Dear Friends of the Canadian Women's Health Network:

While many of you have written or phoned, it's been some time since we last provided a written report to all of you about the Canadian Women's Health Network. We are grateful for the feedback given to our previous proposals and have a real sense of support for our work from women across Canada. Thank-you for the helpful comments and suggestions received to date.

The CWHN has been progressing steadily. There is now new information we are anxious to share and we continue to need your advice and involvement. We remain committed to a fair, clear, open and accountable process for how decisions pertaining to "networking" are agreed to and carried out. We plan to turn this "update" letter into an annual report that will include a summary of past activities and plans for the coming year, a financial statement, and an opportunity for you to provide input.

Please don't feel overwhelmed by this long letter! Basically, it includes:

1. An Activity Report
2. Appendices with relevant background information. These are:
   • Coordinating Committee member "job description"
   • Overview of the current CWHN structure
   • Summary of the Working Paper on Membership

3. In addition, there are forms for:
   • membership
   • newsletter subscription
   • Database registration
   • Feedback questionnaire

Please return the enclosed ASAP or by September 20. We plan to distribute another newsletter free of charge in early October. However, this will be the last time you will receive an update letter or other "membership" information unless you return the form saying you want to become a member!

We hope, beginning with this mailing, to start to establish a clear membership for the CWHN, a necessary part of creating an accountable structure. We also want to make sure that those who aren't interested in membership still have an opportunity to order a subscription to the newsletter or be listed in the databases. For those of you who previously filled out a "data base" form, please bear with us. Remember that just because you are listed in the database does not automatically make you a member! We apologize in advance for any duplication or confusion.

We look forward to hearing from you. Please read on!

Margo Fauchon, St. Paul, Alberta - Executive committee
Marsha Forrest, Queen Charlotte, BC- Executive committee
Vuyiswa Keyi-Ayema, Toronto - Executive committee [replacing Joan Grant-Cummings]
Sari Tudiver, Winnipeg - Executive committee
Robin Barnett, Vancouver
Anne Rochon Ford, Toronto
Lise Lamontagne, Montreal
Carla Marcelis, Ottawa/Montreal
Monica Riutort, Toronto
Valerie Wiebe, Calgary

The following women have resigned from the CC in the past year, due to other commitments. We appreciate the time and energy they offered: Anna Demetrakopoulos, Toronto; Gene Lara, Regina; Joanne Lowell, Yellowknife; Monica McCunn, Nova Scotia ; Catherine Martell, British Columbia.

Activity Report

I. Response to the previous survey

II. CWHN: Decision-making Structure

1. We have formalized our decision making processes through developing a job description for coordinating committee members. (See Appendix 1) This helps create a process of accountability for these positions and makes clear to CC members what is expected from them.

2. The Coordinating Committee now has an executive of 4 members, including the Chairperson [Margo Fauchon]. We share information and make decisions, primarily using E-mail. This has allowed us to reduce costs substantially. The executive meets every 4-6 weeks by phone and hopes to meet three times per year in Winnipeg. Minutes, including decisions, from executive meetings are sent to C C members by E-mail for comment and ratification. Unfortunately, there is no budget for the CC to meet in person, but we hope to have 3 conference calls each year. CC members also take advantage of other meetings and conferences to get together. There are also a variety of sub-committees and advisory committees either in place or under development.

3. Nominations: There have been some changes in the membership of the Co-ordinating Committee over the past year, reflecting the changes in women's lives which didn't allow them to continue their involvement. We appreciate the work past CC members did, and recognize that participation in the Co-ordinating Committee requires a real commitment of time and energy!

   We are also acutely aware that the 2 year mandate of the existing Co-ordinating Committee ends this year. Although we hope some of our members will stay on and provide continuity, we are actively seeking others to come forward either to serve on subcommittees or on the Co-ordinating Committee.

   To this end, we have created a nominating process for new appointments to the Co-ordinating Committee. This is one of the reasons for this letter.

   The Nominating Committee will be putting out a separate call for women through a variety of mechanisms, including targeted mailing to groups, postings in the newsletter and the website. This committee will review submissions and develop a slate of candidates. The slate will be built with the goal of balancing diversity (e.g. to include the perspectives of Aboriginal women, Quebecoises, Francophones outside of Quebec, women of color and varied ethnic backgrounds, lesbians, women of different ages, abilities, etc), geographical distribution and the particular skills needed in the Network's development. Where gaps are perceived to exist in the Co-ordinating Committee, the Nominating Committee will try to recruit applicants. For example, currently we are particularly looking to replace women who will bring the perspectives of the North, Maritimes and disability communities. The CWHN is also in need of volunteers interested in the development of the home page and electronic communications; clearinghouse and database management; and of course, fundraising. We are also seeking the names of those who would be interested in being on the Co-ordinating Committee when the current terms end.

   The proposals of the Nominating Committee will be reviewed and approved by the Co-ordinating Committee In the next year the CWHN "members" will be asked to approve the nominations for a two or three year term. We are struggling to define what this approval process would be like and are currently reviewing the idea of phone, mail ballots and/or the use of E-mail.

