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Executive committee clarifies meeting scheduling: invitations by chair request and legislative calendar access
Summary
Committee staff presented draft clarifications stating that committee invitations are not sent by default and that all meetings are posted to a legislative calendar accessible to members via Outlook/mobile; chairs may request invitations for special meetings.
Council staff presented draft clarifications to the scheduling meetings policy that address how committee and working-group meetings are noticed and how members receive calendar information.
Staff told members that invitations are not sent by default to committee members or the full council unless specifically requested by a committee chair. Instead, meetings will be posted to the legislative calendar (which members can subscribe to on their phones or Outlook). Speaker 4 explained members automatically have access to internal calendars and can choose to display legislative and event calendars on their devices; staff offered to help members sync calendars after the meeting.
Speakers said the intent is to avoid inbox overload from automatic invites to every standing meeting while preserving the ability for chairs to request invites for special-called meetings or to assess expected attendance. Members asked about using the calendar to populate town-hall or district events and staff confirmed there are separate internal calendars for continuing education and events; some low-barrier community events may be posted on the legislative calendar when deemed appropriate.
The committee encouraged chairs to work with the council office (cocouncilofficeadmin@nashville.gov) to request invitations or highlight events of civic nexus for sharing.
