Coalition structure
UNITE Coalitions must elect a slate of officers to include a chair, vice-chair (or co-chair), secretary and treasurer. In addition, coalitions optimally should create eight standing committees: Court Watch/Judicial Review, Education, Faith-Based, Family Support, Grant Writing/Fund-raising, Medical Advisory, Neighbors UNITED, and Youth Activities. Coalitions may add additional committees – including, but not limited to, Business Relations, Planning, Project Development and Public Relations -- and sub-committees as needed. Each committee should have a committee chair. Coalitions should notify their coalition coordinators if changes or addition to committee or sub-committee chairs are made.
Meetings
UNITE coalitions should hold membership meetings once a month year-round to report on activities that have been taking place within the area they serve and to plan upcoming events. These meetings should be conducted at a time that is most convenient for members of the coalition to allow for maximum participation. Committees should also hold regular meetings and provide a report during the monthly coalition meeting.
All coalitions and their committees, as well as UNITE Clubs and HOFNOD groups, should keep official minutes of every meeting and to provide a copy to the UNITE staff on a regular basis. All coalitions that have a 501(c)(3) status must have minutes on file in a corporate book or they will lose their non-profit status.
Conducting meetings
Coalition and community members need to hear about the coalition’s work on a regular basis and have opportunities to participate in the planning and execution of anti-drug projects. It is important that the meeting experience be productive and engaging. Meetings work best when the process clearly reveals that decisions belong to all coalition members, when there is focus and attention given to the overall mission and vision of the coalition, and when the progress reports clearly demonstrate growth and development of the coalition.
Below are suggestions on how to enhance the efficiency of coalition meetings:
Schedule your meeting at a time most convenient for members in a recognizable facility (church, recreation center, library or school).
Promote attendance at the meeting at least two weeks before the date using fliers, word-of-mouth, newsletters and the local media.
Offer childcare. Have enough volunteers to care for infants and conduct organized activities for older children.
Make sure you have a sign-in sheet (click here to download a form) with spaces for people to list their name, address, telephone number and e-mail address. Use these sheets to compile a master mailing list for your coalition. A copy of the sign-in sheets should be given to your UNITE Coalition Coordinator.
Prepare an agenda with the specific topics to be addressed. Divide agenda items among coalition members so that responsibility for an effective meeting is shared. Most coalition meetings will follow a simple agenda that includes committee reports and time to focus on a particular theme. To view a sample meeting agenda click here. Meetings should last 60 to 90 minutes.
Be sure to have all materials and equipment needed for the meeting prepared in advance. If you will be using microphones, computers, projectors or other technology equipment ensure they are in working order and that you know how to use them.
Choose a facilitator who can keep the pace of the meeting moving, will remain focused on the meeting objectives, can act as a mediator in case of controversy, and will treat everyone in attendance with respect.
Designate someone (usually your secretary) to record every concern and/or solution that is mentioned.
Listen respectfully to complaints and announce you will look into the matter. Do not engage in arguments during the meeting.
Share suggestions, ideas or alternatives when the meeting is not progressing as planned.
Don’t be discouraged if only a handful of people attend. Analyze the reasons for low attendance and make adjustments the next time. Many people will volunteer their time for projects but can't attend regular meetings.
Coalition leadership
Coalition officers and committee chairs should be selected wisely. While it is important to elect individuals who are charismatic, can communicate well, and have a good feel for their community, keep in mind that leadership must be a team effort. If coalition efforts are too reliant on one or two individuals, they will flounder when those leaders must step aside for whatever reason.
Keep the coalition focused on goals. Successful collaborative leaders keep the diverse members attuned to their common goal.
Persuade and utilize influential community partners. Strong leaders bring community ties to the table and develop partnerships with organizations and individuals.
Maintain collaborative process. Instead of being the decision-maker, collaborative leaders actively seek to continue the group decision-making, planning and infrastructure building processes.
Diversify, motivate and energize your volunteer base. Leaders should help recruit diverse community members, involve them in meaningful ways, and keep them feeling upbeat about their experience as a member of the team.
Help resolve member conflicts. Collaborative leaders make deliberate efforts to help resolve member conflicts in open, unbiased ways.
Communicate with the community. Coalition leaders that bring excellent written and verbal communication skills to the table help get the coalition message out to the community and potential partners.
Cultivate leadership in members, including youth. For a coalition to sustain that momentum, it is crucial that new leadership is both allowed and encouraged to develop.
Operation UNITE : Unlawful Narcotics Investigation Treatment and Education
Official Site of Operation UNITE
2292 S. Highway 27, Somerset, KY 42501
606-677-6179 ● Toll Free 1-866-OP-UNITE ● Fax 606-677-6166
Operation UNITE : Unlawful Narcotics Investigation Treatment and Education
