Ontario Regional Office
200-215 Spadina Avenue
Toronto, ON M5T 2C7
416-535-2335 x205; fax: 416-537-6435
MartyV@oxfam.ca
www.oxfam.ca; www.oxnet.org
Meeting of the Ontario Regional Steering Committee
August 16, 2005
Present: Elaine, Jennifer, Meyer, Kamilla (early departure), Robyn, Marty, and Randy
(early departure).
1. Reports from Groups
a. Ottawa
There are several groups currently operating: Special Events, Development Education,
Make Trade Fair, School Presentations, and Control Arms. The development education
course is starting anew on September 28 every Wednesday night for eight weeks. Topics
include HIV/AIDS, Make Trade Fair, and defining development. The instructors are
building upon the course’s many years of experience. For the school presentations group,
volunteer interest has dropped off due to an increase in volunteer demand. The focus of
this group is on Grades 6 through 12. The Special Events group is working on the
Change initiative conference to occur at the end of the month. There was a brief
discussion regarding who is allocating the funds to this conference. The Special Events
committee is also organizing a Make Poverty History party to coincide with the
conference to raise some money. The Control Arms group continues its local
presentations.
b. Toronto
The Fair Trade group is usually very active, but it has lost its leader in Suresh for the
summer at least because he needs a break. There have been interns in the office over the
summer to support volunteers. Tablings this summer have included the Coldplay concert,
Live 8, Afrofest, and in conjunction with the photo exhibit at BCE place. The
fundraising office appears to be the lead on the photo exhibit. Most tablings have
focused on making trade fair. The Reading Club has opted to read articles rather than
books. There has been one meeting to prepare for World Food Day thus far. Meyer is
also continuing his work in food security, land reform, and urban agriculture.
c. London
As it is a campus group it is dormant in the summer. Over the past academic year
activities have included a World Food Day event collecting donations for food banks,
Buy Nothing Day including a “free store” in a local mall, and working towards an ethical
purchasing policy at the University. There was no anti-sweatshop fashion show this year
due to the administration denying access to the venue at the last minute. Meyer
suggested working with the faculty and student council when dealing with the
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administration. Jennifer mentioned that troubleshooting will be part of the Change
Initiative conference. Meyer asked if the London group was concerned about corporate
donations to the University. Kamilla says the group is looking into it.
d. Kingston
While the group that has been in Kingston has mostly catered to law students, some more
Queen’s students are now hoping to reach out to other parts of the Queen’s student body.
Jennifer raised the issue of whether local community members feel welcome to
participate in campus groups or whether there should be community groups in addition to
campus groups. She cited Victoria as an example of a successful revival. Kamilla said
that, currently, the UWO group does not have enough resources to support the entire
London community. Meyer mentioned that there was once an Oxfam staff person and
office in London and, following its closure, there was a fallout. Jennifer will be visiting
London in the near future and suggested a meet-and-greet for interested community
members. Meyer pointed out that the needs and interests of students can differ from
those of the general community.
2. Ontario Regional Assembly 2005
The Assembly will be in Ottawa this year since it was held in Toronto last year (since the
National Assembly was in Ottawa). It was agreed that it would be better to strike a
separate organizing committee rather than asking Ottawa’s Special Events group to
undertake the project. Jennifer, Elaine, and Marty will be on the committee as well as
additional Ottawa members and other interested people. Ottawa’s Volunteer Place has
been tentatively booked for October 28-30. However, Elaine and Robyn will be away
that weekend. It would also be difficult for Randy to attend. Robert Fox is available for
that weekend. Marty agreed to canvass the availability of all steering committee
members for various weekends via email.
It was agreed that Saturday evening is preferred to Friday evening for a social event.
The Assembly should wrap up by early afternoon on Sunday. Governance issues, like
previous years, could be the focus of Sunday morning so that Saturday can remain
accessible to those who are less interested in governance. There should also be time
dedicated to Youth on the agenda. Robyn suggested an emphasis on volunteer capacity
building in light of reduced staff support. The Assembly should continue its transition
from meeting-style to workshop-style. It should be more colourful. Perhaps there can
even be choice between workshops. Saturday morning could be content-oriented with
the afternoon more action-oriented.
The Committee should brainstorm by email in the coming weeks. Randy suggested
that the fundraising workshop should be repeated. Robyn raised the issue of quality
control of presentations (e.g. to avoid duplication between presentations). Jennifer
mentioned that templates (e.g. the Tsunami presentation) are useful to provide consistent
messaging nationwide.
Meyer mentioned that the use of templates also has
disadvantages (i.e. one must also tailor to different audiences). The Chair reminded the
Committee that invitations must be sent one month prior to the Assembly. Robyn
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suggested asking the Membership for ideas for the Assembly and Elaine suggested
providing guidance to the Membership to help it come up with ideas.
