1. IDENTITY

Name:

The Alliance for Children and Youth of Waterloo Region ¹

General Description:

The Alliance for Children and Youth of Waterloo Region is an unincorporated organization which brings together its members in a network for the purpose of pursuing common interests. It provides a focal point for organizations and individuals interested in working together for the well-being of children, youth, and families in Waterloo Region. The Alliance provides an opportunity for:

• the sharing of information and ideas,
• consultation and advocacy,
• promotion of child and family-friendly environments and policies
• promotion of methods of achieving well-being of children
• formation of groups of individuals who wish to work together on particular initiatives, including planning activities

  The strength of the Alliance lies in its membership and in the collaboration of the membership. The Alliance strives to build on the strengths and capacity already available within families and the community at large, while recognizing the challenges inherent in raising healthy children. The Alliance acknowledges that front-line community action and systems leadership are inter-dependent parts of the same continuum. By working together, both are better able to succeed in strengthening the community for children and youth.

Vision:

Sustaining a strong community by sharing responsibility for the well-being of children, youth and families.

Mission:

Promoting and enabling planning and action by using strength-based approaches that ensure the well-being of children, youth and families in Waterloo Region.

Beliefs and Values:

As an alliance of organizations and individuals acting together to promote the well-being of children, youth and their families, we believe in:

• greater accomplishment through inter-dependence, shared responsibility and collaboration
• commitment to action and the discovery of creative solutions
• a spirit of trust, open communication and genuine co-operation
• understanding and respecting all members as equals
• critical self-examination, shared learning, experimentation
• assets over deficits, strengths over weaknesses.

Purpose:

• To foster the most comprehensive, coordinated and effective responses to children, youth and their families
• To promote strong cross-sectoral collaboration at all levels (e.g. leaders, front-line service providers, service users, governments) in pro-actively identifying issues and generating a collective response to challenges which impact the health and well-being of children, youth and their families
• To mobilize the capacity of its members and the sectors which they may represent
• To develop coordinated strategies for advising and advocating with governments at all levels for supportive policies and resources. This could include providing a collective ‘voice’ to speak to issues of financial resources - the specific needs, distribution and use of those resources in the community
• To ensure effective and efficient implementation of new initiatives and policy directions at a local level through collaboration between the service community, service users, and governments
• To share information and to build strong networks among members
• To proactively explore with community groups the promotion and achievement of collective goals
• To build community awareness of issues of child wellness and to advocate for the best interests of children, youth and families
• To build links with other umbrella organizations for children
• To connect with knowledge and research. Where it would enhance the function of the Alliance, there may be the creation of or consultation with focus groups or the general public to seek further input or advice. Information gained in such a process could be used in a variety of ways including shaping public attitude and influencing the financial decisions of governments/funders

2. MEMBERSHIP IN THE ALLIANCE

Membership is open to organizations or private individuals who share the goals and values of the Alliance and the commitment to the well-being, safety and healthy development of children, youth and families.

Membership fees allow the members to benefit from the Alliance as a resource. Fees are outlined in Section 4. Each member is allowed one voting representative. When more than one person is present from a member organization, the voting member should be identified prior to any voting situation.

Where an organization is multi-departmental, and more than one department may have an interest in being a member of the Alliance, the organization may purchase separate memberships for each department. The membership fees for departments are the same as those designated for organizations (see Section 4: Fees).

Organizations are encouraged to send additional personnel (besides the voting representative) to Forum meetings so that appropriate voices are heard in discussions on particular agenda items.

Participation in the Forums:

Participation in the Alliance forums is open to any interested individual or organization that upholds the values, beliefs, mission and purpose of the Alliance. Participants may be voting members, additional personnel sent by a member organization or a person who is not associated with a membership. It is understood that a person attending who is not associated with a membership is attending temporarily for the purpose of considering membership. If a person attends on a regular basis (e.g. 3 or more meetings within a year), it is assumed the individual will become a member of the Alliance through payment of fees.

3. STRUCTURE AND GOVERNANCE

The Alliance is an independent organization with a membership consisting of fee-paying members in good standing. The Alliance allows for greater accomplishments of its members through effective communication, cooperation, and collaboration than could be achieved by members working alone to address their individual mandates. The basic operational components of the structure are as follows (also see attached diagram “Relationships and Structures Concept”):

Forum:

Membership:

• The forum is a general meeting of members in good standing, their guests and additional personnel of member organizations.

Purpose:

• to identify goals and directions of the Alliance
• to share information
• to identify initiatives and activities of interest
• to initiate partnerships and build networks
• to establish working groups for specific tasks
• to provide consultation and input to government, other community bodies, members, committees and working groups
• to approve and oversee contracts and business agreements
• to appoint a Nominating Committee to propose candidates for the Facilitating Committee
• to elect the Facilitating Committee

Frequency of Meetings:

• The Forum holds a regular monthly meeting in order to accomplish the above purposes

Decision-Making:

• Wherever possible, the Alliance endeavours to make its decisions by consensus; various resources may be used to try to achieve consensus.
• Certain items of business may require a vote. In such circumstances, a quorum of at least 50% of members is required.

