September is "Family Council Terms of Reference" Month!
by Family Councils Ontario
September is “Terms of Reference” Month!
Developing or revising your Council’s Terms of Reference might not seem like the most interesting, fun or impactful piece of work, but it’s one of the most important tasks your Council can do this fall. Not only does a well-written Terms of Reference capture your group’s identity, goals and activities, it also outlines your structure, rules, and methods of operation. It’s useful in telling people who you are and what you do as a group. It communicates how decisions are made and what your primary foci are as a team. It provides you with guidance on how to run meetings and gives you direction during differences of opinion on what activities fit within your goals.
While each Council is different, there are common elements that are important for all Councils:
- A Mission or Purpose Statement
- This statement reflects your collective identity rooted in a common focus. What is your Council’s mission in the Home? This statement tells people who you are and what your main purpose is as a group.
- Common Goals
- What are your goals for the year? Do you want to focus on support? Education? Problem solving? Communication? How do you decide on which goals to pursue?
- Ways to Communicate and Share Information
- How do you approve and disseminate meeting minutes? What role does your Secretary or Communications Volunteer play in sharing information and materials?
- How do you communicate with the Home’s staff and administration? Does your Staff Assistant attend every meeting or only upon request?
- Structures and Processes that Support Continuity and Good Governance
- What is your leadership structure: formal officer model or informal/shared leadership?
- How often do you elect new leadership? What is the procedure for nominating and electing/selecting Council leaders?
- How do you amend your Terms of Reference? How often?
These elements are reflected or included in your Council’s Terms of Reference to provide structure and guidance to your Council throughout the year. When you’re making a decision or have a difference of opinion, you should refer to the Terms of Reference for the answers. Over the coming weeks, we’ll explore these topics in more detail.
A well-organized, thoughtful, and clearly written Terms of Reference is one of the most important documents your Council has in its bag of tools. It really is your “Roadmap to Success.” To learn more about how to develop and revise your Terms of Reference, check out the rest of the Terms of Reference Blog post series being published Wednesdays through September, and join one of our FREE WEBINARS on Family Council Terms of Reference (Thursday September 10th at 7pm OR Monday September 21st at 1pm).