Discussion: Code of Conduct

[ben curran]

As part of the Conduct Committee roll out, we will need a code of conduct for participants. For the people running the show, however a higher standard of behaviour should be expected. The current proposal is to take the code of conduct currently used by the KAC, provided by Ro, and amend it. I've changed the wording below, expanding it in scope to all department and group leads, group leads effectively being excom in the new structure if/when we go ahead with that. It's a bit clunky in parts, please feel free to tidy it up. For the purposes of this discussion I'm suggesting that group lead refers to the excom level facilitator position, and that department leads refers to the heads of departments under a group lead. Hope that's clear. 

We've been talking about this for a bit. It would be nice to have a draft in a week or so that everyone is happy with so that we can formally adopt it. 

Code of conduct for Kiwiburn Department and Group leads

 

1. While operating as representatives of the KB organisation, Department and Group leads (Leads) must behave in a way that maintains the reputation of KB.

2. Leads must keep the aims and principles of KB at the fore and must not pursue their own personal agenda within discussions and when voting on applications.

3. Leads must communicate in a professional manner and with respect for each other at all times.

4. Privacy of communications will also be maintained and respected ( see Privacy section)

5. It is expected that if a Lead has a conflict of interest or bias on a vote they will make this known to other members of the Group or the Chair and will abstain themselves from the vote or be asked to abstain by other Leads.

6. Leads will endeavour to maintain transparent communication and not withhold any information relevant to the KB making informed decisions or functioning smoothly.

7. Conflicts within the Leads will be handled in the first instance with discussion between the concerned parties. If this fails the Group Lead will act as a mediator. If the conflict remains unresolved then the Excom Chair will be invited to help resolve the issue.

8. KB reserves the right to ask people to leave the committee if their conduct is deemed to be not in line with the principles and the policy of Kiwiburn, or if they are not operating as a functioning Lead. This will be done in consultation with the Group Lead and voted on by the other members of the Group Leads.

Ro, can you post the privacy section please?

[Shelley Watson]

for this and all other instances, and for consistency, could ExCom be spelt out as such, as per the KB style sheet.

[Karl]

Here is Burning Seeds Memorandum of Understanding that everyone in a lead role has to site if that helps. 

[Geveta Cook]

Wicked! Thanks Karl :)

Sent from my iPhone

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<MoUTeamLeadsCo-Leads2ICs.pdf>

[Jnette Saxby]

I read the burning Seeds Team Leads document and think it is great and being purpose created its good for us to adopt the same set of standards. It makes things very consistent. And saves us reinventing the wheel or labourously creating our own when this is specific to our values to start with. 

Yeah Great Karl.

Jeanette

On Tue, Jun 6, 2017 at 10:50 AM, Geveta Cook <gevet...@hotmail.com> wrote:

Wicked! Thanks Karl :)

Sent from my iPhone

On 5/06/2017, at 10:22 PM, Karl <karldm...@gmail.com> wrote:

Here is Burning Seeds Memorandum of Understanding that everyone in a lead role has to site if that helps. 

On Monday, June 5, 2017 at 1:05:23 PM UTC+12, Shelley Watson wrote:

for this and all other instances, and for consistency, could ExCom be spelt out as such, as per the KB style sheet.

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<MoUTeamLeadsCo-Leads2ICs.pdf>

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[Jamie Ryan]

Is Burning Seed happy for us to use this MoU?

[Geveta]

So based on the process presented by Ben, with additions perhaps from the Burning Seed info (?) 

We wish to draft this proof, then call a vote for this?

(if/once done this would be distributed as a PDF to all Team Leads & ExCom members by myself as Secretary, then included with all introduction emails for future TL's/ExCom members. For now). 

- I would also need to check if/how/where to include this in our rules & policies with our Incorporated Society register. I'll note we still have changes to propose/vote/update with this anyway. 

[ben curran]

Sounds plan-like. Is that you volunteering to draft that or do we need someone else to volunteer? Taking into account both the Burning Seed wotsit and Shelley's style guidelines. 

[Geveta]

Lumos sent through a snip from Fire Fly too, this can probably be worked in. 

[Geveta]

Bumping this. Do we wish to seek permission to use Seed's Team Leads & 2ICs communication conduct code?

[ben curran]

Looking back, Karl's given us the MOU, it appears that there's a question about whether BS is happy for us to use this. I'm assuming Karl would be the best contact for this and I'll check with him. The other thing lacking is someone volunteering to make a KB draft version. 

Lumos? Since you're keen on getting things moving along and on us having a code of conduct for team leads etc? Feel like getting a draft document together based on the BS one that we can vote on?  

