Merge pull request #96 from hpc-carpentry/elections

SC and Elections

Author: reid-a

pages/governance.md

@@ -4,15 +4,83 @@ title: "HPC Carpentry Governance"
 permalink: /governance/
 ---
 
-HPC Carpentry is a community effort. We meet 1200 UTC and 2200 UTC on the first
-and third Thursday of every month to coordinate lesson development efforts,
-share teaching experiences, and discuss feedback. We use a streamlined extract
-of [Martha's Rules](https://github.com/hpc-carpentry/coordination/issues/28)
-for asynchronous decision-making. Matters requiring acute executive action are
-addressed by our [Steering Committee](
-https://github.com/hpc-carpentry/coordination/issues/36), which is also the
-collective point of contact for The Carpentries proper.
+HPC Carpentry is a community effort. We meet twice on the first and third
+Thursday of every month to coordinate lesson development efforts, share
+teaching experiences, and discuss feedback.
+
+We use a streamlined extract of [Martha's Rules][hpc-martha] for asynchronous
+decision-making. Matters requiring acute executive action are addressed by our
+Steering Committee which is also the collective point of contact for The
+Carpentries proper.
 
 Unless otherwise specified, the style, governance, and rules of HPC Carpentry
-default to the [The Carpentries Bylaws](
-https://docs.carpentries.org/topic_folders/governance/bylaws.html).
+default to the [The Carpentries Bylaws][cc-bylaw].
+
+## Steering Committee
+
+HPC Carpentry is a global volunteer community. Executive decisions are made by
+a five-member Steering Committee, which also serves as the point of contact for
+The Carpentries.
+
+As of June 22, 2023, the Steering Committee members are:
+
+* Trevor Keller, NIST ([@tkphd](https://github.com/tkphd))
+* Andrew Reid, NIST ([@reid-a](https://github.com/reid-a))
+* Alan O'Cais, CECAM ([@ocaisa](https://github.com/ocaisa))
+* Annajiat Alim Rasel, BRAC ([@annajiat](https://github.com/annajiat))
+* Wirawan Purwanto, ODU ([@wirawan0](https://github.com/wirawan0))
+
+## Elections
+
+HPC Carpentry holds Steering Committee elections each June.
+
+Interested parties must have an active GitHub account.
+
+As a small volunteer organization, our aim is to make elections
+straight-forward and reasonably secure. The process is as follows.
+
+1. Towards the end of May, a Committee member posts a notification to the
+   various and sundry communications channels that "June is Election Month!"
+   The message should encourage people who have not served to consider
+   doing so.
+2. On or before the first Thursday of June, a Steering Committee member shall
+   create an Issue on [hpc-carpentry/coordination][hpc-coord] to take
+   nominations for Steering Committee membership.
+3. Interested persons should add a comment on the Issue beginning with their
+   name. Nomination replies may optionally include a brief statement of
+   interest, intent, suitability, etc.
+4. Any person whose nomination reply receives at least one &#128077 `:+1:`
+   reply is duly nominated, and shall appear on the election ballot.
+5. The nomination period will end _one week_ after it opens, to allow for
+   asynchronous online engagement.
+6. On the second Thursday of June, a Steering Committee member shall close the
+   Nomination thread and use [ElectionBuddy][eb] or equivalent online service
+   to create a ballot with the name and GitHub user handle of each nominee.
+   * The ballot should represent a "plurality" vote, with many candidates for
+     the same position.
+   * Voters should select at least 3 candidates, and at most 5 candidates.
+   * The ballot closes one week after it opens.
+7. After the regularly scheduled meeting ends on the third Thursday of June,
+   a Steering Committee member shall confirm the Election has closed and review
+   the outcome. In case of fraudulent activity, the entire Steering Committee
+   will confer and decide the best course of action.
+8. Candidates who receive at least one vote will be assigned to the open seats
+   in descending order of votes. The result shall be announced promptly on all
+   available communications channels, and this page of the Website shall be
+   updated with their names, contact information, and relevant media, such as
+   photos.
+9. The new Steering Committee shall assume responsibility for all meetings and
+   activities from July 1 onward.
+
+## By-Elections
+
+In the event a Steering Committee seat is vacated outside the month of June, a
+by-election shall be conducted within sixty (60) days. The procedure will be the
+same as the annual election, except that voters may select only one (1)
+candidate.
+
+<!-- links -->
+[eb]: https://electionbuddy.com
+[hpc-coord]: https://github.com/hpc-carpentry/coordination
+[hpc-martha]: https://github.com/hpc-carpentry/coordination/issues/28
+[cc-bylaw]: https://docs.carpentries.org/topic_folders/governance/bylaws.html