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MEETING MINUTES

Meeting Date and Time: March 10, 2021, 1:30-3:00 pm (ET)

Location: WebEx

Agenda:

1. Social Media Committee Update

2. Ombuds Day Update

3. IOA Annual Conference

4. Next OSO Meeting 

5. Announcements 

6. General Questions

7. Pros and Cons of Publishing an Annual Report Discussion

8. Dealing with Persistent Inquirers Discussion

9. Security of Electronic Records Discussion

Highlights:

1. Social Media Committee Update

a. Committee Chair Erica Katherine reports that a survey will be coming soon

b. Goal will be to gain feedback from the COFO membership about how they use social 

media and any concerns

2. Ombuds Day Update

a. Ken Skodacek will be reaching out to volunteers

b. This will be the 4th Ombuds Day

c. Plan includes holding webinars and issuing proclamations

d. Will reach out to organizations, university leadership, policymakers, and those 

considering creating Ombuds programs

3. IOA Annual Conference

a. Katie Manderson is Conference Co-Chair

b. Virtual platform sent for conference 3/22-24, 2021

c. Schedule includes networking and learning circles
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4. OSO Meeting

a. Next meeting of Ombuds Supporting Ombuds (OSO) will be 3/31/2021, 2-3 pm EST

b. Moving back a week to accommodate those attending IOA Conference 

5. Announcements

a. None

6. General Questions

a. None

7. Pros and Cons of Publishing an Annual Report Discussion

a. Do you publish an annual report? Why or why not? If so, has it worked? Is it worth 

the effort you put into it?

b. Mollie Berg led discussion

c. One program had a robust annual report for a few years with aggregated data, case 

examples, and topics of interest and then shifted to a quarterly “newsletter”

d. Annual reports can be valuable tools to communicate value of Ombuds

e. Burden in developing report

f. Reporting is valuable as long as you use it

g. It’s a static, historic document

h. Beyond a document, it can be a launching pad for robust conversations

i. It’s a place to identify systemic issues, patterns, and/or trends

j. Some have annual reporting required by Congress

k. Report can be much work, at times surpassing 100 pages

l. Some considered white pages and summaries instead of annual reporting

m. Major recommendations are often included

n. Good to let public know what external Ombuds are seeing

o. Can communicate with stakeholders

p. Some are shifting to quarterly newsletters and blogs

q. Reports hold Ombuds accountable

r. Some refer to them all the time

s. Reports can serve to highlight issues for new leadership

t. Agency leaders can use reports

u. Reports can serve as outreach tool

v. Some develop mid-year one-pagers to give a snapshot

w. For externals, annual reports may be best practice to promote program

x. For internals, concerns exist about creating disincentive to cooperate with Ombuds 

if sensitive matters between teams disclosed, so some keep systemic information 

private

y. Confidentiality issues raised

z. Showcasing success stories can be valuable; challenge to protect identifying 

information while maintaining connection to an interesting story

aa. Reports can serve as vehicles to give tools and resources to the public

bb. Reports help Ombuds reflect on who we are and how we engage
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cc. Small offices need to assess if trade-offs are worth it; are they missing out on work 

or outreach with time commitment to reporting?

dd. Reports can set Ombuds offices apart from the rest of the organization visually

ee. Though annual reports can show effectiveness, it is not the only way to showcase 

effectiveness

ff. Even if not published, could annual report be FOIA’d?

gg. Reports can memorialize work and show continuity of what Ombuds accomplish and 

value of Ombuds over time

8. Dealing with Persistent Inquirers Discussion

a. Tabled

9. Security of Electronic Records Discussion

a. Tabled

Attendance 3/10/2021

Last First Agency CallIn

Adams Joanne USDA 1

Anderson Jeff DOE 1

Arbid Michelle FEMA 1

Balick Howard FDA 1

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

Bookstein Monique FBI 1

Cameron Bob CFPB 1

Coleman Jean SBA 1

Davenport 

Dayes

Nathelia 

(Nicky) FEMA 1

Derrick Danielle FINRA 1

Feliciano Ramon DOD / DIA 1

Footman Aaron USPTO 1

Foster Cindy FINRA 1

Fox Angela FDA 1

Frazier Veronica DOD / DIA 1

Garmon Felisa CFPB 1

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

Green Veronica State OIG 1
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Last First Agency CallIn

Greene Sam 1

Hartman Jessie NARA/ Office of Government Information Services (OGIS) 1

Heffernan Claire TSA 1

Heimlich Elizabeth FINRA 1

Hopkins Emily NGA 1

Hurley Nathan FDA / Center for Tobacco Products 1

Jarrett Syreeta DIA 1

Kamenshine Wendy CFPB 1

Katherine Erica FDA 1

Kinnavy Noreen Broadcasting Board of Governors 1

Kith Sarah Library of Congress 1

Lawrence Steve DHS Office of Intelligence & Analysis 1

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

Lewis Mark D. FDA 1

Magnus Vicki Library of Congress 1

Mahony Jennifer NIH 1

Malone Marcus DOJ / USMS 1

Manderson Katie VA 1

Marcotte Dan FDIC 1

Mateen Fatimah DHS / USCIS 1

McGuire Carrie NARA / OGIS 1

Merrix Celeste DHS / FLETC 1

Mesbahi Mohammad IRS 1

Michael David NIH 1

Miller Carla DOJ / ATF 1

Milner Heather CFPB 1

Morey Chauncenette FBI 1

Patel Bina USPTO 1

Patno Arielle FDA / Center for Tobacco Products 1

Piziali Jamie EPA 1

Porch Susanne Commerce / National Institute of Standards and Technology 

(NIST) 1

Raymond Xaivian NASA 1

Reed Janay DOD / DIA 1

Reilly Kevin NASA 1

Robinson Belinda FBI 1
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Last First Agency CallIn

Rojas Nick DOD / DIA 1

Rowe Mary Massachusetts Institute of Technology (MIT) 1

Semo Alina NARA 1

Simmons Wendy TSA 1

Simpson Melissa HHS 1

Skodacek Ken FDA 1

Sotoudeh Paul USPTO 1

Stergio Marcus Office of Federal Contract Compliance Programs / DOL 1

Sung James DHS 1

Swann Benita FDIC 1

Trujillo Sarah USDA 1

Vermillion Chris TSA 1

Villafane Jacqueline American Red Cross 1

Voloshin Victor NIH 1

Weber Guy DOD / NGA 1

Wolfe Lexi DOE 1

Total 69