[Pete Wyatt]

once I get the go ahead I will start work on it<div
id="DAB4FAD8-2DD7-40BB-A1B8-4E2AA1F9FDF2"><br />
<table style="border-top: 1px solid #D3D4DE;">
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href="http://www.avg.com/email-signature?utm_medium=email&utm_source=link&utm_campaign=sig-email&utm_content=webmail"
target="_blank"><img
src="https://ipmcdn.avast.com/images/icons/icon-envelope-tick-green-avg-v1.png"
alt="" width="46" height="29" style="width: 46px; height: 29px;"
/></a></td>
<td style="width: 470px; padding-top: 12px; color: #41424e;
font-size: 13px; font-family: Arial, Helvetica, sans-serif;
line-height: 18px;">Virus-free. <a
href="http://www.avg.com/email-signature?utm_medium=email&utm_source=link&utm_campaign=sig-email&utm_content=webmail"
target="_blank" style="color: #4453ea;">www.avg.com</a>
</td>
</tr>
</table><a href="#DAB4FAD8-2DD7-40BB-A1B8-4E2AA1F9FDF2" width="1"
height="1"></a></div>

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[Geveta Cook]

Thanks Pete

Sent from my iPhone

[ben curran]

It's all good apparently. All ahead full.

> email to kiwiburnexcomlive+unsubscribe@googlegroups.com.

[Pete Wyatt]

attached is the draft modified MOU from BS
in red are phrases like 'crew wranglers' that I was not sure how we should word
please feel free to read and comment on it

>> > email to kiwiburnexcoml...@googlegroups.com.

>> > For more options, visit https://groups.google.com/d/optout.
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[Shelley Watson]

I'd like to go through the document and edit. I'll make it a google doc for this purpose and postthe link later. wasn't roh interested in this? or had developed some guidelines for KAC that we were also going to reference?

[Geveta Cook]

Thanks Shelley.

Rohana suggested the idea and sent through the existing code in place for KAC. The indication was that she was busy with things pertaining to her role (was not to write it up).

Sent from my iPhone

On 15/07/2017, at 10:55 AM, Shelley Watson <she...@design.gen.nz> wrote:

I'd like to go through the document and edit. I'll make it a google doc for this purpose and postthe link later. wasn't roh interested in this? or had developed some guidelines for KAC that we were also going to reference?

--

[Shelley Watson]

sweet, thanks for update :-) 

[Pete Wyatt]

I have just found a draft code of conduct in Dropbox from oct 2016
written for KB
https://www.dropbox.com/home/Excom%20Documents/Secretary?preview=Draft+Code+of+Conduct.docx<div

id="DAB4FAD8-2DD7-40BB-A1B8-4E2AA1F9FDF2"><br />
<table style="border-top: 1px solid #D3D4DE;">
<tr>
<td style="width: 55px; padding-top: 13px;"><a
href="http://www.avg.com/email-signature?utm_medium=email&utm_source=link&utm_campaign=sig-email&utm_content=webmail"
target="_blank"><img
src="https://ipmcdn.avast.com/images/icons/icon-envelope-tick-green-avg-v1.png"
alt="" width="46" height="29" style="width: 46px; height: 29px;"
/></a></td>
<td style="width: 470px; padding-top: 12px; color: #41424e;
font-size: 13px; font-family: Arial, Helvetica, sans-serif;
line-height: 18px;">Virus-free. <a
href="http://www.avg.com/email-signature?utm_medium=email&utm_source=link&utm_campaign=sig-email&utm_content=webmail"
target="_blank" style="color: #4453ea;">www.avg.com</a>
</td>
</tr>
</table><a href="#DAB4FAD8-2DD7-40BB-A1B8-4E2AA1F9FDF2" width="1"
height="1"></a></div>

On Sat, Jul 15, 2017 at 3:00 PM, Shelley Watson <she...@design.gen.nz> wrote:
> sweet, thanks for update :-)
>

[Shelley Watson]

I followed your link and it says doc doesn't exist. it may be that I don;t have access to that particular folder. are you able to dowbload the file and post it here or mail to me please. thanks lumos.

[Pete Wyatt]

draft COC attached

On Mon, Jul 17, 2017 at 11:51 AM, Shelley Watson <she...@design.gen.nz> wrote:

I followed your link and it says doc doesn't exist. it may be that I don;t have access to that particular folder. are you able to dowbload the file and post it here or mail to me please. thanks lumos.

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[Shelley Watson]

thanks Lumos. that file is specifically a ExCom CoC. it's well written and concise. will be good reference for the more general teams CoC

[Pete Wyatt]

I am unsure why this excom coc was never implemented, does anybody else know anything ?

