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6. Kick off sustainability advisory board meetings. <br /> • Designate a facilitator for the sustainability advisory board meetings—either the sustainability <br /> coordinator or a third party. <br /> • Decide if you want to make the minutes of the sustainability advisory board and working group <br /> meetings public. Keeping the minutes confidential allows for more candid dialogue; however, <br /> publicly releasing the minutes increases the transparency of the process. <br /> • Hold regular and frequent working group meetings to ensure that policy ideas are fleshed out <br /> with sufficient detail and rigor, but make sure that the participants are not overloaded with <br /> unnecessary meetings. <br /> • Use the working group meetings for analyzing strategies and fleshing out the details of <br /> proposed measures. <br /> • Focus on higher-level strategic discussions during the full sustainability advisory board meetings, <br /> and share key takeaways and ideas from the working group meetings to cross-pollinate ideas. <br /> TIPS FOR EFFECTIVE BOARD MEETINGS <br /> Keep the meetings on track: Establish the objectives and set the parameters for the sustainability <br /> advisory board and working group meetings. <br /> Treat board members equally: Make sure all opinions are taken into consideration, no matter who <br /> • the board member represents. <br /> Allow board members to send delegates to working group meetings:Acknowledge that these <br /> representatives have busy schedules and allow the members to send their own staff member to <br /> participate in the working group meetings if that are unable to attend, but ensure they commit to <br /> participating in every full board meeting in person. <br /> Promote cross-pollination of ideas:The interdepartmental team should attend working group <br /> meetings so they share ideas and exchange feedback with the working group participants. <br /> 7. Gather ideas for the scope of the plan. <br /> • Begin the outreach process with <br /> key stakeholder groups and <br /> departmental directors to gather <br /> ideas for what issues should be <br /> addressed in the plan. <br /> • Perform preliminary best prac- <br /> tices research to understand the <br /> types of measures that could <br /> be included in the plan. Start <br /> by reviewing the Sustainability "t <br /> Strategies Matrix. <br /> • Set up informal meetings with the leading environmental or community advocates to learn <br /> about their top sustainability issues and any work they are doing to address these issues. <br /> 25 <br />