Records:

• Minutes are taken and circulated to membership and interested parties.

Resources / Staff:

• Coordinator (Full Time) and Administrative Assistant (Part Time)
• work of the Alliance relies on the capacity of its members and is undertaken by its own membership.

  The Alliance may involve itself in community partnerships and may seek funding to undertake specific projects. The Alliance may also partner with individuals or organizations in the community to deliver projects that are congruent with its values (e.g. For Kids’ Sake partnership with United Way of Kitchener-Waterloo and Area).

Facilitating Committee:

Membership:

• A standing committee consisting of three Officers*: the Chair, Vice-Chair, Secretary-Treasurer and 4 other members elected by the Forum
• May form subgroups to attend to business practices of the Alliance – these subgroups may include other Alliance members

Purpose:

The Alliance membership empowers the Facilitating Committee to:

• facilitate the operation of the Alliance in keeping with the vision, mission, values and purpose
• identify issues and make recommendations to Alliance membership regarding action on those issues
• manage funded projects and contracts
• supervise and provides direction to the Coordinator
• plan Alliance Forum meetings on behalf of the membership
• prepare options / recommendations for the Alliance Forum
• be responsible for partnerships specific to the existence of the Alliance

Accountability / Relationships:

The Facilitating Committee is accountable to the Alliance membership and reports regularly to the forum

Frequency of Meetings:

• The Facilitating Committee will meet at least once each month, in advance and separate from the Alliance Forum meeting.

Decision-Making:

• by consensus whenever possible, then Robert’s Rules of Order apply

Records:

• Minutes are taken and distributed to Facilitating Committee members. Unless the minutes are of an ‘in camera’ session, they are also available to interested Alliance members.

Resources / Staff:

• Coordinator (Full Time) and Administrative Assistant (Part Time)

* The Roles of the Officers:

Chair

The role of the Chair is to ensure the overall integrity of the Alliance for Children and Youth of Waterloo Region by ensuring that business is conducted in accordance to the policies established by the membership.

The Chair is the member authorized to speak on behalf of the Alliance for Children and Youth, other than in instances where an alternate spokesperson has been specifically designated. The Chair is deemed an ex-officio member of all committees and working groups of the Alliance.

The Chair is also to ensure that the Alliance and its sub-committees follow their own rules and the rules legitimately imposed upon them from outside the organization. In the case of sub-committees, this duty may be delegated to a member of that group who will report such information back to the Chair.

The Chair will make certain that…

(a) discussion content at Forum or Facilitating Committee meetings will only be related to those issues which clearly belong to the those groups to decide /discuss;
(b) deliberation will be timely, fair, orderly, thorough and efficient; and
(c) every effort be made to reach decisions by consensus. If consensus cannot be attained, Robert’s Rules of Order will apply.

The Chair has authority to make decisions on behalf of the Alliance in keeping with the Terms of Reference and Governance Policy, but has no authority to make decisions beyond the Terms of Reference and Governance Policy.

The Chair will lead Forum and Facilitating Committee meetings with all commonly accepted powers of that position. In the event that the Chair is unable to attend a meeting, the Acting Chair* will lead.

The Chair has a role to support the Coordinator (done in cooperation with the Operations Committee), but only has authority to supervise or direct the Coordinator as authorized by the membership (represented in this case by the Facilitating Committee). The Chair is responsible for evaluating the performance of the Coordinator annually, or as otherwise directed by the Facilitating Committee.

* In the absence of the Chair, the term “Chair” shall be construed to apply to the following succession of officers: The Vice-Chair, the Secretary-Treasurer.

Vice-Chair

The Vice-Chair’s role is to support the Chair of the Alliance.

The Vice-Chair shall monitor compliance with established policies and report on and/or note any inconsistencies in procedural actions. The Vice-Chair is responsible for leading reviews regarding adherence to policies and procedures when requested by the membership.

Secretary – Treasurer

The Secretary-Treasurer shall ensure consistent financial monitoring by the Facilitating Committee. The duties of this position can neither lessen nor add to the Coordinator’s accountability to the Facilitating Committee for implementation of policies regarding financial planning and financial condition.

The Secretary – Treasurer shall be responsible for the integrity of Alliance documents.

Operating Committee:

Membership:

• a sub-committee of the Facilitating Committee

Purpose:

• support the Coordinator regarding day-to-day operations and in providing resources to working groups
• Acts as the main connection between the Alliance and its partners (e.g. United Way of Kitchener Waterloo and Area)

Accountability / Relationships:

• the operating committee is acting on behalf of the Facilitating Committee and regularly communicates activities at Facilitating Committee meetings

Frequency of Meetings:

• will vary depending on task

Decision-Making:

• by consensus

Resources / Staff:

• Alliance Coordinator

Working Groups:

Membership:

• Working groups are made up of Alliance members, individuals who are not members or a combination of both.
• A working group must have at least one member of the Alliance

Purpose:

• The fundamental purpose of all working groups is to advance one or more aspect of the mission of the Alliance
• Working groups are created for a clearly recognized purpose and have their own ‘Terms of Reference’ to identify goals, members and relationship to Alliance purpose.

