Saturday, September 26th 11 am PST

Attending  (x) = Attending (no) = Not attending.

(x ) Edwin Rutsch

(x) Ingrid Hirtz

(x) Beata Terefenko

(x ) Vikki Nolan

(x) Buthaina Osman

( x) Teri McGovern-Nintzel

( ) Mahip Rathore

Agenda

Next Meeting?

1. Schedule, Plan and Host the 4 or 6 week sample Empathy Cafe

   1. 6 week 

2. Who takes on the role of Facilitator:

   2. 1.   Ingrd? think about it.

      2. Teri?

      3. Do a podcast - of one with a recording

3. Topic:  

4. Dates

   1. Thursday morning: 10 am PST/  6pm UK

   2. 
      

5. Time

Start with 6 Week Trail

5. 1.  Thursday Oct 15

   2.  Thursday Oct  22

   3.  Thursday Oct 29 skip Ingrid can't make it.

   4.  Thursday Nov 5

   5.  Thursday Nov 12

   6.  Thursday Nov 19

   7.  Thursday Nov 26  - thanksgiving

6. Length

   1.  2 hours = 120 min

7. not paid but what are imagined cost: ?

Afterward, each person plan their own series?

Participants

1. Ingrid

2. Edwin

3. Vikki

4. Teri

5. Beata

6. William  

Here is the structured meeting report based on the recording of 2026-09-26 Planning Team for the Support Empathy Circle Process[cite: 1].

Gemini - Meeting Summary & Analysis Report

Meeting Overview

The planning team convened to develop and operationalize a pilot program for ongoing, closed-cohort "Support Empathy Circles" (envisioned as a potential model for future paid offerings)[cite: 1]. The team discussed facilitator vetting, standards, and conflict resolution, evaluated the overlap between long-form "empathy marathons" and deep support circles, and coordinated logistics for a multi-week trial run[cite: 1].

Key Decisions Made

• Internal Trial Group Format: Agreed to run an internal 6-week trial cohort with 6 participants to model and test the closed support circle structure before opening it publicly[cite: 1].

• Session Timing: Finalized Thursdays at 10:00 AM Pacific / 6:00 PM UK Time for the 2-hour sessions[cite: 1].

• Start Date: The pilot cohort is scheduled to start on October 15, skipping October 29 due to travel conflicts[cite: 1].

• Next Planning Session: The team will reconvene to finalize plans in two weeks on Saturday, October 10[cite: 1].

• Facilitation Plan: Ingrid was nominated as primary facilitator for the 6-week cohort, with Terry confirmed as the backup facilitator[cite: 1].

Open Questions / Next Steps

• Facilitator Continuity vs. Rotation: Whether future closed groups should strictly feature a single facilitator for consistency or rotate facilitators each week for broader exposure and style diversity[cite: 1].

• Topic Structure: Final decision on whether the 6-week circle should focus on one central theme broken into weekly subtopics or adopt an open format[cite: 1].

• Marathon Integration & Public Circles: How to align the unique depth of empathy marathons with ongoing circles, and whether to host a public live stream/podcast demonstrating a deep empathy circle[cite: 1].

• Facilitator Standards & Supervision: Formalizing requirements for facilitators (e.g., minimum circles completed, mandatory periodic supervision, and restorative conflict agreements)[cite: 1].

Step-by-Step Outline of Discussion

Phase 1: Transitioning to Paid/Closed Circles & Overcoming Market Hesitations

• Time Code: [00:00] – [07:45][cite: 1]

• Topic Title: The Psychology and Practicalities of Paid Support Circles[cite: 1]

• Areas of Strong Consensus: Paid/closed groups offer unique psychological safety, consistency, and a "bubble" of trust that drop-in circles cannot provide; paying creates perceived value, accountability, and organizational sustainability[cite: 1].

• Points of Debate or Pushback: Ingrid voiced hesitation and emotional resistance to marketing paid circles on social media or approaching past contacts for money, noting the heavy burden of commercial promotion[cite: 1]. The team navigated this by reframing the initial effort as an experimental pilot to ease into market readiness[cite: 1].

