Board Decision: Ombudsperson external mediation 

Facts/Problem 

The current TYPO3 Community Mediation Process exists and is documented, but has seen almost no practical usage over the last two years. The few known cases exposed governance and impartiality limitations when leadership-related complaints occur.

The current process likely suffers from:

• low visibility,
• high reporting friction,
• insufficient perceived independence,
• and lack of trust regarding confidentiality and outcomes.

The current Ombudsperson setup also mixes administrative coordination with potential case-handling expectations, creating unnecessary complexity and conflict-of-interest concerns. Without improvements, the process risks remaining ineffective and losing legitimacy in future high-impact situations.

The proposal introduces:

• a simplified and more visible reporting process,
• predictable service-level timelines,
• an urgent “fast-lane” for safety-related cases,
• and an external mediator/provider handling all operational mediation activities independently from the Board.

The 2026 proposal is intentionally designed as a pilot phase in order to gain operational experience before defining a permanent structure for 2027.

Objective 

The 2026 pilot phase [Link to pilot phase proposal (board internal)] aims to:

• create a neutral external reporting entry point,
• reduce reporting barriers,
• improve trust and predictability,
• ensure leadership-related complaints can be handled independently,
• and gather enough practical experience to design the long-term 2027 structure.

Obligations to cooperate 

The following groups are involved:

• TYPO3 Association Board,
• Business Control Committee (BCC),
• External mediator/provider,
• Moderators and event organizers when operational measures are required,
• Current and future Ombudsperson Group members.

The Board remains responsible for governance decisions and implementation measures required within Association structures.

Financial and human resources impacts 

The proposal does not require hiring employees or creating new staff positions. The approved 2026 Ombudsperson group budget already includes a €9,000 allocation related to mediation activities. This budget has not yet been used. The proposed 2026 pilot phase, including the external mediator/provider contract and related activities, is expected to remain within this already approved budget limit.

Two proposals from external mediation providers were submitted to the Board. The Board is expected to review both proposals and select the provider for the 2026 pilot phase.

The pilot approach allows the Association to evaluate real operational needs before defining any larger or long-term structure for 2027. A dedicated 2027 budget proposal will be prepared after the Q4 2026 review.

Resolution/Petitum 

The TYPO3 Association Board resolves to:

1. Approve a 2026 pilot phase introducing an external mediator/provider as the neutral entry point for the Community Mediation Process.
2. Review the two submitted external mediation provider proposals and select one provider for the 2026 pilot phase. Selected provider: Inmedio (5 votes)
3. Authorize the conclusion of a contract with the selected external mediator/provider within the already approved 2026 Ethical Compliance budget. ( signed by a Board member holding the appropriate signature rights for the Association. )
4. Confirm that Board members and leadership roles must not participate in operational mediation handling involving themselves.
5. Mandate the Compliance Officer to coordinate and administratively manage the relationship with the external mediator/provider, including process follow-up, contract coordination, and preparation of the Q4 2026 review, while limiting access to sensitive case information whenever possible.
6. Request a joint review in Q4 2026 evaluating usage, effectiveness, governance implications, and recommendations for the 2027 structure.

Discarded alternatives 

• Keeping the current process unchanged: Rejected because the process has seen almost no practical usage.
• Fully internal case handling: Rejected due to independence and trust concerns.
• Immediate permanent committee setup in 2026: Rejected because there is not yet enough operational experience to define the correct long-term structure.
• Fully external system without internal coordination: Rejected because TYPO3 still requires internal administrative ownership and governance coordination.

Attachments 

1. [Link to Ethical Compliance 2026 action plan and activities proposal (board internal)]
2. [Links to offer documents by external mediation providers (board internal)]

Comments 

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