1. ERCOT Meeting Management1 ERCOT MEETING MANAGEMENT GUIDELINES Dale Goodman, Mgr., Retail Client Services, ERCOT RMS LEADERSHIP WORKSHOP MARCH 14, 2007

2. ERCOT Meeting Management2 Chair Meeting Infrastructure Agenda 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 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 Prep (internal) 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 ERCOT Meeting Prep (external) Follow up with external presenters – EMM Receive/Distribute Presentations – EMM Post presentations to web - MRC Final Briefing Schedule meeting – EMM Facilitate Conference Bridge – EMM Internal Coordination – EMM Meeting Notice – EMM Co-Facilitate Meeting - EMM Meeting Day Coordination 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 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 TAC/Subcommittee Meeting Process Cycle

3. ERCOT Meeting Management3 Chair Meeting Infrastructure Agenda 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 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 Prep (internal) 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 Day Coordination 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 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 Working Group/Task Force Meeting Process Cycle (031407)