From be9f29eeb747c6bfe5c82ad6d1b08ddd2536fda7 Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Fri, 15 Nov 2024 16:45:10 -0700 Subject: [PATCH 1/7] feat: new EC landing page --- governance/executive-council.md | 156 ++++++++++++++++++++++++++++++++ 1 file changed, 156 insertions(+) create mode 100644 governance/executive-council.md diff --git a/governance/executive-council.md b/governance/executive-council.md new file mode 100644 index 0000000..dadfc23 --- /dev/null +++ b/governance/executive-council.md @@ -0,0 +1,156 @@ +# pyOpenSci Executive Council + +The pyOpenSci Executive Council (EC) has four primary functions: + +1. **Guides the Organization**: The Executive Council defines and directs pyOpenSci’s high-level [mission, vision, and values](mission-values) and sets its strategic direction. + +2. **Advocates for pyOpenSci**: The Executive Council serves as an advocate and ambassador for the organization, leveraging members’ networks to enhance its reputation and support fundraising efforts. + +3. **Provides Strategic Insight**: The Executive Council offers perspective and guidance on major strategic decisions to ensure the organization’s long-term success. + +4. **Holds the [Executive Director](executive-director) accountable**: The Executive Council holds the Executive Director accountable while also providing high-level strategic and financial guidance and oversight. + +The Executive Director is currently a voting member of the Executive Council. + +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. + + +## 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: + +- Attend at least 80% of monthly Executive Council meetings. +- Participate in asynchronous commitments, which include: + - Suggesting agenda items for meetings. + - Communicating with the Executive Director (ED) via Slack. + - Providing timely reviews of materials and documents. + - Connecting the Executive Director with potential funding opportunities. +- Evaluate the performance of the Executive Director on a yearly basis. +- Approve expense reports. +- Take meeting minutes and ensure they are published. + +The Executive Council is currently led by the Executive Council Chair, who approves the Executive Director’s vacation 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. +::: + +### How the Executive Council makes decisions + +The Executive Council makes consensus-based decisions. All decisions must align with the legal obligations and policies of pyOpenSci’s fiscal sponsor - Community Initiatives. + +### Items that require Executive Council approval + +In some situations, the Executive Director should consult the Executive Council to get approval before moving forward. This section describes those scenarios. + +### Decisions that require an Executive Council vote + +The Executive Council helps to define and direct the strategy and major direction of pyOpenSci. It must approve major decisions that strongly affect pyOpenSci’s strategy or financial well-being. In general, items with legal or fiduciary implications require a vote and the public documentation of the vote's outcome via our [meeting minutes](ec-minutes). + +The EC will always vote on the following: + +* Annual Budget +* Anything related to pyOpenSci's Mission, vision, values +* Changes in governance and policy (example COC) + * Changes to the Code of Conduct. +* Significant deviations from the approved yearly budget +* Decisions that have significant implications for pyOpenSci’s financial health. +* Major changes in strategic direction and roadmaps for organization development. + +The EC, independent of the Executive Director, also determines the Executive Director's salary. + +The Executive Director is given authority to make all other decisions; the Executive Council, however, is a resource for the Executive Director when they want feedback and input on decisions. + + +### The Executive Council may also be asked to provide input on + +These decisions are significant or public-facing and would benefit from the input of the Executive Council; they do not require a vote to move forward. The Executive Council should be notified using the **executive-council** slack channel. + +Here are some items that you may be asked for feedback on. + +* Significant public-facing changes to the pyOpenSci website. +* Significant changes that impact staff or Human Resources (hiring, firing ,etc) decisions. +* Operational policy for pyOpenSci staff (unless they have major financial implications). +* Decisions about pursuing proposals and writing grants. +* Decisions about significant changes to pyOpenSci programs + + + +## The Executive Council's Role + +The Executive Council is available as a resource for the Executive Director when it is helpful. However, there are also items that require