"Administrative Meeting"
October 29, 2002 -1:00PM EST

Participants:

• Panel Members
• Phil Bryant
• Anthony DiMartino
• C. Morgan Edwards
• Curtis Feese
• Robin Gausebeck
• Thomas Seuntjens (Temporary Chair)
• Eileen Shuman
• George Sullivan
• Virginia Symonds
• R. Jeana Warren
• Sallie Chavez (Designated Federal Official)

Staff Members:

• Inez E. De Jesus (Recorder)
• Nancy L. Ferree

*Since Area 4 was holding their first meeting during this same time period, Panel Member Glenn Hall excused himself from participating on this call. (Panel members Hall and Gausebeck will be exchanging information with each other.)

Welcome and Announcement
Temporary Chairperson Seuntjens began meeting timely by welcoming everyone. Note taker De Jesus took the roll call, which was followed by the Chairperson's review of agenda items and emphasis was made that this is an "administrative meeting" and future meetings will be "open meetings" as directed by the Federal Advisory Committee Act (FACA).

Emphasis was made on the importance of beginning and ending meetings timely.
Reminder was made to all participants to identify themselves before speaking.

Minutes from October 7, 2002 were reviewed, and accepted by consensus.

Since Mr. Seuntjens is the Chair on the TAP Joint Committee, elections for New Chair and Vice-Chair for this committee were conducted. A few minutes were taken for review of biographies and candidates Phil Bryant and C. Morgan Edwards each gave a 2-minute presentation. Temporary Chair suggested that candidates leave the teleconference for a few minutes while the voting process was exercised. Upon their return Recorder announced the results, which was:

Chair, Phil Bryant

A discussion took place about the vice-chair. Several panel members were nominated but declined. Mr. Edwards was asked if he would accept vice-chair. He said he would accept. The panel elected C. Morgan Edwards as vice-chair (by consensus).

At this point, meeting was turned over to Chair Phil Bryant.

Schedule Meetings for next 12 months
The following was reached by consensus: to meet by teleconference once a month (Noontime-Eastern common time) 4th Wednesday of every month (with some exceptions) and to schedule 2 face to face meetings depending on the budget.

**Travel dates February 20th and 22, 2003 and June 26th and 28th, 2003
Tentative plan is to hold face-to-face "public meetings" all day Friday and ½ day on Saturday.

Review of time zones:
Eastern        Noon
Central        11:00am
Mountain     10:00am
Pacific          09:00am

Designated Federal Official Chavez will be conducting cost comparisons of various venues to hold the future face-to-face meetings, and will share results with the committee.

Review TAP Issue Committee Charter & Operating Procedures
These were amended and adopted in place; for the record, change was made Page 5, under "Decision Making"- regarding quorum. "A quorum for decision-making purposes will consist of at least 2/3 of the total Committee members, including the Designated Federal Official." (See Attached)

Self-assessment Procedure
Tom Seuntjens made reference to the "TAP Guidance" document dated September 12, 2002, Section 5, page 8, specifically "k" which addresses "each issue committee will conduct an annual self-assessment of its committee climate and performance". He suggested that all panel members read the responsibilities of panel and guidelines.

Mr. Seuntjens will be sending format to all Chairs, since he is expecting that every Chair will provide a monthly report to the Joint Committee. The Joint Committee meets 3rd Tuesday of every month.

Future Agenda Items
Survey on Notices- will be addressed in the near future Venue for future face-to-face meetings (Action Item for S. Chavez)

**** The dial in number and participant's pass code will remain the same for all future conference calls.

Attachments

• TAP Issue Committee Charter & Operating Procedures
• Behavior During Meetings
• Behavior Between Meetings