Duties of Chair and Executive Secretary Regarding ITAC Meetings

Chair duties – Regarding ITAC Meetings

• Contacts the District Chief via telephone to discuss the ITAC meeting and to verify the date or adjust to comply with District and ITAC schedules.Sends e-mail to District Chief containing information about hosting an ITAC meeting. Discusses with District Chief the District overview presentation and who from their staff may want to present information related to IT issues in that District. District Chief identifies District contact for lodging information and IT/computer/LAN needs; ITAC Chair then relays this information to ITAC Executive Secretary.Writes draft agenda gathered from previous ITAC meeting; forwards to ITAC Executive Secretary 3 weeks before the meeting.
• Chair is the “muscle” in making sure the agenda is completed.

Executive Secretary duties (Vacant)

Schedule ITAC meeting (including Cyber meetings) using Lotus Notes “Invite” function. Kathy Long, OWI Secretary, will be the backup for reserving the meeting room here in Reston (usually Room 5B126) for the ITAC teleconferences, as well as sending the Lotus Notes invitations to ITAC, requesting that each member reply.

When ITAC members reply to the ITAC meeting invitation through Lotus Notes, Lotus sends the response to the person who originally set up the meeting in Lotus. The ITAC Executive Secretary is the Lotus calendar owner for that ITAC meeting.

• Builds boilerplate info for the ITAC meeting internal Web page.
  • This includes agenda boilerplate (first and last day agenda items that are common to all ITAC meetings—morning session; town hall meeting; District presentations, etc.), ITAC members attending/not attending, and their tentative travel schedules to coordinate rental cars, etc.
  Incorporates draft agenda from Chair into boilerplate for posting onto ITAC meeting Web page, after getting final approval from Chair and Chief, OWI.Prepares lodging information for the ITAC Web page, as well as information on local restaurants.Builds appropriate District URLs into ITAC Web page.
• Includes directions from airport to office and from airport to lodging onto ITAC Web page.
  [Note: Kim Martz is the Webmaster for the ITAC Web pages; David McCulloch is her backup.]

About 2 weeks before the meeting, the ITAC Executive Secretary:

• Sends e-mail to all persons who have an outstanding Action Item and asks them to each please update the status and e-mail this information to her.Relays this updated information to the Webmaster, who posts this it to the ITAC Web page where the action item was initiated. (The ITAC Webmaster also updates the OUTSTANDING Action Item list on the main ITAC Web page.)
• Asks each ITAC member who is sponsoring an ITAC agenda item for ITAC agenda item write-up/synopsis in the following format:
  
  Subject/Topic:
  Expected Outcome:
  Purpose of the topic; related information, such as e-mail, reports, etc.:

If presenter is not an ITAC member, then ITAC member sponsoring agenda item shall prepare the write-up/synopsis and submit to ITAC for their review/approval.

• After approval from Chair and Chief, OWI, relays the revised item to the ITAC Webmaster for incorporating into the ITAC draft agenda from ITAC Chair onto the ITAC Web page.Sets up audio bridge for entire meeting period, after receiving information from District contact provided by Chair; ensures information is posted onto ITAC meeting Web page, and maintains audio bridge codes before and during meeting.Makes sure appropriate RCS-er contacts SA to ensure the required hardware is available and the room is ready, i.e. phones, hub for connect every ITAC member, table configuration, PC projection and screen, etc.
• Asks District Secretary for assistance on lunch logistics near or within the District office, if needed during meeting.

One week before each ITAC meeting:

• Contact Katherine Lins and ITAC Chair to review final ITAC agenda.
• Update final agenda to be posted; give to Webmaster to post onto ITAC Web page.

Takes minutes during meeting.Prepares draft summary minutes.Asks ITAC members to review ITAC summary minutes within 2 weeks after the meeting; gives ITAC members 2 weeks to review the minutes.

Compiles and finalizes summary minutes and posts them to the ITAC Web page within 5 weeks of the ITAC meeting.