Montrose Health Partnership

STRUCTURE

The Partnership structure is designed to facilitate networking, collaboration and long-term planning while allowing for flexibility to respond to current interests and needs.

Partnership Meetings

The partnership will meet once a month and allow for three and one half hours for the meeting. This time is intended to be flexible, based on the needs for the current meeting. Approximately one hour and forty-five minutes is dedicated to the Partnership meeting and one hour and forty-five minutes is available for committee work.

Committees

Committees may be standing or ad hoc. They may be developed for a variety of circumstances including but not limited to: addressing specific needs of the partnership, focusing on work targeted towards a specific population or issue, responding to requests for the larger community, addressing timely issues or emergencies, etc.

Committee Meetings

Committees are invited to meet before or after the Partnership meeting or at other times throughout the month to accommodate the schedules of their members. Committees are expected to meet as frequently as the committee membership feels is necessary to meet their goals.

COMMUNICATION

The Partnership maintains a website where members may find information about past and upcoming meetings, relevant documents, Partnership and committee contact information, and other resources.

MEMBERSHIP

Members

General membership is open to any agency, organization, or community member committed to the Partnership's mission and goals and is able to commit to the membership conditions (see below).

Members are invited to participate in discussions, work and projects. They may choose to be listed as Partnership participants and join the e-mail list. If the interested party is under eighteen years of age she or he will need to provide the consent of a parent or guardian prior to becoming a member.

Committee membership: Agencies, organizations, and community members are welcome to participate in various committees whether or not they are also general members of the Partnership. Committee membership and conditions are at the discretion of each individual committee. Interested parties should contact the committee directly about potential participation.

A member should demonstrate:

•  An understanding of and commitment to the vision, values and purpose of the Partnership.

•  The ability and commitment to regular attendance of meetings and full and honest engagement in the process.

•  Commitment to problem solving and decision making through a consensus model, realizing that voting is an option of last resort under specific circumstances or where intractable conflict emerges.

•  If the member is a representative of an agency or organization, the ability to represent the interests and needs of their agency or organization and the populations they serve while simultaneously viewing services to families and children on a systems-level and understanding the mandates and needs of other partner agencies or organizations.

•  An agreement to engage in an ethical manner, follow all pertinent local, state and federal laws and to act in best faith.

Orientation of new Members

Orientation of new member(s) is essential to both the effectiveness and comfort level of the new member(s) and the smooth functioning of the Partnership. If a new member(s) has been invited into the partnership, it is the responsibility of the member(s) who extend the invitation to orient the new member(s) and to answer any questions they may have. If a new member joins the Partnership out of their own interest, he or she should be proactive in finding a current member who will provide the new member with orientation.

ROLES

General Members

They may choose to be listed as Partnership participants and join the email list. They are welcome to participant fully in the consensus decision making process.

Committee Members

Committee members assist with work that is detailed or project specific. Committee members may also be general members or may be involved solely with committee work. One involved on only a committee level is still welcome to communicate interests or concerns to the Partnership.

Committee Representatives

Each active committee is responsible for assuring that at least one representative who is able to provide updates and other information about the work and needs of the committee attends each Partnership meeting.

 REPRESENTATION

Missing a meeting

It is the responsibility of the member who misses a meeting to catch up through reading the meeting notes, discussing the meeting with members who were present and/or communicating with the facilitators. Members are not obligated to spend meeting time covering something that was missed.

DECISION MAKING

Consensus

The collaborative will use a consensus decision making process. A consensus agreement is one that every member of the group can live with and support, built by identifying and exploring all parties' interests and by assembling a package agreement which satisfies these interests to the greatest extent possible.

Voting

The collaborative will make every effort to work within a consensus process and not need to call a vote. Decisions involving the commitment of money or other resources will be formally documented.

It is recognized that when dealing with some issues, particularly those involving the allocation of money or other resources, voting might be necessary. Once the Partnership decides that it is necessary to call a vote, the vote will occur at the next Partnership meeting.

In the event consensus cannot be reached, parties will:

•  Clarify the issue that will be voted on including the wording and what actions will be taken if the issue passes or fails.

•  Distribute the above information via email to all members of the partnership including an announcement that the issue will be voted on at the next meeting.

•  Accept absentee votes of members.

