Infrastructure Table Terms of Reference

Coalition Mission To maximize the capacity, effectiveness and cultural uniqueness of the child, youth and family services system through collective efforts.

Purpose
To create the support systems that enable the Coalition to conduct business efficiently and cost effectively by maximizing shared resources. This includes processes and tools for financial management and fund development, human resource management, effective communication and access to relevant data.

Functions
Supports the work of the Coalition in alignment with the Strategic Plan and in conjunction with the Fiscal Trustee by ensuring provision of:

• Streamlined and efficient processes to support the work of the Coalition and its members
• HR functions of recruitment, interviewing, recommendations for retaining contract staff
• Efficient budget and financial management systems
• Review of Coalition member applications and recommendations to Council on acceptance of new members
• Effective communication system including web based communication, management of the Coalition logo etc.
• Facilitation of Coalition members’ access to additional shared resources such as links for Coalition members to sources of community social data, shared training opportunities etc.
• Effective liaison with Task Groups of the Coalition related to its areas of responsibility (e.g. LEAD)
• Archiving of Coalition records by the Executive Assistant.

Members
(ideal size 12-15) Members of the Infrastructure Table must be from organizations that are members of the Coalition and should bring expertise in one or more of the functions listed above. Members are responsible for regular attendance, with the option of a substitute as necessary but not as a regular alternative. Members are responsible to the Table for mutually agreed upon assignments. Members are asked to commit for a two year term; to a maximum of two terms.

Selection of Co-Chairs Infrastructure
Table Co-Chairs are appointed by the Council on the recommendation of the Secretariat. Co chairs are responsible for recruitment of Table members. Each of the Co-Chairs commits to a two year term, which includes being part of the Secretariat. Their terms are staggered so that a new Co-Chair always assumes leadership with the help of someone who has been in the position for one year.

Conduct of Meetings
The agenda of the Table is set by the Co-Chairs in consultation with staff and table members. A quorum of the committee (50% of members) should be present to conduct business. Decisions will be made, whenever possible, through consensus. When consensus is not possible, the chair will call for a vote which needs 2/3 of those present to pass.

Meeting Frequency
Meets 8-10 times per year and as needed.

Communication
Minutes are distributed to the membership of the Infrastructure Table and posted on the Coalition website for access by stakeholders.

Groups that relate to this Table
Funding Advisory Group, LEAD

Review
These Terms of Reference will be reviewed every two years.