Reference group meeting minutes template

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< Text in angular brackets are instructions to the author. Feel free to remove them. >

< To create a reference group meeting agenda/minutes wiki page, create a new page as "<Project name>-rg:meeting/YYYY-MM-DD" on the internal wiki, remove it from the "Template" category and add it to your project reference group meetings category for this year, for example "Tryggve reference group meetings 2016". Reference group minutes should not go onto the external wiki until they have been approved. Reference group minutes should be approved and published within 2 weeks of the meeting. >

Tryggve reference group meeting

Time: WEEKDAY YYYY-MM-DD at HH:MM-HH:MM CET
Place: < url or physical location >

Circulated for comments: Not yet. < Change to YYYY-MM-DD when sending out >
Approved: DRAFT < Change to YYYY-MM-DD when approved >

Invited:

  • < name of project leader > (chair)
  • < names of RG members, note delegations >
  • < name of project owner > (observer) < on minutes? >

Excused:

Attending:

Links

Agenda

< Label agenda items "PROJECTNAME RG YY-NN. TITLE. (TIME EST)", with NN increasing uniformly throughout the year, for ease of referral to decisions. In the example below, next meeting same year would start off at "PROJECTNAME RG 16-10. Approval of agenda. (5min)" >

PROJECTNAME SG 16-1. Approval of agenda. (5min)
PROJECTNAME SG 16-2. Next meetings. (10min) < settle dates early >
PROJECTNAME SG 16-3. Project update (10min) < info >
PROJECTNAME SG 16-4. Deliveries < and transfers >. (30min) < assessment / decision >
PROJECTNAME SG 16-5. Use cases. (30min) < assessment / decision, if any >
PROJECTNAME SG 16-6. Outreach (10min) < recommendations >
PROJECTNAME SG 16-7. < next issue > (Ymin)
PROJECTNAME SG 16-8. < next issue > (Zmin)
PROJECTNAME SG 16-9. AOB (10min)

Minutes

PROJECTNAME RG 15-1. Approval of agenda

The reference group is invited to approve or change the agenda.

Decision:

Approved, with with these changes:

  • Addition of items under PROJECTNAME RG 16-9. AOB:
    • PROJECTNAME RG 16-9-1. Breaking news.
    • PROJECTNAME RG 16-9-2. Initiative in related effort.
    • PROJECTNAME RG 16-9-3. Initiative in related effort.


PROJECTNAME RG 15-2. Next meetings

< Consider proposing a meeting schedule that covers the coming year. >

Decision:

< Settle next meeting time and location, alternatively set a deadline for this. >


PROJECTNAME RG 15-3. Project update

< Background >

< Link to PM project status presentation, if any. >

The reference group is invited to take note of the presentation.


PROJECTNAME RG 15-4. Deliveries < and transfers >

< Background >

< List of deliverables and transferals (if any) for approval >

The reference group is invited to < make recommendations for / decide on > approval or changes to the deliverables < and transferals >.

Discussion:

< Take notes from the discussion at the meeting here. Summarize these notes for final minutes. >

< Recommendations / decision >:

< Make careful note here during the meeting of all decisions / recommendations made by the reference group. Invite the participants to check your wording as necessary. >


PROJECTNAME RG 15-4. Use cases

< Background >

The reference group is invited to < take note of / discuss / assess > the use cases.

Discussion:

< Remove this section if this is just a presentation item. Otherwise, take notes from the discussion at the meeting here. Summarize these notes for final minutes. >

< Recommendations / decision >:

< Remove this section if this is not a decision item. Otherwise, make careful note here during the meeting of all recommendations / decisions made by the steering group. Invite the participants to check your wording as necessary. >


PROJECTNAME RG 16-6. Outreach

< Background >

The reference group is invited to advise on new opportunities for the project to engage with communities and providers.

Discussion:

< Take notes from the discussion at the meeting here. Summarize these notes for final minutes. >

< Recommendations / decision >:

< Make careful note here during the meeting of all recommendations / decisions made by the steering group. Invite the participants to check your wording as necessary. >

PROJECTNAME RG 16-7. < next issue >

< Background >

The reference group is invited to < take note of / discuss / assess > ... .

Discussion:

< Remove this section if this is just a presentation item. Otherwise, take notes from the discussion at the meeting here. Summarize these notes for final minutes. >

< Recommendations / decision >:

< Remove this section if this is not a decision item. Otherwise, make careful note here during the meeting of all recommendations / decisions made by the steering group. Invite the participants to check your wording as necessary. >


PROJECTNAME RG 16-8. < next issue >

< As above. >


PROJECTNAME RG 15-9. AOB

PROJECTNAME RG 15-9-1. ...

< As above. >


PROJECTNAME RG 15-7-2. ...

< As above. >


PROJECTNAME RG 15-7-3. ...

< As above. >

End of Meeting

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