Meeting minutes
<Ralph> previous 7 June
<tzviya> Date: 2022-06-21
tzviya: Hello and welcome everyone
… let's go through this
… inclusion fund update
wendyreid: I've handed everything over to Coralie
… We have a home on the TPAC registration page
… All that's left is sending out info
… Who will be on the review committee?
… Liz volunteers
Tzviya: Can we include something with the official TPAC registration email?
wendyreid: i can ask
tzviya: That was quick, I was expecting that to take longer
Inclusion Fund
Ombuds Proposal
tzviya: Now let's talk about the ombuds proposal
Sheila: Liz and I worked on that, we worked on the budget and proposal
… aligned on an order of operations
… finalize the budget, and then pull together the package to show to management
… we can just share the headlines now, whoever needs the breakdown can see it
… this includes the budgets for the mediator, investigator, ombuds, travel and associated costs
…
[description of time estimates and costs including training and resources]
[mediators and investigators]
wseltzer: Thanks for all of that, I'll offer to work with you on bringing requests to management
<Lutgendorff> {BRB}
JudyB: +1, thanks for putting this together
… I'm encouraged to hear this going forward
… I have some comments
… the number of hours of estimated work, I think the number is accurate
… mediator estimate might be below my expectation, same with investigator, we might be underestimating
… unsure of the rationale for international travel, there is some items that might be of lower importance
… but excellent work
Sheila: All great points, we did have some trouble figuring out where the rates would be based on the location of the people doing the work
… mid range for the UK and US, but we could update it if required
… for travel, that was based on recommendations from this group
… we could repurpose that if needed
tzviya: I think it's important to have at least one ombuds at TPAC
JudyB: I support the travel for an ombuds at TPAC
Sheila: We could adjust it for one ombuds at TPAC, and allocate the remainder
tzviya: Let's estimate high and adjust as needed after feedback
Liz: I also don't know all of the costs, so we could submit this, and it's hard to estimate, it's easy to get quotes on daily rates, but some of the administrative costs are unknown
<JudyB> [jb: strongly supports at least one ombuds being present in person at a TPAC, and I withdraw my previous question on that.]
wseltzer: Thank you for the careful work to build up what is needed for this work
… I'm not expecting you to have all of the additional administrative costs
tzviya: Is there anything else?
Liz: That is it, if we agree on the basic package and then we can move forward on the other parts of the program
+1 to package
Sheila: A question I have, do you recommend we do this in one package or separate the roles?
… anything we need to be aware of?
tzviya: Agreed it should be a package, but maybe separate the disciplinary process
… we need additional time to review that and feedback from a number of groups
… I think we need more time
wseltzer: I think we should package ombuds and supporting roles, makes sense going forward
… with that underway, it may be clearer then to talk about disciplinary process
tzviya: Should we do this in GH or email?
wseltzer: let's keep the HR and budget detail off github
tzviya: for next steps in the de-escalation and disciplinary process we can make that the agenda for the next meeting
JudyB: Just to touch base on one thing, I raised an issue last time, lost track of the edit to the next version of the CEPC
tzviya: This was the language around threats?
JudyB: Threats, and does CEPC apply to organizations
tzviya: I think I was going to make the change to threats, from threats of violence to just threats
JudyB: That is just to the draft?
tzviya: Yes. And to the CEPC and organizations question
… we had a good discussion
… the general feeling was that CEPC is generally about individual behaviour, if we made any changes to include orgs, it might raise questions about what that meant
… some things may apply, and others may not
JudyB: It incurred a difficult diff, is it on hold?
tzviya: We made no change yet, we felt it applied only to indivduals
tzviya: People come in representing themselves, and sometimes the goal of an organization
<Lutgendorff> I need to drop off early for another call, unfortunately because of my misfortune with understanding time zones
<Ralph> [I wonder where we can find examples of codes of organizational conduct, vs. individual conduct]
wseltzer: The Process document and Member Agreement set requirements for organizational participation
tzviya: I attended one of Judy's coordination meetings, we saw the documents from COGA's working with COGA documentation
JudyB: Thanks for bringing this in
… I want to mention, links are presentations from TPAC from COGA on how to work with them
… goal to open a discussion of how groups work together, and groups to be more transparent on how to work with each other
… COGA wants the discussion to be mutual
… groups have micro-cultures, and groups should be open about how they want to be communicated with
tzviya: Going to be meeting with Rain soon, I hope we can learn from these documents and apply them other places
… understanding people for whom english is not a first language, or where GH is not as accessible or good
… applies to chairs training and such
… important for us to be aware of
Ralph: We are organizing a training session focused on making the hybrid experience workable
… likely the last week of July
… agenda for that may also include a lot of PWE stuff
… mention that as an opportunity
JudyB: Along the same lines, thanks for asking for a timeline
… we did a dry run CEPC training before TPAC
… or during TPAC, I think it's a tactic for visibility and feeding the grapevine
… the things we did before TPAC became a topic for discussion for a while after
tzviya: I think we did it during the first virtual TPAC
<Zakim> tzviya, you wanted to help wendyreid
JudyB: It just got it into discussion
tzviya: Offering to help Wendy
… Jory has been in touch as well
Sheila: Bocoup partnered with Dom to organize an inclusive track, that had an intro to TPAC session and the facilitator training with Kay Martinez
tzviya: That was different, but also amazing, but we also did a session on CEPC
… the session with Kay was amazing though, it would be good to do something like that again
Sheila: Wonder if we can bridge some of the materials into the chairs training
… that gets more into the content, though
tzviya: Why don't Wendy, Sheila, and I speak
… like the idea of setting up a deadline
… need to discuss conflict de-escalation
wendyreid: I think I have a section on that in the outline
tzviya: Next meeting, we'll discuss the conflict de-escalation and disciplinary process, agenda planned!