LCPC-Membership-Package-Draft-2018-new-1

MEMBERSHIP PACKAGE LANARK COUNTY PLANNING COUNCIL  INTRODUCTION TO LCPC  MEMBER ORGANIZATIONS  TERMS OF REFERENCE  COMMITTEES/WORKING GROUPS  PARTICIPATION AGREEMENT  MEETING SCHEDULE  COMMON ACRONYMS 2018/2019 Introduction Vision: Children and youth in our communities are thriving They are served by a well, informed, responsive and effective community of organizations Mission: The council provides leadership and collaboration to enable optimal development and healthy living for Lanark County children, youth and their families Priorities/Values    Information Sharing Collaboration and Planning Community Education and Advocacy *Diversity and inclusion included in everything we The geographic community of Lanark County includes both the rural areas and town centres that make up the County of Lanark, including the separated Town of Smiths Falls The Planning Council meets on a monthly basis Work groups are also struck when a specific issue is identified in the community The membership of this Planning Council includes organizations and agencies in Lanark County that provide services to children, youth and their families The majority of members are senior management, executive directors, networks or people appointed by agencies There is representation from the Ministry of Children, Community and Social Services and other provincial ministry offices The Planning Council is supported in their work by a community coordinator who is funded through the Ministry of Children, Community and Social Services The funding is managed by Open Doors: the transfer payment agency There are other such planning groups in South Eastern Ontario and the planners meet regularly to share ideas and issues of common interest Lanark County Planning Council Member Organizations Algonquin College Big Brothers Big Sisters of Lanark County Catholic School Board of Eastern Ontario Connections County of Lanark Children’s Resources on Wheels (CROW) including Ontario Early Years Centre (OEYC) Ecole elementaire catholique J.-L.-Couroux Family and Children’s Services of Lanark, Leeds and Grenville Food for Thought Lanark County Kelford Youth Services/Cornerstone Landing Kidsinclusive/EnfantsIncus-Kingston Health Sciences Centre Lanark Community Programs Lanark County Community Justice Program Lanark County Food Bank – The Hunger Stop Lanark County Interval House Lanark County Mental Health Lanark County Situation Table Lanark Leeds –Grenville Heath Unit Lanark Leeds-Grenville Mental Health and Addictions Lanark Renfrew Health and Community Services - North Lanark CHC Libraries of Lanark County Mills Community Support Corporation Ministry of Children, Community and Social Services Open Doors for Lanark Children and Youth OPP Parents’ Life Line of Eastern Ontario Planet Youth – Lanark County Rideau Community Health Services – Smiths Falls CHC RNJ Youth Services Smiths Falls Ministerial Association Smiths Falls Police Services The Table, Perth United Way Lanark County Upper Canada District School Board Victims Services Lanark County Youth Centre Coalition, including Almonte - MMYC Carleton Place –CORE Youth Services Lanark Highlands - LHYC Perth - YAK Smiths Falls – WAK Terms of Reference Name: Lanark County Planning Council for Children, Youth and Families (Referred to as the Council in the Terms of Reference) Vision: Children and youth in our communities are thriving They are served by a well, informed, responsive and effective community of organizations Mission: The council provides leadership and collaboration to enable optimal development and healthy living for Lanark County children, youth and their families * The geographic community of Lanark County includes both the rural areas and town centres that make up the County of Lanark, including the separated Town of Smiths Falls Guiding Principles: The Council’s activities are guided by the following principles: All children, youth and their families in Lanark County require a long-term community commitment to the creation and maintenance of the best conditions for their optimal development The needs of all children, youth and their families in Lanark County must be acknowledged and responded to Children, youth and families who are at risk and those with special needs require additional supports Positive childhood experiences, and the active participation and engagement of youth, have critical long-term impacts on the health and well-being of individuals in later years All stakeholders in the community, including children, youth and their families, formal and informal community supports, are engaged in the process of identifying needs, resources, setting the direction, providing leadership and building capacity The health and well-being of children, youth and their families is supported by high quality, coordinated programs, services and information resources that are accessible and close to home Relationships within the Council, based on goodwill, mutual respect, openmindedness and a shared purpose, will support innovation and strengthen the community Inclusive practices, timely and open sharing of information, knowledge and expertise amongst all stakeholders supports the planning and decision-making processes Priorities/Values The Council is committed to providing leadership and innovation in the following areas:    Information Sharing Collaboration and Planning Community Education and Advocacy *Diversity and inclusion included in everything we Information Sharing The Council will:  Work to ensure that children, youth and families in Lanark County have access to timely, accessible, appropriate and coordinated services, information and programs  Provide leadership in determining priorities and opportunities to better serve the needs of children, youth and families in Lanark County  Increase awareness, coordination, collaboration and integration among service providers, funders, families and community supports  Facilitate the integration of services to achieve the Mission  Establish clear communication mechanisms and linkages which enable all levels of the Council to be informed and engaged in the work of the Council  Act as a conduit