Board package

A board package (or meeting package) is a single document in PDF format that contains all the materials for members to prepare for the meeting. It is often used for board meetings but in MyCommittee, a meeting package can be created by any board or committee.

If you see a ‘Documents’ tab in the agenda wizard, you will have to enable Board or Meeting packages first in the settings area. Go to ‘Settings → Agendas → Agenda preferences’. You will find the setting under the Documents header. Once enabled, the agenda wizard will show a ‘Package’ tab instead.

When you click the Package tab in the agenda wizard, the package editor will show.

Step 1: compose the package

The first thing to do is to add all the documents you would like to be part of the package. To do this, click the ‘Add documents’ button to attach any documents (new or already uploaded documents) to the package. You can also drag optional (auto-generated) documents from the right column.

MyCommittee provides a number of documents that will be generated automatically on the fly when you generate the package in the next step. Optional documents are:

Title page (default title page for the package)
Table of contents (listing all documents in the package)
Member list (current list of members at the time of creating the package)
This meeting agenda (agenda at the time of creating the package)
End page (default end page for the package)

When all documents are added, you can still reorder the documents using drag and drop.

Step 2: Generate the package

Once all documents are in the list and in the correct order, select ‘Generate package’. MyCommittee will now start the process to convert all documents from their original format (Word, Excel, PowerPoint, etc.) to PDF, generate the optional documents and merge everything together in one single document (the package).

This process can take a few minutes but there is no need to wait on the documents page for the process to complete. You continue to work on other tasks during this time and come back later to view the package.

Frequently asked questions

What file formats are supported?

We support all the commonly used file formats like text files, spreadsheets, presentations, images, etc. generated on Windows, Apple or Linux based computers. All non-pdf documents are first converted to PDF format and subsequently merged into one document.

Can I still change the package once it is generated?

Yes, simply click on ‘Edit package’ and the package editor will open. You can make any changes and once done, click on ‘Generate package’. A new package will be generated and when ready, will overwrite the previous one.

When can members view and download the package?

The meeting package will only become available to members after the agenda is published. The meeting package will be attached to the agenda notification emails. Members can open the document from the email or can view an online version using the Meeting Package Viewer. The online version can be accessed via the main agenda page of the meeting.

If agenda approvals are enabled for your board or committee, the meeting package needs to be generated and approved as well before the agenda and package can be published.

After the agenda with a package is published, the individual documents uploaded to this package can also be accessed in their original format in the documents area.

How can I access old meeting packages?

When a meeting package is generated, it is automatically uploaded to your document space in a category called 'Meeting packages'. This category is automatically created when you generate your first meeting package. You can rename this category under the documents area.

Meeting packages will only show up here after the agenda/package is published.