Proposed Grey Bruce Health Coalition, Mission, Mandate and Terms of Reference 2004. This document is subject to
approval by the Ontario Health Coalition.
Mission
The Grey Bruce Health Coalition is guided by and acts consistently with the mission and
mandate of the Ontario Health Coalition. The Mission of the Grey Bruce Health Coalition the
“Coalition,” is to advocate for and to take concrete action, when necessary, to protect, sustain
and improve our public health care system for the benefit of all residents of Grey and Bruce
counties, and for the benefit of all Ontarians. The Coalition adopts this mandate to create the
healthiest communities possible.
We are led by our shared commitment to core values of equality, democracy, social inclusion
and social justice; and by the five principles of the Canada Health Act: universality;
comprehensiveness; portability; accessibility and public administration.
Mandate
The Coalition is a non-partisan public interest activist coalition and network. We work to
honour, support and strengthen the principles of the Canada Health Act.
We engage co-operatively with all public health care system supporters, to advocate for and
engage in the making of public policy on matters related to our public health care system and
healthy communities.
We provide the broader public and other supporters with ongoing information about our health
care system and its programs and services. We will work to protect our public health system
from threats such as cuts, delisting of services and privatization.
Through public education and support for public debate, we contribute to the maintenance and
extension of a system of checks and balances that is essential to good decision-making.
We cooperate with other supporters to share resources and information.
Terms of Reference
The Grey Bruce Health Coalition, the “Coalition,” is comprised of members, a board of directors
and committees of the Board as approved by the Board.
Organizations and groups that may be supported by the Coalition include: seniors’ groups;
patients’ organizations; unions; nurses and health professionals’ organizations; physicians and
physician organizations that support the public health system; non-profit community agencies;
ethnic and cultural organizations; residents’ and family councils; retirees; poverty and equality-
seeking groups; women’s organizations, and others.
When using the name “Grey Bruce Health Coalition,” “Health Coalition,” or “Coalition,”
members have a responsibility to reflect the values and policies of the Ontario Health Coalition.
At the request of the OHC, the Coalition will assign the chair and/or co-chairs to be principal
contacts with the Ontario Health Coalition. These key contact people will have their phone
number(s) and the email address of the local coalition publicized in Ontario Health Coalition
contact lists.
The Coalition contact person(s) will work with the Ontario Health Coalition and try to ensure
that the Coalition has one representative to join province-wide conference calls when they are
requested to do so. Local contact people will check emails regularly and will act as a conduit of
information between the OHC and the Coalition. This is important to ease quick communication
across the province.
The Coalition will send at least one and preferably two representative(s) each year to the
Ontario Health Coalition Annual Assembly to give input and participate in the creation of the
annual OHC Action Plan.
The Coalition and the OHC will manage and share information such as sign-up lists, volunteers
lists and other data, as appropriate. It is agreed that these lists are confidential and will not be
shared with any other organizations, including political parties.
The Coalition is responsible for any expenses that we incur, unless there is prior agreement with
the OHC director for reimbursement of these expenses.
The Coalition can expect that the OHC will work continuously to publicize Local Health Coalition
events and activities, to promote our work and to build capacity within the Coalition and our
network.
The Coalition will provide the Ontario Health Coalition with their regular meeting dates and
dates for public events. Because it is so important to build the capacity of our grassroots
network, there is an expectation that the Coalition will hold regular meetings, at minimum six
times per year, open to the public and publicized to all people on the database for the health
Articles
Article 1: Name
1.1 The name shall be Grey Bruce Health Coalition, also referred to as the “Coalition.”
Article 2: Members
2.1 A member of the Coalition is any person or group who:
a) Commits to supporting the mission of the coalition, and
b) Provides contact information to the Coalition, a minimum being either a phone
number or an email address.
Article 3: Board of Directors
3.1 Members of the Board of Directors will be elected at the Annual General Meeting for
positions in the following order:
Chair or Co-chair(s)
Treasurer or Co-treasurer(s)
Secretary
Any other position as approved by the board and/or membership, such as:
a. Volunteer and Membership Coordinator
b. Executive Steering Committee members, preferably with at least one from each of
our hospitals’ catchment areas
c. Communications and Social Media Officer
3.1.a All terms are for one year or less, e.g., for short duration committee chair
3.1.b Members will be acclaimed to the position if they run unopposed.
3.1.c To ensure all positions are filled, members may hold more than one position on the
executive.
3.1.d Nominations will be allowed in advance and from the floor.
3.1.e Members may nominate themselves.
3.1.f The nominee with the most votes wins the position.
3.2 Elected positions will be held for terms indicated in the position descriptions.
3.3 Members may be re-elected to additional terms.
3.4 Members may hold more than one position on the Board of Directors.
Article 4: Positions of the Board of Directors
4.1 The Chair (or Co-Chairs) of the Board of Directors shall:
a. call for a minimum of six meetings through the calendar year,
b. attend and Chair Board meetings,
c. develop the agenda for meetings and send to all Directors at least one week in
advance of the scheduled meeting,
d. maintain a current list and relevant information of the Coalition Board members,
sponsors and volunteers,
e. act as the official spokesperson and representative of the Coalition in the media,
public events or meetings with other groups or organizations,
f. in the absence or inability of a Director to perform duties as necessary, shall
perform in that role or seek out a nomination for someone to fulfill the required
duties, as required
g. perform other duties such as completing required forms, issuing public
announcements, networking with existing and potential sponsors, partners,
supporters and volunteers, with assistance as needed or available, and
h. initiate other activities consistent with the vision of the Coalition as directed by
the Board.
