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# System prepended metadata

title: The Turing Way - Core Staff delivery plan Meeting (30 November)

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# The Turing Way - Core Staff delivery plan Meeting (30 November)

## Bi-weekly meetings (with some exceptions)

:::info
**Sessions in June - November 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 - **[Meeting notes](https://hackmd.io/igAh4unTSkGquDOtSRdAmg?edit)**
- Tuesday 10 October **[Meeting notes](https://hackmd.io/UYJpi-haQQ6lClTz9MYR8A)**
- Thursday 19 October **[Meeting notes](https://hackmd.io/CMv4S_zeSK6CfUVpCt2imw)**
- Thursday 02 November - **[Meeting notes](https://hackmd.io/xfrKzL7sTtmHNe8EkXFnpw?both)**
- Thursday 16 November - Canceled due to Book Dash
- Thursday 30 November -
- Thursday 14 December - Last of the year

**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 - on A/L
* Anne Lee Steele - on half days of A/L
* Alexandra Araujo Alvarez 
* Arielle Bennett - will join us 30 min later

## Agenda

Review together the agenda and agree on priorities and timings.  

:hourglass_flowing_sand: **Timing:** Total 75 min (change t)
---

[ Alexandra ]

| Duration | Activity |
| ---- | -------- |
| Start | 👋 Welcome |
| 05 mins | Check in   |
| 10 mins | Book Dash debrief
| 10 mins | Working group share out debrief (accessibility)
| 20 mins | Jupyterhub project :smile_cat: 
15 mins | Governance Feedback 
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

---


## Book Dash Debrief

- [Pluses and deltas](https://annuel2.framapad.org/p/ttw-bookdash-nov2023-feedback)
- [Pluses and deltas for committe](https://annuel2.framapad.org/p/ttw-bookdash-nov2023-committee-feedback)
- Learnings: The start page worked very well, smaller group, good design of social activities


Notes:
- Planning for Book Dash dates by the end of 2023: usually for May and November
- Actionable deltas - comments aren't asking for huge changes
- Missing point how empowered the committee felt, feel ownership to do their own parts  ----> good trajectory, 
- Pluses are really strong
- Energy was very good and the host were really good, there is always room for improvement
- Committee members attended different sessions and they suggested new ways of working, that show how the committee ownership is increasing
- Organisational staff within different timezones (Ale and Anne) ---> constructive but don't get crazy about it. 
- AB: pleased with the feedback, committ to do late sessions from now on, let's have east coast sessions always, Arielle would be happy to chaired them with support from other east coast members
- Commitee planning or working group? Starting the meetings for the May 2024 Book Dash (on strategic level) in January
    - Working Group: long-term maintenance
        - Have product knowledge, strategic understanding of event
    - Committee: working on particular book dash event 
        - Committee will be a good place for first-timers, may not have time commitment for a broader organisation
    - Overlap, but their purpose
- Longer lead time will help with planning
- Bigger changes: start page, didn't receive as many applications, limiting the number of applications, design of social activities, scriberia sessions were much better, hybrid format w
- Merging stuff early on in the Book Dash was good
- People were merging initial landing pages (parts of bigger bodies of work), but also getting overwhelmed by how much work they had to do 
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## Working Group Share out debrief

Hackmd from the session: https://hackmd.io/IrmPPgn3QCaosH_5AAG3Ig
Share-out notes (from line 322): https://annuel2.framapad.org/p/ttw-bookdash-nov2023-day5

- Accessibility
- Translation and localisation
- Infrastructure
- Environmental / sustainability
- Book dash: Leadership and maintaince and choose the committee planning (Emma, Esther and Arielle)

Notes:
Book Dash Working group:
- Book Dash wg: evaluate if we want someone from the current planning committee to be part of the wg, and then, choose a chair. 
- Formalising the process of developing a : use the theory and practice documentation prepared by Anne. Who is responsible for creating this? 
- Anne & Arielle will start the formalisation process, they will find a coworking space before the end of the year

