<div dir="ltr"><div dir="ltr">Hi EC:<div><br></div><div>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?</div><div><br></div><div>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: <a href="https://docs.google.com/document/d/1UwLSdKJTWnTH5FSHUJhHoNWyw8qcS2fsHODfUv8hYJQ/edit?usp=sharing">https://docs.google.com/document/d/1UwLSdKJTWnTH5FSHUJhHoNWyw8qcS2fsHODfUv8hYJQ/edit?usp=sharing</a> Are we all okay with this? Let's get it final to Aisha by Monday.</div><div><br></div><div>Thanks!<br></div><div>Joe</div><div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">---------- Forwarded message ---------<br>From: <strong class="gmail_sendername" dir="auto">Zoom</strong> <span dir="auto"><<a href="mailto:no-reply@zoom.us" target="_blank">no-reply@zoom.us</a>></span><br>Date: Thu, Oct 23, 2025 at 11:51 AM<br>Subject: Meeting assets for EC Meeting are ready!<br>To: <<a href="mailto:joehovey@gmail.com" target="_blank">joehovey@gmail.com</a>><br></div><br><br><div><u></u>
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Meeting assets for EC Meeting are ready!
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Meeting summary </p>
<p id="m_-2734818790819663903m_-3964883478049986234branding-doc-summary" style="margin:10px 0;font-size:14px">
</p><h2 id="m_-2734818790819663903m_-3964883478049986234quick-recap" style="font-size:16px;line-height:24px">Quick recap</h2>
<p style="font-size:14px;line-height:20px">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.</p>
<h2 id="m_-2734818790819663903m_-3964883478049986234next-steps" style="font-size:16px;line-height:24px">Next steps</h2>
<ul style="font-size:14px;line-height:20px"><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190463f4-b028-11f0-9190-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Update calendar to cancel EC meeting on November 13th and November 27th</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=1904684c-b028-11f0-a811-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Add agenda item for November 6th meeting to decide if EC should meet on November 13th without him</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046a20-b028-11f0-a934-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Update calendars to cancel EC meetings on December 25th and January 1st</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046ba7-b028-11f0-bf8d-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Announce to board when conference registration breaks 100 attendees</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046d0b-b028-11f0-95bb-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Confirm with Vanita if EC can serve as contact point for conference harm reporting</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046e7d-b028-11f0-bd8d-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Determine what contact information each EC member wants listed for harm reporting</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19046fe5-b028-11f0-90da-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Communicate to Aisha that EC will serve as contact point for conference harm complaints</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047141-b028-11f0-a4f0-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Update board calendar and eGPS calendar with spring event date of Friday, May 15th</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047294-b028-11f0-813e-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Announce spring event date at Monday's member meeting</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190473ed-b028-11f0-973c-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Send update about Jan celebration/retirement acknowledgement by email</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047552-b028-11f0-9bf1-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Show David how to access and use MailChimp</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190476a2-b028-11f0-9b18-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Provide image files from website to David for end-of-year appeal by Monday</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190477ee-b028-11f0-8262-aefa3d4c2bdf" rel="nofollow" target="_blank">David: Send specific image requests to Joe for end-of-year appeal</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047944-b028-11f0-a68e-aefa3d4c2bdf" rel="nofollow" target="_blank">David: Review operations logs before each weekly EC meeting</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047a9b-b028-11f0-a669-aefa3d4c2bdf" rel="nofollow" target="_blank">David: Send reminder about operations logs between now and conference</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047be7-b028-11f0-83e8-aefa3d4c2bdf" rel="nofollow" target="_blank">David: Send thoughts on harm response process to the group