Shape Up SF Coalition By-Laws

Article 1. Name and Purpose

The name of this Coalition is the Shape Up San Francisco Coalition (SUSFC).

The SUSFC was founded in 2006, and is a multidisciplinary body convened to address the epidemic of chronic disease through primary prevention and environmental strategies, with an emphasis on nutrition and physical activity.

Vision: Shape Up SF envisions an equitable, thriving community where all who live, work, learn and play in San Francisco enjoy optimal health.   

Mission: To advance health equity in San Francisco by collaborating with community partners on systems changes that increase nutrition security and active living.

Values: Health Equity, Collaboration, Community, Prevention

SUSFC has identified four priorities:

1. Increase access to healthy food
2. Increase opportunities for physical activity
3. Increase consumption of tap water
4. Decrease consumption of sugary drinks

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Article 2. Membership

There are five levels of membership in the SUSFC: coalition member, Steering Committee member, Coalition Co-Chairs, Vice-Chair, Action Teams, Action Team Leads. The roles and responsibilities for each level are summarized below.

Section 1: Coalition Member

1. Attends quarterly meetings of the Shape Up SF Coalition.
2. Promotes the relevant work of the Coalition to their organization's network.
3. Actively participates in programs, initiatives, or calls to action to advance the mission, vision, and values of the Coalition.
4. Actively engages in addressing a Shape Up SF Coalition priority area: increasing access to healthy food, increasing opportunities for physical activity, and decreasing consumption of sugary drinks.

Section 2: Steering Committee Member

Term: Annual renewal of commitment

Time: Minimum 3-6 hours a month. (Monthly 1-1.5 hr Steering Committee meeting, 2 hr Coalition meetings 3x/year, Action Team meetings, as needed).

Process: Members are approved by the Steering Committee.

Role: In addition to the roles and responsibilities of a Coalition member, a member of the Steering Committee:

1. Attends quarterly Steering Committee meetings and related meetings
2. Actively participates by staying informed about committee matters, prepares themselves well for meetings, and reviews and comments on minutes and reports
3. Provides resources/data/expertise to the Steering Committee that advance the Coalition’s mission
4. Serve as an interim decision-making body in the event an action needs to be taken by Coalition in between regular meetings
5. Votes on related topics in alignment with Shape Up SF mission, vision and values.
6. Evaluate the effectiveness and impact of the Coalition on a periodic basis.
7. Annually reviews the Coalition By-laws and votes on changes, if necessary.
8. Participates in at least one action team to advance the work of the Coalition

Section 3: Coalition Co-Chairs

Term: Minimum one-year commitment

Time: Minimum 2 hours a month. (30 min-1 hr monthly meeting with staff; 1-1.5 hr monthly meeting with Steering Committee, and meetings/check-ins as needed via phone/email; 2 hr quarterly Coalition meetings). Coalition Co-Chairs receive a $1k organizational stipend for each fiscal year July-June.

Process: nominated and approved by the Steering Committee. Co-Chairs may not be City and County of SF employees. At least one co-chair shall not be a government employee or other individual that is not legally permitted to lobby while serving on SUSF.

Role: In addition to the roles and responsibilities of a Steering Committee member, a Coalition Co-Chair:

1. Provides leadership to the Steering Committee
2. Works with staff to develop the agenda and chairs meetings of the Coalition and Steering Committee
3. Represents Coalition at events, in the media, at meetings, in letters of support
4. Writes a Coalition newsletter introduction every other month
5. Performs other responsibilities assigned by the Steering Committee
6. Encouraged, but not required to participate in Action Teams.

Section 4: Vice-Chair

Term: Minimum one-year commitment, with a pathway to becoming co-chair

Time: Minimum 2 hours a month. (30 min-1 hr monthly meeting with staff; 1-1.5 hr monthly meeting with Steering Committee, and meetings/check-ins as needed via phone/email; 2 hr quarterly Coalition meetings). Coalition Vice-chair receives a $1K organizational stipend for each fiscal year July-June.

