Joint Committee Minutes

November 6, 2004
Washington, DC Annual Meeting

Members Present

• Elizabeth Brodbine-Ghoniem, Area 1
• Larry Combs, Vice-Chair
• Tony DiMartino, Area 2
• Mike Guthman, Notices
• Gwen Handelman, Chair
• Ed Hanna, Area 3
• Tom Karwin, Area 7
• Leslie Malcomson, EITC
• Paul Nagel, SB\SE
• Teresa Smedley, Area 4
• Virginia Symonds, Area 6
• Bruce Twomley, MLI
• Sherry Whah, Ad Hoc
• Nan Wilson, Area 5

Staff Present

• Bernie Coston, DFO
• Nancy Ferree, Program Manager
• Sandy McQuin, Program Manager
• Judi Nicholas, Program Manager
• Sandra Ramirez, Program Manager
• Barbara Toy, Program Analyst

Guests Present

• MaryAnn Motza, Area 6 and Notices

Opening / Welcome
Gwen Handelman stated that the primary purposes of the meeting were to introduce members and staff and set future meeting dates and locations. Handelman requested that chairs and staff work together to send all new committee members both this year’s and last year’s annual committee self assessments/annual reports and also a copy of the teleconference protocols.
ACTION: Toy will send out each committee’s annual assessment report and a copy of the telephone protocol list to the new chairs.

Joint Committee Operations
Purpose of Joint Committee Meetings:

• Consider area recommendations
• Address administrative issues

Future Meeting Dates
Joint Committee agreed to the following by consensus:

• Meet monthly
• One week lead time prior to meeting for pre-read materials and reports
• Monthly committee report due 8th of month
• Meet Monthly the third Wednesday of the month1:00 p.m. ET for one and a half hours

Face-to-Face Meetings
May 12, 13, and 14—Thursday, May 12 is a travel day; meet full day Friday and half day on Saturday, travel home Saturday.

September 15, 16, and 17—Thursday, September 15 is a travel day; meet full day Friday and half day on Saturday, travel home Saturday.

Quorum
Joint committee agreed by consensus that vice chairs can act as proxy for the chairs so Quorum should be set high. Quorum set at 10 members.

Face-to-Face Meeting Possible Locations
Las Vegas in September
Chicago
St. Louis
ACTION: Robb will estimate cost of meetings at each location and possible conflicting events that could cause hotel room shortage.

Communication
Joint Committee reached consensus that email would be primary method of communication, with the exception of documents greater than 12 pages and attachments over 500 megabytes. A hard copy of documents with more than 12 pages or large attachments will be mailed to committee members. Members suggested using pdf format for letters and reports when keeping the style or format of the original is important. Copies of documents with more than 12 pages or large attachments are placed on TAPSpeak. Joint Committee members who prefer not to receive hard copies of these documents should inform Barbara toy and refer to TAPSpeak for an electronic version.
ACTION: Joint Committee members should inform Barbara Toy if they do not want hard copies.

The meeting was adjourned.

NOTE: The Agenda and pre-read materials for Joint Committee meetings are emailed to Joint Committee members and all staff. In case the email goes astray, copies of the materials are attached to the Calendar item on TAPSpeak. Additional meeting materials, such as the prior meeting’s draft minutes and the Monthly Committee Reports are in the Reading Room in the Joint Committee Folder.

Assignments
All Committee Members

• Inform Barbara Toy if they do not want hard copies of documents greater than 12 pages or email attachments greater than 500 mb.
• Distribute committee annual reports and teleconference protocols to new committee members.

Robb:

• Estimate cost of meetings at each location and possible conflicting events that could cause hotel room shortage

Toy:

• Send out each committee’s 2003 & 2004 annual assessment reports and a copy of the telephone protocols to the new chairs.