ElderNET Calgary Interim Terms of Reference

(Approved June 20, 2005)

It is proposed that a Seniors’ Services Intersectoral Planning Network (ElderNET Calgary) be established for a three year period to determine its effectiveness in achieving the stated purpose.

In 2-3 years ElderNET Calgary will be a legitimate, recognized entity. It will be a practical, adequately resourced partnership with a meaningful connection to all seniors, and open communication to and from all stakeholders. ElderNET Calgary will work through an effective planning process and have influence in the community and all levels of government to ensure seniors’ participation in policy and program development.

A. Purpose

ElderNET Calgary will improve the quality of life for seniors, and assume a leadership role in facilitating shared planning and action with sectors relevant to seniors and their families.

B. Structure

Legal Status
In the long term, pending the outcome of the evaluation, ElderNET Calgary will be a legal entity and recognized as such following incorporation.
In the short term, ElderNET Calgary members will be authorized by their organization to engage in the process set out in ElderNET Calgary’s vision and purpose.

ElderNET Calgary’s Coordinating Committee

• The Coordinating Committee may have up to 20 members.
• The Committee will be selected by the constituent groups to serve as representatives of the members rather than of their individual organizations.
• Constituent group representatives include at a minimum:

• 1 representative from the post-secondary educational sector
• 1 representative from the Faith sector
• 1 representative from among seniors from each of the 5 zones (NW, SW, SE, NE, Inner City)
• 2 representatives from large seniors’ centres within Calgary (i.e. with a total membership of more than 400)
• 2 representatives from small to mid-sized seniors clubs or organizations from within Calgary (i.e. with a total membership of less than 400)
• 2 representatives from among cultural, immigrant, disability or other social agencies that represent seniors
• 1 representative from within the business sector in Calgary
• 1 representative from a funding agency for seniors within Calgary
• 1 representative from the City of Calgary
• 1 representative from the Calgary Health Region
• 2 representatives from among service providers for seniors within Calgary
•  1 representative from the province

• Regional representatives are selected at the public meeting

In the event of a position held by an organization becoming vacant, the organization will be requested to replace the person. If a regional position becomes vacant, the Committee will seek a replacement from the region or will appoint someone from the region.
Sectoral representatives will be selected on a rotational basis in a process defined by the Coordinating Committee.

• The Executive of the Coordinating Committee will always be comprised of a majority of seniors (60 years +)
• The executive will consist of a chair, a vice-chair, and 5 constituent group representatives – including the fiscal agent.
• The term of membership on the Coordinating Committee will be a maximum of 2 terms of 2 years each. Terms will be staggered to ensure continuity.
• In the short term the membership of the Executive Committee will rotate as follows:
  • Chair – year 1 & 2
  • Vice Chair – Year 1 & 2 & 3
  • 5 constituent group representatives – 2 members for 2 years and 3 members for 3 years each.
• The Coordinating Committee will be ratified at ElderNET Calgary’s annual general meeting with the executive subsequently selected by the Coordinating Committee
• The Coordinating Committee may set up Planning Tables (see Appendix A).

Membership in ElderNET Calgary

• Membership in ElderNET Calgary will be voluntary, open to individuals, senior-serving organizations that have an interest in seniors, including funding organizations and the various levels of government.
• Membership will include individual and organizational members.
• The term of the membership in ElderNET Calgary will be 1 year commencing January 1st of each year.

Fees

• Members will be assessed an annual fee of $1

Sub-Committees

• The Coordinating Committee will establish committees and planning tables to address the specific priorities and tasks identified by the membership.

C. Accountability

• The Coordinating Committee will be accountable for reporting to the members of ElderNET Calgary through regular meetings and an annual report.
• ElderNET Calgary will be accountable to its funders for the appropriate use of funds and attainment of agreed-upon outcomes.
• ElderNET Calgary will develop and implement a comprehensive evaluation and change framework that includes process, outcome and impact measures.

