To provide background information for our 5/25 LG meeting, the following processes were discussed at the 5/11 Steering Group meeting and there was general agreement to propose these to the LG at the next meeting on 5/25.
How the groups work together
The Steering Group meets every two weeks; the Leadership Group joins the SG in alternating meetings. Joint meetings occur every four weeks. In general, the SG focuses more on operational issues and the LG provides more strategic direction. We will ask the LG to weigh in formally on certain issues. These issues may begin as discussion items in either the SG or the LG. The SG can discuss the issue further. If there’s loose agreement at the SG, then the proposal can be written up by the SG and possibly a related working group. The proposal can be discussed at LG and voted on after the LG meeting.
How agendas and materials are created
Agendas are created a week in advance by project director and chair. Agenda items will have time estimates to ensure that critical items are addressed in sufficient time. The chair will send out the agenda in advance with supporting materials as needed, and with a call for additional agenda items if time permits. If the agenda is full, LG members can suggest agenda items for future meetings. Supporting materials will be prepared in advance and made available to the LG as needed.
How we'll make decisions (vote) and for which items (proposals)
If a proposal is discussed at the LG meeting and general agreement exists, members will be asked to vote by email following the meeting. All LG members will be sent an email to the leadership group list asking for their vote and they will respond to the group. LG members can indicate their preference using +1, 0 (no opinion) or -1 (veto, the proposal does not pass). All voting will have timelines. Proposals need a majority of members voting +1 with no veto to pass.
The Leadership and Steering Group chair(s)
The same person serves as chair of both groups. The LG names the chair and LG members may nominate themselves. The chair has a one-year term. There are no term limits.
