April 2010 Play It Safer Network - About Us

Terms of Reference

Goal

To implement a community based (NorMan/Nor Sask) strategy to address HIV/AIDS, STIs & Hepatitis C & Harm Reduction through education, prevention, treatment, and medical and social supports

Membership

The group shall be open to anyone living in NorMan/NorSask who has an interest in issues related to HIV/AIDS, Hepatitis C, STIs, and Harm Reduction

 

The group will seek to have representation from communities and sectors within the NorMan/NorSask Membership will be of three types:

  1. Full Membership - includes individuals/organizations who commit a minimum amount of time to the Network.  This would include attendance at meetings and participation in some other type of activity related to the Network.
  2. Members at large - includes individuals who do not participate on a regular basis, but continue to receive information from the Network. Minutes from the meetings and special announcements are sent to members at large to keep them informed as to the activities of the Network, allowing them to participate on an “as needed” or relevant basis.
  3. Project Partners – Theses are individuals/organizations who participate on specific projects only, such as Building Community Around Hepatitis C and Play It Safer Phase II.

Quorums and Meetings

A quorum shall be a simple majority of the members of the Play It Safer Network. The members present shall constitute a quorum.

Meetings shall be held on a regular basis (minimum of quarterly) with additional meetings at the call of the Chair.

Committees

  1. Standing Committees – committees where the work is ongoing from year to year. Current Standing Committees are:
    Website Committee
    Play It Safer Phase II Project Management Committee
    Finance Committee
    Fund Raising & Public Awareness Committee – one member from each community on the network will form this committee and they will recruit as necessary
    Hepatitis C Awareness Week Committee
    HIV/AIDS Awareness Week Committee
  2. Ad Hoc Committees – committees where the work is self-limited. Current Ad Hoc committees are:
    Focus Group Committee
    AIDS Photo Exhibit Committee
    Ad Hoc committees will be formed for special projects.

Responsibilities

  1. To secure funding dedicated to HIV/AIDS, Hepatitis C, STIs, and Harm Reduction
  2. Develop a Public  Awareness Strategy for HIV/AIDS, Hepatitis C, STI, and Harm Reduction information & services
  3. Facilitate HIV/AIDS, Hepatitis C, STI, and Harm Reduction education programs
  4. To consult with and develop partnerships among community stakeholders. A stakeholder  may include anyone who is infected or affected by HIV/AIDS Hepatitis C and/or STIs. This includes agencies and organizations who provide community services.
  5. To increase community (s) ability to address the issues of HIV/AIDS, Hepatitis C, STI, and Harm Reduction  by using an approach that includes all stakeholders in the community. 
  6. To participate in Provincial and National HIV/AIDS, Hepatitis C, and Harm Reduction based organizations
  7. To recruit and maintain members who are actively involved in the network, from different communities in NorMan/NorSask by creating a supportive environment
  8. To advocate on behalf of or encourage others to advocate individually and systemically

Officers

The Officers shall be

  1. Chair
  2. Secretary
  3. Treasurer

Term of office will be a two-year period. Change on positions will be stagered.

An attempt will be made to have representation from a variety of communities

Duties of Officers

  1. Chair
    • Prepare agenda for meetings
    • Preside at meetings
    • Act as the primary contact for the group
  2. Secretary
    • Keep records of meetings
    • Ensure notice of meeting, agenda and minutes are distributed to all members
  3. Treasurer
    • Ensure financial reports are reported quarterly or as requested
    • Disburse funds and pay expenses approved by the group
    • Ensure that all records of all receipts and disbursements are maintained
    • Ensure that bank statements are reconciled with cheque book stubs
    • Act as signing officer of the group
    • Ensure that financial statements are reviewed annually by an external reviewer

Conflict of Interest

Members of the Play It Safer Network are expected to use integrity, impartiality and ethical conduct in carrying out Play It Safer Network business, and to prevent any actual or perceived misconduct, predisposition or conflict of interest.

Glossary

Network – a connection of individuals and organizations who come together to communicate, provide support, and mutual assistance on issues relating to HIV/AIDS, Hepatitis C, STI and the principles of Harm Reduction

Individual Advocacy – empowers people to act on their own behalf and/or to assist by acting on their behalf for the purpose of enhancing or increasing access to programs and services.  Advocacy is critical in spreading ideas, creating awareness, stimulating understanding and opening the door to action

Systemic Advocacy – attempts to influence outcomes – including public policy and resource allocation decisions within political, economic and social systems and institutions that directly affect people’s lives.  It has purposeful results: to gain access and voice in the decision making of relevant institutions; to change power and relationships; and to bring a clear improvement in people’s lives

These Terms of Reference shall be reviewed annually, or when requested by network members