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HomeMy WebLinkAboutCOR-2022-212 - Interim Nominating Committee and TOR Revisions for EARAC Corporate Services Department www.kitchener.ca REPORT TO: Finance and Corporate Services Committee DATE OF MEETING: June 8, 2022 SUBMITTED BY: Elin Moorlag Silk, Interim Director, Equity, Anti-Racism & Indigenous Initiatives, 519-741-2200 ext. 7049 PREPARED BY: Elin Moorlag Silk, Interim Director, Equity, Anti-Racism & Indigenous Initiatives, 519-741-2200 ext. 7049 WARD(S) INVOLVED: All Wards DATE OF REPORT: May 27, 2022 REPORT NO.: COR-2022-212 SUBJECT: Interim Nominating Committee and TOR Revisions for EARAC RECOMMENDATION: That Council approve the creation of an Interim Nominating Committee to review and select applicants for the 2022 round of membership appointments to the Equity and Anti- Racism Advisory Committee, and; That Council approve the revised Terms of Reference for the Equity & Anti-Racism Advisory Committee, as outlined in Appendix A. REPORT HIGHLIGHTS: Until the review and restructuring of the current nominating committee can be completed, it is the recommendation of staff to strike an interim Nominating Committee for the next round of appointments to the Equity and Anti-Racism Advisory Committee, following the same process approved by Council in August 2021, as outlined in COR-2021-21 The Council-approved review and restructuring of the current nominating committee for all City of Kitchener Advisory Committees, which was to be underway during Q1 and Q2 of 2022, has been delayed and is set to resume in early 2023 The Equity & Anti-Racism Advisory Committee began meeting in January of 2022, and as the committee has been developing and exploring the mandate, scope and objectives, the TOR has been revised to reflect this and better represent the perspectives of the members who make up the committee. Community engagement included Equity, Diversity & Inclusion, who gave staff direction on membership priorities and recruitment strategies for the nominating process for the Equity & Anti-Racism Advisory Committee, and collaboration with members of the committee on the revisions to the TOR This report supports the delivery of core services. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. BACKGROUND: The creation of an Equity &Anti-Racism Advisory Committee was approved by Council in August 2021, as proposed in staff report COR-2021-21. As outlined in the report, this Equity and Anti- Racism Advisory Committee fulfils an advisory role, providing advice and recommendations to Council on matters related to equity and anti- directions. Membership on this Advisory Committee includes between 8 and 12 citizen community members who live, work, attend school and/or own property in Kitchener and prioritizes the voices of those who have been historically underrepresented or excluded, including Black, Indigenous, racialized, 2SLGBTQ+ identified, people with disabilities, religious minorities, and the intersections of these identities. At the time of approval, a draft Term of Reference for the Equity & Anti-Racism Advisory Committee was approved by Council, which was created by City staff with the intention of being vetted/revised by members of the advisory committee once it was formed. In addition to the Equity & Anti-Racism Advisory Committee, the creation of an Interim Nominating Committee was also approved by Council in August 2021, as proposed in COR- 2021-21, in order to facilitate a nomination and appointment process led by community members who bring a diversity of voices not currently represented in the existing Nominating Committee. Following the process outlined in COR-2021- Equity, Diversity & Inclusion were invited to be part of the Interim Nominating Committee. Based on the responses received, staff brought recommendations forward to Council in September 2021 for the appointment of six community members to the Interim Nominating Committee, as outlined in COR-2021-27. Members of this Interim Nominating Committee reviewed 37 applications and made 12 recommendations for appointments to the Equity & Anti-Racism Advisory Committee for the inaugural 10-month term. Following this process, as approved by Council in COR-2021-21, staff launched a review of the current nominating committee terms of reference (GOV-BOA-101) and appointment process from an equity and anti-racism lens and in order to make recommendations based on this review for strategies to increase diversity of representation on the nominating committee prior to the next round of appointments. Although this review has begun, due to unexpected staff turnover and subsequent capacity issues as a result, staff were unable to complete this review within the specified timeframe. The review is currently on hold with plans to resume in January 2023. REPORT: Interim Nominating Committee Until the review and restructuring of the current nominating committee can be completed, it is the recommendation of staff to strike an interim Nominating Committee for the next round of appointments to the Equity and Anti-Racism Advisory Committee, following the same process approved by Council outlined in COR-2021-21 and summarized below. It is recommended that membership for this interim Nominating Committee be made up of lusion, who themselves were vetted through a comprehensive application process and who bring knowledge and expertise of the work that is a benefit for the nomination process. Following the same process as last time, an invitation for