Aboriginal Family Action Circle Terms of Relationship Preamble The Aboriginal Family Action Circle will be guided by the Wicihitowin Circle of Shared Responsibility Terms of Relationship, and together we call each other into the circle. We call to the Creator, Mother Earth, and our ancestors to hear our voice, as we stand together side by side as brothers and sisters, and commit to each other to do work for the common good of all. At the centre of our circle is a spiritual core that we call upon to give us guidance for the benefit of many generations to come. Ethics Some tasks are achievable if we uphold our work for the best interest of our children, youth, family and community. Each member of the Family Action Circle shall perform and complete the task volunteered for. Each member of the Family Action Circle must treat each other with respect and honesty. Each member of the Family Action Circle s expected role and responsibility for all of the parties to maintain trust in the integrity and objectivity of the Wicihitowin Preamble. If a conflict should arise between the Family Action Circle members, the conflict must be resolved in good faith between each member. Vision Through support, advocacy and promotion, the Family Action Circle will work together to achieve healthy Aboriginal families in the City of Edmonton. Mission Community identified priorities and concerns will guide the Family Action Circle to develop strategies, initiatives and projects to encourage the development of strong Aboriginal families in the City of Edmonton. Purpose Respecting the Wicihitowin - Circle of Shared Responsibility Terms of Relationship, the Family Action Circle is established to build, promote and strengthen new and existing partnerships aimed at addressing the community identified current and emerging priorities of the Urban Aboriginal families. Principles In addition to the WICIHITOWIN Circle of Shared Responsibility and Stewardship Four Guiding Principles: Relationship, Agreement, Celebration, and Renewal, the Family Action Circle recognizes that understanding requires the use of the following values: Honesty, Respect, Wisdom, Truth, Sharing, Honour, and Faith. 1
Elders Whenever possible, and when there is an event of significance, the Circle will seek the guidance of an Elder. The host will ensure that appropriate protocols are followed. Code of Conduct The Coordinating Committee (two chairs and the Secretariat) will consider inclusion of a Code of Conduct to be developed by the Wicihitowin Circle of Shared Responsibility. Procedures Decision Making - The Family Action Circle will make decisions based on the consensus model practiced historically throughout Aboriginal communities. All decisions will be made with the best interest of the Aboriginal community; member s will be honoured and respected for their decisions. Consensus Consensus means that everyone present agrees. Consensus is not reached when a member opposes to the decision. Further discussion is then required. Consensus is not reached when a member has expressed reservations but is willing to delay consensus because of those reservations. In the event that consensus cannot be reached on important issues, an Elder will be consulted. Meetings will take place on the fourth Thursday of each month from 1:30pm-3:30pm at alternating locations. Any additional meetings for planning and sub-committee work will be determined by the Action Circle. Membership All members of the Action Circle will conduct themselves in accordance with the Wicihitowin Terms of Relationship Values statement: We commit to working together for the greater good of the community. All our relations must be shaped and built upon the foundation of these values: Honesty Sharing Respect Honour Wisdom Faith Truth The Elders, Youth, Women s and Men s Circles will always have two seats available at the Action Circle meetings to reflect their interests. Members include any interested individuals, community groups, organizations, and all orders of government. In order to be functional and effective, this Action Circle will be made up of a core working group of interested individuals, community groups, organizations, and all levels of government that meet monthly. Regular meeting attendance is mandatory by core working group members or the designate. As well, in order to be on the core working group a one year commitment must be made. 2
Community Participation is welcomed; members can contact the secretariat for information regarding orientation sessions and information on the Action circles. It is the responsibility of participants to request minutes in order to be brought up to date on the progress and activities of the Action Circle. It is recommended that new members attend an orientation on Wicihitowin to become familiar with the activities of the circle and gain an understanding of how the processes work between the Wicihitowin Circle, Community Circles and between Action Circles. In order to be eligible to sit on the Board of Directors of the Wicihitowin Society, members of the Action Circles and Community Circles must have shown a minimum commitment of 6 months within the AGM year. The Action circle will identify their core working group. As members or Co-Chairs of the Action Circles, when speaking publicly, each individual needs to be clear who they are representing, whether it s the Action Circle, the individual or their agency. Responsibilities Co-Chairs It is understood that Co-Chairs of the Action Circles are volunteers, each Action Circle will have two Co- Chairs to share the responsibilities. Each Co-Chair should go through an orientation process provided by Wicihitowin that will speak to their responsibilities. Included in the orientation will be a package that will have a template of the Wicihitowin Circle report. It is anticipated that there will be some mentorship between co-chairs or for new co-chairs from the more experienced Co-Chairs or members of the Action Circle. Co-Chair terms will be flexible in the event that there is a new Chair. In the event that the Co-Chair(s) level of commitment is not there, the Co-Chair(s) need to step down to ensure consistency and moving forward on the work of the circle. Co-Chairs will work together to decide who will attend the Wicihitowin Circle, and what events will be attended by the co-chairs. Wicihitowin Circle One Co-Chair will provide Circle representation on the Wicihitowin Circle of Shared Responsibility. Will assist in development of report to the Wicihitowin Circle Will deliver report to Wicihitowin Circle Will report back to Action Circle about the Wicihitowin Circle. Participate in the Community Assessment Tool (CAT) completed once a year as a member of the Wicihitowin Circle. In the event that neither Co-Chair is available to attend the Wicihitowin Circle, the Co-Chairs will ensure that a designate from the Action Circle is identified to deliver their report to the Wicihitowin Circle and that the information from the Wicihitowin Circle meeting is shared with the Action Circle. Before and After Action Circle Meetings The Co-Chairs will work together to designate who will be responsible for the pre-meeting preparation. One of the Co-Chairs will be designated work with the Secretariat on all the business to be discussed at the meeting. 3
