Operating Guidelines
2008
Mecosta Osceola Great Start Collaborative
Operating Guidelines
Vision
:All children will enter kindergarten safe, healthy
and ready to succeed in school and in life.
Mission Statement:
The purpose of the Mecosta –Osceola Great Start is to assure a coordinated system of community resources and supports to help families provide a great start for their children from birth to age five.
ARTICLE I: NAME
The name of this committee is the Mecosta-Osceola Great Start Collaborative, hereafter referenced as either the GSC or the"collaborative".
ARTICLE II: AFFILIATION
Under the direction and guidance of the Early Childhood Investment Corporation – (ECIC) this is the official collaborative committee. We are engaged in the planning and enhancement of the Mecosta and Osceola Intermediate School District early childhood education, care and parenting services system.
ARTICLE III: PURPOSE
The purpose of this collaborative committee is to:
Participate in the on-going process of making decisions about the nature and operation of early childhood-related programs and services in Mecosta and Osceola ISD district.
Assist the local Great Start Collaborative Coordinator in accomplishing early childhood-related tasks, goals and objectives to improve the local system.
Assist in the development and implementation of a local early childhood and parenting services action plan.
Initiate suggestions for local systems improvement.
Encourage parent participation.
Assist in recruiting volunteer efforts and local support, including philanthropic, faith-based, public and private support.
ARTICLE IV: MEMBERSHIP
An initial membership list has been developed as part of the grant proposal, and is based on requirements developed by the ECIC as part of the grant approval process.
Required members are as follows:
Parents
Business leaders
Philanthropic and charitable organizations
Faith-based organizations
Intermediate school district
Local publicly funded health, mental health, and human services agencies
Managed care health plans and health care providers
Family court and juvenile court
Early On Michigan and preschool special education
Early care and education professional development providers, including Community Coordinated Child Care (4Cs)
Head Start and the Michigan School Readiness Program
Child care providers
The K-16 education community, including the local education agencies and community colleges
Local policy makers, and other elected officials from municipal government
Other membership requirements:
Parents (birth, adoptive, foster, non-custodial or legal guardian) must constitute at least 20 percent of the total membership, be reflective of the ethnic and racial makeup of the community, and be parenting children age 12 or younger. Parent members will receive financial reimbursement for expenses incurred as a member, and have access to professional development and mentoring opportunities.
The members of the collaborative, with the exception of parents, will have authority to commit funds, staff and/or other resources on behalf of their organization.
Communities may include other members on the Great Start Collaborative whom they deem appropriate and necessary to the work of the collaborative. Members complete a Memorandum of Understanding agreement and receive an orientation packet to insure an understanding and commitment to the mission of the collaborative. Updated membership lists will be provided to members as necessary at regularly scheduled meetings.
ARTICLE V: Membership Responsibilities
It is crucial to the success of the Mecosta Osceola County Great Start Collaborative to have an active and engaged membership. ECIC requires that at least 75 percent of the Great Start Collaborative members attend scheduled meetings. There will be a minimum of six collaborative meetings held per year. The membership provides overall direction in the governance and operations of the collaborative, appoints committees to undertake specific functions of the collaborative, and assures accountability for commitments made within the collaborative and the community.
Membership duties include but are not limited to:
A commitment to attend meetings or send a designee
Appoint committees, and/or workgroups for specific tasks
Provide direction, resources and support for committees and workgroups
Cooperate with providing necessary statistical and other information needed by the collaborative.
Review progress, and ensure coordination throughout the assessment and strategic planning process
Assure accountability for commitments made within the collaborative and the community
Keep the Coordinator informed of any changes in membership, contact information, or availability of time and resources
Participate in and/or provide for professional development and mentoring opportunities when necessary
Make a good faith effort to contribute toward fulfilling the mission and purposes of the Mecosta Osceola Great Start Collaborative
ARTICLE VI: EXECUTIVE COMMITTEE
This organization shall democratically elect the following officers from the membership of the Great Start Collaborative. If necessary, the Executive Committee may conduct any business not acted on at a regular scheduled meeting to respond to unforeseen deadlines such as, but not limited to, grant responses.
The Executive Committee shall consist of the following members:
Chairperson
Vice-Chairperson
Great Start Coordinator
Parent Liaison
Chairperson from each standing committee
Responsibilities of officers are as follows:
Chairperson:
Preside at Great Start Collaborative meetings
Consult with the Project Coordinator prior to meetings
Provide a collaborative leadership style
Appoint members to committees and workgroups when necessary
Act as the spokesperson for the GSC when requested by the Great Start Coordinator
Vice-Chairperson:
Will serve as the Chair Elect
Preside over meetings in the absence of the Chair
Fulfill the duties of the Chair in the event the Chair is unable to do so for any reason
Serve out the term of the Chair in the event that he/she is unable to complete the term of office
Notify the Project Coordinator in advance in the event that neither the Chair or Vice-Chair will be present and able to preside at a scheduled meeting
A. The total numbers of meeting scheduled annually will be between six and ten. Members or
their representative, are required to attend a minimum of 80%.
