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.
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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:
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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
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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
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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.
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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
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