Accessibility Working Group
- Inclusive events chapter that Sophie was working, the threat about the term "person with lived experience".  - context of the reaction from the accessibility group and from Sophia's context of writing the chapter.
    - there's a need to establish stronger collaboration (to avoid misinterpretation) from the WG and Sophia were Anne will be facilitating the conversation (meeting set up on Friday). Objective is to trust build
- Lessons: 
    - ALS: the chapter should have been developed from the beginning in collaboration from the working group.
    - A big body of work that has been done by a project member where there's a working group involved, there should be more interaction between the member and the WG
    - (Ale) when do we scalate if a project member is feeling affected by a chapter?
    - AB: Regardless of intention, the reaction of the working group has not felt like this was done with co-creation
    - Github issue: https://github.com/the-turing-way/the-turing-way/issues/3307
    - How is the membership of a working group established in the first place? 
    - Catch-22: If someone has the time and writes a bunch of content, and ask for feedback after the fact. You can either go very slowly, or you can write and then you get a critique... the writing to be able to contribute
    - Power dynamics between Turing staff and volunteers
    - Asynchronous working & synchronous working
    - Actions
        - Documentation to the members of the working group and solidification of the practices within it
        - Meditation meeting with Sophia and Accessibility Working Group
        - Setting up time/structure needed in order to enable collaboration moving foward in 2024
        - Reflection around asynchrounous working: Accessiblity working group culture
    - Links
        - https://github.com/the-turing-way/the-turing-way/issues/3307
        - https://docs.google.com/spreadsheets/d/11MX3QycuKZGiLPZKGishsjapSc8zJzI5WSpPwg-3xy8/edit#gid=0

Working Group Share-outs
- Started late and we took to much time to discuss the content of the working group
- Identify the purpose of the working group
- AAA: Working Groups can be further connected to each other
- Technical issues with HackMD and slide share-outs 
- A lot of overlap between people at Book Dash and people at the three meetings
- Cadence should be different for these calls perhaps to ensure that they remain distinct? 
- Has been trialed at three different Book Dashes: 1st is combined with share-outs, 2nd was separate but disjointed, 3rd was disjointed again 
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## Jupyterhub Project - Kirstie to approve 

Approve the EOS D&I Progress Report  https://docs.google.com/document/d/1pSU9kG_XDOSTF4JcbIt18hep1rCHIjuUYuYi5mg0q-0/edit#heading=h.dfk7iib7kik5

Next steps
- Collaboration Agreement (Ale / Arielle)
    - Review CZI terms and conditions
- Submit the report (KW) will read it and send any comment during the coffee chat
- Agree that this plan is feasible and we are excited about it.
    How much time we envision this project will take us on a weekly basis. We will add this topic as part
    - Capacity for Kirstie:
    - Capacity for Ale: 
- Budgets, interest and availability
    - Sumana: priority 1 to plan the activities/timings
    - Superbloom
    - Tech writer: he's available and we will have a call early next year

## Governance review/feedback

- Link to the Core team Meeting Notes (28 September): https://pad.sfconservancy.org/p/ttw-sep23-communitycall
- Link to the miro questions added by the community: https://miro.com/app/board/uXjVMnA6G50=/?share_link_id=315031474203
- We agreed on:
    - Consolidating more data, organising 1:1 to invite them to provide comments on the Governance work (plan at the end of this document)
    - Upload more documentation to encourage members and community to leave their feedback


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Questions / Notes:

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::: info
### Previous relevant material
Governance documents to review and share with the core team:
- [The Turing Way and The Alan Turing Institute](https://hackmd.io/@KirstieJane/turing-way-turing-inst)
- [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
        - Establishing membership
            - Transparent processes for people including leadership -> things should immediately be externalised into a Github issue\
            - Escalating issues -> 
            - MS: If any decision is being made, where are you unable to make decisions
    - ALS Updates: 
- [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? 
    - 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
:::


