Planning 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 The Planning Table oversees the Coalition strategic planning process, ensuring development, monitoring and evaluation of the Strategic Plan. It encourages integrated planning by Coalition member organizations, and coordinated Coalition projects.
Functions - Oversees new work of the Coalition as reflected in the Coalition Strategic Plan
- Receives regular reports from staff and task groups on the progress of work plans that support the strategic goals
- Assists in finding funding for new initiatives, and facilitates a yearly progress evaluation, communicating results to Council
- Reviews progress reports on new projects that are part of the Strategic Plan, and makes recommendations to Council in order to ensure that the three priority goal areas of the plan are resourced through Coalition staff and task groups as appropriate
- Every other year, convenes a planning day for the entire Coalition.
Components of Planning Table oversight include creating and monitoring a strategic planning process that:
- Identifies unmet needs of children, youth and families in Simcoe County
- Identifies new opportunities for collaboration and encourages new proposal development
- Receives proposals from new projects and assesses their alignment with Coalition priorities
- Ensures initiatives are based on best practices and realistic outcomes
- Assists in securing funding to support new initiatives
- Makes annual reports to Coalition Council on the progress of the Strategic Plan
- Every other year convenes a planning day for the entire Coalition
- Monitors new projects, ensuring transition to on-going program status when appropriate
Members
(ideal size 15-20 members) Members of the Planning Table must be from organizations that are members of the Coalition. 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 to a two year term to a maximum of two terms.
Selection of Co-Chairs
Planning 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 co-chair will call for a vote requiring a 2/3 majority of the members present.
Meeting Frequency
Meet 8-10 times per year.
Communication
Minutes are distributed to the membership of the Planning Table and posted on the Coalition website for access by stakeholders.
Groups that relate to this Table
To be determined.
Review
These Terms of Reference will be reviewed every two years.