4.2 The Secretary shall:
a. record official minutes of Board meetings,
b. send a draft of the minutes to Board members for approval within one week of a
board meeting, to be followed by a final version approved at the subsequent
Board meeting,
c. keep a complete and up-to-date official record of all past meetings for seven
years, including correspondence and official documents, and provide to Board
members as required,
d. in case a meeting has to be rescheduled from the previously scheduled date or
time, the Secretary, in consultation with the Chair or Co-Chairs, will poll the
Board and seek the most favourable alternative,
e. alert the Board regarding an upcoming Annual General Meeting or Annual
Resolutions needing to be filed, and
f. ensure the Terms of Reference are revised annually.
4.3 The Treasurer shall:
a. ensure that all banking activities are complete and up-to-date and provide an
unaudited financial report or latest available monthly bank statement at each
meeting,
b. submit financial information to agent for tax filing within required time,
c. keep invoices, receipts and expense forms for verification purposes,
d. notify the Board if it appears it is at risk of falling below the set amount, and
e. ensure that any event insurance needed is available from OHC or is procured.
Article 5: Board Meetings
5.1 Board meetings are to be held a minimum of 6 times per calendar year, or on an “as
needed” basis or at the discretion of the Chair or Co-chairs. If unable to attend, a Director or an
ad-hoc committee member shall submit a report indicating actions taken or not, if any, to the
Chair or Co-Chairs and Secretary prior to the meeting.
5.2 Quorum for Board meetings shall include at least 50% of the Board of Director members,
including at least the chair or one co-chair and Secretary (or delegate.
5.3 Decisions of the Board shall be taken by a majority vote of those present or voting by
other verifiable format, i.e. an e-mail or hybrid (zoom meeting) vote.
5.3.a If an e-mail vote is taken, it must be moved and seconded, approved by a majority of
those voting and affirmed at the next meeting of the Board of Directors.
5.4 The time and location of the subsequent meeting shall be determined at each meeting
and included in the minutes.
5.5 At least the chair or one co-chair shall be present. All other board meetings may be via a
“hybrid” method, i.e., with participation by zoom or any such technology.
5.6 Board members shall communicate regularly with other board members, often by email
and cc’ing all board members when matters are of interest to all board members.
5.7 Reasonable arrangements will be made to accommodate leaves of absence for Board
members, as decided by vote of the board. For example, acting members may be appointed to
accommodate a short-term absence of a board member.
5.8 A member may be removed from the Coalition Board and/or general membership if they
are found to be acting in opposition to the Coalition Mission or Mandate. To be removed from
the Board, a Board vote of 50% plus one is required.
Article 6: Committees
6.1 The board reserves the right to establish committees, subcommittees, and ad hoc
committees to further its mandate. They will be convened for specific purposes as determined
by the Board and may include volunteers to complete tasks related to the purpose.
6.2 Committee members no longer participating or completing assigned tasks will be
considered to have resigned and will be notified of such by the Committee Chair or Board
Secretary.
6.3 The Communications and Social Media Committee shall:
a. Using platforms agreed to by the board, keep the Coalition social media sites
current.
b. Using such platforms, inform and educate the public about Coalition or related
issues or events.
c. block social media users from the Coalition sites when abusive or toxic.
d. close down social media sites which no longer serve the mission of the Coalition.
6.4 Coalition Committee Chairs or Co-Chairs, Sometimes Referred to as an “Ad Hoc”
Committee
a. Such positions will be defined by a written description of the purpose and
function of the committee
Article 7: Approval and Amendment of Mission, Mandate, Terms of Reference and Articles
7.1 Fifteen days notice shall be given to the Coalition Directors of a meeting where changes
to the Terms of Reference will be proposed or debated.
7.2 Changes to the Terms of Reference shall be adopted following a vote by the Board.
Article 8: Election of Board Members, Except for Committee Chairs as Defined in Article 6
8.1 The terms of office for regular board member positions are 1 year in duration, effective
April 1st.
8.2 Nomination process: 15 days’ notice of intention to stand for office and the floor will be
opened for nominations prior to voting at the Annual General Meeting.
8.3 Voting shall be done by secret ballot if one person requests it, with the following
exception. If a member is participating remotely (hybrid meeting), any vote by that
member is a public vote. In case of a tie in voting, the Chair (Co-Chairs) may cast the tie-
breaking vote or may postpone the vote to a future date.
8.4 The out-going Chair or Co-Chairs becomes an “ex-officio” officer of the board. This
position shall be called “Past Chairs.”
8.5 There is no maximum number of consecutive terms that any board member may serve.
Article 9: Annual General Meeting
9.1 The Annual General Meeting shall be open to members. Members, individual or group,
will have one vote each at the meeting.
9.2 Elections for Board positions shall take place at the AGM.
Article 10: Expense Reimbursement
10.1 No reimbursement will be made for time, gas, or mileage for volunteers or board
members. Any expenses must be approved by the Board.
Article 11: Land Acknowledgement
The following land acknowledgement is an important part of this document, and shall be read
at the beginning of each meeting.
The Grey Bruce Health Coalition acknowledges the Traditional Territory of the Anishinabek
Nation:
- The People of the Three Fires known as Ojibway, Odawa and Pottawatomie Nations.
- We further give thanks to the Chippewas of Saugeen, and the Chippewas of Nawash –
now known as the Saugeen Ojibway Nation – as the traditional keepers of this land. - We are mindful of broken covenants and the need to strive for justice.
- We seek to live together in respect, friendship and peace.