Support DOE during SSAB meetings Sample Clauses

Support DOE during SSAB meetings. The Contractor shall provide support to DOE and the SSAB for all of the various meetings. The types of meetings and their frequencies vary. The most frequently held meetings are the subcommittee meetings, held each month. Specific subcommittee meetings may be held for multiple individual subcommittees determined by the SSAB’s workplan (see Deliverable 5.2). Subcommittees may be discontinued or additional subcommittees added. In addition to subcommittee meetings, the SSAB meeting is held every other month, and occasionally it is necessary to call an ad hoc SSAB meeting. At least once a year there will be an external planning meeting, which may last at least a day and a half. The Contractor will support members from each local Board to attend and participate in semi-annual meetings of the EM SSAB Chairs to discuss complex-wide EM issues. Activities for those meetings shall involve at a minimum the following:  Meeting site logistics: Maintaining an appropriate meeting location/space, identify and provide for meeting equipment, maintaining iPad devices and support as necessary, materials (audio/video system support may be necessary), meeting space setup and breakdown. Utilize electronic methods, to support the President’s paperless initiative and to increase productivity of the SSAB members. Where approved by site management implement the use of iPads to eliminate multiple copies of meeting materials. Provide a network to support the iPad devices and interconnectivity between SSAB members, and SSAB parties when approved and applicable.  Provide facilitator support service for monthly board meetings.  Provide technical advisory support services, if requested by SSAB.  Meeting administrative support: Preparing Federal Register notices and meeting notebooks, including electronic notebooks where appropriate; annotating minutes and action items; preparing agenda and setting up conference calls; coordinating miscellaneous administrative tasks such as technical presentations prepared by other federal and contractor/sub-contractor staff.  Support SSAB members in the development of presentations and recommendations.  Record and maintain meeting actions, which includes maintaining meeting records (including meeting minutes), and other meeting items such as: video tapes, notebook archives, handouts, recommendations, and committee work plans.  Provide administrative/logistical support for all standing and ad hoc meetings.  Comply with FACA, SSAB charter, by-laws a...