Core Group Terms of Reference (TORs)

Purpose

The KM4Dev Core Group is a volunteer team that helps steer, coordinate, and sustain the KM4Dev community. It ensures that KM4Dev remains an open, inclusive, and well-functioning space where members can connect, collaborate, and learn together.

Established in May 2004, the Core Group provides light, participatory governance for the community, coordinating activities, maintaining transparency, and responding to members’ needs. This approach reflects KM4Dev’s self-organizing and collaborative nature.

Responsibilities of Core Group Members

Members are expected to:

1. Attend monthly meetings and contribute actively to discussions and follow-up actions.

2. Stay engaged, communicate openly and respectfully, and participate in collective decision-making.

3. Support peers who may need help and maintain a culture of mutual respect.

4. Welcome new members by pairing them with a buddy during their first months.

5. Represent the Core Group in responding to questions or requests from members and partners.

6. Contribute ideas, propose improvements, and help steward community activities and platforms.

7. Support transparency by documenting relevant actions and discussions.

8. Take part in the six-monthly reflection cycle to review progress and learning.

How We Work Together

The Core Group operates as a self-managing, volunteer collective. Members collaborate through a dedicated group on Dgroups.io and meet monthly, with meetings and decisions documented publicly to ensure transparency.

Core Group meetings are open to the wider KM4Dev community, and members are welcome to attend as observers, except when sensitive issues are discussed.

The Core Group is accountable to the broader KM4Dev community — including current, past, and future members — by openly sharing discussions, decisions, and reflections.

Decision-Making

The Core Group makes decisions by consensus. When a proposal or issue arises, it is shared with all Core Group members for input and discussion.

If no objections are raised within a reasonable period — typically five working days for online consultations or by the next scheduled meeting — the group moves forward with the proposed action.

Silence after the consultation period is understood as consent. If further discussion is needed, any member may request that the decision be deferred to the next meeting.

This light and trust-based process reflects KM4Dev’s collaborative ethos: valuing dialogue, openness, and shared ownership over formal voting. All decisions are collectively owned and recorded in public meeting notes.

Areas of Stewardship

The Core Group provides oversight and stewardship across KM4Dev’s main platforms and functions, ensuring they are well-governed, active, and aligned with the community’s principles.

These include:

• KM4Dev Global Group

• Conversa (Spanish-speaking sub-community)

• Knowledge Sharing Toolkit

• KM4D Journal

• KM Peer Mentoring Programme

• KM4Dev YouTube Channel

• KM4Dev Knowledge Cafés

Each of these spaces is managed or co-managed by volunteers. To maintain alignment and two-way communication between the Core Group and KM4Dev’s various platforms and functions, the Core Group works through designated Stewards. 

The Core Group holds overall responsibility for ensuring coordination, continuity, and accountability. In practice, when operational or technical challenges arise, the Core Group Chair reaches out to the relevant Steward to ensure follow-up and support.

Stewards

For each major platform or key function (e.g. Conversa, the Toolkit, the Journal, or the Peer Mentoring Programme), the Core Group designates at least one Steward.

Stewards:

• Keep the Core Group informed of relevant updates or issues

• Monitor meeting notes and identify decisions that require follow-up

• Join Core Group meetings when discussions relate to their platform

The Core Group shares key meeting minutes with all Stewards as a courtesy, though Stewards remain responsible for staying informed.

The current Core Group membership and Stewards are listed on the Governance page.

How to Join the Core Group

The Core Group is open to all KM4Dev members. Members can express their interest by completing the online form.

Membership involves a commitment to:

• Stay active and engaged in community matters.

• Participate in monthly Core Group meetings.

• Contribute to ongoing or special initiatives that require Core Group involvement.

After six months, the group holds a brief review and reflection:

• Active members who wish to continue are invited to renew.

• Members who have been inactive or wish to step back can rotate out, creating space for others.

There is no fixed membership cap, but the group aims to maintain at least ten active members to ensure continuity and manageable coordination.

Members typically contribute around one day per month, mainly through meetings and follow-up work. 

While there is no financial compensation, being part of the Core Group is a professional development opportunity — a chance to strengthen your KM skills, contribute to the community’s growth, and connect with peers worldwide.

The current Core Group membership and Stewards are listed on the Governance page.