April Steering Committee minutes
Hi All,
For those interested, the minutes from our April Steering Committee meeting can be found at:
https://docs.google.com/spreadsheet/ccc?key=0AoSDW6sHWvmEdHdoUURuZkpnYkt0Vk9PVm0ydFFmTVE#gid=10
Cheers,
Robin
Tagged: SC meeting minutes RSS
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Robin Urquhart
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Ryan DeForge
Steering Committee meeting minutes _ March 2 2012
Hi again,
The Steering Committee just had its monthly meeting: it was a productive and rewarding meeting (as so many of our real-time, live interactions tend to be!) Some of the things we talked about include:
- Recall that we’ve been successful in obtaining new funding for our next ‘face-to-face’ meeting — it’ll likely be in November 2012 (tbd), and it’ll place in the metro-Toronto area. Planning is underway.
- Plans are afoot for the next Virtual Seminar Series … quite likely to focus on ‘complexity science’ as it relates to KT, and quite likely to occur in April
- New and fresh ‘mentorship’ activities are in the works, and are being tied into the face-to-face meeting
- There are certainly a number of KTTCers planning to attend the CAHSPR conference in Montreal in May
If you’d like to view the full meeting record, here’s a link to the google-doc that hosts our Steering Committee meeting minutes:
https://docs.google.com/spreadsheet/ccc?key=0AoSDW6sHWvmEdHdoUURuZkpnYkt0Vk9PVm0ydFFmTVE#gid=9
And certainly, if there’s an existing group/activity that piques your interest and you’d like to (perhaps) become involved somehow, let’s connect by email … i can be reached at
ryan.t.deforge [at] gmail.com
Or simply reach out via the blog.
For now, ciao!
Ryan -
Robin Urquhart
Steering Committee Meeting
Hi Everyone,
The KTTC Steering Committee met today, and you can go to the link below to view the collaboratively created minutes:
The next meeting is scheduled for Nov 4th.
Happy long weekend!
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Ryan DeForge
Hello! The KTTC Steering Committee met t…
Hello!
The KTTC Steering Committee met today, and FYI you can go to this link …
… to view the Agenda and collaboratively created minutes. (Our ‘google-doc-in-live-time’ experiment continues to go well!). The document is set up so that you can read from left to right along any given agenda item’s row to follow our discussions and decisions.
Note that this single google-doc has grown: we’ve decided that rather than having myriad google-docs, we’ll use just one and we’ll add/insert worksheets as needed … so, be sure you’re on the right tab to view today’s minutes — the tabs run across the bottom of the page.
Note too we’re trying to build in a mechanism for KTTC members at large and/or working group members and/or steering committee members to add to/co-create future agendas (see the row re: agenda item #8).
Posts to expect on the blog before long? … the ‘Virtual Seminar Series’ is about to gear up — stay tuned for announcements of dates and topics. Stay tuned too for a new season of annotated bibliographies, including some about papers written by our very own KTTC members!
On behalf of the Steering & Exec Committees,
happy long weekend!
Ryan -
Ryan DeForge
Hi KTTCers. On Friday June 3 2011, the KTTC Steering Committee (SC) met via teleconference. To facilitate having a live, viewable Agenda that participants could see and add to in real-time, we trialled using a Google-doc (spreadsheet). Agenda items were/are listed in column A, and in columns C-F various SC members added to the ‘collaboratively-crafted minutes’. The g-doc has since been exported as a PDF so that it could easily be posted to the blog FYI — again, as was the case with the Executive Committee minutes, much of the formatting (from the g-doc) was lost in PDF form … but, with a bit of tidying, the minutes are at least read- and follow-able. Feedback (good, bad, ugly) welcome re: the SC minutes in this format, for indeed, this is just something we’re trialling; the main aim we’re trying to accomplish here is the sharing of mtg minutes with the broader KTTC membership.
