April 19, 2010

Background
In June 1993 a community consultation on FAS/FAE was sponsored jointly by the Manitoba Medical Association and the Addictions Foundation of Manitoba. Over 80 participants from around the province from health, social services, First Nations representatives, communities and parents met to discuss the issues of, and potential strategies to address FAS/FAE. Following this consultation, the Manitoba Medical Association established the Committee on Alcohol and Pregnancy (MCAP) as an ongoing committee to develop resources and coordinate efforts to deal with FAS/FAE.  The committee determined to focus on five main areas of concern:

1. Prevention
2. Health and Treatment Services
3. Education
4. Judicial and Correction Services
5. Community Social Services and Parent Support

The MCAP secured funding through the sponsorship of the Association for Community Living Manitoba from the Brighter Futures program of Health and Welfare Canada.  With this funding and in cooperation with Addictions Foundation of Manitoba the MCAP developed a FAS/FAE Resource Centre, conducted community consultation in the north and in remote areas of Manitoba, created a FAS/FAE Network, and provided training and support to local community initiatives and projects.  Membership on the MCAP included a wide range of expertise including specialists in pediatrics, child development, genetics, and FAS/FAE, community health care professionals, community service agencies, the fields of social work, nursing, education, child welfare, and representatives of First Nations organizations, parents, foster and adoptive parents.*

In 1997, the original funding came to an end MCAP changed its name to the Coalition on Alcohol and Pregnancy (CAP) and continued its work through new committees based on special interest areas which were responsible for their own financial and human resources. The family support committee later became the Fetal Alcohol Family Association of Manitoba.

In 1998, CAP began receiving funding through the Community Initiatives Grants Program and then through a dedicated funding line in 2004 through Healthy Child Manitoba. The main activities between 1998 and 2004 were the Celebration of Accomplishments, FASD conferences, out-of-province guest speakers, a think tank on adult services, and a regular newsletter distributed across the province titled the CAP News.

Since 2004 the Coalition has steadily evolved. Each year active members set priorities and specific objectives for the membership to support and accomplish. Standing Sub Committees have formed to carry out the work of the Coalition and include the Executive, FASD Information Series, The CAP News, and Website. Ad hoc committees are created as needed. In 2009 additional funding was provided for administrative support by Changes for Children an initiative of the four Child and Family Services Authorities and Family Services and Consumer Affairs.”

To reflect CAP’s growth the Coalition created a document to formalize the structure of its work. In 2010 the CAP terms of reference for the operation of the coalition was approved by membership.

 * note that the terminology and organization names reflect those used at the time. 

Vision
The Manitoba Coalition on Alcohol and Pregnancy is committed to reducing the incidence of drug and alcohol use during pregnancy and ensuring the best possible outcomes for people living with FASD.

Purpose 
To attract a province-wide collaborative network of individuals and organizations from across all sectors committed to supporting prevention, education, research, and intervention activities in the area of fetal alcohol spectrum disorder.

Goals
The goals of MCAP are to:

• Share information
• Provide education
• Create networking opportunities:
• Encourage, support and facilitate partnerships within Manitoba
• Create a venue to inform practice through research and experience
• Provide a forum to connect with the research community to partner on projects, identify research needs, and share findings
• Reduce duplication of effort
• Identify gaps in services
• Create a forum for debate on controversial or emerging issues
• Create a forum for advocating for change
• Set priorities and specific goals each year for the membership to support and accomplish.

Coalition Name 
The name of the coalition shall be the Manitoba Coalition on Alcohol and Pregnancy (MCAP) and shall be located within the city of Winnipeg, Manitoba.

Membership
MCAP membership is open to all Manitobans with an interest in fetal alcohol spectrum disorder. MCAP will facilitate representation from across the province through the use of teleconferencing technology. Anyone may attend a MCAP meeting however only voting members may participate in making decisions for MCAP. There are no membership fees or dues. Members must complete and submit annually a membership form confirming their intention. The membership form will be mailed annually in the spring edition of the CAP News and will be available on the MCAP website.

The type of membership chosen reflects the level of commitment to the Coalition. Voting members are encouraged to attend meetings regularly to ensure quorum can be established at each meeting. Voting members are asked to let the MCAP Administrative Coordinator know when they are unable to attend a meeting.