•  Members who are not able to attend a meeting where a vote will occur may:

• i. Email their vote and comments to a member prior to the meeting in which the vote will be held. The vote and comments of the absentee party will be reported and recorded at the meeting.

• ii. Send a representative to vote.

• iii. Abstain from voting on the issue.

•  The current facilitator calls a vote at the next meeting.•  Record: the reason for a vote being called, issue being voted on, count and result.

An issue passes if it receives a 51% majority of votes in favor unless otherwise decided by consensus of the membership.

Since a vote will always be announced previous to meeting in which it will be called, there is no traditional quorum. When the procedures for calling a vote are followed, the vote may occur at the next meeting regardless of the number of members present.

Any voting of the members shall not compel the specific action or expenditure of any agency if that agency determines it is contrary to their mandates, contract provisions, applicable regulation or statute, availability of funds, or best interest.

Dissenting Opinions

Any member(s) may submit a dissenting opinion whether a decision is reached by consensus or by vote. Dissenting opinions will be recorded in the minutes of the appropriate meeting.

Committee Decision Making

Decision making procedures within individual committees are at the discretion of committee members. Each committee should assure that its decision making process is clear, understandable, and acceptable to its members.

Authority Between Committees and the General Partnership

Committees are expected to work in a way that supports the mission, goals, and decisions of the larger partnership. The intent is to provide committees with as much autonomy as possible in relation to the committee's individual issue and work. However, the decisions and direction of the General Partnership are to be viewed as representing the position of the collaborative and should be used to guide the work of the committees.

COMMUNICATION WITH OTHER GROUPS, INDIVIDUALS AND THE MEDIA

Communication with other key people

Other people who are important to the work of the collaborative but do not attend regular meetings may be kept informed by receiving meeting notes, email communications or personal correspondence. All members of the collaborative will be notified as to which individuals are being included in correspondence.

Website

The Partnership intends to develop and maintain a website that will serve the community at large, service providers within the community and the Partnership and its members. The website shall remain under the control of the Partnership as a collaborative project and not be unduly impacted by any single agency, organization, or individual.

SUSTAINABLITY

It is the intention of the collaborative to remain a sustainable, long-term collaborative effort. The collaborative will produce structure and products with this goal in mind. It is understood that the structure and operations of the collaborative are flexible and may change depending on conditions and needs.

COMMUNICATION GUIDELINES

I agree to use my best efforts to meaningfully participate in the Partnership and to follow the guidelines below:

1. In general, each group member should work to create an open and frank dialogue that allows for a full and respectful exploration of similar and different points of view. Thus:

• One person at a time speaks

• I will listen carefully and as an ally

3. In this dialogue, I will focus on the issues involved, rather than perceptions of motives, relationships and personalities.

4. It is essential that everyone have a chance to be heard and to hear others. Therefore, I agree to avoid side conversations or interruptions while someone is speaking.

5. In order to give everyone a chance to talk, I agree to be sensitive about the length of my comments and to encourage equal participation from all group members.

6. Once an agenda has been agreed upon, it is important to adhere to it in terms of both time and topic. If it appears that an agenda should be changed, this should be done by group decision.

7. I understand that I may have strong opinions about the items under discussion, and I agree to remain open minded about proposals, ideas, concerns, etc., while different points of view are being presented and discussed. I will be intentional about recognizing and facing my assumptions and preconceived notions that may affect relationship building, decision making or ideas.

8. I will attempt to stay focused on the underlying concerns or interests that need to be addressed rather than on whether any particular proposal is good or bad.

9. In order to maximize the productive time available, I will also avoid repeating points that have already been made adequately.

10. I understand that consensus does not mean unanimity, but rather, the best agreement that can be reached at this time, which each member of the group can live with and/or support. I agree to foster an environment of genuine collaboration in which all people, including myself, feel empowered to express their individual and collective potential.

11. I will respect our differences. I will bring a spirit of cooperation and caring to my interactions with others, and an understanding that objectives are often the same even though methods for achieving them may differ.

12. I will work to build a safe environment where everyone can participate fully regardless of style. I will consider and respect the quieter participants.

13. I will resolve problems constructively. I agree to take problems, complaints and upsets to the person(s) with whom I can resolve them, at the earliest opportunity. I agree not to criticize or complain to someone who cannot do something about my complaint, and I will redirect others to do the same.