today</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047d34-b028-11f0-9282-aefa3d4c2bdf" rel="nofollow" target="_blank">David: Try reopening the shared document to make edits</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047e7a-b028-11f0-b0e9-aefa3d4c2bdf" rel="nofollow" target="_blank">Christine: Review conference culture community agreements document that Joe shared</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19047fcd-b028-11f0-9c1f-aefa3d4c2bdf" rel="nofollow" target="_blank">EC members: Review Aisha's conference culture community agreements document and provide feedback if needed by November 3rd</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19048101-b028-11f0-ad1f-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Reach out to Adam Schechter about joining communications committee</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=19048253-b028-11f0-aee7-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Follow up with Ed and Libby about their roles on communications committee</a></li><li><a href="https://us02tasks.zoom.us?meetingId=ZxHzMTWEQTS3CmRx8m7h6A%3D%3D&stepId=190483a1-b028-11f0-b61c-aefa3d4c2bdf" rel="nofollow" target="_blank">Joe: Follow up with Sandy Gordon about potentially co-chairing communications committee</a></li></ul>
<h2 id="m_-2734818790819663903m_-3964883478049986234summary" style="font-size:16px;line-height:24px">Summary</h2>
<h3 id="m_-2734818790819663903m_-3964883478049986234committee-updates-and-personal-news" style="font-size:14px;line-height:20px">Committee Updates and Personal News</h3>
<p style="font-size:14px;line-height:20px">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.</p>
<h3 id="m_-2734818790819663903m_-3964883478049986234meeting-schedules-and-event-updates" style="font-size:14px;line-height:20px">Meeting Schedules and Event Updates</h3>
<p style="font-size:14px;line-height:20px">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.</p>
<h3 id="m_-2734818790819663903m_-3964883478049986234board-meeting-challenges-and-progress" style="font-size:14px;line-height:20px">Board Meeting Challenges and Progress</h3>
<p style="font-size:14px;line-height:20px">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.</p>
<h3 id="m_-2734818790819663903m_-3964883478049986234conference-statement-review-meeting" style="font-size:14px;line-height:20px">Conference Statement Review Meeting</h3>
<p style="font-size:14px;line-height:20px">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.</p>
<h3 id="m_-2734818790819663903m_-3964883478049986234conference-incident-management-protocol" style="font-size:14px;line-height:20px">Conference Incident Management Protocol</h3>
<p style="font-size:14px;line-height:20px">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.</p>
<h3 id="m_-2734818790819663903m_-3964883478049986234ecs-role-in-harm-prevention" style="font-size:14px;line-height:20px">EC's Role in Harm Prevention</h3>
<p style="font-size:14px;line-height:20px">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.</p>
<h3 id="m_-2734818790819663903m_-3964883478049986234operations-and-communications-planning-update" style="font-size:14px;line-height:20px">Operations and Communications Planning Update</h3>
<p style="font-size:14px;line-height:20px">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.</p>
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</div></div><div><br clear="all"></div><div><br></div><span class="gmail_signature_prefix">-- </span><br><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div><div><font color="#000000" face="verdana, sans-serif"><b>Joseph Hovey, LCSW, CGP</b></font></div><div><font color="#000000" size="1" face="verdana, sans-serif">LGBTQ+ | Relationships | Groups</font><span style="color:rgb(0,0,0);font-family:verdana,sans-serif;font-size:x-small"> </span><span style="color:rgb(0,0,0);font-family:verdana,sans-serif;font-size:x-small">| </span><span style="color:rgb(0,0,0);font-family:verdana,sans-serif;font-size:x-small">Youth</span><br></div><div><span style="color:rgb(0,0,0);font-family:verdana,sans-serif;font-size:x-small"><a href="https://egps.org/" target="_blank">EGPS</a> President</span></div><div><a href="http://www.josephhovey.com/" style="font-family:verdana,sans-serif;font-size:x-small" target="_blank">josephhovey.com</a> <span style="color:rgb(0,0,0);font-family:verdana,sans-serif;font-size:x-small">| <a href="http://www.learnsavi.com/" target="_blank">learnsavi.com</a></span></div><div><font color="#000000" face="verdana, sans-serif" size="1">Want to talk? Schedule <a href="https://cal.com/hovey/meeting" target="_blank">here</a>.</font></div><div><i style="color:rgb(0,0,0);font-family:verdana,sans-serif;font-size:x-small">pronouns: he/him/his</i></div></div><div></div></div></div></div></div></div></div></div>
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