveal the Vote 26 Roll Call Phase 11 a Roll Call Voting 22 Item Discussion 15 i S Item Labels Editing 16 Saved Results 28 K 2 Seconding a Motion 17 Site Setup 4 Speaker Timer 13 Starting the RollCall Pro System 5 L Timer 13 Trouble Shooting 29 U Using the RollCall Pro System 8 Keypad and Screen Controls 8 Keypad Leader 9 Keypad Voter 9 Leader Program Options 10 Leaders Keypad 9 2015 Current Works Inc RollCall Pro Basic Operator s Manual V Vote Passing Criteria 16 Vote Results 24 Voter Keypads 9 Voting Phase 22 W Withdrawing a Motion 17 2015 Current Works Inc
14. he meeting s Results file 6 If a Member arrives late after Roll Call is completed they can be marked Present by the Clerk The actual time they are marked Present is Time Stamped in the Results File 4 3 Public Timer If there is a request for Public Input to the Board or Council and you have a prescribed time limit on such input the Public Timer may be utilized to manage this time limit visually The Public Timer is accessed in the pop up window when you right click the mouse on the RollCall Pro Display Screen 2015 Current Works Inc Hide Unhide Tabs Display Timer Clear RTS Queue Withdraw Motion About RollCall Pra Cancel Vote Exit RollCall Pro Figure 4 11 Display Timer Option The Public Timer screen then displays 00911727735 4 5 6 8g 9 10 7110432713714 15 Minutes Start Reset Proceed Welcome to RollCall Pro 6 YES Needed gt Figure 4 12 Public Timer Display Time limits can be set from 1 to 15 minutes using the sliding bar on screen There are 3 controls for the Public Timer 1 Start Reset Clicking the Start Reset button the first time begins the Public Timer countdown sequence Clicking it a second time resets the timer to its initial setting and begins the countdown sequence 2 Pause Resume Clicking the Pause Resume button the first time stops or pauses the timer Clicking it a second time resumes the countdown s
15. hits the z key or clicks on the icon The Voting Screen will display 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 2015 Current Works Inc Using the RollCall Pro System 13 Roll Call Voters Present 9 Voters Absent 1 Majority Vote gt Figure 4 9 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 Note If you have selected to Print Results after every vote the screen above will be printed in full For this function to work properly you must have a printer attached to your computer 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 __ d Figure 4 10 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 displays the Members Present and Absent A record of the Members who are Present and Absent during Roll Call is also documented in t
16. ide Unhide Tabs Display Timer Cancel Vote Clear RTS Queue Withdraw Motion About RollCall Pro Exit Roll Call Pro Figure 4 4 Right Click Pop up Menu Screen 2015 Current Works Inc Using the RollCall Pro System 11 4 2 Roll Call 1 To begin the meeting the Leader pushes the Proceed button on the Leader s keypad or presses the z key or clicks gt to display the Roll Call Screen ready for Members input ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLLCALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL Proceed Welcome to RollCall Pro Majority Vote gt Figure 4 5 Initial Start up Screen I RollCall Please press YES and then CONFIRM _ Majority Vote gt Figure 4 6 Ready for Members Roll Call input 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 Voters logged in versus the minimum quorum required 2015 Current Works Inc Figure 4 7 Member s Keypad Quorum 6 Present Voters 4 Majority Vote gt Figure 4 8 Roll Call in process 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
17. ings below will modify the selected scheme Power schemes Portable Laptop v Settings for Portable Laptop power scheme When computer is Plugged in E Running on batteries Turn off monitor Never After 5 mins v Tum off hard disks Never w After 10 mins v System standby Never After 15 mins v System hibernates Never w After 30 mins v 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 need to use a USB Hub with an external power supply between the computer amp the USB SideKeys Receiver which will ensure that the required standard 5 volts of power is always available to the receiver Also in the Control Panel of your computer look for options under Display Click the Advanced tab in the Display Properties dialog box Display Properties Themes Desktop Screen Saver Appearance Settings Drag the monitor icons to match the physical arangement of your monitors I cima a Se e i 1 Plug and Play Monitor on Mobile Intel R S45GM Express Chipset Fav Screen resolution Color quality Highest 32 bit 1024 by 768 pixels i Bain E cenae Figure 3 3 Control Panel s Display Options 2015 Current Works
18. is Manual This Operator s Manual describes how to use the 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 ina meeting You should also become familiar with the SideKeys User Manual that came with this System This manual provides valuable information regarding the setup maintenance and trouble shooting of the wireless keypad system 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 Board 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 Figure 2 1 Typical Hardware Setup 2015 Current Works Inc Site Setup 5 Figure 2 2 Typical Installation of RollCall Pro System Hardware 3 Starting the RollCall Pro System Before starting the RollCall Pro program for use in a meeting we recommend that you adjust the computer so that it will not automatically go to a screen saver to sleep to hibernation or shut down the screen
