Mutual Accountability in the Social Development Plan

Purpose

Outline steps to follow when the meeting guidelines and the conflict resolution process aren’t sufficient to resolve issues that arise.

We are accountable to ourselves and to each other

Self-accountability

It can be hard to see yourself. When you have an issue with another person or when someone has an issue with you, consider whether you may have contributed to the issue. Are there any changes you can make within yourself?

Mutual accountability

If a person brings a concern to you, be open to hearing it and responding from an open stance.

Small Scale Issues

For the most part, when guidelines aren’t followed, the meeting facilitator is encouraged to identify the issue clearly and briefly and to bring the meeting back to its intended focus with minimal additional disruption.

We are aware that, as noted in the meeting guidelines, “We are all doing our best with what we have.” Sometimes a person may be facing challenges on a given day.

Facilitators first, and other members second, are to work with members at an early point who appear to be having difficulty engaging in the meeting within the meeting guidelines. All in the meeting are encouraged to hold space for each other.

For most issues, this approach should resolve the problem.

When the Guidelines Aren’t Followed and It Becomes a Problem: Serious Breaches

Note: “Breach” means break — the guidelines have been broken.

A serious breach occurs:

• When harm is being done to individuals. Such harm may affect all in the group, not just the individual directly affected. Examples include name calling, derogatory language, yelling, microaggressions, or other harmful behaviour.
• When a meeting is being prevented from proceeding, or when one or more persons repeatedly interferes with the smooth functioning of meetings.

Repeated Small Scale Violations

When a member repeatedly doesn’t follow meeting guidelines, the meeting facilitator or co-chairs will offer to hold a session outside the meeting for support and coaching on how to participate more effectively.

Any person may request support or coaching from others in learning how to follow the meeting guidelines. If the offer is declined, no other coaching is sought, and repeated violations continue, this will be treated as a serious breach.

This also applies when an agreed-upon process is not followed.

Identifying Serious Breaches

The meeting facilitator, followed by group co-chairs, are the first people responsible for identifying serious breaches. All members of meetings may also identify serious breaches.

If the person identifying the breach is not facilitating, they are to identify it briefly and request the facilitator to address it.

When a Serious Breach Is Identified

• The facilitator is to address it.
• If unsure whether a serious breach has occurred, the facilitator will ask the person involved to clarify what they said or did.
• The person may recognize the breach and commit to not repeating it.
• Any discriminatory language or imagery that attacks, threatens, or harasses an individual or group will not be tolerated and will result in immediate removal from the meeting.
• If appropriate, those involved are encouraged to use the conflict resolution process.

When a serious breach has occurred, the facilitator may issue a warning and record it in the meeting notes.

Follow-up may occur after the meeting. If multiple parties are involved, separate follow-ups will be conducted.

Escalation

If a second serious breach occurs in the same or a subsequent meeting within a reasonable timeframe, the facilitator may suggest the person leave the meeting.

If the person stays, a round will be held where each member may speak once, respectfully and briefly, about whether the person should be removed. A vote may be held if necessary.

If unresolved, the facilitator may end the meeting.

After Removal

If the person is asked to leave, they may not return until they commit to following the guidelines.

Group co-chairs or authorized members will follow up to understand what happened and attempt resolution. Training or other actions may be suggested, and an apology may be appropriate.

Those involved will decide when the person may return and report back to the group. If the person does not return, a report will be made within two months.

Appeals

The person may appeal to a small group designated by the planning committee, including the Stakeholders Table co-chairs.

Decisions made by the appeal body are final.