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The Coordinating Council (TCC)
of Calhoun County
  Operating Guidelines
 

 

August 2001
 

VISION
The vision of The Coordinating Council (TCC) of Calhoun County is to achieve optimum health, safety, and well being of all people in Calhoun County.

VALUES
The vision will be accomplished through collaborative leadership, prevention strategies, positive youth development and a focus on outcomes.

PURPOSE
The purpose of the TCC is to:

  1. Provide a county-level structure to be used for planning, coordination, collaboration, and development of human services, with a principal focus on prevention and improved outcomes for children and families in Calhoun County.
     

  2. Function as Calhoun County’s “Multi-Purpose Collaborative Body,” in conjunction with State of Michigan systems reform efforts, in order to bring together collaborative multi-agency initiatives and set priorities for the allocation, re-allocation, and repositioning of resources for children, youth, and families.
     

  3. Engage in the review and evaluation of programs and activities to determine their effectiveness, duplication of service, gaps in existing service, and customer satisfaction.
     

  4. Encourage and advocate for the establishment of effective services based on: (a) needs assessments, (b) thorough review and analysis of alternatives, (c) pooling of resources, and (d) a community systems approach.
     

  5. Assure that asset/strength-based approaches are used in working with families, neighborhoods, and communities, and that diverse consumer and community participation exists throughout the TCC process.  

    MEMBERSHIP AND FINANCIAL SUPPORT POLICY

    Membership

  1. Membership is open to any group located in Calhoun County which is committed to the vision and mission of the TCC, is actively engaged in providing human services, or advocating for services which contribute to the TCC’s goals.
         The “chief executive” of a member group shall be the attending representative at monthly TCC meetings. Designees or representatives other than chief executive officers must be fully authorized and prepared to represent, make decisions and commitments, and allocate resources on behalf of their organizations. Other persons desiring to attend TCC meetings may do so, space permitting.
     

  2. Workgroup chairs will be considered members of the TCC.
     

  3. Requests for TCC membership may be submitted by the CEO or leader of the requesting membership organization or groups in letter form to request membership. The letter should be addressed to the current TCC Chairperson. Requests should include a statement about the mission of the organization/group and a brief description of its activities which support the goals of the TCC. The TCC Chair will review the application and action will be taken at the TCC meeting following receipt of the letter, providing the agenda has not been sent to the group. If the agenda has already been dispatched the membership request will be acted upon at the following meeting. The Chair will accept feedback on requests from TCC members up to the day before the TCC meeting where the membership will be on the agenda.

    Financial Support

  1. As the previous voluntary “Ownership Sharing Policy” was unsuccessful in raising funds to meet annual revenue goals, and as there is an increasing need to raise local funds to achieve the work of the TCC, and as it is important that those able to financially contribute do so for increased local ownership in the TCC’s work, and as it is important not to exclude those that cannot financially contribute, the TCC resolves that financial support will be required of  TCC members.

  2. Membership contributions will be based on 3/10 of 1% (.003) of the member group’s latest annual total operating expenses, with a maximum contribution of $2,000 per year. (Changed September 25, 2003)

  3. The Chairperson shall have the discretionary privilege to approve individual requests for special payment arrangements due to financial hardship. Such exceptions or special arrangements shall be subject to annual review.

  4. Reports of contributions will be made to the TCC on a periodic basis.

    OFFICERS
    A Chairperson and Vice-Chairperson will be elected annually to coincide with the fiscal year of October 1 through September 30, by consensus of the members present. Officers will serve for a period of one year, until the next annual election of officers. There is a two year limit on each officer position (the Chair may serve for two years and the Vice Chair may serve for two years).

    The duties of the Chairperson will include:
    1. Serve as leader of the TCC.
    2. Attend and preside over meetings.
    3. Work with the TCC Director and Vice-Chairperson to
        plan meeting objectives and agenda.

