review full template

book/website/community-handbook/working-groups/working-group-resources.md

@@ -1,6 +1,6 @@
 # References
 
-The following resources were used in drafting this documentation:
+The following resources were used in drafting and creation of templates for this documentation:
 
 * Gitlab: [Working Groups](https://about.gitlab.com/company/team/structure/working-groups/)
 * The Carpentries: [Executive Council's Standing Committees](https://docs.carpentries.org/topic_folders/governance/executive-council.html#executive-council-s-standing-committees)

book/website/community-handbook/working-groups/working-groups-charter-template.md

@@ -1,124 +1,119 @@
 (working-groups-charter-template)=
 # Template for the Working Group's Charter
 
-__*The template starts below this line. WG conveners should use this document to discuss different aspects of their work, build a shared understanding for the ways of working and adapting this document for their respective WGs.*__
+__*The template provided here is a revised version of the [Sample group charter provided by Collaborative Leader Network](https://collaborativeleadersnetwork.org/strategy-tools/sample-group-charter). WG conveners should use this document to discuss different aspects of their work, build a shared understanding for the ways of working and adapt this document for their respective WGs.*__
 
 ## *The Turing Way* Working Group Charter: [GROUP's NAME HERE]
 
 ### Purpose
 
 ```
-This portion should have Purpose and Need statements by the The [WORKING GROUP].
-They should also provide some ways to meet the purpose by addressing specific challenges and needs. 
-``
+This section should articulate the purpose and needs co-developed by the WG.
+It should also provide context for how the group intends to fulfill its purpose by addressing specific challenges and needs.
+```
+
+The [GROUP's NAME HERE] is a collaborative space for WG members to prioritize challenges, create a roadmap, and openly share them on GitHub repositories (such as issues on *The Turing Way* main repo or a dedicated repo for the WG).
 
-The [WORKING GROUP] will work with the project delivery team (inviting their input or support when needed) in prioritising the challenges, create roadmap and share them openly on GitHub repository (such as on *The Turing Way* main repo, or a dedicated repo for the WG).
+The WG keeps the project delivery team informed and invites their input or support when needed.
 
-WG will also engage with community inviting their participation and feedback on selecting the best course of actions in their work.
-They will also consider alternatives suggested by the WG and community members taking into considerations the various community goals, issues, concerns and appropriate balance among competing interests or different preferences within the WG.
+Additionally, the WG engages with the broader community, inviting their participation and feedback on their work. This includes selecting the best course of actions in the projects the WG undertakes. 
+The WG also considers alternatives suggested by WG members, community members, and the project delivery team in the context of community goals, current issues, concerns, and competing interests or preferences.
 
 ### Decision Making in the WG
 
-- The [WORKING GROUP] establishes clear roles and responsibilities
-_ The WG Chair facilitated open and regular meetings to discuss agenda points invited from the WG members
-- For decision making related to agenda points or matters discussed in the WG, a consensus-based recommendation and decisions are made and clearly communicated
-- In matters where consensus within the WG is not met, the broader community is engaged via WG's GitHub repository in a meaningful way in evaluating the proposed recommendation or decision. Community members are invited by other communication channels to share their feedback by commenting on the GitHub issue
-- Decisions that affect the broader project and community, should be escalated to the the project delivery team
-- The decisions and recommendations should take the timeline and available resources to support the work
-- If required resources are lacking, the project delivery input and support should be invited before making the decision
+- The WG members establish clear roles and responsibilities (read guidelines in {ref}`working-groups-guideline`).
+- The WG chairs facilitate open and regular meetings to discuss agenda points invited from the WG members.
+- In areas where the WG has decision-making authority, members will strive to reach agreement by consensus.
+- For decision making related to agenda points or matters discussed in the WG, consensus-based recommendations and decisions are clearly communicated.
+- In matters where consensus within the WG is not met, the broader community is engaged via the WG's GitHub repository in a meaningful way to evaluate the proposed recommendation or decision. Community members are invited through other communication channels to share their feedback by commenting on the GitHub issue.
+- Decisions that affect the broader project and community are escalated to the project delivery team.
+- Decisions and recommendations take into account the timeline and available resources to support the work.
+- If required resources are lacking, input and support from the project delivery team are sought before making the decision.
 
 ### Terms of Membership
 
-Community members agree to volunteer until they are able to stay involved in the community.
+Community members agree to participate openly and responsibly until they are able to volunteer and stay involved in *The Turing Way* community.
 