   We are also seeking active members for our Subcommittees. See page 8 (Form) if you are interested or if you would like to suggest anyone for these positions. Being involved in a subcommittee is also a good first way to become involved.

III. Sheltering the Network

Women's Health Clinic's experience in sheltering projects and inter-agency networks, and its agreement to share their equipment, their Resource Centre, financial management systems, and administrative processes such as bulk mailing, have been a real help.

IV. The CWHN and the Centres of Excellence in Women's Health Program.

In addition to the CWHN, this program is also funding five policy oriented research centres which will help define the health status of Canadian women and identify key issues requiring research, investigation and action. They will undertake work that traditional research granting bodies might not normally fund. The Centres will also provide analysis, advice and information to government and health organizations. The five centers have also just completed their first annual work plan. There are very exciting projects planned. As well, they will contribute to the CWHN Clearinghouse and the newsletter. More information can be found in the newsletter, on the Women's Health Bureau's web-site, and in a special update on the program. The CWHN is involved in regular meetings with the Centres of Excellence Steering Committee, as we all clarify our goals and coordinate activities.

Equivalent to each of the Centres, the CWHN has a commitment to a total of approximately two million dollars over the six years of the program. We refer to this as the "Centres of Excellence project" to help us differentiate it from the development of the CWHN as a whole. Our funding for the project is timed to the development of the Centres Program.

Based on feedback received from many of you on the discussion paper on the CWHN, prepared by Anne Rochon Ford, we have further developed our mission statement and goals. These have been approved by the Co-ordinating Committee. This is described on the Application form [ See page 8]. This has allowed us to develop program areas and create a workplan. We have started to develop CWHN policies in a number of areas. For example, through our Francophone advisory committee, we have developed a French- English language policy. Bylaws are also being drafted.

NOTE: Anne Rochon Ford's document "Strengthening the Links: A Framework for the Expansion of the Canadian Women's Health Network and its Relationship to the Centres of Excellence for Women's Health Program" is available on the CWHN website and upon request.

In the past year we have depended on large amounts of volunteer time, use of the Women's Health Clinic's equipment and small time limited contracts from Health Canada. This allowed for the first stages of developing the Web site, the production of a CWHN brochure, a prototype of the newsletter, preliminary design of the Clearinghouse and administrative support. At present, a detailed funding proposal and workplan have been submitted to Health Canada. This has been approved in principle and we are awaiting the final approval and for the funding to proceed. This is why our time lines sound somewhat tentative.

We also participated actively in the Canada-USA Women's Health Forum in August, 1996 in Ottawa. The CWHN website was launched, the prototype newsletter distributed, and we were able to link up with many women involved in women's health across Canada and the U.S.

V. Planned CWHN Programs and Services

1. The CWHN bilingual Newsletter NETWORK will be produced 4 times per year. NETWORK will feature critical debates, timely news and useful resources. Enclosed is a prototype. The next version will be 24 pages long, and will incorporate changes based on feedback from many women across Canada. We are seeking material, suggestions for articles and feedback! Our next deadline - for the November issue is Mid- September. Guidelines for writers are available on request.

2. Electronic Networking. The Web Site is in place and will be under going significant expansion in the coming months. It provides information about the CWHN, examples from the newsletter and linkages to other sites. We're also actively working with other groups to increase women's access to the Internet, including planning a conference on Women and the Internet for the fall.

3. Clearinghouse Services. We are in the process of planning and designing the CWHN Clearinghouse which will help women across Canada find the resources they need - either by referral or by sharing information and resources we have available on site. We are gathering and cataloguing an exciting collection of women-centered, health-related resources. We are developing a database of other clearinghouses, groups, coalitions, organizations, and conferences. The Clearinghouse will be also be producing selected information packages on topical issues.

   We have been receiving an ever-increasing number of requests for information which we are trying to handle despite very limited staffing! We also receive requests to be listed in the database. We hear from women in Australia, Colombia, Israel, China and the U.S. We hope to have website access to some of the database information in 1998.

4. Toll free phone access. In 1998, we hope to introduce a toll-free, 1-800 number that will increase accessibility to the Clearinghouse.

5. Staffing The planned CWHN staffing includes a full time administrative secretary, clearinghouse coordinator [hiring to commence early Autumn, 1997], a WEB site and electronic communications coordinator [currently a contract position], a full-time co-ordinator [currently a part-time contract position], and a half-time Francophone outreach/editor position. As well there will be contract positions for outreach/community animation, database development, translation, design, and printing.

   The CWHN vision and mandate is broader than our involvement in the Centres of Excellence in Women's Health project. However, it gives us an exciting base of activity and the opportunity to increase our ability to sustain the CWHN after the end of the project. We remain very positive about the opportunities this project brings.

6. Other funding. While 2 million dollars over 6 years seems like a lot of money, it is not enough to do what women across Canada have told us they want us to do regarding networking for women's health. So, we are instituting a membership and subscription fee schedule. In the coming year we hope to form a subcommittee to develop a fundraising strategy for the CWHN including some fee-for-service programs and a donation drive. However, we are committed to remaining accessible to all women and will not create economic barriers for CWHN participation.