On Mon, Jul 17, 2017 at 6:48 PM, Shelley Watson <she...@design.gen.nz> wrote:

thanks Lumos. that file is specifically a ExCom CoC. it's well written and concise. will be good reference for the more general teams CoC

--

[Shelley Watson]

here it is as a google doc for anyone to review. please use suggested edits mode to suggest changes and use commenting tool to ask questions etc

https://docs.google.com/document/d/1O-V74rALdBvfe4ltnQXG2cPAVmzOoN5LgWJ3bIJQQH0/edit

[Shelley Watson]

sorry, this link should allow editing :-)

https://docs.google.com/document/d/1O-V74rALdBvfe4ltnQXG2cPAVmzOoN5LgWJ3bIJQQH0/edit?usp=sharing

[Shelley Watson]

team leads / volunteers code of conduct draft document

https://docs.google.com/document/d/17Ujy6rSv3HNOYQxIAIza1PvyHotuVMYQ9NKyPrClqRY/edit?usp=sharing

[Pete Wyatt]

the sections in red like crew wranglers and Kiwiburn master folder are terms that I am not sure are KB terms

On Mon, Jul 17, 2017 at 8:47 PM, Shelley Watson <she...@design.gen.nz> wrote:

team leads / volunteers code of conduct draft document

https://docs.google.com/document/d/17Ujy6rSv3HNOYQxIAIza1PvyHotuVMYQ9NKyPrClqRY/edit?usp=sharing

--

[Shelley Watson]

thanks. please note all comments on the google doc. thanks for edits jamie.

[Geveta]

I've had a read through an edit of the google doc, as a whole I'm super happy with this (well done Lumos, thanks Shelley).

If no one else has any further edits to make, I'd be happy to have this put up as a PDF to vote.

[Shelley Watson]

I'd be happier if more of the ExCom chimed in with suggested changes as it affects them and team leads - remember to put in the 'suggested edits' mode. should the team leads doc be shard on team leads group as well for feedback?

[Geveta Cook]

I didn't realise there was a separate Team Leads doc sorry

Sent from my iPhone

On 20/07/2017, at 11:06 PM, Shelley Watson <she...@design.gen.nz> wrote:

I'd be happier if more of the ExCom chimed in with suggested changes as it affects them and team leads - remember to put in the 'suggested edits' mode. should the team leads doc be shard on team leads group as well for feedback?

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[Pete Wyatt]

they are a long read but do cover most things well, I am happy with them

On Thu, Jul 20, 2017 at 11:08 PM, Geveta Cook <gevet...@hotmail.com> wrote:

I didn't realise there was a separate Team Leads doc sorry

Sent from my iPhone

On 20/07/2017, at 11:06 PM, Shelley Watson <she...@design.gen.nz> wrote:

I'd be happier if more of the ExCom chimed in with suggested changes as it affects them and team leads - remember to put in the 'suggested edits' mode. should the team leads doc be shard on team leads group as well for feedback?

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[ben curran]

I don't have any issues, other than those (minor ones) that others have noted, with either of those documents. 

[Rohana Weaver]

Hi Ben, just saw this request for the privacy section- soz. So here it is( its specific to KAC atm):

6) Privacy

1. Members of the KAC must maintain confidentiality of information submitted to the committee as well as what is discussed within the committee forums, unless those forums are made public.

2. KAC members are able to share relevant private information only with relevant Kiwiburn organisational members such as Excom representative, Finance team or the Town planner or others when it is judged to be necessary by the KAC.

3. A representative of Excom has access and is privy to KAC’s Loomio discussions and is able to contribute and aid discussions on behalf of the Excom.

Just reading the rules you guys are proposing for this and I have a wee niggle to bring up that I feel this might help resolve. When participating and viewing others comments through the forums and also at summit, there have been a number of passive aggressive, patronizing and sometimes just aggressive responses that are obviously directed to specific people because they have had previous conflicts. I feel this contributes greatly to burnout, lack of communication and people leaving ExCom. As I said at summit, I feel that the code of conduct is an opportunity to specifically address these behaviours as not acceptable or ideal ways of communicating with each other, and actively change the culture of the ExCom to a more positive communication style. I feel this needs to be mentioned more specifically under point c. on the list :' Leads must communicate in a professional manner and with respect for each other at all times.' which has not been incorporated into the now proposed document.

I am no longer on ExCom so I feel these rules need to be decided by ExCom, but as a team lead I would like to see the incorporation of something along the lines of.....

