ZEV Equity Task Force Draft Meeting Agreements

  • ACTIVELY LISTEN. Participants agree to actively listen to ideas, opportunities and needs of colleagues and provide proactive collaborative solutions.  
  • HONOR TIME. Stay on time and on topic. Be mindful of how much space you are taking and of those who have not spoken. Speak one at a time using a speaking order (if you have already spoken, yield your turn to someone who has not had a chance to speak); no one or two people will dominate the discussion; stick to the topic under discussion; do not interrupt. '
  • SEEK TO UNDERSTAND. Listen to understand, not to respond. If you have already voiced your ideas, let others have an opportunity. When you speak, be brief and to the point.  
  • MOVE UP / MOVE BACK. Encourage full participation by all present. Take note of who is speaking and who is not. If you tend to speak often, consider "moving back" and vice versa. 
  • STAY PRESENT. Avoid distractions and agree to stay present.  
  • ALWAYS ASSUME POSITIVE INTENT. Avoid ascribing motives to the actions of others. Assume all Task Force members have differing levels of background knowledge and information on equity-related topics. Explain ideas as thoroughly as possible, providing context and examples where feasible. Since we are fostering a safe space for discussion, please ask questions and request further background information when needed.  
  • MAINTAIN A RESPECTFUL SPACE. Be aware of hidden assumptions and articulate them. Speak honestly and without blame or judgment. Strong emotions are okay and need to be responsibly communicated; personal attacks will not be tolerated. Take responsibility for the impact of your words and acknowledge, address, and learn from mistakes when they happen. We encourage using nonviolent communication techniques and practice active listening.  
  • SHARE RESPONSIBILITY. All attendees share the responsibility to implement the meeting objectives in ways that are consistent with their community’s or organization’s needs.  
  • CONFIDENTIALITY. Take home learnings, but don't identify anyone other than yourself, now or later. If you want to follow up with anyone regarding something they said during a session, ask first and respect their wishes.