Meyer mentioned that, in the past, the Assembly has been held prior to the board
meeting. Unfortunately, this is not possible this year. Randy pointed out that there will
be issues arising out of the Board meeting to be addressed by the Assembly. The topic of
whether the Board meeting or the Assembly should come first will be reopened prior to
next year’s Assembly.
3. Strategic Planning
The Chair sought feedback to the “Strategic Plan Input” document forwarded from the
Executive Director. It was clarified that this will not be the last chance to provide input;
that it will be a topic of discussion at the Assembly. Elaine asked how the questions were
circulated as some Ottawa members have yet to see the questions. Jennifer said she
would look into this.
a. Strengths, Weaknesses, Opportunities, and Threats (SWOT)
Elaine thought it was concise. She suggests three areas of focus: the role of volunteers,
the role of the board, and a synergy of ideas. Meyer suggests that an organization trend
towards oligarchy rather than democracy is a weakness. He points to less frequent
elections and assemblies as an example. Meyer is also concerned that the SWOT was
already filled in whereas most SWOT analyses are blank slates prior to stakeholder input.
Meyer also pointed out that Oxfam Canada’s relationship with Oxfam International can
be viewed as either a strength or a weakness. Robyn appreciates being solicited for
feedback. She does not mind that some examples have been provided. She finds the
document an interesting window into how upper management view the organization.
b. How is Oxfam distinct?
Elaine believes Oxfam is distinctive for the variety of opportunities and degrees of
involvement it allows volunteers. Meyer see Oxfam as distinctive, inter alia, because it
was the first NGO to recognize politics as a crucial factor in international development.
Robyn seconded Meyer’s comments, pointing out that Oxfam is not shy to engage on
politically sensitive issues through its advocacy and policy work.
c. How do you see Oxfam Canada in 2010?
Elaine suggests three areas of consideration: people (what type of people do we have and
their engagement?); 2) donors (shareholders); and 3) customers (recipients in terms of
partner organizations). Meyer would like to see Oxfam more decentralized with more
popular support. He believe that there should be more attention paid to issues of urban
sprawl, rural development and organic farming. He would also like to see stronger
membership of Oxfam Canada in Oxfam International. Robyn would like to see more
strategic public engagement (i.e. volunteer hours allocated more efficiently towards
policy work).
d. Balance between national and international
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Meyer would like enhanced Oxfam activities in Canada related to the linkage between
Canada and its partners. Perhaps an enhanced advocacy program may one day be funded
separately, like in Australia. There should be an obvious continuation of work
internationally and with Oxfam International to maintain humanitarian work. Perhaps
there should be a focus on fewer countries. Robyn believe that there should be an
emphasis, within the Canadian program, on more policy and advocacy rather than general
awareness raising (e.g. the audience should be more targeted). Robyn would not mind
the Canadian program receiving “more of the pie” if it meant more of such work.
e. Maximizing use of Oxfam International
Elaine believes that naturally there will be synergies but there is also potential for a loss
of autonomy. Meyer believes that advocacy should be consistent among members of the
federation but that Oxfam Canada should maintain a profile within Oxfam International
(OI). OI needs to make better linkages with big and small popular movements. Robyn
believes that increased integration is good to build on synergies. She would like to see
more information provided regarding how Oxfam Canada’s distinctiveness would be
threatened by greater integration.
4. Restructuring
The Chair reminded the Committee of actions taken to date being the resolution from last
year’s Assembly and a letter to the Board. The Board is sympathetic to the plight of the
region but there are few options available. Meyer believes that the region is suffering due
to reduced staff support though the region has traditionally been a broad base of support
for the organization. Ideally, he would like to see two staff members in the region.
Elaine pointed out that the Ottawa Local Committee is satisfied with the current level of
staff support. what has been done: resolutions, letter to board
5. abcGTA
Robyn informed the Committee of the abcGTA initiative of the Maytree Foundation,
dedicated to increasing the diversity of members of agencies, boards, and commissions.
The initiative acts as a bridge between organizations and candidates. Robyn will send the
Committee the website link via email.
6. New Business
Elaine would like a discussion of Committee norms on next meeting’s agenda. Meyer
would like a discussion of Chartering on next meeting’s agenda. Elaine will be away
from September 23 to November 13. Robyn will be away from September 25 to
November 3.
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Meeting of the Ontario Regional Steering Committee
September
20, 2005
Present: Jennifer, Kamilla, Meyer, Randy, Marty, Shelley and Elaine.
Robyn regrets, Elaine joins late, Randy early departure.
REGIONAL ASSEMBLY
General Notes:
● How long should the RA to be? Day and a half suggested. Jennifer suggests a more
synergistic regional assembly format, with stories from around the country, and
sharing among regions of different approaches. Also, we should hear more from the
volunteers, and more about overseas work.