B. Vacancies: If an officer has three (3) unexplained absences from meetings, the Executive
Committee will review their membership, and they may be replaced by the membership.
C. A member or member agency with absences greater than 20% per year may be sent a letter
from the Chair regarding attendance.
D. Officers will be elected by a majority vote of the members present and will take office at the
first Collaborative meeting that follows the election.
E. Offices will be held for two (2) years with the opportunity to serve a second term based on
membership vote. No officer will be eligible to serve in the same position for more than two
consecutive terms. The Vice Chairperson will serve as Chair Elect.
F. Members will serve on committees as needed.
ARTICLE VII: MEMBERS
Members of the Great Start Collaborative, in cooperation with the Great Start Collaborative Coordinator, will determine by majority, the frequency, location and time of meetings.
Members will receive notification of meetings at least one week before the meeting is scheduled.
C. Business decisions regarding the collaborative will be made by majority vote of those present at the collaborative meeting.
D. The GSC will use the "one agency, one vote" rule as a guideline for voting purposes. Although our GSC partners can have a designee to attend meetings, only one person in attendance is able to vote on their agency's behalf.
ARTICLE VIII: COMMITTEES
The GSC will be undertaking specific tasks, and will accomplish the detailed work of these tasks and processes via the use of committees and workgroups. Additional committees may be established as needed. Standing committees for the second year of the GSC project will include:
Executive Committee: Share administrative oversight
Communications Committee: Design a community communications plan that will promote early childhood initiatives as a priority for Mecosta & Osceola Counties.
Finance Mapping Committee: Mapping existing funding of early childhood supports & services. Provide analysis of existing resources.
ARTICLE VIII: QUORUM
Members present constitute a quorum.
ARTICLE IX: VOTING
Each collaborative agency will have one vote. If an interested party sends more than one representative to the GSC meeting, the voting representative must be identified. No representative shall cast a vote for more than one party at any meeting. A simple majority will make decisions.
ARTICLE X: PROCEDURES
Roberts Rules of Order will be followed in all cases where they are consistent with GSC By-Laws.
Conflict Resolution:
The GSC values and encourages the injection of new perspectives. The GSC recognizes that in collaborative decision-making, areas of conflict and disagreement may arise. The GSC believes that who is right or wrong is not of concern. The exchange of perspectives and points of view - not the selling of them - is the issue. Therefore, the GSC will address areas of conflict and disagreement by implementation of a Skillful Discussions model:
Areas of Conflict and Disagreement will be addressed within the GSC meeting by:
a. Exploring impasses.
1) Identifying the areas of agreement.
2) Clarifying the points of disagreement.
Exploring the Facts: What is the data and what does it tell us?
Exploring Methods: How should we do what we need to do?
Reviewing Goals: What is our objective?
Reviewing Values: Why do we think it must be done in a particular way? What do we, as the GSC, believe in?
b. Reaching group consensus so that the GSC can move ahead on the areas of agreement?
c. Continuing to address the points of disagreement as the project develops.
2. When areas of conflict and disagreement cannot be resolved or impede the
process within the GSC, the assistance of a consultant or mediator will be
obtained.
3. Funding Decisions:
A prioritized list of needs will be developed and used for future funding decisions. Members will vote on the priority list of needs to be addressed (time permitting) at a regularly scheduled GSC meeting. The prioritized list will be reviewed at the semi-annual strategic planning meetings and then forwarded to the Executive Committee.
Whenever possible, all members will be notified when grant funds are available. This could be accomplished via email, fax, special meetings, and regularly scheduled meetings, time permitting.
When funds become available, the Executive Committee will meet to determine if the goals of the new funding fit with the GSC strategic plan. If it is determined that there is a good fit, the Executive Committee will use the GSC strategic plan and priority list to develop a recommendation for funding. The Executive Committee will present their recommendations to the GSC membership. This could be done via email, fax, and special meetings, if time permits. The membership will vote on Executive Committees recommendations at the next regularly scheduled meeting (time permitting), or a special meeting will be called for this purpose. In extenuating circumstances, such as short deadlines, the Executive Committee's recommendations will be adopted; otherwise, recommendations will be presented at the next regularly scheduled GSC meeting.
ARTICLE XI: AMENDING OPERATING GUIDELINES
These operating guidelines will be reviewed annually, and may be amended by a majority vote of the GSC members. Recommendations to change or amend these guidelines may be made by any member of the collaborative by submitting the proposed changes to the Executive Committee for review and formal presentation to the membership.
The first draft of proposed amendments will be prepared by the Coordinator based on relevant available documents as provided by the ECIC as part of the request for proposal and grant award process. The draft will be reviewed and refined by the members. A revised draft will be presented at the next collaborative meeting. The Mecosta Osceola County GSC membership will vote on the adoption of the revised draft. The procedures and amendments clause will become effective upon adoption of the revised draft.