Process: Nominated and approved by Steering Committee

Role: The Vice-chair is a co-chair in training and will participate in co-chair check-ins and may be called upon to facilitate meetings or represent the Coalition when needed.

Section 5: Action Team Leads

Term: Minimum of 1 year

Time: Varies based on the work plan of the Action Team - typically a 30-minute monthly meeting.

Process: nominated/self-nominated and approved by the Steering Committee. At least one lead of PSEAT shall not be government employees or other individuals that are not legally permitted to lobby while serving on SUSF.

Role:

1. Plan and facilitate team meetings with staff support
2. Work with SUSF staff to ensure that the action team is progressing on deliverables in the action plan
3. Attend/facilitate additional meetings for collaboration/planning, as they arise, to complete the action plan

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Article 3. Steering Committee

The Shape Up SF Steering Committee is the advisory body for the Coalition and is composed of a variety of stakeholders to accomplish the Coalition’s mission.

A. Structure & Membership

Section 1: Composition of the Committee

The Steering Committee should reflect the diversity of the Shape Up SF Coalition and its priorities and represent the communities most impacted by chronic disease.

1. Members serve a minimum 1-year term.
2. The Committee should consist of cross-sector stakeholder partners. The Steering Committee membership has a goal of having at least one representative (or their self-appointed alternate as necessary) from American Cancer Society, American Diabetes Association, American Heart Association, Department of Children, Youth & Their Families, Recreation and Parks Department, UCSF, DPH, community-based organizations focused on healthy eating/active living across the lifespan and representing communities disproportionately affected by chronic diseases related to healthy eating and active living. Members may represent multiple categories (e.g. an individual can work for a CBO and be a community resident representing different organizations). Intersectionality is encouraged and recognized. To support their participation, SC members who serve SUSF’s priority populations from community-based/grassroots organizations shall receive a $1k stipend for their organization each fiscal year July-June.
3. There are no prerequisites for applying for a Steering Committee membership position. Interested parties should sign a membership agreement form indicating no conflicts of interest and are expected to attend the majority of Coalition meetings each year and familiarize themselves with the mission, vision, and values of the Coalition as well as healthy eating/active living programs in the city.
4. The Steering Committee is independent of the Department of Public Health. Steering Committee members are not appointed by the Department of Public Health nor by any city and county official. They are self-selected or recruited based on their commitment to the Coalition’s mission.

Section 2: Steering Committee Responsibilities

1. Current committee members will vote on new members. If there are more eligible new members than openings, the applicants receiving the highest number of votes will get the seat.
2. A quorum of 50% is necessary for all votes. See Article 3C for details on voting.
3. Nominate and elect chairs
4. Steer the vision and strategic plan for the Coalition.
5. Vote and revise the Coalition’s mission, vision, and values as necessary, and ensure that the Coalition’s activities adhere to them.
6. Receive updates from Action Teams and advise/provide input.
7. Review and approve communications that come from the Coalition on Coalition letterhead.
8. Set agendas for the Coalition’s quarterly meetings

Section 3: Steering Committee Member Expectations

1. Serve a minimum of 1-year.
2. Provide lived experience and professional expertise/input around systems and policies that support the mission of Shape Up SF.
3. Attend Steering Committee meetings or send a designated replacement if unable to attend.
4. Attend the majority of Coalition meetings each year and embody the mission, vision and values of the Coalition as well as healthy eating/active living programs in the city.
5. Help grow the coalition by inviting new members to attend. If unable to continue in your role on the Steering Committee, assist staff with recruiting a replacement for your seat.
6. Make recommendations for Shape Up SF’s strategic planning priorities
7. Participate in action teams and time-limited ad hoc committees and provide leadership on an aspect of the Coalition’s strategic plan.
8. Contribute to Shape Up SF newsletters and communications.

