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HomeMy Public PortalAboutPolicy P-108_Terms of Reference for Equity, Diversity, and Inclusion Advisory Committee_Effective 2021-08-12nclusion Effective Date: August 19, 2021 uity, Diversit aA Inclusion Advisory Committee Equity, Diversity, & nclusion Advisory Committee Terms of Reference 1. Establishment of the Committee Page 2 of 9 The Municipality of the District of Chester approved a preliminary Equity, Diversity, &Inclusion Action Plan. The plan includes an action item to establishes a Citizen Advisory Committee. 2. Purpose/Objective The Municipality of Chester is committed to supporting equity, diversity, inclusion, and dignity of all people, and to establishing equal opportunities in employment. The Equity, Diversity & Inclusion Advisory Committee (the "Committee") will provide support to staff in the implementation of the Equity, Diversity and Action Plan. The Committee will be a forum for consultation, feedback, and discussion on matters of diversity, equity, and inclusion in the Municipality of Chester. The goals of this Committee are to: a. Develop and promote a vision of inclusion based on the Municipality of Chester's preliminary Equity, Diversity, &Inclusion Action Plan; b. Strive to achieve suitable representation of designated and underrepresented groups, in the Municipality's workplace, activities and services; c. Further refine and develop the Municipality's Equity, Diversity &Inclusion Action Plan; d. Be committed to operating with effective, respectful, and inclusive communication; e. Promote and operate through a consensus decision —making process; f. Be responsive to community needs; g. Foster a greater understanding and awareness of diversity, equity and inclusion matters within the community by fostering collaboration and building partnerships; and h. Facilitate opportunities to educate and celebrate the diverse social, cultural, and traditional elements that make up our Municipality. To achieve this, the Committee will: i. Provide a diversity lens for, and resulting recommendations to, the Municipality respecting materials, social media strategies, educational training, community engagement, and other issues that are believed to support diversity and increase inclusion for all throughout the Municipality; j. Provide advice and recommendations to Council concerning opportunities to: advance community education about diversity and inclusion; review names of infrastructure and amenities; determine minimum training requirements for municipal staff and Council; include more diversity and inclusion in programs, services, and infrastructure, ensuring a respectful and equitablecommunity for all to live and work; First Notice —Council —August 12, 2021 ()021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-108 Equity, Diversity, and Inclusion Advisory Committee Page 3 of 9 k. Provide input to Municipal staff on the elimination of barriers faced by our community in accessing Municipal programs, services, and policies; I. Recommend policies, programs and practices designed to eliminate racism, discrimination, and exclusionI m. Establish a work plan and, if approved by Council, share the plan with the Municipality's employees and its residents; n. Engage community groups, provincial agencies, and organizations active in diversity, inclusion, and equity to keep apprised programs and services for marginalized communities; and o. Act as an information resource by providing advice and capacity building to community organizations and businesses to educate them on the importance and benefits of diversity in their organizations or businesses and facilitate the provision of diversity and inclusion training when appropriate or requested. 3. Appointment of the Committee 3.1 Committee Membership a. The Committee shall be comprised of a minimum of six and a maximum of nine voting members including: i. Two municipal councillors and the warden; and ii. Three to six members who are residents of, or operate businesses within, the Municipality. b. There will be goals in terms of Committee composition, but not a quota system. Membership should endeavour to: i. Represent a balance of perspectives from the community at large ii. Include culture and language representation Include individuals from organizations challenging discrimination and racism iv. Include representation from First Nations v. Include gender balance vi. Include representation from youth and older adults vii. Include representation from the business community c. Membership is limited to those who live or work in the Municipality of Chester. d. The Municipality will advertise Committee positions in accordance with current Municipal procedures. The advertisement shall contain the following statement: "As one example of this initiative to ensure recognition of the diversity within the Municipality of the District of Chester, we are actively seeking applications from racially visible persons, persons with disabilities, members of other traditionally underrepresented groups, and citizens with an interest in advancing anti -discrimination programs generally." e. Municipal staff, consisting of at least one supervisory/management employee, two non- management employees, and the Director of Human Resources