The Steering Committee shall select from among its members an Executive that shall consist of a Chairperson, Vice-Chair, Recorder/Secretary and Treasurer.

Chairperson

The Chairperson shall serve a two year term. The Chairperson shall prepare an agenda for, and coordinate, monthly Steering Committee meetings. The Chairperson shall facilitate discussion and decision making at these meetings, maintain a copy of the Steering Committee records (binder), and be the contact person for the Steering Committee with the Ministry and Community Agencies. The Chairperson will also sign all outgoing correspondence on behalf of the Committee and respond to requests for the information about the mandate, structure and functioning of the Committee.

At the first Steering Committee meeting following the Annual General Meeting, it will be the responsibility of the Chairperson to ensure that the following tasks are accomplished:

1.      map out the meeting times and places for the next year

2.      arrange for selection of members for each of the permanent sub-committees

3.      arrange for a review of the consensus building decision-making model

4.      facilitate a review of the previous year's accomplishments

5.      set goals for the upcoming year

6.      review how to work with interpreters

7.      review the organizational documents (as needed)

8.      ensure that there is a formal connection with identified community partners

Vice-Chair

The Vice-chair shall perform the duties of the Chairperson in the absence of or inability of the Chairperson to discharge the duties of that office, and shall also perform other duties as assigned by the Steering Committee. It is also understood that the Vice-chair, barring any unforeseen circumstances, will move into the Chairperson's position the following year.

Recorder/Secretary

The Recorder/Secretary shall be responsible for minutes at all Steering Committee meetings, and shall distribute them in a reasonable time before the next scheduled meeting. A consistent format will be used for the minutes. As part of the minutes, the Recorder/Secretary will prepare a task list, which clearly summarizes all tasks assigned, persons responsible and timelines involved. The Recorder/Secretary will also maintain a current membership and mailing list.

Treasurer

The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the Coordinating Committee/proper books of account. The Treasurer shall also present a financial statement or financial position of the Committee at regular meetings, or whenever required. An annual financial report will be prepared for presentation at the Annual General Meeting. The Treasurer shall also establish signing officers required for the distribution of funds, who shall be selected from the Steering Committee. The Treasurer shall also be selected from the Steering Committee.

The Executive as a whole will be responsible for reviewing the financial situation of the Steering Committee as needed, to make decisions around any fundraising needs and to develop a yearly budget.