Social Planning Council Oxford
BACKGROUND TO SOCIAL PLANNING COUNCILS
Social Planning Councils, while new to Oxford County, have a rich history in Canada. As far back
as 1920, when the Canadian Council on Social Development was founded, Canadians have
supported the concept of promoting social equality, social justice and better living through
information gathering and sharing, public education, advocacy and social action. In the 1950’s
and 1960’s associations of local citizens were working to uncover research that would assist in
identifying social needs and develop successful responses. As demands for social services took
on a specific problem focus in the 1970‘s and the not-for-profit sector expanded, social planning
organizations began to morph into organizations such as United Ways. By the 1980’s social
planning councils began to re-emerge and establish in both urban and rural communities across
Canada providing a forum on serious social issues that affect quality of life and economic growth
in communities. Over the years, social planning organizations have taken on a variety of roles as
determined by the geographic and socio-economic make-up. In recent years, social planning has
moved toward conducting policy analysis, advocacy, social planning and coordination to enhance
quality of life in communities. (Moffat, K., George, U., Lee, B., & McGrath, S., 1999). Currently
there are twenty-five (25) social planning councils or networks in Ontario.
According to the Social Planning Network of Ontario, planning organizations exist to build and
strengthen communities. This mission focuses on the social impact on individuals, families and
communities of larger social, economic, political, and cultural forces in society. It also
encompasses advocating for the development of essential community and social supports as
provided through human service systems. (SNPO, 1994)
Social planning councils are flexible and do not have rigid structure requirements. Rather they
are influenced by external circumstances. Historically, social planning council mandates and
objectives are driven by the community need, and the model depends largely on the size of the
region, composition of residents within the community, and the resources available. Funding
influences the number and depth of programs that social planning councils are able to undertake.
(Cheng, P. 2005) Success of social planning councils rests largely on the amount of collaboration
and community support, including the inclusion and support of decision makers and local
government bodies.
The common role that a social planning council may take in a community varies based on the
identified needs in a community. Some may be lacking in research and data while others may be
in need of social action. While the function of a social planning council will be determined by its
community representation and citizen participation, some common tasks toward overall improved
living include:
 Advocacy
 Analysis of social need and social action
 Research and data collection
 Community planning, organization and development
 Tracking social trends
 Advisory and policy analysis for agencies, local government, etc.
 Public education
 Community mobilization
 Fostering and supporting cross sector relationships, and building relationships amongst
service providers
 Strategic planning
Social Planning Council Oxford
ORIGINS OF THE SOCIAL PLANNING COUNCIL OXFORD
Discussions in Oxford County about the need for a Social Planning Council date back to 2006
following the successful United Way Community Matters campaign which released the
Community Matters report in 2006. This report identified a resounding concern across the social
service sector for a unified approach to address social issues that were repetitively identified as
barriers to a better quality of life for all residents in Oxford County. In the fall of 2008, the United
Way of Oxford brought together several representatives from across the sectors to determine
priority areas for action based on this report. There was wide spread interest in forming an Social
Planning Council Oxford to improve the quality of life in Oxford and work together to remedy the
historical ‘silo’ approach, however a lack of formal leadership continued to be a barrier to moving
forward.
In February and again in June 2010, a group of forty-four (44) community members from across
Oxford County were brought together by the United Way of Oxford from various sectors including,
but not limited to, community and County social services, policing, health care, faith communities,
employment, child protection, local unions, and service groups representative of both the
community at large, and the business sector. Ideas about the benefits of a Social Planning
Council included information flow from front-line services all the way up to local government,
addressing community needs as a community rather than silos, creating a better quality of life that
would support economic development, and information sharing about social issues and services
that can help. Support for the development of a Social Planning Council was evident and in June
2010 a group of eighteen (18) of the larger group members formed a Social Planning Steering
Committee to discuss the feasibility, structure and mandate of a formal Social Planning Council in
Oxford County.
During the fall of 2010, the United Way of Oxford and the Woodstock and Area Community Health
Centre developed a partnership to financially support the role of a short term contract to hire a
coordinator to assist this group in the planning process of developing a mission, vision, goals and
objectives, and terms of reference for a formal Social Planning Council. Research into
sustainable funding models, social impact on communities with Social Planning Councils, and
community organization methods were explored. In March 2011, this Steering Committee met
with local government officials to seek support and representation from County Council.
Social Planning Council Oxford
VISION
Our vision is an enhanced quality of life for all residents of Oxford County. We believe that by
speaking with one voice, we can effectively take action to improve critical social issues that
adversely affect our citizens.
MISSION
The Social Planning Council Oxford brings people together to actively participate in social
development to improve the quality of life of the community through:
o
o
o
o
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promoting community discussion on social and economic issues
information gathering and sharing
innovative community mobilization
advocacy
social awareness
VALUES
The Social Planning Council Oxford recognizes the diverse needs of the communities within our
County and will ensure that the goals and objectives of the Council will be undertaken to uphold:

Cooperation, collaboration and partnership

Community engagement in social issues

Respect, leadership and quality work

Holistic and inclusive approach to community involvement

Open and respectful communication of all stakeholders and citizens

Education, skill development and training to support change
Social Planning Council Oxford
GOALS & OBJECTIVES

To bring people together to identify and analyze the social needs of the community

To address those social needs through advocacy, planning, and supporting the community
in establishing priorities

To develop avenues that will link community members with accurate, available and
appropriate services that meet their social needs

To act as an advisor and, when appropriate, act as a facilitation organization to respond to
identified community needs

To provide a unified social change commitment that is based on the determinants of health
framework, to the residents of Oxford County

To utilize data collected for the purposes of social planning, community reports, program
development, outreach and advocacy

To facilitate and evaluate improved access to services in Oxford County

To provide opportunities within Oxford County for the communities to be involved in, and
responsible for improving their quality of life

To broker a relationship that will influence local Municipal Leaders by providing an
awareness of the impact of social and economic policies
Social Planning Council Oxford
TERMS OF REFERENCE
1. DEFINITIONS
In these Terms of Reference:
a) “Municipal Leader” means any person holding a position on a local County or
Municipal Council.
b) “SPCO” means the Social Planning Council Oxford.
c) “Cooperative and collaborative” means the development and maintenance of
partnerships in which the parties recognize, and are respectful of, each other’s values,
perspectives, capacities, challenges, independence and interdependence. (Better
Together: The Case for a Partnership Agreement, p.3)
d) “Social condition” means the state of our society or geographical region as it pertains
to the determinants of health framework, wellness and prosperity, in this case to
Oxford County as the region.
e) “Determinants of health” means the inclusion of a range of personal, social, economic
and environmental factors with determine the health status of individuals or
populations across their lifespan. (WHO, Health Promotion Glossary, 1998)
f) “Quality of life” is a broad term used to measure well-being or how people feel about
their social, economic and physical environment.
(Natural Resources Canada: The Atlas of Canada,
www.nrcan.gc.ca)
g) “Executive” means the Chairperson, Vice-Chairperson, Treasurer and Secretary of the
Social Planning Council Oxford.
2. MANDATE
The mandate of the Social Planning Council Oxford is to work with the community through the
Council’s goals and objectives to improve the social conditions in Oxford County.
3. MEMBERSHIP
The SPCO shall be comprised of 11-15 members, all of whom shall be voting members:
a) Up to two (2) of whom are an appointed County Council representative who will act as
a liaison with input from local government.
b) Remaining members shall be individuals who live and/or work in the County of Oxford.
The establishment of sub-committees shall be at the discretion of the SPCO as required to
assist with meeting the priorities of the Social Planning Council Oxford goals and objectives.
Sub-committees may be comprised of members of the SPCO as chair and also of community
members at large who offer expertise for as long as needed, and shall report back to the SPCO.
Social Planning Council Oxford
The location and frequency of sub-committee meetings shall be at the discretion of those
persons of each elected sub-committee.
Subcommittees shall designate one member to act as an advisor to the SPCO.
4. APPOINTMENT
Appointments to the SPCO shall be made as follows:
a) The County Council may appoint an elected representative.
b) The existing Social Planning Council Oxford shall appoint 11-15 voting members who
are identified as members of the community who may or may not be of the community
services sector, but who show a genuine interest, inclination, and skill set appropriate
to represent the community and social issues perspective
c) Appropriate advisors from the community at large will be recommended by the Council
members based on interest, dedication, and skill sets to support the SPCO.
d) The sub-committee advisors shall be determined by the sub-committees.
If any vacancy should occur during the term of any member for any reason, the SPCO will
meet to consult, and shall appoint a person to fill the vacancy for the balance of the said term.
5. TERM
In the first term development stage, there shall be staggered membership of all terms as
determined by the Chairperson and Vice-chairperson. Thereafter, term of each member shall be
two (2) years.
Members may serve on the SPCO for a maximum of three (3), two (2) year consecutive
terms.
6. GOVERNANCE
The Executive shall be elected by members of the SPCO for a 2 year term.
If any vacancy in the office of the Chairperson or Vice-Chairperson should occur during the
term for any reason, the members of the SPCO shall immediately elect a member to fill the office
for the balance of the said term.
Any member who is absent from three (3) consecutive meetings of the SPCO without leave of
