Steering Group

 

Terms of reference (v2 Jan25)

Definitions:

Transforming Conversation (TC) is an initiative of the South West Peninsula Methodist District.

Management Group: Has oversight of TC and its staff and provides a Link with Methodist District.  Chairperson:  District Chair/Deputy Chair.  Membership agreed with District Chair/DPC/DPC Executive. 

Community:  Adherents with interest in or links to TC (all have access to Membership area of website: www.transformingconversation.org ).  This also, includes members of the other groups listed below. 

Community of Practice:  Consists of recognised Facilitators, Facilitators in training, Co-facilitators and anyone involved with TC conversation group start-ups. 

Steering Group:  Appointed annually by the Management Group and consists of representation from Community & Community of Practice. (See details in Membership section below).  In addition to the TC Enabler, a representative attends the Management Group.   

Terms:

These terms of reference are effective from January 2025 and ongoing until termination agreed between the Steering Group and the Management Group.  Changes to these terms of reference can be recommended by an existing Steering Group and forwarded to the Management Group for their approval. 

Role/Purpose:  

The Steering Group works in partnership with the TC Enabler, who is responsible for its leadership.  The Steering Group aims to:  

  • Connect and promote TC in their own settings and contexts. 
  • Organise and oversee Community Meetings, Gathering Days and other events.
  • Provide a link between the Community and the Management Group. 
  • Assist, advise and be a “sounding board” for the TC Enabler.
Meetings

The steering group meets no less than 4 times a year.  Meetings take place online every 2-3 months. Except for exceptional circumstances, the date should be circulated with a minimum notice of 3 weeks, with an agenda and AOB items circulated with a minimum notice of 1 week.

Membership: 

A core group of 3-5 + the TC Enabler + Safeguarding Officer (if not already a member of the group).  Additional members can be co-opted for specific tasks, events or activities as required.  Task groups may be set up as needed but must always include at least 1 member of the existing Steering Group or the TC Enabler.

All members of the Steering Group will be adherents of the Transforming Conversation Community.  (Regular commitment to Community meetings preferred but may be waived under specific circumstances and must be agreed by the existing Steering Group and the TC Enabler).

The Core Group members will be asked to commit to a minimum of 2 years, but the existing Steering Group have the right to waive this requirement at their discretion. Core members should undertake no more than 4 years with at least a 1-year break before re-joining the Steering Group.  However, Core members may continue to be co-opted if they are in an active, ongoing role.

The length of time and the role descriptor for co-opted members will be agreed by the existing Steering Group at the point of recruitment.   

Process of Recruitment: 

Recommendations for Steering Group members may come from the existing Steering Group, Community membership, Management Group or TC Enabler.  They must be previously agreed by the member being proposed and endorsed by 2 (unrelated) Community Members who will be expected to supply references for safer recruitment purposes. Proposed names must be forwarded to a Steering Group meeting for approval and recommendation to the Management Group.   Dates of Steering group and Management meetings will be in the e-news so the Community are aware.

Core Steering Group members will be recommended annually at a regular Community meeting by the end of January each year.  The Community will be advised of this date with a minimum notice of 1 month.  Community members who are unable to attend the Community meeting may send notes of approval or concerns by email to the TC Enabler or Steering Group members.  This process will be replicated by the existing Steering Group or TC Enabler at any time during the year if new people are appointed to the steering group (not members co-opted for specific purposes), eg through unexpected withdrawal by a core member. 

Co-opted members can be added to the Steering Group without additional approval as required at any time during the year.