Executive Council approval. + + +## How the Executive Council works + +The pyOpenSci Executive Council operates through open discussions, collaborative decision-making, and a "lazy consensus" principle where decisions move forward unless concerns are explicitly raised. This flexible and adaptive approach ensures that the Executive Council can respond to the needs of the growing pyOpenSci community of practice. We focus on fostering thoughtful dialogue and leveraging diverse perspectives to guide the organization’s [mission, vision, and values](mission-values). + +The Executive Council values transparency and clarity, ensuring all members are informed and aligned as we shape the future of pyOpenSci together. + +### How we meet and communicate + +#### Monthly meetings + +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). + + +**Ad hoc Executive Council meetings** are scheduled as needed to address pressing issues. + +**Executive Director--Executive Council Chair meetings:** The Executive Director also meets regularly with the pyOpenSci Board Chair to ensure alignment on key issues and strategic direction. + + +## EC communication platforms & tools + +### 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. +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. +- **Transparency:** The Slack channel is also used to share updates about changes that occur outside of formal monthly meetings. Examples of such updates include new hires, event updates, and celebrating successes. + +### Google Drive: document sharing and collaboration + +The pyOpenSci Executive Council uses a shared **[Google Drive](google-drive)** within the pyOpenSci Google Workspace to store and share documents. This includes meeting notes, agendas, and other important materials. Members are encouraged to access and update shared resources using the shared Drive. + +### MOVE Guiding principle: lazy consensus + +The EC operates using a "lazy consensus" principle, where decisions move forward unless concerns are explicitly raised. This approach ensures efficient decision-making while allowing members to provide feedback when necessary. + +:::{todo} +Find a good link to explain the concept of lazy consensus. +::: + + + + + +## Onboarding a new Executive Council member + +* Add to pyOpenSci Executive Council shared drive +* Add to pyOpenSci Executive Council Slack channel +* Notify our Fiscal Sponsors of a change in chair or budget oversight role +* Provide links to relevant documentation in the Handbook (other places?) + + +## Offboarding an Executive Council member + +* Remove from pyOpenSci executive council shared drive +* Remove from pyOpenSci Executive Council Slack channel +* Notify CI if there is a change to the chair and budget role + + +## Selection of Executive Council members + +* New members will be selected and appointed by the existing Executive Council +* We will select new members by assessing the governance needs of the organization and identifying a person with that experience/expertise to join the EC. +* + + +## Glossary + +* [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. +* [Non-Profit Organization](https://en.wikipedia.org/wiki/Nonprofit_organization): A legal entity organized and operated for a collective, public or social benefit, in contrast with an entity that operates as a business aiming to generate a profit for its owners. +* [501(c)(3) Organization](https://en.wikipedia.org/wiki/501(c)(3)_organization): a United States corporation, trust, unincorporated association, or other type of organization exempt from federal income tax under section 501(c)(3) of Title 26 of the United States Code. From fc76f1a42e4317273165cc270a73cfab79ddffe4 Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Fri, 15 Nov 2024 16:45:21 -0700 Subject: [PATCH 2/7] feat: add bookmarks for links --- governance/index.md | 1 + governance/mission-values.md | 2 +- governance/structure.md | 4 +++- organization/how-we-work.md | 1 + reference/meeting-notes/executive-council/intro.md | 1 + 5 files changed, 7 insertions(+), 2 deletions(-) diff --git a/governance/index.md b/governance/index.md index 74141b3..3daab01 100644 --- a/governance/index.md +++ b/governance/index.md @@ -19,6 +19,7 @@ pyOpenSci supports open science through Home mission-values structure +Executive Council Code of Conduct <../CODE_OF_CONDUCT.md> ``` diff --git a/governance/mission-values.md b/governance/mission-values.md index c23de8b..63ff62f 100644 --- a/governance/mission-values.md +++ b/governance/mission-values.md @@ -1,4 +1,4 @@ -# Mission and values +# Mission, Vision and Values The mission of pyOpenSci is to support diverse community around the free, open python tools that drive open, reproducible scientific workflows. diff --git a/governance/structure.md b/governance/structure.md