14. I will keep any agreements I make.

15. I am open to participating in modifying these guidelines as the group evolves.

STRUCTURE

The Partnership structure is designed to facilitate networking, collaboration and long-term planning while allowing for flexibility to respond to current interests and needs.

Partnership Meetings

The partnership will meet once a month and allow for three and one half hours for the meeting. This time is intended to be flexible, based on the needs for the current meeting. Approximately one hour and forty-five minutes is dedicated to the Partnership meeting and one hour and forty-five minutes is available for committee work.

Committees

Committees may be standing or ad hoc. They may be developed for a variety of circumstances including but not limited to: addressing specific needs of the partnership, focusing on work targeted towards a specific population or issue, responding to requests for the larger community, addressing timely issues or emergencies, etc.

Committee Meetings

Committees are invited to meet before or after the Partnership meeting or at other times throughout the month to accommodate the schedules of their members. Committees are expected to meet as frequently as the committee membership feels is necessary to meet their goals.

COMMUNICATION

The Partnership maintains a website where members may find information about past and upcoming meetings, relevant documents, Partnership and committee contact information, and other resources.

MEMBERSHIP

Members

General membership is open to any agency, organization, or community member committed to the Partnership's mission and goals and is able to commit to the membership conditions (see below).

Members are invited to participate in discussions, work and projects. They may choose to be listed as Partnership participants and join the e-mail list. If the interested party is under eighteen years of age she or he will need to provide the consent of a parent or guardian prior to becoming a member.

Committee membership: Agencies, organizations, and community members are welcome to participate in various committees whether or not they are also general members of the Partnership. Committee membership and conditions are at the discretion of each individual committee. Interested parties should contact the committee directly about potential participation.

A member should demonstrate:

•  An understanding of and commitment to the vision, values and purpose of the Partnership.

•  The ability and commitment to regular attendance of meetings and full and honest engagement in the process.

•  Commitment to problem solving and decision making through a consensus model, realizing that voting is an option of last resort under specific circumstances or where intractable conflict emerges.

•  If the member is a representative of an agency or organization, the ability to represent the interests and needs of their agency or organization and the populations they serve while simultaneously viewing services to families and children on a systems-level and understanding the mandates and needs of other partner agencies or organizations.

•  An agreement to engage in an ethical manner, follow all pertinent local, state and federal laws and to act in best faith.

Orientation of new Members

Orientation of new member(s) is essential to both the effectiveness and comfort level of the new member(s) and the smooth functioning of the Partnership. If a new member(s) has been invited into the partnership, it is the responsibility of the member(s) who extend the invitation to orient the new member(s) and to answer any questions they may have. If a new member joins the Partnership out of their own interest, he or she should be proactive in finding a current member who will provide the new member with orientation.

ROLES

General Members

They may choose to be listed as Partnership participants and join the email list. They are welcome to participant fully in the consensus decision making process.

Committee Members

Committee members assist with work that is detailed or project specific. Committee members may also be general members or may be involved solely with committee work. One involved on only a committee level is still welcome to communicate interests or concerns to the Partnership.

Committee Representatives

Each active committee is responsible for assuring that at least one representative who is able to provide updates and other information about the work and needs of the committee attends each Partnership meeting.

REPRESENTATION

Missing a meeting

It is the responsibility of the member who misses a meeting to catch up through reading the meeting notes, discussing the meeting with members who were present and/or communicating with the facilitators. Members are not obligated to spend meeting time covering something that was missed.

DECISION MAKING

Consensus

The collaborative will use a consensus decision making process. A consensus agreement is one that every member of the group can live with and support, built by identifying and exploring all parties' interests and by assembling a package agreement which satisfies these interests to the greatest extent possible.

Voting

The collaborative will make every effort to work within a consensus process and not need to call a vote. Decisions involving the commitment of money or other resources will be formally documented.

It is recognized that when dealing with some issues, particularly those involving the allocation of money or other resources, voting might be necessary. Once the Partnership decides that it is necessary to call a vote, the vote will occur at the next Partnership meeting.

In the event consensus cannot be reached, parties will:

•  Clarify the issue that will be voted on including the wording and what actions will be taken if the issue passes or fails.

•  Distribute the above information via email to all members of the partnership including an announcement that the issue will be voted on at the next meeting.

•  Accept absentee votes of members.

