ERCOT MEETING MANAGEMENT GUIDELINES Dale Goodman, Mgr., Retail Client Services, ERCOT

1. ERCOT MEETING MANAGEMENT GUIDELINES Dale Goodman, Mgr., Retail Client Services, ERCOT RMS LEADERSHIP WORKSHOP MARCH 14, 2007 ERCOT Meeting Management

2. TAC/Subcommittee Meeting Process Cycle Chair Meeting Infrastructure ERCOT Meeting Prep (internal) ERCOT Meeting Prep (external) Meeting Day Coordination Post Meeting • Minutes – Draft – MRC • Incorporate Comments – MRC • Publish/Distribute for Comment – MRC • Publish Internal Summary/Action Items –EMM • Contact key ERCOT Staff on assignments and emerging issues – EMM • Update and publish final presentations to web – MRC • Email Vote Facilitation - MRC • Notice/deadline • Compiling votes • Result notice • Offsite service/quality assessment – MSC • Begin Draft Agenda for Subsequent meeting - EMM • Verbal Checkpoint after each meeting-- EMM • Schedule Meeting Spaces – MSC • Manage Acquisition – MSC • AV Requirements • Communications • Post on Web Calendar – MSC • Facilitate Scheduling/Coordinate Conflicts – MSC • Coordinate Tech Support on Meeting Day – MSC • Coordinate presentation materials from internal authors – EMM • Schedule Preparation Meeting – EMM • Anticipate, Discuss, Establish ERCOT answers – EMM • Notify/Discuss Emerging Issues – EMM • Distribute ERCOT Presentations – EMM • Post presentations to web - MRC • Follow up with external presenters – EMM • Receive/Distribute Presentations – EMM • Post presentations to web - MRC • Sign in Sheets/Record Attendance into Minutes – MRC • Tent Cards/Set-up – MRC • Receive and Manage Proxies/Alt. Reps – MRC • Presentation Setup/Preparations – EMM • Meeting Minutes – MRC • Coordinate Tech Support – MSC • Internal Summary/Action item development – EMM • ERCOT Presentations – SME/EMM • Response to Market Inquiries – SME/EMM • Voting – MRC • ERCOT Input coordination – EMM • Quality/Feedback process, compilation, tracking - EMM Final Briefing Agenda • Schedule meeting – EMM • Facilitate Conference Bridge – EMM • Internal Coordination – EMM • Meeting Notice – EMM • Co-Facilitate Meeting - EMM • Notice for Call (market and internal) – MSC • Create Draft Agenda – EMM • Review action items from prior meeting – EMM • Co-facilitation of Agenda Call – EMM • Finalize Agenda – MRC • Notify Specific ERCOT Staff – EMM • Internal Communication (internal clients/requested participants) – EMM • Distribute Agenda and post to web – MRC ERCOT Meeting Management

3. Working Group/Task Force Meeting Process Cycle (031407) Chair Meeting Infrastructure ERCOT Meeting Prep (internal) Meeting Day Coordination Post Meeting • Meeting records – Draft – Chair • Publish/Distribute for Comment – Chair • Publish Internal Summary/Action Items –EMM • Contact key ERCOT Staff on assignments and emerging issues – EMM • Update and publish final presentations/Supporting documents to web – EMM (as appropriate) • Review/Approve costs meeting costs (room, catering, AV) – MSC • Offsite service/quality assessment – MSC • Begin Draft Agenda for Subsequent meeting - EMM • Verbal Checkpoint after each meeting-- EMM • Schedule Meeting Spaces – MSC • Manage Acquisition – MSC • AV Requirements • Communications • Post on Web Calendar – MSC • Facilitate Scheduling/Coordinate Conflicts – MSC • Coordinate Tech Support on Meeting Day – MSC • Coordinate presentation materials from internal authors – EMM • Schedule Preparation Meeting – EMM (if required) • Anticipate, Discuss, Establish ERCOT answers – EMM • Notify/Discuss Emerging Issues – EMM • Meeting records (agenda/sign in sheets/notes) – Chair (as appropriate) • Presentation Setup/Preparations – EMM • Coordinate Tech Support – MSC • Internal Summary/Action item development – EMM • ERCOT Presentations – SME/EMM • Response to Market Inquiries – SME/EMM • ERCOT Input coordination – EMM • Quality/Feedback process, compilation, tracking -EMM Agenda • Create Draft Agenda – Chair/Vice chair • Review action items from prior meeting – Chair/Vice chair • Facilitation of Agenda Call –Chair/Vice chair • Finalize Agenda – Chair/Vice chair • Notify Specific ERCOT Staff – EMM • Internal Communication (internal clients/requested participants) – EMM • Distribute Agenda and post to web – Chair/Vice chair • Determine if meeting should occur or if it can be administered through a conference call-Chair/Vice chair ERCOT Meeting Management