Meeting Planning Tracking

Meeting Planning & Tracking

Council/ Committee: ______Meeting Date: ______

Location: ______Time: ______

Location Phone Number: ______

Location Contact: ______

Six Weeks Ahead DATE: ______

☐ Location Confirmed: ______

☐ Video or Tele-Conference: ______

☐ Request Draft Agenda/Meeting Materials from Chair: ______

☐ Send Email Calendar Invite to Members: ______

☐ Agenda Received from Chair: ______

☐ Determine What Accommodations Are Needed (CART, Interpreter, etc.): ______

☐If Applicable, Update Interpreter Tracking Tool: ______

☐CART Confirmed: ______

☐ Determine and Request Correct Equipment Needed from CART Provider: ______

☐ Interpreters Confirmed: ______

☐ Schedule Support Staff for LV if Needed (Dawn Lyons/Tamika Scott): ______

Four Weeks Ahead DATE: ______

☐ Agenda Sent to Council Staff: ______

Revised by WT 8/14/2017 Meeting Planning Tracking

☐ Agenda Approved by Council Staff: ______

☐Agenda Sent to Chair: ______

☐ Agenda Approved by Chair: ______

☐ Agenda Sent to DAG (Min. 5 business days before meeting): ______

☐ Agenda Approved by DAG/Name: ______

Three Weeks Ahead DATE: ______

☐ Review/ Finalize Minutes from Last Meeting: ______

☐ Solicit Travel Requirements (Airfare, Hotel, Motor Pool, etc.): ______

☐ Drop-Dead Date of Travel: ______

☐ Prior Minutes Sent to Council Staff: ______

☐ Prior Minutes Approved by Council Staff: ______

☐ Prior Minutes Sent to Chair: ______

☐Prior Minutes Approved by Chair: ______

☐ Prior Minutes Sent to Members: ______

☐ Prior Minutes Printed and Added to Packets: ______

☐ Meeting Materials Received from Chair/Speakers: ______

☐ Fax Certificate of Posting (Min. 5 business days before meeting): ______

☐ Post Agenda on Ektron (Min. 5 business days before meeting): ______(It can take two hours before it shows on Ektron)

☐ Post on Gov. Public Notice Website (Min. 5 business days before meeting): ______

☐ Confirm Correct Agenda Has Been Posted: ______

☐ Notify Council Staff of Posted Agenda: ______

☐Post Meeting Materials on Ektron: ______

☐ Send Agenda in Body of an Email in HTML Format, Attach Prior Minutes to Members, Guest Speakers & Affiliates (Always use BCC mailing list): ______

☐ Print Agenda and Hang on Office Bulletin Board: ______

☐ Send Agenda to CART/ Interpreters if Applicable: ______

☐ Send Agenda and Prior Minutes to Interested Parties & Governing Body (Always use BCC mailing list): ______

☐ Solicit Handouts from Guest Speakers, Commissioners and Staff: ______

☐ Reconfirm CART/ Interpreters: ______

One Week Ahead DATE: ______

☐ Send Handouts to Members, Affiliates and Interested Parties: ______

☐ Mail Agenda, Prior Minutes & Handouts via USPS to Members as Needed: ______

☐ Anyone Need to be Picked Up? ______

Details: ______

☐ Meeting Material(s) Packets Created and Put into Materials Box: ______

☐ Check for Travel Claims/Paperwork: ______

Details: ______

☐ Change Date on All Sign-in Sheets, Print and Put into Meeting Folder: ______

☐ Check Recorder Battery and Storage Availability: ______

☐ Put Recorder/Charger/Batteries into Meeting Box: ______

☐ Put Meeting Folder into Meeting Box: ______

At Meeting DATE: ______

☐ Arrive 15 Minutes Early and Distribute Materials: ______

☐ Confirm/Assist CART with Setup: ______

☐ Set Up Recorder and Conference Phone Call: ______

☐ Once Everyone is Settled, Start Recorder: ______

☐ Take Notes During Meeting: ______

☐ After Adjournment, Turn Off Recorder & Put into Meeting Box: ______

☐ After Adjournment, Hang Up Conference Phone Call: ______

After Meeting Revised by WT 8/14/2017 Meeting Planning Tracking

☐ Put Recorder & Extra Materials into Meeting Box: ______

☐ Transfer Recording to Computer: ______

☐Update Approved Draft Minutes into FINAL Form and Save to the “S” Drive:______

☐ Update Approved Draft Minutes into FINAL Form and Upload to Ektron: ______

☐ If Applicable, Upload New Meeting Materials to Ektron: ______

☐ Create DRAFT Meeting Minutes for This Meeting: ______

☐ Create Permanent Meeting Folder with Agenda, Minutes, and Meeting Materials: ______

☐ Recycle Leftover Meeting Materials: ______

NOTES: ______

Revised by WT 8/14/2017