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MEETING MINUTES 

Meeting Date and Time: August 11, 2021, 1:36-2:57 pm (EDT) 

Location: WebEx 

Agenda: 

1. 2021 Annual Conference update 

2. IOA member dialogues 

3. Social Media Committee update 

4. COFO Peer Practitioner Network 

5. Next Ombuds Supporting Ombuds (OSO) 

6. Ombuds Day 

7. Announcements 

8. General Questions 

9. Discussion Topics 

a. Have you noticed any changes in your ability to maintain ombuds principles, 

particularly those of independence and impartiality/neutrality, in your agency 

since the pandemic began? 

Highlights: 

1. 2021 Annual Conference Update 

a. Scheduled to be held on October 15, 2021

b. It is the day after Ombuds Day

c. All virtual conference

d. See email calling for presentations

2. IOA member dialogues 

a. Will be held on August 12, 2021, from 11 am-12:30 pm EDT and 7-8:30 pm EDT

b. Dialogues concern proposed amendments to IOA bylaws and articles of 

incorporation 

c. This is different from the Standards of Practice proposed changes

3. Social Media Committee (SMC) 

a. Chair Erica Katherine acknowledged the work of members Deanna Yuille Banford, 

Syreeta Jarrett, Sandra Moore, Belinda Robinson, Ken Skodacek, and Sarah Trujillo
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b. SMC submitted its proposal to Executive Committee

c. SMC has received good feedback so far

4. COFO Peer Practitioner Network 

a. New pilot program

b. Susanne Porch is driving this effort

c. This concept began as solo practitioners but expanded to all, with similarly situated 

practitioners grouped together

d. Scheduled small group substantive, confidential discussions of issues

e. Submit interest form by August 20, 2021

f. Kick-off meeting—aimed to be August 23, 2021

g. Comment included that this can be of real value for solo practitioners, and a great 

complement to the mentoring program

h. All are empowered to champion ideas for new networks or projects

i. Concern raised about protocols and parameters to ensure no misinformation will be 

shared around the Standards of Practice

j. COFO will group people together to include people with experience paired with 

others; all have obligation to share accurate information

k. Assessment about the network will be made at the six month mark

l. Ideas are welcome to ensure information shared is accurate

5. Ombuds Supporting Ombuds (OSO) Meeting 

a. OSO meetings are led by Heather Milner

b. They are offered as a way to connect and/or let off steam 

c. Meetings are held on the fourth Wednesday of the month 

d. Next meeting is August 25, 2021, 2-3 pm EDT

6. Ombuds Day 

a. October 14, 2021

7. Announcements 

a. None 

8. General Questions 

a. Question raised about conducting inreach

i. Replies included to treat it like an exchange 

ii. Use hypotheticals, such as walking through an example of a supervisor 

and employee issue 

iii. Focus on basics, including what you do and core Standards of Practice 

iv. Discuss confidentiality, including multiple layers of leadership 

v. Consider shorter 15-20 minute presentation or incorporate interactive 

process if longer 
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vi. Strong recommendation to include the What’s in it for Me? (WIFM) 

concept into presentations and to speak according to the specific 

audience 

b. Question posed about handling virtual visits and shifting from phone and in-person

i. Some conducted 1/2 to 2/3 work virtually pre-pandemic and 100% now 

ii. Some agencies have screen shots and recordings turned off 

iii. Confidentiality extends to virtual meetings 

iv. Some add language in their confidentiality statement about no recording 

v. Question asked about whether ABA finalized online dispute resolution 

guidelines 

vi. Virtual terms and agreements—Karen Dean of FMCS previously circulated 

this, including maintaining confidentiality; posted on website and 

reiterated in opening statement 

vii. Some recommend not using Teams, as there is no way to delete chat 

viii. Some prefer Zoom 

ix. Suggestion to share screen to avoid receiving information 

x. Positives about the virtual world include the idea that people can talk 

more freely and for longer times to have deep, open conversations 

xi. One ombuds asks visitors what they prefer; around 60% choose phone 

only (no teleconference); during facilitated discussions, ombuds mentions 

not recording when using WebEx. They also use a simple Webex meeting 

room link to tell the visitor by phone instead of sending an email or invite 

xii. Given that 80% of communication is nonverbal, phone can be challenging 

xiii. A significant percentage of people choose not to share virtually or do not 

have equipment to do so 

xiv. In the intelligence community, some do not have cameras 

xv. Discuss beforehand whether people will turn on cameras or not 

c. Question concerning information on the new Internal Justice, The Respectful 

Workplace Advisors (RWA) Program at the World Bank 

i. Good information on RWA on the World Bank website 

ii. RWA is a longstanding program in the international community. While 

they are not a federal program, they've connected to COFO at times 

d. Can ombuds be more of a “therapeutic” role? 