● “Find your partner” activity suggested to make participants aware of different
connections among Oxfam programs.
● Robert Fox is confirmed to give the opening address, but may not be present at
assembly full-time. There is also interest from humanitarian unit about Oxfam's
tsunami response – major initiative since the last RA.
● Suggestion for a fundraising workshop, more developed than last year, and involving a
new fundraising toolkit.
● Equitaire from Quebec expressed interest in attending; possible workshop given as a
lunch presentation?
● The campaign focus for next year is still being discussed, and as a result the focus of
training for RA is unclear. MPH a possible direction for Oct-Dec period, raising
suggestion for MPH training at RA.
● Suggestion to unpack internal organization pieces from training pieces, for sake of
new volunteers who may not be members yet, to avoid intimidation. Also, to give a
short presentation about Oxfam's structure.
● End on a high note, with success stories, two or three case studies about Oxfam's
actual impact in policy change or overseas programs.
Volunteer Panel
Jennifer would like the presenters on the panel to give detailed accounts of “best
practices,” focus in one or two instructive cases, instead of doing an overview of
everything accomplished all year. This would be an opportunity to share success stories
and talk about challenges. The panel would consist of four or five ten-minute
presentations about key initiatives made by local groups. Following the panel, volunteers
will break into small groups to discuss strategies, and to brainstorm about possible
collaborations and linkages with other organizations. Volunteers will be encouraged to
share their insights during the strategic planning on Sunday.
Meyer would still like to hear the comprehensive reports. One possibility raised was to
start with the 5-10 minute group reports, followed by the highlights.
Campaign Presentations
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Jen suggests approaching members to ask them to speak about particular things, for
example, dev. ed. course in Ottawa to present or Toronto's last year Food Day event,
Stamp Program.
Idea arose to choose presenters to address 5 goals of Oxfam. Jen and Marty will identify
volunteers to present/cover each area of interest.
RSC Preferences for Discussion:
Meyer = Women and Work, Food and Trade, ideas for strengthening linkages with other
progressive groups in the community
Jen = School presentations group in Ottawa = Jen.
Kamilla = No Sweat
Randy = Committee activity as a combination of fundraising and outreach, lessons
learned
Elaine = Sweatshops, dev. ed.
Shelley = Women and Work
Guest Speakers:
There will be a guest speaker during the community reception, to which community
partners will be invited. Liz Bernstein (coordinator of MPH through CCIC) is a possible
speaker, as well as Mark Fried and Linda Ross. Another possibilities include a speaker
from the Maquila SN, the head of CCIC, the president of Volunteer Canada, “Jerry” from
MPH and Jim Kreegan from Barenaked Ladies. Jennifer will approach possible guest
speakers.
Saturday Night Activities
The Special Events Committee in Ottawa has started planning Music for Change, an
Oxfam-themed fundraiser clubnight, designed as an attempt to engage with the new
demographic. A screening of “Girl in a Cafe” will run parallel to Music for Change, as a
alternative, specifically for those under 19. Community partners in Ottawa will be
invited to the screening. Elaine would like to find out about the possibility of company
sponsorship of a RA event. She will get in touch with Ottawa Special Events Committee
to discuss this further.
The Hunger Banquet.
There was discussion of whether to scrap the Banquet, since CHANGE youth recently
participated in one. Shelley and Meyer agree to scrap it.
With Hunger Banquet scrapped, the reception will move higher on the day's agenda.
Reception
Proposal raised to ask for a $10 donation for banquet. Attempts will be made to seek
organic local farm sponsorship.
ELECTIONS
Meyer raised the issue of whether we should have elections at RA, to elect people to
positions filled with interim appointees, to fill two vacant positions, as well as possibly
expanding the number of positions available on RSC. We acknowledged that the RSC
has the authority to appoint people on an interim basis. There was a brief discussion
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around whether appointed individuals (RYL) should keep their position for the original
duration of the term (as suggested by Meyer).
It was decided that we will wait until the RA to determine if anyone wants to assume a
larger part. We agreed NOT TO send out nomination forms in the invitation package.
As it stands, there will be NO ELECTIONS at the RA.
CHARTERING
Meyer noted that there are too few organized chartered groups in Ontario, and that
chartering provisions are messy. Jen responded that many Oxfam working groups within
an area work organically and independently of each other, or are organized thematically,
making it difficult for them to agree to one charter. One example of this are campus
clubs, which display a broad range of group models. Marty pointed out the room for
flexibility in chartering process, and noted that the RSC Chair has the authority to
recognize groups on an interim basis prior to RA, when formal ratification happens.
Meyer would like to further discuss the issue of chartering at the RA.
Group Norms brought up again.
