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MEETING MINUTES 

Meeting Date/Time: December 11, 2019 1:30pm – 3:00pm (EST) 

Location:  American Red Cross  

Agenda:

1. COFO Email/Google Group Update 

2. COFO Mentoring Committee Update 

3. COFO Elections 

4. COFO Winter Social Gathering 

5. Discussion Topic: Absence Planning 

6. General Questions 

7. Announcements  

Highlights: 

1. COFO Email/Google Group Update 

a. We are continuing our testing and apologize for duplicate emails. If you have accepted 

an invite from our Google group but have not received an invite for the monthly 

meetings, please email Paul Sotoudeh: Paul.Sotoudeh@USPTO.gov  

2. COFO Elections 

a. COFO Executive Committee ends 1 March 2020. We are seeking volunteers for the 

nominating committee and seeking practicing ombuds to run for the individual 

committee roles. Roles include: Chair, (2 positions for the following): Vice Chairs, 

Secretaries, and Coordinators. Position descriptions can be found at: 

https://federalombuds.ed.gov/s/charter  

b. Requirements & Eligibility 

i. Nominating Committee: seeking practicing ombuds and/or ADR/CR Specialists 

to assist with elections 

ii. COFO Executive Committee Candidates:   current practicing federal Ombuds, 

who practice to the values enumerated in the COFO Charter (see Voting 

members below for a full description) and cannot be members of the election 

committee.    

iii. Voting Members: Ombuds working for federal agencies who practice according 

to the following values enumerated in the COFO Charter: 
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“We believe Ombuds to be independent , neutral, and impartial, and 

confidential.  We strive for objectivity and fairness when assisting those 

involved with and impacted by federal government agencies. 

  We strive toward a leadership style based on cross‐agency collaboration and 

interdisciplinary experience.  We recognize and honor the widely divergent 

constituents we serve, practices we use, and people we are.  This breadth of 

activity and experience provide for valuable exchanges. 

3. COFO Mentoring Committee Update 

a. COFO Mentoring committee is getting ready to launch orientation sessions for its third 

round of mentor/mentees. YTD the group has successfully recruited new mentors and 

mentees, totaling to 46 individuals; 23 pairs. The program is designed to provide an 

opportunity of growth for both mentors and mentees. The third round will include 9 

mentors total (6 internal/3 external) and 9 mentees. The program is suitable for internal 

and external ombuds. If you have any questions, please contact 

COFOMentoring@nih.gov

4. Discussion Topic 

a. Discussion Topic: Absence Planning – How do federal ombuds plan for circumstances, 

such as succession or long‐term absence, where expected workflow processes are 

upended? How do ombuds offices, especially small or solo offices, make sure the work 

gets done when someone is leaving or has to be out of the office for an extended period 

of time? Is it possible for ombuds offices to create work redundancies for themselves? If 

so, how?

i. Participants began the discussion with addressing extended absences. With the 

assistance of technological tools such as cell phones, video‐tele conferencing, 

and email, ombuds practitioners rely ensure they are reachable should 

assistance be needed due to an extended absence. Use of a Chaplain, EAP or 

another entity who has similar standards of practice in terms of confidentiality 

and neutrality are utilized to serve the workforce. For example, an out of office 

message may state, “If it is urgent, you might want to consider if EAP services 

are an option” – practitioners stated their need to ensure there was continuous 

coverage despite absences. 

ii. A participant stressed the importance of language we use, including putting 

“confidentiality” without keeping records and not really applying 

“confidentiality” as other components would do (i.e. Human Resources). 

iii. Participants discussed the types of absences: depending on long‐ or short‐time 

absences, practitioners are able to work faster/longer, hire an ombuds assistant 

(i.e. contractor or internal), and/or triage the work based on priority. The long‐

term approach would rely upon strategic planning. 

iv. Succession planning: should a practicing ombuds retire, federal agencies may 

offer phase retirement, or allowing the current practitioner to work part time, 

while training the individual who may back fill the position. 