index eaddd64..2d67b6e 100644 --- a/governance/structure.md +++ b/governance/structure.md @@ -1,4 +1,4 @@ -# Structure and leadership +# Organization Structure and Leadership This page describes the organizational structure of pyOpenSci as they related to governance and operations. @@ -16,6 +16,7 @@ The Executive Director (discussed below) is a voting member of the executive cou [Click here to view current executive council members](https://www.pyopensci.org/our-community/#executive-council--leadership) +(advisory-council)= ### pyOpenSci advisory council [Click here to view current advisory council members.](https://www.pyopensci.org/our-community/#pyopensci-advisory-council) @@ -36,6 +37,7 @@ on high level goals of pyOpenSci programs. ## Staff roles within the organization +(executive-director)= ### Executive Director The Executive Director creates and oversees the execution of the mission and diff --git a/organization/how-we-work.md b/organization/how-we-work.md index 96486c3..6ca29e2 100644 --- a/organization/how-we-work.md +++ b/organization/how-we-work.md @@ -24,6 +24,7 @@ GitHub is public-facing to our entire community. To learn more about GitHub processes at pyOpenSci, please refer to the [GitHub processes](github-intro) handbook page. +(google-drive)= ### Google Drive [Google Drive](https://drive.google.com/), part of the pyOpenSci Google Workspace, is used to store all internal pyOpenSci documents, spreadsheets, slides, photos, and graphics essential for our operations. Each pyOpenSci staff member has a personal, work-related Google Drive account for individual documents, while shared resources are stored in designated folders on the organizational shared drive. diff --git a/reference/meeting-notes/executive-council/intro.md b/reference/meeting-notes/executive-council/intro.md index 424600d..d39a5f2 100644 --- a/reference/meeting-notes/executive-council/intro.md +++ b/reference/meeting-notes/executive-council/intro.md @@ -1,3 +1,4 @@ +(ec-minutes)= # pyOpenSci Executive Council Minutes :::{toctree} From 4144e6c001b17a33655211832ff2469ae9d60892 Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Mon, 18 Nov 2024 09:02:33 -0700 Subject: [PATCH 3/7] feat: final EC draft page --- governance/executive-council.md | 222 +++++++++++++++++++++++--------- governance/structure.md | 41 +++--- 2 files changed, 184 insertions(+), 79 deletions(-) diff --git a/governance/executive-council.md b/governance/executive-council.md index dadfc23..f1dfe3a 100644 --- a/governance/executive-council.md +++ b/governance/executive-council.md @@ -10,10 +10,21 @@ The pyOpenSci Executive Council (EC) has four primary functions: 4. **Holds the [Executive Director](executive-director) accountable**: The Executive Council holds the Executive Director accountable while also providing high-level strategic and financial guidance and oversight. -The Executive Director is currently a voting member of the Executive Council. +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. +## How the Executive Council works + +The pyOpenSci Executive Council operates through open discussions, collaborative +decision-making, and a commitment to transparency. By leveraging diverse +perspectives, the Council ensures that its guidance aligns with the organization’s +[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 +dialogue and collective alignment. ## Executive Council Roles & Responsibilities @@ -27,7 +38,7 @@ Each Executive Council (EC) member dedicates no more than **four to six hours pe - Connecting the Executive Director with potential funding opportunities. - Evaluate the performance of the Executive Director on a yearly basis. - Approve expense reports. -- Take meeting minutes and ensure they are published. +- 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. @@ -35,61 +46,88 @@ The Executive Council is currently led by the Executive Council Chair, who appro 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. ::: -### How the Executive Council makes decisions - -The Executive Council makes consensus-based decisions. All decisions must align with the legal obligations and policies of pyOpenSci’s fiscal sponsor - Community Initiatives. - -### Items that require Executive Council approval - -In some situations, the Executive Director should consult the Executive Council to get approval before moving forward. This section describes those scenarios. -### Decisions that require an Executive Council vote +## How the Executive Council makes decisions -The Executive Council helps to define and direct the strategy and major direction of pyOpenSci. It must approve major decisions that strongly affect pyOpenSci’s strategy or financial well-being. In general, items with legal or fiduciary implications require a vote and the public documentation