Speakers labeled via automated voice-based diarization + AI name-matching against the city's official roster. Automated transcription can still mis-hear a name during fast speech (e.g. a rapid roll-call vote) -- clear near-misses are auto-corrected, but this is not manually verified line-by-line. Treat names as a strong best guess, not an official record.
[0:01] Speaker A (unidentified): I'm surprised to see, so yeah, for every burial, but he thought that'll take some crashes one behind lines. How's your, they got out of the building, right, their buildings, there's another one in the building, deliverable crash the plane in a little
[5:22] Speaker B (unidentified): in between the ones we got. Well, you know, I'm going to go ahead and get it for whatever reason.
[5:28] Speaker A (unidentified): And so there wasn't another time the pilot, they had that position, said that he was going to put the plane down behind the wall. I got it, he was fine with being a war until the end of the war, the world, and they held the gun to his head and made him fly that day later then.
[5:50] Speaker C (unidentified): The story she told, oh yeah, yes yeah, you talked about Civil War two folks, I did, you know better at home, yeah.
[6:19] Speaker D (unidentified): Hey Cash, how are you? I'm doing well, how are you doing?
[6:26] Speaker C (unidentified): Here's an example of what we can understand, one of the issues, and actually we'll do better, good problem, we'll take care of it. I don't feel right taking the remains out of that.
[6:39] Speaker D (unidentified): Software demos are one of the, so doing software demos, one of the most least favorite things.
[6:54] Speaker C (unidentified): I can't remember the time, but it's important, and they were all taken captive, yeah. Well, good afternoon, how are you doing? Good, how are you guys doing today?
[7:16] Speaker A (unidentified): The first one in on D-Day, the first one overwhelmed, I mean the history that he had.
[7:21] Speaker C (unidentified): This yeah, those I've got an arranged that, which one does this determine, I guess you can figure it
[7:29] Speaker A (unidentified): out. Oh okay, where are severe asymmetries, one, there's two in Augusta, okay yeah, it just
[7:37] Speaker C (unidentified): well that part of the thing didn't want to have to do with it, was a either a niece or a granddaughter who's helping me down in Texas, and she didn't know what better happened to the please, and she was brought by Mary, and no one was going to sit here, he's going to begin traveling
[7:56] Speaker A (unidentified): or anything, can she zoom it, can you assume we're making something, I don't know if you should be
[8:02] Speaker D (unidentified): able to, yeah checking yeah, when do you think you're going to start construction over there, I
[8:08] Speaker A (unidentified): mean if she's got somebody that can help her soon, yeah you should be able to do it with just a computer, I can't
[8:23] Speaker B (unidentified): see anything right, yeah I know yeah, you're alive, okay that's better, let's
[8:29] Chair/presiding officer: Call the meet September 23rd meeting of the Canon Cemetery Association to order. First order business with people the August 25th meeting minutes. Those have been amended to correct the spell it. Yeah, so moved. Second. Check out. I'll hold the table. All the voters. Great. Public comment on non-agenda items. The only thing is we had a green burial subcommittee meeting on the 10th. We discussed some of the soils test and we're going to get some more information on design of the trench. I haven't heard back from the soil scientists yet, but I'll probably be all before forth on the next meeting. Next order is the cemetery software presentation and
[9:20] Rob: that over to the band, not me. We're looking for Rob. There's Rob. You're good.
[9:31] Software vendor representative: Yeah, awesome. So am I doing a just a walkthrough of the software today, or is that or are we doing list questions, or just the demo? We start with a walk
[9:40] Speaker B (unidentified): through the software. Absolutely. Okay.
[10:02] Software vendor representative: Let me know when you've got the mapping on screen.
[10:08] Speaker D (unidentified): Rob, from your accent I assume that you work for Chronicle. Yeah, I'm Bomb from, I'm from
[10:14] Software vendor representative: England, not Australia. They, I'm an Englishman working for an Australian in Texas, so just to put a spin on things, we can do that. Okay, awesome. Yep, so yeah, feel free to interrupt me at any point, guys, but this is the mapping and I know you guys are over in Maine. We've got about 400 cemeteries in the states and about 700 worldwide. These are some of the ones that we've got coming on right now. These two in white are about to go live and then we've got Island Falls Cemetery that is live, so this is an example of our how it looks. That outline line you can see is where we're flowing the drone over and the reason we do that is so that when we actually get down to the plot level and we draw your maps, we perfectly aligned them with what is on the ground and how you want us to do your plots. And then what happens, this is their public view and you can do a write-up and all that kind of stuff. They're listing the digital memorials for sale and the flowers for sale on their site, but what happens Is we give you a QR code and it looks like for this, and then on this QR code they just scan it when they come to the front of the cemetery, or we can pepper them around for you. It'll pull up the browser for the mapping. They just search the name of the person they're looking for, all the people with that name populate, and then they click the little walk to grave man down here and it'll walk to the headstone just like a car GPS. So you never have to worry about people finding the correct locations. And so this is still in their public view. Let me go into the demo public view and I'll show you how they order a plot. Okay, so I'm still in the public view here at the demo, and you can see here some of the digital headstones that people have purchased. They can upload as many pictures as they like and do a write-up, and then if they are part of a walking tour, once they're finished reading up on this one, they just click down here and it'll take them to the next person on the walking tour and here's the public view for their calendar, then the write-up down here, and then any of the walking tours we do for you. So if you want us to create veteran walking tours before you go live, we can create them all in the system, we can list them out ao if it's world war ii veterans or any other war, or if there's any like large families that you want to give us the names of and create a walking tour, the public will be able to just click here and it'll take them to the first one, then they walk to this one, they read up on it, and it'll take them to the next one once they're once they're done. And then while they're actually at the cemetery in the public view and they're looking around, if they like the look of any plots, so if I zoom out at this one and I've got some marked over here for sale, so if they like the look of any of these plots and they want to purchase them, we list the prices on there for you, and what it'll do is it all if they click on it they can request to buy it and we can disable this if you don't want to do it, or we can give you the different forms in the drop-down. So if it's pre need they can just give you their information, if it's at need and they have a deceased person's information they can supply that. So let me click on at need, and then all these forms are completely customizable i put whatever we want in here for you. So this is the owner applicants information, then the right of internment information, all set to whatever you need, any state documents you Need them to upload at this point and the deceased person's information so it's easier and quicker to transfer all the information across. Any internment details you want them to put in we can list here for you. Any of the extra revenue generating options and so if they are choosing Life Chronicle for the digital headstones or sponsorships or genealogy stuff we can list them all here for you. If you guys are selling plaques or monuments or memorial trees, you can list them here, and then the same with maintenance and flowers, you can do them all here and we'll help you set all this up in the system before you go live. If they do have a preferred service date for a disease, they can tell you what they're thinking here, so it doesn't reserve it until you approve it, but if they want to let you know that this is what they're looking at with the funeral home or whatever, then it's easier for you guys to block it out. So couple rocks funeral, they can make it public if they want, they can continue and they can sign off. So by the time you guys get even notified that somebody's trying to purchase a plot, they'll have given you all their information, all the deceased person's information, chose a location, agreed to the price, and signed off on your terms and conditions. And I'll show you what it looks like when it comes into the system. Question?
