II: PARTICIPATION

Participation in ROC is open to any organization or individual interested in promoting healthy lifestyles through the prevention and reduction of overweight and obesity in St. Joseph County. Members are asked to respectfully commit their time and expertise to further the vision and mission of ROC and abide by its operating principles. Members come from several types of organizations, although membership is not exclusive to these organizations: Community-based organizations, Social service agencies, Civic and Volunteer groups, Healthcare professionals, Local government agencies, Schools, Media, Business community, Youth-serving organizations, Religious or fraternal organizations, and Other organizations involved in reducing obesity and overweight through fitness, nutrition, education, outreach, treatment, or healthcare. Members acknowledge that, for the initiative to succeed and to achieve its stated mission and goals, ROC must have the commitments and active participation from its Members.

II: STRUCTURE & GOVERNANCE

ROC consists of an Advisory Board, Steering Committee, Core Members (including Action Teams necessary to support its work and its mission), and Associate Members.

A. Advisory Board

The Advisory Board consists of visible and active leaders in the St. Joseph County community who have an interest in the prevention of obesity and overweight.

Advisory Board Membership Requirements include:

• Attend an annual meeting with Steering Committee
• Act as a resource to ROC, helping to network as needed
• Act as an additional spokesperson or advocate as needed
• Receipt of ROC minutes

The Steering Committee and Core Members will nominate up to ten (10) names. The Steering Committee will vote on them and the top five (5) vote recipients will be approached to join the Advisory Board. Should any of the top five (5) be unwilling/unable to join, the next one (1) through five (5) will be approached to join the Board.

The five (5) members will agree to participate for one year. At the end of each annual term, new and existing names will be brought to the Steering Committee for voting.

If an Advisory Board member needs to terminate their status, written notice should be sent to the ROC Coordinator 30 days in advance (if possible, emergencies notwithstanding). The Steering Committee and Core Members would then nominate a replacement(s) and vote to approve/disapprove that nominee.

B. Steering Committee

The Steering Committee consists of the St. Joseph County Health Department Director of Health Education and ROC Coordinator, plus up to six (6) additional Members.

Steering Committee Requirements include:

• Attend ROC standing meetings on a regular basis
• Attend ROC strategic planning meetings
• Attend ROC ad hoc meetings
• Attend ROC annual events
• Attend ROC ad hoc events
• Commit to Core Membership responsibilities and provide one vote to decisions made by Core Membership
• Provide a single tie-breaking vote when Core Member votes result in a tie
• Develop strategic policies and procedures for ROC
• Ensure ROC-sponsored activities are consistent with mission, goals and objectives
• Finalize ROC meeting agendas after collecting feedback from ROC Members
• Receive and review ROC meeting minutes
• Join ROC’s email list
• Disseminate ROC announcements and event promotions to your constituents as appropriate
• Share resources with ROC members to leverage ROC-sponsored events and initiatives as appropriate (e.g. venue, goods or services, information, volunteers, or other support)
• Participate in an Action Team as appropriate (see Section C.1)
• Participate in/assist with community presentations as needed and appropriate
• Assist with grant writing or proofreading as appropriate
• Assist with planning of ROC monies as appropriate

Benefits include:

• Provide leadership and strategic direction to ROC
• Network and collaborate with other organizations and individuals to further your organization’s mission and the mission of ROC
• Participate in annual events, trainings, and/or coalition development opportunities as they arise
• Raise your organization’s profile and visibility
• Access data on overweight and obesity in St. Joseph County
• Enhance your organization’s initiatives and strengthen your capacity through sharing resources with other ROC members
• Receive recognition for your contribution to ROC and the greater community

The eight members will agree to participate for one year. At the end of each annual term, Core Members will offer the names of interested individuals and a completed application for consideration in the Steering Committee. The ROC Coordinator and Director of Health Education will evaluate the applications and select up to six (6) names for participation in the Steering Committee. Incumbent Steering Committee members interested in continued involvement may reapply at the end of each one year term.

If a Steering Committee member needs to terminate their status, written notice should be sent to the ROC Coordinator 30 days in advance (if possible, emergencies notwithstanding). The Steering Committee would then nominate a replacement(s) and vote to approve/disapprove that nominee.