One of the Co-Chairs will work with the Secretariat to prepare the agenda for the meeting. One of the Co-Chairs will check the minutes of the previous meeting for accuracy and be acquainted with any reports, correspondence, business etc, which will be presented at the meeting. Co-Chairs will work with the Secretariat to ensure that tasks which were to be completed between meetings are completed. At Action Circle Meetings Co-Chairs will alternate leading and closing the meeting. Co-Chairs will open the meeting. Co-Chairs will conduct the business of the meeting and according to the order of the agenda unless it is altered with the consent of the meeting. Co-Chairs will confine discussion to the item actually before the meeting and see that it is dealt with and settled before passing on to the next. Co-Chairs will allow free and if necessary, formal debate. Co-Chairs will give all those wishing to speak an opportunity to do so. Co-Chairs will say who is to speak, if two people should speak at the same time the Chair s decision on such points is final. Co-Chairs close the meeting when all matters are completed. Selection Process for Co-Chairs Two Co-Chairs will be appointed by the Action Circle members. Terms of office will be staggered, 2 years for one Co-Chair and one year for the other Co-Chair to start, this is to ensure continuity of leadership within the Action Circle. Nominations for the Co-Chair position will be held at an Action Circle meeting, if there is more than one candidate, the circle will decide by consensus on the Co-Chair for the Action Circle. In the selection of a co-chair, consideration will be given to members with expertise in the area of the action circle and have demonstrated commitment through attendance to the Action Circle. If the position becomes vacant then the new co-chair will be appointed in the interim. Start date would be final approval date of the Wicihitowin Circle. Chair candidates will meet the Transformational Leadership criteria as described in the Wicihitowin Circle of Shared Responsibility definitions being: Organizationally, a transformational leader is a person or organization with the merit and experience to provide the role of speaker or leader on a given issue, selected consensually by the Circle to carry out a function, task or responsibility 4
Individually, a transformational leader is one with vision, purpose, passion and the recognition and encouragement of each individual s growth and contribution. A transformational leader challenges the status quo and prevailing assumptions and beliefs. Secretariat Responsibilities The Secretariat will distribute meeting minutes, meeting notices/invitations, ensure the distribution of shared information, maintain a database of participants, and prepare meeting documents. The Secretariat will provide administrative documents for Action circle meetings, subcommittee meetings, Wicihitowin Circle meetings. The Secretariat will develop a co-chair orientation and deliver to incoming co-chairs to the Action Circles. The Secretariat will work in conjunction with the Action Circles to update their webpages on the Wicihitowin website. The Secretariat will develop new agendas, these agendas will include a for discussion, for decision or for information on them. Membership Responsibilities Members will participate in the Collaborative Granting Process (CGP) Proposal review/ranking committee for action circles. Committee participation is required. To expedite the Action Circle meetings Members are encouraged to for review minutes prior to meetings, share information about their respective community group, agency, or level of government, and report back to the Circle, and are welcomed to extend an invitation to other interested people. Members promote and respect Wicihitowin Circle of Shared Responsibility organizational mandates and representation. As well, members promote and respect each other s organizational mandates and representation. Members who are representing community groups, organizations, and all orders of government have a responsibility to report back to their respective community groups, organizations, and orders of government. Members are responsible for completing action items that arise from the Action Circle meetings. Members must be able to complete tasks to help the Action Circle move forward on their goals and action items. Members of the Action Circle will report back to the community on the activities of the Action Circle at the Community Gathering. New members are encouraged to attend an orientation session and review their orientation package prior to the meeting. This is to ensure that meetings proceed in a timely fashion and the Action Circle can proceed with the agenda for the meeting. Committed members and partners respond to community identified needs through their active participation. The host will ensure that appropriate protocols are followed. Subcommittees 5
If the need should arise for a sub-committee within the Action Circles to work on specific projects. It is the responsibility of the sub-committee to record their meeting notes and report back to the Action Circle on the results of their meetings. The Secretariat will be responsible for providing administrative documents necessary for the meeting. (ie., workplans, meeting minutes, etc.) The Secretariat will assist in coordinating the subcommittee meetings and providing meeting space at Wicihitowin. Goals An annual work plan will encompass goals and actions that will incorporate priorities identified by the community and Family Action Circle. The work plan will be reviewed on an annual basis and will be a standing item for minutes. 6