Health Policy Institute of Ohio (HPIO) Wellness & Prevention Collaborative
Collaborative Member Participation Agreement
Purpose of the collaborative
The HPIO Wellness & Prevention Collaborative is a coalition of Ohio prevention organizations working together to
build skills, capacity, and coordination in order to communicate more effectively with policymakers about the critical
importance of investing in prevention and ensuring that all Ohioans live in healthy communities that support healthy
behaviors. Our mission is to strengthen and unify Ohio’s prevention community to build new partnerships, effectively
engage policymakers, and elevate wellness as a policy priority.
The collaborative is made up of the following groups:
Full collaborative: Group that meets quarterly to network, share information, and learn; and to guide and
evaluate collaborative strategies and activities.
Workgroups: Smaller subcommittees focused on implementing specific activities. We currently have two active
workgroups (Website and Skills Training). In the future we will add the Unified Message Workgroup, and others
as needed. These groups meet more frequently (4 to 8 times per year, depending on need).
Steering Committee: HPIO staff and a small number of advisors who are also full collaborative members. This
committee advises decisions about logistics and resource allocation, and reviews and approves all written
products of the collaborative.
Terms of membership
This membership agreement is between the collaborative and the participating organization, rather than with a
specific individual. Each organization (or department/project in case of large agency/organization) should
identify a primary contact person for the collaborative, although organizations can have as many staff members
participate in the collaborative as they would like.
This agreement is in effect through December 31, 2013, although an organization can choose to leave the
collaborative at any time. Please notify us via email if your organization chooses to leave the collaborative, or if
you need to change the primary staff contact. Collaborative participation will be re-assessed in 2014.
Time commitment and meetings
The full collaborative meets quarterly. The current meeting schedule is September 24, 2012, December 17,
2012, March 25, 2013, and June 24, 2013 (subject to change). Full collaborative meetings will typically last 1.5
hours, with work group meetings or trainings scheduled immediately before and/or after the full collaborative
meeting. While in-person attendance is preferred, members can also join by conference call.
Workgroup meetings are typically 1.5 hours and can be attended in person or by phone. The frequency of
workgroup meetings will vary depending on the phase of the project, although there will not be more than 8
meetings per year per workgroup. Workgroup members may also be asked to provide feedback via email.
Meetings are held in Columbus, usually at HPIO (37 W. Broad Street, Suite 350, Columbus, OH 43215).
All full collaborative and workgroup meetings are open meetings. Observers and “friends of the collaborative”
are welcome to attend.
Meetings will end with a clear understanding of expectations and assignments for next steps.
Roles and responsibilities: HPIO
HPIO agrees to:
Manage the scope, schedule, evaluation, and budget for the collaborative, including raising funds as necessary
and reporting on the use of those funds.
Conduct background research and provide technical expertise and communications support.
Coordinate logistics for meetings and training sessions. Provide food and beverages for longer meetings or
meetings scheduled over the noon hour.
Inform members via email of the date, time, and location of full collaborative meetings at least three weeks
before each meeting.
Maintain a list of collaborative members and recruit new members.
Email a summary of decisions made and topics discussed at each full collaborative meeting to all members
within two weeks of the meeting date.
Roles and responsibilities: Collaborative members
Collaborative members agree to:
Support the vision, mission, desired outcomes, and strategies as described in the one-pager, logic model, and
Attend and productively participate in meetings. It is expected that a representative from each member
organization will attend at least 3 full collaborative meetings per year in person or by phone. Workgroup
members agree to actively participate in as many meetings as possible, as needed.
Contribute expertise and share relevant resources with the group.
Help to publicize collaborative events and trainings, and to recruit new members, by sharing information with
your network of contacts.
Help to evaluate the process and outcomes of the collaborative by completing the Collaborative Evaluation
Survey at the end of each calendar year. It is expected that at least one representative from each member
organization will complete the survey.
Be publicly identified as a member of the collaborative, including mention in an online list of collaborative
The collaborative aims to build consensus among members. When decisions need to be made, the full collaborative
or workgroup will discuss the issue until it appears that consensus has been reached. We will use a “thumbs-
up/thumbs-down” vote to verify that consensus has been reached. If a majority of the members present vote “thumbs
up,” then the decision will be affirmed.
Type in your information here
Name of organization (or department/program if
Name of primary contact
Name(s) of additional representatives from your
Name of persons who will serve on the Website
Name of persons who will serve on the Skills
Training Workgroup (optional)
Email address(es) (only needed for those who do not
already receive emails about the collaborative from
Amy Bush Stevens)
By filling in this information and sending this document as an attachment to firstname.lastname@example.org, your
organization is agreeing to be a member of the HPIO Wellness and Prevention Collaborative and to honor the terms
of this agreement.