[Ec] Fwd: Meeting assets for EC Meeting are ready!

Joe Hovey joehovey at gmail.com
Thu Oct 23 21:01:40 EDT 2025 

Hi EC:

Here's our AI notes from today's meeting. Fanita, I was going to try to
help out and add this as a new tab/page in the EC notes, but was having
trouble using the tab/table of contents feature... it wanted me to save the
document as a Google Docs, instead of a ".docx"; I didn't want to change
your system. Could you add a "tab"/page for today, I could take the lead in
copying/translating the notes from today?

Also here's a new (and actually editable) version of the semi-final
Conference Culture document Aisha shared with us. I've added our names and
emails; I want each of us to decide if we also want our cell numbers
listed:
https://docs.google.com/document/d/1UwLSdKJTWnTH5FSHUJhHoNWyw8qcS2fsHODfUv8hYJQ/edit?usp=sharing
Are we all okay with this? Let's get it final to Aisha by Monday.

Thanks!
Joe

---------- Forwarded message ---------
From: Zoom <no-reply at zoom.us>
Date: Thu, Oct 23, 2025 at 11:51 AM
Subject: Meeting assets for EC Meeting are ready!
To: <joehovey at gmail.com>


<https://zoom.com>

Meeting assets for EC Meeting are ready!

Meeting summary

Quick recap

The group began with personal updates and discussed scheduling matters,
including upcoming meetings and event registration numbers. The board
meeting covered various topics including conference statements, harm
response procedures, and end-of-year appeal letters, though some
discussions were postponed due to time constraints. The group addressed the
need for a structured harm response system and discussed the formation of a
new communications committee, with potential co-chairs being considered.
Next steps

   - Joe: Update calendar to cancel EC meeting on November 13th and
   November 27th
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190463f4-b028-11f0-9190-aefa3d4c2bdf>
   - Joe: Add agenda item for November 6th meeting to decide if EC should
   meet on November 13th without him
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=1904684c-b028-11f0-a811-aefa3d4c2bdf>
   - Joe: Update calendars to cancel EC meetings on December 25th and
   January 1st
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046a20-b028-11f0-a934-aefa3d4c2bdf>
   - Joe: Announce to board when conference registration breaks 100
   attendees
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046ba7-b028-11f0-bf8d-aefa3d4c2bdf>
   - Joe: Confirm with Vanita if EC can serve as contact point for
   conference harm reporting
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046d0b-b028-11f0-95bb-aefa3d4c2bdf>
   - Joe: Determine what contact information each EC member wants listed
   for harm reporting
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046e7d-b028-11f0-bd8d-aefa3d4c2bdf>
   - Joe: Communicate to Aisha that EC will serve as contact point for
   conference harm complaints
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046fe5-b028-11f0-90da-aefa3d4c2bdf>
   - Joe: Update board calendar and eGPS calendar with spring event date of
   Friday, May 15th
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047141-b028-11f0-a4f0-aefa3d4c2bdf>
   - Joe: Announce spring event date at Monday's member meeting
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047294-b028-11f0-813e-aefa3d4c2bdf>
   - Joe: Send update about Jan celebration/retirement acknowledgement by
   email
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190473ed-b028-11f0-973c-aefa3d4c2bdf>
   - Joe: Show David how to access and use MailChimp
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047552-b028-11f0-9bf1-aefa3d4c2bdf>
   - Joe: Provide image files from website to David for end-of-year appeal
   by Monday
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190476a2-b028-11f0-9b18-aefa3d4c2bdf>
   - David: Send specific image requests to Joe for end-of-year appeal
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190477ee-b028-11f0-8262-aefa3d4c2bdf>
   - David: Review operations logs before each weekly EC meeting
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047944-b028-11f0-a68e-aefa3d4c2bdf>
   - David: Send reminder about operations logs between now and conference
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047a9b-b028-11f0-a669-aefa3d4c2bdf>
   - David: Send thoughts on harm response process to the group today
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047be7-b028-11f0-83e8-aefa3d4c2bdf>
   - David: Try reopening the shared document to make edits
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047d34-b028-11f0-9282-aefa3d4c2bdf>
   - Christine: Review conference culture community agreements document
   that Joe shared
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047e7a-b028-11f0-b0e9-aefa3d4c2bdf>
   - EC members: Review Aisha's conference culture community agreements
   document and provide feedback if needed by November 3rd
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047fcd-b028-11f0-9c1f-aefa3d4c2bdf>
   - Joe: Reach out to Adam Schechter about joining communications committee
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19048101-b028-11f0-ad1f-aefa3d4c2bdf>
   - Joe: Follow up with Ed and Libby about their roles on communications
   committee
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19048253-b028-11f0-aee7-aefa3d4c2bdf>
   - Joe: Follow up with Sandy Gordon about potentially co-chairing
   communications committee
   <https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190483a1-b028-11f0-b61c-aefa3d4c2bdf>