Individual Voting Member: An individual voting member is a person with an interest in FASD, who is not representing an organization. Voting members are committed to attending meetings on a regular basis and are engaged in MCAP activities.  

Organizational Voting Member: An organizational voting member is a person representing an organization. The membership will be held by the organization who will appoint a representative to vote at MCAP meetings, participate in MCAP events, and to receive minutes and correspondence. Each organization will have one vote.  An alternate may attend meetings to represent the organization. The organization is committed to providing a representative to attend meetings on a regular basis and engage in MCAP activities.

Individual Non Voting Member: An individual non-voting member is a person not representing an organization, interested in receiving the CAP News and invitations to MCAP events but does not wish to participate in the operation of MCAP. Individual non-voting members are encouraged to attend MCAP meetings however if they wish to participate in the administration of the MCAP they must change their membership to a voting member.

Organizational Non Voting Member: An organizational non-voting member is an organization with an interest in receiving the MCAP News and invitations to MCAP events but does not wish to participate in the operation of the MCAP. The organization will identify a contact person to receive information. The organization is encouraged to send a representative to attend MCAP meetings however if they wish to participate in the administration of the MCAP they must change their membership to a voting member.

Manitoba Coalition on Alcohol and Pregnancy Funders are non-voting ex officio members of MCAP. Funders may participate on sub-committees but may not sit as a sub-committee chair.

Meetings
Meetings shall be held (unless otherwise notified) at the Healthy Child Manitoba Office in Winnipeg on the 3rd Monday of each month except July and August. Meetings are open to anyone interested in attending however you must be a voting member in order to participate in MCAP business. Rural and northern Manitobans are encouraged to participate by teleconference.

Voting
Quorum shall be a minimum of 8 voting members. Decisions will be made using a consensus model. In absence of a quorum, business will be conducted by e-vote when necessary 

Minutes
Minutes are recorded by the Administrative Coordinator and approved by voting members at monthly meetings. Minutes are automatically sent to voting members, but can be provided to anyone who requests, in writing, to receive them.

MCAP Administration
MCAP is administered through an unpaid Executive Committee:
Executive Committee consists of:

• Co-chairs; Winnipeg Co-chair and one Rural/Northern Co-chair
• Banker/Treasurer
• Standing Sub-Committee Chairs; Newsletter, Information Series, and Website

Decisions made by the Executive Committee will be made using a consensus model with a minimum of 51% of voting members in attendance. Decisions will be reported and ratified at the next MCAP meeting following the Executive Committee meeting.

Co-chairs:
Co-chairs will serve a two-year term (April to March) and will be elected in April in alternating years by voting members. Individuals may be re-elected for a maximum of four years or two consecutive terms.

Duties of the co-chairs:

• participate on the executive sub-committee
• provide guidance and direction to the administrative coordinator
• call meetings of the MCAP and Executive Committee
• provide an agenda for meetings
• chair meetings
• act as spokespersons for MCAP
• participate as a member of the Coalition of Regional Chairs
• provide reports as required
• may participate as ex officio members of all standing and sub-committees

Sub-committees  
MCAP has several standing sub-committees as well as specific, time-limited ad hoc sub-committees. Standing sub-committees include:  Newsletter, Website, and Information Series. Standing sub-committee chairs will serve a one-year term (April to March) and will be elected annually in April by voting members of the sub-committee. Individuals may be re-elected for consecutive terms to a maximum of four years.  Standing sub-committee decisions will be made using a consensus model with a minimum of 51% of sub-committee voting members in attendance. Standing sub-committees will create a terms of reference, and appoint a chair person to report on committee activities during MCAP monthly meetings.

Duties of the Sub-committee Chairs:

• Participate on the executive sub-committee
• Call meetings of the sub-committee
• Provide an agenda for the meeting
• Chair meetings
• Assign duties to the Administrative Coordinator
• Report on the activities of the sub-committee at monthly MCAP meetings
• Be the point of contact for others interested in participating on the sub-committee
• Be responsible to ensure acceptable content of all information provided on behalf of CAP and the sub-committee
• Report to co-chairs as required

Banker/Treasurer:
The Banker/Treasurer is a non-profit, incorporated, charitable, organization receiving and holding in trust all grant funding, a Service Purchase Agreement and the contract for the MCAP Administrative Coordinator. The MCAP books will be kept separately from the organization holding the funds and maintains a separate chequing account for MCAP.
MCAP receives an annual grant from HCMO for operating costs. A maximum of 10% of the grant from HCMO may be used by the organization as an administration fee. Should the organization choose to take an administrative fee, the organization must provide Healthy Child Manitoba Office with a year-end financial report on the portion of MCAP funds received for administration.
MCAP is able to apply for and receive funding from other sources.

