Canadian Military Family Resource CentreCanadian Military Family Resource Centre Advisory Committee Basic TrainingAdvisory Committee Basic Training

Roles and ResponsibilitiesRoles and Responsibilities

Roles and ResponsibilitiesCMFRC AC Operational Guidelines – Section 3

• Canadian National Military Representative and CEO Director General Personnel Family Support Services

– Service Level Agreement (Board of Directors versus Advisory Committee)– Organization Chart

• MFSP European Regional Manager– Staffing (HR, support and evaluation), review policies, manage finances, facilitate communications and ensure

compliance with DMFS standards and practices. • Senior Canadian Officer

– Provides infrastructure support, such as building space, communications equipment, office equipment, etc. The SCO also endorses the membership of the CMFRC Advisory Committee and appoints a military OPI. Contributes to the performance evaluation of the Director.

• Military OPI– Link between SCO, Director and AC, attends all meetings (without voting privileges), provides AC with military

system information, and coordinates provision of and maintenance of CF resources• CMFRC Director

– Overall management in accordance with human resource and financial policies. Operational planning, budgeting, risk management, service delivery implementation, CMFRC promotion, supervision of staff and volunteers, and facilitation of AC Committee functions.

• Director Military Family Services Program Field Operations Manager– Professional and technical advice to MFSP Manager (interpretation of policy, community needs assessments,

Funding Applications and Service Delivery Agreements, service development and evaluation and financial monitoring.) Ensures compliances with DMFS practices and parameters through regular communications and Formal Site Visits

• CMFRC Advisory Committee– Provide advice and guidance to the CMFRC Director, ensuring that the CMFRC meets the needs of the

community.

Director / AC Relationship

1. Shared understanding of roles and responsibilities• Director to advise on operations and

represent staff• Arrange AC training

2. AC has direct reporting relationship with the Director

3. Establish ground rules

4. Effective communications

5. Effective feedback

MFSP Vision and Mission

Vision: Confident, capable and resilient families in a supportive Canadian Forces

community.

Mission: To promote and facilitate community-based military family services that strengthen Canadian Forces families

and communities.

Roles and Responsibilities

There are 6 key areas of responsibility

• Planning• Policy• Monitoring• Performance Management• Community Relations• Self Management

Planning

Based on the outcomes of the community needs assessment and evaluation processes, the CMFRC

Advisory Committee provides advice on the organization’s goals and service priorities

Strategic Plan: Needs Survey, Community Demographics, Community Forum, Dialogue with Community Members,, SWOT, Meetings, DMFS Site Visit Report, Audit Report, SCO Vision, and Program Evaluations

Strategic Planning Strategic Planning vsvs Business PlanningBusiness Planning

Bottom-up Planning

Creates future AC – Staff extends present

Long term planning AC-Strategic – Staff does short-term planning

External client focus AC – Staff is focused internally

Focus on Efficiency

Reactive Planning Staff- AC is Proactive

Staff – AC focus is on effectiveness

Staff – AC is top down planning

Policy

The CMFRC Advisory Committee reviews

new or revised CMFRC policies and provides feedback

on clarity, intent and implications

Current policies, draft policies, research other locations, advice from legal experts, community feedback, details of problems encountered with current policies, and implications (financial and otherwise)

Monitoring

Monitors the outcomes of service evaluation processes and provides advice on strategies to improve the

effectiveness, efficiency and quality of services provided

by the CMFRC.

In addition, the CMFRC Advisory Committee reviews the annual program budget and provides input on the extent to which resources are allocated to address the identified needs of CF families.

After Action Reports, Director’s Report, Quarterly Reports, Community Forum, Annual Report, Community Feedback and DMFS Site Visit Report

Performance Management

The CMFRC Advisory Committee provides input when requested on the performance of the CMFRC Director as part of his/her

annual performance evaluation undertaken by the MFSP European

Regional Manager.

Performance notes, Director’s Report, Quarterly Reports, Annual Report, community feedback and DMFS Site Visit Report

Community Relations

The CMFRC Advisory Committee provides advice on promoting the visibility of the CMFRC.

It also ensures that it functions effectively as a Committee.

Defined goal(s), marketing skills, public speaking skills, and SWOT analysis

Process to evaluate against, Standard Operating Procedures, Exit Interviews, Succession history, and Director’s feedback

Where do these activities fall?