19. m 4 Results Majority Vote Figure 4 36 Recording Results in the record 2015 Current Works Inc Using the RollCall Pro System Note If you have selected to Auto Save Results after every vote the screen above will be saved to a JPG in your Results folder If you have selected to Auto Print Results the screen above will be printed in full For this function to work properly you must have a printer attached to your computer If you have selected to Record Results the results will also be saved as a text file 3 2 15 2009 1925 Notepad Joe File Edit Format View Help Begining Roll Call for New Session clint westwood is present Doris Night is present Mary Tyler Less 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 Roll call 1 1 vote Results for ELEM NO 1 Time of vote 7 37 Type of vote 50 Needed to Pass Clint westwood does not vote Top Position setting indicating that the Doris Night Voted Y Mary tyler Less voted v Chairperson only votes in case of a tie Johnny Credit voted Y Billie Jean Queen voted Y Dave Numberman voted Y Bob New und was absent Oprah Lose sd voted Y Tiger irons voted Y May East voted Y Passed 8 Y ON OA a Absent Number of Abstain votes Johnny Credit started speaking at 2 20 55 PM 4 Requests to Speak Oprah Losefrey start
20. n 3 Absent E sjnsex epueby 2 Discussion Speaker 4 Speaker 3 Res 1357 09 Discuss Res 1357 09 dnas Figure 4 28 The Request to Speak Queue On Screen The Member with the lt Speaking indicator to the right of his her name is the current speaker when the current speaker is finished the Leader pushes the Proceed Speak Vote button on the Leader s keypad or presses the z key or clicks on the gt button to proceed to the lt Next speaker If a Member still in the queue not the current speaker decides that 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 If you need to clear the RTS queue for some reason you can right click on the screen and select Clear RTS Queue from the pop up menu Hide Unhide Tabs Display Timer Cancel Vote Clear RTS Queue Withdraw Motion About RollCall Pra Exit RollCall Pro Figure 4 29 Clear RTS Queue Option Roll Call Voting The members vote on the Item by first pushing their Voting buttons Yes No or Abstain Then the Members lock in their vote by pushing the Confirm button The Voting screen will first display Confirming on a yellow background when each member pushes th
21. nk their keypad is not working properly 3 The Radio Frequency keypads cannot be resting on a metal surface this will seriously limit the range of the radio frequency signal Try moving it to another surface If none of the key pads 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 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 keystroke inputs If the problem cannot 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 2015 Current Works Inc Index M Meeting Cycle Discussion 15 A Meeting Cycle Roll Call 14 Meeting Cycle Voting 22 Absence and Presence 20 Motion and Second 17 Auto Print 26 Auto Save 26 E Dp a C Present and Absent 20 Public Timer 13 Cancel a Vote 22 Purpose of this Manual 4 Clear RTS Queue 21 Continue or Exit dialog 28 a Q a Criteria for Passing 16 Customer Service 29 Customizing Item Labels 16 Quorum Voting 22 _D R Record the Vote 26 Discussion Phase 15 Request to Speak 21 Results 26 Results o
22. oll Call Discussion Voting Keypad and Screen Controls The keypads and program options are used to move the participants through the voting session 2015 Current Works Inc Using the RollCall Pro System 4 1 1 Voter Keypads Each voter will have a keypad like this one Figure 4 2 Wireless Member Keypad Each voter has a wireless keypad with 6 active buttons for Yes and Present No and Absent Abstain Request to Speak 2nd the Motion and Confirm 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 Figure 4 3 Wireless Leader s Keypad 2015 Current Works Inc The Leader s keypad has six buttons for controlling the functions of RollCall Pro 4 1 3 1 The Proceed button top left green button on the keypad advances the RollCall Pro software through the meeting This 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 LJ ity Vote 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
23. oll Call the program enters the Discussion Phase for Item 1 If you would like to edit this Item Label to say Resolution 123 for example left click on the Item 1 label in the lower left hand corner of the RollCall Pro display The New Item Number Description dialog box displays New Item Number Description ai mMM Enter New ltem Description or Resolution Number Cancel 14 Characters Max Resolution 123 Figure 4 16 New Item Number Description Enter the desired Item Label then click OK The Item Label will be updated on screen and you may edit it any time prior to Voting Mode 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 into which