• Collaborative Ideas: Position the first iteration explicitly as a "pilot project" where early participants contribute feedback to co-design the model[cite: 1].

• Core Discussion Points: Reviewing prior discussions on legal/organizational aspects, landing page attempts, and addressing personal apprehensions regarding charging for circles[cite: 1].

• Outcome: Reaffirmed the choice to begin with a low-pressure internal pilot before launching commercially[cite: 1].

Phase 2: Facilitator Credibility, Lineage, and Standards

• Time Code: [07:45] – [17:35][cite: 1]

• Topic Title: Facilitator Qualifications, Community Cohesion, and Conflict Resolution[cite: 1]

• Areas of Strong Consensus: Formal therapy degrees are not necessary to run empathy circles, but extensive circle experience and alignment with the Center’s culture are critical[cite: 1].

• Points of Debate or Pushback: Terry shared concerns over facilitators breaking away without maintaining connection to the Empathy Center's ethos[cite: 1]. Edwin noted that while external branching cannot be controlled, maintaining high standards and a recognizable community affiliation is key[cite: 1].

• Collaborative Ideas:

  • Vicki suggested mandatory group supervision (e.g., three times per year) for all active facilitators to maintain quality and handle difficult dynamics[cite: 1].

  • Edwin highlighted the policy requiring facilitators/leaders to agree to restorative empathy circles in the event of interpersonal conflicts[cite: 1].

• Core Discussion Points: Defining what constitutes facilitator readiness, vetting mechanisms, maintaining relational lineage, and instituting conflict mediation safeguards[cite: 1].

• Outcome: Agreement that community-led peer support, ongoing supervision, and restorative conflict mechanisms preserve circle integrity without diluting the practice[cite: 1].

Phase 3: Structuring the Pilot & Exploring Empathy Marathons

• Time Code: [17:35] – [30:25][cite: 1]

• Topic Title: Designing the Trial Cohort and Insights from Empathy Marathons[cite: 1]

• Areas of Strong Consensus: The 7- to 8-hour empathy marathons proved unexpectedly energizing rather than exhausting, creating profound feelings of being seen and heard[cite: 1].

• Points of Debate or Pushback: Ingrid expressed confusion over the overlap between the marathon structure and the proposed paid support circles[cite: 1]. Edwin clarified that both models share core elements: commitment, a closed group, and the intention to go deeper[cite: 1].

• Collaborative Ideas:

  • Vicki proposed international marathon relays (e.g., 7 hours US, 7 hours UK/Europe, expanding to a 24-hour global fundraiser)[cite: 1].

  • Ingrid shared an earlier vision of an "ongoing 24/7 drop-in empathy room"[cite: 1].

• Core Discussion Points: Nominating Ingrid to facilitate the pilot; scheduling logistics; UK participation (Vicki, Beata, and student counseling trainees)[cite: 1].

• Outcome: Confirmed that the pilot will adopt the closed-group, deep-listening structure experienced in both the marathon and ongoing Wednesday groups[cite: 1].

Phase 4: Philosophy of the Circle: "Structured Freedom" and Societal Contrast

• Time Code: [30:25] – [41:35][cite: 1]

• Topic Title: The Transformative Dynamics of the Empathy Circle[cite: 1]

• Areas of Strong Consensus: The circle functions as an equalizer where external social hierarchies (status, wealth, appearance, age) dissolve, centering the active/silent listener rather than power over speaking time[cite: 1].

• Points of Debate or Pushback: None; participants shared experiences from recent circles illustrating deep emotional resonance and catharsis[cite: 1].

• Collaborative Ideas: Applying the circle model to dynamic facilitation in community policy decision-making and human-centered design sprints (empathize $\rightarrow$ define $\rightarrow$ ideate $\rightarrow$ prototype $\rightarrow$ test)[cite: 1].

• Core Discussion Points: The concept of "simmering healing herbs," contrasting hierarchical cultural dynamics with reciprocal listening, and transferring empathic skills to schools and everyday conversations[cite: 1].