Elaine would like to establish certain norms so that everyone has a chance to be heard.
Jen would like to see the agenda for RSC meetings as an outline of specific objectives
clearly spelled out to avoid “offshoots.” We all agreed upon this.
Jen also suggests ending meetings on a positive note.
Kamilla feels good about Oxfam@UWO signing up many new members.
Jen is excited about CHANGE initiative and building Oxfam clubs on campuses.
Elaine is leaving on a 7 week trip to Africa, and about CHANGE, and Dev Ed course
starting next Wednesday in Ottawa.
Shelley has an amazing encounter with Oxfam local partners in Nicaragua, making
connection with overseas partners, feels greatly motivated.
Motion to adjourn.
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Meeting of the Ontario Regional Steering Committee
January 16, 2006
Present: Elaine Murphy, Don , Randy Pepper, Meyer Brownstone, Jennifer Brammer,
Kamilla Pietrzyk, and Marty Venalainen
Guests: Helene Armbrust, Victoria Harnett, Mansoor Riaz
1. Approval of Agenda
The agenda was approved.
2. Approval of Minutes
The minutes from the last RSC meeting were approved.
3. Group Reports
a. Ottawa
The group is taking part in the “No Sweat” coalition. It is spearheading a public
meeting on February 7 regarding the City of Ottawa’s purchasing policy. School
presentations are ongoing. The Development Education course wrapped up in
November. Attendance (20 participants) was down from last year, but this was
largely due to last year’s attendance being extraordinary. The course organizers
received good feedback and have been building the capacity of volunteers. There are
student clubs active at Ottawa U and Carleton U.
b. Toronto
The Make Trade Fair campaigning continues and the Fair Trade group has been
reinvigorated. A leader of a farm co-operative from the Dominican Republic is
expected to appear on February 15 at 6pm. There are many requests from schools for
presentations; while some volunteers are available to help with this, there are not
enough. The TLC is hoping to establish a Music4Change working group. Robert
Fox intends to speak to volunteers on February 8. The film club is starting up anew,
and the Reading Club is currently reading “Race Against Time.”
c. London
There is an Oxfam/Amnesty/EWB coalition regarding Make Poverty History and it
has been promoting an online petition, doing tablings, and distributing pamphlets.
Human rights professors will be speaking in this regard in mid-February. Kamilla is
once again helping with the Regional Social Forum and hopes to have an Oxfam
booth at this year’s RSF.
4. Proposal for Funding to create a Contact Photography Festival Exhibit
Marty read the board minutes containing the regional fundraising policy to set the
stage. Helene gave an overview of the proposal, which was circulated to RSC
members. It is proposed that the Oxfam office in Toronto be the exhibit site for 2-3
weeks in May during evenings and weekends (potentially from 11-4). The group
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hopes to recoup expenses. There is potential to obtain the $270 non-profit rate for
holding an exhibit. This fee ensures a listing in the festival magazine. The photos
would be of Bangladesh, in which Oxfam Canada does not operate but other Oxfam
International members do. Meyer suggested getting complementary materials
regarding OI projects. Jennifer clarifies that, if the proposal is rejected, the money
would otherwise go to Canadian programs. Jennifer encouraged the group to explore
how the exhibit would advance Oxfam’s message, also mentioning the availability of
Poslun photographs. Helene expressed willingness to incorporate the Poslun photos.
Helene explained that the choice of Allan’s photography is related to his involvement
with the organization and the connection of the photography with development. The
intent of the exhibit would be to provide an opportunity for people to learn about
Oxfam’s work. Meyer is willing to contribute his slides if that is helpful to the
exhibit. The theme of this year’s festival is “imaging a global culture.” There will be
a few dozen photos comprising the exhibit. Jennifer suggested that more of the
photos, with captions, should be made available to the RSC. Meyer moved, seconded
by Kamilla, that the proposal to allocate $475 (maximum) for the exhibit be accepted.
Motion carried.
5. Regional Assembly Debriefing
Minutes will be circulated in the near future. Jennifer will frame some questions for
response from RSC members. Jennifer will include feedback from attendees as a
separate document from minutes.
6. Democratic Process
Meyer would have liked to see more discussion on the democratic process at future
regional assemblies, with national office matters discussed less. Since there is no
Membership Review Committee right now, Meyer wonders how the role of
membership is being considered as part of the strategic planning process. Meyer
believes the organization has become too centralized and that more education of
members needs to be done on the foundations of the organization (e.g. the By-Laws).
Meyer expressed willingness to visit groups to explain the underpinnings of the
organization and will draft a proposal.
7. Elections
Meyer volunteered to assist with regional/national elections and explained, based on
his experience, some of the tasks in that regard, including election policy-setting.
Time commitment varies. Jennifer pointed out that being an RSC members is not a
prerequisite of membership on elections committees. Meyer recommended looking
for additional election committee members.
