HomeMy WebLinkAboutGOV-BOA-2054 - Reconciliation, Equity, Diversity and Inclusion Advisory Committee - Terms of ReferencePage 1 of 6
POLICY GOV-BOA-2054
Reconciliation, Equity, Diversity and
Inclusion Advisory Committee - Terms of
Reference
Category
GOV -
Governance
Sub-category
BOA - Board &
Committee
Approval Type
COUNCIL
Department/Division
Corporate Services /
Reconciliation,
Equity, Diversity and
Inclusion
Author and Position
Director, Reconciliation, Equity, Diversity
and Inclusion
Date Approved
June 20, 2022
Last
Reviewed/Amended
April 13, 2026
Next Review Date
April 13, 2031
Related Policies or Procedures
• Equity, Inclusion & Anti-Racism Policy (GOV-COR-2025)
• Code of Conduct for Members of Council, Local Boards & Advisory Committees (GOV-
COU-005)
• Appointments to Board and Committees (GOV-BOA-063)
• Code of Conduct for Members of Council, Local Boards & Advisory Committees (GOV-
COU-005)
• Municipal Code Chapter 25 (Procedure By-law)
1. Policy Purpose
The Reconciliation, Equity, Diversity and Inclusion Advisory Committee fulfils an advisory
role, providing advice and recommendations to Kitchener City Council on matters related to
reconciliation, equity, diversity, inclusion, and anti-racism to support and further the City of
Kitchener's strategic directions.
The committee also ensures ongoing grassroots community involvement as work related to
reconciliation, equity, diversity, inclusion, and anti-racism continues to be developed and
implemented at the City, and thus provides a mechanism of community accountab ility. The
aim of this committee is to create space that allows for sharing and actioning of concerns that
impact under-represented communities in Kitchener.
2. Definitions
Anti-Racism: Working to understand and dismantle racism. It is a change and
transformation-focused practice and requires action. It's not anti -racism if a conversation is
not followed by concrete actions and accountability.
Elder: Refers to an individual who holds a respected position within a community,
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organization, or group due to their age, experience, cultural knowledge, or wisdom. In many
Indigenous traditions, Elders are seen as guides, mentors, and decision -makers, offering
teachings, stories, and leadership grounded in lived experience and ancestr al knowledge.
Elders may be self-identified or recognized by their community.
Equity: An equity approach seeks to create the conditions for fair and equal access and
opportunity for everyone, by addressing discrimination, exclusion and barriers experienced
by distinct groups. Equity is not the same as equality, nor is it the same as inequality.
Diversity: Diversity is a comprehensive approach that values and embraces the unique
qualities, backgrounds, experiences, and perspectives of individuals, both visible and
invisible. It encompasses differences in race, ethnicity, gender, age, ability, sexual
orientation, socioeconomic status, religion, and more. At its core, diversity is about fostering
respect, promoting appreciation, and empowering individuals to contribute fully, ultimately
creating inclusive environments where everyone can thrive.
Inclusion: Refers to the achievement of a work environment in which all individuals are
treated fairly and respectfully, have equal access to opportunities and resources, and can
fully contribute.
Older Adult: Refers to an individual who is 55 years of age or older.
Racialization: Racialization is the social, economic, and political process of imposing racial
meanings onto human identities, categorizing groups as "different" or "inferior" based on traits
like skin color, culture, or religion. It is a socially constructed, fluid process that creates racial
hierarchies, benefiting dominant groups while subjugating others, often resulting in systemic
inequality.
Racialized: Refers to those who have not been historically defined as “White” by the
Canadian government. This term also infers that racialized groups have experienced the
process of racialization, in which they have been systemically denied, or have lost, their
social, economical, and political rights and liberties. Through this process, groups are
deemed ‘less than’ based on factors, which can include their skin colour, origin of birth,
language, or religious beliefs.
Reconciliation: Reconciliation is the process of Indigenous and non -Indigenous people
working together to build respectful, reciprocal relationships, acknowledging past and present
injustices. It involves evolving social, economic, and political structures to embrace
Indigenous knowledge, traditions, and worldviews, reimagining institutions to create space
for Indigenous ways of being and doing, rather than forcing assimilation. Reconciliation is an
ongoing journey rooted in truth, accountability, and shared responsibility .