    The duties of the Vice-Chairperson will include:
    1. Work with the Chairperson and TCC Director to plan
        meeting objectives and agendas.
    2. Assume the duties of the Chairperson in her/his absence.

    COMMITTEES

    1. Operations Committee
    Charge: To annually (1) draft the TCC operating budget and project associated revenues; (2) review the TCC Director’s performance based on annually agreed upon outcomes; and (3) recommend contract terms for the TCC Director position.

    RESPONSIBILITIES OF THE MEMBERSHIP

    The membership provides overall direction in identifying and prioritizing local planning and coordination issues. It is the responsibility of the TCC members to commit their agencies to the purpose of the Council, fulfill commitments made by the Council, appoint representatives of their agencies to serve on workgroups as appropriate, participate in and support the purposes and functions of the Council, and act as liaisons to their respective agencies, at the local, state, and national levels.

    Membership duties include:

  1. Meet on a regular basis.

  2. Identify service delivery and prevention planning issues.

  3. Design and appoint workgroups.

  4. Designate a lead agency for each issue to oversee the operations, staffing, and outcomes for each workgroup.

  5. Review workgroup recommendations and action plans, and support workgroup activities, recommendations, and requests for support as adopted by the TCC.

  6. Initiate and support appropriate implementation steps.

  7. Assure input and participation of diverse segments within Calhoun County.

  8. Keep state agencies informed and advocate for systems changes.

  9. Assure accountability for commitments made within the TCC and the community.

    RESPONSIBILITIES OF WORKGROUPS

    Workgroups are sanctioned by the TCC with each operating within a specific charge. Workgroups are issue-or age specific and consist of representatives from across the county, usually middle managers and service staff appointed by their directors. Workgroups are chaired and staffed by a designated lead agency. Workgroup types include: (1) Implementation, (2) Study, (3) Grant Funded, and (4) Endorsement.

  1. Implementation workgroups are charged with the implementation of strategies to achieve specific results; where the issue has already been studied, outcomes and strategies have been identified and a measurement system is in place to assure success.
     

  2. Study workgroups are established for the purpose of developing an action plan or investigating or assessing a specific issue or target population. These workgroups should be time-limited and should receive clear instructions for their work by the TCC.
     

  3. Grant Funded workgroups are those grants which are obtained by the TCC and are monitored by the TCC for compliance, fiscal management, and achieving outcomes.
     

  4. Endorsement workgroups are those who must be endorsed by the TCC membership in order to receive funding but are essentially self-sufficient, using the TCC as a resource. 

    Workgroups may develop a community prevention plan based on the identified need using the following criteria:

  1. A definition of the problem and a risk and resource/strength analysis of at-risk populations and risk conditions.
     

  2. A review of existing delivery systems, prevention services and roles of community agencies and organizations.
     

  3. A plan for the development and promotion of prevention services and relevant strategies.
     

  4. An exploration of funding sources.
     

  5. Formulation of recommended plan of action for consideration by the TCC.


    TCC MEETINGS AND PROCEDURES

  1. Meetings of the TCC shall generally be held ten times per year, on the fourth Thursday of the month from 8:00 AM until 10:00 AM. The TCC does not meet in July or November, and meets the first Thursday in December rather than the fourth due to the Christmas holidays. All meetings will be held at the Calhoun County Intermediate School District when possible. If the CISD is not available and alternative site will be identified and indicated on the agenda dispatched prior to the meeting.
     

  2. A quorum shall consist of at least one-half (1/2) of the membership of the TCC.
     

  3. Decision making by consensus shall guide actions of the meetings of the TCC unless otherwise noted. Consensus is defined as: A decision which every member of the group can support, even if the decision is not every member’s preference. Criteria for determining consensus are: Was I heard? Can I live with it? Does it offer an outcome I can accept? Can I represent the decision to others?

    Adopted: April 25, 1996
    First Revision: July 25, 1996
    Second Revision: March, 1998
    Third Revision: August, 2001

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