6. STAC meetings
The STAC chair will coordinate the STAC meetings and will represent the STAC on the SCG or equivalent.
The STAC chair will be responsible for ensuring that the STAC functions effectively and provides the necessary advice to support the effective management of the emergency.
The STAC chair should brief the other STAC members on the role and remit of the STAC and should set out "ground rules" of operation at the initial meeting and thereafter as often as required (see Appendix G for list of briefing issues and ground rules).
Meetings should be short, regular and decision focussed, ideally lasting no more than 30 minutes. Decisions should be made on the best possible information available at the time and not delayed unduly until the "ideal" information becomes available.
Meetings should be timed to occur between meetings of the SCG or equivalent to enable the STAC chair (or alternatively another designated STAC representative) to attend SCG meetings. Meeting scheduling is critical for multiple STACs to enable joint STAC meetings. Joint STAC meetings with all STAC chairs should be considered to ensure effective information provision and networking.
Meetings should have accurate minutes taken to record the decisions and actions that are agreed. There should be a rapid turnaround of the minutes to incorporate new actions in a running action log for review at each subsequent meeting. Meeting protocols should include the minute circulation details particularly when multiple STACs are functioning. The decision log template ( Appendix M) may be useful to record decisions.
New STAC members or staff rotating into STAC due to shift arrangements should be briefed adequately by their colleagues so that STAC meeting time is not wasted by repetitious updating of new members. This could be achieved through the use of a status board.
STAC members should be aware of their role and that of the organisation they represent and should consult the action cards appended (see Appendix A).