The 'Meeting Pack' is a key part of the GVO. The meeting pack brings together the date/time and other details of the meeting along with all the agenda items for the meeting - so they are all in one place.
Initially the meeting may be added to the Calendar as a 'diary placeholder' well in advance (some schools/colleges have an annual cycle in place) - in this case it may just have a title, date, time, which board/committee it is for and where it is stored.. The meeting will also be stored in an appropriate 'Folder' - it can be accessed from the folder or the calendar.
As the meeting approaches the associated agenda, minutes, reports and any other agenda items are added to the GVO each with their own comments, approvals or completions (tasks) and links to them are added to the Meeting Pack - these can be numbered so they appear in the correct order to align with the agenda (two digit numbering is recommended).
Files can be added to the GVO (in selected folders) from the meeting pack and links automatically created.
Below is an example meeting pack showing the various components and options. Here is a guide to a well presented pack.
Each item can be 'previewed' using the 'Preview' button.
To 'Download' a singe document use the Download button (only available for Files and Document with approval). For all other document types (Policies, Pages, Discussions, Tasks, Meetings) you will need to open that item by clicking the item name then use the Download features available for each type.
Use the Add Comment/Approval button to open the document where you can see the comments/approvals and add your own comments/responses and, if the document has approvals, you can note your approval. You can see the number of comments/approvals for each agenda item in the meeting pack view.
See here for more details information about creating and editing the meeting pack
When the meeting pack is complete each user can also use the 'Download Meeting Pack' facility to create a single 'smart' PDF file that has everything in it (comments, approvals, content) that can be used 'offline'.
Your Attendance/Apologies for the meeting can be added in advance using the Attendance button and you can also see the latest attendee list (Attendance/See Attendance). The actual attendance is recorded/locked after the meeting has taken place and is used for annual reporting.