of the vote's outcome via our [meeting minutes](ec-minutes). +The Executive Council supports the Executive Director by serving as a resource +for input when needed. However, certain items require explicit Executive Council +approval. -The EC will always vote on the following: +### Decision-making process -* Annual Budget -* Anything related to pyOpenSci's Mission, vision, values -* Changes in governance and policy (example COC) - * Changes to the Code of Conduct. -* Significant deviations from the approved yearly budget -* Decisions that have significant implications for pyOpenSci’s financial health. -* Major changes in strategic direction and roadmaps for organization development. +The Executive Council generally follows a **lazy consensus** approach for decision-making: -The EC, independent of the Executive Director, also determines the Executive Director's salary. +:::{admonition} What is lazy consensus? +:class: tip -The Executive Director is given authority to make all other decisions; the Executive Council, however, is a resource for the Executive Director when they want feedback and input on decisions. +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 may also be asked to provide input on - -These decisions are significant or public-facing and would benefit from the input of the Executive Council; they do not require a vote to move forward. The Executive Council should be notified using the **executive-council** slack channel. - -Here are some items that you may be asked for feedback on. - -* Significant public-facing changes to the pyOpenSci website. -* Significant changes that impact staff or Human Resources (hiring, firing ,etc) decisions. -* Operational policy for pyOpenSci staff (unless they have major financial implications). -* Decisions about pursuing proposals and writing grants. -* Decisions about significant changes to pyOpenSci programs +::: +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/). +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 +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). + +The EC will vote on the following: + +- **Annual budget**: Approval of the organization's yearly budget. +- **Mission, vision, and values**: Decisions related to pyOpenSci’s core principles. +- **Governance and policy changes**: Approval of changes to governance structures, + including updates to the Code of Conduct. +- **Significant budget deviations**: Decisions involving major deviations from the + approved annual budget. +- **Financial health implications**: Any decision with substantial implications for + pyOpenSci’s financial stability. +- **Strategic direction**: Approval of major changes to organizational strategy and + development roadmaps. +- **Executive director’s salary**: The EC independently determines the salary of the + Executive Director. + +:::note +The Executive Director is authorized to make all other decisions. However, the +Executive Council serves as a resource for the Executive Director and may provide +feedback and input upon request. +::: -## The Executive Council's Role +## Collaboration between the Executive Director and the Executive Council -The Executive Council is available as a resource for the Executive Director when it is helpful. However, there are also items that require Executive Council approval. +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 +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. -## How the Executive Council works +By maintaining open communication, the Executive Council and Executive Director ensure pyOpenSci’s +decisions align with its mission and strategic goals. -The pyOpenSci Executive Council operates through open discussions, collaborative decision-making, and a "lazy consensus" principle where decisions move forward unless concerns are explicitly raised. This flexible and adaptive approach ensures that the Executive Council can respond to the needs of the growing pyOpenSci community of practice. We focus on fostering thoughtful dialogue and leveraging diverse perspectives to guide the organization’s [mission, vision, and values](mission-values). -The Executive Council values transparency and clarity, ensuring all members are informed and aligned as we shape the future of pyOpenSci together. -### How we meet and communicate +## How the Executive Council meets and communicates -#### Monthly meetings +### Monthly meetings 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 @@ -115,42 +153,110 @@ EC members are expected to check Slack semi-regularly to stay informed. The pyOpenSci Executive Council uses a shared **[Google Drive](google-drive)** within the pyOpenSci Google Workspace to store and share documents. This includes meeting notes, agendas, and other important materials. Members are encouraged to