Organization of Pacific Steering Committee Meetings. The meetings will be organized annually, either in person or by video-conferencing. Where possible, the timing of Pacific Steering Committee meetings shall be aligned with Project activities, other relevant workshops or meetings and/or as arranged by the Pacific Steering Committee members. In principle, the venue for the Pacific Steering Committee will be determined by Project implementation team. All Pacific Steering Committee members are required to submit the following documentation to the Project management team two weeks prior to the Committee meeting: Summary progress reports, highlighting the main activities undertaken since the last Pacific Steering Committee meeting; A brief work plan of activities to be undertaken in the next calendar year; and Other documentation deemed relevant. The Project management team will compile the necessary information for the Pacific Steering Committee meeting one week in advance of the meeting to other Pacific Steering Committee members. This will allow time for initial comments, feedback and suggestions to be provided on the documents. The information to be distributed is to include: The documentation received from the Pacific Steering Committee members, as outlined above; A draft agenda including action items and recommendations from previous Pacific Steering Committee meetings; A copy of the minutes of the last Pacific Steering Committee meeting; and Other documentation deemed relevant. For urgent matters, such as unforeseen difficulties in any of the components of the Project, an ad hoc Pacific Steering Committee meeting may be convened, upon the request, of any of its members.
