Meeting Summary 5-23-05
Cancer Plan Minnesota Evaluation Committee Meeting Minutes
May 23, 2005 1:00 – 3:00 PM
Minnesota Department of Health, 717 SE Delaware, Minneapolis, MN
Present: Heather Devlin, Priscilla Flynn, DeAnn Lazovich, Ann Mertens, Elizabeth Moe, and Cheri Rolnick
Absent: Eileen Harwood, Michael Oakes, and Lisa Stephens
Elizabeth Moe thanked members for attending on short notice, and asked for input on designing a format for action team reporting.
The committee asked that minutes for each project team meeting include the name of the Project Team, date, time, meeting location, those attending with organizational affiliation and contact information, and that minutes include both positive and divergent views that may represent minority or disparate opinions.
A sample template is as follows:
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PERSON RESPONSIBLE |
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Bulleted items could also be included beneath the template for action items requiring completion prior to the next meeting:
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Each group should assign a reliable secretary. Core Team members may facilitate this assignment through recommendations, or accessing staff. Desired turn-around time for minutes is 48 hours. Minutes will be sent to those attending the group meeting via email for additions/corrections/changes.
Project Teams will need to determine the meeting schedule that best facilitates the work to be accomplished. Suggestions were to have monthly conference calls to increase communication, share successes/struggles, and add to process evaluation (what is working?)
Project Team progress reports will be required to follow accomplishments, and reinforce the process each group follows to reach their goals and implement objectives. The committee suggested reports be limited to submission every 6 months. Liz reviewed the CDC grant report schedule and suggested that it would be advantageous to have group reports a month or two prior to the CPC reports.
The Core Team currently leads each planning team, but needs to redirect leadership function to team members. A chair and co-chair will be appointed for each team, and a Core Team member will act as staff support to facilitate meetings.
An Action Plan needs to be completed by each Project Team. Each team is currently meeting an objective outlined in Cancer Plan Minnesota, but should reiterate this in their plan. Action Plans should also include the team name, project title, description, goal/objective, work plan and guidelines, evaluation methods, and any other key information deemed necessary by the team. The most important element of the Action Plan is the work plan.
Project Teams chairs/co-chairs will communicate with Liz Moe, Core Team and/or evaluation committee members regarding appropriate evaluation methods, and will also be asked to inform their groups that the evaluation will include both intermediate outcome markers and process information related to collaboratives.
Survey methods were discussed to supplement Progress Report information related to Project Team members’ satisfaction with team dynamics and progress. A simple survey with open-ended questions was deemed desirable to capture diverse opinions and experiences. A more targeted survey could be developed from initial inquiries as teams continue to meet over the years.
· The projected schedule for the Minnesota Cancer Alliance was outlined.
· Projects Teams will all meet in June. Core Teams will assist each group to appoint a chair/co-chair.
· Project Teams will be asked to convene or connect in July to develop Action Plans. Action Plans should be finalized by late July/early August.
Alliance by-laws are in process and should be finalized by Fall 2005. Formal members will be appointed to the Steering Committee in November. The committee will meet in January 2006. Formative evaluation results of project teams will be reviewed at this meeting.
The April 2006 Annual Meeting may also include a “value added” element such as continuing education credits or training sessions (to be determined).
The June 15, 2005 Evaluation Committee meeting was CANCELLED and will reconvene at the end of August (exact date to be determined). Long-term outcomes will be the priority topic, and partnership synergies will be reviewed. All Action Plans should have been received, and will be available for Evaluation Committee review.
It was determined that evaluation committee members should also attend Project Team meetings to primarily observe dynamics (and compare minutes submitted to actual proceedings), and to act as an evaluation resource only when the team is “stuck.”
Liz will share the evaluation committee progress and ideas with Core Team members, and develop guidelines or templates for both minutes and Action Plans.
Respectfully submitted,
Priscilla Flynn, MPH, CHES
Meeting Summary for each Action Team meeting
Write meeting summary for each meeting (designated note-taker is responsible)
q Include member name, position, organizational affiliation, email (team roster checklist)
q Date, time, location
q Name of committee
q Discussion including minority viewpoints
q Use template
q Ask process questions
Action Plan Elements
Based on Tool #14
Update Action Plan every 6-12 months (Work Group Leader is responsible)
q Group Name
q Project Title
q Description
q Rationale
q Goal/obi/strategy
q Specific to project
q Work plan and timeline-- How? By when?
q Evaluation methods-- Did they do it? How?
q Target group participation?
Sample Process Questions for proposed annual Process Survey
q Name the three most important things you take from this process.
q What keeps you involved?
Next Steps:
JUNE
q Find/assign a note taker/secretary on each Project Team
q Provide meeting summary template or guidelines to secretary
q Create Action Plan template or guidelines
q Select/Elect Project Leaders
JULY
q Conference Call with Project Leaders
AUGUST
q Action Plans due from groups August 1, 2005
q Evaluation Committee meeting late August 2005
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