The Banker/Treasurer will serve a one-year term (April to March) and will be elected annually in April by voting members. The Banker/Treasurer may be re-elected for consecutive terms.

Duties of the Banker/Treasurer

• Hold the Service Purchase Agreement for MCAP
• Hold the contract between the Administrative Coordinator and MCAP

• Provide a quarterly financial report to MCAP and HCMO on MCAP funds. Report will be made in April, September, and December.
• Provide a year-end financial report to HCMO should the organization choose to charge a fee for administering MCAP funds.
• Make quarterly grant deposits
• Provide monthly cheques to the Administrative Coordinator
• Provide expense cheques for MCAP events and activities as required

Administrative Coordinator:
MCAP has a contractual relationship with the Administrative Coordinator. The contract is held by the organization undertaking the Banker/Treasurer position. Under the direction of the MCAP Executive, reporting directly to the MCAP Co-Chairs, the Administrative Coordinator is responsible for coordinating and performing administrative tasks for the Manitoba Coalition on Alcohol and Pregnancy.

Duties of the Administrative Coordinator

• Inform voting coalition members and subcommittee members when meetings are scheduled.
• Attend monthly MCAP meetings, take minutes, distribute minutes to the group and follow-up on items as required.
• Assist MCAP with the collection of feedback/evaluation materials and summarize feedback as required.
• Maintain current membership and subcommittee lists and distribute information to MCAP members as required.
• Support MCAP in expanding its membership by acting as the point of contact for others interested in becoming a member or participating in MCAP activities.
• Attend MCAP subcommittee meetings, as required, and provide the following support:
• Assist the Information Series Sub-committee to coordinate the monthly FASD information series including scheduling rooms, contacting speakers for handouts and promotional materials.
• Summarizing feedback forms.
• Assist the Newsletter Subcommittee with disseminating regular newsletters to the MCAP network.
• Assist the Website Subcommittee as the point of contact for Website updates and respond to queries or direct questions generated through the website to the co-chairs.
• Assist the Events Subcommittee with planning and coordinating MCAP events.
• Provides quarterly written reports on administrative activities and time spent on MCAP activities to MCAP Co-Chairs.

Finances
MCAP finances are managed by the executive committee. There will be 3 voting members from the executive authorized as signing authorities. All cheques will require two signatures. 

The overall budget is created and approved annually by the voting membership. Each sub-committee requiring funds, will be provided a line within the overall budget. Each sub-committee will submit a budget to voting members to be included as sub categories within the committee’s line in the overall budget. Once the sub-committee budget has been approved by voting members the sub-committee will have the authority to use the funds to carry out the work of the sub-committee.  Committees wishing to adjust their budget or alter activities must obtain the approval of voting members.

Fiscal Year
The fiscal year begins April 1 and ends March 31.

Conflict of Interest
Any voting member who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to voluntarily excuse him/herself and refrain from discussion and voting on the item. The minutes will reflect the names of any abstaining members.

Advocacy
It is recognized and respected that there is diversity among MCAP members. MCAP aims to provide a forum for its members to seek support and collaboration on specific issues.

Advocacy activities coordinated through MCAP will involve only those members who wish to participate in a specific activity. Any communication will reflect the views and opinions of the individual members or organizations they represent and not the MCAP membership as a whole. MCAP funds are not available for advocacy activities. 

The advocacy sub-committee chair will be a neutral party who will facilitate linking MCAP members interested in pursuing a particular issue, create opportunities to explore issues of relevance to the community, and build broader support to advance positions of concern.  When an issue emerges requiring advocacy MCAP members may form an advocacy committee. The chair of the advocacy committee will inform MCAP co-chairs of the issue and the committee’s intention. The MCAP co-chairs will inform the Coalition of advocacy activities coordinated through MCAP as well as Healthy Child Manitoba.