| Public Meetings > Minutes
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Recording of Records Process:
- Recording
Secretary send Meeting Minutes to Webmaster.
- Webmaster
will convert document to pdf and post as 'review copy'.
Concurrently a notice will be sent to Advisors/Cable
Company that Minutes are available for review. (Attached
to the notice will be the same information in Word
format.)
- Advisors
will print their copy of the minutes.
- Advisors
will adopt minutes as finalized at next official meeting.
- Webmaster
will remove description as draft from Website link
after Minutes are adopted.
Minutes
will be captured in the adopted format.
Advisor are encouraged to review minutes for follow-up
tasks and corrections prior to the next meeting. Finalized
Minutes are published
on the 7TownTV.org by Month/Year.
Adopted
Minutes Format:
Attendance: To be managed in revised Minutes Format. Advisor
in attendance will be checked off and
be assigned a Roll Call number '#'. Those
with official regrets will be also be listed as 'R'
regrets. If Advisors have not notified Exec Committee
about the reason for absense 'N' will
be recorded. When applicable, Proxy status will be noted.
3 consecutive 'N' attendance status means
the appointing authority must be notified that Advisor
has not been able to keep commitment.
The Format includes several sections: meeting details,
attendance, agenda, discussion, motions, & next steps.
Town Reports will be part of New Business. Reporting of
events and activities with clear deliniation of those
accountable a local level is encouraged. Activities can
be done by Advisors, PEG staff, Board, volunteers or Producers.
If the reponsible party wears many hats the role they
were in when doing service is important to identify. Reports
can include but are not limited to the following:
- Customer
Issues
- P.E.G.
Issues
- B.O.E./EDUCATION
Issues
Follow-up
Tasks: The new Format includes section specific
to tasks which clearly identifies responsible parties
and estimated completion dates.
Meeting
Notices: E-mail Reminders to be sent by Secretary
one week in advance of the meeting. Telephone or reminder
Post Card may also be used if concerns about attendance
warrant the expense or additional notice. Post cards
are required if there is a change in location.
The Annual Meeting Schedule will be developed and posted
to the website with downloadable versions.
2008 |2007 | 2006
|2005 | 2004|
2003 | Other
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At the January 2007 meeting procedures
implemented in 2003 were reviewed. New formats for Minutes
& correspondence log were reviewed. Recommended changes
were approved on a trial basis.
Goals remain the same
e-communication is assumed to be the primary format for communication
outside of monthly meetings.
In August 2003 changes were approved
for the format of our meeting minutes and our meeting notification
process. The process anticipated that members receive most
communication electronically.
Goals:
- Improved timely follow-up on key tasks
- administrative savings
- a more comprehensive and accessible public
records.
Note: Since the changes were approved
the position of Recording Secretary has not been consisitently
held.
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