for information sharing back to respective sectors regarding the initiatives, efforts and work of the Council Collaboration and Planning The Council will:  Work collectively and collaboratively with all stakeholders to identify needs, monitor trends, and anticipate vulnerabilities to the health and wellbeing of children, youth and their families in Lanark County  Facilitate collaborative planning, building on the existing strengths and expertise from across Lanark County Community Education and Advocacy The Council will:  Speak with a strong and unified voice that represents children, youth and their families  Advocate as an independent group for common interests and concerns, keeping the needs of children, youth and their families at the forefront  Provide objective and evidence-informed advice to funders, policy-makers and community stakeholders on all matters relating to outcomes for children, youth and their families in Lanark County  Provide input to the regional planning process based on identified needs in Lanark County  Expand public awareness of the needs of children, youth and their families through innovative and proactive ways which support and enhance the development of a quality environment for Lanark County Roles and Responsibilities of Members and the Council:  Attend meetings and come prepared to contribute  Members provide county-wide representation from a broad sector of service providers  Membership on the Council is designed to provide a balance between an inclusive membership and maintaining accountability as a planning body  The Council offers its membership and expertise to the broader community as a reference group for planning processes  The Council will reflect the principles of consensus and integration in all its operations  The primary responsibility of members is to link the Council to the community and organizations in Lanark County, and to act as a conduit for information sharing back to respective sectors regarding the initiatives, efforts and work of the Council  The Council will be an advocacy body for the health and well-being of children, youth and their families  Members bring the thoughts and values of their member agencies or network to the Planning Council Under the consensus model, if a vote is necessary, members have the authority of their agencies or networks to vote, or will recuse themselves as appropriate Advance notice will be given, if possible of potentially significant issues where a decision is required Email decisions by consensus, or voting, if necessary, will be permitted if required Each member organization has one vote Structure and Meeting Frequency: Stewardship Committee  Meets monthly, as set by membership  Membership should include LCPC Co-Chairs, a representative from the transfer payment agency as well as two members-at-large The Community Coordinator will serve as the resource staff  The member-at-large is elected for a two year term, and is elected at the same time as Co-Chairs of LCPC  Meets to set agendas, approve budget, provide general direction to Community Coordinator  Identifies issues and develops a work-plan Council  Identifies issues and explores possible action plans            Works with the community, work Groups, and regional process to further the action plans Represents Lanark County’s interest at regional tables Functions as an advisory group Ensures information flow across all levels and sectors Meets monthly, generally the 1st Thursday of the month Co-Chairs are elected by Council in October for two year term The Members-at-large will be elected at the same meeting Members will be asked to declare their interest in a position When there are two candidates for a position, a majority of 50% plus one will determine the outcome The Community Coordinator supports Council by working with the Chairs/Stewardship to develop agenda, take minutes, research issues and provide information to Council and Work Groups as required by the Council Membership of the Council constitutes the voting membership Each member has one vote, even if they represent two groups or organizations Organizations that provide direct funding to the Lanark County Planning Council are considered non-voting members; ex officio members include and the Community Coordinator The Council shall review the membership package and the Terms of Reference annually in September Work Groups  based on issue specific  meets monthly, or as required  membership  Chair elected by Work Group for the duration of the issue or project Members will be asked to declare their interest in the position When there are two candidates for the position, a majority of 50% plus one will determine the outcome  Determined by issue  On a voluntary basis  Consumer representation (parents and youth) is encouraged on each Work Group to ensure all perspectives are presented  Members of working group not have to be members of the Planning Council Accountability: Accountability of the Council is to other Council members, notwithstanding the existing accountability relationships of members to their Boards of Directors, to funders and to the community at large Consistent participation by an organization’s representative will enable the Council to build its internal capacity to realize its goals Work Groups of the Council will maintain accountability to the full membership of the Council Decision-Making: A consensus building approach will be pursued whenever possible However, in certain situations a vote may be required in order to move the process forward or for clarity The Chair decides when consensus cannot be reached and when a vote is necessary Consensus exists when members are able to accept a specific decision It does not necessarily mean everyone completely agrees It means that objections to the decision have been given a full hearing, are understood and have been considered in coming to the decision An objection may still exist but those with the objection may judge that they not hold this dissenting view so strongly as to block the consensus The Chair may then test for consensus by re-stating the position that is being supported by the members If there are no blocks to