access and update shared resources using the shared Drive. -### MOVE Guiding principle: lazy consensus +## Selection of Executive Council members -The EC operates using a "lazy consensus" principle, where decisions move forward unless concerns are explicitly raised. This approach ensures efficient decision-making while allowing members to provide feedback when necessary. +The Executive Council and the Executive Director are responsible for selecting and appointing new council members. +This process ensures the Council has the skills and expertise necessary to meet +the evolving pyOpenSci needs. -:::{todo} -Find a good link to explain the concept of lazy consensus. -::: +### 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 + organization’s mission and strategy. +2. **Identify Candidates**: + - Potential candidates are identified based on their experience, expertise, + and alignment with pyOpenSci’s mission, vision, and values. This may include + leaders in the open science community, individuals with financial or + governance expertise, or others with relevant nonprofit governance skills. +3. **Review and nominate the new member**: + - Candidates are discussed and nominated by current Council members during a + meeting or through the Executive Council Slack channel. After nomination, the Executive Director + will contact the candidate to see if they are interested/available. -## Onboarding a new Executive Council member +5. **Onboard the new candidate**: + - Once approved, new members are onboarded following the onboarding process + outlined in this document. -* Add to pyOpenSci Executive Council shared drive -* Add to pyOpenSci Executive Council Slack channel -* Notify our Fiscal Sponsors of a change in chair or budget oversight role -* Provide links to relevant documentation in the Handbook (other places?) +### Terms and evaluation -## Offboarding an Executive Council member +- Executive Council members are expected to serve for 2–3 years. +- At the end of each 2-year term, members may choose to step down or renew their + commitment based on mutual agreement with the Council. -* Remove from pyOpenSci executive council shared drive -* Remove from pyOpenSci Executive Council Slack channel -* Notify CI if there is a change to the chair and budget role +As needed, the Executive Council may conduct periodic evaluations to ensure its composition continues +to meet the organization’s needs. +## Onboarding and offboarding Executive Council members -## Selection of Executive Council members +The onboarding and offboarding of Executive Council (EC) members ensure: + +* smooth transitions, +* that new members are set up for success and +* that departing members are appropriately transitioned out of their roles. + +### Onboarding a new Executive Council member -* New members will be selected and appointed by the existing Executive Council -* We will select new members by assessing the governance needs of the organization and identifying a person with that experience/expertise to join the EC. -* +When a new member joins the Executive Council, the following steps should be +completed to integrate them into the team: +1. **Access to tools and resources**: + - Add the new member to the pyOpenSci Executive Council shared [Google Drive](google-drive). + This drive is where we share meeting notes, + agendas, budgets and other resources. + - Add the new member to the Executive Council Slack channel, the primary + communication platform for the Council. -## Glossary +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 + 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. + +## 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 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. +2. **Notifications**: + - Inform the Fiscal Sponsor (Community Initiatives) of any changes to the + chair position or budget oversight responsibilities caused by the departure. + +3. **Knowledge transfer**: + - If the departing member held specific responsibilities or roles (e.g., + chair, budget oversight), ensure that these responsibilities are transitioned + to another member of the Council. +4. **Acknowledgment and thanks**: + - Publicly thank the departing member for their contributions to pyOpenSci, + either during a meeting or through a Slack message. Celebrate their impact + on the organization and its mission. + +By following these steps, pyOpenSci ensures a seamless transition for incoming +and outgoing members, maintaining stability and continuity in its governance +practices. + +:::{admonition} Glossary +: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. * [Non-Profit Organization](https://en.wikipedia.org/wiki/Nonprofit_organization): A legal entity organized and operated for a collective, public or social benefit, in contrast