Help for NENA-ADM-008 Agenda and Notes Form

The NENA-ADM-008 Draft Agenda and Notes form is used for NENA meetings to prepare the proposed agenda and to document the essential results of the meeting.

The person preparing the agenda completes the fields shown in salmon/tan/orange and the meeting's note taker completes the sections in light blue. The note taker should distribute the form as soon as possible after the meeting to serve as DRAFT notes/minutes.

The form is distributed with formatting restricted to a limited number of styles.

Preparing the Agenda

These steps assume that you have already set up the meeting in NWS (NENA Workspace) and that the notes for the previous meeting have been uploaded to the group's notes folder.

The header

Group Name

Click on "Group Name" to select the field. When you type in the name of the group, the text will change to the Header style.

Link to NWS Meeting Information

This text becomes the link to meeting information on NWS (NENA Workspace). To get the link, follow these steps:

1. Log on to NWS from your browser.
2. Click on Communities/My Communities/
3. Select your group (community) from the Community Navigator box.
4. Click the Events tab.
5. Click on the entry for this agenda's meeting.
6. Copy the URL (all of the characters in your browser's address bar).
7. Select the text Link to NWS Meeting Information in the header.
8. Click on Insert, then Link, and paste the URL into the Address box.

Meeting Date

Click on the drop-down arrow of the Meeting Date field to open the date selector.

Agenda

Since you're preparing the Agenda, click on the Agenda check box.

Notes

When the meeting starts, the note-taker will un-select the Agenda box and click on the Notes check box.

Attendance

The initial ADM-008 file has one line for Group Member attendees and one line for Authorized Observer attendees. The first step with a new Agenda is to add enough lines in each category to support the number of attendees. To add lines, use the automatic copy/paste function built into the table.

1. Click somewhere in the row you want to copy/paste (1).
2. Click the + sign (2).
3. The row is automatically copied and pasted directly below, expanding the table.
4. Do this as many times as necessary to expand the table to the correct number of attendees.
5. Enter the names of the members and check the appropriate boxes for their roles or excused status. Meeting organizers are encouraged to identify the Meeting Chair, Note-taker, Document Editor before every meeting. The voting status should be set based on the voting status for the member as configured in NENA Workspace.

If new members join later, they can be inserted at any row in the table by selecting a row to copy, then clicking on the + sign to copy and insert a new row. The contents of the row will be copied and would need to be replaced with the new member's information.

Use the same process to add rows to the Authorized Observer table.

Opening Questions & Statements

No preparation is required for the Opening Questions & Statements section.

Previous Notes Review and Approval

Enter link to previous notes on NENA Workspace

Previous Notes and Approval Table

This text becomes the link to the notes document for the previous meeting on NWS (NENA Workspace). To get the link, follow these steps:

1. To get the link (1) to the previous
2. Log on to NWS from your browser.
3. Click on Communities/My Communities/
4. Select your group (community) from the Community Navigator box.
5. Click the Workspace tab.
6. Select Documents.
7. In the Documents folder selector box, select the Notes folder.
8. In the Notes folder, click on the name of the notes file for the last meeting.
9. Copy the URL (all of the characters in your browser's address bar).
10. Place the cursor in the field below the text Link to previous notes on NENA Workspace (1).
11. Paste the URL into the Address box.

Agenda Review and Approval

No preparation is required for the Agenda Review and Approval section.

Using the Agenda and Converting the Agenda to Notes in a Meeting.

Opening Questions & Statements

IPR Policy and Patent IPR

If there is a response, note all disclosures here, including name of individual making the disclosure, employer, brief description of the disclosure (the official disclosure will be the responsibility of the individual making it, or their employer, and will be on the applicable official form), and Patent Number(s) (if provided).

Conflicts & Duplication of Work

If there is a response, enter the details of the conflict and the identity of the group performing the duplicative work.

Acceptance of Agenda

The agenda can be changed at this step. Those changes should be made in the salmon/tan/orange sections as needed with a note with a brief summary of the changes made in the "Disposition" field.

Old Business and New Business

• Add each agenda topic on a new row. If additional rows are needed, place the cursor outside (on the right) of the last row and press "enter". A new row will be added.
  
• When taking notes, document the essential actions and results, especially noting when consensus on a topic was or was not reached.
  
• When a task is assigned and accepted, enter the person's name and a description of the task in the Action Item column.