Quick Reference Guide
Council & Board Member Guide
Everything you need to review your meeting packet, ask questions, and stay informed, all without a login or password.
Login Required?
No, one click access
How you get access
Tokenized email link
What you can do
Review, question, read
1. Accessing Your Meeting Packet
Before each meeting, your Secretary or Clerk sends you a personalized email with a link to your packet. There is no app to download, no password to create, and no login required.
1
Check your email
Look for an email from Govera (sent by your Secretary or Clerk) with a subject line similar to:
"Your packet for [Meeting Name], [Date] is ready"
"Your packet for [Meeting Name], [Date] is ready"
2
Click 'Open Packet'
Click the Open Packet button in the email. This opens a secure, personalized portal in your browser. No username or password needed.
3
Review your packet
Your portal shows all agenda items for the upcoming meeting, organized by type (Public Hearing, Discussion, Action). You can view each item's staff report and supporting documents.
govera.co: Your Secure Packet Portal
COUNCIL/BOARD/COMMISSION PORTAL · NO LOGIN REQUIRED
Hi, CM T. Whitfield.
Your packet for July 21, 2026 is ready.
Agenda Items
Public HearingOrdinance Amending Tax Increment Zone Boundaries
DiscussionShort Term Rental Ordinance Amendment: 2nd Reading
ActionResolution Authorizing Construction Contract for Park Improvements
Your link is unique to you. Each governing body member receives a different tokenized link. Do not forward it to others. If you lose the email, contact your Secretary or Clerk for a fresh link.
2. Reviewing Agenda Items
Inside your portal, each agenda item shows everything staff has prepared for the meeting. You can read the full staff report and supporting documents.
1
Browse agenda items
Scroll through the list. Items are grouped by type: Public Hearings appear first, then Discussion items, then Action items.
2
Click any item to expand it
Click on an item's title to open its full details, including the staff report, fiscal impact, and any attachments.
3
Read the public summary
Each item has a plain language summary written for a general audience. This is a great starting point before reading the full staff report.
4
View voting history (if applicable)
Items with prior related actions include a voting history section showing how the body voted on related matters previously.
Plain English summaries are included. Govera generates a plain language explanation for every item, useful for understanding context quickly before diving into the full report.
3. Submitting a Question
You can submit questions about any agenda item directly through your portal. Staff will receive a draft response and review it before sending it back to you.
1
Click 'Submit a Question'
From your portal home, click the Submit a Question button; or, if you're viewing a specific agenda item, click the question link next to that item.
2
Type your question in plain language
Write your question in plain language. There are no special formatting requirements. Example:
"How does the proposed STR amendment compare to what neighboring cities have adopted?"
"How does the proposed STR amendment compare to what neighboring cities have adopted?"
3
Submit and wait for a response
Click Submit. Your question is routed to the appropriate staff member. Govera prepares a draft answer using organizational records, which staff reviews before sending back to you.
4
Receive the answer
You'll receive a reply via email or through the portal with a source backed answer. Every claim in the answer references the specific document, page, and date it came from.
Questions are for staff review, not public. Your questions are internal and go directly to staff. They are not posted publicly. Answers are marked "Internal Only" and will not appear in the public facing packet.
4. What Happens With Your Questions
1
You Submit
Your question is routed to the relevant staff member immediately.
2
Govera Drafts
Govera surfaces a fact based draft answer sourced from your organization's records, with citations.
3
Staff Reviews & Sends
Staff reviews the draft, refines if needed, and sends the final answer back to you before the meeting.
Submit questions early. The earlier you submit after receiving your packet, the more time staff has to prepare thorough, source backed responses before the meeting.
5. What to Expect at the Meeting
Govera works before the meeting: preparing your packet, answering your questions, and giving you context on each item. Here's how that work carries into the meeting itself.
1
Your questions will be answered before the meeting
If you submitted questions through your portal, staff will have reviewed and responded to them before the meeting begins, either via the portal or by email. You don't need to ask them from the dais.
2
Your packet is your reference during the meeting
Open your personalized portal link on any device: laptop, tablet, or phone. All staff reports, documents, and plain language summaries are there. No paper packet needed unless you prefer one.
3
New questions during the meeting go to staff directly
If something comes up during deliberation that you want staff to research further, let them know verbally or via email after the meeting. Govera will help staff draft a response and track it as a commitment if directed by the governing body.
4
Commitments from the meeting are tracked automatically
Any follow up language in the official minutes ("staff to bring back…", "form a committee for…") is captured by Govera and appears in the Commitment Tracker. Staff will follow up; you don't need to manage the tracking.
Your link remains active after the meeting. You can revisit the packet and your Q&A responses at any time after the meeting using the same portal link from your email.
Quick Reference: What You Can & Cannot Do
You Can
- View your meeting packet
- Read staff reports and documents
- Read plain language summaries
- Submit questions for any agenda item
- View voting history for related items
- Access the portal without a password
Read Only (Staff Manages)
- Creating or editing agenda items
- Accessing other members' questions
- Viewing items before staff approval
- Accessing institutional memory search
- Managing the meeting calendar
Frequently Asked Questions
What if I can't find my packet email?
Contact your Secretary or Clerk and ask them to resend your packet link. They can send a fresh link from the Govera portal at any time. Also check your spam or promotions folder. Emails from Govera sometimes land there on first receipt.
Can I forward my link to someone else?
No, your link is unique and tied to your identity. Forwarding it would give another person access to your personalized portal, including any question responses sent to you. If a colleague needs access to the packet, contact the Clerk to set up their own portal link.
When will I receive my packet?
Packet distribution timing varies by organization, but most staff teams distribute packets 3 to 5 days before the meeting. Your organization's Clerk sets the deadline. If you haven't received yours 2 days before the meeting, contact the Clerk.
Can I submit questions after the packet is sent?
Yes, you can submit questions any time before the meeting. The earlier you submit, the more time staff has to prepare a thorough, source backed response. Questions submitted the day of the meeting may receive a shorter answer or be deferred.
Are my questions private?
Yes. Your questions go directly to the relevant staff member and are marked 'Internal Only.' They are never posted publicly, included in the public facing packet, or shared with other governing body members.
What if I see an error in a staff report?
Contact your Secretary or Clerk before the meeting. Depending on how close to the meeting it is, they can either correct the document and redistribute the packet or address the error verbally at the meeting.
Do I need to create an account or download an app?
No. Govera is fully browser based and requires no account, password, or app download. Your personalized link is your access credential. Clicking it opens your portal directly in any browser.
Key Terms
Meeting Packet
The compiled collection of all agenda items (staff reports, resolutions, and attachments) prepared for each governing body meeting. You receive yours via a personalized portal link.
Portal
Your secure, no login required web page for reviewing your packet and submitting questions. Accessed via the tokenized link in your Govera email.
Tokenized Link
The unique URL in your Govera email. It is your personalized access credential, no username or password needed. Do not share it.
Plain Language Summary
A Govera generated plain English explanation of each agenda item, written for a general audience. A useful starting point before reading the full staff report.
Voting History
A record of how the governing body voted on related matters in prior meetings. Shown inside each agenda item where relevant.
Commitment
A follow up action directed to staff from a prior meeting (e.g., 'staff to bring back a cost estimate'). Tracked internally by staff in Govera.
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