ToR [Terms of Reference] Oct. 8, 2015

The group shall be known as the Stinson Community Association (SCA), operating in the area known as Stinson. A map of the Stinson neighbourhood is attached in appendix ‘A’.

 

Values

Collaboration, Engagement, Respect, Trust, Transparency, Inclusiveness

 

Vision

Stinson is a diverse and engaged community with a natural, historic, and vibrant character.

 

Mission

• To enable all residents to fully participate in the community.
• To actively engage community partners in building relationships in order to enrich the community and the neighbourhood.
• To encourage, build, and preserve a safe, clean, and attractive neighbourhood that we are proud to call home.

 

Membership

• Includes any resident living within the geographic boundaries.
• Includes anyone who is committed to furthering our mission and supporting our vision and values.
• New members are welcome at any time.

 

Role of Members

• Champion the mission and vision, and demonstrate leadership.
• Share personal expertise and participate in initiatives, committees, action teams, planning proccesses, and meetings.
• Participate in small grant decision-making, follow-up, evaluation and monitoring of projects.
• Approve annual calendar of events / activities. The calendar can be amended during the year.
• Approve the proposed next 2 years priorities. These priorities can be amended during the year.
• The membership will make determination on a case by case basis regarding plans and projects that may fall outside of the geographic boundaries.

 

Types of Engagement

The members can decide to choose from any of these Types of Engagement in order to achieve the SCA Mission:

• Action Teams / Committees for activities or events including the items below. See “Decision Making” section for conditions that apply to Action Teams / Committees.
  • SCA hosted events
  • SCA small grant applications.
  • SCA publicity (including the StinZine)
  • Annual calendar of events / activities and two year priority planning
  • Coordination with government regarding long-term action plans, capital investment in the community, the SCA two year priorities or the Stinson Neighborhood Action Plan
  • Community Outreach / publicity
• Endorse, promote and/or provide non-monetary assistance to other groups / individuals doing an event or activity that is not an SCA activity; but does meet with the SCA Mission for the Stinson Community.
  • The following are examples of how SCA may do so:
    • Formally Endorse another organizations event / activity
    • Provide assistance promoting, publicizing and communicating an individual’s or organizations activities / events (ie: SCA Website, StinZine, assistance handing out flyers etc.)
    • Solicit and provide volunteers to assist at an individual’ or another group’s activity / event.
    • ReviewSmall Grant applications for other individuals or groups in Stinson neighborhood

 

Executive Team

The Executive consists of the Co-Chairs (2), the Treasurer, and the Secretary, who are elected from the resident membership.

Collectively they are responsible for:

• Planning, organizing, and attending the monthly and Executive meetings.
• Setting and communicating the agendas for the monthly meeting and the Annual General Meeting.
• Communicating to the public, elected officials, funders, and service providers on behalf of the SCA.
• Maintaining Terms of Reference and protocols.
• Setting an annual review of policies and practices.
• Holding the Annual General Meeting (AGM).
• Ensure that a committee established to develop the next year’s annual calendar of events / activities for review by the members.
• Ensure that a committee establishes a proposal for the next 2 years priorities for review by the members.
• Care, maintenance, and storage of SCA physical assets, as listed in Appendix ‘B’

 

Co-Chairs

Co-Chair responsibilities are to:

• Facilitate productive meetings.
• Participate or designate an alternate to represent the SCA as appropriate.
• Reaffirm the values, vision, and mission at the beginning of each meeting.
• Function as primary contact with community partners, unless otherwise designated.

 

Secretary

Secretary responsibilities are to:

• Support Chair/Co-Chair in meeting preparation and follow-up.
• Distribute the agenda for monthly meetings and the Annual General Meeting a week before the next meeting.
• Prepare minutes of meetings and circulate them within one week after the meeting.
• Receive and circulate committee reports.

 

Treasurer

Treasurer is responsible for:

• Maintaining financial records.
• Preparing a financial report for each meeting
• Presenting annual financial statements at the AGM.
• Maintaining a bank account for the SCA.

 

Executive Terms

• The Co-chair positions are two-year terms expiring on alternate years.
• The Secretary and Treasurer positions are one-year term.
• Anyone filling a position for two years must wait at least one year before they are eligible to fill same position again. The one year absence is not required for someone to be eligible to fill a different position on the Executive, nor for someone who has filled a one-year position
• In the event of a position being vacated before completion of the term; the Executive may recommend to the membership for their approval that position be filled in the interim by another current member of Executive Team assuming the responsibilities of the vacant position until the next October AGM meeting or they may ask for volunteers to join the Executive Team for the interim period. The recommendation is to be validated at the next SCA meeting. In the event that the early vacancy is the first year of the two-year Co-chair position; the interim position is to be filled only for the remainder of the first year. At the following October AGM there will be an election for a permanent replacement for one year (the second year of the two-year term).

 

Elections

• Elections will be held each October to select new Executive Team members.
• Nominations should be submitted by the September meeting.
• Elections are held in October at the AGM. Positions are effective at the end of the AGM.

 

Meetings

• Meetings will be held the second Thursday of each month. Where the meeting falls on a holiday, the meeting will automatically fall on the following Thursday.
  • Location: Located within the community, to be determined by the needs of the group.
  • Time: Meetings will start at 7:00 p.m. and finish by 8:45 p.m.
• Extra meetings are called as determined by the needs of the SCA, in coordination with the Executive Team.
• The Annual General Meeting will occur in October. It will include elections, presentation of the annual financial report, and a celebration of the highlights of the past year.

 

 

Order of Business

1. Call to order
2. Welcome, introductions and a review of the values, vision and mission
3. Approve previous minutes
4. Review agenda
5. Agenda items (including committee reports)
6. Announcements
7. New business
8. Close of meeting

 

 

 

Decision Making

• For issues or questions which affect or implicate the SCA, decisions will be made at the monthly meetings.
• Consensus will be the preferred decision-making model.
• If consensus cannot be achieved, a vote will be held with the resident members in attendance. (See Membership section for who is a member.)
• There will be no proxies.
• 65% will carry the action forward.
• Action Teams / Committees should be sought for activities or events that the SCA is hosting, funding or is initiated by the SCA, any publications under the SCA’s name or other purposes as the SCA may determine is required. These Action Teams / Committees may be ongoing or one-time groups as required depending on the requirements determined by the SCA approved mandate or activity type. The following conditions must apply to these Action Teams / Committees:
  • Mandate must be approved by the membership
  • The team must be led / chaired by a member of the SCA
  • Action Teams / Committees will hold regular team meetings
  • Assets (if applicable) are to be owned & controlled by the SCA
  • Members are encouraged to communicate their regrets when they cannot attend a meeting that they have previously committed to.
  • Team Leader / Chairperson must provide an update (activity & finances) at each SCA monthly meeting. Reports can be submitted in writing or given verbally.
  • Any forms of fund-raising (if required) must be pre-approved by the SCA and full accounting, receipts and report must be given to the Treasurer each month in order to be included in the Treasurers Report at the monthly SCA meetings.

 

Motions

• Must be recognized by Chair.
• Must be seconded to initiate a vote.
• May be made by anyone present.
• Members must be recognized by the Chair to address the meeting.

 

Review of Terms of Reference

These Terms of Reference will be reviewed annually and brought to the membership for ratification every September.

 

Resources and Support

 

The Planning Team welcomes as Community Partners the support of any and all individuals, businesses, churches, agencies, institutions and government representatives that are willing to support the values, vision and mission of the SCA.

 

Last Ratified:      October 8, 2015