meetings and conference call logistics wecc leadership annual training session may 6, 2009
TRANSCRIPT
Meetings and Conference Call Logistics
WECC Leadership Annual Training Session
May 6, 2009
2
Administration Support Staff
● WECC Office Manager Jenna Snyder ([email protected])
● WECC Meeting Coordinator Christina Johnson ([email protected])
● Each Standing Committee and corresponding subgroup has a WECC administrative support person Kirha Quick ([email protected]) for PCC and subgroups Dena Richins ([email protected]) for OC and subgroups
and Standards Cathy Bakk ([email protected]) for MIC and subgroups
3
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.
4
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.
5
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.
6
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
7
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.
8
9
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).
10
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.
11
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?
12