• AC Committee Recruitment• Self Management• Team Operating Agreement• Self Management• DMFS Site Visit with AC• Self Management• DMFS Sit Visit report• Performance Management or Planning• Risk Management – Dealing with Allergies• Policy• Review of Post-Event Reports• Monitoring• Community Forum• Community Relations• Client Base Details• Policy• Reviewing Funding Application• Planning• Reviewing Quarterly Statement• Monitoring• Strategic Planning• Planning• Marketing• Community Relations

Planning

Policy

Monitoring

Performance Management

Community Relations

Self Management

Financial Management

• Regional Accounting Office (Europe) provides services to MFSP

• Management of CMFRC service delivery funds is the Director’s responsibility

• Overall financial objectives are the responsibility of the MFSP European Manager

Advisory Committee membersshould be familiar with readingfinancial statements and provideinput into and feedback onbudgets and funding applications

Questions? Comments? Emotional Outbursts?

SWOT Analysis

Board of Directors versus Advisory Committee

MFRC is a Not-for-profit organization

CMFRC is a DND Canadian Armed Forces department

Governing Board National Military Representative and local Senior Canadian Officer

governs

Separate Legal entity DND is the legal entity

Board members are liable DND holds all liability

Board is employer of Executive Director

Director General Personnel Family Support Services is the Employer

CMFRC Advisory CommitteeOperational Guidelines

• Clarify the functions, relationships and processes of CMFRC Advisory Committees

• The framework in which Advisory Committees operate• Sections:

– 1 Introduction– 2 Historical Development, philosophical framework, service

delivery model and funding process– 3 Roles, Responsibilities, Authority and Accountability– 4 Individual Member Responsibilities– 5 Recruitment, Selection, Orientation, and Development– 6 Meeting Protocols and Processes– 7 Communication, Decision-Making and Team-Building– 8 References, glossary and explanations of terms and acronyms

DMFS Parameters for Practice

• Guide for Advisory Committees, Commanding Officers, CMFRC Staff Members and other professionals to implement the MFSP within the context of its mission, vision, values, principles and goals.

Sections:– 1 Philosophical Framework– 2 Structure and Accountability– 3 Program Standards– 4 Program Model– 5 Funding – 6 Annexes

Activities & Initiatives for Children and YouthActivities & Initiatives for Children and YouthParent/Caregiver Education & SupportParent/Caregiver Education & SupportEmergency ChildcareEmergency ChildcareEmergency Respite ChildcareEmergency Respite ChildcareCasual ChildcareCasual Childcare

Outreach, Outreach, information, information, support and support and assistance to CF assistance to CF familiesfamilies

Education and Education and PreventionPreventionSelf-Help GroupsSelf-Help GroupsAssessment and ReferralAssessment and ReferralShort Term Intervention Short Term Intervention and Crisis Supportand Crisis Support

Welcome & Community Welcome & Community OrientationOrientationInformation and ReferralInformation and ReferralEmployment and Employment and Education AssistanceEducation AssistancePersonal Growth and Personal Growth and DevelopmentDevelopmentSecond Language Second Language ServicesServices

Goals and Objectives

Ineligible Expenses

CFPSA CEOMajor General Martin

NMRCol Mike Moore

ServiceLevel

Agreement

DMFS

Develops and monitors polices and service delivery standards

Reviews the funding application

Provides funding

Provides professional advice

Conducts format site visits

Audit min every three years

Verify performance of CMFRC against Service Delivery Agreements and monitor progress

Ensure that the MFSP program in Europe and the UK operates within DMFS policies and standards

Determines CMFRC locations

Provides facilities, maintenance, utilities, cleaning, and telecommunication resources

Ensures the Centres are provided with nominal roll information

Ensures that the Centres comply with federal Privacy Act

Ensures that each CMFRC has an AC that has a min of 5/max 9 voting members (CF members, spouses or dependents 16 or older) 51% of voters must be spouses of full time serving members

Ensures that each committee has a military rep

Provides local funding for site specific services

Ensures the application of the CFPSA policy manual

Military Family Services ProgramEuropean Regional Manager

Canadian Forces Support Unit (Europe)LCol Liedtke

DirectorAdvisory Committee

SCO

Eligible/Ineligible ExpensesMission

Exercise Program

Road Map

Childcare

Rental for Teen Centre

Playground

Repairs

Mileage forOffice supplies

Baby Gate

VISION

Summer Camp

Coffee Morning

Welcome Basket

Singles Program

Canada Day Holiday Celebration

Childcare

Travel for staff meetings or courses

Emergency Childcare

Language classes

Yoga Class

Welcome Package

Community Tour

Friday BBQ

Mandated Site Specific