Meeting guidelines and procedures

Negotiating Tech: An Inventory of U.S. Union Contract Provisions for the Digital Age

Participation in technology governance


5.3.d Meeting guidelines and procedures

Agreements often include detailed procedures to guide the operation of joint committee meetings. By outlining expectations for how meetings are scheduled, how agendas are developed, and how records are kept, these provisions help create clear, consistent processes that support ongoing labor-management collaboration. This section includes the following categories:

  • Meeting frequency: Specifies how often committees must meet to maintain consistent engagement.
  • Agenda setting authority: Defines who has the power to create or approve agendas, often requiring coordination between union and management.
  • Agenda timelines: Establishes deadlines for submitting and finalizing agenda items to enable thoughtful preparation and discussion.
  • Agenda topics: Encourages substantive, two-way dialogue by outlining appropriate subject matter for discussion.
  • Meeting minutes: Requires meetings to be documented and shared, ensuring transparency and continuity over time.

Meeting frequency

Some agreements specify how often committees must meet—ranging from minimum annual meetings to regular, structured schedules throughout the year.

Examples:

  • “The Committee shall meet as often as necessary, no less than annually.” (NWSEO-OPM112)
  • “Meetings will be convened by the parties at a mutually agreeable place and time at least, but not limited to, three (3) times per year.” (CWA-PCBA47)
  • “The Joint Technology Advisory Committee (JTAC) shall meet quarterly with two meetings in-person for two days each and two meetings by technology for one day each.” (AALJ-IFPTE-OPM6)
  • “Quality Discussion Group meetings shall be held every two months, and shall be limited to two hours, unless the Group mutually decides to meet more frequently. At the first meeting, a specific day and time shall be selected for future meetings. The Chair of the Discussion Groups shall alternate every six months between Association and Office Discussion Group members, unless the Group mutually decides to have another arrangement.” (POPA-OPM66)

Agenda setting authority

These provisions define who has the authority to create or approve meeting agendas, often requiring shared input or agreement between union and management representatives.

Examples:

  • “Any member of the National Training and Education Committee (NTEC) [can] suggest an agenda item but the co-chairs will establish the agenda.” (AFGE-OPM125)
  • The Union President and the designated Management Official will set the agenda for Forum meetings. Subcommittee co-chairs will collaboratively determine the agenda for their respective subcommittees. (AFGE-OPM113)
  • “The Chairpersons shall cause an agenda to be prepared and distributed to all Committee members at least two workdays prior to the meeting.” (POPA-OPM66)
  • “The Council members will determine agenda items for the next meeting in the last 15 minutes of the current meeting. The cochairs may consider requests for emergency or new items at the beginning of each meeting. The Council secretary will provide detailed minutes of the meeting to the Council members and alternates for their review, including proposed agenda items for the next meeting, within a week of the previous meeting.” (AFGE-OPM3)

Agenda timelines

Many contracts establish deadlines for submitting and finalizing agenda items, allowing both parties time to prepare and ensure meaningful discussion.

Examples:

  • “Timely exchange agenda items prior to the meeting in order to allow full and honest discussion of the issue.” (NNU-OPM37)
  • “The CoChairs of the Joint Technology Advisory Committee (JTAC) shall finalize an agenda jointly no later than ten calendar days prior to the date of a meeting, unless mutually agreed otherwise.” (AALJ-IFPTE-OPM6)
  • “Agenda items will be exchanged by both Parties five (5) working days in advance of each meeting.” (AFGE-OPM117)
  • “The parties will exchange agenda items sufficiently in advance so that arrangements can be made for appropriate representation.” (AFGE-OPM125)
  • “The discussion of agenda items should be coordinated to minimize, if not eliminate, “down” time.… All agenda items … shall be arranged for and scheduled in advance. With respect to both National and Regional Committee meetings, the parties agree to submit their respective agenda items to each other no less than twentyone (21) calendar days prior to the scheduled date of the meeting. As necessary, the parties will continue their coordination to finalize the agenda no later than five calendar days prior to the meeting. Either party will provide any necessary follow up to the other party within 14 calendar days after the conclusion of the meeting.” (AFGE-OPM41)

Agenda topics

Agreements may provide guidance on the types of topics that should appear on agendas, encouraging substantive discussion and discouraging one-sided information exchange.

Examples:

  • “Agenda items should comprise topics conducive to meaningful dialogue, exchange of ideas, joint initiatives, and problem solving; and not comprise merely of questions asked by one party to be answered by the other. The agenda should serve the purpose of discussion by the parties of specific interests and concerns and for enhancing the labor-management relationship. When circumstances preclude a timely exchange, late information request agenda items may provide an opportunity to discuss important issues.  An agenda should comprise both standardized issues and ad hoc issues as appropriate, and management is encouraged to provide regular or periodic updates on its initiatives. All agenda items … shall be arranged for and scheduled in advance.” (AFGE-OPM41)
  • “The agenda shall include a brief description of each item to be discussed. Agendas should not be limited to Discussion Group and/or Standing or Special Joint Subcommittee recommendations and/or reports, although such items shall have priority along with previously scheduled agenda topics. The Joint Labor Management Committee may agenda any topic of interest to the Association, the employees or the Office, despite the fact that such topic(s) may be outside the scope of bargaining. Topics not on the agenda shall not be discussed but rather shall be placed on the agenda for the next meeting. Emergency items may be added to the agenda by mutual consent.” (POPA-OPM66)

Meeting minutes

To maintain transparency and track progress, some agreements require detailed meeting minutes to be recorded, reviewed, and distributed to participants or the broader workforce.

Examples:

  • “Minutes of each meeting shall be taken and distributed to all employees.” (NWSEO-OPM112)
  • “Minutes will be recorded at each meeting and distributed to each member for review and comment, and then distributed as appropriate.” (AFGE-OPM125)
  • “We agree that the Council members (including alternates acting as members) will select a “secretary” who will perform duties as prescribed by this Charter and the Council and who will provide detailed minutes of the proceedings that document the history of issues and matters discussed and the decisions made.… We agree that the Council secretary will provide detailed minutes of the meeting to the Council members and alternates for their review, including proposed agenda items for the next meeting, within a week of the previous meeting.” (AFGE-OPM3)