B. Seats on the Steering Committee

The SC shall consult with youth-leadership bodies (such as the Youth Commission and/or Student Advisory Council) when appropriate. The Steering Committee membership has a goal of having at least one representative (or their self-appointed alternate as necessary) from or representing the following:

1. Black/African American population
2. Latino/Chicano/Indegina population
3. Asian/Pacific Islander population
4. Children, youth, and families
5. Physical activity/parks/recreation
6. Seniors
7. Healthy food/Food access
8. Academic/medical institution
9. Funder
10. Active transportation/built environment
11. HEAL policy
12. DPH (non-voting advisory role)
13. SFUSD

C. Voting

Shape Up SF policy actions/letters of support represent the view of the Coalition, not individual members.

1. Each member has one vote. Members vote with their respective affiliations in mind, but their vote does not necessarily reflect the organization’s position on the matter. If a tiebreaker vote is needed, each organization gets only one vote.
2. For all matters requiring a vote, a quorum of 50% plus one must be in attendance. If a vote is necessary between meetings, co-chairs may call for a vote by email.
3. Vote on letters of support on behalf of the Coalition requires a 48-hour minimum turnaround. A simple majority is required to approve letters of support from Co-Chairs on behalf of the Coalition.
4. Members should abstain from voting on issues that constitute a conflict of interest.
5. City and County of San Francisco staff staff are non-voting members.^*

_{* Shape Up SF staff are not members of the Steering Committee but provide staffing and coordination. Therefore, these staff do not vote on Steering Committee matters. Staff assists Co-chairs to implement their roles such as: providing assistance with the planning of meetings; conducting information gathering and research to support Steering Committee planning and policy-related activities; preparing draft documents in response to Steering Committee requests; coordinating meetings, notices, and minute distribution; providing background information for meetings; bringing matters to the Steering Committee’s attention that are related to its mission.}

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Article 4. Action Teams

Section 1: Action Team Guiding Principles

1. Advances and implements the work of the Coalition.
2. Aligns work with the Coalition’s vision, mission, and values.
3. Complies with Coalition’s Equity Action Plan for any communications/meetings/events.

Section 2: Action Team Responsibilities

1. Leads of action teams may convene meetings when necessary.
2. Report back to the Steering Committee on monthly progress and for any issues that need a vote or directive by the Steering Committee.
3. Building off the Coalition’s strategic plan, Action Teams should develop an annual work plan with the pacing of meetings based on what is needed to move their strategic goals forward.
4. Provide updates at Coalition meetings and encourage members to join/participate/provide feedback.
5. Provide updates to SUSF staff for monthly newsletters.

Section 3: Composition of Action Teams

1. Each action team will have two co-leads, at least one of whom must be a Steering Committee member.
2. All Steering Committee members should participate in at least one action team.
3. SUSF Coalition members are encouraged to participate in 1 or more Action Teams.
4. Action Teams should reflect the diversity of Shape Up SF Coalition and its priorities and represent the communities most impacted by chronic disease.

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Article 5. Funding

SUSF Coalition may implement specific projects as directed by the Steering Committee and in alignment with the strategic plan. These projects should be led by an Action Team or Ad Hoc Committee. Funding that comes to SUSF Coalition would be managed by backbone staff for the following types of activities:

1. Data
2. Assessments
3. Reports
4. SUSFC conferences and convenings
5. Consultants (TBD what service they would provide)

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Article 6. DPH and Backbone Staff

DPH and Backbone staff to the Shape Up SF Coalition serves as a neutral, coordinating entity that will support the Coalition to ensure it meets the goals outlined in its strategic plan. Specifically, as such, SUSF backbone staff roles will encompass:

1. Meeting planning and preparation
2. Work with Co-chairs to set agendas
3. Convene meetings, take notes, send announcements and coalition communications
4. Lead processes for Coalition to identify and recruit new coalition members, steering committee members, and co-chairs
5. Strategic guidance
6. Facilitate the development of a collective strategic plan for the Coalition
   1. Track outcomes from strategic plan implementation and related efforts
7. Engage partners in efforts to implement SUSFC strategic plan
   1. Connect agencies on projects to support the implementation
8. Alert SUSF members to healthy eating/active living grant opportunities
9. Connect agencies to apply collectively
10. As appropriate, include DPH as a partner in a grant

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