Accountability:

The PIHLO Executive Committee is accountable to the Partners in Healthy Living Ottawa membership.

Membership:

Membership consists of the following:

• 3 Executive Officers which includes a Chair, Vice Chair, and Past Chair, which have been selected by the Partners in Healthy Living Ottawa membership

• Members are selected by and represent each of the active coalitions. Ottawa Public Health staff may serve as alternates when the regular member is not available or as members in exceptional circumstances.

• Representatives from specific organizations or partner coalitions. In 2007, these members are the following:
  • Ottawa Public Health - acts as the fiscal agent and supports the structure and the activities.

  • Heart and Stroke Foundation of Ontario - Rationale based on the role Heart and Stroke plays as a link to Ontario Heart Health Program at the provincial level.

  • The Canadian Diabetes Association, since it has worked with Partners in Healthy Living for several years and was an important contributor to the broadened focus.

  • Ottawa Public Health is allowed two members maximum on the Executive Committee. Staff providing support to the Committee or Sub-Committees do not vote or participate in the decision-making.

Partners in Healthy Living Ottawa Executive Committee Functions:

• Links with the Ministry of Health Promotion through the Health Department

• Provides input into the semi-annual reports to the Ministry of Health

• Plans and implements the policy/procedural decisions of Partners in Healthy Living Ottawa (including funding allocation process)

• Participates as a partner in the implementation of the Partners in Healthy Living Ottawa plan

• Plans events

• Acts as Nominating Committee for chairmanship for Partners in Healthy Living Ottawa Committee

• Plans and provides input into the Partners in Healthy Living Ottawa Committee meetings

• Conducts an annual review of the terms of reference and procedures of Partners in Healthy Living Ottawa.

• Conducts strategic planning sessions every 2 years.

Role of the Members:

Members of the Executive Committee serve the following functions:

• Contribute to the functions outlined above

• Periodically review the activities of Partners in Healthy Living Ottawa and the activities of the committee/ groups/coalitions they represent.

• Act as a link from the Executive Committee back to the committee/group/coalition they represent

• Contribute to the development of city-wide activities, which support the whole of Partners in Healthy Living Ottawa as well as specific components within the coalition.

• Attend meetings and/or provide an alternate

Functions of the Chair:

The chair of the Partners in Healthy Living Ottawa Executive chairs all meetings, works with the Coordinator on day to day issues, and represents the Partners in Healthy Living Ottawa Executive Committee as required.

Decision Making:

• A quorum is required for decision making

• All members of Partners in Healthy Living Ottawa can participate in the discussions.

• Final decision is by majority vote of Executive Committee members.

• The Partners in Healthy Living Ottawa Executive Committee can create ad hoc committees and delegate decisions to be made by these sub-groups

• Between meetings, some decisions can be made by fax, email or phone survey of members at the discretion of the Chair.

Frequency of Meetings:

Partners in Healthy Living Ottawa Executive Committee will meet 4 times per year or as required. Members, or their representatives, should not miss more than two consecutive Executive Committee meetings per year. If a member misses two consecutive meetings, the Executive Committee can ask the sub-committee or partner coalition/committee to select another representative.

Quorum:

The Partners in Healthy Living Ottawa Executive Committee will require 50% of its membership in order to make decisions.

Minutes:

Minute taking distribution and retention will the responsibility of Ottawa Public Health.

Ottawa Public Health Role:

Ottawa Public Health is the sponsoring agency through which the Ontario Ministry of Health Promotion funds flow to Partners in Healthy Living Ottawa. As well as being the fiscal agent, the Health Department is a partner agency within Partners in Healthy Living Ottawa which functions as an autonomous community owned coalition.

Coordination and Administrative support for partners and initiatives are designated by Ottawa Public Health as part of the in-kind contribution under the terms of the funding.

(Approved by Regional Heart Beat Committee and Regional Heart Beat Executive Committee Summer 1998. Update July 2007.)