A hоspitаl’s Pаtient Sаfety Cоmmittee needs tо evaluate a near-miss medication error. During the session, the committee chair spends 40 minutes reviewing basic pharmacy distribution workflows before group members begin discussing solution options. Because time expires, the committee adjourns without formulating an action plan. Evaluating this meeting against effective chairperson duties, which critical administrative failure occurred prior to the meeting?