From: "Barra, Lynn" <lbarra@itic.org>
To: "incits-chairs@lyris.itic.org" <incits-chairs@lyris.itic.org>
Date: Thu, 25 Sep 2008 14:27:48 -0600
Subject: [incits-chairs] Reminder to INCITS Technical Committee, Task Group
 and Study Group Chairs Regarding Required Elements for Meeting Minutes

 

in081275

INCITS
InterNational Committee for Information Technology Standards
INCITS Secretariat, Information Technology Industry Council (ITI)
1250 Eye St. NW, Suite 200, Washington, DC 20005
Telephone 202-737-8888; Fax 202-638-4922

 
Date:
September 25, 2008
Reply to:
Lynn Barra
Phone:
202.626.5739
Email:
lbarra@itic.org
 

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To:
INCITS Technical Committee, Task Group and Study Group Officers
Subject:
Reminder to INCITS Technical Committee, Task Group and Study Group Chairs Regarding Required Elements for Meeting Minutes (INCITS/RD-2, Section 4.3.5)
From:
Lynn Barra, INCITS Secretariat
 

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This notification is a reminder to INCITS Technical Committee, Task Group and Study Group Chairs regarding the required elements for meeting minutes.  Please ensure that this information is distributed to all persons preparing the minutes of your meetings.  If you have any questions regarding this procedure, please contact the INCITS Secretariat.

_____________________________________________________________________

INCITS/RD-2, Section 4.3.5, Minutes:

All IOEs, except ad hoc groups, are required to produce minutes of their meetings. IOE draft minutes shall be reviewed and accepted by the INCITS Secretariat prior to distribution to the committee and shall be distributed to members within four weeks after the adjournment of the meeting.

Results of Ad Hoc group meetings shall be reported in accordance with Section 3.1.5.

The required contents of minutes are as follows:

1. Date(s), location(s), Chair, Secretary, hour of opening and adjournment.
2. Reference to the INCITS Anti-Trust and IPR Guidelines
3. Summary of significant actions taken.
4. Membership information, to include:

a.        List of attendees, organization and representatives;
b.       documentation of membership changes since the last meeting, (new or terminated membership, establishment or loss of voting rights, prospective memberships;
c.        membership jeopardy information (failure to attend meetings, respond to letter ballots);
d.       total number of voting members.

1. Approved agenda (or approved changes to draft agenda).
2. Approval of previous meeting minutes.
3. Each motion seconded and not withdrawn, identifying maker of the motion, the fact of a second, and the voting results.
4. Future meeting schedule.
5. List of action items assigned to members.

IOEs are encouraged to use the minutes template, as provided by the Secretariat, to produce their meeting minutes.

Individual remarks or detailed transcripts need not to be recorded; however, any specific statement should be recorded when requested by the Chair, group, or a member. Records of discussions and actions taken pertaining to any topic for which attendance is restricted shall not be included in the minutes, except to record that a position was developed.

InterNational Committee for Information Technology Standards
INCITS Secretariat, Information Technology Industry Council (ITI)   
1250 Eye St. NW, Suite 200, Washington, DC 20005 

Notice
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