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Minimum Viable Policy: Accessibility, Inclusion, and Safeguarding

Portfolio issue #39. Internal use only. Not for public release. Adopted at: [working group meeting date — to be confirmed] Maintained by: [designated lead — to be named at first working group meeting]

What this policy is for

This document states the minimum commitments the Bottom Pub Co-op working group makes at Stage 1 (Gauging Interest) on accessibility, inclusion, and safeguarding. It is not a full framework — such a framework is premature before the working group is formally constituted and before the project has members, events, or physical premises. It is the minimum needed to operate with integrity now.

This policy governs:

• The working group itself (its members, meetings, and communications)
• Public-facing materials (website, EOI form, briefings, correspondence)
• Anyone who submits an EOI or contacts the project

It does not govern a venue, a trading operation, a club, or a membership body — those do not exist yet.

Part A — Accessibility

A1. Minimum commitments (Stage 1)

1. Plain language: All public-facing documents and the website use plain English. Jargon, financial terms, and legal language are explained when used. Reading level target: comprehensible by a general adult reader without specialist background.

2. Web accessibility: The public website (bottom.pub) follows WCAG 2.1 Level AA as a baseline for new pages. This includes: sufficient colour contrast, alt text on images, keyboard navigability, and no reliance on colour alone to convey information.

3. Format availability: If a respondent or enquirer asks for information in an alternative format (larger text, simplified language, audio, etc.), the working group will make a reasonable effort to accommodate the request. Reasonable effort at Stage 1 means: acknowledging the request within 5 business days and providing an alternative where feasible without specialist resources.

4. EOI form: The EOI form is operable without a mouse, compatible with screen readers, and does not require image recognition (CAPTCHA) or timed responses.

A2. Immediate agent-checkable items

• Colour contrast ratios on public pages meet WCAG 2.1 AA (4.5:1 for body text, 3:1 for large text)
• All <img> elements have non-empty alt attributes
• Form labels are programmatically associated with their inputs
• No information conveyed by colour alone

A3. What requires a human decision before proceeding

• Any accessibility accommodation request beyond plain-language rewording
• Decisions about captioning or interpreting for any in-person or video meeting
• Whether to commission a formal accessibility audit (out of scope at Stage 1 unless a complaint is received)

Part B — Inclusion

B1. Minimum commitments (Stage 1)

1. Open invitation: The project does not exclude anyone from submitting an EOI or making an enquiry on the basis of age, sex, gender, race, ethnicity, religion, disability, sexual orientation, family responsibilities, or any other protected attribute under Tasmanian anti-discrimination law.

2. Language: English is the working language of the project at Stage 1. If a respondent contacts the project in another language, the working group will make reasonable effort to respond in plain English and, where possible, use translation tools to provide a basic response. Professional interpreting is out of scope at Stage 1.

3. Participation barriers: The working group acknowledges that not everyone can attend meetings at the same time or in the same format. Meeting times should rotate where possible, and minutes should be circulated so that people who cannot attend are not systematically excluded from the record.

4. No minimum wealth or skill requirement: Submitting an EOI or expressing interest carries no financial obligation and no skill prerequisite. The EOI form and website must not imply otherwise.

5. Feedback channel: Anyone who experiences exclusion, barriers, or disrespect in connection with this project can contact the convenor directly. Contact details are in the website footer.

B2. What is explicitly out of scope at Stage 1

• A formal diversity and inclusion strategy (requires a constituted body to adopt it)
• Targets, monitoring, or reporting on participant demographics (premature before membership exists)
• Cultural competency training or formal EDI programmes
• A complaints procedure beyond the direct convenor contact above

B3. What requires a human decision before proceeding

• Any adaptation to the EOI or participation process to reduce a specific identified barrier
• Any response to a complaint about exclusion or discriminatory conduct
• Whether to commission a formal inclusion review (out of scope unless a complaint warrants it)

Part C — Safeguarding

C1. Scope of safeguarding at Stage 1

The project has no physical premises, no events, no minors programme, and no services. The safeguarding risk at Stage 1 is narrow: it relates to the working group’s conduct in digital communications and to disclosures that may arrive unexpectedly through the EOI or enquiry channels.

C2. Minimum commitments (Stage 1)

1. Designated safeguarding contact: The convenor is the designated safeguarding contact at Stage 1. This role must be named and documented before any public outreach begins. If the convenor changes, the new convenor inherits this responsibility on day one.

2. Disclosure handling: If anyone — through the EOI form, an enquiry, or any other communication — discloses harm, abuse, risk of harm, or a welfare concern, the convenor must be notified within 24 hours. The convenor decides whether to escalate to statutory services (police, child protection, social services). Do not investigate disclosures; do not promise confidentiality; do not delay notification.

3. Digital conduct: Working group members communicate respectfully in all project channels. Harassing, threatening, or demeaning conduct is grounds for immediate removal from the working group. The convenor makes that call. No formal process is required at Stage 1 — speed matters.

4. Data handling as safeguarding: EOI respondent data is not shared outside the working group without consent. The privacy notice governs what data is held and for how long. The intake coordinator is responsible for compliance checks against the privacy notice.

5. No advice role: The project does not provide legal, financial, mental health, or welfare advice. If an enquirer appears to be in distress or asks for such advice, respond with signposting only (see escalation table below).

C3. Escalation table

C4. What is explicitly out of scope at Stage 1

• A formal safeguarding framework with trained officers (required before the project has events, premises, or programmes involving vulnerable people)
• Working With Vulnerable People (WWVP) registration requirements (no programme involving vulnerable people exists at Stage 1; this will need review before any such activity begins)
• A child protection policy (no minors programme exists)
• A formal complaints and investigation procedure (escalation to the convenor is sufficient)

C5. What requires a human decision before proceeding

• Any disclosure or welfare concern (no agent handles these — human escalation is mandatory)
• Any conduct sanction against a working group member
• Any statutory notification

Review and adoption

This policy must be formally noted at the first working group meeting. If the working group has not met before any public outreach begins, the convenor adopts it on behalf of the group and it is ratified at the first meeting.

Review trigger: Review this policy before any of the following:

• The project moves beyond Stage 1
• An in-person event, working group meeting with external participants, or public gathering is held
• A complaint is received under any section of this policy
• Statutory obligations change (seek legal advice)

Version: 1.0 — Stage 1 minimum viable Status: DRAFT — pending working group adoption