IEEE 802 LMSC Working Group Policies and Procedures, v19 7/29/2016 -- IEEE-SA Standards Board Approved December 2013
3.4.3 Secretary
The responsibilities of the Secretary include:
a) Scheduling meetings in coordination with the Chair and distributing meeting notices.
b) Distributing meeting agenda (as per 6.0). Notification of the potential for action shall be
included on any distributed agendas for meetings.
c) Recording minutes of each meeting according to Clause 6.5 and IEEE guidelines (see
http://standards.ieee.org/develop/policies/stdslaw.pdf), and publishing them within 60
calendar days of the end of the meeting.
d) Creating and maintaining the Working Group membership roster and submitting it to the
IEEE Standards Association annually.
e) Being responsible for the management and distribution of Working Group
documentation.
f) Maintaining lists of unresolved issues, action items, and assignments.
g) Recording attendance of all attendees.
h) Maintaining a current list of the names of the voting members and distributing it to the
members upon request.
i) Forwarding all changes to the roster of voting members to the Chair.
j) Being familiar with training materials available through IEEE Standards Development
Online. ----------------------------------------------------------------------------------------------------------------------
Standards and Records
Minutes constitute the official record of IEEE standards-development meetings
and provide documentation of what transpired. These documents can be used
for many purposes other than their generally intended purpose of providing a
historical record of actions taken. One important purpose is to help protect the
organization and the participants in the meeting in the event issues develop in
the future with respect to actions taken at any such meeting.
It is the responsibility of IEEE standards developers to assure that minutes are
taken accurately and succinctly. For additional requirements, see the subclause
on Minutes in the IEEE-SA Baseline Policies and Procedures for Standards
Development.
Further, it is good practice to include
the following in minutes:
• References to policies and procedures used in decision making
• Reminders of policies and procedures or compliance with policies and
procedures
• Due diligence performed in connection with consideration of relevant issues,
including consultation with advisors
• Steps taken to obtain information or guidance during consideration of
relevant issues prior to a decision
Privileged or executive session discussions, other than what is agreed to be
reported out, is not included in minutes.
The minutes should be reviewed with the Chair prior to distribution or posting.
Until approved, the minutes must be denoted as a draft. Once approved, only
the final approved minutes is to be retained.
There is no such thing as an “off the record” conversation. If comments are not
appropriate for recording, they should not be made at IEEE standards meetings.
Comment or discussion concerning competitive terms and conditions of
companies or products is highly inappropriate.
When an IEEE standards-development meeting is adjourned, it should be over
in all respects. Carryover discussions incidental to the meeting session present
too great a temptation for “confidential” discussions of prohibited subjects.
Remember, following these principles protects IEEE and you. These principles
are not all encompassing, but they do offer guidance to the rules you must
follow. When in doubt, consult with the IEEE-SA staff and, if necessary and with
staff guidance, the IEEE Legal and Compliance Department.
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