Essential Services and Deliverables A. Meeting Planning and Coordination 1. Agenda Development o Collaborate with Council leadership to draft, revise, and finalize meeting agendas. o Ensure agendas reflect Council priorities and comply with public notice requirements. 2. Scheduling and Calendar Management o Coordinate meeting dates with members and stakeholders. o Track RSVPs and quorum. o Maintain a master calendar of Council activities. 3. Logistics Management o Secure accessible venue for March Leadership Summit. o Arrange accommodation (e.g., interpreters, captioning, assistive technology, accessible transportation if applicable). o Coordinate travel and lodging for members, if applicable. B. Meeting Materials and Documentation 1. Preparation and Distribution o Compile and distribute meeting packets (agendas, minutes, reports). o Ensure materials are accessible (plain language, screen-reader compatible). C. Compliance and Public Engagement 1. Public Meeting Law Compliance o Ensure compliance with Indiana Open Door Law (IC 5-14-1.5). 2. Public Records Management o Maintain and archive records per Indiana Code and agency policy. o Respond to public records requests in coordination with Council staff. D. Member Support and Management 1. Roster and Term Tracking o Maintain up-to-date member contact information and term expiration dates. 2. Communication and Technical Assistance o Provide timely updates, reminders, and technical support to members. E. Annual Retreat and Special Events 1. Retreat Planning and Execution o Coordinate logistics, agenda, facilitators, and materials for the annual retreat. o Ensure accessibility and inclusive participation. 2. Support for Listening Sessions or Special Events o Provide planning and facilitation support as needed. F. Continuous Improvement and Reporting 1. Feedback and Evaluation o Collect post-meeting feedback and summarize findings. 2. Reporting o Track attendance, engagement, and preparing summaries for reporting purposes.