8. Vice-Chair
Marty outlined how the Rules & Procedures are likely going to change to encourage
RSCs to include a Vice-Chair. Numerous RSCs have been without a chair for some
time; having a Vice-Chair would create greater stability. Elaine was acclaimed.
9. Adjournment at 8:30pm
Ontario Regional Steering Committee Meeting
9
24 May 2006, 7-9pm
Minutes
Present: Stephanie Chong, Marty Venalainen, Shelley Smith, Jennifer Brammer, Elaine Murphy,
Sean Field
1. Reports from Groups
Queen’s University
4 projects this year: MTF, MPH, No Sweat, Control Arms
MTF: targeted student government, other clubs to support and adopt fair trade
policies
MPH: Make Poverty History Week in Dec – many activities including putting
white pieces of fabric with facts on trees along campus, MPH wall in student
centre encouraging people to write personal goals as to how to make poverty
history
No Sweat: Clothing drive/donations, cut out labels to investigate distribution of
clothing manufacturers
Control Arms: Million Faces campaign (collected over 500 pictures), Control
Arms arms wrestling competition
Ottawa
MTF: series of events throughout the summer, trying to have the City of
Ottawa adapt an ethical policy (in progress)
Oxfam Development Course: in progress, expecting update next month
Control Arms: June 9th (or 7th?), Million Faces campaign, 100 days of action at
end of April, collaborating all pictures to send to meeting
Music for Change Committee: fundraisers including campaigning in midAugust, announcements made through OxNet and email at the end of July –
beginning of August
Toronto
Toronto Local Committee: solidarity role and point of contact for everyone
Control Arms: presentation on June 15th/06 (Bloor Cinema – “One Fallen
Soldier” – presentation by a former child soldier & a professor from U of T),
tickets sold @ office starting May 24/06, campaign starting to wrap up with
end of the Million Faces campaign
MTF: “Make Trade Fair Committee” needs new leadership
Education groups: develop mew workshops/classroom presentations (i.e.
HIV/AIDS, Gender equality)
World Food Day: bimonthly meetings (next one May 30), focus on women’s
rights, HIV/AIDS, food security
Guelph University
MTF: Planet Bean, panel discussions, trying to have university adopt a fair
trade purchasing policy, established a 25 cent fee for referendum
Also working with Students against Sweat Shops, Wellington County School
Board (high school presentations)
Symposium on Trade – proposed speakers, possibly South American and
Canadian farmer representatives
$2500 funding for World Food Day
info about Guelph Group on the Change Initiative Website
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2. Elections (March 2007)
The Board is elected every 3 years - next elections will be in 2007. There will be an email
campaign, person to person outreach and a membership drive in the fall to encourage people
interested in running and members to vote – need to be members for 6 months before can vote,
one year to run.
We are currently investigating how others groups conduct online voting, will have candidate
profiles online, want to make website more interactive Elections Committee: overseeing
logistics of election itself
3. Strategic Planning
 looking at gender equality and how we engage with women’s organizations
 e.g. us working with a group of volunteers and develop a workshop for RSC
members to present locally or via ORA
 Robert Fox preparing a paper to send to the board and membership – will be decided
at the National Assembly in 2007
 e.g. woman from AWID who spoke to Board was dynamic and amazing
 hard to learn the topic by just reading a document
 nurturing volunteers specialized in women
 idea of online training workshop in late fall or early new year i.e. 1-2 month series
 Robyn advocates having workshops done before regional assembly (?); suggests
that Oxfam promote members join AWID newsletter
 Shelley: Oxfam has always been involved with women’s rights; the change is really
in the Canadian programs; very exciting that better linking Canadian programs with
overseas programs
 Shelley recently did a teleconferencing session through “Spider phone” where you
see the presentation while the call is going on; IMPACS uses same process and
Jennifer will find out more
 Not sure about campaign focused on women yet; nothing in next six months. MPH
will still be active until next fall even though its ramped down a bit
 OI strategic planning process is happening right now and it’s a longer process; they
haven’t landed yet on thematic focus. Opportunity for Oxfam Canada to be the
implementation arm; trying to push stronger gender analysis
 OI looking at five options, one of which is HIV/AIDS, one of which being
water/sanitation; enforcing humanitarian standards; changing global beliefs
3. Volunteer Engagement Strategy
One part of the strategic planning process is considering volunteer engagement over the next 5
years and how we want to build our ‘volunteer program’. Jennifer is preparing a draft to outline
options for the emphasis and direction that the strategy may include, with a focus on youth,
fundraising and communications as key aspects of the strategy. There will be opportunities over
the summer to engage volunteers in the strategy development, including an online survey. The
Board will consider strategic option at their meeting this September.
