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- If we keep our current schedule there will be a steering and leadership meeting a month. And then add on the TF meetings. That seems like a lot to me personally. What to you think about changing the schedule?
- V - I am on leaders, steerers, and 2 TF meetings - it's a lot of meetings. But I think it's okay.
- J - we could try it and see. We could move
- Julia - I was going to suggest alternating the steering and leadership meetings monthly
- J - this is my first time on this group. Not sure what we tackle here yet.
- Julia - I feel kind of guilty asking people to do more. I want to be sensitive to burn out.
- Erin - what is the role of each meeting? Task force - getting work done. Steering - troubleshoot and focus task Forces. Leadership - report out, present proposals and vote. Could you reduce the Leadership meetings? Quarterly?
- Violeta - the Leaders were so active last year and we want to increase that. I don't think quarterly is enough for Leaders.
- Julia - Last year we were having the same meeting in Steerers and Leaders. We didn't know how to fit in Steering meetings and how to use those.
- Anna - what about having Leadership meeting every 2 months. I think every month is better but we have too many meetings. It will help us make the content more relevant.
- J - if Leaders were every 2 months and have a designated report in the middle from the Steering Group about task forces??
- A few people express interest in this idea.
- J - if we have proposals, the more time we have for people to review this information is better. The report is an opportunity to reach out and ask for feedback.
- Julia - last year we relied on Mike a lot for proposal. I realized that we're leaning too hard on him. We should be leaning on steering as a whole instead. It will make it easier for us to work around people's availability/ travel so we have stopgaps built-in as collectively responsible for this kind of work.
- Clarify - instead of Mike and Julia coming up with the Leadership group agenda and proposals it should come from this group instead.
- To get more participation and direction from this group we as steerers need to make decisions. We need to develop confidence in making decisions and we can do that with the people who are here - as long as we have a quorum.
- Mike has been so amazing for VIVO and carrying such a heavy load we have let him take so much on. But for this group to become participatory we can't use him as a crutch. I have done that and I am realizing that. We want to evolve this with him. We need to take more initiative as a steering group.
- S - no input.
- D- I agree with Julia. Especially with the point that the steering group needs more initiative than in the past.
- J - sounds good. makes a lot of sense for this group to be defining the agenda.
- Action - then in the Leadership Group meeting on Aug we will talk to Leaders about this, make a proposal, and make them to vote? Email this to steerers to capture thoughts of people who aren't here and ask if this should be a discussion or a vote.
- Preface: Roles of our meetings: Task force - getting work done. Steering - troubleshoot and focus task Forces. Leadership - report out, present proposals and vote.
- The proposal is: Keep steering group schedule meeting every 4 weeks. Move Leaders meeting to every 8 weeks and add a text report to leaders every month (in between meetings). Goal: We hope this will free up time for Leaders and Steering to participate in Task Forces.
- Forthcoming: Schedule to demonstrate proposal.