Coordinating Circle Guidelines
The Coordinating Circle is intended to:
Serve as a steering group to provide leadership in support of the work and priorities of the Comox Valley Community Health Network (the Network);
Provide accountability for network priorities and funding agreements;
Promote community engagement in the Network and ensure feedback is collected from network participants and community members;
Act as the coordinating group for the Network to support the work of Action Teams and collaborate with community partner organizations;
Maintain Network values and guiding principles, including working together collaboratively to ensure progress on identified network priorities and agreed upon actions; and
Look at evidence, facilitate network planning and seek resource as needed.
Network participants apply and are selected for the Coordinating Circle through an open and transparent process. A founding principle of all activities of the Network is one of diversity and inclusion and recruitment to the Coordinating Circle is committed to reflecting the full diversity of the Comox Valley. Selection is made initially by the Transition Team, and subsequently by a network sub-committee, based on the following criteria:
Lives and/or works in the Comox Valley Regional District (CVRD);
Committed to addressing Determinants of Health and honouring network purpose, values and guiding principles;
Enthusiastic and forward thinking, with skills in communication, leadership, advocacy, community development, teamwork and collaboration;
Ability to think broadly to champion and engage varied identities, perspectives, lived experiences, skills and communities within the Comox Valley; and
Committed to collaboratively address identified priorities.
Interested in applying to participate? Fill out your information here.
The Coordinating Circle is responsible for:
The overall governance of the Network;
Coordinating ongoing community engagement activities such as:
Community meetings at least twice yearly that may include discussion on community health-related topics, guest speakers, reports on Network activities, and opportunities for community input to address Determinants of Health;
Seeking community organizations as partners for co-hosting Network meetings;
Communicating through presentations, newsletters, Facebook, website, etc; and
Partnering on community events and opportunities that align with network priorities.
Convening and supporting Action Teams around Network priorities, or providing resources to people and groups already working on identified priorities;
Liaising with the CVRD and Island Health on matters pertaining to contract responsibilities (including budget, reporting, evaluation) and other funding bodies as needed;
Reviewing and approving invoices and requisitions regarding Network expenditures and preparing these for submission to the CVRD and/or other funders as required;
Working collaboratively with the CVRD and Island Health on the hiring of the Network coordinator/facilitator;
Providing guidance, direction and oversight of the Network Coordinator and other service providers as required;
In collaboration, the Co-Chairs and Coordinator act as network spokespersons to the public and media.
How the Coordinating Circle functions:
The Coordinating Circle will have 12-20 participants, depending on the ability to recruit participants reflecting the diversity of the Comox Valley;
Half of the initial participants will be appointed for one-year terms, with the remaining half appointed for two-year terms. All subsequent terms will be for two years;
Meetings are held monthly and members are committed to full attendance;
Some members may be required to chair action teams or subcommittees of the Network and to report back on those activities;
Co-Chairs are elected annually from within the Circle, with preference to include an Indigenous member as a Co-Chair;
Other roles will be developed and adjusted by the Coordinating Circle as experience informs the work;
Decisions are made through a collaborative approach, seeking full or modified consensus (detailed here).
Conflict of Interest
When a member of the Coordinating Circle has a material interest in a matter before the Coordinating Circle, the member must declare that there is a potential conflict of interest;
A material interest shall include but not be limited to any possibility of financial gain for the member or their organization or business;
Members are required to use good judgement and openness about personal dealings to ensure that any conflict or perception of a conflict between personal interest and Coordinating Circle membership is declared;
When a conflict is determined the member will leave the meeting while the matter is discussed, and not participate in any discussions or any decisions taken on that matter.