[15:37] Speaker D (unidentified): On the photographs we've seen so far, the lot sizes are all the same or are uniform. Uniform. We have a lot of lots and historical lots that aren't uniform. Can you capture those when you do the photographs as well as the eight by, you know, the four by tens?
[16:05] Software vendor representative: Yeah, absolutely. So we can do the quarter lots, we can do them as large as you want. If there's like a green burial area where you want the whole thing just as one box with all of the interments in, we can do that. Here's like an example of the quarter lots and they're all a little bit skewed with the way they're leaning and stuff like that, which is a bit more normal. But yeah, if we want them in rows, in plots of six or 12 or four or one, we'll take.
[16:31] Speaker D (unidentified): Well, you're answering an interesting question, but it's not the one I asked. I'm asking about existing photographs that would be taken of our historical lots, some of which are not uniform in size. Do you, do you have the capacity in the system to record that we
[16:55] Software vendor representative: have the capacity in the system to record your plot sizes so we have oddball lot
[17:00] Speaker D (unidentified): Sizes since in the older parts of the cemetery, someone who knows more about this can comment. Actually, it was it was Bruce who asked me to ask this question.
[17:11] Software vendor representative: Yeah, so it's it's more common than not that they are irregular plot sizes. And so when we record them, if I'm understanding it right, we'll draw them out exactly how they are on there and we'll take your records as well. So if it is a plot and it's got six burials that are all connected to the same plot, then we will draw that out like this one here. This is a say this one's a plot of eight and they've got five buried already and then they've still got three more reserved as part of their plot and we can do the spaces or we can join these together for you. We can do them as one, so we'll draw them out however you guys want us to with your plots. Okay, my other question was
[17:51] Speaker D (unidentified): the application that you showed me showed us was presumably being filled out by a customer, right, a person who is what happened who fills that out in your implementations where the person can't do that or doesn't know how to do that or need some help? Would that fall then naturally to a municipal employee or to someone associated
[18:20] Software vendor representative: with the cemetery to do that? Yes, so if however you guys do it right now, you can still do it the same way in the sense that you don't always have to send them the link. What a lot of people will do is they'll just, if this is the one that person's trying to trying to purchase, you can just share the link with them. But if they're unable to fill it out themselves, then you could do it over the phone. You can take credit card payment over the phone with Chronicle Pay as well and you can actually reserve it for them in the system just verbally if they're technically
[18:53] Speaker D (unidentified): Okay, thanks.
[18:56] Chair/presiding officer: First question I have is we currently have a GIS system with a lot of the data in it. We've done a lot of mapping already, a lot of photographs. Can we integrate that information into this software?