4. Volunteer Toolkit
Jennifer gave an update on the volunteer toolkit posted on oxfam.ca, which is geared towards
new groups but also has information useful for individual volunteers. She will be asking people for
content, profiles, stories, best practices to add to the content. Shelley suggested that each
section have specific volunteer activity examples and their outcomes and list contact person. It
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would be useful to include multimedia (e.g. video clip of someone giving an interview), and
sample op-eds, etc which also helps to create a bit of an archive to create institutional memory
Sean noted tendency among volunteers in Guelph to think that the student club is an isolated unit
so such a toolkit will help increate connectivity with other groups (e.g. would love to help other
groups run referendum campaigns). Meyer commented that we need to include resources for
groups such as budget information and funding guidelines (sample budgets, spreadsheets)
5. E-Strategy / Web Development
Survey sent out to all members with email re Oxfam.ca and oxnet.org. 300 responses received.
One of top features people want to see is calendar of events, which is intriguing because it
already exists on Oxnet. People also said that they want dedicated sections of the site (e.g. youth
section, teachers section) as well as video, blogs, photo galleries. Oxfam GB has amazing videos
on website. Jennifer will send survey summary to RSCs.
Ideal target is that new site ready to present at end of September / beginning of October. Part of
this will be the Oct 15 launch of “Oxfam unwrapped”, an online shopping site e.g. buy a goat in X
country where Oxfam is working, which has been very successful in Aus, NZ, GB. We will want
volunteers to promote this.
Oxnet will be merged into Oxfam.ca so there won’t be anymore oxnet.org and site will be run on a
content management system so that we will no longer just go through one webmaster – users
will have different permissions. The site will have ability to include other things later; regional
sections, dedicated youth section, etc.; ability to have video streaming, calendars and discussion
forums: having targeted discussions and workshops e.g. using TakingITGlobal platforms. An
RFP is going out in next couple of weeks. There will be room for feedback from volunteers
throughout the development.
Not “build it and they will come;” there will need to be training, creating hype, maybe at RAs, need
critical mass for tools like calendar. Information about partners needs to be more accessible.
Even annual report isn’t great at this – too superficial. Jennifer finds the best resource is going
under “What We Do” which provides links to all of the partners but admits this is a little bit buried.
We should put stories up front – will be recognized in new site
Jennifer wants to get more people to subscribe to e-newsletters, e-alerts. We have 16,000 people
on email list but we want to grow that by getting all volunteers on it, and sending out more
targeted emails based on peoples’ interests. Sending e-postcards to PM etc. Other Oxfams have
e-audiences in the hundreds of thousands
6. National Assembly
The tri-annual assembly will take place in Ottawa (May 12-13/2007). A staff committee being
formed (staff + 2 members of the board) . The # of regional delegates is TBA (based on budget
since the cost of attending is subsidized)
7. Next meeting
TBS. Marty notes he will be out of country until end of July
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Ontario Regional Steering Committee
Meeting of 9 August 2006
Minutes
Attendees: Shelley Smith, Sean Field, Marty Venalainen, Jennifer Brammer, Meyer
Brownstone, and Elaine Murphy
Regrets: Kamilla Pietrzyk, Don MacMillan, and Robyn Chomyshyn
A. Volunteer Engagement Strategy
Jennifer began by providing the background of the volunteer engagement strategy and
the timeline for its consideration by the Board and other parties. The Committee then
discussed potential answers to the questions that had been posed in relation to the draft
document.
1. To what extent should the model and resources for Oxfam volunteer groups be
standardized and centrally coordinated or more flexible and regionally
determined (e.g. in some regions, encouraging a permanent ‘local committee’
model while in others discouraging the establishment of standing community
groups and developing more thematic or project oriented volunteer working
groups). What implications does this have for policies (e.g. funding allocation,
chartering,)? How would this allow for Oxfam to grow in the region over the next
5 years?
Sean: what type of group been growing most?
Jennifer: campus groups
Meyer: what role there would be for regions if models were to standardize nationally?
Marty: what is disadvantage of campaign-oriented groups besides being more
temporary?
Shelley: more work / complexities in terms of policy
Sean: if decentralized, then need to have support people to bounce ideas off of Jennifer:
pretty easy to link up campus clubs to have common bond.
Shelley: it has always been a challenge to link up groups (e.g. Oxnet, Voxtales) and so it
comes down to having staff with networking in job description
Shelley: Sean, how do you currently connect beyond using the RSC?
Sean: email a couple times with Queen’s, pulling stuff off Oxnet
Jennifer: investing more in RYL position is one option, though this does not fully
replace staff. RYL could do call-around of campus groups and could even put out a
newsletter.
Marty: what about funding allocation implications?