•  Members who are not able to attend a meeting where a vote will occur may:

• i. Email their vote and comments to a member prior to the meeting in which the vote will be held. The vote and comments of the absentee party will be reported and recorded at the meeting.

• ii. Send a representative to vote.

• iii. Abstain from voting on the issue.

•  The current facilitator calls a vote at the next meeting.

•  Record: the reason for a vote being called, issue being voted on, count and result.

An issue passes if it receives a 51% majority of votes in favor unless otherwise decided by consensus of the membership.

Since a vote will always be announced previous to meeting in which it will be called, there is no traditional quorum. When the procedures for calling a vote are followed, the vote may occur at the next meeting regardless of the number of members present.

Any voting of the members shall not compel the specific action or expenditure of any agency if that agency determines it is contrary to their mandates, contract provisions, applicable regulation or statute, availability of funds, or best interest.

Dissenting Opinions

Any member(s) may submit a dissenting opinion whether a decision is reached by consensus or by vote. Dissenting opinions will be recorded in the minutes of the appropriate meeting.

Committee Decision Making

Decision making procedures within individual committees are at the discretion of committee members. Each committee should assure that its decision making process is clear, understandable, and acceptable to its members.

Authority Between Committees and the General Partnership

Committees are expected to work in a way that supports the mission, goals, and decisions of the larger partnership. The intent is to provide committees with as much autonomy as possible in relation to the committee's individual issue and work. However, the decisions and direction of the General Partnership are to be viewed as representing the position of the collaborative and should be used to guide the work of the committees.

COMMUNICATION WITH OTHER GROUPS, INDIVIDUALS AND THE MEDIA

Communication with other key people

Other people who are important to the work of the collaborative but do not attend regular meetings may be kept informed by receiving meeting notes, email communications or personal correspondence. All members of the collaborative will be notified as to which individuals are being included in correspondence.

Website

The Partnership intends to develop and maintain a website that will serve the community at large, service providers within the community and the Partnership and its members. The website shall remain under the control of the Partnership as a collaborative project and not be unduly impacted by any single agency, organization, or individual.

SUSTAINABLITY

It is the intention of the collaborative to remain a sustainable, long-term collaborative effort. The collaborative will produce structure and products with this goal in mind. It is understood that the structure and operations of the collaborative are flexible and may change depending on conditions and needs.

COMMUNICATION GUIDELINES

I agree to use my best efforts to meaningfully participate in the Partnership and to follow the guidelines below:

1. In general, each group member should work to create an open and frank dialogue that allows for a full and respectful exploration of similar and different points of view. Thus:

• One person at a time speaks

• I will listen carefully and as an ally

3. In this dialogue, I will focus on the issues involved, rather than perceptions of motives, relationships and personalities.

4. It is essential that everyone have a chance to be heard and to hear others. Therefore, I agree to avoid side conversations or interruptions while someone is speaking.

5. In order to give everyone a chance to talk, I agree to be sensitive about the length of my comments and to encourage equal participation from all group members.

6. Once an agenda has been agreed upon, it is important to adhere to it in terms of both time and topic. If it appears that an agenda should be changed, this should be done by group decision.

7. I understand that I may have strong opinions about the items under discussion, and I agree to remain open minded about proposals, ideas, concerns, etc., while different points of view are being presented and discussed. I will be intentional about recognizing and facing my assumptions and preconceived notions that may affect relationship building, decision making or ideas.

8. I will attempt to stay focused on the underlying concerns or interests that need to be addressed rather than on whether any particular proposal is good or bad.

9. In order to maximize the productive time available, I will also avoid repeating points that have already been made adequately.

10. I understand that consensus does not mean unanimity, but rather, the best agreement that can be reached at this time, which each member of the group can live with and/or support. I agree to foster an environment of genuine collaboration in which all people, including myself, feel empowered to express their individual and collective potential.

11. I will respect our differences. I will bring a spirit of cooperation and caring to my interactions with others, and an understanding that objectives are often the same even though methods for achieving them may differ.

12. I will work to build a safe environment where everyone can participate fully regardless of style. I will consider and respect the quieter participants.

13. I will resolve problems constructively. I agree to take problems, complaints and upsets to the person(s) with whom I can resolve them, at the earliest opportunity. I agree not to criticize or complain to someone who cannot do something about my complaint, and I will redirect others to do the same.

14. I will keep any agreements I make.

15. I am open to participating in modifying these guidelines as the group evolves.