Ciao,
Ryan*
Date: Friday, June 3, 2011, 1:00-2:30 pm Eastern
Meeting Facilitator: Evelynpre-script: the invite is this: let a routine practice of our collaboration be one where we collectively construct our meeting minutes as we speak. someone might explicitly take a lead, but the hope is that we each pitch in wherever it would help our effort to capture in text the processes and outcomes of our tele-collaborations. … … an idea worth sharing: maybe we c/should make a conceptual link between this ‘g-doc mechanism’ and the KTTC Impact group’s efforts to ‘measure’ our progress and success. (Ryan).
Regrets: Emily, Dwayne, Sarah
Present: Heather, Robin, Evelyn,Viv, Debbie, Ryan, Shalini, David (sign off 10:25), Gail (joined around 10:25)1. Approve minutes Apr. 6, 11 SC mtng (FA), approve agenda (FA), determine minute taker Debbie approved; Heather seconded Motion approved
– try google docs for minute taking – this might be a way forward for
Trial it for this meeting and discuss at end of meeting2. Post-mortem face-to-face meeting (FD) Evelyn (10 min)
- CIHR final report – Debbie started and will circulate to all co-apps
report due within three months of meeting.
debbie to begin document and circulate to co-apps- evaluation results posted on blog
- budget – $ left for conf call line for next year or so
Anticipating approx $7000 remaining from budget – use for publishing fees and conference calling line- remaining products from the meeting – summaries of meeting activities
Sarah, Debbie and Robin have notes to share. They will put these together to post. Debbie to post notes from mentoring mtng to blog also.
DEBBIE TO CONNECT WITH SARAH AND ROBIN TO COLLABORATE ON NOTES AND GET THEM POSTED ON THE BLOG.3. Working group updates (FD) 20 min
- VSS Ryan is working with the VSS group to get the plans organized and notes put together. They will post to blog when ready – mechanics and topic for first VSS, plus picking a date. Emily and Ryan to cofacilitate the first one.
having a teleconference line is a requisite- MDP for next meeting Dwayne posted summary to blog
- Impact (social networking) — Robin and Katie working together to develop this summary/update
- Mentoring – Debbie to email summary to mentoring group and then post to blog by end June once finalized
4. Blog update (FD and FA) Evelyn (15 min)
- posting material and use of blog – how can we encourage blog use? (FD)
Posting agendas and minutes to blog (even if just to get members ON the blog). ACTION ITEM: Ryan to (try to) post this agenda/minutes and the most recent EC agenda/minutes to the blog
A blog entry re: how to set up an RSS feed
Iron out kinks re: enabling new members to set up an account
Using blog to address specific needs, e.g. projects; connecting annotated bibliography to projects
- blog moderator – trial for 6 months? Share role amongst SC members (FD, maybe FA)need to decide what the role is; but first need to decide what the purpose of the blog is. Plan to continue this discussion at next SC mtng with David present. ie, BRING FORWARD TO NEXT SC MTNG AGENDA
- post SC minutes to the blog (FA) Shalini moved to post the SC and EC minutes to the blog- Robin seconded. All in favour, motion approved Ryan to try to figure out how to transfer from google docs to blog RYAN TO POST SC MINUTES TO THE BLOG.
- person to take over technical work for the blog from Holly
Laure Perrier to take over as blog lead from Holly; she is already a KTTC member and Gail has chatted with her about this role.5. New working group: Business Planners … liaise them with the MPD group (FD)
Do we need to have a business plan? Or is our business plan just to get our four projects moving forward? Is it a make-work project to add one more working group? Or will this increase our viability? We’re still trying to get established so do we need a business plan and a group responsible for it? Is this something the EC does and then gets approval from the SC?People don’t think we need yet another group as this requires the infrastructure to support it as well (i.e., more people and more time). Could it be once a year the EC develops a plan, i.e., key priorities for the year with a plan to get there and a few key milestones. Can this be added to the EC agenda quarterly? If just the EC then it’s not engaging the full KTTC and shouldn’t the full group be involved in planning about the future. Not sure of the purpose of this role – need to clarify this first.
- should we strike up this new group? Decision that this group was not required. There are some big picture issues for the KTTC, including technical support, however, an additional group beyond the exisiting SC/EC/working groups was not deemed necessary to address these issue.