absence shall be approached by the Chair person to discuss availability to be an active member
of the SPCO. If appropriate, the SPCO shall appoint a new member to fill any vacancy created.
The SPCO may, by resolution, remove any member of the SPCO from office at any time with
good reason.
Seven (7) voting members of the SPCO shall constitute a quorum.
The SPCO shall meet at least six (6) times during each calendar year.
Social Planning Council Oxford
The Chairperson may summon a special meeting of the SPCO by giving at least three (3)
business days’ notice to each member, stating the purpose for which the meeting is called. When
possible, the option of a teleconference will be arranged.
Minutes of the SPCO meetings must be taken by a designate of the SPCO and must be:
a) Approved by the Chairperson prior to distribution to the other members of the
SPCO.
b) Distributed in a timely fashion to all members of the SPCO.
c) Appropriate to be shared with outside sources.
7. DUTIES AND RESPONSIBILITIES
The SPCO will broker relationships and may act in an advisory capacity to local government in
matters pertaining to social community development and well being and will:
a) Work collaboratively and co-operatively with other governmental agencies and civic
groups to advance the goals and objectives of the SPCO.
b) Make recommendations regarding social planning priorities that exist in the County.
c) Assist in coordination of action to be taken in regards to these social planning
recommendations.
d) Review submissions from community groups and make recommendations with respect
to any social planning grants or funding available.
e) Review submissions from community groups, to act in an advisory capacity with
respect to social planning issues.
f)
Assist the greater community in bringing together informal groups to determine the
social planning needs of the community, and aide in community mobilization.
g) Consider and make recommendations with regard to issues as referred to, from time to
time.
8. RESPONSIBILITIES OF THE EXECUTIVE
The Chairperson shall:
a) Work with the secretary to prepare an agenda for each meeting of the SPCO.
b) At the request of any Municipal leaders, report on any matters referred to in these
Terms of Reference and any SPCO matters.
c) Guide all processes within SPCO meetings in a respectful and timely manner.
d) Guide all processes associated with appointment of new members.
e) Delegate any of the foregoing responsibilities to the Vice-Chairperson or any other
member of the SPCO in his/her absence.
f)
To act as a formal spokesperson for the SPCO.
The Vice Chairperson shall:
Social Planning Council Oxford
a) Fulfill all duties of the Chairperson in the absence of the Chairperson.
The Secretary-Treasurer shall:
a) Ensure that members of the SPCO are provided with the date, time and location of
meetings well in advance.
b) Ensure that minutes are recorded at each meeting and are distributed in advance of
the next meeting when possible.
c) Review the finances on a regular basis and report to the SPCO at each meeting.
d) Provide a draft annual budget for approval by the SPCO.
e) At such time as financial resources are available, the secretary-treasurer shall be
responsible for monitoring the budget, maintaining any bank accounts, and overseeing
any financial transactions.
f)
Submit any documents necessary in audit.
9. REVISIONS
9.1 These Terms of Reference shall be reviewed annually and amended as required by the
acting Social Planning Council Oxford.
REFERENCES
Social Planning Council of Cambridge and North Dumfries, Board Members Manual, November
2010
National Association of Planning Councils (NAPC) website www.communityplanning.org
Social Planning Network of Ontario (SPNO) website www.spno.ca
Social Planning Council Oxford
Sparberg Alexiou, Alice. Jane Jacobs: Urban Visionary, 2006
United Way of Oxford. Community Matters Report, 2006
Oxford County Youth Strategy. Youth Matter Report, 2007.
Clutterbuck, P., Howarth, R. Heads Up Ontario! Current Conditions and Promising Reforms to
Strengthen Ontario’s Nonprofit Community Services Sector
Social Planning Network of Ontario. Hard Hit: Impact of the Economic Downturn on Nonprofit
Community Social Services in Ontario, October 2009
Social Planning Network of Ontario. A Recovery-Free Zone: The Unyeilding Impact of the
Economic Downturn on Nonprofit Community Social Services in Ontario, July 2010
Community Social Planning Council of Toronto, University of Toronto’s Social Assistance in the
New Economy Project, the Wellesley Institute. Sick and Tired: The Compromised Health of
Social Assistance Recipients and the Working Poor in Ontario
Canadian Welfare Council. Councils in Modern Perspective
Moffat, K., George, U. Lee, B., McGrath, S. Advancing Citizenship: A Study of Social Planning.
Community Development Journal: 34, 2, 1999 pg. 308-317
Cheng, P. Background to Social Planning Councils, 2005
National Resources Canada. The Atlas of Canada (Quality of Life), www.nrcan.gc.ca
Social Planning Council of Kitchener-Waterloo (SPCKW) website. www.waterlooregion.org
Social Planning Council of Ottawa (SPCO) website. www.spcottawa.on.ca
Health Canada. Women's Health Strategy, Women's Health Bureau, Health Canada, 1999.
http://hc-sc.gc/english/women/womenstrat.htm
Public Health Agency of Canada, Commission on Social Determinants of Health