Download Project coordination team - Ontario Centre of Excellence for Child

AMALGAMATION PROJECT COORDINATION TEAM
TERMS OF REFERENCE
PURPOSE
The Project Coordination Team will provide overall coordination to the amalgamation process by
ensuring that all organizational systems, structures and programs/services are designed to meet
established standards of practice and contribute to achieving positive outcomes for children, youth and
families. This team will support the vision, mission, values & strategic directions of the new organization
through the promotion of excellence in all aspects of operations and service delivery.
The Project Coordination Team will:
Develop and sustain linkages to:
 Project Teams
 CATCH (Cross Agency Teams for Change)
 And other key stakeholders as requested by the Project Lead;
Work in collaboration with the Amalgamation Coach in supporting, guiding and mobilizing the
Project Teams, CATCH and other key stakeholders as requested by the Project Lead;
Prepare the Amalgamation Plan for submission to the Commission by the TASC (Tri-Agency
Steering Committee);
Prepare the Amalgamation Implementation Plan for submission to the Commission by the TASC
(Tri-Agency Steering Committee);
Participate in Amalgamation Network Teleconferences and any other “networks” as requested
by the Project Lead;
Develop and implement consistent practices, templates and processes for information
management as it relates to the amalgamation;
Develop processes to ensure the integration of the following foundational elements into the
design of the new organization:
 Quality Improvement
 Organizational Health
 Communication Strategies
 Risk Management
 Key Stakeholder Engagement
 Leading Practices

French Language Services;
Serve as active members of the Quality Improvement and Communication Project Teams;
Develop and implement ongoing and consolidated communication strategies to support the
amalgamation process, and
Adhere to the vision, mission, values and principles of the Tri-Agency Amalgamation in the
fulfillment of their tasks.
ACCOUNTABILITY /REPORTING MECHANISM
The Project Coordination Team will report to the Project Lead. The Project Coordination Team will
prepare reports and make presentations at the request of the Project Lead to various teams,
committees, etc. associated with the amalgamation process.
The Project Coordination Team will develop for review and approval by the Project Lead, Tri-Agency
Senior Management Team and the Tri-Agency Steering Committee a comprehensive workplan detailing
objectives, activities, responsibilities, resources required, timelines, indicators of success and outcomes.
This workplan will guide and support the work of this project team.
CHAIRPERSON OF THE TEAM
The Chair of the Project Coordination Team will be shared equally among its members. The Chair will be
responsible for keeping the Project Lead informed of the activities of the Project Coordination Team.
The Chair shall:
ensure that the meeting notes of the meeting reflect the major points of discussion and record
decisions being made;
ensure distribution of the meeting notes to all members and to the Project Lead and Tri-Agency
Senior Management Team;
ensure that the tasks assigned to the members are completed within the specified timeframes;
conduct meetings in a fair and efficient manner; and
provide an opportunity for all members of the Project Coordination Team to participate in
meeting discussions.
TEAM COMPOSITION
The Project Coordination Team shall be comprised of:
Information and Privacy Officer of Timiskaming Child and Family Services
Project Coordinator of Child and Family Services of Timmins and District
Quality Assurance Manager of Child and Family Services of Timmins and District
Agency/stakeholder representatives may be invited to specific Project Coordination Team
meetings to provide expert guidance and advice, as required.
TEAM MEMBER CONDUCT
The Project Coordination Team members shall:
conduct business in the best interests of the amalgamation process and the new organization;
be prepared for each meeting by reviewing information in advance when required;
attend and participate in all meetings;
work collaboratively with team members, and
accept assignments/tasks in an effort to complete the work required.
MEETING SCHEDULE
The Project Coordination Team will meet on an as needed basis as well at the discretion of the Project
Lead, Richard Lambert-Bélanger. As much as possible, the Project Coordination Team will meet via
Skype and teleconference to minimize travel time and costs.
When it is determined by the members of the Project Coordination Team that a face to face meeting is
necessary these meeting will be held in Timmins or Kirkland Lake. Meetings will be held in other
communities throughout the Tri-Agency catchment area, as agreed upon by the Project Coordination
Team members.
MEETING PROTOCOL
A meeting agenda, meeting notes of the last meeting and supporting documentation will be made
available to all members.
The Consensus Decision-Making Model shall be used by the Project Coordination Team. The Tri-Agency
mission, values, beliefs and principles, as well as regulations, standards, legislation and policies shall be
foundational to all decisions and/or recommendations made by the Project Coordination Team.
Approved on:
Reviewed/Revised:
Reviewed/Revised:
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