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Committee debates LOB space, backup venue and new registration process for full SAC meetings
Summary
Members discussed being displaced from the Legislative Office Building (LOB) last year, seeking a contracted room for stability, using CREC as a backup, and a new registration process that will send links and calendar holds once staff completes approvals.
Committee members raised logistical concerns about where the full council will meet this year and how the council will distribute meeting registration links.
Staff member Christine said the group has two events planned at the LOB — an Oct. 15 meeting and a Feb. 25 breakfast — but noted access to LOB rooms can be limited during legislative session. "What we're trying to do is bring Rep. Comey in and, and Cass, her aide, to help us to secure space in it, because we needed their help, like, previous years," Christine said. Members recalled being asked to leave a LOB room at the last minute during a prior meeting and discussed reserving a contracted room (examples cited: rooms 301 or 308) to prevent last-minute displacement.
Members said technology and streaming needs are important when selecting rooms. One member noted, "This space has a projector. It has a podium. It has everything up in the corner. I used to use it for 1 of our award ceremonies." The committee agreed to ask Rep. Comey’s staff about a guaranteed room and to keep CREC as a backup when LOB space is unavailable.
Separately, staff explained a new registration process for full council meetings that will require attendees to register; links and calendar confirms will be sent after staff completes internal approvals. Christine said, "There will be a registration process, and a link will come out. ... It comes out 2 hours before." Committee members raised concerns that members did not yet have calendar holds for upcoming dates; staff said registration will generate calendar entries once participants register and that staff will send a separate “save-the-date” email while the registration workflow is completed.
Several members asked that staff send a pre-meeting reminder to review key documents (for example, the bylaws) a week before meetings. Staff agreed to re-send documents via Teams and email, and to provide a “save the date” message while approvals are pending.
Ending: staff will ask Rep. Comey’s office about contracted space at the LOB, keep CREC as a backup, circulate the registration link when approvals are complete, and send a save-the-date to members so they can hold meeting times on their calendars.