[19:12] Software vendor representative: Absolutely. The way we did it on the last one, Ben shared all the information with me, and I put it into the proposal to encompass all of those GIS coordinates and all of that information and put it into our system. So that's that's currently the way we're using it is to is to get all of that data, that existing data that you guys have already spent the time and money on, and use that to come
[19:34] Speaker C (unidentified): into our system. Thank
[19:39] Software vendor representative: You and then I'll log in here and I'll show you what it looks like once you're in the system. And so this is the your view once you get in. It gives you a snapshot shot, it's live, so anytime you add an internment it'll change this, but it'll give you an overview of the occupied, vacant, reserved. And if I go into a plot, so when you click on princess, so this is how we do the plots, I will draw them out however you want. I'll set this one to five just manually. It's got two out of five buried, one out of three coffins, one out of two who earns, and then if you go into edit it you can easily change them, but we'll preset these before you guys go live. We'll preset them to how you actually have them on the ground. But if it was like one burial and two formations, anytime you take a picture of a new headstone it will automatically extract the data. And then here's the right of internment owner information. So if was to buy a plot today of four or six and I want to list all of those future holders, so if I want to list my family members that could be there, we can just list them here, we can add more. And if one of them does come to be deceased, it's as easy as adding this one to the internment. So if I've got a plot of six and only one of them has been occupied by myself maybe, and I have listed all of the information of the other people, it's super easy to add them into that internment and it's super easy to search them, so that you're always keeping track over the years of who owns what plot. And then all of your forms and certificates get pre-loaded into the system, and so that if you do need to send anybody anything you just click on it, you can download it, send it, and then if they send it back you can save that pdf to the record and it will extract the data as well. And then on the internment as well, every barrier, every earn will get their own one, will get their own internment. And so this is what it looks like again, completely paperless, all of your forms and certificates will get loaded up at the top so that you can send them or use them here. Standard deceased person's information, cause of death, occupation, if they are a veteran we'll give you veterans badges. You can customize all these to whatever you need them for. Some of our cemeteries or do a veteran badge or a world war ii badge or a world war one badge and etc like that. And then all the rest of the information, internment details, if you do have an urn that's on top of a coffin you can come in here and put what depth you Buried it at, so say you said 37 inches and that it was a cremation in an urn, then you can put the location as well. So if you're doing like six earns to a plot, you can come in here, you can just select which section of that plot that you did that earn on, so that you can easily keep track of it where you're putting in the next one, or if you need to do a disinterment, it's all safer out there on the story. If you're giving them away for free or you're adding them as part of a package, you can just Copy and paste what they tell you from their email in here, and then just click on this button here and add the images, and then those images and that write-up will be with that interment until you delete it. And then if you click on highlight story, it'll be on that on that front-facing preview slide for highlighted stories. Some more information here, the applicant next to kin minister and director, and you might not have all of it historically, but if you wanted to use it moving forward, you can. And Then down is the digital sticky notes activity section, so you can keep track of any notes you want right here. You can pin them, delete them, edit them, and just keep track of everything going on in that plot. And then we give you unlimited usernames and passwords, so if you do have a bunch of people using the system, we keep an audit trail in every internment, and then also in reports, and then also on the main screen it will show you exactly an audit trail of who's changed what in the system, so you Can always see if you've been given like genealogy or volunteer username and password and you're a bit worried about what they've been changing, we can keep track of it right here for you. And then the table view, we've got five custom presets that we use at the top, so you can flip between them and find out anything you need. If you need any custom filters, you click up here on filter, if you go down and you can select whatever you want to want to filter on. If I use veteran as an example, click apply And it will do the filter of all of the veterans in there, and you can just come up here and export it if you need to send that to the boy scouts to do planting flags and all that kind of stuff, it's right there. [Speaker B (unidentified): This is] The calendar view so you can create your funerals, your work orders, everything in here. If I use the digger grave as the example, and then right here you will be a list of all of your work orders, put all customizable in the system, and then you can put the plot as well. So on this one, if we do about 17 at this date and this time that we want to get the grave dug, what it will do is it will notify if it's a responsible person on the interior of your team, you just click on here and select them. If it's exterior business like a funeral home, you do exterior business email notify them, and all the rest of this information is customizable, but you could fill it out if whatever they need for this, and then basically they'll get notified in the system and by email that the this geotrack position a171 needs to dig in on 924 at 12 21, and again you can change all this, you can create a certificate from it and send it to them. Question
[25:58] Speaker D (unidentified): Rob? Yeah, you're going pretty fast. I think you've left me a little bit in the dust. Could you go back to the selection of the type of grave, the selection of the type of grave, if we were entering this as a new event, and is there is a selection for the type of grave, for example, not the size but the type of the of the grave, in other words is it a remains
[26:24] Software vendor representative: for remains or is it for to do the grave dig in or just in general? In general. Okay, let me go back to the look on the map thing on the mapping features or yeah, and I have what may be
[26:38] Speaker H (unidentified): a related question. So the information you're showing now, is that for the administrator only, or is that does that all appear in the public the presentation? Yeah, so all of this is I'm inside
[26:50] Software vendor representative: the admin view now. On the public view is where I tried to purchase the plot and sent the request, and that comes in here to your requests, but right now we're in admin view, so all of these all of these details when I'm clicking on people, the public won't be able to see this, and they only get to see what exactly which one of these that you actually wanted to list. And then on the on the plot size, can we can you repeat that question please? I want to make sure
[27:18] Speaker D (unidentified): I don't miss it. Well, I was wondering if you had a had a selection entry for the type of grave.
[27:29] Software vendor representative: Yep, so we've got the plot type here, so if you've got a vault Ports, mausoleum, lawn, garden, formation, columbarium.
[27:37] Speaker D (unidentified): That's what I was looking for, thank you. Is there one for green burial?
[27:42] Software vendor representative: They're all completely customizable, so we can add anything you want in here. So if you've got green burials or you've got certain different types, then we'll put it in this list for you so that they can select it super easy.
[27:53] Speaker D (unidentified): Okay, one final question right now. I'm at the site for Island Falls Cemetery. Okay. And looking at your software, I believe, yeah, where it says cemetery grave map, it brings up a search for obituaries. Is that because you haven't done the mapping of that grave site yet?
[28:15] Speaker C (unidentified): Is that just simply not done? Let me, let me take a quick look and see if we can get the same page.
[28:28] Speaker D (unidentified): Maybe this isn't your software. This is, there's a photograph that you, that matches the one you showed us, so.
[28:40] Software vendor representative: In, I'm inside Island Falls now. All right, and what was there, searching a certain plot? I can search for them if you want me to.
[28:48] Speaker D (unidentified): You want to tell me which plot is, no, I guess, I guess I'm in the wrong place. I'm going to go where you are now. I believe Island Falls Cemetery and Chronicle dot R.I.P. Okay, right.
[29:02] Software vendor representative: Yeah, so it's map dot Chronicle dot rip forward slash Island Falls, but you want me.
[29:09] Speaker D (unidentified): To put this in the, in the chat. I'm with you now. Thank you, thank you. I'm, I've got it now, thanks.
