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MEETING MINUTES

Meeting Date/Time: April 10, 2019 1:30pm – 3:00pm

Location: Dial-In

Agenda:

1. COFO Membership Location

2. COFO Mentoring Committee Update

3. IOA Annual Conference Reflections

4. Discussion Topic

5. Announcements 

Highlights:

1. COFO Membership Location

a. Location: We hope to have a final location confirmed before our meeting next month. 

We appreciate everyone’s flexibility in joining us via telecom today.

2. COFO Mentoring Committee Update

a. COFO Mentoring Program launched its first class of mentors/mentees in January. The 

Committee is excited to launch a second class as of June 2019. We are in the process of 

soliciting mentors and mentees. If you are interested in participating as a 

mentor/mentee, including doubling up as either, please contact 

COFOMentoring@nih.gov

i. Another round of email reminders will be sent to COFO members with the 

information. 

b. Reflections from 1st Round: Mentors reflected on personal growth experiences from 

being a mentor. For example, working with new ombuds has allowed mentors to 

appreciate the diversity of thought and talents brought forward from their mentees. It 

has served to be a rewarding experience. 

3. IOA Annual Conference Reflections

a. Conference served as a reminder of the IOA Standards of Practice.

b. IOA had a variety of topics ranging from sexual harassment, cultural intelligence, 

emotional intelligence and race. Sessions were extremely challenging and thought 

provoking; challenging the audience to think outside of the box. Dr. DiAngelo’s 

engagement on ‘White Fragility’ touched upon racial insularity, speaking to the audience 

on advantages of passively benefitting from racism, while challenging perceptions of 

structural racism. It allows participants to reflect on how we can bring facilitate equity in 

our practices. 
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c. Conflict Coaching Session: Cinnie Noble, Founder of CINERGY led a plenary on conflict 

coaching and questions to pose in a session. The questions were unique and ombuds 

can apply them to help navigate issues that may arise.

d. Creating Conditions for Critical Discussion: Honest Reflections on Our Practice: Led by 

Tyler Smith, Guy Weber, and Mollie Berg – a robust discussion that allowed participants 

to reflect on the essential role of the ombuds in helping visitors make sense of what is 

happening to them. 

e. Diversity of topics – the conference allowed participants to attend multiple sessions due 

to IOA’s ability to hold diversity of topics. Please contact Katie Manderson if you wish to 

submit a topic for next year’s conference.

f. Government Sector Discussion: discussion on methods of practice as an organizational 

ombuds and differences within them was inquired further. Terms used to reference 

visitors and methods of practice vary in each organization. 

g. 50 Shades of Conflict: participants had an opportunity to discuss ‘gray areas’ in their 

independent ombuds function on a general scale. The activities conducted in this 

session will be built upon for the COFO Annual Conference for both external and 

internal practicing ombuds. 

h. Cultural Session by Wayne Blair: The discussion topic was interesting and eye opening in 

terms of understanding national vs. organizational culture. Mr. Blair discussed the 

nuances of cultural dimensions, reflecting upon how they influence workplace culture in 

terms of leadership, colleague relations and expectations. Mr. Blair mentioned the 

ombuds function as the ‘organizational whisperer’ who serves as a middle person to 

mitigate conflict between leaders and the workforce. 

i. “Ombuds Work” - Mars Inc. is working with Bravely, a tech company that has created an 

app to accommodate a quickly growing workforce, while catering to the new generation 

that relies on social media. This is a powerful tool that we should think about in the 

government sector in terms of how to serve a growing workforce. Bravely provides 

Human Resources services that has an ombuds function embedded into this area. The 

company serves as a contractor. 

j. Office Closure Plenary: the plenary was led by Reese Ramos (Sandia Labs) and (Baker 

Hughes) that was forced to close their offices quickly. A major takeaway from this 

session was the importance of senior stakeholder buy in. Developing a senior 

stakeholder relationship is vital for the growth and sustainment of the ombuds office in 

any organization. 