5. General Questions 

a. Question: What are considerations to set up a new service? 
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i. Logistics: setting up a new office entails timelines and milestones to set up an 

office (i.e. flyers, an office space, etc.). Setting up an office space away from 

senior leadership of an organization is necessary to maintain independence and 

autonomy. 

ii. Standards: establishing an office based on IOA standards is vital to the success 

of an organizational ombuds office. Participants discussed the element of 

respect by the agency, such as senior level buy in, high level reporting are 

necessary to make the office relevant. 

1. Establishing a charter or terms of reference should be in writing. 

2. Stakeholder process to build consensus with stakeholders and leader 

buy in via negotiation. The Japanese term, introduced by Ms. Mary 

Rowe, MIT Ombuds, “Nemawashi” was referenced as a synonym to 

illustrate the importance of setting up an ombuds office in accordance 

to IOA standards. The term is defined as “an informal process of quietly 

laying the foundation for some proposed change or project, by talking 

to the people concerned, gathering support and feedback, and so

forth.”1

3. Providing training to the workforce and prepare to explain yourself and 

services continuously! 

6. Announcements 

a. Next COFO Monthly Meeting will be held at the American Red Cross. 

b. IOA Conference is scheduled from 30 March to 3rd April. A reminder to book your hotel 

rooms early as the blocked rooms fill up quickly.  

c. COFO Holiday Winter Gathering/Happy Hour 13 December at Astro Beer Hall, 1306 G 

Street NW.  

1

 Kopp, R. (2019). Articles of Interest. Retrieved from, 

https://www.japanintercultural.com/en/news/default.aspx?newsID=234 
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COFO Attendance List 

11 December 2019 

Last  First  Department     Agency  In‐

Person 

Colsky  Andrew  Department of Homeland 

Security 

Transportation Security 

Administration  1 

Hill  Gary  Department of Defense  National Geospatial‐

Intelligence Agency  1 

Kinnavy  Noreen   

Int’l Broadcasting Bureau Voice 

of America and Office of Cuba 

Broadcasting  1 

Sotoudeh  Paul  United States Patent and 

Trademark Office     1 

Villafañe  Jacqueline     American Red Cross National 

Headquarters   1 

         Total  5 

           

Last  First  Department     Agency    

            Call‐In 

Balick  Howard  Department of Health and 

Human Services  Food and Drug Administration  1 

Berg  Mollie  Department of Defense  National Geospatial‐

Intelligence Agency  1 

Brown  Andrea  United States Patent and 

Trademark Office  1 

Cameron  Bob    

CFBP Private Education Loan 

Ombudsman  1 

Epps  Ayanna  Federal Deposit Insurance 

Corporation 

Office of the Internal 

Ombudsman  1 

Fox  Angela  United States Department of 

Agriculture  1 

Gnatt  Sheldon  Department of Defense   National Security Agency  1 

Gordon   Laurel  Department of Justice  US Marshals Service  1 

Heffernan  Claire  Department of Homeland 

Security 

Transportation Security 

Administration  1 

Katherine  Erica     Food and Drug Administration   1 

Lee  Joy  NCUA  1 

Leone  Joseph  Department of Defense   National Security Agency 

Levine  Lisa  Department of Justice    1 

Maurer  Bill  U.S. Census Bureau    1 

McGuire  Carrie  Office of Government 

Information Services  NARA  1 
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McNeil  Tracey  U.S. Securities and Exchange 

Commission     1 

Merrix  Celeste  FLETC    1 

Mesbahi  Mohammad  Internal Revenue Service    1 

Michael  David   Department of Health and 

Human Services  National Institutes of Health  1 

Morey  Chauncenette  Department of Justice  Federal Bureau of Investigation  1 

Patel  Bina   Department of Homeland 

Security 

Federal Emergency 

Management Agency   1 

Porch  Susanne  NIST  1 

Rowe  Mary        1 

Shakur  Jerry    U.S. Army Medical Command  1 

Vermillion  Chris     Transportation Security 

Administration  1 

Weber  Guy   Department of Defense  National Geospatial‐

Intelligence Agency  1 

Whyte  Jean  Federal Reserve Board     1 

Wolfe  Lexi  Department of Energy     1 

         Total  1 

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