24. on the Criteria field in the lower right corner of the display screen during the Discussion mode of the meeting 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 amp 5 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 some text input might interrupt the presentation Use of these functions will be discussed in further detail below Leader Program Options The Leader will also have a desktop or a laptop computer from which the 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 inside the pop up window H
25. or any other power saving options In a normal meeting there may be extended periods of time 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 tab choose None for Screen Saver Display Properties Themes Desktop Screen Saver Appearance Settings Screen saver fiNone Settings Preview a 15 minute On resume password protect Monitor power To adjust monitor power settings and save energy cura click Power UN Figure 3 1 Control Panel s Display Properties 2015 Current Works Inc ES In the Control Panel of your computer look for options under Power Options In the Power Options choose Never for all options including e Turn off monitor e Turn off hard disk e System standby System hibernate Power Options Properties Power Schemes Alarms Power Meter Advanced Hibemate e a Select the power scheme with the most appropriate settings for A this computer Note that changing the sett
26. rk clicks Yes and any other Member can Second the motion by pressing the 2nd the Motion button on their own keypad 2015 Current Works Inc Figure 4 19 2nd the Motion Button on Member Keypad The first person to push this button will be identified as the Second Another pop up window will confirm that the Motion has a Second and that this will be recorded in the Results document ee en 0 Johnny Credit CENE Discussion Figure 4 20 Confirmation that the Motion has a Second When the Clerk confirms by clicking OK the Member who made the Motion is identified on screen with the letter M and the Member who Seconded it is identified with number m2 2015 Current Works Inc Using the RollCall Pro System 19 Absent Absent Res 1357 09 Request To Speak on Res 1357 09 Majority Vote gt Figure 4 21 Motion and Second Displayed On Screen If a Motion is properly made by a Member but no one Seconds it the only option for the Board or Council is to have the Clerk withdraw the Motion for lack of a Second This option is available on the pop up window that displays when the Clerk right clicks anywhere on the RollCall Pro Display Screen Hide Unhide Tabs Display Timer Cancel Vote Clear RTS Queue Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 4 22 Withdraw Motion Option Selecting this option causes a confirmation dialog box to appear
27. the order given 1 Be sure that the RollCall Pro screen is active and available to accept input from the key pads Left Click the mouse on theRollCall Pro screen to assure it is active try the keypads again 2 Be sure the keypads are not Locked Out by the Leader s keypad a The red LED on the Receiver blinks on and off when the Lock Out function is on b Turn off the Lock Out by pushing the Lock Out button on the Leader s key pad 3 Be sure that the USB Receiver is properly connected to the computer a The red LED should be glowing next to the RollCall Pro label on the Receiver b 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 C If the red LED is glowing but is not next to the 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 2015 Current Works Inc d The USB cable connecting the computer and Receiver should be uncoiled free to dangle e 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 all the Voting Members have the correct keypad If Voters have the wrong keypad they may thi
28. ure Select Yes and the program will return to the Discussion phase of the Current Item Note During a vote if you attempt to make a member absent and this action would cause you to fall below quorum RollCall Pro will display the following warning Warning If you mark this member as Absent you will not have a quorum and this vote cannot be registered To make this member Absent and Cancel this Vote Click on Yes To leave this member Present and wait for them to vote Click on No Figure 4 33 Below Quorum Warning If you click Yes to confirm that this member is absent this action will also cancel the vote and take the system back to Discussion mode on the current agenda item If you plan to wait for this member to return and participate in this vote click No and this member will not be marked absent You will however have to wait until this member returns to proceed any further with this agenda item 4 6 Results of Vote Once all votes are confirmed individual votes are displayed next to each voter s name 2015 Current Works Inc Using the RollCall Pro System 25 Absent Absent Buo uossnosiQ ueo dos g p 1 Passed 5 YEA 2 NAY 1 ABS 2 Absent Majority Vote gt Figure 4 34 Vote Tally When the Votes are revealed the field at the bottom of the screen displays the status of the vote whether it Passed or Failed The num
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