[29:14] Software vendor representative: Okay, no problem. Let me log back in and I'll go back into the private. So that is on the work orders, how you create the work orders on the requests. So what happens is they come into here, and if we've got one that is still open, we can come in here, we can see that this person is requesting a BB12. All of their information will be here, any of the ROI information, deceased, any options they want, and down here you can come in and you can either approve or reject it at this point, and it will change it. From vacant to occupied, and then if, once you've actually done one that you've already approved, you can come down here and you can create the next event of it once it's approved, or you can generate the invoice. If you create the event, it'll take you to whatever the next event is in your workflow. So if you've got a dig in the grave is next, or an on-site meeting, or whatever your workflow is, when you click create, it will bring that one up, and if you click generate invoice, or bring up the payment. Portal down here, we've got the, an example of someone's done a work order, so monuments installation completion form. And any of the work orders that you give to people, they'll have a completion form that they can fill out. And so in this one, they've uploaded an image to show that they're completed, they've ticked any questions that you need them to tick, and they've signed off on it. From here, you can either approve it or reject it at that point as well. And then on the sales to create a sale, it's really easy. You can just come up here, create sale, and add a purchaser, select what you are trying to do. If it's a adult above opening closing, you can select what plot it is, so that it's all geotracked and links to that plot, then forever. And then if you want to add a payment, the methods, if you send, if you click bank transfer, it will send the purchaser the ach information. Credit card will pull up chronicle pay, and they'll just be able to pay by credit card, and it will just go straight into your account. And then cash will check whichever one you want to choose right here, and it will just keep track of that, and you can say what date time they're paid, and then create up here, and it will create this and link it to that but, and determine full time. And then if there is somebody that's unpaid or, if it's still got an outstanding payments, you can just come in here, click on add a payment, and then add the payment here, and then save it as [Speaker C (unidentified): well and] then on the reporting, you can run any reports in the system, and here's some reports i've just been running. But if you want to go to activity, if you need to run a quarterly report, you can just come in here, click the cemetery, click what date and range that you want to run a report on, last quarter, you can deselect all, select which sections and stuff you want to run a report on, and then just pdf, and then click generate, and then it will go into that reporting section. And same with users, if you want to run an audit on who's been using the system, you can even do sections as well if you want, or just the cemetery, and you can select all, and just come down here to which one you want to run, and then click on csv, and then generate. And then the last thing i want to show you, the four questions on the, on the site, any urn walls or niche walls, get, these pop-ups, so you can just send us a picture if you've got a new wall or niche wall that you're installing, and it'll look like this, so they'll get All the same abilities as they do below ground. This is the ones that are occupied, these are the ones that are reserved, and then the prices with the vacant ones. They can still, so click on them and see their internment details and stuff. And then on the mausoleums and columbariums, we've got our 3D mapping features now, which I know we haven't done for you guys, but we can give it to where any mausoleums or any walls you want us to do a 3D view. Share this one more view. It'll just, we'll walk through there with a 3D camera, and then the public will be able to walk around and just select what they want to look at. If there's any interior stuff, and then just walk around by selecting the circles on the slip right here, and look around and choose new plots and stuff that way as well. And then on the 3D view for the actual cemetery, if you guys ever want to do it, we, give the public this little yellow fella down here, and they can drag and drop him onto the, onto the map, and then the public can see around actually where, they want to look at on the map. This is a shadow of a guy who walks around with the camera on his head, but well, yeah, that's a really quick overview. What do you guys want to show you that I haven't showed you yet? Anybody else, any questions? I have a question, Rob. Yep.
[34:38] Speaker D (unidentified): you 're doing a very good job of showing us how complex this software is and how many how fully featured it is yeah what i'd like to get a better feel for is the workflow flow or the process flow in other words suppose you know i'm interested in burying my father here yeah okay what would how would that workflow work for me as his helper let's say because he's not able to himself and how would that then interact with and require administrative services
[35:21] Software vendor representative: by town employees? Got it. And so it's a bit different if you're working there, but if it was the public and they went to purchase this, obviously you could help them if they are elderly and that they were unable to do it. They can, you can just give them the ability to select it and fill out all those forms like I showed you. Can come on here, you can select this, copy it, send it. But in general, if somebody's either reserved already, so say when we talk about dad, if it's already got a plot that we put all of his information in it and he is reserved in there we can come in here and we can just can you can you can
[36:05] Speaker D (unidentified): you remove the, that there you go, thank you. Okay, all right, sorry, you're good, yeah.
[36:18] Software vendor representative: We're good. Okay so yeah so if I on this one let me cancel that and I'll go back into it to show you. So if dad's already got a reserved plot and to say this one's one of the reserved ones that he owns and he's elderly and so literally just click on it and when we click on edit here's the right of internment in here. So when we click on them it's as easy as adding as an interment. So he's already reserved that plot and if we want to add him as an interment it literally goes in there adds it in. There fill out the information that you don't already have in there you can do next to kin funeral minister director all of this information you can fill out at that point and then when you click save that is then an occupied interment that is now occupied. So it goes from reserve to occupied and if it's if it's completely vacant and nobody previously purchased it and then it just be a fresh one. So they just fill out all the information but they can just go on to this let me click on and a. Vacant one so the next one so.
[37:24] Speaker D (unidentified): There's a step before this though my father would have had to go in or I would have had to go in and help him purchase that plot and this information.
[37:33] Software vendor representative: Information at the time of purchase is that correct that is correct. So if he hasn't purchased it yet when you help him you would just pull up the form and if you want to do it to where you put in the request or you would just go into the plot and edit it and just you wouldn't even request it with the team because you're an internal person you could just come in here and start adding the right internment information right here. So you just add it and that way it will be saved in here and then. When he is ready to be interred all of his information or just immediately go in as an internment okay sorry to be so dense.
