At the Annual General Meeting of the general membership, members shall select from among themselves a Steering Committee consisting of a minimum of 10 members. Steering Committee members will serve a term of either two or three years, or until successors are elected or appointed. The terms of the Steering Committee will be staggered so that no more than half (50%) of the Steering Committee members will be replaced in any given year, in order to ensure continuity. Steering Committee members are expected to sit on and participate on a sub-committee.

 

The Sexual Assault Response Program will have at least one representative on the Steering Committee.

 

Representation on the Steering Committee will be sought from the following regions:

 

?        The Greater Quinte Region including Prince Edward County

?        North Hastings

?        South Hastings

?        Quinte West

?        CFB Trenton

?        Deseronto

?        The Tyendinega Territory

 

 

Efforts will be made to recruit representation from the following multi-disciplinary categories:

 

1.  Criminal/legal/justice system

2.  Child welfare

3.  Education

4.  Mental health

5.  Health care system

6.  Special needs groups

7.  Survivor/victim services for sexual violence

8.  Survivor/victim services for domestic violence

9.  Children's services

10.  Consumers of sexual violence services

11.  Consumers of domestic violence services

12.  Men's programming

 

Steering Committee members shall strive to attend at least 75% of the scheduled meetings per year, and may be asked to step down from the Committee if three consecutive meetings are missed. A successor would then be appointed until the next Annual General Meeting. An effort will be made o fill the position from the same community sector. Any vacancy on the Steering Committee may be filled by the Steering Committee from the general membership at any meeting of the Steering Committee.

 

The Steering Committee will operate under a consensus of model of decision-making. Votes shall be taken only if absolutely necessary (ie. if time runs out and every effort has been made to come to a consensus). The Committee shall review the consensus model on a yearly basis to ensure that each member understands the process, and to ensure continuation of the effectiveness, fairness and inclusiveness of this decision-making process.

 

Permanent Sub-committees

Permanent sub-committees shall be established by the Steering Committee.

These will include:

1.  Education and Training: to look at the training needs within the community for professionals and general public; to support, sponsor and coordinate specific educational events.

2.  Membership: to review the Steering Committee membership and general membership prior to the AGM; to recommend recruitment from geographical areas and community sectors not currently represented; to keep a list of persons interested in sitting on the Steering Committee. The secretary should be part of this sub-committee.

3.  Protocol: to oversee community protocol training and the revision of the protocol every other year.

 

Each sub committee will elect a Chair, take minutes and that Chair or delegate will report back to the Steering Committee. The Steering Committee may establish other sub-committees from time to time throughout the year in response to a specific need or project.

 

For review of the organizational documents an ad hoc committee will be struck. This will only take place when changes are required, or whenever it is deemed by the Steering Committee that a review is in order.

 
Steering Committee Executive Roles

 

The Steering Committee shall select from among its members an Executive that shall consist of a Chairperson, Vice-Chair, Recorder/Secretary and Treasurer.

 

Chairperson

The Chairperson shall serve a two year term. The Chairperson shall prepare an agenda for, and coordinate, monthly Steering Committee meetings. The Chairperson shall facilitate discussion and decision making at these meetings, maintain a copy of the Steering Committee records (binder), and be the contact person for the Steering Committee with the Ministry and Community Agencies. The Chairperson will also sign all outgoing correspondence on behalf of the Committee and respond to requests for the information about the mandate, structure and functioning of the Committee.

 

At the first Steering Committee meeting following the Annual General Meeting, it will be the responsibility of the Chairperson to ensure that the following tasks are accomplished:

1.      map out the meeting times and places for the next year

2.      arrange for selection of members for each of the permanent sub-committees

3.      arrange for a review of the consensus building decision-making model

4.      facilitate a review of the previous year's accomplishments

5.      set goals for the upcoming year

6.      review how to work with interpreters

7.      review the organizational documents (as needed)

8.      ensure that there is a formal connection with identified community partners

 

Vice-Chair

The Vice-chair shall perform the duties of the Chairperson in the absence of or inability of the Chairperson to discharge the duties of that office, and shall also perform other duties as assigned by the Steering Committee. It is also understood that the Vice-chair, barring any unforeseen circumstances, will move into the Chairperson's position the following year.

 

Recorder/Secretary

The Recorder/Secretary shall be responsible for minutes at all Steering Committee meetings, and shall distribute them in a reasonable time before the next scheduled meeting. A consistent format will be used for the minutes. As part of the minutes, the Recorder/Secretary will prepare a task list, which clearly summarizes all tasks assigned, persons responsible and timelines involved. The Recorder/Secretary will also maintain a current membership and mailing list.

 

Treasurer

The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the Coordinating Committee/proper books of account. The Treasurer shall also present a financial statement or financial position of the Committee at regular meetings, or whenever required. An annual financial report will be prepared for presentation at the Annual General Meeting. The Treasurer shall also establish signing officers required for the distribution of funds, who shall be selected from the Steering Committee. The Treasurer shall also be selected from the Steering Committee.

 

The Executive as a whole will be responsible for reviewing the financial situation of the Steering Committee as needed, to make decisions around any fundraising needs and to develop a yearly budget.