meetings and conference call logistics wecc leadership annual training session may 6, 2009

Meetings and Conference Call Logistics

WECC Leadership Annual Training Session

May 6, 2009

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Administration Support Staff

● WECC Office Manager Jenna Snyder (jsnyder@wecc.biz)

● WECC Meeting Coordinator Christina Johnson (cjohnson@wecc.biz)

● Each Standing Committee and corresponding subgroup has a WECC administrative support person Kirha Quick (kquick@wecc.biz) for PCC and subgroups Dena Richins (drichins@wecc.biz) for OC and subgroups

and Standards Cathy Bakk (cbakk@wecc.biz) for MIC and subgroups

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Meetings

● Hotel Meetings WECC will negotiates through ConferenceDirect for the

best hotel rates.

● Hosted Meetings WECC will work with host company to arrange food and

any other assistance necessary.

● Conference Calls WECC has a negotiated rate with ReadyConference for

those groups that wish to use this option. Committee and subcommittee chairs will be provided a ReadyConference number on request: contact Jenna Snyder.

Meetings

● Web Conferences WECC has contracted with Adobe Acrobat Connect to

provide a Web conference tool for those groups who wish to utilize this option .

● Meeting Request Form The form will be posted on the new Web site. The request form gives all meeting specifics. Location – a primary and secondary location should be

included on the Meeting Request Form. A/V Packages. WECC has purchased four projectors for

meeting use. These will be delivered by WECC staff.

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Meetings

● Announcement and Registration Form Announcement and registration forms are sent out 21 days

prior to the meeting. Our goal is to send this information out 30 days in

advance. After the information is sent out, it will be posted to the

meeting Webpage.

● Calendar Process starts in June for the next calendar year.

Dates for the Board of Directors meetings will be approved first.

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Meetings

● Calendar (cont.) Standing Committee chairs work with Christina

Johnson to choose dates for their three meetings, to ensure adequate time is given for approval postings, etc.

WECC staff will draft a schedule of all subgroup meeting dates following the above decisions and send to each subgroup chair for approval.

● Email Lists Lists are maintained by the WECC administrative assistant

assigned to each group. The committee chair and WECC liaison assigned to the group are responsible to notify the administrative assistant of any changes.

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Meetings

● Pre-Registration Very important for meeting space, food, and meeting materials.

● Hotel Costs WECC is responsible for all meeting costs.

Meeting Space Catering Costs Attrition Fees

● Cutting Costs WECC is actively trying to control costs.

Hosted meeting Breakfast Bottled water

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Meetings

● Sign-In Sheets Meeting sign-in sheets will be provided for each

meeting. Attendees must sign in, as minimum participation

requirements for voting are tracked by these sheets.

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Meeting Materials

● Written Reports for Approval from Standing Committees and Board Subgroup reports are due to Standing Committee chairs and

appropriate WECC administrative staff seven days prior to Standing Committee Agenda posting date (28 days prior to meeting date).

Standing Committee reports are due to Christina Johnson seven days prior to Board Agenda posting date (28 days prior to meeting date).

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Meeting Materials, cont.

● Posting of Background Material Background material for all Board and Standing

Committee meetings will be posted 14 days before the meeting. All approval items need to be submitted to Christina Johnson

for posting no later than 30 days in advance of the meeting. Background material for subgroup meetings should

be posted no later than 10 days prior to the meeting.

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Minutes

● Board Meeting Highlights are to be posted five days after

each Board meeting.

● All meetings minutes for Board, Committees, and subgroups are to be posted by 20 days after each meeting. Notification will be sent to the appropriate group(s).

● Preparation of Minutes Each chair should appoint either a secretary to take

minutes or speak to the WECC liaison for that group to arrange minutes to be taken at each meeting.

Questions?

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