Embedded Files
Attendance:
Sarah Fraser
Thomas Lidgerwood
Tim Bishop
Alex Morris
James Walshe
Apologies:
Drizzy Evergreen
Jack Tandy
Jake Joyce
Matthew Windsor
SECTION 1 — ADMIN AND HOUSEKEEPING
Minutes-taking: It is difficult to contribute and take minutes simultaneously. Consider a rotating independent minute-taker or appoint a standing secretary.
Calendars: Members should subscribe to the D&I/OHS calendars via the wiki so invites do not have to be sent individually.
SECTION 2 — PROCEDURE AND POLICY: NAMING AND SCOPE
Context: The same document has been called multiple names (e.g., draft discrimination guidelines, Respect & Safety Guidelines), creating confusion.
Decision: The document name is “Discrimination & Harassment Procedure.” This is a procedure (how we respond) rather than a policy (what we believe).
SECTION 3 — REPORTING FORMS (DISCRIMINATION/HARASSMENT AND ANONYMOUS)
Goal: Improve clarity on privacy, destination, follow‑up, and the distinction between anonymous and non‑anonymous pathways.
Decisions and changes: Add clear pre‑form text stating where submissions go (“This report will be emailed to the Contact Officer / HR Manager”), that the person may be contacted (add a Yes/No control where suitable), how to submit anonymously (link to the Anonymous Incident or Suggestion form), and what to do for urgent issues (“If you need immediate assistance, call the office”). Link the Discrimination & Harassment Procedure from the Discrimination/Harassment reporting form. Fix formatting issues by inserting line breaks to prevent text from being cut off.
SECTION 4 — CONTACT OFFICER TRAINING
Status: MW completed Contact Officer Full‑Day Training
SECTION 5 — STAFF IMAGES AND HEADSHOTS
Context: Desire to refresh staff photos. A part‑time marketing hire was paused for budget reasons. Proceed with an in‑house setup.
SECTION 6 — WIKI STRUCTURE AND BROKEN LINKS
Issue: Sidebar and manual on‑page link lists diverged. Restructures broke cross‑page links.
Plan: Hold a workshop to design a consistent wiki information architecture and repair links.
SECTION 7 — EVENTS AND AWARENESS DATES
Next candidate events include Transgender Awareness Week and Inclusion at Work Week. Also identify the next Pride or allyship‑focused event and add it to the calendar.
SECTION 8 — NEWSLETTER PROCESS AND SENSITIVE COMMUNICATIONS
Context: A newsletter response to an anonymous suggestion about “HUMAN” shirts raised concerns.
Agreements: Items that are a line call or that pertain to diverse groups should be shared in the D&I WhatsApp for quick peer review before publishing. Strive for messaging that is principle‑aligned, empathetic, non‑alienating, and consistent with policy, avoiding phrasing that could validate discriminatory viewpoints.
SECTION 9 — UNIFORMS BRANDING (“HUMAN”)
Context: Consolidation to one print with HUMAN on the front and MWAV branding on the back. Concerns were raised about consultation and the lived experience of wearers.
Current position: The change has shipped and remains for cost and logistics reasons. Moving from plain MWAV tees to HUMAN on the front is viewed as a positive cultural step.
Improvements: Strengthen consultation for future apparel or identity changes affecting diverse staff. Ensure newsletter language reflects inclusion goals.
Note from Sarah Fraser:
Please update to reflect that
"Moving from plain MWAV tees to HUMAN on the front is viewed as a positive cultural step by Company Director. Committee expressed disagreement with the removal of HuMAN tees."
SECTION 10 — COMMUNICATION AND ROLL‑OUT
Procedure awareness: Continue reinforcing where to report and what happens next through inductions, screens, and toolbox talks.
DECISIONS (SUMMARY)
Decision 1: The document name is “Discrimination & Harassment Procedure.”
Decision 2: Reporting forms will state the destination, the possibility of follow‑up, the anonymous pathway, and urgent help guidance, and will link to the Procedure.
Decision 3: Line‑call newsletter items will be peer‑reviewed in the D&I WhatsApp before publishing.
Decision 4: Proceed with in‑house headshots using a simple meeting‑room setup.
Decision 5: Run a focused wiki information architecture workshop and publish a structure guide.
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