Coordinating Circle.
Will Cole-Hamilton
Betty Tate, Leadership Team
Nick Chowdhury, Leadership Team
Evan Jolicoeur
Karen McKinnon
Isha Matous-Gibbs
Coordinating Circle Guidelines
Purpose:
The Coordinating Circle is the leadership group of the Comox Valley Community Health Network. The Coordinating Circle looks after finances and helps set and maintain activities of the Health Network.
Participation and leadership
The Coordinating Circle has 12 to 20 people.
Participants are recruited each year.
People are brought onto the Coordinating Circle by a recruitment process which seeks to bring together a group of people with different identities, skills and experiences, which reflect all people from the Comox Valley.
The Network Development Working Group decides how to recruit new people following Network principles.
When a person is selected, they serve for one year.
Participants may then choose to stay on the Coordinating Circle by making another one-year commitment.
Participants can stay on the Coordinating Circle for up to 6 years.
If a person needs a break, they can take a leave of absence. They will be asked if they would like to return or step down during the next recruitment process.
Responsibilities
Act in a way that follows the values and guiding principles of the Network.
Working as a team to work on the Activities in the Network Action Plan.
Bring together, support and sometimes participate in Network Action Teams.
Action Teams are community partnerships or Network-created teams of people working on Network projects.
Conduct the business of the Network including plan, review evidence and seek resources as needed.
As a team, the Coordinating Circle approves the Network annual budget. They also approve expenses over $500 as needed.
Support and perhaps participate in the Network Working Groups.
Work on projects/activities and make recommendations to the Coordinating Circle on how to achieve results.
Working Groups are: Leadership Team, Network Development and Community Engagement.
commitment
A commitment of 5 hours or more a month is required.
This includes attendance at monthly meetings.
Meetings are usually 2 hours in length.
Let the Facilitator know in advance if you are unable to attend a meeting.
A lot of decisions and work is done through email, phone calls or text. Coordinating Circle participants are expected to respond to any correspondence within 24 hours.
Complete doodle polls used to coordinate meetings and make decisions.
decision making
Decisions are made through consensus decision making.
Working together and talking things through are important to this type of decision making.
Decisions on behalf of the Network are made by the whole Coordinating Circle.
Decisions are made based on recommendations from the Facilitator, Leadership Team, Working Groups and Action Teams.
conflict of interest
There may be situations where a person on the Coordinating Circle would materially benefit (for example financially or being awarded with work) from a decision.
In these situations, the person must declare that there is a potential conflict of interest.
People are required to use good judgement and be honest and open about any potential conflicts, or anything that could be perceived as a conflict between themselves and a Network decision.
When a conflict of interest exists, the person will leave meetings when the matter is discussed and will not participate in any discussions or decisions made about the matter, including decisions through email.