6. Membership email distribution list (FD) (maybe FA)
- David is sole communications person now – is this something he can maintain?- Should David send updates out via email or maintain a google doc that includes 4 email distribution lists (EC, SC, all KTTC members, working group leads)? If we use a google doc, we could share across the KTTC granting ‘viewer’ privileges to most and ‘editor’ status to some. Thoughts?
BRING FORWARD TO NEXT SC MTNG AS DAVID HAD TO SIGN OFF THIS MTNG EARLY.
7. Review ToR – do we want to change number of participants required for quorum? Might be helpful if we regularly get a low mtng turnout and we have decisions to make. (FA) Ryan (5 min) Robin has latest version of ToR … should this reside somewhere other than her computer…blog? ROBIN TO F/U WITH HOLLY ABOUT HOW TO POST THE TOR ON THE BLOG.
- Considered a motion that stipulates, “In the event of a SC mtg that doesn’t have/reach quorum, any/all “FA” items that are tentatively (dis)approved be marked with an “asterisk” and circulated asap to the whole SC with a “Please express concerns within 72 hrs” memo. If, later, a problem arises, have faith that we’ll self-correct
”Vivian: If the decision can wait until the next meeting, then postpone to the next meeting. If the decision cannot wait, then a recommendation is made by those in attendence to (dis)approve the motion. This recommendation is then sent to the full SC for no’s, abstentions, comments.
Will not change ToR now until we trial this motion and see if it works for us.
MOTION APPROVED AS WRITTEN (RYAN PUT FORWARD; SHALINI SECONDED); WE WILL REVISIT THIS ITEM AFTER THIS HAPPENS SEVERAL TIMES TO REVIEW AND REFINE PROCESS (IF NEEDED)
8. 2012 In-Person meeting funding ideas (FD)
- does anyone have any ideas for alternates to the MPD grant?If anyone has other ideas for funding for face to face meetings then please share these with Dwayne’s MPD group
9. Future Conference Call line (FD)
Debbie has put in a request to NS health research foundation to host a conference call line that we could prepay with our remaining grant funds;
Robin has contacted bell to inquire re prepayment of a conference call line Shalini to look into Google Voice Conferencing services- Robin/Debbie to report on what they found with our plan moving forward, re: reduced rate for line – details.
- google calendar for conf call line wait until details of conference line are sorted out10. Meeting debrief and evaluation (FD); and Next Meeting (FD and FA)
How did the meeting go?
shared google minutes worked well; got stuck a bit in tech/structure discussions but likely just due to what was on the agenda. We get bogged down sometimesAre there things we should do differently/better going forward?
can we think about better ways to not get stuck on the ‘little’ things, e.g., ToR discussion; how can we move this discussion forward – vote on it; mtng leader to take initiative to say enough and let’s vote on itReminder of next meeting time and date:
- do we want mtngs in July and Aug? If so, first Fri in July is July 1, a holiday, so do we want to aim for the next Fri, July 8? one mtng in summer might be good for us; just to make sure we have dicussion about projects and they are moving forward; need mtng for next MPD grant for sure. next mtng for Aug 5-
Evelyn Cornelissen
Well done, thanks Ryan! I think the main points are captured well. A great result for the first try at collaborative minutes and getting them formatted to post on the blog.
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Robin Urquhart
Yes, thanks Ryan. This looks and reads great. Hopefully, it wasn’t *too* difficult changing from Excel to PDF (or blog) form.
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Holly Witteman
This is fantastic! So nice to see. I love the idea of google doc agenda & collaborative real-time minutes. (Too bad google wave didn’t make it — that would have been great for this.)
Something to consider that might streamline the process would be to make the doc public (since this blog is public anyway) and just post the link to it here.
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Elizabeth Estey
As someone not on the SC, I think it is great to be able to see the minutes here. Helps me feel in the loop and I think will help others feel this way too. I don’t mind at all that the minutes aren’t perfectly formatted, as you can follow the conversation easily. I like Holly’s idea of putting a link to the google doc for better formatting but I think that also having the text directly in the blog will mean that more people will read it. Maybe you could post a link as well, so that people can read in either format?
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Ryan DeForge 3:43 pm on November 23, 2011 Permalink
FYI, our Nov 4 mtg was postponed to December 2nd.