To prepare the PDF Agenda Package, select Prepare under the Documents section of the eSCRIBE Menu bar.

The Prepare screen allows you to prepare, view and approve agendas, resolution sheets, and minutes documents, all from a centralized location.

To prepare agenda related documents, select the Agenda radio button.

First, select Agenda to Prepare Agenda Packages or Minutes to Prepare Minutes Packages.

Select the document(s) you wish to create, and click Prepare.

Additional details such as headers, and special comments can be added by expanding the Details section, and completing desired fields before clicking Prepare.

For each type of agenda, you can prepare the full package (includes attachments), or just the cover sheet (Table of Contents).

1. Agenda Package

   The full agenda package (including all attached supporting documents), which will be approved and published before the meeting.

2. Addendum Package

   This package contains only Additional Items, which are items added after the agenda package has been approved.

3. Merged Agenda Package

   This package contains all items on the agenda for the meeting. Additional Items will be printed in italics, or marked with an asterisk (depending on the meeting configurations).

4. Post Agenda Package

   This agenda package can be prepared after a meeting has been conducted, and will include any items that were Added or Deleted during the meeting.

5. Resolution Package

   This package contains each resolution printed on a separate page. If resolution details such as mover, seconder, and result have been selected, they will be displayed. Otherwise, blanks will be displayed for movers/seconders, and all result options will be displayed.

6. Cover Pages

   This package contains cover-pages, showing each agenda item and its attachments.

Note: Until the agenda package has been approved, you will only be able to print the agenda package, cover pages, or resolutions package. Once the agenda has been approved, you will only be able to prepare the Addendum Package or Merged Agenda Package.

Selecting to Prepare Minutes will offer two different options: A Pre or Post Minutes Package. 

The actual Prepare process may take a few minutes to complete, depending on the size of the agenda and the types of attachments being used. While the agenda is being prepared, you will be presented with a Processing screen. Once this screen closes, and you are returned to the meeting site, the selected documents will be available to view and approve.

Once the agenda package has been created, you will see information about when the document was created. To view the agenda package, click View.

Note: Should any attachment result in an issue when creating the agenda package, an alert will be provided identifying the attached document causing the problem – allowing users to easily identify and troubleshoot any issues.

Related Articles:

1. Pre Meeting Activities
2. Post Meeting Activities
3. Preparing Agendas – PDF Agenda Package
4. Preparing Agendas – Details Section Field Explanation
5. Preparing Agendas – Agenda Approval
6. Preparing Pre Meeting Minutes Package
7. Preparing Minutes – Minutes Approval
8. Preparing Minutes - Details Section Field Definitions
9. Publishing the eSCRIBE Meeting Site
10. Publishing the eSCRIBE Meeting Site to the Portal for Participants
11. Publishing Post Minutes Package to Participants
12. Publishing the eSCRIBE Meeting Site to the Portal for Visitors
13. Internet Publishing - Meeting Date
14. Internet Publishing – Agendas and Minutes
15. Internet Publishing – Video
16. Internet Publishing – Additional Files