The Next ORSC Call Is Scheduled for Monday, September 15 6 Pm ET

Ontario Regional Steering Committee call Monday September 15, 2008 6:00-7:40pm

Present: Elaine Murphy (Chair), Darren McKee, Randalin Ellery, Laura Harris (left at 7:27 pm), Hannah Bontogon, Victoria Harnett, Marty Venalainen (joined at 6:46 pm)

Regrets: Alex Seeback, Meyer Brownstone [provided feedback re elections via email], Natalie McClure, Margaret Hancock, Don MacMillan

Minutes: Elaine Murphy

Note: Randalin has returned from Peru and will resume her role from Sean (see attached Contact List).

1. Review minutes of August 25 meeting . Changes to Aug 25 minutes: Meyer attended meeting; name to be added to list of attendees . Darren suggested that when changes to minutes are required the original minutes be modified by original minute taker and redistributed. Changes to minutes to be reflected as

2. Elections Elaine confirmed during the recent Membership and Volunteer Board Committee meeting that: . RSCs shall be constituted annually, commencing immediately after the holding of the Regional Assembly. o Marty will be put forth a motion at the September board meeting to change 6.3 (c) of the Rules and Procedures document from “organizing every three years at the Regional Assembly...” to “organizing every year at the Regional Assembly…” . RSCs are not required to follow National Election procedures i.e. nominations are not mandatory

Elections will be held at the ORA November 29-30, 2008.

With the exception of those people who were elected in 2006 for 3 years (Elaine, Hannah, Meyer) all ORSC positions (including RYL) will be up for election. Randalin, Laura, Hannah, Darren, and Victoria agree with Elaine, Hannah, and Meyer completing their 3 year term.

The following recommendations were adopted in order to attract members who are interested in governance, strengthen membership, and meet the guidance outlined in the Rules and Procedures document: . ORSC consists of a maximum of 12 members including 3 Directors and 1 staff . Term of Office for all elected RSC members is approximately 1 year (ORA to ORA). . ORSC may appoint RSC members on an interim basis if positions become vacant. . Dissolve the committee every year at the ORA. . Any Oxfam member who meets the Eligibility requirement (see below) may submit their interest in running for election and stand for elections at the ORA. . Representation from each campus group is not required (see following bullet). . Members of the committee do not "represent" their group or region, rather their focus is governance and fulfilling the responsibilities of the RSC such as: making recommendations to the board on policy, program, and organizational issues; and implementing board policy (among other activities). This also serves to achieve the goal of increasing gender, age, social, cultural, and skills diversity. . Increase the scope for the RYL to include holding monthly conference calls with the presidents of each campus group and representing the campus groups on the ORSC. ORSC members agreed to the following process: . Form Regional Elections Committee (REC) 60-90 days before the ORA . 2008 REC includes: Elaine, Marty, Meyer . Send an email to all Oxfam Ontario members and registered volunteers 45 days before the ORA (in 2008 the email would be sent on October 15) explaining the role of the ORSC and soliciting for members to stand for election. . Everyone (including the RYL) who is interested must submit a 300 word statement (general content to be suggested by the REC) to the REC at least 1 week before the ORA (in 2008 the deadline is November 21). o Meyer requested that the REC monitor self-nominations i.e. check for eligibility and diversity criteria o 300 word statements circulated to Oxfam Ontario members via email on Monday prior to ORA (in 2008: November 24) o 300 word statements to be available in printed format at ORA . Voting will by secret ballot by those members who are present at the ORA; mail-in ballots will not be accepted. o Each ballot will include the list of names of all candidates. Each voter may vote for the maximum number of available vacant positions (in 2008 there are 5 vacant positions) o For 2008: Ballots will be accepted from 9 am on Saturday, November 29 to Noon on Sunday, November 30 o 2008 results will be announced on Sunday at 12:30 pm . Candidates are not required to attend the ORA to stand for election (although attendance is recommended). . If 8 or fewer candidates run for election (in 2008: if 5 or fewer) then all are acclaimed.