consensus, then the Chair announces that a decision in favour of the position has been made If there are areas of disagreement, then the issue is taken to a vote If the voting is tied, the Chair may vote Quorum: A quorum exists when there are 12 voting members present To pass a motion, Fifty percent plus one of the members present is required Decisions are decided by simple majority, indicated by show of hands Proxy voting is not permitted, however, alternates may vote if the Council is notified of the alternate’s attendance prior to the meeting An electronic vote may be called if the matter is urgent, and the same rules of quorum will be used Each member organization, updated annually, has one vote Conflict of Interest: The following provisions shall be applicable to issues regarding possible conflicts of interest by members of the Committee A conflict of interest arises when a person is able, or is perceived to be able to, influence a decision whether by official vote, moral or intellectual persuasion, is liable to gain: Some personal advantage from the outcome of the decision in which they are involved and/or some advantage for an organization in which the individual is directly involved, as a director, member, partner, shareholder, staff member, or has a financial interest Terms of Reference – Review: The Terms of Reference will be reviewed annually at the first meeting in the fall This will ensure they adequately reflect the mandate and structure of the Lanark County Planning Council for Children, Youth and Families The Committees, Working Groups, and ad hoc Committees of the Planning Council Lanark County Planning Council: meets the 1st Thursday of the month from 9:30 to noon at the Family and Children’s Services Building in Smith’s Falls For new membership: The coordinator will email the name of the interested agency or organization representative to all members If no concerns are sent within a two week period then the name will be submitted to the Stewardship Committee The coordinator will send an invitation to the new member and complete an orientation visit Membership is generally open to agencies and organizations serving children and youth in Lanark County The agency representative is usually at the executive director level, and is someone able to make decisions on behalf of the organization There is one committee of the Council that have no decision making abilities: the Stewardship Committee The function of these committees is to support the LCPC Working Groups are roughly organized into age specific or issue specific mandates The members of the working groups of the Planning Council are more often managers or front-line staff Each working group acts independently and has its own Terms of Reference and approves its own actions Ad Hoc Work Groups are formed as needed and have a short and defined span of activity Committees of Council Stewardship Committee  Elected every years  meets monthly, as set by membership  membership includes the elected Co Chairs, two elected Members-atLarge, a representative from sponsoring agencies (Open Doors, Lanark County)  resource staff is Community Coordinator  meets to set agenda, to approve budget, provide general direction to Coordinator Community Issues Working Group  meets as needed as per direction of LCPC Strategic Review  membership from interested members of LCPC and Community Coordinator  meets to identify and undertake possible Calls to Action from Truth and Reconciliation Commission Report  meets with the goal to Identify and respond to emerging issues in a timely and proactive manner o More advocacy in different ways 10 o Advocacy working group to identify emerging issues and to recommend issues to be supported Participation Agreement Lanark County Planning Council for Children, Youth and Families To be updated in September of each year, or as participation begins I have read the Terms of Reference for the Lanark County Planning Council for Children, Youth and Families I concur with the Guiding Principles and will use them to guide my participation with the Planning Council I agree with the Roles and Responsibilities as outlined in the Terms of Reference I agree to attend the scheduled meetings, and will designate an alternative when conflicts occur Participant’s Signature: Date: Chair’s Signature: Date: Name Title Organization Email Phone Address 11 2018-2019 LCPC Meeting Schedule The Lanark County Planning Council for Children Youth and Families meets on the first Thursday of the month from 9:30 to noon at the Family and Children’s Services Building in Smiths Falls In winter months, if the school busses as cancelled then the LCPC meeting is also cancelled Sept October November December January 10 February March April May June 12 Commonly Used Acronyms BBBS CAMH CDC CDSBEO CHC CORE CROW CYHNEO CYPAN EDI FCSLLG HU KFLA LCCJP LCIH LCP LCPC LG LIP LHYC LHIN MCSS MCYS Mills MM MMYC NLCHC OD ODSP OEYC OPP OW RNJ SFCHC UCDSB YAK 13 Big Brothers Big Sisters Centre for Addictions and Mental Health Child Development Centre Catholic District School Board of Eastern Ontario Community Health Centre Carleton Place Youth Centre Children’s Resources on Wheels Child and Youth Health Network of Eastern Ontario Child and Youth Poverty Action Network Early Development Instrument Family and Children’s Services of Lanark Leeds and Grenville Health Unit (Leeds, Grenville and Lanark) Kingston Frontenac Lennox and Addington Lanark County Community Justice Program Lanark County Interval House Lanark Community Programs Lanark County Planning Council for Children, Youth and Families Leeds and Grenville Local Immigration Partnership Lanark Highlands Youth Centre Local Health Integration Network Ministry of Community and Social Services Ministry of Children and Youth Service Mills Community Support Corporation Mississippi Mills Mississippi Mills Youth Centre North Lanark Community Health Centre Open Doors Ontario Disability Support Program Ontario Early Years Centre Ontario Provincial Police Ontario Works Reverend Norm Johnson Youth Servi Smiths Falls Community Health Centre Upper Canada District School Board Youth Action Kommittee (Youth Centre Perth)