Jennifer: not sure decentralized would have implications necessarily
Shelley: not sure how funds could be allocated between regions and then between
groups. Then would have to strengthen role of RSC. Time required in terms of
budgeting and financial management.
Shelley: pot of money could be handled by regional staff person. Groups put together
proposals and RSC serves as assessment committee and monitoring for proposals.
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Meyer: Oxfam governed by certain fiduciary responsibilities so there is need for good
recordkeeping.
Marty: price to pay for greater flexibility would be more training up front
Meyer: can’t use Oxfam name unless prepared to be accountable
Shelley: likes where Marty was going in terms of leadership development – centralizing
things up front.
Shelley: money for printing should not be coming from volunteers’ pockets.
Sean: supports idea of group submitting proposal
Jennifer: RSC may be asked to play a role in planning of volunteer development. E.g.
“we really want to start a hungry for change group in thunder bay.”
2. How should Oxfam encourage volunteer groups to be more engaged in
fundraising? What is the best balance of supporting volunteer engagement to
raise awareness and/or funds?
Jennifer: there seems to be most momentum around two things: 1) awareness-raising
based directly on campaigns and not going for big bucks e.g. DevEd and Music4Change.
This is one area where need to invest more to integrate with campaigns; 2) other area to
invest more in is developing a speakers program. Thinks we should also be encouraging
donating more. Right now don’t have staff able to support volunteers in fundraising.
Meyer: cannot avoid contacting corporate world. There is a scale element (economies
of scale). Takes time to arrange silent auctions.
Marty: e-fundraisers?
Jennifer: event-in-a-box. Events-based fundraising doesn’t make much of a return;
signature events are Hungry for Change and music4change.
Shelley: volunteers should be informed about share plan and should ask for money at
events. Oxfam unwrapped = getting volunteers to fundraise within their own networks.
Donate five cents for every click.
Marty: another element of communications strategy could be providing details of where
money is going e.g. Ethiopia project.
Shelley: agrees – dollars turn into millions – need to focus. Volunteer-based fundraising
has been based on the RSC split but this is problematic i.e. message to public should be
that money is going to Oxfam Canada. Can’t be inspired by necessity of buying paper
for our work – that money should come from central office. Would like move away from
50/50 model.
Sean: but volunteers should not have to pay for paper themselves.
?: We have to integrate work of volunteers into regular program planning. Maybe this
needs to play a role in informing RSC’s direction because can’t fund 100 different groups
at $250 a pop. Screensaver? What should groups have as of fundraising goals?
3. What are the most successful examples of the impact of group activities
undertaken in each region – how can this be further supported and shared in
other regions?
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Sean: Guelph initiative re: fair trade raised awareness. Also screening Darwin’s
nightmare.
Jennifer: we need to better publicize events that go well e.g. more stories on website.
Marty: had success stories at last regional assembly.
Jennifer: Yes, Regional Assembly workshop let to Music4Change being diffused from
Ottawa to Toronto. We should have stronger speaker program in schools. Great to have
workshop at RA or NA but there needs to be follow through e.g. cross-regional
committee. Maybe RSC can play greater role in this.
Shelley: maybe have a fair at the regional assembly with exhibits where people who are
coming in from different towns have a really great opportunity to network and showcase
the stuff they’re working on.
Jennifer: yes, because talking heads only go so far. Roundtable chats.
Marty: awarding group with best fundraiser.
Jennifer: e.g. “volunteer congeniality award.”
Elaine: with awards, must keep in mind that not all projects are fundraisers.
Shelley: people could nominate an outstanding volunteer on their registration form.
4. What is the ideal balance in investing organizational resources in development of
specific kinds of groups (e.g. campus clubs, fundraising committees, general
community groups, campaign committees, etc)
Elaine: wants more information about how resources are currently being balanced.
Jennifer: why don’t we have group in Thunder bay.
Sean: wants more info on current balance of number of fundraising groups.
Marty: transition necessary from being student to adult Oxfam member.
Jennifer: chicken and egg thing
B. Regional Assembly 2006
Elaine: worried about a December date conflicting with Christmas parties
Jennifer: Is attendance of rob fox a priority? Also, having in Toronto on Dec 2 would
be good for AIDS day
Shelley: very small budget ($1500) for RA. Would like to see volume of people to
handle delegations for NA and that its election year and this would militate against
holding Assembly in Guelph
Jennifer: Only dates possible for Rob Fox are nov 11/12 and dec 2/3
All: Issue about whether nov 11 is a stat holiday. Weather more questionable in Dec.
Jennifer: maybe Guelph next year, Toronto this year.
C. New Business
Shelley: suggested agenda item for next meeting is RSC involvement in prospective
membership outreach drive
Meeting adjourned.
