The primary purpose of any NWCG meeting is to enable the entity that is conducting the meeting to make decisions and direct actions that help accomplish the NWCG mission.
Primary members should attend all meetings. Those unable to attend should ensure that their organization (or business area) is represented with an alternate participant who is fully briefed and has decision-making authority on behalf of the absentee member.
Decision making by NWCG committees and subgroups is by consensus of the primary members. All members should contribute to the consensus seeking effort. Consensus decision making does not require unanimous or unqualified agreement. However, to achieve consensus, all decision-making members must be willing to support the decision. Even when consensus is achieved, a member with a dissenting position may have his or her position documented for the record.
When consensus cannot be achieved, the issue may be tabled for future consideration, assigned to a smaller subgroup of members for further work, or moved up the command chain (parent subgroup, parent committee, Executive Board) for resolution.
A minimum of two-thirds of the NWCG primary members constitutes a quorum. A quorum is required to make decisions and/or direct actions.
Committee leaders must ensure that meetings are purpose driven, sensible, justifiable, efficient, and effective.
Meeting frequency will be determined based on purpose and need. A means to participate remotely should be provided for members unable to attend in person.
The selection of meeting locations should be based on the following criteria:
- Participation: Achieving maximum membership participation
- Convenience: Easy access to airports, hotels, meeting rooms, etc.
- Cost: Most reasonable based on total travel costs.
- Purpose: Considerations such as distributing host agency workload, conducting site visits pertinent to the meeting, and coordination with other stakeholder entities may influence location decisions; this must be done with discretion and good judgment, keeping cost considerations in mind.
Minutes, Notes, Records
Meeting leaders should ensure that notes/minutes are taken during each meeting. Minutes must include:
- Date, time, and location
- Names of attendees
- Main topics of discussion
- Decisions made
- Action items assigned.
Meeting minutes, agendas and attached documentation are considered records. NWCG records management procedures must be followed for appropriate creation, maintenance, and disposition of electronic and hardcopy meeting records.
Additionally, completed minutes must be emailed to the respective Coordinator for posting to the NWCG website.