Coalition Support
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Foundations: Considerations for Building and Sustaining Coalitions

Local health coalitions need to create and document key building blocks to support coalition operations and functions. The exact specifications of these building blocks will vary, depending on the way the coalition is organized and funded and are often in document form.

Here are some examples of key items captured in written documents:

  • Mission and Vision
    • Mission and vision statements provide a clear sense of purpose and direction, helping members stay aligned on shared goals. A mission defines the coalition’s immediate focus and activities, while a vision outlines the long-term impact they aim to achieve. Together, they build unity, guide decision-making, and strengthen accountability among members and partners.
  • The Who of the Coalition
    • Establishing a guide for coalition membership helps set clear expectations for roles, responsibilities, and levels of commitment. It ensures transparency, promotes accountability, and creates a framework that supports consistent participation and collaboration among members. This clarity strengthens trust and helps the coalition function more effectively.
  • What is the work of the Coalition
    • Defining a scope of work provides the coalition with a structured plan that outlines priorities, activities, and desired outcomes. It helps members stay focused, avoid duplication of efforts, and allocate resources effectively. A clear scope also serves as a roadmap for measuring progress and achieving the coalition’s mission.
  • Decision-making process
    • Establishing clear decision-making processes ensures that coalition members understand how choices are made, fostering fairness and transparency. It helps prevent conflict, encourages collaboration, and builds trust among diverse stakeholders. Consistent processes also support timely and effective action toward the coalition’s goals.
  • Fiscal matters
    • Establishing clear fiscal practices ensures the coalition can manage resources responsibly and sustainably. For coalitions that are not a 501(c)(3) or connected to one, identifying a reliable fiscal agent is essential for handling funds, grants, and reporting requirements. Transparent budgeting, tracking, and oversight build trust among partners and funders while reducing the risk of misunderstandings or financial mismanagement. Strong fiscal structures also support long-term planning, help coalitions pursue funding opportunities, and ensure that resources are aligned with the coalition’s goals.
  • Who owns the work of the coalition
    • Clarifying who owns the work, materials, and accomplishments of the coalition helps ensure shared understanding and prevents conflicts down the road. Establishing agreements on data, resources, branding, and intellectual property supports transparency and protects the contributions of all partners. Clear ownership guidelines also reinforce collective responsibility, strengthen collaboration, and ensure that the coalition’s work can continue even as membership changes.
  • Conflicts of interest
    • Establishing a conflict-of-interest policy helps ensure that coalition decisions are made in the best interest of the community rather than individual members or organizations. Transparent disclosure processes reduce misunderstandings, protect the integrity of the coalition, and build trust among partners. Clear guidance on how potential conflicts are identified, managed, and documented supports fairness and helps maintain credibility with stakeholders and funders.
  • Duties and responsibilities
    • Defining duties and responsibilities ensures that coalition members understand their roles and how they contribute to shared goals. This clarity supports accountability, prevents duplication of effort, and helps the coalition operate efficiently. When expectations are transparent and documented, members are better equipped to participate meaningfully, collaborate effectively, and sustain momentum over time.
  • How does the coalition communicate internally and externally
    • Establishing communication practices ensures that members stay informed and connected. Defined channels and expectations for internal communication support coordination, transparency, and timely decision-making. External communication guidelines help the coalition present consistent messages, engage stakeholders, and build trust with the community. Together, these practices strengthen collaboration and demonstrate the coalition’s credibility and impact.
  • Communications Efforts (Coalition, Public & Event Specific)
    • Developing communication strategies helps the coalition share information effectively across multiple audiences. Coalition-focused communication keeps members informed and engaged, while public-facing messages build awareness, trust, and community support. Event-specific communication ensures outreach is timely, coordinated, and aligned with the coalition’s goals. Thoughtful planning across these areas strengthens visibility, reinforces shared messaging, and helps maximize the impact of coalition activities.
  • Meeting Details (Date, Time & Locations, Agenda, Minutes, Special Requests)
    • Establishing consistent meeting practices helps the coalition stay organized, inclusive, and productive. Clearly communicating meeting dates, times, and locations ensures members can plan and participate effectively. Providing agendas in advance and maintaining minutes promotes transparency, tracks progress, and supports follow-up on action items. Accounting for special requests, such as accessibility needs, technology support, or interpretation, helps create a welcoming environment where all members can engage fully.
  • Any shared services with partners
    • Clarifying shared services with partner organizations helps ensure that roles, resources, and expectations are well understood. Clearly defining what services are shared such as staffing, space, technology, or program support, promotes efficiency and reduces duplication of effort. Transparent agreements strengthen collaboration, help the coalition leverage partner strengths, and ensure that shared resources are used effectively to advance collective goals.
  • Process for updating written documents
    • Establishing a clear process for updating written documents ensures that coalition materials remain accurate, relevant, and aligned with current practices. Defining who is responsible for revisions, how changes are reviewed, and when updates occur promotes consistency and reduces confusion. A transparent update process also helps maintain institutional knowledge, supports accountability, and ensures that all members have access to the most up-to-date information.

This information can be included in different types of documents such as:

  • Mission, Vision, Values Documents, and/or Strategic Plans
  • Organizational Structure Documents or Roles and Responsibility Documents
  • Meeting Agenda and Minutes or Board Resolutions
  • Organizational Letters, Announcements, Flyers, and/or Coalition Member Lists
  • Job Descriptions, Coalition/Board Member Application and/or Commitment Form
  • Work Group or Committee Structure and Role
  • By-laws, Charter, and/or Articles of Incorporation
  • Partnership or Shared Service Agreements, Memorandums of Understanding, Contracts
  • Operating Procedures or Guidelines
  • Fiscal Agent Agreements

 

Technical assistance through Elevate Kansas may be available to help your coalition identify what types of documents and policies can support your efforts.  For example, Seed 2 Roots provides legal technical assistance to frame your documents to fit your coalition needs, identifying what’s missing and what needs to change, all while framing it in your local context.

Contact the coalition navigator for guidance and next steps by clicking below!
Contact the Coalition Navigator

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