 ```
-Term of different roles can be decided by the WG members and added here
+Terms of different roles should be decided by the WG members and added here!
 ```
 
-A member’s position on the [WORKING GROUP] may be declared vacant if the member:
+Specific positions will be open in the WG if the post holder:
 
-- Resigns from the [WORKING GROUP]
-- Fails to attend more than two meetings without prior notice
+- steps down from their role 
+- can no longer serve in their role
+- wants to take a break from their duty or leave the WG
 
-In a case where a member’s position is declared vacant, the WG chair may appoint an alternative representative from the same WG to fill the position.
+In a case where a member’s position is declared vacant, the WG chairs will invite WG members to volunteer to fill the role or hold a formal process within the WG to fill the position, especially if more members are interested in filling limited positions.
 
 ### Working Group Operating Guidelines
 
 #### Convening of Meetings
 
-- Meetings will be held at the time and place chosen by the [WORKING GROUP] in the course of their meetings.
-- It is anticipated that there will be [INSERT NUMBER] meetings leading up to the official opening of the environmental impact statement preparation process. Once the EIS is underway, it is anticipated that the group will meet quarterly.
-- [WORKING GROUP] members will be informed of meetings through email or direct mail, depending on his/her preference, at least two weeks prior to the meeting. 
+- Meetings are held at a time and platform chosen by the WG in the course of their work.
+ - `Provide current plans for meetings and point to the document where this information can be found.` 
+- [INSERT NUMBER] meetings will be held monthly unless communicated otherwise.
+- WG members will be informed of meetings through [Slack channel or direct emails].
+ - The chairs will announce the details about an upcoming meeting and invite an agenda.
+ - A shared document will be used to capture notes from the meeting. 
+- Notes will be maintained and archived by the documentarian.
+ - `Provide a link to the folder where meeting notes are archived.`
+ - `Some WGs may decide to record their meetings to allow members who are unable to attend the meeting to catch up asynchronously. Provide details here.`
 
 #### Communication
 
-- Meetings will be advertised via the different communication channels.
-- Project documents and announcements will be posted on the WG's GitHub repository.
-- Email: Chair should be copied on all correspondence, and if chair chooses to open a dialogue via email, all [WORKING GROUP] members will be copied. 
+- Meetings will be advertised via the WG's communication channels: [CHANNEL DETAILS (Slack channel or email)]. 
+- Project documents and announcements will be posted on the WG's communication channels.
+- WG members should also use the WG's communication channels to ask or share information.
+- Emails: 
+ - In emails to the WG members, chairs should be copied on all correspondence they should be aware of to ensure that everyone in the WG has the same information.
+ - If chairs choose to open a dialogue via email, all WG members will be copied. 
 
 #### Conduct of Meetings
 
-- Meetings will be open to all WG members, and to the broader community 
-- It will be communicated if a meeting will be closed.
-- Meetings will be facilitated by the chair, and documentarian will take notes.
-- In meetings outside WG, an informed member will be encouraged if the [WORKING GROUP] chair cannot attend.
-- All cell phones will be turned off during the meetings.
-- After all meeting agenda items have been addressed, time will be provided for non-members in attendance to voice their opinions.
-- Meetings will end with a clear understanding of expectations and assignments for next steps.
-- Meetings are expected to be two to three hours and not exceed three hours. Extension of time, in 15-minute increments, will require the consent of the majority of members attending that meeting. Consensus will be indicated with a show of hands.
-- The consultant will keep a record of meeting attendees, key issues raised, and actions required. Comments from individual members will generally not be attributed, and a verbatim record of the meeting will not be prepared.
-- The previous meeting record and a meeting agenda will be forwarded to members of the [WORKING GROUP] at least one week before the next meeting. Any changes to the record of the past meetings shall be in writing and forwarded to the [CONVENER] prior to the next meeting.
+- Time, duration, frequency, and platform for the WG's meetings will be identified through consensus in the WG. 
+- Meetings will be open to all WG members and to the broader community.
+- It will be communicated if a meeting will be closed or invite only.
+- Meetings will be facilitated by the chairs, and a documentarian will take notes.
+- In meetings outside the WG's regular meeting, an informed member will be encouraged if the WG chairs cannot attend.
+- After all agenda items have been addressed, time will be provided for non-members in attendance to voice their opinions.
+- Meetings will end with a clear understanding of actions, expectations, and assignments for next steps.
+- A documentarian will keep a record of meeting attendees, key issues raised, and actions required. 
+- The previous meeting record and a meeting agenda will be forwarded to members of the WG before the next meeting. Any changes to the record of the past meetings shall be communicated in writing prior to or during the next meeting.
 