Other Discussion Topics Regarding Elections: . Victoria requested that the REC check Oxfam membership in a respectful manner; under no circumstances should non-members be treated differently than members. Victoria also suggested that if nominations are taken from the floor a break should be requested so that the REC can check membership status and then approach the individual privately. . Marty suggested including the following statement in the elections information: ORSC reserves the right to make changes, if necessary. This enables the ORSC to extend the nominations deadline and/or accept nominations from the floor (at the ORA). . Victoria, Hasnat, Jennifer, and members of the ORSC to solicit for candidates to run for the ORSC. . There was a lengthy discussion about whether or not candidates should be allowed to speak at the ORA. It was agreed that candidates will be allowed to stand and say “Hello my name is…”. This was decided for three reasons: 1. Enables ORA attendees to identify candidates if they have questions and/or comments; 2. Will not be a considerable disadvantage to those candidates who are not able to attend the ORA; and 3. Ensures that candidates cannot go over an allotted time limit for speaking. . The suggestions below were discussed regarding candidate questions/discussions. A conclusion could not be reached on the best approach so this will be addressed on the October 8 ORSC call. . Hold a candidate conference call the Wednesday prior to the ORA. Members can submit questions in advance; once these questions are answered, questions will be taken from the floor. . Have a Q&A area at the ORA: ORA attendees to write questions on a flip chart with all candidates providing written answers. . Hold a Q&A session during lunch for those who are interested. Eligibility: 1. To vote: must be a member of Oxfam Canada (i.e. in the OC members registry) at least 1 month prior to election 2. To stand as a candidate: must be a member of Oxfam Canada (i.e. in the OC members registry) at least 1 month prior to election

RYL: 1. Eligibility: must be 29 years of age or less and be a member of Oxfam Canada (i.e. in the OC members registry) at least 1 month prior to election 2. Voting will be by secret ballot by eligible youth (29 years of age or less and who are members of Oxfam Canada i.e. in the OC members registry) who are present at the ORA; mail-in ballots will not be accepted.

Chair and Vice Chair positions are then elected from within the committee immediately following the adjournment of the ORA.

3. ORA: Toronto - November 29/30

Oxfam Partner Presentations Victoria reported: . those partners who will be attending the OI conference will have left Canada before the ORA; therefore, OI partners are not available. . Due to budget constraints there will only be 1 partner at the ORA. . Victoria is finalizing the details for a partner from Namibia who is working in the women’s leadership program to speak on the topic of HIV/AIDS. The program demonstrates women’s leadership through photography and is the first time the partner will be in Canada.

ORSC and Staff Presenters . See the attached updated agenda (ORA Agenda v2.doc) for presenter details

Logistics Update Hannah reported that: . The location of the ORA is the Multi Faith Center at University of Toronto campus at 569 Spadina Ave. . Breakout rooms are available . Kitchen access is available . The logistics team is working on catering . The logistics team is continuing to research the special event

Victoria reported that Mary Walsh may be available to speak at the special event and/or the ORA

Notification . Elaine recommended that three emails be sent to Oxfam Ontario members and registered volunteers announcing the ORA. Elaine provided the attached document (ORA Invitation_1.doc) as the recommended text for the first email and suggested it be sent the week of Oct 6. . Elaine recommended that the second email provide speaker details, and the third email to announce Mary Walsh’s attendance (TBD). . Victoria to review the attached document for accuracy regarding registration.

Registration . Due to time constraints registration was not discussed; this will be discussed on October 8 Travel and Accommodation: . Travel and accommodation for ORSC members is covered in full. Each member is expected to travel as economically as possible and must provide receipts to Victoria at the ORA. Accommodation will be arranged in advance by Oxfam Canada. o All ORSC members who require accommodation are to send an email to Victoria by the second week of October . Travel/accommodation subsidies will be available for general delegates; the amount available will be determined following the confirmation of other mandatory costs within the budget. Delegates wishing to be considered for a travel subsidy will be asked to include a request for subsidy on their registration form.

4. Next meeting: Elaine indicated that two ORSC members requested that the ORSC calls be moved from Monday evenings. It was agreed that going forward the ORSC calls will be held on Wednesday evenings.

The next ORSC call will be held on Wednesday, October 8 @ 6 pm ET