Council-Meeting-Checklist

This is a page of a checklist of activities to do before any Council face2face Meeting. If a teleconference obviously some of these steps are not needed.


 * 1) Draft meeting budget [Chair]
 * 2) Schedule meeting at time most convenient for majority of council members in location most fiscally responsible [Chair]
 * 3) If possible/convenient/useful arrange for Council participation in local conference or a TEI Day organized by local organizer [Chair and/or Local Organizer]
 * 4) Book rooms for meetings including one room for ~12-15 people and 2-4 other nearby locations for breakouts of 3-4 people. [Local Organizer]
 * 5) Ensure availability of wifi in meeting rooms [Local Organizer]
 * 6) Ensure availability of sufficient power sockets in room, etc. [Local Organizer]
 * 7) Book tea/coffee and lunch (or book local restaurant) [Local Organizer]
 * 8) Poll Council for what nights hotel they will need [Local Organizer]
 * 9) Arrange for hotel booking en-masse if possible at that location [Local Organizer]
 * 10) Announce meeting to TEI-L and remind community to submit tickets / other issues  [Chair]
 * 11) Email SIGs asking if they have anything they would like to report at the meeting, collect and present those reports [Chair]
 * 12) Initial triage of existing tickets into Red / Amber / Green and grouping for discussion [Council Member]
 * 13) Create Agenda in Wiki with other topics for discussion  [Chair]
 * 14) Reminder Council to comment on _all_ tickets before meeting [Chair]
 * 15) Create Summary of previous actions and notify council members of reports they are to deliver [Chair]
 * 16) Arrange for minute takers to record sense of discussion (not necessarily individual speakers) and summary of decision and actions for each issue/ticket [Chair]
 * 17) Convert minutes to TEI and post on website; ask council for corrections [Council Member]
 * 18) Announce minutes to TEI-L [Chair]
 * 19) Create wiki page of actions to be done [Council Member]