2007 AIDS Walk for LifeNAC Information Teleconference

Tuesday, February 13, 20071:00 pm, EST

Call-in: 1-866-560-7729, Code: 8264565244

2

Agenda What is the NAC? What’s new? Criteria Roles and Responsibilities

CAS Representatives

NAC Values Selection Process Transition Process

3

What is the NAC? NAC Terms of Reference, Section 1.5:

The role of the NAC is to support the execution of an effective AIDS Walk for Life campaign by providing direction to the Partners that is informed by the needs of all AIDS Walk for Life Participants and local AIDS Walk for Life coordinators. The NAC is designed to provide opportunities for two-way communication between the Partners and Participants in the AIDS Walk for Life, and to facilitate greater understanding, communication, and national strategic coherence.

The Partners include: the Canadian AIDS Society, the AIDS Committee of Toronto, and the BC Persons With AIDS Society

4

What is the NAC? The National Advisory Committee (NAC) is the voice of the Participants in the AIDS

Walk for Life

The NAC offers advisory recommendations made via consensus to the Partners

The Partners are the decision-making body for the AIDS Walk for Life Have equal and shared final authority for implementation of the national Walk Take into consideration the views and recommendations of the NAC when making

decisions

All costs associated with the NAC are covered by CAS and the Partners

5

What is the NAC? The NAC is made up of representatives from Full Participant Walk sites from coast to

coast to coast, as well as the Partners

Regional members are selected by their peers: other Walks in their region

Selection is democratic, fair, and open

Meetings Teleconference 2-4 times per year Face-to-face once per year (October) Ad-hoc teleconferences (as needed)

6

What’s new? Goals:

To make the NAC more effective and responsive to the sites To increase regional communication among Walk sites To decrease operating costs in order to invest additional funds in other areas of

the Walk and offer new and improved services, supports, and materials to the sites

NAC will advise all of the Partners directly

Funds for NAC: CAS National sponsorship money via the Growth Fund

7

What’s new? New NAC composition

7 regional representatives (voting)

• BC• Prairies• Ontario• Quebec• Atlantic• North• Aboriginal

3 Partners (non-voting)• AIDS Committee of Toronto• BC Persons With AIDS Society• Canadian AIDS Society

Previous NAC composition included 14 regional representatives, plus the Partners.

8

Criteria NAC Terms of Reference:

2.3. All NAC members must represent a Full Participant in the AIDS Walk for Life in good standing, who participated fully in the previous year’s national AIDS Walk for Life campaign. • 2.3.a. Associate Participants will not be eligible to be a member

of the NAC. 2.4. All NAC representatives must be involved with the AIDS Walk

for Life in their respective organization.

9

Criteria Excerpt from NAC Terms of Reference, Section 3.2.b.:

3.2.b. Each region is free to come up with its own selection criteria… However, it is suggested that the following criteria for NAC representatives be taken into consideration:

• Strong communication skills;• Experience working as part of a team;• Considerable AIDS Walk for Life experience;• Interest in contributing to and developing the national AIDS Walk

for Life; and,• Willingness to represent the opinions, concerns, and needs of all

Participants in region.

10

Roles & Responsibilities: CAS Excerpt from NAC Terms of Reference, Section 7.1:

CAS will act as the coordinating body of the NAC and will facilitate all inter-NAC communication including teleconferences and other meetings, as necessary.

Additional CAS responsibilities:• Preparing and distributing an agenda and all required materials to all

Participants prior to each NAC meeting• Chairing all NAC meetings• Drafting and distributing minutes for each NAC meeting to all Participants• Distributing an up-to-date NAC contact list to all Participants • Distributing an up-to-date contact list of all Participants in a given region to

each respective NAC regional representative

11

Roles & Responsibilities: Representatives

NAC Terms of Reference, Section 7.2: 7.2. Throughout their term and throughout the AIDS Walk for Life campaign, all NAC

representatives commit to:• 7.2.a. Communicate regularly and in a timely manner about all matters that are

relevant to the NAC;• 7.2.b. Actively participate in all teleconferences and other meetings related to the NAC

and the AIDS Walk for Life, as required;• 7.2.c. Respond to requests from the Partners, other NAC members, Participants in

their region, or any other agent of the AIDS Walk for Life, as designated by the Partners, in a timely manner;

• 7.2.d. Complete and return all forms, and provide any materials or other information to the appropriate party as requested by the Partners, other NAC members, Participants in their region, or any other agent of the AIDS Walk for Life, as designated by the Partners, in a timely manner; and,

• 7.2.e. Provide CAS with current contact information for themselves and their organization, and update this information when necessary.

12

Roles & Responsibilities: Representatives

NAC Terms of Reference, Section 7.3.: 7.3. Additionally, all NAC regional representatives commit to communicate with all

of the Participants in their respective regions on a regular basis, and as needed.• 7.3.a. This includes, but is not limited to, communicating with all of the

Participants in their respective region before and after all NAC meetings in order to be fully apprised of the opinions and concerns of their region’s Participants, and to disseminate any information and outcomes from those meetings back to those Participants. This communication should be over and above agendas and minutes, which CAS commits to send to all Participants directly, under section 7.1.

• 7.3.b. Moreover, all NAC regional representatives must represent the individual and collective views of all of the Participants in their respective region in all NAC meetings and other NAC proceedings, to the best of their ability.

13

NAC Values NAC Terms of Reference, Section 7.6.:

7.6. All NAC representatives will uphold and respect the following values when communicating with one another:• Respect for the opinions of others; • Honest, open communication;• Consensus building; and,• Mutual support and encouragement.

14

Selection Process Excerpt from NAC Terms of Reference, Section 3.2.:

3.2. All regional representatives will be selected to represent their region by the Participants – both Full and Associate – in their respective regions.• 3.2.a. Each region must select its NAC representative based upon a

recommendation of a consensus of the Participants in that region.• 3.2.b. Each region is free to come up with its own… method for

reaching a consensus on who its NAC representative should be, so long as it is democratic and fair to all Participants in that region.

• 3.2.c. Where a consensus cannot be reached in a region in a timely manner, as determined by the Partners, CAS will facilitate a majority vote among all of the Participants – both Full and Associate – in that region.

15

Selection Process Friday, February 23: NAC Notice of Candidacy forms due from all interested

candidates to Joshua Snider <joshuas@cdnaids.ca>

Monday, February 26: Joshua will send e-mail to each region, along with NAC Notice of Candidacy forms for candidates in that region

Friday, March 2: Deadline for regions to select rep by consensus

Monday, March 5: Joshua will send e-mail to each region either to announce successful candidate (by consensus) or to announce a vote (where no consensus was reached)

Friday, March 9: Deadline for regions to select rep by majority vote

All Participants in each region will have the opportunity to participate in the selection of their region’s NAC representative

16

Transition Process Monday, March 12: New NAC will be announced to all Participants in all

regions

Tuesday, March 20: 1st NAC teleconference Introductions Review of Terms of Reference Discussion about the national web site

All participants will have an opportunity to provide input to all NAC meetings.

17

THANK YOU! Thank you for participating in this important meeting.

We are looking forward to an exciting and successful AIDS Walk for Life 2007!

If you have any questions or concerns, please stay on the line or contact:

Joshua Sniderjoshuas@cdnaids.ca613.230.3580 (140)