will be ex-officio members of the committee and are not voting members. They do not count towards quorum of the committee. f. The Committee may also invite external non -voting participants as advisors who represent key partner organizations and/or who bring expertise in relevant areas. First Notice —Council —August 12, 2021 (2021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-108 EquitV, Diversity, and Inclusion Advisory Committee 3.2 Membership Responsibilities Page 4 of 9 a. Initial appointmentswill be made for two -or three-year rollingterms in order to maintain continuity. In terms of membership: i. Committee members may be reappointed for additional two- or three-year terms; ii. New members will be added to replace those who are completing terms or leaving the committee for other reasons; iii. There will not be set terms for Municipal staff and advisors; iv. Members of the Committee shall hold office until their term expires or they provide notice of resignation, with their successors to be appointed within three months; and v. The maximum number of consecutive terms any members may serve on the Committee i s two . b. In meeting the Committee's objectives, members will be responsible for attending regular meetings of the Committee. Attendance includes teleconferencing and videoconferencing as needed. Voting members are expected to attend and participate in a minimum of 75% of regularly scheduled meetings over the course of a calendar year. If they do not, or if they miss three consecutive meetings, they will be asked to reconfirm their commitment to serving on the Committee. c. The Committee will discuss all concerns or issues related to discrimination, racism, and barriers to inclusion and make recommendations to Council and/or administration with the full understanding that it is the role of Council to make policy, procedural, capital budget, and operational budget decisions and investments. 3.3 Sub committees a. The Committee may establish sub -committees as required. b. The Committee Chair will be an ex-officio member of all sub -committees. c. The Committee may appoint persons from outside the committee to asub-committee. d. Sub -committees shall be chaired by a Committee member and report back to the Commlttez for consideration of findings. 3.4 Voting a. Municipal Councillors and public members are considered voting members of the Committee. b. Municipal staff members and advisors to the committee do not have a vote. c. Municipal staff members' positions on decisions will be noted in the minutes and identified as non -voting contributions. Advisory members' positions on decisions will be noted in the minutes anA identified as non -voting contributions. 4. Roles and Responsibilities 4.1 Individual Commi ttee Members The responsibties of individual committee members are as follows: a. Attend Committee meetings. First Notice —Council —August 12, 2021 (2021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-1o8 Equity, Diversity, and Inclusion Advisory Committee _ Page 5 of 9 b. Share information from the Committee with the organizations/communities they are representing. c. Gather input on relevant matters from the organizations/communities they are representing to share with the Committee. d. Represent the Committee as required at community functions. e. Report to the Committee with regards to any functions at which they have represented the Committee. f. Guide the implementation of the Action Plan. g. Contribute to the implementation of the Action Plan. Committee members will work together to prepare an annual budget based on the annual allocation approved by Council. 4.2 Chair a. The Chair is selected by from the voting membership by committee members. The Chair is responsible for: i. Ensuring the timely delivery of all Committee agendas and minutes. ii. Serving as the chair of Committee meetings, calling the meeting to order, and ensuring that appropriate procedures are followed. The delivery of Committee reports and recommendations to Council. iv. Serving as the representative of the Committee at official functions. They may delegate this role to the Vice Chair or other Committee members, as required. b. The Chair is considered a voting member of the Committee. c. The Chair's term will be fora maximum of two years at which time the voting members will vote for a new Chair. d. The Chair can hold consecutive terms if voted in by the members. e. Voting for the Chair and Vice -Chair will occur every two years at the April meeting (or other designated time). 