If a Steering Committee member misses more than three (3) consecutive meetings, he/she will be asked to reassess their commitment to ROC and may expect to potentially relinquish his/her Steering Committee position.

C. Core Members

Core Members consist of those organizations and individuals who commit to upholding the requirements of Core Members. In addition, ROC has a Core Membership Agreement that must be filled out by all members.

Core Membership Requirements include:

• Attend ROC standing meetings on a regular basis
• Attend ROC ad hoc meetings as appropriate
• Attend ROC annual events
• Attend ROC ad hoc events as appropriate
• Provide one vote to decisions made by Core Membership
• Receive and review ROC meeting minutes
• Join ROC’s email list
• Disseminate ROC announcements and event promotions to your constituents as appropriate
• Share resources with ROC members to leverage ROC-sponsored events and initiatives as appropriate (e.g. venue, goods or services, information, volunteers, or other support)
• Participate in an Action Team as appropriate (see Section C.1)
• Participate in/assist with community presentations as needed and appropriate

Benefits include:

• Network and collaborate with other organizations and individuals to further your organization’s mission and the mission of ROC
• Participate in annual events, trainings, and/or coalition development opportunities as they arise
• Raise your organization’s profile and visibility
• Access data on overweight and obesity in St. Joseph County
• Enhance your organization’s initiatives and strengthen your capacity through sharing resources with other ROC members
• Receive recognition for your contribution to ROC and the greater community

Core Membership may be terminated at any time upon written notice to the ROC Coordinator.

If a Core Member misses more than three (3) consecutive meetings, he/she will be asked to reassess their commitment to ROC and may expect to potentially relinquish his/her Core Member position.

C.1. Action Teams

The Core Members and their Action Teams represent the workforce of ROC. Action Teams are not permanent, but rather action-oriented teams that are developed in association with a ROC sponsored event, initiative, campaign, or outreach topic.

Action Teams have a point person and communicate separately from the standing ROC meetings. Regular updates are provided to Core Members during standing ROC meetings. These Teams will change as goals and projects are accomplished and new ones are set by ROC.

Members are encouraged to participate in at least one Action Team during the course of their one-year term.

D. Associate Members

Associate Members consist of those interested organizations and individuals who cannot commit to the requirements of full Members but participate to the extent possible in ROC meetings and sponsored activities.

Associate Membership Requirements include:

• Attend ROC standing and ad hoc meetings when possible, but not required
• No voting privilege given to Associate Members
• Receive ROC meeting minutes
• Join ROC’s email list
• Disseminate ROC announcements and event promotions to your constituents as appropriate
• Share resources with ROC members to leverage ROC-sponsored events and initiatives as appropriate (e.g. venue, goods or services, information, volunteers, or other support)
• Participate in an Action Team as appropriate (see Section C.1)

Benefits include:

• Network and collaborate with other organizations and individuals to further your organization’s mission and the mission of ROC
• Raise your organization’s profile and visibility
• Enhance your organization’s initiatives and strengthen your capacity through sharing resources with other ROC members

IV: DECISION MAKING

All decisions, at all levels of membership, will be made by consensus whenever possible in order to encourage the opinions of everyone to be heard and discussed. Steering Committee Members will make decisions on the basis of consensus only, including the decision to cast a tie-breaking vote. Core Members will have one vote. Steering Committee Members, also being Core Members, maintain their Core Member voting privileges. Associate Members do not have voting privileges.

Should full consensus not be achieved, each of the Members will vote:

• Yes, I agree
• No, I disagree
• I abstain and will let others decide
• I object and cannot live with the decision

In the latter case, discussion will ensue and the decision restructured in an attempt to reach consensus. If consensus cannot be reached, a vote will be taken on the restructured decision and simple majority will rule.

If Core Members find themselves in a tie when voting on an issue, the Steering Committee will have the authority to cast a single tie-breaking vote, to be reached by consensus.

V: RESPONSIBILITY TO CONSTITUENTS

ROC is responsible for ensuring that all sponsored events, activities or communications are accessible, user-friendly, inclusive, safe, and support community health improvement.

VI: PROMOTION OF THE COALITION

Any written communication or print media referencing ROC, its membership, or its work, must be reviewed by the Steering Committee and any appropriate Action Team prior to publication.