with an entity that operates as a business aiming to generate a profit for its owners. * [501(c)(3) Organization](https://en.wikipedia.org/wiki/501(c)(3)_organization): a United States corporation, trust, unincorporated association, or other type of organization exempt from federal income tax under section 501(c)(3) of Title 26 of the United States Code. +::: diff --git a/governance/structure.md b/governance/structure.md index 2d67b6e..6fb627d 100644 --- a/governance/structure.md +++ b/governance/structure.md @@ -4,13 +4,13 @@ This page describes the organizational structure of pyOpenSci as they related to governance and operations. There are two levels of leadership described below. -The first is organizational level. The second is program level. +The first is the organizational level. The second is program level. ## Governing Committees ### Executive Council -The Executive Council defines and steers the high-level +The [Executive Council](executive-council) defines and steers the high-level mission, vision and values of pyOpenSci. It also sets the strategic direction and vision for the organization. The Executive Director (discussed below) is a voting member of the executive council. @@ -21,9 +21,9 @@ The Executive Director (discussed below) is a voting member of the executive cou [Click here to view current advisory council members.](https://www.pyopensci.org/our-community/#pyopensci-advisory-council) -The advisory council is comprised of leaders in the Python scientific +The Advisory Council is comprised of leaders in the Python scientific open source ecosystem. This council advises the executive director -in both organization level and day to day decision making around +in both organization level and day-to-day decision-making around - Python packaging guidelines - Peer review processes and guidelines @@ -32,8 +32,8 @@ in both organization level and day to day decision making around Most of the communication supporting advisory council activities happens in the pyOpenSci slack. The executive director will also -organize several executive council meetings a year that will focus -on high level goals of pyOpenSci programs. +organize monthly [Executive Council](executive-council) meetings that focus +on the high-level goals of pyOpenSci programs. ## Staff roles within the organization @@ -44,40 +44,39 @@ The Executive Director creates and oversees the execution of the mission and strategy of pyOpenSci supported by the Advisory Committee. The Executive Director also: -- is the the primary interface to the organization's fiscal sponsor; -- coordinates day to day activities -- develops programs that drive the organizations mission +- is the primary interface to the organization's fiscal sponsor; +- coordinates day-to-day activities +- develops programs that drive the organization's mission - oversees staff and volunteers -- makes tie-breaking decisions if they are at an impasse in decision-making. +- makes tie-breaking decisions if they are at an impasse. -The Executive Director reports to the Advisory Committee. +The Executive Director reports to the Executive Council. -In the early stages of the organization's development the Executive Director +In the early stages of the organization's development, the Executive Director will take on other responsibilities including: -- Managing the community in Slack and twitter +- Managing the community in Slack and on social media - Serving as the defacto Software Peer Review Lead (below) until that position is funded. -### Community manager +:::{todo} +### Community Manager The Community Manager is a future position to be created within the pyOpenSci organization. This position will: - Oversee social media communications - Create strategic communication plans -- Write and oversee writing of blogs +- Write and oversee blog writing - Manage website content -- Support communications within our online communication platforms (e.g. Slack, discourse, etc) +- Support communications within our online communication platforms (e.g. Slack, Discourse, Discord etc.) The Community Manager is a paid position in the pyOpenSci organization. +::: -## Open Peer Review Program: Program level leadership structure +## Open peer review program: Program-level leadership structure -The peer review process is driven by several roles and groups: +Several roles and groups drive the peer review process: -% ### Software review lead From d209838908daae68070de2d1ffb74227929aaf66 Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Tue, 10 Dec 2024 14:24:51 -0700 Subject: [PATCH 4/7] fix: edits from review --- governance/executive-council.md | 94 ++++++++++++++++----------------- 1 file changed, 46 insertions(+), 48 deletions(-) diff --git a/governance/executive-council.md b/governance/executive-council.md index