HomeMy WebLinkAboutCHECKLIST for REFAC MeetingsPage 1 of 2
CHECKLIST FOR
RENEWABLE ENERGY FUND ADVISORY COMMITTEE (REFAC)
MEETINGS
Meeting Date/Time: Tuesday, November 12, 2013 9am-12pm
Meeting Location: AEA Boardroom
Task CONFIRMED/DATE
Secure Meeting Date with Sean Skaling
MAKE SURE IT’S NOT A STATE HOLIDAY
Secure Meeting Date with Chairman, Vince Beltrami (Sean may do)
Post to the State of Alaska’s Online Notice System 5 business days
prior to the meeting ONLY TERI OR SHERRIE CAN DO THIS.
Secure meeting room for use (block out 30 minutes prior to meeting to allow for set-up time
Send email “SAVE THE DATE” to all members, in Outllook Contacts
“REFAC” with meeting date/time/location
Schedule a teleconference line with GCI (1-800-770-2121) provide
them with a reference project (REFAC) and code (your phone extension number)
Schedule Accutype Depositions to record/transcribe the meeting Sunny: 276-0544 sunnymorrison@msn.com
Send them info list and agenda
If you are going to cater lunch, fax or call in the lunch order at least two days prior to the meeting AFTER Sara’s approval.
Get Agenda items from Sean and draft an Agenda for his review/ Approval - (send it by email) Copy and edit template from the last meeting
After Sean approves
Send Draft Agenda by email to Chairman for review and approval?
Set up electronic file & hard copy file for new meeting. H:AEEE Shared Files/Renewable Energy Fund/REFAC Meetings/2012 REFAC Meetings/etc.
Email packet to members including all attachments (teleconference information/agenda/draft of previous meeting minutes/motions/general
handouts) (SEND IN PDF FORMAT!) At LEAST 5 BUS DAYS IN ADVANCE OF THE MEETING.
Make up blue packets for: Sean, Sara, Gene, Sandra and you. Print 5 extra loose copies of the full packet of information and bring to the meeting for those who did not bring their copy
Tent Cards: Make if new staff added ALSO BRING TO THE MEETING: REFAC Folder to every meeting
Open up the Conference Call Line at designated time
Don’t forget to hang up the phone when meeting ends
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POST MEETING CHECKLIST:
Accutype will send you a draft of the minutes. Edit the minutes, check spelling of names,
etc. against your notes and other lists, listen to the recording if necessary. Then give the
draft to Sean for his final approval/edits.
After the minutes are approved at the next meeting, scan them and place them in both
the paper file & electronic file.
Now you can put the meeting folder away in the file cabinet.