Planning and Managing Meetings Sample Clauses

Planning and Managing Meetings. A. Draft proposed fiscal year meeting dates for Commission review and confirmation; B. Contact Commission chairperson and other commissioners to plan agendas and logistics for meetings; C. Make arrangements for virtual and in-person meetings, ensuring that meeting locations are compliant with ADA and public health requirements: i. Arrangements and logistics include internet access, audio-visual equipment, screens, catering, and other items required for meetings; D. Prepare written agendas and meeting packets to include, among other items: i. Administrator’s report, ii. Industry news; E. Mail or deliver agenda and meeting packet in advance to ensure that commissioners and ex officio members receive materials no less than seven days in advance of each meeting; F. Prepare, distribute, and post meeting notices that include date, time, place, and principal agenda subjects pursuant to ORS 192.640; G. Prior to each meeting, in order to verify a quorum will be present, contact each commissioner and obtain confirmation they will attend; H. Coordinate and attend virtual and in-person meetings of full Commission; I. Act as recording secretary for Commission meetings, distributing the draft minutes within a reasonable time after the meeting; J. For Commission committee meetings, contact the chairpersons of Commission committees to prepare agendas and materials, distribute meeting notices as required by ORS Chapter 192, and make arrangements for both virtual and in-person meetings; i. Attend committee meetings at Commission or committee chairperson’s request; K. Meet with Commissioners and others to plan annual Growers’ Meeting; manage all meeting arrangements whether in-person, virtual or hybrid; schedule venue, speakers, catering, all communications, registration, and other logistics determined by the Commission to be necessary.