4. Discussion Topic: How do ombuds handle conflicts or difficult discussions in the workplace? Does an 

ombuds need an ombuds? The topic discussion is a continuing discussion that came from the session, 

“Undebate” from the IOA conference. 

a. Participants discussed the importance of not shying away from disagreements and 

holding these conversations with their visitors/inquirers. The important element is to 

understand how people operate and process information differently. Specifically, as an 

ombuds who provides feedback to their visitor/inquirer should keep an open mind and 

listen to listen. To provide ombuds services, conflict resolution specialists should be 

cognizant of the proper use of the office. Participants stated the importance of tapping 
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into our trained professional hats of understanding when visitors/inquirers are checking 

a box or coming to resolve conflict. 

b. Participants discussed the importance of obtaining feedback in our practices and when 

done respectfully, asking questions and allowing visitors/inquirers to vent. For example, 

the COFO monthly calls are safe spaces to have discussions and provide feedback to one 

another, and the COFO Executive Committee. The COFO Executive Committee wants to 

serve each of our members better and in this space, welcome appropriate criticism and 

feedback. 

5. Announcements 

k. Trainings 

i. Training: Interagency ADR DOD Group will be holding a large group discussion 

on May 15, 2019 from 9:00am to 3:30pm at EPA (1200 Pennsylvania Ave). The 

discussions will be centered on the future of ADR. 

l. Job Announcements 

i. Department of Homeland Security: Joint Duty Assignment, GS 14, TS/SCI for one 

year at the Office of I&A.

ii. National Reconnaissance Office: Internal Organizational Ombudsman position 

will be posting soon. It is a 3 year rotational assignment.
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Attendees:

Last First Department Agency Call 

In

Asar Sharen Consumer Financial Protection 

Bureau 1

Balick Howard Department of Health and Human 

Services

Food and Drug 

Administration 1

Berg Mollie Department of Defense National GeospatialIntelligence Agency 1

Brown Andrea United States Patent and Trademark 

Office 1

Bryon Jason Department of Health and Human 

Services National Institutes of Health 1

Day-Lewis Kimberley Department of Homeland Security Federal Law Enforcement 

Training Center 1

Doyle Bill Department of Homeland Security United States Secret Service 1

Epps Ayanna Federal Deposit Insurance 

Corporation

Office of the Internal 

Ombudsman 1

Gnatt Sheldon National Security Agency 1

Gordon Laurel Department of Justice US Marshals Service 1

Hill Gary Department of Defense National GeospatialIntelligence Agency 1

Kamenshine Wendy Consumer Financial Protection 

Bureau 1

Katherine Erica Department of Health and Human 

Services

Food and Drug 

Administration 1

Leone Joe National Security Agency 1

Levine Lisa Department of Justice 1

Manderson Katie State of Texas 1

McGuire Carrie Office of Government Information 

Services NARA 1

McNeil Tracey U.S. Securities and Exchange 

Commission 1

Merrix Celeste Department of Homeland Security 1

Michael David Department of Health and Human 

Services National Institutes of Health 1

Miller Rozmyn Consumer Financial Protection 

Bureau 1

Mills Laurel Department of Justice US Marshals Service 1

Moore Sandi US Army 1

Morey Chauncenette Department of Justice Federal Bureau of 

Investigation 1

Murphy Martha

Office of Government Information 

Services

National Archives and 

Records Administration 1

Patel Bina NGIC 1
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Patno Arielle USDA Center for Tobacco Products, 

Office of the Center Director 1

Reed Janary Defense Intelligence Agency 1

Reilly Kevin NASA 1

Rowe Mary MIT 1

Smith Tyler Department of Health and Human 

Services National Institutes of Health 1

Stukes Jock National Reconnaissance Office 1

Sotoudeh Paul United States Patent and Trademark 

Office 1

Valdez Roberta Federal Deposit Insurance 

Corporation 1

Vermillion Chris Department of Homeland Security Transportation Security 

Administration 1

Walker Don Department of Defense US Army Medical Command 1

Weber Guy Department of Defense National GeospatialIntelligence Agency 1

Whittington Frederick Department of Labor 1

Wolfe Alexandria Department of Homeland Security Transportation Security 

Administration 1

Zeller Jessica Health and Human Services Food and Drug 

Administration 1

Zrubek Tom Department of Defense Inspector General 1

Total 41