Skip to content

Commit

Permalink
fix: edits from review
Browse files Browse the repository at this point in the history
  • Loading branch information
@lwasser
lwasser committed Dec 10, 2024
1 parent 4144e6c commit d209838
Showing 1 changed file with 46 additions and 48 deletions.
94 changes: 46 additions & 48 deletions governance/executive-council.md
View file
Original file line number Diff line number Diff line change
Expand Up @@ -12,7 +12,7 @@ The pyOpenSci Executive Council (EC) has four primary functions:

The Executive Director is currently a voting member of the Executive Council for items unrelated to their salary and accountability.

The Executive Council holds broad expertise in building and running a scientific / data science nonprofit organization. It is complemented by the [Advisory Council](advisory-council), which offers domain-specific expertise, guidance, and input.
The Executive Council holds broad expertise in building and running a nonprofit organization. It is complemented by the [Advisory Council](advisory-council), which offers domain-specific expertise, guidance, and input.

## How the Executive Council works

Expand All @@ -22,11 +22,10 @@ perspectives, the Council ensures that its guidance aligns with the organization
[mission, vision, and values](mission-values) while meeting the needs of the
growing pyOpenSci community.

The Council employs flexible and adaptive practices, such as the **lazy consensus**
approach, to ensure decisions are made efficiently while fostering thoughtful
The Council employs flexible and adaptive practices to ensure decisions are made efficiently while fostering thoughtful
dialogue and collective alignment.

## Executive Council Roles & Responsibilities
## Executive Council roles & responsibilities

Each Executive Council (EC) member dedicates no more than **four to six hours per month** to pyOpenSci activities, including meeting attendance. Executive Council members are expected to fulfill the following responsibilities:

Expand All @@ -40,7 +39,7 @@ Each Executive Council (EC) member dedicates no more than **four to six hours pe
- Approve expense reports.
- Take meeting minutes and ensure they are [published in this Handbook](ec-minutes).

The Executive Council is currently led by the Executive Council Chair, who approves the Executive Director’s vacation time off requests and sick leave.
The Executive Council is currently led by the Executive Council Chair, who approves the Executive Director’s time off requests and sick leave.

:::{note}
While travel is not explicitly required, members may have opportunities to attend meetings on behalf of pyOpenSci. Travel may be supported by pyOpenSci if needed.
Expand All @@ -49,42 +48,21 @@ While travel is not explicitly required, members may have opportunities to atten

## How the Executive Council makes decisions

The Executive Council supports the Executive Director by serving as a resource
for input when needed. However, certain items require explicit Executive Council
approval.

### Decision-making process

The Executive Council generally follows a **lazy consensus** approach for decision-making:

:::{admonition} What is lazy consensus?
:class: tip

Lazy consensus means that decisions are approved by default unless a member of
the Executive Council explicitly raises an objection within a predefined period.
This allows decisions to move forward efficiently while still providing an
opportunity for discussion. The proposal is accepted if no objections are raised
within the specified timeframe.

When objections are raised, further discussion occurs, and a formal vote is held
if needed. This ensures decisions reflect the collective agreement of the Council
while minimizing unnecessary delays.

:::

The Executive Council is required to review and approve decisions affecting the fiduciary aspects of the organization; this includes mission/vision/values, governance policies, budget, Executive Director compensation, and significant new strategic initiatives. The Executive Council also supports the Executive Director by serving as a resource for input when needed.

All decisions made by the Executive Council must align with the legal
obligations and policies of pyOpenSci’s fiscal sponsor—[Community Initiatives](https://communityin.org/).
obligations and policies of pyOpenSci’s fiscal sponsor—[Community Initiatives](https://communityinitiatives.org/).
This ensures compliance with overarching governance structures and financial
responsibilities.


### Decisions requiring an Executive Council vote

The Executive Council (EC) defines and directs pyOpenSci’s strategy and major
organizational direction. It is responsible for approving significant decisions
organizational direction. The EC approves significant decisions
that strongly impact pyOpenSci’s strategy, governance, or financial well-being.
Generally, items with legal or fiduciary implications require a formal vote,
with the outcome documented in our [meeting minutes](ec-minutes).
with the outcome documented in this handbook's Executive Council [meeting minutes](ec-minutes) section.

The EC will vote on the following:

Expand All @@ -107,22 +85,44 @@ Executive Council serves as a resource for the Executive Director and may provid
feedback and input upon request.
:::

### Decision-making process

The topics above require a motion and a vote for approval. Motions and approval can be made in Executive Council meetings or asynchronously via email or Slack. Motions and votes will be noted in the EC meeting minutes.

:::{important}
All decisions made by the Executive Council must align with the legal
obligations and policies of pyOpenSci’s fiscal sponsor—[Community Initiatives](https://communityin.org/).
:::

## Collaboration between the Executive Director and the Executive Council

While not requiring a formal vote, the Executive Director may request feedback
from the Executive Council on significant or public-facing decisions. These discussions should
The Executive Director may request feedback
from the Executive Council on significant or public-facing decisions; these types of decisions do not require a formal vote. These discussions should
occur in the **executive-council** Slack channel to ensure transparency and
collaborative input. Examples include:

- Significant public-facing changes to the pyOpenSci website.
- Decisions impacting staff or human resources (e.g., hiring or termination).
- Operational policies for staff (unless they carry major financial implications).
- Strategic decisions about pursuing proposals or writing grants.
- Substantial changes to pyOpenSci programs.
* Significant public-facing changes to the pyOpenSci website.
* Decisions impacting staff or human resources (e.g., hiring or termination).
* Operational policies for staff (unless they carry major financial implications).
* Strategic decisions about pursuing proposals or writing grants.
* Substantial changes to pyOpenSci programs.
* Strategic decisions about pursuing proposals or writing grants.
* Substantial changes to pyOpenSci programs.