3. Policy Scope
Application
☐ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part-
time, Casual, Probationary, Student, Management, Non-union)
• Click or tap here to enter text.
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☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA)
• Click or tap here to enter text.
☐ Council
☐ Specified Positions: Click or tap here to enter text.
☒ Other: Local Boards and Advisory Committees
4. Policy Content
4.1 Composition and Appointments
Membership includes no less than 7 and no more than 10 (or up to 12 in exceptional cases)
community members who live, work, attend school, and/or own property in Kitchener, and
represent voices who have been historically underrepresented or excluded, inclu ding Black,
Indigenous, racialized, 2SLGBTQIA+ 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 t o 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 strive to include the following:
• 4 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 Elders and/or Older Adults, who self-identify and represent the diversity of
marginalized and minoritized communities
• 3 youth members between the ages of 16-29
Co-Chairs (2) will be elected by members of the Reconciliation, Equity, Diversity and
Inclusion Advisory Committee, at the first meeting, or as soon as possible after. Co -Chairs
will share responsibilities to preside over the meetings.
Members will be appointed for a term of two years.
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 o f City
Council.
Membership is voluntary and a public service; however, members will receive an honorarium
in accordance with the Honorarium and Reimbursement for Advisory and Quasi-Judicial
Committees of Council Policy.
4.2 Responsibilities of the Committee
Advise Council on reconciliation, equity, diversity, inclusion and anti-racism issues in
collaboration with the Reconciliation, Equity, Diversity and Inclusion (REDI) division.
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Support the Reconciliation, Equity, Diversity and Inclusion (REDI) division 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
reconciliation, equity, diversity, inclusion 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 reconciliation, equity, diversity, inclusion and anti-racism work at the City.
Support, provide review, collaboration and feedback on reconciliation, equity, diversity,
inclusion 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 African, Caribbean, Black
(ACB), Indigenous and racialized groups and not-for-profit organizations in Kitchener.
Members are required to make declarations of pecuniary interest (financial interest).
Members who have declared an interest on any matter may not move, participate in the
discussion or vote on the matter nor attempt to influence others on the committee.
4.3 Meetings
Meetings will be held monthly and are open to the public.
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 meeti ng, 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. Any member of the Committee who fails to
attend three successive regular meetings, without communicating with the coordinating
municipality, or designate, may be removed from the Committee. Committee member
attendance may be taken into consideration when considering members for reappointment.
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 replac ement will
then be appointed according to Council procedural policy.
A quorum shall consist of a majority of the Voting Members appointed to the Committee. A
quorum of this committee, including for the RISE Fund Selection Process, is half-plus-one of
the current number of members.
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Quorum shall be reduced when a member has formally resigned from the Committee or when
fewer than maximum number of members have been appointed to the Committee.
If quorum is not achieved at a meeting, the meeting may continue but no decisions may be
made, and no resolutions may be passed. Any items on the Agenda requiring a decision or
resolution of the Committee will be referred to the next scheduled meeting.
Meetings for the RISE Fund selection process cannot proceed unless quorum is achieved.
For any member participating virtually, where possible cameras are encouraged to be on, to
ensure quorum is maintained.
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 reconciliation, equity, diversity, inclusion 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 Reconciliation, Equity,
Diversity and Inclusion (REDI) division within the Corporate Services department through
regular collaboration and frequent updates from the Reconciliation, Equity, Diversi ty and
Inclusion (REDI) division 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 a simple majority is required. Staff will not
have a vote.
4.6 Review
Terms of reference will be reviewed by the Reconciliation, Equity, Diversity and Inclusion
Advisory Committee at least once per term and updated as required.
5. Results of Review
☐ No Edits Required
☐ Housekeeping Edits
☒ Substantial Edits
☐ Repeal/Replace
6. Policy History
Administrative and Housekeeping Changes
Date Nature of Change
yyyy-mm-dd Departmental re-organization/Titling changes/ Standing Committee
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restructuring.
Substantial Changes
Date Council/CLT Directive
2026-04-13 As Per Council/CLT Directive – Report COR-2026-131