ML20151H878

Discusses Low Level Waste Mgt Policy 3 Re Advanced Preparation for Meetings & Trips,Including Designating Staff Member by Branch Chief to Coordinate Meeting

ML20151H878
Person / Time
Issue date:	07/29/1988
From:	Knapp M NRC OFFICE OF NUCLEAR MATERIAL SAFETY & SAFEGUARDS (NMSS)
To:	NRC OFFICE OF NUCLEAR MATERIAL SAFETY & SAFEGUARDS (NMSS)
References
REF-WM-3 NUDOCS 8808020103
Download: ML20151H878 (4)

Text

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JUL 2 9 lJ88 MF 4/26 MEMORANDUM FOR: All LLWM Staff FROM:

Malcolm R. Knapp, Director Division of Low-Level Waste llanagement and Decommissioning

SUBJECT:

ADVANCED PREPARATION FOR MEETINGS AND TRIPS This policy is intended to provide guidance in preparing for meetings and trips. Properly preparing for meetings and trips makes good sense for a number of reasons. Advanced preparation should help minimize the potential for mistakes or problems such as having the wrong people in attendance, not having a clear understanding of what we want to accomplish, or not having sufficient time to deal with the subjects of the meeting. A meeting or trip that is properly planned in advance is more likely to accomplish its purpose.

The purpose of the procedures outlined are to:

a.

Insure that the LLWM representative has coordinated in advance the specific purpose of the meeting, objectives to be accomplished, appropriate participants, and procedures.

b.

Provide adequate advance notice to participants of the subjects to be discussed so that they are afforded an opportunity to be prepared and properly represented.

These procedures apply especially to meetings with groups outside of HRC, and to a lesser extent, outside of liHSS and LLWM. The procedures are not intended to apply to routine internal meetings such as section meetings or meetings called on short notice and involving only LLWM staff, t

To accomplish the goal of proper advance preparation for reetings and trips, the following procedures are to be followed.

For all meetings subject to control by LLWM, a staff member will be designated 3

by the appropriate branch chief or section leader to coordinate the meeting.

i The designated LLWM staft member will be responsible for:

(1 reparing or i

having prepared an agenda for the meeting (see Enclosure 1), 2 distributin l

copiesoftheagendatoparticipantswellinadvanceofthemeeting,and(3)g l

i ensuring that the meeting is properly noticed in appropriate "Items of i

Interest" reports.

For nicetings not subject to control by LLWM, the staff members designated to attend shall endeavor to obtain an agenda for the meeting, using whatever leverage is appropriate.

I Whenever practicable, meetings will be held in the local area in order to provide tie opportunity for wider participation by LLWM staff, minimiro loss ofpb i

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El 2 9 E MF 4/26 2

4 LLWM Policy No. 3 productive staff time due to traveling, and to conserve travel funds. Where LLWM staft must travel to attend a meeting, the number of staff members traveling should be limited to the extent practicable.

When LLWM staff must travel to attend a meeting, the designated staff member will provide a copy of the agenda (or an outline with the pertinent information if an agenda is not available - see Enclosure 2) to the Director, LLWM, together with travel orders for all LLWM attendees.

These procedures should be closely coordinated with those outlined in LLWM Policy 2 dealing with trip reports.

If you have any comments or questions, do not hesitate to contact your branch chief, section leader, John Greeves, or myself.

0. M M SY Malcolm R. Knapp, Director 1

Division of Low-Level Waste Management and Deconmissioning l

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DISTRIBUTION:

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762'J/88 0FFICiAL RECORD COPY i

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r-ENCLOSURE 1 O

AGENDA MEETING TITLE 1

SPONSOR /0FFICE CHAIRMAN /NAME DATE, TIME, AND LOCATION 1.

Purpose:

2.

Participants:

Agency or organization / principal or ranking representative.

Also list of attendees of particular significance to WM.

3.

Agenda items:

a.

Time / Subject b.

C.

etc.

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j ENCLOSURE 2

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p MEETING OUTLINE O

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Meeting Title i

2.

Sponsor i

3.

Chairman 4

Date. Time and Location f

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Purpose l

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Objectives I

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7.

Subject to be Discussed i

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List of WM Travelers

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