i. Ombuds are neutral, here for everyone, and not advocates for individuals 

or outcomes 

ii. Restorative justice practices can be added 

iii. One ombuds uses restorative practices vs. restorative justice phrase 

iv. Restorative justice practices can be used to help people heal while 

ombuds remain neutral and independent 

v. Sometimes, ombuds can assist people getting to a more meaningful 

place; sometimes not as it depends on the situation 

vi. Ombuds offer tools and skills but can’t do the work for individuals 

vii. Is leadership open to hearing about issues and doing the work? 
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e. How do ombuds offices handle confidentiality with administrative personnel? 

i. It can be difficult if administrative/support staff handle multiple areas, 

such as ombuds, grievance, and anti-harassment and are not dedicated 

to the ombuds role 

ii. It would be hard for someone to keep information separate and not blur 

the lines between offices 

iii. Administrative staff may be used for small offices, even solo 

practitioners, maybe as collateral duty vs. full-time workers 

f. Are ombuds being brought into the discussions concerning EO 14035 DEIA (diversity, 

equity, inclusion, and accessibility)? [NOTE: this question and discussion are solely 

from the chat.]

i. One ombuds’ opinion was that OPM, EEOC, and OMB are missing an 

opportunity to encourage agencies to tap into the ombuds as a data 

point and a resource 

ii. One ombuds noted that they have been brought in on the diversity side, 

but indicated that ombuds have not not been brought up as a resource 

iii. Link to Executive Order: https://www.whitehouse.gov/briefingroom/presidential-actions/2021/06/25/executive-order-on-diversityequity-inclusion-and-accessibility-in-the-federal-workforce/

 

9. Discussion Topic 

a. Have you noticed any changes in your ability to maintain ombuds principles, 

particularly those of independence and impartiality/neutrality, in your agency since 

the pandemic began? 

b. Though we did not formally get to the topic, discussion leaders Guy Weber and 

Mollie Berg noted that we did discuss principles brought up by the pandemic and, in 

particular, navigating confidentiality in the virtual world 
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Attendance 8/11/2021

Last First Agency Call-In

Arbid Michelle FEMA 1

Baker Jason NIH 1

Balick Howard FDA 1

Barrar Riley CFPB 1

Behr Virginia FDA 1

Berg Mollie DOD / National Geospatial-Intelligence Agency (NGA) 1

Bloch Brian DOI 1

Davenport Dayes Nicky FEMA 1

Dean Karen FMCS 1

DeBerry Marcella NSA 1

Foisy Paul-Dominick State 1

Footman Aaron USPTO 1

Fox Angela FDA 1

Gnatt Sheldon NSA 1

Gordon Laurel DOJ / U. S. Marshals Service (USMS) 1

Green Veronica State OIG 1

Harley Jasmine National Credit Union Administration 1

Hopkins Emilee NGA 1

Kashdan Mark D. CDC 1

Katherine Erica FDA 1

Kinnavy Noreen Broadcasting Board of Governors 1

Leep Kathryn FDIC 1

Lenkel Laurie FDA 1

Levine Lisa DOJ / Executive Office of Immigration Review (EOIR) 1

Lewis Mark D. FDA 1

Lloyd Brenda FLETC 1

Marcotte Dan FDIC 1

Maurer Bill Census 1

McNeil Tracey SEC 1

Megee Christine DOD Education Activity 1
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Last First Agency Call-In

Michael David NIH 1

Miller Carla DOJ / ATF 1

Panza Jessica Pepperdine 1

Patno Arielle FDA / Center for Tobacco Products 1

Piziali Jamie EPA 1

Porch Susanne Commerce / National Institute of Standards and Technology 

(NIST) 1

Reilly Kevin NASA 1

Robinson Belinda FBI 1

Rojas Nick DOD / DIA 1

Rowe Mary Massachusetts Institute of Technology (MIT) 1

Smith Julie Census 1

Sotoudeh Paul USPTO 1

Stergio Marcus Office of Federal Contract Compliance Programs / DOL 1

Sutton Shameka NCUA Acting Ombudsman 1

Thomson Ronnie Sandia National Laboratories 1

Trujillo Sarah USDA 1

Varner Tahirih NPS 1

Vermillion Chris TSA 1

Villafane Jacqueline American Red Cross 1

Voloshin Victor NIH 1

Weber Guy DOD / NGA 1

Wolfe Lexi DOE 1

Yuille Banford Deanna DOD / Defense Human Resources Activity 1

Total 53