Accountability / Relationships:

• Working Groups maintain a close relationship with the Alliance through the forum – the purpose of the relationship is mutually beneficial.
• Working Groups keep Alliance membership informed about accomplishment of goal
• The Alliance lends support to the goals of the Working Groups

Working groups may be initiated by:

• the Forum
• a group of members
• a group of non-members joined by at least one member of the Alliance

All working groups must be approved by the Alliance forum.

Frequency of Meetings:

• The frequency of meetings for working groups will vary and depend on the goals and methods decided by each group.

Decision-Making:

• By consensus first, then by vote.

Resources / Staff:

• The activities of each working group rely on the capacity and resources of its members
• Additional resources may be available from the Alliance

Nominating Committee:

Membership:

• a standing sub-committee of the Alliance
• made up of Chair, Vice-Chair, Secretary-Treasurer and up to 4 other members
• appointed annually by the Alliance membership

Purpose:

• to propose to Alliance membership candidates for the position of Chair, Vice-Chair, Secretary-Treasurer and for membership in the Facilitating Committee

Frequency of Meetings:

• this committee is formed for the purpose of proposing members for inclusion in an annual election process and therefore meets only once or twice prior to the election

Decision-Making:

• by consensus, then by vote

Coordinator:

• The Coordinator is a staff member of the Alliance. The Coordinator’s role is outlined in Section #5: Administration.

  The Alliance is pro-active in the pursuit of its purpose. Its membership and structure are likely to change and evolve in relation to the changing needs and issues that will form the agenda of the Alliance.

4. FEES:

• Each member of the Alliance will pay an annual membership fee according to the following:
• For organizations or departments within an organization having more than 15 FTE staff, the membership is $400;
• For organizations or departments within an organization having fewer than 15 FTE staff, the fee is $100.
• Interested individuals who are not or wish not to be associated with an organization may also become members of the Alliance for an annual fee of $25. Such members will represent themselves as individuals only.

  The fee schedule will be reviewed periodically.

  If the payment of fees presents difficulties for an individual or organization, provisions may be considered.

5. ADMINISTRATION:

One member organization will be asked to hold and administer the funds of the Alliance on a voluntary basis, according to the direction of the Alliance Forum.

The Alliance will purchase, from the funds generated from the membership fees, administrative services to assist with such matters as the production and circulation of minutes, practical organization of meetings, correspondence and communications.

Role of Coordinator:

The Alliance will have a Coordinator as paid staff to carry out the daily business of the Alliance and support its initiatives. The services of the Coordinator are purchased with funds available through partnership with the United Way of Kitchener Waterloo and Area. The Coordinator’s role includes:

• Reporting to and receiving direction from the membership through the Facilitating Committee,
• Being responsible for the implementation of directions,
• Continuously monitoring issues/ developments in broader community (environmental scan), which require action by the Alliance,
• Proposing to Facilitating Committee the directions for responding to issues identified for action,
• Building membership of the Alliance,
• Establishing working groups to support action on issues,
• Maintaining relationships and facilitating action with working groups,
• Coordinating communications between the general public and general membership.

Elections:

The Alliance conducts an Annual General Meeting in the month of June for the purpose of electing Officers and a Facilitating Committee, and for reviewing Alliance business. All elected positions are for a period of one year and may be renewed.

Reviews:

The following documents and processes will be reviewed periodically:

• Terms of Reference
• Strategic Plan and Use of Funds
• Fee Structure
• Accomplishments of Working Groups

Relationships and Structures Concept

indicates a reporting relationship       indicates a working/support relationship

Quick Reference for Relationships and Structures Diagram

Government

• could involve municipal, provincial and/or federal levels of government depending on the issues or activities undertaken by the Alliance membership

Community

• population of Waterloo Region including citizens of all ages
• intended to suggest that the Alliance provides a structure in which any member of the community can participate in work that improves the lives of children, youth and families

Forum

• monthly meeting of Alliance members and guests

Working Groups

• smaller groups formed for clearly identified tasks
• through their achievements, the overall mission of the Alliance is advanced

Facilitating Committee

• standing sub-committee that includes three officers and four additional members elected by the Alliance membership
• responsible for overall management of Alliance business, assisting with the identification of issues and making recommendations to general membership

Nominating Committee

• standing sub-committee appointed by membership
• purpose is to propose candidates for election to position of officers and Facilitating Committee

Operating Committee

• sub-group of the Facilitating Committee responsible for providing support/assistance to Coordinator and to care for partnerships between the Alliance and other organizations

Coordinator

• a paid staff resource of the Alliance