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