The York Region Violence Against Women Coordinating Committee. The mission of the YRVAWCC is to promote a collaborative and effective response to the violence against women in York Region.
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Acknowledgements Terms of
Reference

Committee Structure
& Subcommittee
Member
Organizations
 
 

York Region Violence Against Women Coordinating Committee Structure and Subcommittees

1. Membership Criteria

Membership must include representation from Violence Against Women sector (i.e., shelters, counselling and family services, survivors of domestic violence), advisory committee members and other relevant stakeholders. Efforts will be made to ensure membership reflects the diversity of York Region.

2. Coordinating Committee

Voting Members

  1. The member is committed to the YRVAWCC Terms of Reference.
  2. Each representative will be asked to sign an annual commitment to the YRVAWCC Terms of Reference and pay a membership fee by April 30 of each fiscal year (April 1 - March 31).
  3. The member is committed to sitting on one or more subcommittees or working groups.
  4. There will be one vote per agency/organization or advisory committee member.
  5. Regular attendance at Coordinating Committee meetings will allow for effective participation in the work of the committee. It is the member's responsibility to become informed on past decisions or discussions at meetings the member cannot attend.
  6. Members will be kept informed via emailing of minutes and other materials.

Non-Voting Members

  1. The member is committed to the YRVAWCC Terms of Reference
  2. No voting privileges are extended to this category
  3. The member can attend and participate in coordinating and subcommittee meetings.
  4. Members will be kept informed via emailing of minutes and other materials.
  5. It is not mandatory for a non-voting member organization to sign the annual commitment to the YRVAWCC Terms of Reference. Non-voting members will pay a membership fee by April 30 of each fiscal year (April 1 - March 31).
  6. In some circumstances, membership fees may be waived by the Steering Committee.
  7. Regular attendance at Coordinating Committee meetings, although not required, will allow for effective participation in the work of the committee. It is the member's responsibility to become informed on past decisions or discussions at meetings the member cannot attend.

Accountability and Responsibilities

  1. The Coordinating Committee members are accountable through their commitment and adherence to the mission, goals and statement of beliefs of the YRVAWCC.
  2. The Coordinating Committee will meet a minimum of every second month between September and June each year, as recommended by the work requirements of the Coordinating Committee.
  3. Regrets for attendance should be provided one week prior to a meeting to the Chair / Coordinator to ensure quorum requirements are met for regularly scheduled meetings.
  4. Committee members are expected to participate in collaborative efforts to improve Violence Against Women services in York Region, including assisting with keeping the York Region Woman Abuse Protocol current.
  5. Committee members will provide review and approval of all grant applications prior to submission.
  6. Committee members will participate in all aspects of Strategic Planning for the YRVAWCC.
  7. Committee members will participate in at least one subcommittee or working group.
  8. Committee members are expected to read minutes and complete assigned tasks according to established timelines.
  9. Committee members are expected to provide information on issues of violence against women within the area which you work, and/or have had personal experience.
  10. Committee members are expected to offer input/opinions/feedback on issues.
  11. Committee members are expected to assist the Committee in setting priorities for action and in carrying out any of these actions.
  12. Committee members are expected to help to promote a respectful and inclusive environment in which all individuals may participate.
  13. Committee members are expected to forward information relevant to the meeting agenda to the Coordinator or Chairperson, if the member is unable to attend the meeting.

Conflict Resolution

  1. Should any Committee member experience a conflict with the work of the Coordinating Committee, the member may bring the matter to the attention of the full Coordinating Committee. A request to have space on a meeting agenda will be directed to the Chair. All efforts will be made to have the matter heard at the next meeting but if the agenda for that meeting is already full, space will be made on the agenda for the following meeting.
  2. If the member is not comfortable bringing the matter to the Coordinating Committee, they may speak with the Committee Chair. The Chair will determine, with the member, the best course to address the conflict. The Chair may bring the matter to the Steering Committee for their review and comment.
  3. Resolution will be guided by the YRVAWCC's mission, statement of beliefs and goals and decision-making procedures as outlined in the Policy and Procedures manual.

Strategic Planning

  1. A strategic plan will be developed at minimum every three years. Outcomes of the strategic plan will inform the annual work plans for the Coordinating Committee. The Strategic Plan Subcommittee will be made up of a minimum of three Coordinating Committee members, one of which will be a member of the Steering Committee.
  2. Annually, in May, an ad hoc Strategic Plan Review Subcommittee will be struck to review the current strategic plan during the summer months of July and August. This subcommittee will be comprised of a minimum of three Coordinating Committee members, one of which will be a member of the Steering Committee.
  3. In September, the ad hoc Strategic Plan Review Subcommittee will present its results and if needed, recommendations to the Coordinating Committee for inclusion in the work plan for the coming year.
  4. A review of the progress on the annual work plan will be a quarterly standing agenda item on the YRVAWCC meeting agenda.

