Meeting Planning Tracking

Meeting Planning TrackingMeeting 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): ______Revised by WT 8/14/2017 Meeting Planning Tracking☐ 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? ______Revised by WT 8/14/2017 Meeting Planning TrackingDetails: ______☐ 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

Meeting Planning Tracking

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