expression of interest for this opportunity will be sent out to all 25 community members who were part of the Task Force on Equity, Diversity and Inclusion, outlining the following criteria: Skills, Experience and/or Requirements Must be a community member who sat Force for Equity, Diversity, and Inclusion. Must not currently sit on a City of Kitchener Advisory Committee. Able to take part in respectful collaboration to build consensus. Open to diverse perspectives and ideas. Able to share ideas, suggestions and feedback in a group setting. Must have the ability to review applications online and attend online meetings. Staff from the Equity division will gather responses and assemble interested members by July 2022 to form the Interim Nominating Committee, made up of a minimum of five community members. This Interim Nominating Committee will be in effect from July to November of 2022; the sole responsibility of this Interim Nominating Committee will be to review applications and select members for appointment on the newly-established Equity & Anti-Racism Advisory Committee to Council for the next 2-year term. Support of this Interim Nominating Committee will be provided by City staff from the Equity, Anti-Racism and Indigenous Initiatives division, who will play a strictly facilitative function in the process and will not have a role in the decision-making. This interim nominating committee will operate in accordance with the guidelines specified in GOV-BOA-063: Appointments to Boards & Committees, and will be made up of community members who bring a diversity of voices not currently represented in the existing Nominating Committee responsible for all appointments to City Advisory Committee and Boards. Revised Terms of Reference (TOR) for the Equity & Anti-Racism Advisory Committee The Equity & Anti-Racism Advisory Committee began meeting in January of 2022, and as the committee has been developing and exploring the mandate, scope and objectives, the TOR has been revised to reflect this. Attached in Appendix A is a revised version of the TOR of the EARAC, with revisions highlighted. It is the recommendation of staff for Council to approve this revised Terms of Reference, as this document now better represents the perspectives of the members who make up the committee. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget The recommendation has no impact on the Capital Budget. Operating Budget The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM council / committee meeting. CONSULT Members of the Equity & Anti-Racism Advisory Committee were encouraged to review and make suggestions for revisions to the original Terms of Reference. COLLABORATE Task Force on Equity, Diversity & Inclusion, who gave staff direction on membership priorities and recruitment strategies for the nominating process for the Equity & Anti-Racism Advisory Committee. PREVIOUS REPORTS/AUTHORITIES: COR-2021-32 Membership Appointments for the Equity & Anti-Racism Advisory Committee COR-2021-27 Interim Nominating Committee recommendations for membership COR-2021-21 Equity & Anti-Racism Advisory Committee to Council APPROVED BY: Victoria Raab, General Manager Corporate Services Department ATTACHMENTS: Appendix A Revised Terms of Reference for the Equity & Anti-Racism Advisory Committee APPENDIX A Revised Terms of Reference for the Equity & Anti-Racism Advisory Committee Policy No: Click here to enter text. POLICY Approval Date: Click here to enter a Policy Title: Equity & Anti-Racism date. Advisory Committee Terms of Reference Reviewed Date: Click here to enter text. Policy Type: COUNCIL Next Review Date: Click here to enter text. Category: Governance Reviewed Date: Click here to enter text. Sub-Category: Board & Committee Last Amended: Click here to enter a date. Author: Senior Anti-Racism Advisor Replaces: Click here to enter text. Dept/Div: Equity, Anti-Racism & Repealed: Click here to enter a date. Indigenous Initiatives Replaced by: Click here to enter text. Related Policies, Procedures and/or Guidelines: GOV-COR-2025 Equity, Inclusion & Anti-Racism Policy GOV-COU-005 Code of Conduct for Members of Council, Local Boards & Advisory Committees 1. POLICY PURPOSE: 1.1 Mandate and Scope The Equity and Anti-Racism Advisory Committee fulfils an advisory role, providing advice and recommendations to Kitchener City Council on matters related to equity and anti- The committee also ensures ongoing grassroots community involvement as work related to equity and anti-racism continues to be developed and implemented at the City, and thus provides a mechanism of community accountability. The aim for this committee is to create space that allows for sharing and actioning of concerns that impact under-represented communities in Kitchener. 2. DEFINITIONS: 5 of 9 Anti-Racism: Working to understand and dismantle racism. It is a change and transformation-anti-racism if a Equity: An equity approach seeks to create the conditions for fair and equal access and opportunity for everyone, by addressing discriminations, exclusions and barriers experienced by distinct groups. Equity is not the same as equality, nor is it the same as inequality. 3. SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time Employees All Union Management C.U.P.E. 68 Civic Non Union C.U.P.E. 68 Mechanics Temporary C.U.P.E. 791 Student I.B.E.W. 636 Part-Time Employees K.P.F.F.A. Specified Positions only: Other: Council Local Boards & Advisory Committees 4. POLICY CONTENT: 4.1 Composition and Appointments Membership includes no less than 8 and no more than 12 citizen community members who live, work, attend school and/or own property in Kitchener and represent voices who have been historically underrepresented or excluded, including Black, Indigenous, racialized, 2SLGBTQ+ identified, people with disabilities, religious minorities, and the intersections of these identities. Consideration will also be given to diversity of age, education, lived experience and expertise related to social issues. Committee members will have lived experience and/or expertise in issues of marginalized and vulnerable communities and reflect the diversity of those communities Members will include the following: 6 representatives of organizations working in such fields as (but not limited to), housing, healthcare, education, employment and entrepreneurship, child welfare, equity, diversity and inclusion (EDI), and the criminal justice system. 3 elder members, who self-identify and represent the wisdom of diverse minority communities 3 youth members between the ages of 16-29 6 of 9 Members will be appointed by an interim Nominating Committee comprised of members revisions are made to the standing Nominating Committee. Co-Chairs (2) will be elected by members of the Equity, Anti-Racism and Indigenous Initiatives Office, at the first meeting, or as soon as possible after. Members are appointed for a term coincident with the term of City Council (2 years). The Advisory Committee will meet until the completion of its mandate or the end of the current City Council term, whichever comes first. Members of City Council will not have an official seat on the committee, but mechanisms of inclusion will be in place to ensure open channels of communication and opportunities for ongoing updates to be provided between the advisory committee and members of City Council. Membership is voluntary and a public service; however, members will receive an honorarium as outlined in (link to honorarium policy when available) 4.2 Responsibilities of the Committee Advise Council on equity and anti-racism issues in collaboration with the Equity, Anti-Racism and Indigenous Initiatives team. Support the Equity, Anti-Racism & Indigenous Initiatives team as a resource, a sounding board, and to provide review, collaboration, and feedback on ongoing work. Surface things that are happening in the community and help identify community priorities for equity and anti-racism work happening at the City. Serve as a conduit to the larger community when additional feedback and engagement is required related to equity and anti-racism work at the City. Support, provide review, collaboration and feedback on equity and anti-racism issues across all departments at the City. Serve as the selection committee for the Racialized and Indigenous Supports for Equity (RISE) Fund, a community grant program created to support Black, Indigenous and racialized groups and organizations in Kitchener. 4.3 Meetings Meetings will be held monthly and are open to the public 7 of 9 A meeting or part of a meeting may be closed to the public if the subject matter being considered meets the criteria under section 239 of the Ontario Municipal Act (2001), subsection (2), (3) and (3.1). As per the Ontario Municipal Act (2001), section 239, subsection (4), before holding a meeting or part of a meeting that is to be closed to the public, a committee shall state by resolution the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting, or in the case of a meeting being closed for the purpose of educating or training the members (subsection 3.1), the general nature of its subject matter and that it is to be closed under that subsection. To support a collaborative approach to agenda-setting where all members have a voice, time will be reserved during each meeting to set the agenda for the next meeting. Members are expected to attend all meetings. Members missing two consecutive meetings, or more than four meetings total, will be contacted for confirmation of commitment. Members who cannot attend meetings and/or otherwise fulfill the duties outlined in the terms of reference and volunteer role description will be asked to step down. A replacement will then be appointed according to Council procedural policy. A quorum of this committee is half-plus-one of the current number of members. 4.4 Ad-hoc meetings and/or subcommittees Ad-hoc meetings and/or sub-committees are formed if necessary with a mandate to address specific issues related to equity and anti-racism in Kitchener. 4.5 Reporting and Decision-Making The committee reports to City Council as required The committee serves as an accountability mechanism for the Equity, Anti-Racism and Indigenous Initiatives division within Corporate Services through regular collaboration and monthly updates from the Equity, Anti-Racism and Indigenous Initiatives team about ongoing and upcoming work The committee strives to make decisions through consensus. If consensus cannot be reached, the decision will be made by a vote and simple majority is required. Staff will not have a vote. 4.6 Review Terms of reference will be reviewed by the advisory committee at least once per term and updated as required. 8 of 9 5. HISTORY OF POLICY CHANGES Administrative Updates The date (yyyy-mm-dd) and a short annotation on the nature of the change to reflect the current corporate structure i.e. Departmental re-organization / Titling changes / Standing Committee restructuring. Formal Amendments -01-20 - As per \[Start typing here\] 9 of 9