Representation process - About us - Health and Disability NGO Working Group

Representation process

Basic Principles
Open forum - anyone can join and participate.

Maximum participation in democratic processes - Working Group elections should enable maximum participation for health and disability NGOs

Continuity is important – processes should not allow for a total replacement of members at any one election.

1.0 Participation in the Forum
Forum activities and initiatives are open to any government, non-government and non profit organisation or individual involved in the health and disability sector in New Zealand.

2.0 Election of the Working Group
2.1
The Working Group is established under the provisions of a Framework for partnership which covers the relationship between the MoH and H&D NGOs. The Terms of Reference for the Working Group and the Service Agreement with the MoH provide the parameters for the functions and responsibilities of the Working Group.

2.2
The Working Group consists of two invited representatives from the MoH and representatives elected from each of the following Health and Disability subsectors:

Personal Health (2 representatives)
Public Health (2 representatives)
Mental Health (2 representatives)
Māori Health (3 representatives)
Pacific Island Health (2 representatives)
Disability Support Services (2 representatives)

2.3
Health and Disability NGOs meeting the following broad criteria will generally be eligible to register and vote:

activities consistent with the promotion of health or the delivery of health and disability services in the relevant sector.
non-governmental and non-profit
a clearly identified NZ organisation (which may include NZ branches of international NGOs)

2.4
NGOs may join the register at any time, where their subsector interests will be recorded. Subsector interests are recorded for one but no more than two subsectors. Once registered, NGOs remain on the register until they opt off. Subsector registration will be confined to areas where the NGO holds contracts or is actively providing services.

2.5
Prior to the annual Forum at which an election will occur, there will be a call for nominations for Working Group membership. Any NGO on the register may nominate a person for the Working Group. NGOs may vote for representatives in the subsector/s they have recorded on the register.

2.6
In each of the H&D subsectors at least one of the two (or three) positions will be open for nomination each year for a two year term. Members standing down may put themselves forward for re-election but the position must be contestable every two years. This is to retain some consistency of membership and allow for positions to be contestable.

The Working Group has as its main task the ability to reflect the key issues facing the entire H&D NGO sector and to work strategically on strengthening the sector in its relationship with the MoH. Consequently, Working Group members are expected to be the leaders within their particular agency and within the sector. Only one representative of an agency is permitted to be on the Working Group at any given time, no matter which subsector they are deemed to represent.

2.7
Prior to and at the Forum at which the Working Group presents its annual report, the Working Group will make publicly available the list of NGOs registered to vote in each subsector and the people nominated for positions within them. At the Forum, NGOs may register and individuals may nominate for positions until 12.00pm. Any challenges to registration of an NGO within a sector must be formally notified by 1.00pm and will be notified to the meeting. At the end of the day, the Forum will confirm the registrations, consider and vote on challenges and endorse sector nominations for the Working Group.

2.8
Those accepting nomination for the Working Group must meet the following criteria:

have their nomination formally supported and endorsed by their agency
be prepared to make a 2 year commitment to membership of the Working Group
be able to attend two-monthly meetings on a regular basis
commit to organising a proxy representative when they are unable to attend a meeting

2.9
In the month following the Forum, where an election is necessary, an email ballot of all NGO’s registered in each subsector will be conducted to determine the Working Group representatives from that subsector. Each agency is entitled to vote only in the subsector(s) for which they registered at the Forum. No agency may vote in more than two (2) subsectors.

2.10.1
The elected Working Group will have the mandate to fill any vacancies that do arise between normal election opportunities in a manner that they deem appropriate and which is consistent with their Terms of Reference. The process to be followed will generally be to invite the next highest polling candidate in the election for that particular subsector to fill the vacancy. If this person is not available, then a by election may be held within the subsector, or the position kept vacant until the next available Forum.

2.10.2
Failure of a Working Group member to attend three (3) consecutive meeting without apology, notification or appointment of a proxy will be deemed to indicate they have vacated the position. The Annual Report will include meeting attendance information for Working Group members.

2.11
A proxy delegate nominated to attend Working Group meetings in the absence of the elected representative should

In the first instance be the next highest polling candidate for the subsector or
If (a) is not available, appointed from the agency of the elected representative
A proxy delegate should not attend more than three of the six Working Group meetings in any one year

2.12
Working Group members will have all travel costs incurred in attending meetings reimbursed and, when necessary, may apply for a meeting attendance fee based on the MoH’s “Meeting Attendance Fee Guide”.

3.0 2009 election process
3.1
The procedure, which the Forum ratified in September, 2004, is that:

Health and Disability sector NGOs eligible to register (in line with the provisions above) will be invited to add their agency to the list of NGOs wanting to participate in the election. Those already registered will not need to re-register. Registered NGOs are welcome to submit nominations in subsectors in which there is a vacancy (see enclosed form).

3.2
There are vacancies in the following subsectors:

Disability Support 1 vacancy for a 2 year term
Mental Health 1 vacancy for a 2 year term
Maori Health 1 vacancy for a 1 year term
Pacific Health 1 vacancy for a 2 year term
Personal Health 1 vacancy for a 2 year term
Public Health 1 vacancy for a 2 year term

3.3
Nominations and sector registrations are now open and will be sent to the WG Secretariat:

at the Forum the list of eligible NGOs and those nominated will all be ratified
an election by email will be held in after the Forum.

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Page last updated: 2 September 2009