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Ontario Regional Steering Committee Meeting (teleconference)
Sept 21 2006
In attendance: Marty Venalainen (Chair), Meyer Brownstone, Robyn Chomyshyn, Shelley Smith,
Elaine Murphy, Stephanie Chong, Don MacMillan, Jennifer Brammer (minutes)
1. Regional Assembly
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Group agrees that we want to have more interactive presentation showcasing Oxfam
volunteer activity highlights; Elaine and Jennifer will develop activity and format
Robert following up to confirm MT staff and AWID resource people
Venue to be confirmed, send suggestions to Marty by Sept 25
Want a report on OI and Oxfam Canada participation
Board directors - Don will be there Sunday, Shelley and Randy all weekend
Focus on explaining Oxfam’s role, capacity and process to transition to women’s
rights program focus
Discussion about the value of knowledge and skills workshops - it would be valuable
to showcase successful activities/lessons learned stories, interactive format
Sat night special event – e.g. film/reception? Marty and Shelley will explore ideas for
an event and bring a proposal back to the RSC.
2. Elections
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RSC needs to identify rep on NEC. Responsibilities include: recruiting candidates for
Board, liaise with RECs, oversight of ballot preparation (on time, according to voter
list, etc)
Meyer appointed as ORSC rep on NEC; will keep Robyn updated as member of REC
Meyer raised issue of member eligibility to vote, nominate and stand for National
Assembly and RSC member positions. Concern that this violates Oxfam Canada’s
Rules and Procedures. Also, Board directed that RSCs have flexibility in term of
elected RSC members whereas current elections guidelines circulated by Elizabeth
note the RSC term is 3 years.
Marty noted that some members, such as campus group members, may be less
likely to continue for 3 years, Robyn noted this may even happen if term is 1 or 2
years
Motion by Meyer that RSC member office be 2 years – motion defeated
Motion by Robyn that term of office be 3 years -- motion carried
Number of members to be elected will be decided at Regional Assembly depending
on interest assessed – REC will consider this before mailing
Question about Regional Assembly recommending change to automatic delegates to
National Assembly to allow more members to participate
Shelley will talk to Robert and Dick to clarify process of revising or reaffirming Board
decision re member eligibility in regional elections
Meyer will resign from election committee if Board Exec committee decision stands
Meeting adjourned 10pmEST
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Oxfam Ontario Regional Steering Committee – Notes
Teleconference Oct 19 2006
In attendance: Shelley Smith, Randy Pepper, Robyn Chomyshyn, Meyer Brownstone, Sean
Field, Stephanie Chong, Marty Venalanien, Jennifer Brammer (recorder).
Regrets: Elaine Murphy, Victoria Harnett, Kamilla Pietrzyk, Don MacMillan
Regional Elections Committee report (Meyer/Robyn)
No nominations for National Assembly delegates and RSC member positions have been received
yet. Meyer noted that the membership lists need to be updated to reference eligibility to
participate in elections. Only 6 members currently registered for the RA as eligible to stands as
candidates. Members do not have to be present at the Assembly to stand as a candidate or
nominate – only to vote.
Meyer suggested that there are two resolutions that may be ratified by the Assembly – RSC can
determine if either of these should be ratified by Assembly.
1. Term of office for RSC members – the RSC has recommended 3 years, which is
consistent with the national guidelines. Committee agreed that this decision would be
presented to the Assembly for ratification.
2. # of members at large to be elected to RSC. REC proposes 6 members plus regional
youth liaison. Groups can nominate 1 member per group. Since membership isn’t
organized largely in chartered groups and there would be 3 positions open to any
member (group member of individual). All youth members vote for RYL. All members
eligible vote for 6 positions.
Jennifer and Marty will review the list of chartered groups in Ontario to confirm which are eligible
to nominate candidates for the RSC. There is a concern that it is unclear what groups of
members should be chartered (e.g. in Ottawa, there are several working groups, not a ‘local
committee’ as such).
There are some materials required for the elections (ballot paper, copies of membership and
nomination forms, etc) – Jennifer will follow up with Victoria to ensure these are on hand.
Regional Assembly planning
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Jennifer will circulate description of skills share session and confirm members to
present/facilitate with Marty and Victoria.
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Victoria is following up re Sat afternoon workshops to confirm resource person from MSN
for labor rights workshop and Louise Binder for HIV/AIDS session
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‘Oxfam in the World Café’ - strategic planning discussion will include rotating small
groups, focus discussion on membership engagement aspect of strategic planning
process. Board will introduce strategic planning process in the Board report, Robert and
Jennifer will introduce membership and volunteer strategy process and questions for
discussion. Jennifer will send notes to RSC in advance for guiding this session.
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Important to encourage recruitment of members to attend RA – Jennifer will send
reminder email to Ontario member/volunteer list.
Agreed that the RSC will meet early (8am) on Sat at the RA venue to prepare and check in.
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