D. Key Responsibilities

ElderNET Calgary will assume a strong leadership role in:

1. Developing a broad strategic plan for addressing the needs of seniors in Calgary that will provide guidance for planning by its member organizations.
2. Addressing existing priority issues as identified through public participation processes and other issues as they emerge.
3. Promoting and supporting collaboration among intersectoral stakeholders.
4. Promoting and supporting the sharing of resources among all intersectoral stakeholders.
5. Representing issues of senior-serving organizations.
6. Working with its member organizations and individuals to facilitate contact and exchange of information between seniors and intersectoral stakeholders.
7. Obtaining and disseminating information including research, needs assessments and best practices on targeted issues.
8. Identifying opportunities for seniors’ services intersectoral planning with member organizations.
9. Making recommendations to funders based on common goals and priorities.
10. 10. Making recommendations to policy makers on common goals and priorities
11. 11. Regularly evaluating its effectiveness

E. Meetings

The Coordinating Committee will meet a minimum of 9 times per year. These meetings will be open to ElderNET Calgary members.

•  The Coordinating Committee will call a general meeting once in each calendar year.
• As annually determined, travel expenses for seniors’ representatives will be available at $10 per approved meeting or reimbursement of the cost of the necessary travel expense (e.g. cab fare).

F. Decision-Making

• Whenever possible, decisions will be made by consensus.
• If required, decisions will be made by a simple majority. An abstention will be considered a “no” vote and a tie defeats the motion.
• All Coordinating Committee members present at the meeting will have one vote each.
• A quorum for decisions regarding the process and governance of ElderNET Calgary consists of half the current voting members of the Coordinating Committee plus one. 
• In order to re-consider a previously made decision, a majority of those present at the meeting must agree to re-open the discussion before discussing the issue and making a new decision.

G. Resources for the Operation of ElderNET Calgary

Funding
Funding sources include

• Grant funding for the ongoing operation of ElderNET Calgary.
• Membership fees.
• Donations

Staffing

• Staff person(s) provide(s) coordination and support to the members under the direction of the Executive.

H. Communication

• ElderNET Calgary will communicate regularly with its members through a variety of mechanisms.
• The Coordinating Committee will communicate with seniors, funders, service providers and all levels of government to provide an update on its work and to raise issues that are important to its members.
• The Chair or designate will speak on behalf of the organization

I. Coordination

• The intention of ElderNET Calgary is to help inform and connect organizations around issues of importance to seniors in order to develop holistic innovative solutions that may cross traditional or current mandates. This coordinative function is meant to be intersectoral, inclusive and complementary to what organizations are doing now.
• Some of the terms of reference may overlap with those of member organizations and other organizations that may be mandated by self or others to undertake similar actions or have similar purposes. ElderNET Calgary will act carefully to mitigate these concerns and encourage these groups to participate jointly in common areas or, if necessary, ElderNET Calgary will vacate such areas.
• (Ammendment dated July 17th 2006) To enhance coordination ElderNET Calgary may at times support other groups or organizations in their application for funds but will not itself be a funder of projects developed as a result of ElderNET Calgary’s leadership.

Appendix A

Planning Tables -- Terms of Reference

Preamble:

Planning Tables may be established under the authority of the Coordinating Committee.

Purpose:

To examine and make recommendations on major topics identified by Coordinating Committee as impacting seniors and to take action as directed by the Coordinating Committee.

Membership:

• Maximum of nine core members one of whom is a member of the Coordinating Committee
• Unlimited number of participatory members
• At least one core member of the Coordinating Committee who is a member of the planning table will be responsible for reporting to the Coordinating Committee on a monthly (or more often) basis

Terms of Reference:

To be set by each Planning Table as appropriate to the issue and approved by the Coordinating Committee, and may include working groups

• Will include as a minimum, a clear statement of purpose and expected outcomes
• A time frame for achieving the outcomes
• The process of arriving at a conclusion including a decision model
• an evaluative component
• Agencies taking responsibility for projects initiated by a Planning Table will acknowledge ElderNET Calgary’s role in initiating the effort and will keep ElderNET informed of the project’s progress as mutually agreed upon 

Budget:

An initial budget of $100 will be available to each Planning Table

• Additional funds may be approved by the Coordinating Committee on presentation of a suitable budget outlining the purpose and benefit to be derived from the funds
• A financial statement will be provided annually in November with a final statement available at the conclusion of the Planning Table’s work.

Accountability/Reporting:

Planning Tables will report to the Coordinating Committee which will be responsible for all communications and approval of actions.

• Recommendations from the planning table will address feasibility, including financial and policy implications