• Outcome: Deepened shared philosophical understanding of the circle’s psychological and cultural value[cite: 1].

Phase 5: Pilot Scheduling, Logistics, and Final Wrap-Up

• Time Code: [41:35] – [01:01:14][cite: 1]

• Topic Title: Finalizing Dates, Participant Roster, and Roles[cite: 1]

• Areas of Strong Consensus: Settled on Thursdays at 10:00 AM Pacific / 6:00 PM London time for 2 hours[cite: 1].

• Points of Debate or Pushback: Ingrid noted a scheduling conflict on October 29 (traveling to Phoenix) and deliberated whether rotating facilitators was preferable[cite: 1]. The group agreed to maintain a single facilitator model for consistency, with Terry serving as backup and skipping October 29[cite: 1].

• Collaborative Ideas: Live streaming or recording a podcast episode of a circle session in the future to showcase the practice publicly[cite: 1].

• Core Discussion Points: Coordinating across US and UK time zones, checking with William as the 6th member, upcoming facilitator trainings, and summit speaker William Miller (developer of Motivational Interviewing)[cite: 1].

• Outcome: Agreed on meeting on Saturday, October 10 to confirm final details ahead of the October 15 launch[cite: 1].

Powerful Quotes

"In the circle it's like it's structured freedom... It centers what we celebrate as listening, not who gets to speak, which is a complete reversal, I think, of the hierarchical world that we live in." — Terry [36:31]

In the Empathy Circle "It's not a big boiling cooking pot of transformation and whatnot, but there's this slow simmer of this healthy brew... like a concoction of healing herbs are simmering the whole time within us." — Ingrid [33:16]

"We always talk about the empathy circle is set up to be heard. But it is also to be seen... who wouldn't want to be seen for hours at a time?" — Ingrid [27:57]

In the Empathy Circle marathon,  "You get an empathy bath for eight hours, and after seven or eight hours you feel really well heard. It's like, 'Oh, I feel so satisfied,' and then that's why I have this uplifting feeling the following day." — Edwin Rutsch [28:43][cite: 1]

In the Empathy Circle  "It's so energizing to get to be in this space with all of you that we are co-creating together. The death spirals all around us, and here we are in the new life spiral." — Terry [56:58]

Zoom Quick recap

The meeting focused on planning a trial run for paid empathy circles, with participants discussing logistics, facilitation roles, and structure for a 6-week pilot program starting October 15th. Edwin nominated Ingrid as the facilitator for the trial, though Ingrid expressed hesitation about taking on this role due to concerns about marketing to the public and managing the workload. The group discussed key elements including session length (2 hours), format with the same facilitator and participants for 6 weeks, and the need for proper vetting and supervision of facilitators. Participants shared experiences from recent empathy circle marathons, noting how the structured format creates "structured freedom" where status and appearance don't influence speaking time. The group also discussed potential overlap between paid circles and existing marathon empathy circles, with Vicky suggesting the possibility of creating a podcast to share the experience with a wider audience once the group becomes more comfortable with the process.

Next steps

Edwin

• Check with William about joining the trial empathy circle group.

Ingrid

• • Think over and decide if she wants to be the facilitator for the 6-week trial empathy circle.

  • Send the marathon empathy circle link to Vicky.

Teri

• • Be the backup facilitator for the 6-week trial empathy circle if Ingrid declines.

Vicky

• • Liaise with Beata to coordinate a suitable time for UK-based participants for any future supervisory/facilitator meetings.

  • Send the training link to her business partner Charlene and the three counselling students for the upcoming facilitator training.

Collaboration

• All attendees: Attend the next meeting in two weeks (Saturday, October 10th) to confirm the details of the trial empathy circle.

Summary

Informal Meeting Acknowledgments Only

The transcript appears to contain only brief acknowledgments and informal responses from Edwin without any substantive discussion content. No decisions, action items, or meaningful topics were covered in this exchange.