   Help us build the Clearinghouse by sending us copies of information such as copies of letters to politicians, briefs and other action and advocacy related to women's health; newsletters or other resources you have produced information on any action groups that you may be a part of. Send this to us on disk (either in Word or WordPerfect formats), by e-mail or in print! This includes information in languages other than English or French. Please let us know if the information is available in alternate formats.

APPENDIX - 1

Coordinating Committee Member Job description

1. To be the contact person for the CWHN in your region and/or your constituency [issue, theme or group].
2. To promote the goals and activities of the CWHN in your region and/or constituency by seeking and maintaining contact with groups that would contribute to and benefit from participating in the CWHN. This would include disseminating information on CWHN activities and gathering input as required.
3. To contribute to the data-base of the CWHN by providing information on organizations, resources, activities, etc.
4. To be an active member of CWHN Co-ordinating Committee's subcommittees and\or program advisory committees.
5. To maintain a regular contact with the Executive Co-ordinator through e-mail (preferably) or by phone\fax. You will be responsible to provide a monthly report with an update on your activities and progress in your region and/or constituency.
6. To provide feedback to the executive committee regarding policies and procedures and any emerging issues.
7. To provide feedback to the Executive regarding executive meeting agenda and to respond to Executive Committee decisions either by ratifying their decisions or by making known your disagreement.
8. To notify the Executive Co-ordinator of your resignation if you are not able to fulfil the above responsibilities.

APPENDIX - 2

Canadian Women's Health Network: Current Structure

The CWHN is guided by a Co-ordinating Committee made up of women from across Canada. Committee members bring particular perspectives as Aboriginal women, immigrants and refugees, women of color, lesbians, Quebecoises, Francophones outside Quebec and women with disabilities.

Executive Committee [ 4 members and Executive Coordinator]
Sub-Committees of the Executive Committee
Finance	Francophone Advisory	Planning and Priorities	Nominating and Membership	Fundraising

CWHN Internal Program Advisory Committees:

1. Newsletter, social marketing, public relations
2. WEB site and Electronic Communication
3. Clearinghouse and Database including subgroups that assist in the collection of material in theme areas.

APPENDIX - 3

Selections from the Discussion Paper on Membership and Discussion

1. The CWHN recognizes the need for a structure that will ensure:
   • that priorities, policies and activities of the CWHN are determined through a democratic accountable process that is sensitive to, and particularly encourages, diversity of members and grass roots participation;
   • that identified priorities and activities are accomplished and managed in an effective, responsible manner, and that services provided are of high quality;
   • that there is ongoing accountability to CWHN members and funders: this includes establishing mechanisms for monitoring and evaluating how well CWHN activities are meeting the needs of its constituencies and providing high quality services, fiscal responsibility etc.

2. CWHN Constituencies: Members and Users.
   The CWHN is currently in the process of defining membership. Many, though not all users and participants, may also become members. We need to ensure that the membership structure helps us achieve our mission and goals effectively, and in ways that are not costly and cumbersome. We are looking at a variety of models in Canada and internationally.

   We do not think it is realistic nor that it will necessarily enhance our goals to be an organization which attempts to establish "regional" offices, affiliates or provincial networks. Rather, the CWHN will focus on developing mechanisms for effective communication among individuals and organizations across Canada related to women's health. People will send information to be included in the database, website, newsletter, or clearinghouse, so others can know about and access their work. Consumer alerts and other information about new research and advocacy initiatives will be shared. Debate and discussion on crucial issues such as the impacts of health reform on women will be generated. The CWHN's mandate is to provide the mechanisms to make this possible.

   Local groups may choose to be involved in CWHN activities in a variety of ways, but will continue to serve their own purposes and needs. Particular groups/organizations may be key contact points for the CWHN, a node for helping to gather local information and pass it along. We would also encourage such organizations to take on particular tasks, where they are able, and to commit some staff time, however minimal, to help sustain the CWHN.

3. There are two main types of involvement with the CWHN:
   a) Users or Participants who will be active in the CWHN by:
   • contributing information for the newsletter; database, Clearinghouse, or website;
   • subscribe to newsletter;
   • contribute to Clearinghouse;
   • use database/clearinghouse, 1-800 line;
   • providing assistance with CWHN program evaluations and quality assurance. (May be fees for special services)

   b) Members who are defined as those who:

   • agree to CWHN philosophy and goals;
   • demonstrate their involvement with the CWHN by contributing information for the newsletter, database, Clearinghouse, or website;
   • be interested in the governance of the CWHN;
   • have applied for membership.

   Members have the responsibility and authority to:

   • nominate or volunteer for CC;
   • vote for CC members through ballot process;
   • review and adopt the by-laws and articles of incorporation;
   • receive and accept annual report and audit;
   • be part of an annual meeting process - most likely a virtual on line meeting;
   • pay membership fee;

   The following will appear on all materials:

   The CWHN is committed to being accessible to all women, regardless of their income. Contact us if you would like to know more about it.