add draft trainers meeting guide

policy/trainers_meeting_guide.md

@@ -1,16 +1,105 @@
-## Outline
-
-1. Set the schedule
-	1. [Trainers Leadership Committee](https://github.com/carpentries/trainers/blob/main/powers_responsibilities.md#what-powers-belong-to-the-trainers-leadership-committee)
-2. Call for topics
-	1. Community channels
-	2. Space to [propose a topic](https://pad.carpentries.org/trainers#L27) in the trainers etherpad
-		1. Process was in use 2022-2023, but may not be current
-3. Set the agenda
-	1. [Trainer community](https://github.com/carpentries/trainers/blob/main/powers_responsibilities.md#what-powers-belong-to-the-trainer-community)
-4. Identify meeting lead(s)
-	1. Trainer meeting leads is a community role that is filled by the [Trainers Leadership Committee](https://github.com/carpentries/trainers/blob/main/powers_responsibilities.md#what-responsibilities-belong-to-the-trainers-leadership-committee).
-	2. A brief [process for hosting meetings](https://pad.carpentries.org/trainers#L26) is described in the etherpad. 
-		1. Process is voluntary - a trainer reviews upcoming topics and signs up via GitHub to host a topic.
-			1. This references the same GitHub topic board as 2.2, above. Process may not be in current use.
-5. Hosting meetings
+Generated with assistance from ChatGPT, version 4o. 
+- Outline by JW.
+- Draft elaborations by ChatGPT based on Core Team meeting documentation.
+- Elaborations edited by JW.
+# Trainers Meeting Guide
+
+## 1. **Set the Schedule**
+
+- **Responsibility**: The Trainers Leadership Committee (TLC).
+- **Timing**: Schedule meetings well in advance, ideally annually.
+- **Process**:
+    1. Coordinate with the Core Team to avoid conflicts with other events.
+    2. Set two meeting times to accommodate global time zones. Times are currently UTC 14:00 and UTC 23:00, on the first and third Thursday of the month. 
+	    1. Changes to these times and dates should be based on unanimous consensus of the active trainer community.
+    3. Announce schedules and ensure they are added to community calendars. Remind trainers every October 1 about re-importing calendar items to accommodate daylight savings changes.
+
+## 2. **Call for Topics**
+
+- **Responsibility**: Trainer community members, facilitated by TLC.
+- **Process**:
+    1. Announce a call for topics via community channels (e.g., Slack, mailing lists).
+    2. Encourage members to propose topics in the [trainers etherpad](https://pad.carpentries.org/trainers) under the "Propose a Topic" section.
+    3. Collect additional ideas from recent discussions, Slack threads, and survey feedback.
+- **Tips**:
+    - Highlight any specific themes or areas of focus for upcoming meetings.
+
+## 3. **Set the Agenda**
+
+- **Responsibility**: TLC with input from the Trainer community.
+- **Process**:
+    1. Review proposed topics from the etherpad and prioritize them based on community interest and relevance.
+    2. Confirm the agenda for each meeting, typically focusing on:
+        - Pre/post-training discussions (for the first monthly meeting).
+        - Community announcements.
+        - A "topic of the month."
+    3. Publish the finalized agenda on the etherpad and community channels.
+
+## 4. **Identify Meeting Lead(s)**
+
+- **Responsibility**: TLC or volunteer trainers.
+- **Process**:
+    1. Use the etherpad or GitHub to sign up volunteers to host meetings.
+    2. If no one volunteers, the TLC can reach out to the trainer community.
+    3. TLC members will lead meetings for which no alternative host has volunteered.
+- **Role of the Meeting Lead**:
+    - Review the agenda and prepare to facilitate discussions.
+    - Ensure the etherpad is set up with the meeting template.
+
+## 5. **Hosting the Meeting**
+
+- **Preparation**:
+    - Confirm the Zoom link and update the etherpad with the meeting template.
+    - Send a reminder email 2-3 days before the meeting (see email template).
+- **During the Meeting**:
+    1. Start on time and do introductions with an icebreaker.
+    2. Do any pre/post-training discussions, followed by announcements and the topic of the month.
+    4. Note attendance on the etherpad and ensure key discussion points are recorded.
+- **After the Meeting**:
+    1. Submit meeting notes and attendance to the [Trainers repo](https://github.com/carpentries/trainers/tree/main/minutes).
+    2. Add attendance to the Core Team's spreadsheet.
+
+## 6. **Annual or Special Topics**
+
+- Ensure at least one annual discussion to share updates on the Trainer program, as per committee guidelines.
+- Facilitate special meetings for significant changes or decisions requiring trainer input.
+
+## 7. **Additional Tips**
+
+- **Community Input**: Regularly solicit feedback from trainers about meeting structure and topics.
+- **Inclusivity**: Ensure that meeting times and discussions are accessible and inclusive for all trainers globally.
+- **Documentation**: Keep a consistent record of all meetings to maintain transparency and support new trainers.
+
+## 8. **Email Templates**
+
+### Meeting reminder Template:
+
+**Before sending email, prepare Etherpad using template text at the bottom of the page. This will generate the time-date links to replace those in the email template below.**
+
+Hi Trainers,
+
+At this week's meeting, we will talk about [       topic of the month      ]! As this is our second meeting this month, we will not set aside time for pre/post training discussions. Please save those for our next meeting on [date]!
+
+[Some text about why it's interesting]
+
+[Maybe discussion questions to come prepared to answer]
+
+**Meeting 1:** [DATE]  UTC 14:00; Visit[ [](https://www.timeanddate.com/worldclock/fixedtime.html?iso=20210903T14)[this link](https://www.timeanddate.com/worldclock/fixedtime.html?iso=20210903T14) ] for your local time
+
+**Meeting 2:** [DATE]  UTC 23:00; Visit [ [](https://www.timeanddate.com/worldclock/fixedtime.html?iso=20210903T23)[this link](https://www.timeanddate.com/worldclock/fixedtime.html?iso=20210903T23) ] for your local time
+
+Etherpad: [](https://pad.carpentries.org/trainers)[https://pad.carpentries.org/trainers](https://pad.carpentries.org/trainers)
+
+Zoom: [](https://carpentries.zoom.us/my/carpentriesroom2?pwd=WmVCOUlPUm1laFk5SUp1UWg5cjhEUT09)[https://carpentries.zoom.us/my/carpentriesroom2?pwd=WmVCOUlPUm1laFk5SUp1UWg5cjhEUT09](https://carpentries.zoom.us/my/carpentriesroom2?pwd=WmVCOUlPUm1laFk5SUp1UWg5cjhEUT09)
+
+Hope you can join us!
+
+### Meeting cancellation Template:
+
+Hi Trainers,
+
+We will not be using our meeting time scheduled for this week. Our next meeting will be on [DATE].
+
+If you have time set aside, consider taking a moment to [ suggestion for contributing time, e.g. submitting instructor notes or completing quarterly scheduling form]
+
+Have a great week!