Common use of Working Group Meetings Clause in Contracts

Working Group Meetings. Working Group meetings may be conducted as face-to-face meetings, telephone conference or video conference calls. Meeting quorum is defined as fifty percent (50%) or more of eligible voting participants. In the absence of a quorum, a meeting can be held as an informative meeting. A Working Group may agree to organize ad-hoc meetings, outside the regular Working Group schedule. Ad-hoc meetings shall not count towards voting eligibility and shall not require a quorum. Decisions shall not be made, even if a quorum is reached. Every Working Group meeting shall record detailed meeting minutes. Working Group meetings may be recorded to support the writing of minutes, if no one in the meeting is designated for taking minutes. Recording of a meeting requires unanimous consent from all meeting participants. Recordings are to be deleted after approval of the minutes. Meeting minutes shall be published in the Working Group’s domain of the Association’s document management system. Meeting minutes or an extract of them can be published to all Members or can be made available outside the Association, after approval from the Board. In that case, the Working Group shall develop publication guidelines. An agenda for every Working Group meeting shall be provided at least three (3) business days prior to the Working Group meeting. The meeting shall go over the following topics: ● legal reminder ● attendance ● approval of past meeting minutes ● review of open action items ● approval of agenda ● discussion of agenda topics ● next meeting