[38:11] Speaker D (unidentified): But I just want to see make sure I understand okay yeah I've gone in with my father and I've filled out an application to purchase a particular plot yeah and I've filled out as much information I can on the left-hand side of the screen with respect to you know his birth or whatever name etc where does that application go.
[38:37] Software vendor representative: And so if you would do it as an application, it'll come in here into requests. And so from here, this one's already been a approved one, so we've already gone ahead and approved this. And so from here you can create the next event, so whatever your workflow is to either on-site meeting or digging the grave or whatever you want to do as your next thing, we can put in here as your next workflow. And then this is the link to the plot. And so once you've got that person inside here, so if his name was Andrew McGovern, you could just come in here, select it, and then on Andrew McGovern, if he's now ready to be buried, you can just add him in
[39:21] Speaker B (unidentified): there as a as a as an internment. David, I can't foresee us going to online sales
[39:26] Speaker I (unidentified): and in the near future. I think my system would stay exactly as we have it right now.
[39:31] Software vendor representative: Got it. So in that case, you would just literally click on a plot that you guys are now wanting to put a new internment on, and you would just come in here, you had to edit it, that now that this one is, it's no longer for sale, you would just put it down, click on occupied, and then you would, but if it was pre-purchase, you do your right of internment, but if it's actually someone being buried there, you would just add the internment details here, and it saves it with that plot. And then when you save that person is now registered in this plot, and so you would just click on a vacant one and fill out the information. Basically, great,
[40:10] Speaker H (unidentified): thank you. Thank you, Jordan. Guys, I think it
[40:13] Speaker I (unidentified): would probably stay the way it is now. Bruce lets me know if somebody's okay to purchase something,
[40:18] Speaker J (unidentified): something they come in and pay, I'll put in the information. Yeah, that 's what I wanted to
[40:23] Speaker I (unidentified): understand. Yeah, at least for the future, that's yeah, what we continue to do, more control over
[40:31] Speaker H (unidentified): that way. So I don't even know how many sales per year do we have, how many, it varies a lot.
[40:37] Speaker J (unidentified): I've probably done 10 this summer okay so it's much easier done custom in keeping it in your hands then yeah thanks it's probably easier for me to put the information we the first time and try and fix it after the fact yeah that's what i wanted to understand if i can
[41:01] Rob: bring something out to the middle of this too i just remember this is a modular system and while he's showing you all the fun features i think jody's right start it out simple the way you're doing it start using this system as you are currently using your other one but it will have the features that you can then grow into it's like all right we're getting tired of monitoring manage this is automated we can let people fill this form out we can let people do this piece and it should make your jobs in your lives easier on a day-to-day basis, as well as keeping the data secure is the other piece for it. But I think you're in a good spot for growth, coming from where you are to what this can do for you if you decide to get there. So hey Ben, on
[41:42] Chair/presiding officer: well, the transfer of all the information into this software, what are going to be the requirements for like the town staff to go back and double check everything? Right now, I foresee it is you have all the digital information or transfer it into the software, but then there's going to be quite a task of verifying it all, make sure everything's transferred properly. Properly, is that something you're prepared to assist with, or what kind of, not really, not yet
[42:16] Rob: no, so what that looks like is Rob's, Rob would be doing an export and an import, export from your system, importing it to theirs, and then they can do a side by side of what your database says, what the new database says, making sure that all that corresponds. We can do spot checks, we can do pieces through it. I don't know if you really want to do a line by line. Did you do a line by line when it came over originally, I guess is the question? No
[42:43] Chair/presiding officer: I just, I just curious what the process is, so I
[42:46] Rob: what I'm trying to do is keep me out of it as much as possible, so their onboarding fees and stuff is already in there, you're not trying to incur any other fees from Harvard Digital in this process. I'm just, I'm trying to help you guys through this and being the guiding light here for you. We have no problem jumping in should Jody say I don't have bandwidth, yep, and she and I had a couple conversations about certain things that we'll need help with, and I don't mind helping get that stuff to Rob so they can do the piece, and hopefully by the time you guys start slowing down, before you get into dropping moorings again, you'll be, we'll have a chance to look, spot check, and hopefully have most of this stuff live by that point would be my thought, but yeah
[43:26] Speaker D (unidentified): The point I wanted to make was exactly the point that Jody made, is that someone's going to hear, is going to have to be expert in using the system for the data entry components and the sale components that
[43:42] Rob: that are currently undertaken, right? So if Jody gets hit by a bus, let's say, this is if Harvard Digital gets hit by a bus, we always go with that analogy. So if Jody gets hit by a bus, somebody would be able to pick the system up and call Rob, or I mean Rob's team, for support. It's like, hey, I've had to take over this position and jump into things. Now, Harvard Digital will understand, and most people of younger generations than me will understand this stuff right out of the gate of what Rob's developing, or his team has developed and has out there. But there is a phone number you'll be able to call. It's like, we're trying to do this, and I'm new to this thing. They'll help people get a leg up on it. By that point, there should be an SOP. Hey, new person wants to buy a plot, do this, step one, step two, step three, step four. I'm sure somebody's dug in the document at the first time through. Does that answer the question? You do have support for them, I
[44:39] Software vendor representative: think as well. Yeah, I think as well, just to add on to that, then it's just, you'll be surprised at how little you guys need to help us with the implementation of this. We'll receive all of your documents, all of your data dumps, and then we will create your cemetery plot map, and we will transcribe, and we will take all of the information that you've currently got and put it into internments in here. So all of that is done by us. We give you four weeks at the end to do a quality check with yourselves and us, if there's any sections that you don't like the look of or any of that stuff. And then also we do two 60-minute training sessions at the end. They give us some, like we throw some complicated procedures at you and stuff to get you fully trained. But in general, the system's really easy to use, and if you need any more than those two 60-minute training sessions, just let me know and I'll put more on there. But yeah, you get four weeks at the end, you get full phone support nine to five, you get four hours on any ticket you send in to us that you need us to respond to within four hours, and so that's kind of how it works with the getting kicked off and stuff. Did
[45:47] Rob: I evade any of those answers? I do that
[45:51] Speaker D (unidentified): sometimes. Not from my perspective, no. Okay, I think this is very helpful. Okay, I, my only concern
[45:58] Speaker I (unidentified): That's left is the couple of exports we did out of the access database was only sending the internments graves that were purchased that nobody was buried into yet wasn't coming out in the files. Did we get that sorted out when we copied the database so?