Summary Committee Updates and Personal News

The group discussed personal updates, including Joe's travel and
genealogical research, Christine's completed home renovation, and David's
move to Riverhead, New York, with updates on his wife Shayna's recovery
from surgery, which is progressing but still faces challenges with speech
and swallowing. They agreed to start the meeting with a debrief of the
board meeting, discuss the communications committee and co-chair positions,
and provide an update on the Jan celebration and gratitude task force.
Meeting Schedules and Event Updates

The group discussed upcoming meetings and scheduling. Joe announced he
would be unavailable for the EC meeting on November 13th due to a week-long
training and conference, and proposed that the group decide on October 6th
whether to meet on November 13th. They agreed to take off the week of
Thanksgiving and the weeks of Christmas and New Year's. Joe also shared
that registration for an event was pacing similarly to last year, with 92
people registered at this point compared to 89 last year. The group agreed
to track and announce when registrations reach 100.
Board Meeting Challenges and Progress

The board meeting covered several key topics, including language for an
upcoming conference and the need to address anti-Semitism. Joe acknowledged
that he had overestimated how much could be accomplished in the meeting,
leading to the anti-Semitism discussion being postponed. The board also
discussed concerns about low quorum attendance, with only 7 of the required
9 elected members present for the first 15 minutes. Despite these
challenges, Joe noted that the board was working well when functioning
properly, with members continuing to engage in productive discussions after
the meeting.
Conference Statement Review Meeting

The group discussed the need for more time and space to address a
conference statement, as it was not adequately covered in a recent meeting.
David noted that the workgroup did not provide updates on their plans, but
mentioned that they might address it later. Joe shared that the conference
team is working on a statement of conference culture community agreements,
and suggested that the executive committee could be the point of contact
for reporting harmful behavior. The team agreed to further discuss this
matter by email, with the goal of finalizing the statement within a week
and a half.
Conference Incident Management Protocol

The group discussed the process for handling incidents at conferences, with
David suggesting that such matters should be managed by the EC or a
designated body. Christine proposed dividing the existing document into two
parts: a cultural statement and a harm response protocol. Joe shared an
updated draft from Aisha that already included these three sections:
cultural framework, inclusive group experience, and harm response
procedures. The group agreed that initial issues should be addressed at the
local level, with escalation to EC members if necessary.
EC's Role in Harm Prevention

The group discussed the role of the EC in addressing harm and maintaining
confidentiality. They agreed to list four EC members who could be contacted
in person or via email for confidential discussions. David emphasized the
importance of facilitators taking responsibility for preventing harm and
outlined the complexities of addressing and repairing harm. Joe proposed
communicating to Aisha that the EC is volunteering to serve in this
capacity and suggested they continue working on structuring the system. The
group agreed to review a document by November 3rd and provide any necessary
feedback.
Operations and Communications Planning Update

The board discussed several key topics including harm response procedures,
end-of-year appeal letters, and the new communications committee. David
presented the operations logs system, which has been implemented to track
various organizational tasks, and received positive feedback. The board
agreed to proceed with the end-of-year appeal letter, with David planning
to send it out next week after incorporating feedback from the Budget and
Finance Committee. Joe updated the board on potential co-chairs for the
communications committee, including Sandy Gordon and Adam Schechter, with
Christine suggesting additional candidates. The board also confirmed the
spring event will be held on Friday, May 15th, and Joe will update the
organizational calendar accordingly.

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-- 
*Joseph Hovey, LCSW, CGP*
LGBTQ+ | Relationships | Groups | Youth
EGPS <https://egps.org/> President
josephhovey.com <http://www.josephhovey.com/> | learnsavi.com
<http://www.learnsavi.com/>
Want to talk? Schedule here <https://cal.com/hovey/meeting>.
*pronouns: he/him/his*
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