Global Empathy Conference Presentation

Edwin shared that he and Jan presented on the Empathy Circle at the Global Empathy Conference in the UK, which took place at the University of Sussex. The presentation included a 6-minute how-to video and a live empathy circle discussion about benefits, with audience members participating in reflections. The conference was originally planned to be held in California but was moved to the UK due to visa issues.

Team Check-in and Updates Meeting

The group conducted a check-in meeting where members shared personal updates. Ingrid mentioned missing her IG group due to timing conflicts and feeling irritable about it. Terry discussed being in a transformation period with clear vision but limited capacity, while Vicky reported a busy September with a recent cold. Beata shared feeling tired after going out late with a friend, and Edwin updated on attending a conference where he conducted interviews and discussed upcoming Empathy Summit and Brave Rangels Empathy Cafe events. The conversation ended with Edwin raising questions about scheduling a 4-6 week trial empathy cafe.

Empathy Circle Trial Planning

Edwin and Ingrid discussed plans to start a trial run of an empathy circle, including considerations around naming, values, legal implications, and creating a suitable landing page. Ingrid expressed hesitation about charging for the circle, citing concerns about the difficulty of marketing it to the public. Beata suggested that low-cost options might be more appealing to some participants, particularly those seeking a closed group setting. The group agreed to meet on Thursday morning to further discuss the project.

Paid Empathy Circles Pilot Program

The group discussed implementing paid empathy circles as a pilot program. Participants expressed support for the concept, noting that paid services could provide a sense of security and support while also allowing facilitators to earn income. The discussion highlighted concerns about ensuring proper training and credibility for facilitators, with Ingrid and Vikki emphasizing the importance of balancing experience with qualifications. Edwin suggested a gradual approach to implementation, starting with one circle and potentially increasing rates over time.

Empathy Facilitator Certification Process

The group discussed ensuring that empathy circle facilitators are properly equipped and connected to the Empathy Center's culture. Teri shared her experience with a local facilitator who lacked sufficient exposure to the center's full culture, raising concerns about maintaining connection and lineage as the practice spreads. The discussion resulted in proposals for a certification-type process requiring facilitators to run their own circles for a certain period and receive regular feedback, along with a policy requiring those in responsible roles to participate in restorative empathy circles when conflicts arise.

Facilitator Supervision System Implementation

The group discussed implementing a mandatory supervision system for facilitators, with Vikki proposing three supervisions annually for paid facilitators to maintain training standards. Edwin suggested starting with their own group as a trial, with Ingrid nominated as the facilitator to model the process. Vikki also offered to coordinate with Beate regarding UK-friendly meeting times, as her business partner Charlene would like to participate in the training program.

Training and Support Circle Integration

Vikki discussed training arrangements, noting that someone had completed the first training but not the second, with plans for additional training in October and three counselling students interested in participating. Ingrid expressed confusion about the overlap between marathons and paid circles, particularly regarding the "going deeper" theme in both initiatives. Edwin clarified that the goal was to combine elements of mutual support from both programs into a single group structure, with flexibility in timing options of 60, 90, or 120 minutes for the support circles.

Empathy Circles Discussion and Planning

The group discussed their experience with empathy circles, particularly focusing on a recent 8-hour marathon session that felt surprisingly energizing rather than tiring. Ingrid shared her insight that the structured setting of knowing one would get time to speak while being seen and heard created a healing environment where status and appearance didn't influence speaking time. The group explored applications of empathy circles beyond personal healing, including their use in decision-making processes and community discussions. They agreed to schedule regular meetings, with potential times discussed including Thursday at 9:30 AM Pacific, though some scheduling conflicts needed to be resolved.

Empathy Circles Planning Meeting

The group discussed scheduling and planning for upcoming empathy circles. They agreed to start the circles on October 15th, with sessions occurring on Thursdays for six weeks, excluding October 29th due to Ingrid's unavailability. The group decided to aim for 2-hour sessions with 6 participants, and Ingrid expressed uncertainty about facilitating the full six-week series, with Teri offering to be a backup facilitator. The group also discussed potentially creating a public podcast to share their circle experience once they become more comfortable with the process.