hsp: 006
title: Establishment of the HoS Ombuds Office
description: Creation of an independent Ombuds Office to handle community conflicts, conduct issues, and mediation within the House of Stake governance ecosystem.
author: HoS Governance Operations Unit
discussions-to: https://gov.near.org/t/hsp-006-establishment-of-the-hos-ombuds-office/
status: Proposal
type: Structuring
category: Governance Integrity
created: 2025-10-12
Abstract
This proposal establishes the House of Stake (HoS) Ombuds Office — an independent, neutral body for informal conflict resolution, mediation, and coaching within the NEAR governance ecosystem. The Ombuds Office follows the global Ombuds principles of independence, neutrality, confidentiality, and informality, aiming to restore trust and strengthen community self-governance through dialogue rather than punishment.
Situation
As HoS activity and participation grow, disputes increasingly surface across working groups, delegates, validators, and contributors. Today, HoS lacks a neutral, confidential, and standardized channel for early resolution. Issues tend to escalate publicly (forums/Telegram), consuming moderator time, harming trust, and distracting from governance work. There is also no consistent way to surface systemic patterns (recurring miscommunication, role ambiguity, COI concerns) back into governance improvements. An Ombuds function addresses these gaps by offering low-friction intake, impartial listening, informal mediation, and anonymized reporting of trends to governance.
Context & Alignment
The Ombuds Office aligns with HoS Constitution principles:
- Transparency & Accountability
- Fairness & Inclusion
- Decentralized Conflict Resolution
It complements (not replaces) moderation and formal sanctions. It is independent from NF, NF contractors, and HoS Core/Foundation teams.
Mission
Objectives
- Enforce the HoS Code of Conduct policy through coaching and restorative practices.
- Provide a confidential and independent mediation process.
- Coach members in constructive dialogue and non-violent communication (NVC).
- Detect governance tensions early and suggest improvements.
- Model fairness and neutrality across HoS operations.
Quantified Outcomes (6-Month Pilot)
- 100% of reports acknowledged within 48 hours.
- ≥ 70% of logged cases resolved informally within 30 days.
- ≥ 30% reduction in public conflict incidents (forum/Telegram) vs. baseline.
- 2 anonymized quarterly transparency reports published.
Approach
| Action Area | Description | Deliverables |
|---|---|---|
| Governance Setup | Ratify Ombuds Charter and recruit 5 members | Approved charter + public roster |
| Training & Tools | Mediation/confidentiality training + encrypted storage | Training certificates + data vault |
| Operational Launch | Confidential form + email + workflow SOP | Live intake system |
| Reporting & Evaluation | Quarterly anonymized report | Metrics + recommendations |
| Continuous Improvement | Track systemic issues & recommend policy updates | Governance improvement proposals |
Milestones
| Milestone | Target Date | Deliverable | Success Criteria |
|---|---|---|---|
| Charter Approval | Nov 2025 | HoS vote passed | ≥ 60% “Approve” |
| Member Recruitment | Dec 2025 | 5 members appointed | Diversity + no COI |
| Training Completion | Dec 2025 | Mediation training finished | 100% trained |
| Portal Launch | Jan 2026 | Confidential intake live | Tested + secure |
| Pulse Integration | Feb 2026 | View-only dashboard access | Data feed active |
| Report #1 | Apr 2026 | 1st anonymized report | Published on gov.near.org |
| Evaluation & Renewal | May 2026 | Council review + renewal | KPIs ≥ 70% met |
Implementation Timeline
| Phase | Period | Focus Activities |
|---|---|---|
| Phase 1 – Setup | Nov–Dec 2025 | Charter ratification, recruitment, training |
| Phase 2 – Launch | Jan–Feb 2026 | Portal launch + Pulse integration |
| Phase 3 – Operate | Mar–May 2026 | Handle reports + publish 1st report |
| Phase 4 – Review | Jun 2026 | Evaluation + renewal proposal |
Team & Accountability
| Role | Function | Accountable to |
|---|---|---|
| Ombuds Coordinator | Leads operations, training, reporting | HoS Screening Council |
| 4 Ombuds Members | Intake & mediation | Coordinator + Council |
| Appeals Panel (3 rotating) | Independent case review | Community mandate |
| Administrative Support | Scheduling & records | Coordinator |
Primary Accountability: The Coordinator reports monthly to the HoS Screening Council and publishes quarterly anonymized summaries for public review.
6-Month Budget & Resources (USD)
| Item | Amount (USD) | Notes |
|---|---|---|
| Ombuds Stipends | $15,000 | 5 members × $500 × 6 months |
| Coordinator Compensation | $1,800 | $300 × 6 months |
| Tools & Software | $1,200 | Secure form host, encrypted vault, Notion workspace |
| Training & Certification | $900 | Online mediation/confidentiality courses |
| Appeals Panel & Contingency | $1,100 | Reserve for legal review / replacements |
| TOTAL REQUESTED | $20,000 | 6-month pilot (Dec 2025 – May 2026) |
Funding Source: HoS Foundation Treasury
Disbursement Schedule: 50% up-front (Dec 2025) + 50% after mid-term review (Mar 2026).
Success Metrics (KPIs)
| Indicator | Target (6 Months) | Measurement Method |
|---|---|---|
| Avg. acknowledgment time | ≤ 48 h | Intake logs |
| Informal resolution rate | ≥ 70% | Case tracker |
| Avg. resolution time | ≤ 30 days | Ombuds records |
| Public escalations | −30% vs baseline | Forum & chat data |
| Appeals processed on time | 100% ≤ 30 days | Appeals register |
| Transparency reports | 2 / cycle | gov.near.org archive |
Financial Impact Summary
- Total Requested: $20,000 USD
- Pilot Length: 6 months
- Scale: < 0.005% of HoS Treasury assets
- Risk Level: Low (off-chain administrative project)
- Expected Impact: High procedural value — reduces friction, builds trust, improves participation
Reporting & Accountability
- Monthly internal reviews of active cases + KPIs
- Quarterly public report (anonymized aggregates)
- Post-pilot evaluation with renewal vote by HoS Security Council
Risks & Mitigations
| Risk | Mitigation |
|---|---|
| Bias perception | Strict COI policy & rotation |
| Privacy breach | Encrypted storage + minimal logging |
| Low utilization | Awareness campaign during delegate calls |
| Budget overrun | Fixed cap + Council approval for changes |
Security Considerations (Optional)
The Ombuds Office is an off-chain function. It does not touch keys, funds, or protocol logic. Data handling follows least-data principles and encrypted storage. No moderation or censorship powers are granted; escalation to sanctions remains under established HoS governance.
Backwards Compatibility
Fully off-chain; no impact on NEAR protocol or smart contracts.
Conflict of Interest
I’ve read and agree with the House of Stake Conflict of Interest Policy.
Copyright
All rights waived under CC0 License.