 #### Meeting Ground Rules
 
-- Set a ground rule for how attendees contribute (like raising physical or digital hand, or by indicating on chat)
-- Speak one at a time to avoid interrupting others.
-- Wait for the facilitator to indicate the next speaker/person speaking.
-- The facilitator may call on people who have not yet spoken before calling on someone a second time for a given subject.
+- Chairs will communicate ground rules for how attendees contribute (like raising a physical or digital hand, or by writing on the shared notes or in the chat).
+- Chairs will also communicate any additional ground rules that the WG follows before the meeting starts and provide links to relevant resources in a shared document.
+- Some general etiquettes to follow:
+ - Speak one at a time to avoid interrupting others.
+ - Wait for the facilitator to indicate the next speaker/person speaking.
+ - The facilitator may call on people who have not yet spoken before calling on someone a second time for a given subject.
 - Share the space – ensure that all members who wish to have an opportunity to speak are afforded a chance to do so.
 - Maintain a respectful tone toward all participants.
 - Listen to other points of view and try to understand other interests.
 - Share information openly, promptly, and respectfully.
-- If requested to do so, hold questions until the end of each presentation.
-- Make sure notes taken on newsprint are accurate.
-- Remain flexible and open-minded and actively participate in meetings.
-
-#### Roles and Responsibilities
-
-[WORKING GROUP] members agree to:
+- If requested to do so, hold questions until the end of each presentation if planned during the meeting.
+- Support the documentarian in taking notes. 
+- Ensure that notes taken are accurate.
 
-- Provide specific local expertise, including identifying emerging local issues;
-- Review project reports and comment promptly;
-- Attend all meetings possible and prepare appropriately;
-- Complete all necessary assignments prior to each meeting;
-- Relay information to their constituents after each meeting and gather information/feedback from their constituents as practicable before each meeting;
-- Articulate and reflect the interests that advisory group members bring to the table;
-- Maintain a focus on solutions that benefit the entire study area;
-- Present its recommendations for the project at the end of the planning process. The presentation would include subjects such as: project’s Purpose and Need Statement, alternatives to be studied in the EIS, mitigation measures, and phasing plan. The [WORKING GROUP] shall select from among its members a presenter or team of presenters.
+*Please refer to some more useful resources in the {ref}`cl-organising-meetings`*
 
-[CONVENER] and the consultant team agree to:
-
-- Provide [WORKING GROUP] members the opportunity to collaborate with other agencies and groups on making recommendations for the project;
-- Effectively manage the scope, schedule, and budget;
-- Keep [WORKING GROUP] partners informed of progress;
-- Provide documentation to support recommendations;
-- Provide technical expertise;
-- Brief local decision-makers and produce briefing materials and reports;
-- Provide early notification of [WORKING GROUP] meetings and provide ten working days to review and comment on technical reports and other documents;
-- Conduct public meetings necessary to inform and engage the community.
-- Manage logistics for meetings; and
-- Explain the reasons when deviations are taken from [WORKING GROUP] recommendations. 
-
-### Communication
-
-[WORKING GROUP] members will be informed of meetings through email or direct mail, depending on his/her preference, at least two weeks prior to the meeting.
+#### Roles and Responsibilities
 
-- Meetings will be advertised in the [LIST MEDIA AND/OR LOCATION].
-- Project documents and notices will be posted on the project website.
-- Email: [CONVENER] should be copied on all correspondence, and if [CONVENER] chooses to open a dialogue via email, all [WORKING GROUP] members will be copied.
+Members of the WG:
 
-### Decision Making
+- Provide specific expertise, including identifying emerging challenges and opportunities.
+- Review WG's documentation and provide comments, such as on GitHub.
+- Attend WG meetings and prepare appropriately to contribute to the agenda, specifically those assigned to them.
+- Complete all necessary actions assigned prior to each meeting.
+- Support the distribution of information to other WG members after each meeting and gather information/feedback.
+- Articulate and reflect the interests of community members through community engagement.
+- Maintain a focus on the roadmap co-created with the WG members for the benefit of the broader community.
+- Contribute to the documentation of the WG and share them broadly in *The Turing Way* book.
+- Represent and share WG's work, recommendations, and accomplishments in the community spaces such as Collaboration Cafe, Community Forum
 
-The [WORKING GROUP] is primarily advisory. In those areas where it has some decision-making authority, members will strive to reach agreement by consensus at a level that indicates that all partners are willing to “live with” the proposed action. 
-Partners will strive to work expeditiously and try to avoid revisiting decisions once made. 
-If agreement cannot be reached on a particular issue, [CONVENER] will
+```
+Describe responsibilities of other roles in similar format.
+Provide links to resources and additional information WG members should have access to.
+```