By maintaining open communication, the Executive Council and Executive Director ensure pyOpenSci’s
By maintaining open communication, the Executive Council and Executive Director ensure that pyOpenSci’s
decisions align with its mission and strategic goals.

### Lazy consensus for decisions that don't require a vote

Lazy consensus is applied for decisions such as those listed above that do not require a formal vote.

Lazy consensus means that decisions are approved by default unless a member of
the Executive Council explicitly raises an objection within a predefined period.
This allows decisions to move forward efficiently while providing an
opportunity for discussion.

When objections are raised, further discussion occurs. This ensures decisions reflect the collective agreement of the Council
while minimizing unnecessary delays.


## How the Executive Council meets and communicates
Expand All @@ -131,7 +131,7 @@ decisions align with its mission and strategic goals.

The Executive Council holds **monthly meetings** (typically 1.5 hours) to discuss key topics, review updates, and make decisions by consensus. During these meetings, the Executive Director (ED) provides updates on the organization’s development, growth, and operations and may request feedback on specific issues. This time is also used for strategic planning and discussion

During these meetings, Council members take notes. These notes are summarized and published in the [pyOpenSci handbook GitHub repository](https://github.com/pyOpenSci/handbook/tree/main/reference/meeting-notes/executive-council). Once the notes are merged, they are [publicly available in this Handbook](https://www.pyopensci.org/handbook/reference/meeting-notes/executive-council/intro.html).
During these meetings, Council members take notes. These notes are summarized and published in the [Executive Council Minutes section of this Handbook](https://github.com/pyOpenSci/handbook/tree/main/reference/meeting-notes/executive-council). Once the notes are merged, they are [publicly available in this Handbook](https://www.pyopensci.org/handbook/reference/meeting-notes/executive-council/intro.html).


**Ad hoc Executive Council meetings** are scheduled as needed to address pressing issues.
Expand All @@ -143,7 +143,7 @@ During these meetings, Council members take notes. These notes are summarized an

### Slack: primary communication platform

The **[Executive Council Slack channel](pyos-slack)** is the primary tool for communication between monthly meetings. All updates, discussions, and requests for input happen here; email is not used for EC communications.
The **[Executive Council Slack channel](pyos-slack)** is the primary tool for communication between monthly meetings. All updates, discussions, and requests for input happen here; email is rarely used for EC communications.
EC members are expected to check Slack semi-regularly to stay informed.

- **Feedback requests:** It is understood that EC members have jobs and lives outside of their EC responsibilities. As such, when the Executive Director (ED) requests input on Slack, they will specify what feedback is needed and provide clear response timelines and areas to focus on.
Expand All @@ -161,7 +161,6 @@ the evolving pyOpenSci needs.

### Executive Council selection process


1. **Identify organization needs**:
- The Council first evaluates its current composition to identify areas where
additional expertise, perspectives, or skills could be useful to support the
Expand Down Expand Up @@ -215,24 +214,23 @@ completed to integrate them into the team:
2. **Orientation**:
- Provide a link to this Handbook, which outlines the Council’s
responsibilities, decision-making processes, and operational policies.
- Schedule an initial orientation meeting, if needed, to familiarize the new member
- Schedule an initial orientation meeting if needed, to familiarize the new member
with pyOpenSci’s mission, vision, values, and ongoing initiatives.

3. **Notifications**:
- Notify the pyOpenSci's Fiscal Sponsor (Community Initiatives) of any changes in roles
that impact the chair position or budget oversight responsibilities.

4. **Welcome and integration**:
- Introduce the new member to the Council during a meeting and through a Slack
announcement. Highlight their expertise and how it complements the team’s
needs.
- Introduce the new member to the Executive Council during a meeting and to the pyOpenSci community through Slack
announcement. Highlight the the new member's expertise and how it complements the community and Executive Council’s needs.

## Offboarding an Executive Council member

When a member leaves the Executive Council, the following steps should be taken
to ensure a smooth transition:

* **Remove Access**
* **Remove Access**:
- Remove the departing member from the pyOpenSci Executive Council shared
Google Drive to ensure that sensitive information remains secure.
- Remove the member from the Executive Council Slack channel.
Expand All @@ -253,7 +251,7 @@ By following these steps, pyOpenSci ensures a seamless transition for incoming
and outgoing members, maintaining stability and continuity in its governance
practices.

:::{admonition} Glossary
:::{admonition} Terms
:class: tip

* [Fiscal Sponsorship](https://en.wikipedia.org/wiki/Fiscal_sponsorship) refers to nonprofit organizations offering their legal and tax-exempt status to groups—typically projects—engaged in activities related to the sponsoring organization's mission. It involves a fee-based contractual arrangement between a project and an established non-profit.
Expand Down

0 comments on commit d209838

Please sign in to comment.