f1dfe3a..2149516 100644 --- a/governance/executive-council.md +++ b/governance/executive-council.md @@ -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 @@ -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: @@ -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. @@ -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: @@ -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 @@ -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. @@ -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. @@ -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 @@ -215,7 +214,7 @@ 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**: @@ -223,16 +222,15 @@ completed to integrate them into the team: 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. @@ -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. From f392dc4710aab6968332fb090f02878b54d88d2b Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Tue, 10 Dec 2024 14:44:15 -0700 Subject: [PATCH 5/7] fix: redo landing page --- community/events/intro.md | 1 + community/zenodo.md | 1 + governance/executive-council.md | 1 + governance/mission-values.md | 1 + governance/structure.md | 1 + index.md | 49 ++++++++++++-------------- organization/branding.md | 1 + organization/external-communication.md | 1 + organization/how-we-work.md | 1 + organization/social-media-blog.md | 1 + 10 files changed, 31 insertions(+), 27 deletions(-) diff --git a/community/events/intro.md b/community/events/intro.md index 3b2a631..ced956c 100644 --- a/community/events/intro.md +++ b/community/events/intro.md @@ -1,3 +1,4 @@ +(pyos-events)= # Meetings & Events ## pyOpenSci meetings diff --git a/community/zenodo.md b/community/zenodo.md index b6462d1..85fc2b0 100644 --- a/community/zenodo.md +++ b/community/zenodo.md @@ -1,3 +1,4 @@ +(pyos-zenodo)= # Zenodo :::{admonition} How to cite pyOpenSci diff --git a/governance/executive-council.md b/governance/executive-council.md index 2149516..046b821 100644 --- a/governance/executive-council.md +++ b/governance/executive-council.md @@ -1,3 +1,4 @@ +(executive-council)= # pyOpenSci Executive Council The pyOpenSci Executive Council (EC) has four primary functions: diff --git a/governance/mission-values.md b/governance/mission-values.md index 63ff62f..1272127 100644 --- a/governance/mission-values.md +++ b/governance/mission-values.md @@ -1,3 +1,4 @@ +(mission-vision)= # Mission, Vision and Values The mission of pyOpenSci is to support diverse community around the free, open diff --git a/governance/structure.md b/governance/structure.md index 6fb627d..7c3a60f 100644 --- a/governance/structure.md +++ b/governance/structure.md @@ -1,3 +1,4 @@ +(pyos-structure)= # Organization Structure and Leadership This page describes the organizational structure of pyOpenSci as they diff --git a/index.md b/index.md index 5000497..b6497aa 100644 --- a/index.md +++ b/index.md @@ -6,63 +6,58 @@ that support pyOpenSci operations. [![GitHub release (latest by date)](https://img.shields.io/github/v/release/pyopensci/governance?color=purple&display_name=tag&style=plastic)](https://github.com/pyOpenSci/handbook/releases) [![DOI](https://zenodo.org/badge/161679308.svg)](https://zenodo.org/badge/latestdoi/161679308) [![All Contributors](https://img.shields.io/badge/all_contributors-3-blue.svg?style=flat-square)](https://github.com/pyOpenSci/handbook?tab=readme-ov-file#contributors-) -:::::{grid} 1 1 3 3 +:::::{grid} 1 1 2 2 :class-container: text-center :gutter: 3 ::::{grid-item} :::{card} ✿ Governance, Structure and Values ✿ :class-card: left-aligned -:link: organization/index -:link-type: doc -Learn more about the governance structure of pyOpenSci. -::: -:::: +Learn more about pyOpenSci's: -::::{grid-item} -:::{card} Our Community -:class-card: left-aligned -:link: community/index -:link-type: doc - -Learn more about the vibrant pyOpenSci open science & open source community of practice. +* [Mission, vision, and values](mission-vision) +* [Organization and structure](pyos-structure) +* [Executive council & leadership structure](executive-council) ::: :::: ::::{grid-item} :::{card} Our Organization :link: organization/index -:link-type: doc -:class-card: left-aligned - **This section is under heavy development!