Terms of Reference

Values

The attitudes and actions of members will be driven by the following values and operating principles:

 

Mutual Respect:

The views and opinions of all organizations and individuals are equally important. We maintain an atmosphere of open and trusting dialogue, check our assumptions, and find creative ways to incorporate differences into the collective development and implementation of each of our activities. In doing so we respect the autonomy and philosophical position of members, recognizing that agreement might not be possible on all issues.

 

Collaboration:

We work together to implement our mission and attain our vision. We collaborate amongst ourselves and with relevant groups to generate ideas, solutions and make decisions that benefit individuals with disabilities and their families. We are committed to sharing information, giving and receiving constructive feedback, listening with open minds, and supporting and assisting each other.

 

Excellence:

We are committed to developing a deeper understanding of excellence. We value the results of research and evaluation and use this information to think of problems and solutions in new ways.

 

Integrity:

We adhere in our behaviour to the highest ethical and legal standards; and take responsibility and ownership for our actions and behaviours.

Inclusion: We welcome and explore the diverse views of our membership in building our united voice.

Operating Philosophy

UFEO is committed to community-driven governance1. We aim to make a significant, visionary difference in the lives of those with developmental disabilities – the infrastructure needed to implement our work is secondary. The decisions made through the course of our work are constantly evaluated as to whether they further our mission, vision and values.

Strategic Priority for 2010-2012

The development and implementation of a Communications Plan that raises awareness about the needs of individuals with developmental disabilities.

Membership of the United Families of Eastern Ontario

Membership is open to all family-focused groups, individual families, and individuals working on behalf of families willing to uphold the United Families of Eastern Ontario vision, mission and values.

 

United Families of Eastern Ontario strives to have representation from all family-focused groups in Eastern Ontario, whose family members have a developmental disability.

 

The membership of United Families of Eastern Ontario will meet once a year to network, to share information, and to provide decision making input into the strategic directions undertaken by its Steering Committee.  Member groups will be informed regularly of UFEO's advocacy work.  This will done via e-mail.  Individuals and group representatives are asked to complete a membership form, on a yearly basis, to attend at least one United Families of Eastern Ontario meeting in twelve months, and to notify United Families of Eastern Ontario when they wish to end their membership. Members represent their organization where applicable.

 

United Families of Eastern Ontario members are welcome to attend Steering Committee meetings on a non-voting basis, and are encouraged to participate in United Families of Eastern Ontario working groups.

The United Families of Eastern Ontario Steering Committee

Purpose/Function of the Steering Committee

The Steering Committee, as the coordinating and implementing body of United Families of Eastern Ontario, meets at least six times annually.

 

It is responsible for the day-to-day functioning of the coalition, such as media relations, government interaction, communication with its membership, and overseeing any staff and resources.

 

A yearly work plan is developed, and working groups of the membership may be formed to undertake specific actions to achieve the strategic priorities set by the membership.

 

The Steering Committee, on behalf of the coalition, may seek financial support from government and other funders for implementation of the coalition’s overall work plan. Any finances of the coalition are to be administered through an incorporated non-profit member organization with registered charitable status.

Membership of the Steering Committee

Steering Committee members are voted in from the general membership of United Families of Eastern Ontario at the annual general meeting. At any given time there will be 8 Steering Committee members of which a minimum of 4 will represent different family-focused groups.

 

Steering Committee members are expected to be knowledgeable about developmental disability services and current government policy; and have the time to commit to working on tasks.

 

The term of steering committee membership is 3 years'

 

Group representatives or individuals may be voted on to the steering committee again after their term is completed.

The membership of a Steering Committee member who misses three consecutive meetings without adequate reason shall be revoked.

 

Notice of resignation from the Steering Committee shall be submitted to the Chair in writing.

Steering Committee Executive

The Chair, Vice Chair, Secretary and Treasurer are selected by a vote of the Steering Committee.

The Chair of the coalition chairs the Steering Committee for a one year term up to a maximum of 3, consecutive 1 year terms.

The Vice-Chair replaces the chair as necessary. The work of any staff or consultant is supervised by the Chair.

 

The Secretary is responsible for creating the minutes of the steering committee and membership meetings, correspondence, and maintaining archival records. Archival records are to be stored and secured by a member organization.

 

The Treasurer liaises with the organization administering any funding obtained by the coalition, and is responsible for reporting on the status of such funding at Steering Committee meetings.

Decision Making

Organizational representatives on the Steering Committee represent their organization in making decisions. It is recognized that in some situations official endorsement of the coalition’s position may require specific approval from member organizations.

 

Steering Committee members have the right to “opt out without prejudice” from decisions that they cannot support but do not wish to oppose.

 

Decision-making strives to be consensual. However, when a vote is necessary, it must receive the support of two-thirds of voting members present.

 

The Steering Committee members are responsible for decisions on the broad strategic directions of the coalition. To this end, the Steering Committee reviews the Terms of Reference and Strategic Plan of United Families of Eastern Ontario at least every eighteen months.

Quorum

Quorum is considered to be 50% (4 members)

Accountability

The Steering Committee is accountable to the membership of United Families of Eastern Ontario for keeping it informed of progress on strategic directions and changes to activities. As part of its duties, the Steering Committee organizes a general meeting on an annual basis.

 

Steering Committee minutes are made available to the membership on request.

Working Groups

Purpose and Function

Working Groups develop and implement work plans for the mandates assigned to them by the Steering Committee. Work plans and subsequent changes are approved by the Steering Committee.

 

Membership on Working Groups is open to members of the United Families of Eastern Ontario and other resource people as required; along with at least one representative from the Steering Committee.

 

Working Groups are accountable to the Steering Committee for adherence to the vision, mission and values of the United Families of Eastern Ontario.