[46:20] Software vendor representative: If that, if that's ended me, I think is we haven't got everything yet, but we had, we had enough when we were looking at it to price it all out. So if it's something that you guys then say yes, okay, we're happy now, then onboarding will reach back out to you and get all of the, all of the dumps and all the data in the formats that you, that we require for the sending, and then once you've given us all the information we've got and we're out there doing the headstone survey and the drone on the other cemetery and stuff, we'll do all the data collection at the same time. So we don't have everything yet, but once you guys say yep, okay, we're good to go with the price, that's when the onboarding team will require the
[46:58] Rob: rest and we'll check those spots that you're talking about, Jody. They'll get rectified on the way in. You've identified it a couple times, so hopefully that's on one of these automatic note taker lists that we can go back and check and say hey, let's make sure Jody's concerned we got that stuff brought over too. So I think you'll be good. Yeah, I have a
[47:18] Speaker H (unidentified): question, Robert. Could you walk us through the customer that the visitors, the users, not the admin, but the user side, when they go looking up information, what fields do they see? And the follow-up question is, how easy is it to add fields with additional information? Absolutely, let me look through that.
[47:55] Software vendor representative: There we go, so demo give you six. [Speaker C (unidentified): Okay.] So this is the, public view for what they'll see. You've got a search window up here that they'll have, and this is when it's on the mobile phone, it's super mobile friendly, so it will be the search up here. We've got an advanced search as well, so if we only want to, if we only know a little bit of the information, like his name was John and it was 75 to 100, they'll be able to search this right here, click on search, and then all the people that fit that category, all the Johns that were 75 to 100. Will populate here on the left, and it'll also give you the dots around the cemetery where they are, and you'll be able to just select it, go down into the plot, and then right here, all we've got here is the interment date and the cremation location. We can put as much or as little as information as you want. I know that we had a lot of problems over the last few years with the stolen identity stuff, so people are really stringent on what they want to show publicly, and so all we're showing here is just the date here, the age, interment date, cremation location, and then the official story right here. But we can add more or less. So if you want to cause a death on there, if you want occupation, religion, we can add those in here. You just let us know before we go live on what settings you want, and then here will be the public story. So everything put in here is for the public to see, and so any videos and social media links people are putting on there now, that will be visible if you
[49:47] Speaker H (unidentified): want them to see it. If that answers the question. Yeah, I have a couple of follow-up questions, and Jody, I don't know if you remember, I sent you a database we over 10 years ago. There was a parallel database kept by the library, and it had identical dates, but it had additional information. It had information about who this person was related to. So there's two questions. Once for Jody is, did you did you get that day? It's an Excel database. I did. I
[50:26] Speaker I (unidentified): looking at it, I didn't do much with it from the start because there'd be a lot of verification things we would need to do, yeah, before we did anything, just because, yeah, it didn't come from
[50:36] Speaker H (unidentified): our record. So adding it, there's some, yeah. Well, just picking one example, what if there was a person, I'm looking at my, of course, my own family because I'm aware of what their records are, but my grandfather's listed there, and his parents are listed in the same record. Is that, is that currently part of our database, or is there some place, is there room to add that kind of field if we want to go that route? I'm not absolutely, yeah, we can either add them as a
[51:16] Software vendor representative: custom field for you with next to king or any of their family members, but if you want the public to see it as well, what we can do is down here, what they'll do is they'll put every family member that's inside this grave also inside this cemetery. We can put the links down here in embedment links, and it'll just say, you know, like father, mother, whatever, and they click on it, and it will take them to that person's plot as well. Or if they are interred in the same plot and it's down here, it'll just bring up their story so we can have it to where the stories are the links, if that is answering that question.
[51:51] Speaker H (unidentified): Yeah, is that a custom job?
