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DOE Web Managers Council Charter

Who We Are 

The Department of Energy (DOE) Web Managers Council (Web Council) was created in December 2010 as a way for DOE Web Managers to collaborate across programs, and share common challenges, ideas, and best practices.  Members work in various Program Offices, National Laboratories and Staff Offices and include representatives from Policy, Communications, Public Affairs, and Chief Information Officer (CIO) staffs. 

Our Purpose

The purpose of the DOE Web Managers Council is to:

  • Promote the use of Web best practices on DOE web sites serving internal and external audiences; 
  • Address high-level web policy issues that affect all programs;
  • Advise and make recommendations to policy-makers, partners and other stakeholders, to improve DOE web content and strengthen web content management policies; 
  • Educate the DOE community - give them tools to improve web content today, and prepare them to handle the challenges of tomorrow; 
  • Promote collaboration across programs; 
  • Provide a way for DOE Web Managers to share skills, knowledge, best practices, ideas, and solutions; 
  • Communicate our successes (and challenges) to stakeholders, to bring greater recognition and support for our work and the DOE web as a whole; and
  • Leverage the size and influence of our community to get things done across DOE that would be harder to do individually. 

Our Goals 

Our long-term goals are: 

  1. Help the public quickly and easily accomplish their most critical tasks online;
  2. Improve DOE online content so it’s on par with the best content in the world; and 
  3. Support and expand our dynamic community of government Web Managers from across the DOE Complex.

What We Do 

To accomplish these goals, we:

  • Participate in training and workshops through Web Manager University;
  • Maintain email distribution list for members to communicate with each other;
  • Coordinate the work of various Working Groups to provide guidance to the government web community around high-level web policy issues;
  • Participate in an annual training conference for government Web Managers;
  • Provide oversight and guidance to a community of DOE web content professionals;
  • Coordinate regular conference calls to discuss common challenges, exchange ideas, share best practices from other agencies, and hear from web experts;
  • Help offices identify and improve completion rates of customer top tasks, and leverage Energy.gov to make those tasks easier to find online;
  • Provide oversight and guidance on the posting of data sets to the Web;
  • Monitor innovative policies and practices used by other governments, look for opportunities for replication and coordination; andShare best practices for internal and external websites within DOE; and
  • Sponsor and partner with similar communities of interest such as plain language, K-12, regional groups, or Citizen Service Level Interagency Committee (CSLIC). 

Organization 

The DOE Web Managers Council has a Sponsor, two Co-Chairs, and limited membership. The Web Council is comprised of:  Content Managers, Infrastructure Managers, Public Affairs Specialists and New Media experts from each Program Office.

  • Leadership: The Web Council is sponsored by DOE’s Office of Public Affairs, because of its role in managing Energy.gov, the official portal for DOE information on the Web.  The Council is managed by two Co-Chairs, one of whom shall be the current DOE Web Manager. The second Co-Chair will rotate through the Headquarters Offices in alphabetical order and serve a term of 2 years (see Addendum for listing order)
  • Working Groups: Working Groups are created on an as-needed basis and are temporary in nature. Working Groups are created by the Web Council when projects arise that require a smaller, dedicated group to accomplish a task. Working Groups are not limited to just council members.  Non-member expertise may be necessary and this resource should not be overlooked. 

Relationships 

The DOE Web Managers Council depends on regular collaboration with members and stakeholders to ensure that our work products align with the goals of the larger web community.  DOE Stakeholders include:  Program Offices, IT Council, Public Affairs Offices, and General Counsel. Other Stakeholders include but are not limited to the White House, the Federal Web Managers Council; OMB; the World Wide Web Consortium (W3C); and the Privacy Committee, 

Rules of Operation 

These rules govern day-to-day Web Council operations: 

Philosophy

"All for one, one for all” 

Meetings

The Web Council must meet at least bimonthly, to ensure that issues are dealt with quickly, but no more than once per month.  Meetings should be conducted onsite and include telephone and/or video conferencing. 

Collaboration

The Web Council is responsible for ensuring that its decisions and recommendations are based primarily on input from DOE web content managers, as well as other staff who support DOE websites, industry thought leaders, expert advisors, other stakeholders, and citizens, as appropriate. 

Responsibilities
  • Web Council members serve as liaisons from the Web Council to their respective Offices.  They are responsible for regularly attending Council meetings, participating in and informing their management of Council activities, and soliciting input from their organizations as needed.  They also advocate within their offices for support of agency web efforts, work together on web policy issues, and collaborate with others on the Web Council to further government-wide web initiatives. 
  • Working Chairs serve as liaisons from the Web Council to their working groups, and are responsible for informing their members of Council activities, as appropriate, and soliciting input from them as needed. 
  • Responsibility for coordinating Council meetings will be rotated among members.
  • Recommend to Co-Chairs possible invitations of non-member meeting participants with specialized knowledge and experience to be shared at Council meetings. 
Participation

To ensure offices have adequate representation on the Web Council, the Co-Chairs may replace members who are inactive (for example, members who miss several meetings). 

Voting
  • Each Office has an equal voice, and each Office is allowed one vote per issue. Should the voting member not be present at a meeting, they should contact one of the Co-Chairs prior to the meeting and inform them of who will be acting as their proxy. 
  • All recommendations, positions, and decisions of the Web Council must be approved by the Group as a whole, either through consensus or by majority vote. 
Confidentiality

Members must keep deliberations confidential until the Co-Chairs decide to share information outside the Web Council. 

Duties of Co-Chairs

To support all activities of the Council, the Web Council Co-Chairs:

  • Establish Coordinators for Web Council meetings 
  • Represent the Web Council in the larger web community.

The Co-Chairs may invite non-members with specialized knowledge and experience to be involved in specific tasks and activities.  

As ratified December 2, 2010 by:

Ilir Angjeli, MA
Matt Grosso, OE
Steve Simon, HS
Phil Garon, NE
Kaye Sylvester, EM
Drew Bittner, EE
Liz Meckes, PA
Edwin Luevanos, HC
Suzanne Nawrot, IM
Anne Marie Ashburn, ED

Updated on April 11 and ratified by a majority email vote.

Addendum

The following is a listing of the Headquarters Offices with the right to representation on the Council (subject to change). This listing is also used for rotation of Co-Chair and meeting coordination.

Advanced Research Projects Agency – Energy
Chief Financial Officer
Congressional and Intergovernmental Affairs
Economic Impact and Diversity
Electricity Delivery and Energy Reliability
Energy Efficiency and Renewable Energy (first Co-Chair)
Energy Information Administration
Environmental Management (Co-Chair from April 2012 – May 2014)
Fossil Energy
General Counsel
Human Capital
Hearings and Appeals
Health, Safety, and Security
Indian Energy Policy and Programs
Inspector General
Intelligence and Counterintelligence
Legacy Management
Loan Programs
Management
National Nuclear Security Administration
Nuclear Energy
Policy and International Affairs
Science