Guidelines: Work Area Meeting Reports

Objective:

Define a set of minimum requirements for the work area meeting report.   The following set of items need to be included at a bare minimum in order to meet / satisfy the Broadband Forum’s antitrust obligations.   These items are viewed as minimum requirements and are not intended to be restrictive for work areas or project streams wishing to capture additional details within their reports.

• Call to Order

  • The date and time the meeting is called to order should be announced and documented in the meeting report

• Attendance:

  • It should be captured at the beginning of the meeting and should be updated for any latecomers, within practical limits.

  • For face to face events (eg: Annual Meeting), attendance to the event will be used.

• Antitrust Policy:

  • For face-to-face meetings (i.e. Spring, Summer, Fall), it should be verbally stated

• IPR Statement:

  • Should be referenced and displayed at the beginning of the meeting.

  • IPR statement and call for IP declarations - note that it was raised and a call for declarations was made, capturing any declarations made by participants.

  • For face-to-face meetings (i.e. Spring, Summer, Fall), this should be covered during the opening plenary.

• Agenda:

  • The meeting report should align with the pre-published agenda. New business should be captured as such.

• Decisions / Agreements:

  • Decisions / Agreements need to be documented

    • Any agreement or decision reached by the work area should be stated by referencing the document or contribution – and the action taken by the work area or project stream. For example:

      • Contribution XXXXX adopted into XXXXX with the following changes

      • Contribution XXXXX rejected for the following reasons…

    • Work areas may alternatively capture such decisions in the records of Jira issues or Bitbucket pull requests, so long as pointers to those items are captured in the meeting report.

  • Participant Statements for the record

    • Any member may request that a specific statement be recorded into the report to reflect intent / action / sentiment of the meeting

    • Play by play of any given action does not need to be recorded, nor do all statements made by meeting participants need to be formally captured within the report.

  • AOB – Any Other Business

    • Any business not identified in the published agenda should be documented in AOB

  • Date of next meeting

    • The date of the next meeting should be announced and documented in the meeting report

  • Adjournment

    • Date and time of the adjournment should be announced and documented in the meeting report