[51:55] Software vendor representative: It's not custom. We can do them for you. Just let us know what you want us to do, but also if I log in and show you how easy it is to do that so I think it's too complicated to log in you know once again if some of the
[52:13] Rob: Library's been holding on to this stuff and they have all these special things and somebody has to review it all before it goes in just have them put it in after it's reviewed yeah it would be a challenge yeah it's going to be a challenge either way but it's not in anywhere right now where it can easily be exported and re-imported it's going to be manual entry from somebody that's right I mean that's what I'm guessing yes yep so I would just wait and let I would get this piece up and going and Put those manual pieces in when everything else the dust is settled and it's like okay good now let's go ahead and start adding details to things and then you'll have more eyes on helping you out with stuff too so if you wanted to do
[52:51] Software vendor representative: Like at the father's link there to where it is you can just come in here add a hyperlink and then copy and paste it into the system what the link is and then that will always take them to that father's plot that way so if you if you want to do any of the genealogy stuff that's usually how they do it to where they'll put all the information in links for them so that when they
[53:11] Speaker H (unidentified): Click it 'll just take them to that one yes thank you that's where I was headed to help out genealogists people who are looking not necessarily their own family but just in
[53:21] Speaker D (unidentified): Rob, I'm at Island Falls Cemetery in your software, and I did a search on people with last name Smith, and I pulled up a grave for Carl Beverly Smith. And it says that he gives his birth date and his death date, his birthplace, his photo, his old plot number and an internment date and then it says create a lasting tribute for Carl create an online memorial and if I click on that I am taken to a create your life Chronicle for $49 one-time payment yeah okay can
[54:10] Software vendor representative: You explain what that's about. Yeah, so this cemetery, so this cemetery is doing it as for sale. So a lot of cemeteries will either list them for sale to where the public can purchase them and add pictures and write-ups for their loved ones, and it just helps generate revenue for the cemetery, or you could do it as for free and just when they send it over you just copy and paste it in. So this cemetery has gone live with that and the flowers. So if I go back, so this is there on the public page as well. So it does offer to give them, but yes, if they click on free at an online memorial and they create it, you'll be able to generate revenue that way and it'll just come through as a request that this person wants to add these images and this writer. They don't automatically get added, you have to approve it so that they don't put any, you know, slow words in there or anything like that. But that's what that is, it's it's the digital memorial, and some people sell them like most of our cemeteries. Actually sell them to generate revenue, but you can change this to whatever price you want and yeah, add that as a feature on each one. Got.
[55:24] Speaker D (unidentified): It and how do I prevent from as a, how does the Cemetery Association prevent someone from coming in and creating some false Memorial for mister well.
[55:46] Software vendor representative: Well they like, so you're saying that they've sent you a write-up and images and it's and it's.
[55:52] Speaker D (unidentified): Wrong something like that. What I mean who what's this, what's the security methodology to assure that whoever clicks on that and does create that memorial will be putting in information that is genuine.
[56:10] Software vendor representative: So the, that way that the public, that's why Find a Grave is so bad because people just put random stuff in there. Like the amount of cemeteries that I've transferred information from because the public are putting the wrong information in. It could be the wrong person in the wrong place. The only security for it is that you guys have to approve it before it goes live. So if-. [Speaker D (unidentified): You being Jody.] Yeah so whoever deals with in your admin system, so when it comes in as a request that this person here has clicked this and requested that you upload these pictures and this write-up for John Smith, you will go in there, you will see the write-up and see the images and you can either accept that is okay or you can reject it. But that's there's no way of seeing whether or not that the public is going to have the correct information, you just have to read through it, make sure there's no swearing or. Any of that stuff and then accept it that way, okay.
[57:13] Speaker I (unidentified): Thanks, I should have asked this probably two months ago when I didn't, obviously we have the headstone survey in the quote here, yeah, what about new headstones, how complicated is that to add?
[57:28] Software vendor representative: It's, it's not complicated at all, so when we do the mapping we don't just draw out the ones that are currently there, we draw out all of your future ones, so all of these ones here that are vacant that don't have headstones, what you would do is when you do the burial you'll still upload an image of the headstone, so say this one then becomes it, so this green one here can now once we fill it out you will have a picture of the new headstone on there, the only thing is it won't be on the drone imagery. Until you do a fresh drone flyover, but all of these ones here say you had another row of just vacant plots here, none of them will have headstones yet, and as you fill the information out you'd add the image to each new one, does that answer that question, yes.
[58:14] Speaker I (unidentified): Thank you, awesome.
[58:19] Speaker C (unidentified): Anybody.
[58:22] Chair/presiding officer: Else have anything, what now, what is it going down through the cost of this again, the you got two different papers here, one says the one year cost is 28,993 and the other one is 32,100, which is yeah, I think the new one was with the US.
[58:44] Software vendor representative: Using your existing GPS information and stuff, I'll check which one's correct now, but what we had in there for the, for the headstone survey, which I don't think we need to do on the one cemetery now, but on the other one we're doing it, and then I thought this was the most up-to-date one, but I'll check after this now and see which one is up today, I thought this one was.
[59:16] Rob: I have a question for Ben, yes sir, when you and I communicated about a month ago.
[59:25] Speaker D (unidentified): And you had given me that fairly complete list of security, confidentiality, liability issues that were unresolved. I think there were eight of them at that point. You were going to go back and try to resolve those. Have they all been resolved to your satisfaction?
[59:47] Rob: I have no idea what you're talking about. Let me go bring that up. I could straight face you on this one, but let me, let me take a peek and see what I sent to you all.
[59:56] Speaker D (unidentified): Right, it was a, it was a.
[59:58] Rob: Security matrix, well I've got it here, I can actually show you, we're doing a security review, was this a security review on something with the town for Chronicle, for Chronicle, okay, good, take. [Speaker C (unidentified): A peek, do.] You have the date I sent that to you, I apologize, yeah, it was honor about it.
