[coc-tf] Draft Minutes – CoC TF 30th Call

Dear TF members,

Here are the minutes from our last call.

Cheers

Ant


***

*Draft Minutes – CoC TF 30th Call*

18 August 16:30 (UTC+2)

*Attendees: *Denesh Bhabuta, Antony Gollan, Karla Liddle-White, Brian 
Nisbet, Leo Vegoda, Salam Yamout

*Scribe:* Karla Liddle-White

*Summary: * The TF discussed meeting with the WG Chair Collective to 
discuss coordination with the CoC Team. Leo said he would speak with the 
RIPE Chair Team to schedule a discussion. Leo also updated the group on 
his outreach efforts on recruiting members to the CoC Team. The TF then 
considered the Code of Conduct team size. They agreed that they there 
would be a larger team at first, with the ability for the team size to 
decrease over time once the team was established within the community. 
Next on the agenda was a discussion on outreach. The TF decided on 
several avenues which included speaking to individual community members, 
writing to the Diversity and RIPE mailing lists to communicate the 
intention to launch the recruitment process at RIPE 85. The group also 
considered whether there would be a shadow CoC team and what data the 
team would have access to. Finally, the group decided to make the 
meetings leading up to RIPE 85 biweekly.

*1. Minutes*

Review of the meeting minutes was deferred until the next meeting.

*2. Agenda*

There were no changes to the agenda.

*3. Actions*

*- (Ongoing) TF to think about how the CoC Team and the WG Chairs would 
work together to manage discussions on mailing lists. Including tools, 
e.g. Mattermost channel*

The TF discussed bringing an agenda item to a Working Group Chair 
meeting and it was agreed that they would organise a meeting either 
before or after RIPE 85. Brian said adding that as an agenda item at the 
RIPE 85 lunch was not advisable, since there were usually so many items 
on the agenda already.

*Action: Leo to ask the RIPE Chair Team to schedule a discussion with WG 
Chairs. *

*- (Ongoing) TF to think about the appropriate level of process to allow 
further improvements to the CoC.*

This item was put on hold.

*- Leo to reach out to candidates to see if they would be interested in 
joining the first CoC Team.*

Leo reported that Rob had did not to intend to stand for the CoC team. 
He had also raised concerns of the size of the team and the volunteer 
nature of the roles; Leo added that he understood his decision here.

*- RIPE NCC to revise the draft process and recruitment process 
documents and share them with the CoC consultant for review.*

Leo marked this action as completed.

*- Athina to investigate data retention and potential court proceedings 
against the RIPE NCC and appeals.*

Action put on hold until Athina returned.

*4. Team Size* *- How large should the Code of Conduct Team be and do we 
need to balance ideal size with sustainability? *

The TF discussed the consultant’s suggestion of ideally having a 
slightly larger team for investigations. However, Leo noted that this 
may not be sustainable since they were looking for volunteers with 
particular skills and qualities and would need a regular turnover of 
volunteers to ensure people didn’t burn out. Brian also raised the issue 
that there was a relatively small volunteer base within the community. 
He added that they would need a mechanism that also worked for fewer 
people and Salam noted that they would need to add wording to the 
procedure to incorporate the variation in team size. Denesh said that it 
should be okay for the size of the team to vary over time, since it 
would depend on the complexity of the complaint and an assessment could 
be done on how long investigations were likely to take.

The TF agreed that they would begin with the largest possible team size 
with the idea that it might vary and shrink over time as the CoC team 
became more established.

The group also discussed the minimum size of the assessment group and 
confirmed that it would be three RIPE Community members and a member of 
the RIPE NCC.

Leo suggested that they contract an expert to support the new team at 
the next RIPE Meeting, since they didn’t have specific step-by-step 
operating procedures and wouldn’t necessarily have strong expertise on 
the initial team. There was general agreement among the group for 
exploring this idea. Salam noted that they should add wording to the 
procedure document so the RIPE NCC could contract external people to be 
part of the team for given periods of time.

*Action: Antony to investigate what is practical in terms of consultant 
support at RIPE 85 and what the RIPE NCC would be prepared to support.*

*5. Outreach**- Develop a plan for outreach to potential team members 
before and during RIPE 85.*

The TF discussed how they would outreach to specific people and the 
community overall. It was agreed that they would launch the recruitment 
process at RIPE 85 and would therefore need to communicate this prior to 
the meeting. The group agreed that they would reach out to individuals 
who would bring established credibility to the team and Salam suggested 
using the Diversity and RIPE mailing lists.

Brian noted that communications should also include the benefits of 
joining, flexibility in the initial terms and available support for team 
members.

The group also agreed that the drafts of the documents would need to be 
ready to go out with the announcement in the first week of September. 
Antony raised the question of a shadow team which hadn’t yet been 
confirmed in the documentation. The group then discussed the concept of 
a shadow team and what data would be available to them. Brian raised a 
concern that there may not be enough volunteers for one team, and that 
perhaps a second team could be left as a possibility if a number of 
people applied.

Leo added that that if they were to have a shadow team, there was a 
question of what data the team should have access to, since they would 
not be directly involved in the decision-making process. He suggested 
asking for professional legal advice on the matter.

*Action: Athina to check what data the shadow team could, or should, 
have access to.*

*6. Schedule**- Decide on pace of meetings leading to RIPE 85*

The group agreed on a biweekly schedule of meetings going forward with a 
new day and time.

*Action: Antony to change the meeting time in the calendar to Wednesdays 
at 13:00 UTC/15:00 UTC+2, with Wednesday 31 August being the first 
meeting going forward.*

*7. Actions*

*- Leo to speak with the RIPE Chair Team to schedule a discussion with 
WG Chairs**
**- Antony to investigate what is practical in terms of consultant 
support at RIPE 85 and what the RIPE NCC would be prepared to support**
**- Athina to check what case data the shadow team could, or should, 
have access to**
**- Antony to adjust calendar invites for new bi-weekly meetings*
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