Guide: Start a Family Council

Step 1

Getting Ready: Early Reflection & Research

This stage ensures you launch with clarity, purpose, and confidence.

Before you call a meeting, take time to reflect and prepare.

• Consider: Why do we want to start a Council? What difference will it make?

• Review key information: Read the Family Councils 101 page and FAQ for context.

• Explore: What the legislation says (Long‑Term Care Homes Act, 2007) about councils, the role of a Staff Assistant, and the home’s responsibilities.

• Note your short-term and long-term goals: e.g., “Hold monthly meetings,” “Recruit at least 10 families,” “Have input on dining menus,” “Launch a newsletter.”

• Gather information on the home: How many residents? What current family engagement exists? Who might support you?

Step 2

Engage Other Families & Build Interest

This stage ensures you launch with clarity, purpose, and confidence.

You’re not alone—and a Council works best when multiple families participate:

• Reach out to families and friends of residents: introduce the idea, share concerns or hopes, ask interest.

• Host informal conversations: coffee, phone calls, even messages in the home’s bulletin board.

• Ask: Who would like to help launch things? Who might serve on a planning committee?

• Share what you’ve learned: explain what a Family Council is, its potential benefits, and invite them to join.

• Gathering interest early helps build momentum, ensures broader representation, and sets the stage for your first meeting.

Step 3

Speak With the Home’s Leadership

This step helps build trust, gives legitimacy to your initiative, and aligns with legislative expectations.

A Council flourishes when it collaborates, not competes, with the home’s administration and staff:

• Arrange a meeting with the Administrator (or Director of Care) and ask about a designated Staff Assistant who will liaise with your Council (as per the Act).

• Discuss how the home might support your planning team: help with communication to families, providing meeting space, sharing contact lists (respecting privacy), printing materials.

• Clarify expectations: how often the home will update the Council, what the process is for Council recommendations, how confidentiality and independence will be supported.

• Emphasise a positive role: your Council is a partner in improving resident experience—not adversarial.

Step 4

Form a Planning Team

By planning well, you set the Council up for smoother launch and stronger impact

Now it’s time to roll up your sleeves and plan the first steps:

• Select 2–5 committed individuals to form your Planning Team. These people will help organise the launch, invite families, and set initial structure.

• Together, review the first chapters of the handbook “Your Guide to Starting and Maintaining a Family Council”.

• Watch or share archived webinars (e.g., Family Councils 101, Working Better Together) to inform your work.

• Assign specific tasks: e.g., create meeting invitations, draft a mission-statement, prepare an interest survey, set date/venue.

• Identify roles: who’s responsible for outreach, who’ll handle logistics, who’ll liaise with the home.

Step 5

Host an Introductory Meeting

This meeting becomes the launchpad for your Council’s identity, energy, and membership.

The first public gathering is your chance to engage, recruit, and clarify purpose:

• Choose a convenient time and accessible venue (meeting room at the home, community centre, online).

• Invite all families and friends of residents: send invitations, post notices, ask the home to distribute.

• Suggested agenda:

  1. Welcome & introductions

  2. Short presentation: What is a Family Council? Why it matters? (Use FCO’s Introductory Video Together We Can Do Great Things!)

  3. Guest speaker: Administrator or external speaker on a topic relevant to families (dementia care, visitation, resident rights).

  4. Share interest survey: What issues concern families? When are convenient meeting times? Contact info.

  5. Next steps: explain the planning team, propose next meeting date, ask for volunteers.

• Provide printed materials: Factsheet on Staff Assistant Role; Fact Sheet on Family Councils & an Aging Population; Long-Term Care Homes Act & Family Councils.

• Create an inviting atmosphere: refreshments, name tags, clear signage, accessible supports.

Step 6

Hold Your First Official Council Meeting

At this stage your Council is “official” and you’ve laid the foundation and are ready to build momentum.

Once people are engaged and interest is high, hold your first “official” meeting:

• Start with a short welcome and thank-you to attendees for their interest.

• Share what you (planning team) have learned about role, purpose, structure, and powers of the Council.

• Suggest temporary leadership: Chair (or Co-Chairs), Vice-Chair, Secretary (or note-taker).

• Brainstorm:

  • Mission Statement: Why we exist.

  • Goals: What we hope to achieve in 6 months/12 months.

  • Terms of Reference: Meeting frequency, membership rules, decision-making process.

  • Code of Conduct: Respect, confidentiality, participation expectations.

• Discuss the role of staff: what support you expect, how to keep home administration informed but remain independent.

• Plan coming meetings: schedule, agenda items, guest speakers.

• Invite volunteers for subcommittees (communications, membership, education).

Step 7

Sustaining Your Council: Growth, Engagement & Impact

A thriving council becomes an integral, respected part of the home environment. Not just for families, but for the residents and staff too.

Launching is just the start — strong Councils actively maintain and grow their work:

• Hold regular meetings (monthly or quarterly) with consistent agenda and communication to members.

• Develop your Mission, Goals, Terms of Reference & Code of Conduct formally — revisit annually.

• Conduct a self-evaluation after 6–9 months: what’s working? What needs improvement?

• Track your activities and outcomes: guest speakers, workshops, number of attendees, issues raised, recommendations made to the home.

• Encourage broad participation: families of multiple residents, different backgrounds, friends and former families.

• Build positive relationships with staff: invite home leadership to speak, collaborate on projects, share success stories.

• Use communications: newsletters, posters, email updates, to keep families informed and engaged.

• Celebrate milestones: recognise members, share achievements, host small social events.

Step 8

Hold Your First Official Council Meeting

At this stage your Council is “official” and you’ve laid the foundation and are ready to build momentum.

Once people are engaged and interest is high, hold your first “official” meeting:

• Start with a short welcome and thank-you to attendees for their interest.

• Share what you (planning team) have learned about role, purpose, structure, and powers of the Council.

• Suggest temporary leadership: Chair (or Co-Chairs), Vice-Chair, Secretary (or note-taker).

• Brainstorm:

  • Mission Statement: Why we exist.

  • Goals: What we hope to achieve in 6 months/12 months.

  • Terms of Reference: Meeting frequency, membership rules, decision-making process.

  • Code of Conduct: Respect, confidentiality, participation expectations.

• Discuss the role of staff: what support you expect, how to keep home administration informed but remain independent.

• Plan coming meetings: schedule, agenda items, guest speakers.

• Invite volunteers for subcommittees (communications, membership, education).

For more materials, information, and ideas to make sure your Family Council is started the right way with the necessary supports in place, continue browsing our Knowledge Base under the "Foundational Resources" category.