Emergency meetings may be scheduled by consensus of voting members during a conference call held for that purpose. Meeting materials, at a minimum the minutes and an agenda, should be distributed to voting and alternate members at least two weeks in advance of regularly scheduled meetings. Each party will independently select their representative for subsequent meetings before the end of the current meeting. The report is to Council members and may be shared with employees. The coordinators are responsible for ensuring minutes of meetings and conference calls are produced and distributed.
Coordinators are also responsible for ensuring the distribution of advance meeting materials.
The recorder, provided by Management, will produce the minutes of each meeting. Voting members at the next scheduled meeting of the Council will approve minutes. Minutes will contain, at a minimum, the full text of consensus decisions, action items, and responsibilities. Draft minutes will be distributed to all members within 10 working days following a meeting and members who attended the meeting have 10 working days to submit comments. The minutes of the meeting are public when approved.