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

PROJECTNAME steering 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 owner > (chair)
  • < names of SG members, note delegations >
  • < name of project leader > (minutes)

Excused:

Attending:

Links

Agenda

< Label agenda items "PROJECTNAME SG 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 SG 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. Deliveries and transfers. (20min) < approval >
PROJECTNAME SG 16-4. Use cases. (30min) < if any >
PROJECTNAME SG 16-5. Project update (20min) < decision to continue, change or terminate project >
PROJECTNAME SG 16-6. < next issue > (Xmin)
PROJECTNAME SG 16-7. < next issue > (Ymin)
PROJECTNAME SG 16-8. < next issue > (Zmin)
PROJECTNAME SG 16-9. AOB (10min)

Minutes

PROJECTNAME SG 15-1. Approval of agenda

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

Decision:

Approved, with with these changes:

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


PROJECTNAME SG 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 SG 15-3. Deliveries < and transfers >

< Background >

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

The steering group is invited to discuss and decide on approval of the deliverables < and transferals >.

Discussion:

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

Decision:

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


PROJECTNAME SG 15-4. Use cases

< Background >

The steering group is invited to < take note of / discuss / decide on approval of > 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. >

Decision:

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


PROJECTNAME SG 15-5. Project update

< Background >

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

The steering group is invited to decide to continue, change or terminate the project.

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. >

Decision:

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

PROJECTNAME SG 16-6. < next issue >

< Background >

The steering group is invited to < take note of / discuss / decide on approval of ... > .

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. >

Decision:

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

PROJECTNAME SG 16-7. < next issue >

< As above. >


PROJECTNAME SG 16-8. < next issue >

< As above. >


PROJECTNAME SG 15-9. AOB

PROJECTNAME SG 15-9-1. ...

< As above. >


PROJECTNAME SG 15-7-2. ...

< As above. >


PROJECTNAME SG 15-7-3. ...

< As above. >

End of Meeting

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