4.3 Vice -Chair a. The Vice -Chair is selected by from the voting membership by committee members. The Vice - Chair is responsible for: i. Convening and conducting meetings if the designated Chair is not available; and informing the Chair as to the salient points/decisions raised or agreed to at that meeting. Serving as the official representative of the Committee at official functions, when delegated by the Chair. Reporting to the Chair with regards to any functions at which they have represented the Chair. b. The Vice -Chair is considered a voting member of the Committee. c. The Vice -Chair's term will be for a maximum of two years at which time the voting members will vote for a new Vice -Chair. d. The Vice -Chair can hold consecutive terms if voted in by the members. First Notice —Council —August 12, 2021 (2021-315) Second �lotice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-1o$ Equity, Diversity, and Inclusion Advisory Committee _ Page 6 of 9 5. Decision Making a. All decisions of the Committee shall be made by majority vote of Committee members who are present and eligible to vote. Where a majority is not forthcoming, the vote shall be determined in the negative. All decisions of the Committee will be made without undue influence or biased decision -making favouring any Committee member's personal or financial interests, or that of family members or close friends. b. When decisions are required between meetings: i. To the greatest extent possible, staff will consult with Committee members. They will senA an electronic message to Committee members outlining the decision to be made, providing any available materials to inform the decision, and indicating the timeline for making the decision. The decision will be made based on a majority vote of voting members, as above. When time does not permit consultation with Committee members and a decision must be made immediately, the Chair (or Vice -Chair , if delegated by the Chair) may make a decision on behalf of the Committee, using all available and relevant information. They must immediately inform the Committee of the decision. 7. Meetings a. Meetings will take place once a month at a date and time agreed upon by the Committee. b. Additional meetings will be scheduled as needed. c. No decisions or recommendations to Council may be made at any Committee meeting unless a quorum of a majority of the current members of the Committee is present in person. d. Meetings will generally take place at the Municipal office in Chester. e. To facilitate connections with diverse groups in the community, meetings may take place in other locations across the Municipality as agreed by the Committee. f. Meetings will be open to the public unless the nature of Committee business (such as dealing with issues under the Municipal Government Act) requires a closed Committee meeting. 8. Communications a. All communications and messaging from the Equity, Diversity, &Inclusion Committee's work and activities shall come from the Chair or their designate. b. It is expected that all decisions of the Committee will be supported by all members of the Committee upon ratification. c. Theforegoingdoes not limit the ability of an individual Committee member from speaking freely with the media, but in all such cases the individual Committee member should be clear that it is their personal opinion and not that of the Equity, Diversity, and Inclusion Advisory Committee. 9. Definitions a. Discrimination is broadly defined to include action, speech or behaviour by individuals, organizations or groups which may bring about or have the effect of producing, directly or indirectly, hatred, intolerance and/or prejudice against other individuals or groups based on any prohibited ground covered by the Nova Scotia Human Rights Act and the Canadian Charter of Rights and Freedoms. Illegal and/or arbitrary denial of the rights guaranteed to individuals or First Notice —Council —August 12, 2021 (2021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-1o8 Equity, Diversity, and Inclusion Advisory Committee Page 7 of!) groups under the Nova Scotia Human Rights Act and the Canadian Charter of Rights and Freedoms, with a view to exclude or limit the exercise of these rights in equal participation in the economic, political, social, and cultural life of society. b. Diversity is a combination of differences and similarities among people. It is more than race, ability, sexual orientation, language, gender, or any other descriptive category. Diversity means understanding and utilizing different views, ideas, life experiences, skills, and knowledge. c. Equity is a condition or state of fair, inclusive, and respectful treatment of all people. Equity does not mean treating people the same without regard for individual differences. d. Inclusion is about community actions meant to eliminate barriers so all its members can fully participate in and contribute to the community. It means being supported and valued within the community and organization. First Notice —Council —August 12, 2021 (2021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-108 Equity, Diversity, and Inclusion Advisory Committee Page 8 of 9 Effective Date RECORD OF ADOPTION/AMENDMENTS Reas®n for Adoption/Amendment August 12, 2021 Adoption of Policy P-108 to establish an EquityDiversion , , &Inclusion Advisory Committee First Notice —Council —August 12, 2021 (2021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 P-106 Equitv, Diversity, and Inclusion Advisory Committee Pa Notation for Official POlicy Book Notice of Intention to Adopt Date of First Notice at Council Date of Second Notice at Council Effective Date Council —August 12, 2021 2021-315 Council —August 12, 2021 2021-315 Council —August 19, 2021 2021-325 August 19, 2021 certify that this Policy was adopted by Council as indicated above. Pamela M. Myra, Municipal Clerk First Notice —Council —August 12, 2021 (2021-315) Second Notice —Council —August 19, 2021 (2021-325) Effective Date — August 12, 2021 August 20, 2021 Date