** +Learn about [how we work](how-we-work) at pyOpenSci. -Learn about how we work, the platforms we use, and how we engage with the community. +* How we [engage with the community](external-comms). +* [Our brand](pyos-brand) +* Our [social platforms and channels](social-platforms). ::: :::: ::::{grid-item} -:::{card} ✿ Code of Conduct ✿ -:link: CODE_OF_CONDUCT -:link-type: doc +:::{card} Our Community :class-card: left-aligned +:link: community/index +:link-type: doc + +Learn more about the vibrant pyOpenSci community of practice. + +* [How we use GitHub](github-intro) +* [About our events](pyos-events) +* Community platforms that we use which include [Slack](pyos-slack) and [Zenodo](pyos-zenodo). -Our code of conduct applies to all members of the pyOpenSci community. And to those participating in pyOpenSci supported events. ::: :::: ::::{grid-item} -:::{card} ✿ Contributing Guide ✿ -:class-card: left-aligned -:link: CONTRIBUTING -:link-type: doc +:::{card} ✿ Code of Conduct & Contributing ✿ -Our contributing guide applicable to all repositories in our pyOpenSci GitHub organization. You can find specific resources for -local development builds of content in individual pyOpenSci repositories. +* Our [code of conduct](CODE_OF_CONDUCT) applies to all members of the pyOpenSci community. And to those participating in pyOpenSci-supported events. +* Our [Contributing guide](CONTRIBUTING) will help you get oriented to contributing to pyOpenSci. ::: :::: + ::::{grid-item} :::{card} Meeting Archives :class-card: left-aligned diff --git a/organization/branding.md b/organization/branding.md index c7805a2..58bc4e9 100644 --- a/organization/branding.md +++ b/organization/branding.md @@ -1,3 +1,4 @@ +(pyos-brand)= # The pyOpenSci brand The pyOpenSci brand is playful and curious. It integrates a calm, gender-neutral color palette with illustrations and abstract primary shapes that are soft, round, and flowing. diff --git a/organization/external-communication.md b/organization/external-communication.md index 789ab80..bdfefaf 100644 --- a/organization/external-communication.md +++ b/organization/external-communication.md @@ -1,3 +1,4 @@ +(external-comms)= # External Communication pyOpenSci uses a multitude of communication platforms to maintain and grow our community. Our external communications fall under the broad categories of: diff --git a/organization/how-we-work.md b/organization/how-we-work.md index 6ca29e2..39bf0f9 100644 --- a/organization/how-we-work.md +++ b/organization/how-we-work.md @@ -1,3 +1,4 @@ +(how-we-work)= # How we work pyOpenSci uses various platforms to work collaboratively internally and with the broader community, including: diff --git a/organization/social-media-blog.md b/organization/social-media-blog.md index ca142a1..6003af2 100644 --- a/organization/social-media-blog.md +++ b/organization/social-media-blog.md @@ -1,3 +1,4 @@ +(social-platforms)= # External Communication & Social Media pyOpenSci uses several popular social channels and platforms to connect with the From 6d1de6c17a9712837806adbd9cecf20cf8bee8aa Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Tue, 10 Dec 2024 14:51:38 -0700 Subject: [PATCH 6/7] fix: 2 redundant targets --- governance/executive-council.md | 2 +- governance/structure.md | 4 ++-- 2 files changed, 3 insertions(+), 3 deletions(-) diff --git a/governance/executive-council.md b/governance/executive-council.md index 046b821..050b5f4 100644 --- a/governance/executive-council.md +++ b/governance/executive-council.md @@ -1,4 +1,4 @@ -(executive-council)= +(pyos-executive-council)= # pyOpenSci Executive Council The pyOpenSci Executive Council (EC) has four primary functions: diff --git a/governance/structure.md b/governance/structure.md index 7c3a60f..901cb67 100644 --- a/governance/structure.md +++ b/governance/structure.md @@ -11,7 +11,7 @@ The first is the organizational level. The second is program level. ### Executive Council -The [Executive Council](executive-council) defines and steers the high-level +The [Executive Council](pyos-executive-council) defines and steers the high-level mission, vision and values of pyOpenSci. It also sets the strategic direction and vision for the organization. The Executive Director (discussed below) is a voting member of the executive council. @@ -33,7 +33,7 @@ in both organization level and day-to-day decision-making around Most of the communication supporting advisory council activities happens in the pyOpenSci slack. The executive director will also -organize monthly [Executive Council](executive-council) meetings that focus +organize monthly [Executive Council](pyos-executive-council) meetings that focus on the high-level goals of pyOpenSci programs. ## Staff roles within the organization From d7f9fb91d9696b17dc9a3a0b6f37badbc1097314 Mon Sep 17 00:00:00 2001 From: Leah Wasser Date: Tue, 10 Dec 2024 14:54:19 -0700 Subject: [PATCH 7/7] fix: another incorrect target link --- index.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/index.md b/index.md index b6497aa..1d52a01 100644 --- a/index.md +++ b/index.md @@ -18,7 +18,7 @@ Learn more about pyOpenSci's: * [Mission, vision, and values](mission-vision) * [Organization and structure](pyos-structure) -* [Executive council & leadership structure](executive-council) +* [Executive council & leadership structure](pyos-executive-council) ::: ::::