The Turing Way - Core Staff delivery plan Meeting (21 September)

# The Turing Way - Core Staff delivery plan Meeting (21 September) ## Bi-weekly meetings (with Summer exceptions) :::info **Sessions in June - September 2023:** - Thursday 08 June - **[Meeting notes](https://hackmd.io/cR7dO1RvRNyVraIL005zXg)** - Wednesday 28 June - **[Meeting notes](https://hackmd.io/IuFUjKgrTwaCooE8Zd1bIg)** - Thursday 13 July - **[Meeting notes](https://hackmd.io/ZIxxwf67QoSuuvi0SElgNw)** - Monday 7 August - **[Meeting notes](https://hackmd.io/PKaO_8d7Qo2pLhDEo3DzaA)** - Thursday 7 September - **[Meeting notes](https://hackmd.io/qtPtKBKUSVqebqFU0a_xgQ)** - Thursday 21 September - **Join Zoom Meeting** https://turing-uk.zoom.us/j/99448423769?pwd=NkkzZ3JjL2J3R3BJRmFHcVFtWm45dz09 **Meeting ID**: 994 4842 3769 **Passcode**: 429581 ::: **Participants** This call is joined by *The Turing Way* Core Staff: * Kirstie Whitaker * Malvika Sharan * Anne Lee Steele * Alexandra Araujo Alvarez * Arielle Bennett (subject to her availability) ## Agenda Review together the agenda and agree on priorities and timings. :hourglass_flowing_sand: **Timing:** Total 90 min --- [ Alexandra ] | Duration | Activity | | ---- | -------- | | Start | 👋 Welcome | | 05 mins | Check in | | 30 mins | 1. Review and finish the agenda for TTW Core Team 3-month Check-in - 28 September 2023 | | 20 mins | 2. TTW Objectives for the last 3 months of the year 15 mins | 3. Book Dash and Fireside Chat Status 15 min | 4. Funding application and external writting requests status : CZI EOSS Jupyter Hub, ORFG, D 5 mins | Wrap up ### Format: * Adheres to TTW Code of Conduct * We will keep to time (Alex & Anne will keep us on track!) * What we don't get done here, we'll move to the next meeting --- **Parking lot:** - Develop a TTW Funding Policy - TTW Book documentation/updates - fortnightly (https://github.com/the-turing-way/the-turing-way/issues/3272) - Develop a TTW Policy for Participating in conferences - TTW Website and URL (https://github.com/the-turing-way/the-turing-way/issues/3266) - Reviewing TTW Coworking Call (& use for governance) - Review of last events of the year --- ## 1. Review and finish the Core team meeting Agenda and documents to share in advance (28 September 2023) - Link to the Agenda (Anne): https://hackmd.io/XFILN1LITg6WNRsjRoP4Vg?both - Link to the process of how we have listened to the community and actioned on their feedback: https://miro.com/app/board/uXjVMnA6G50=/?share_link_id=315031474203 Notes: MS: Share the documents with the core team to get their comments. But people won't critically read them. For engagement and to give place for people to speak, use the last meeting format. We pick one document and prioritise group and breakout discussion. AB: If we go with one doc, it's fine, the decision making would be better, community broader input in it. Miro will be best for this one. MS: She thinks Turing Way and Turing are also important AA: Agree KW: who is coming. She would like to make decisions based on that. What would we like to use that space for? KW: **Deep dive on what is in the miro board**, not asking for approval but kind of say, which decisions each level should take. What is the decisions you wish you could take. Sharing the writing article, there's a massive downside, they will not ready in advance we will have a conversation that is shallow. If I look who is coming, in the future we will only have a third of the people that will be there tomorrow. Go slower. MS: miro board, three important topics. Ask them to have the discussion exercise. The documents will not be read and that could be useless. We dedicated a lot of time to have discussion and develop those documents, we should let them know what has happened and where they can continue to meet us to join and help build those. KW: one possibility, we go more slowly, we roll out the updates, we bring people along with us and that's inclusive. Feelings are not hurt. position 2: we rip band aidepaid core team will not work. very few people have participated in ongoing governance discussions and so it could be more practical to move on. however, with the lack of understanding for what we have been doing through careful governance discussions and process development - We are not aligned as the Staff delivery team. We need to go more slowly and we need to focus more time in aligning our delivery team. The team spent some time discussing where KW thinks we are not aligned. KW said that there are more reasons, but most specifically the agenda states the goal of governance as core team retirement. that's not what we are trying to do. Everyone agreed that they were on the same page with that - the goal is to have the governance process become transparent. Co-creation in the open is another goal, so people are part of the process. it's not them vs us, it's how we can work more sustainably together. We can have a listening Call but we have done that and we need to move next steps with core team meeting. Start the agenda from scratch: - MS: not share any of the documents, only the miro board - MS we have open PR and issues on different topics, we can also add the drafts on GitHub, that they come and check it, well. How do we practise what we say we were going to do. - Create a repository of governance discussion Agenda: - (5 min) Welcome time: Check-ins, - (silent) reflection: generating on their own, (10 min: 5 min silent reflection, and the 5 min showing the options) of individual post its by themselves, any decisions - (15 min) Pick one room, (3 rooms: constitutional, maintainer, operational) - Pick 3 room lead - seed the rooms: - Constitutional Level: Bastian, Esther and Melissa - Maintainer: Dany, Sarah (?) and Batool - Operational: Jim and Alejandro - 30 min: Group discussion *New TPS Folk *Ask folks who can't use Miro for accessibility and bandwidth reasons to send their comments via zoom chat (accessible)_ *Previous notes from our last meeting on 7 September:* **What would you like to accomplish in the core team meeting?