[1:00:30] Speaker D (unidentified): Was August 26th 2026. 26 and then you sent me the it's about eight or ten pages of security oh
[1:00:44] Rob: oh yes so you i just sent you a quick gpt down just looking at where things were based upon the questions that you sent through yeah and so you 've got data ownership data residency you know there's a there's a number one the one that was most important to me was
[1:01:04] Speaker D (unidentified): The cyber insurance and it's it's number eight and it's listed as still unanswered okay well
[1:01:10] Rob: Let's ask him do you have some why don't you go ahead and ask Rob this would be going straight to the head on this thing so well it was your review right who wrote who wrote still unanswered this contract does not solve this issue I don't see yeah I know chat GPT did that I said in the beginning I said look I give you a general overview of the questions that you had against Chronicle Software here's a few pieces here there's nothing to go pick apart what they're doing but still an answer just Means there was nothing researchable out there for cyber insurance so what do you so if you're what is your concern with cyber insurance if they have cyber liability insurance in case they get breached or they lose the data exactly okay Rob how does that work with you guys I'll
[1:02:06] Software vendor representative: Look at what the insurance policy is on it but it's backed up here in Texas it's backed up on Google Cloud and then once we are finished with the implementation you guys also have the ability to just do a backup yourself if you want to so it's bulletproof but I'll find out I've not been asked the insurance question before so I'll find that information out for you guys today sure yeah knowing that
[1:02:30] Rob: We can get a backup of it in an export that helps out a lot too just to keep it our secret crypt with you guys yep does that help Dave not really okay I mean sorry about that whoever did the review I guess it was chat GPT yep I said right in the beginning there I said the here's the here is the GPT results was the header of this whole thing so where that came from I didn't do a deep dive pick apart review on what it was but at the top line what are any security questions or principles that may Need some further investigation so a majority of it was very strong in other words so most of it was compliant with what was happening from initial resolve okay maybe you and
[1:03:22] Speaker D (unidentified): I can just chat after this meeting I don't want to hold up people's time well
[1:03:27] Rob: No, so this meeting we're trying to get through, right? So you guys are going to make a decision after the meeting. So if we need to do some more research for you or figure out what this is, let's get it done now so you can proceed with what you're doing. I don't want to hold you guys up.
[1:03:43] Chair/presiding officer: Well, I think Rob was going to get back to us with the pricing, so we're not going to be able to do it today. Okay, but we'll, we'll schedule another meeting in the very near future, you know, once we get that information. So we get that information on cyber insurance, confirm the pricing, how that structure works, see the, and then there's a, was it a 2950 annual licensing fee on that? Those are things we just need to verify and get that updated.
[1:04:18] Software vendor representative: Yeah, it looks like this is the updated document, but I'll, I'll do another search after this and just make sure. But yeah, I've got the 32 100 and then the 2950 is the, is the one that I'm showing right now as the, as the live one so.
[1:04:37] Chair/presiding officer: It's 32 100, yes sir, there's.
[1:04:50] Speaker D (unidentified): A statement in here that whoever it was, whether it was AI or Ben doing the review, but I would agree with it entirely. For a municipal software as a service provider holding PII, that's of personally identifiable information and irreplaceable historical records, I'd want to see at least the 2 million in relevant cyber E&O coverage if available. I was in this business for a decade, and I agree with that statement. And if there is still no cyber insurance policy from Chronicle, I would be very concerned.
[1:05:30] Rob: About that. Do you want, would the town be the one paying for that insurance for Chronicle to hold for you, or is Chronicle is going to have to mark up their fee to do that if it's insurance that Chronicle.
[1:05:41] Speaker C (unidentified): Pays for, that's the ask. We might, we may already have it, I'll check. Okay, yep, thank you. Anybody.
[1:05:55] Chair/presiding officer: Else have any questions? I think that's a very thorough presentation and looks like a lot of great information can be contained and distributed, disseminated to the public through this. So how soon can you get that information to us?
[1:06:16] Software vendor representative: I'm hoping immediately. So I'm gonna, I'm gonna look it up first because I think I might have inside one of the documents, and if I can't find it, I'll ask the team now and get that straight back over to you, and I'll send you the link with the, make sure that is the correct proposal that I've got, and then you guys will be good to go. Okay, can.
[1:06:48] Speaker J (unidentified): We schedule another meeting? I'm out of the state next week. Okay, we're gonna have to be after that. Okay, Janice.
[1:06:59] Speaker B (unidentified): As far as the room, you have to tell me a day, okay, I think. [Chair/presiding officer: The six.] Or seven, seventh.
[1:07:28] Speaker J (unidentified): One season, yeah, that would have to be daytime, not four o'clock, yeah, the.
[1:07:36] Chair/presiding officer: Seventh, one o'clock, work for everybody? No, well, I won't be here, you all, what can you do, anytime that anything.
[1:07:45] Rob: October 7th and October 8th is the main Municipal Association conference. Okay. Okay.
[1:07:58] Chair/presiding officer: 13th. Yeah, you go 13th. Tuesday the 13th.
[1:08:04] Speaker J (unidentified): Yeah. If it's in the afternoon. Yeah, it would be. 1 o'clock should be fine. 1 o'clock? Okay.
[1:08:11] Speaker A (unidentified): Yeah, perfect. Tuesday the 13th, you said?
[1:08:14] Speaker I (unidentified): Yeah. Tuesday the 13th at 1. Yeah. I'm.
[1:08:30] Chair/presiding officer: Eating that, we'll get the information before then and go from there.
[1:08:37] Speaker C (unidentified): Perfect.
[1:08:38] Software vendor representative: Thanks guys, thanks everyone's time, and I'll get stuck in now and have everything ready.
[1:08:43] Chair/presiding officer: Thanks Rob, thanks Rob, yeah, anything else anyone? Oh, that's good, motion to adjourn, so move, so move, thank you very much, thanks guys, have a great day, yep, thank you very much Ben, I appreciate it.
[1:08:56] Rob: No worries, I'm just looking through the info, trying to get my brain wrapped around what David's question was, but I see it now, so it's okay, hit me up if you have any other questions after the cyber insurance piece, I can go over the other pieces in there, and another question.
[1:09:07] Chair/presiding officer: I had for you specifically, sure, okay, the other day, yeah, what would the cost be to just keep it.
[1:09:16] Rob: In-house ourselves, yeah, it's going to be, it's, you're going to have quite the exposure, you're going to put it on a box in the back corner of the room, not have any web access or web interaction with it, okay, so you might as well put it back into our rolodex at that point, the game will be safer than having it on a computer that might die, thank you, no worries, you take care and have a great day.