Confidentiality

  1. All committee members are expected to keep confidential any information that they may have access to by virtue of their membership on the Coordinating Committee, such as for example, a funding proposal shared by one agency with the rest of the group or a funding proposal developed by the Coordinating Committee, unless explicit permission has been given to share the document beyond the Coordinating Committee membership.
  2. Committee members are also expected to abide by the statutory / regulatory requirements by which they are bound through their fiduciary relationship with the agency they are representing.
  3. In the event that the Coordinating Committee under takes case reviews for any purpose, Committee members would be bound by the confidentiality legislation of the Province of Ontario to keep confidential any service user information that comes into their possession as a consequence of their participation on the Coordinating Committee. Members are expected not to disclose or misuse confidential information in any way, which could be construed or considered a breach of confidentiality. Committee members are expected to understand that their obligations of confidence will continue while they are a member of the Coordinating Committee and indefinitely thereafter.
  4. In the event that the Coordinating Committee undertakes case reviews where identifying service user information is used, consent for that usage will be obtained from the service user and Coordinating Committee members will sign a commitment to confidentiality prior to participation in the case review.
3. Steering Committee
  1. The Steering Committee will be comprised of at least 6 representatives from the Coordinating Committee.
  2. Two of the representatives on the Steering Committee must be from an agency that provides primary service to women who are at risk or have experienced violence and works with a feminist analysis of violence against women. This type of agency will be referred to as a "VAW agency". Currently the four agencies identified as VAW agencies are: Sandgate Women's Shelter, Yellow Brick House, Women's Centre of York Region and Women's Support Network.
  3. Steering Committee representatives will serve for a term of two years.
  4. Despite the previous provision, the agency providing management and administrative services for the Coordinating Committee shall be a member of the Steering Committee.
  5. Similarly, where funding is flowing through a member agency to the Coordinating Committee, other than the agency providing management and administrative support, that agency shall also be a member of the Steering Committee, at least for as long as the term of the funding agreement.
  6. The terms of office will be staggered so that at all times half of the members of the Steering Committee will have experience in the position.
  7. One of the Co-Chairpersons will Chair the meetings of the Steering Committee. The Steering Committee is accountable to the Coordinating Committee.
  8. Staff of the YRVAWCC report to the Steering Committee.

Steering Committee Responsibilities

  1. In addition to their responsibilities as members of the Coordinating Committee, Steering Committee will perform executive functions on behalf of the Coordinating Committee, including financial, administration and grants management and seeking sustainable funding as well as any other responsibilities assigned to it by the Coordinating Committee.
  2. The Steering Committee will have decision-making authority for time sensitive issues or upon direction of the voting members of the Coordinating Committee.
  3. The Steering Committee will review and revise, if necessary, on a biennial basis the Terms of Reference and Policies and Procedures of the YRVAWCC and present any changes to the Coordinating Committee for discussion and approval.
  4. The Steering Committee will have responsibility for initiating the strategic planning process every three years.
  5. The Steering Committee will have responsibility for reviewing all applications for membership to the Coordinating Committee.
  6. The Steering Committee will have responsibility for hiring any staff for the YRVAWCC.
  7. All subcommittees of the Coordinating Committee will take direction from and be accountable to the Steering Committee. The work of all working groups will be reviewed and approved by the Steering Committee.
  8. The Steering Committee will consider the recommendations (regarding changes or additions to those parts of the York Region Woman Abuse Protocol: Best Practice Guidelines, 2006 that are not part of the Statement of Principles) made to it by the Woman Abuse Protocol and Training Subcommittee, approve them if appropriate and bring them forward to the Coordinating Committee for their approval.
  9. The Steering Committee will meet every month, including July and August.
  10. The Co-Chairpersons will ensure that accurate minutes of each meeting are kept.
4. Coordinating Committee Chairpersons
  1. The Coordinating Committee will be chaired by Co-Chairpersons who will serve for a two year term.
  2. At all times, one of the Co-Chairs must be a representative of an agency that provides primary service to women who are at risk or have experienced violence and works with a feminist analysis of violence against women.
  3. The Co-Chairpersons' terms of office will be staggered so that at all times there will be one Co-Chair with experience in the position.
  4. The Co-Chairpersons will be selected by the Steering Committee from among their membership at the first regular meeting following the June election of the Steering Committee.
  5. The Co-Chairperson responsible for chairing Coordinating Committee meetings will ensure that accurate minutes of each meeting are kept.
  6. Staff of the YRVAWCC will be supervised by the Co-Chairpersons of the Coordinating Committee and will report to the Steering Committee.
5. Subcommittees and Working Groups of the Coordinating Committee
  1. All Subcommittees, Ad Hoc Committees and Working Groups will be reviewed by the Steering Committee for recommendation to the larger Coordinating Committee for creation or dissolution.
  2. Terms of Reference will define the role and functioning of all subcommittees and a Requirements document will define the task of a Working Group.
  3. There will be a minimum of three members per subcommittee.
  4. The Chair must be a representative of a voting agency or organization. This responsibility may be delegated to the Coordinator.
  5. Subcommittees may invite ad hoc members who have expertise or interest on a specific topic to participate in the work of or join the subcommittee. Ad hoc members must adhere to the goals and objectives of the Coordinating Committee.
  6. Should it become necessary at Subcommittee meetings, there will be one vote per member agency.
  7. Working Groups will be created by the Coordinating Committee or Steering Committee on an ad hoc basis as required to move forward the completion of a particular task or project. Upon completion of the task or project, the Working Group will cease to exist.
  8. A "Requirements" document will define the role and tasks to be undertaken by a Working Group.
  9. Working Groups will be led or chaired by a one member of the Steering Committee, other than the Co-Chairpersons of the Coordinating Committee.
  10. Working groups may invite ad hoc members who have expertise or interest on a specific topic to participate in the work of or join the working group. Ad hoc members must adhere to the goals and objectives of the Coordinating Committee.
  11. Should it become necessary at Working Group meetings, there will be one vote per member agency.

Responsibilities of Subcommittee or Working Group:

  1. Subcommittees are expected to develop an annual work plan.
  2. Subcommittees will ensure that accurate minutes of each meeting are kept and distribute minutes to the Steering Committee and any Coordinating Committee member.
  3. Subcommittees are expected to bring all recommendations to the Steering Committee or the Coordinating Committee, if directed to do so by the Steering Committee, for ratification.
  4. Working Groups will be guided by the Requirements document.
  5. Working Groups will ensure that accurate minutes of each meeting are kept.
  6. Working Groups are expected to bring all recommendations to the Steering Committee or the Coordinating Committee, if directed to do so by the Steering Committee, for ratification.