**: - Share the shift from core team to working groups --- > KW: how likely are we going to have something to introduce this topic - discussion happened over the terminology of "retiring": Retiring core team is not a right term, it is a huge misrepresentation of what we are trying to do. People should have offboarding process and should be up to individually to decide how they want to retire. and for the future there is going to be a path for them to identify at which level of governance they will contribute. - Get feedback on the documentation should be a post meeting action with deadlines. documents that we have been creating - Documentation for Code of Conduct NOTES: - Move the meeting to 28 September / check schedules :white_check_mark: - Breakout rooms and discussion, listen and find out how to make them participate more. Put something in front of them, send it 5 days in advance. Echo of the last meeting. - Be a bit more open about the spaces where they could interact Governance documents to review and share with the core team: - Kirstie's draft: [The Turing Way and The Alan Turing Institute](https://hackmd.io/@KirstieJane/turing-way-turing-inst) - Anne's draft: [Theory and Practice of Working groups](https://hackmd.io/@aleesteele/SyxRDBath) - Core changes: - Decision-making section - Community charter: starting a template - Storing notes, documentation, reporting -> should this be in a Github organisation - Transparent processes for people including leadership -> things should immediately be externalised into a Github issue - MS: If any decision is being made, where are you unable to make decisions - [Three way decision making](https://hackmd.io/p_VjibHcT2uvDK2FC7Dx8A?both) - Timeline with the changes, when is this happening, how is that looking? What is the process? : - Process: - 1. get feedback from the Core team - 2. governance discussion should conclude (by Dec 2023) - 3. By Jan 2024: we start working with this new structure - The advisory and steering group are out and they are not a working group - Working group for Institutional Partnerships - (https://miro.com/app/board/uXjVMnA6G50=/?share_link_id=810801549803) -- > the arrow represent the chairs that join the leadership team ## 2. TTW Objectives for the last 3 months of the year Can we establish priorities for the last 3 months of the year, mark the tasks that should be prioritised, followed by a discussion - [ ] Priorities around The Practitioners Hub (YES - all) - [ ] Case Study Launch - [ ] Officialise Governance changes in the book (in the Book Dash?) - [ ] Call to build a steering and an advisory committee (Q: who should lead this process and what is needed? / What is the purpose of the steering and advisory group and how often should they meet?) ----> January - [ ] Core Team Evolving plan: they are acknowledged here https://the-turing-way.netlify.app/afterword/contributors-record#a (UPDATE THIS PR) - [ ] Concrete areas of investment in The Turing Way: general interest among funders in identifying what can they fund (Malvika @ Funders Workshop). Work on a funder catalogue to grow TTW team and work more sustainably. - [ ] TTW Funding Policy Draft (based on ORFG, DIFF) ------> Help other people to ask for funding. Get people to fund ideas, working groups. - [ ] Sorting out the institutional staff (The Turing Institute) - [ ] TTW Policy draft for participating in Conferences - [ ] TTW Website (https://github.com/the-turing-way/the-turing-way/issues/3266) ---> 2024 - [ ] Press releases - [ ] Ways to engage with people - [ ] Blogposts - [ ] Other (please mention) - [ ] Hire a Senior Research for TTW who can lead on community so KW and MS can prioritise internal and external organisation advocacy Notes: last 3-months priorities - Priotising: Governance, sustain and maintain the structure (internally and externally) - - - ## 3. Book Dash and Fireside Chat Status ### Book Dash status: - Applications received: 19 - Book Dash Planning committee Slack group created. Q: should Kirstie and Malvika join it? Next meeting on XXXX - Github issue: ### Fireside status: - 21 September: Who is building open source AI? 63 people signed up so far (20 September) https://docs.google.com/document/d/121r5uCkQJJMtkVII-lhm_R24zMJCVnKUWYZtYPuQM2o/edit#heading=h.hmjj4rapmv7o :white_check_mark: - 26 October: Maintaining knowledge infrastructures and commons https://docs.google.com/document/d/1JxvmxkEK0K9ziEM3x2we-aWwuA5dxzvp0q_ZR2AxIiE/edit - 7 December: The Practitioners Hub Fireside Chat / Full day event that ends with the Fireside Chat - 14 December: TTW Town Hall (chaired by Kirstie? or move this to January?) ## 4. Funding application and external writting requests status ### Funding Applications - ORFG (Liz Hare: was submitted on 15 September) / News will be shared on the 23 October 2023 https://docs.google.com/document/d/1oykeINbAiQ3TjfPEMw8vvuFERP9VfbHy/edit?usp=drive_link&ouid=112585860044032936351&rtpof=true&sd=true - DIFF Application. Deadline 01 October https://hackmd.io/abHKCXbGQOeqSN07x3QuZA - Non-Cost extension Jupyter Hub: Deadline 21 September? https://docs.google.com/document/d/1As6qFtGqzL4qy2x-PeaU013E_HOwsgbMPjCXG7U6M1Y/edit General Notes