When communicating on forums and in person ExCom members and team leads must maintain respectful constructive communication. This means no: put downs, aggressive or passive aggressive language, derogatory language, or personal derisive comments about self or others. As well as this members must endevour to listen to others input without interrupting in a open minded and respectful way to enable a positive, team work focused communication style to be maintained. This will be maintained by input from the ExCom chair and a failure to follow these ideals may ( consequences to be decided by ExCom chair)

On Friday, June 2, 2017 at 2:52:54 PM UTC+12, ben curran wrote:

As part of the Conduct Committee roll out, we will need a code of conduct for participants. For the people running the show, however a higher standard of behaviour should be expected. The current proposal is to take the code of conduct currently used by the KAC, provided by Ro, and amend it. I've changed the wording below, expanding it in scope to all department and group leads, group leads effectively being excom in the new structure if/when we go ahead with that. It's a bit clunky in parts, please feel free to tidy it up. For the purposes of this discussion I'm suggesting that group lead refers to the excom level facilitator position, and that department leads refers to the heads of departments under a group lead. Hope that's clear. 

We've been talking about this for a bit. It would be nice to have a draft in a week or so that everyone is happy with so that we can formally adopt it. 

Code of conduct for Kiwiburn Department and Group leads

 

1. While operating as representatives of the KB organisation, Department and Group leads (Leads) must behave in a way that maintains the reputation of KB.

2. Leads must keep the aims and principles of KB at the fore and must not pursue their own personal agenda within discussions and when voting on applications.

3. Leads must communicate in a professional manner and with respect for each other at all times.

4. Privacy of communications will also be maintained and respected ( see Privacy section)

5. It is expected that if a Lead has a conflict of interest or bias on a vote they will make this known to other members of the Group or the Chair and will abstain themselves from the vote or be asked to abstain by other Leads.

6. Leads will endeavour to maintain transparent communication and not withhold any information relevant to the KB making informed decisions or functioning smoothly.

7. Conflicts within the Leads will be handled in the first instance with discussion between the concerned parties. If this fails the Group Lead will act as a mediator. If the conflict remains unresolved then the Excom Chair will be invited to help resolve the issue.

8. KB reserves the right to ask people to leave the committee if their conduct is deemed to be not in line with the principles and the policy of Kiwiburn, or if they are not operating as a functioning Lead. This will be done in consultation with the Group Lead and voted on by the other members of the Group Leads.

Ro, can you post the privacy section please?

[Geveta]

Reminder that Privacy section needs to be added, 

Also Lumos made a point on a separate thread, which (if used) would be best added to this doc.

"suggested process before calling a vote of no confidence in an excom member or team leader:

before the excom call a vote of no confidence in any Kiwiburn team lead or excom member, the excom must send them an email outlining their concerns and giving them 10 days to reply with their side of the story, this email and the reply should then be filed by the secretary, this will also provide more detail to explain the situation for the excom members who have to vote on the issue"

[Shelley Watson]

to everyone, spelling:

ExCom

[Shelley Watson]

hi, where are we at with finalising the code of conduct document? Looks like some input is still required? https://docs.google.com/document/d/17Ujy6rSv3HNOYQxIAIza1PvyHotuVMYQ9NKyPrClqRY/edit?usp=sharing

would be great to get this done asap so we can load the document on the website fo reference. keen to have this done by Monday so it's ready for the newsletter going out.

I've set up a page on the website: http://www.kiwiburn.com/conduct-committee/

it's not currently assigned to a menu, so use the link to access it and read it through.

Which menu do you think it should sit under? Please offer suggestions of how you see it fitting. 

We will add a Conduct Committee option to the dop down Contact List. Until gsuite is implemented, we'll use the committee email then change it over?

Once the CoC document is finialised, the link will be added to the wods in bold below:

We aim to: 

• Refine the process for investigation of reports made regarding behaviour that transgresses the Kiwiburn Code of Conduct

[ben curran]

So the link you've got for the code of conduct is a team leads. I'm thinking that there needs to be a (much shorter) code of conduct put together for participants. Transgressions against that would be the core of what the CC will look at methinks. I'll get my attempt across to a google doc and share it.  I believe it's been mentioned in passing with general nods of acceptance of the idea, but to the best of my knowledge, we haven't actually had much in the way of discussion with regards to a participant code of conduct. Tis something I was planning on bringing to the fore next week once the AGM's out of the way. 

The CC web-page, I don't know where exactly to link it from. The committee description page that's up (ta muchly), is, I think, a good descriptor as we put the CC together - for telling people what we're trying to do. There'll need to be a link to a complaint submission form when the CC is up and running though. And a list of all the members, contact details, a page outlining the process of what happens once a complaint is made and a few other things. 

As far as email goes, yeah, to the committee for now, we'll change it when we a) have the gsuite wotsit up and running and b) actually have a CC. 

[Shelley Watson]

thanks for feedback. will put it under the About menu for now. the volunteer team have not yet put up the cc jds on the website.