Black Advisory Council Terms of Reference

PREAMBLE

The schools in the Waterloo Catholic District School Board are situated on the Haldimand tract of land that is the traditional home of the Haudenosaunee, Anishinaabe, and the Chonnonton. We acknowledge the enduring presence and deep traditional knowledge, laws, and philosophies of the Indigenous Peoples with whom we share this land today.

We seek a new relationship with the Original Peoples of this land, one based on honour and deep respect. We are grateful for the opportunity to learn here and reaffirm our collective commitment to make the promise and the challenge of Truth and Reconciliation real in our community.

While we have ongoing work to do with Indigenous Peoples of Canada, we must acknowledge racism and discrimination that Black communities have experienced in Canadian society and have led to disproportionate and inequitable outcomes. The term “Anti-Black racism” was coined by Dr. Akua Benjamin, a Toronto Metropolitan University (formerly, Ryerson University) professor. The use of this term seeks to highlight the unique nature of systemic racism on Black-Canadians and the history as well as experiences of slavery and colonization of people of Black-African descent in Canada. Anti-Black racism is micro (i.e., as seen in day-to-day interactions) and it is also macro or systemic (i.e., customs, regulations, and policies).

On June 27th, 2023, the Ontario Human Rights Commission (OHRC) released its report entitled Anti-Black Racism in Education: What We Heard on Issues of Anti-Black Racism in Education. OHRC unequivocally recognized the systemic anti-Black racism in Ontario schools which inhibits Black communities from thriving generation after generation. The Commission has studied, investigated, and litigated matters involving systemic anti-Black racism in education for decades. Recent studies show anti-Black racism persists today. It is embedded in our institutions, policies, and practices. According to the OHRC, “Anti-Black racism has plagued Ontario’s publicly-funded education system for over 170 years. Despite Black communities voicing concerns and offering recommendations, meaningfully addressing systemic anti-Black racism has been slow, arduous, and limited (OHRC, 2023)”. As we consider that sobering reality, Waterloo Catholic District School Board is committed to nurturing an equitable school system where there is, “Success for each, a place for all.”

1. MANDATE

Waterloo Catholic District School Board’s Black Advisory Council (BAC) was established to provide a regular and recurring platform to advise, support, and hold Waterloo Catholic District (WCDSB) accountable for their Equity Action Plan, build equity-knowledge capacity throughout its workforce to ensure better social-emotional and academic outcomes for Black students and their families. Waterloo Catholic District School Board’s BAC will advise the Director of Education and the senior team on ways to address anti-Black racism and to support multiculturalism, cultural exchange, and inclusion of diverse Black communities throughout the school board. The work will help build an inclusive school community where all people belong and are known, valued, and respected. The Advisory Council will:

1.1. Examine the obstacles Black students and their families encounter, which affect their physical, mental, psychological, and emotional well-being in their educational setting.

1.2. Offer insights and suggestions on system-wide issues affecting the Board’s objective of fostering a welcoming environment that bolsters Black students’ sense of safety, inclusion, and belonging in our educational system.

1.3. Aid in increasing educational initiatives and public awareness on the contributions of Black Canadians and promote the celebration of Black heritage in Canada throughout the year, including Black History month.

1.4. Collaborate with a variety of Black community organizations to improve communication regarding policies, procedures, initiatives, programs, and systemic barriers and inequalities.

1.5. Provide input on the practices, processes, and organizational actions throughout WCDSB that identify and address anti-Black racism through evidence-based and asset-based consultation.

1.6. Offer suggestions on the priorities of the upcoming Waterloo Catholic District School Equity Action Plan, including a critical review of the current Equity Action Plan and any initiatives undertaken to enhance the academic performance of Black students.

2. MEMBERSHIP

2.1. The BAC will consist of current and former students, parents of Black students at WCDSB, community partners, and WCDSB employees.

2.2. WCDSB will place a call for student, parent, and employee council members to submit applications to sit on the council for a two-year term. The Senior Manager of Equity, Superintendent of Learning—Equity, and Director of Education will review the applications and appoint members based on their applications.

2.3. The community partners will be asked to have a representative serve on the council. They may choose their representative, though their representative should be consistent throughout the term (i.e., same person serves throughout the term) unless there is a resignation. There will be 12 voting BAC members and 3 non-voting employee resource members:

Student Representatives

• 1 Current Black WCDSB student (must be 16 or older)
• 1 Former Black WCDSB student (must have attended WCDSB within the last 6 years)

Parent Representatives

• 1 Current WCDSB Parent/Guardian/Caregiver with a Black student in elementary school
• 1 Current WCDSB Parent/Guardian/Caregiver with a Black student in secondary school, high school, or attending St. Louis

Employee Representatives

• 1 current WCDSB Black employee who serves in an elementary school (may not be an administrator)
• 1 current WCDSB Black employee who serves in a secondary school, high school, or at St. Louis (may not be an administrator)

Community Partners

• 1 Representative from the Somali Canadian Association of Waterloo Region
• 1 Representative from the Nigerian in Region of Waterloo Association (NIROW)
• 1 Representative from the Eritrean community
• 1 Representative from the Caribbean Canadian Association of Waterloo Region (CCAWR)
• 1 Representative from the Muslim Women of Cambridge (MWC)
• 1 Representative from the Coalition of Muslim Women of K-W (CMW)

Board Resource Employees

• Senior Manager of Equity, Facilitator, non-voting member
• Superintendent of Learning – Equity, non-voting member
• Equity Specialist, non-voting member
• 1 Principal from a Secondary School or High School at WCDSB, non-voting member
• 1 Principal from an Elementary School at WCDSB, non-voting member

3. LEADERSHIP

3.1. BAC will have the WCDSB employee members who will serve as resources (i.e., see above).

3.2. The committee will have co-chairs to ensure due process, leadership, and effective functioning of the council. During the first meeting each academic year, the co-chairs will be chosen via vote.

3.3. Voting members who would like to be co-chairs will be given 10 minutes at the first meeting to state why they would be an effective co-chair. The vote will be taken during that meeting and the co-chairs will be chosen.

3.4. Only the voting members (i.e., anyone who is not part of the resource membership) will be allowed to vote.

3.5. There is no limit on the number of times a co-chair can serve as a co-chair if they are current members of BAC.

4. TERMS OF SERVICE

4.1. All voting members of the BAC shall serve a two-year term with an option to serve one additional consecutive term.

4.2. All non-voting employees shall serve as a resource for the council. The individual positions who will serve as resources are: Senior Manager of Equity, Superintendent of Learning—Equity, Equity Specialist.

4.3. Members of the council who are board staff, including those who may be a parent/guardian/caregiver of a Black student, may not seek elective positions.

5. VACANCY

5.1. Where a vacancy is created in council membership, where it is due to resignation, incapacitation, or removal for misconduct, a member of the council shall be appointed to fill the vacancy for the remaining period of the tenure of the member on account of whom a vacancy was created.

5.2. A person who is appointed to fill a vacancy may only be appointed for a further two[1]year term upon the expiration of the remainder of the term of vacancy that they filled, but not more.

5.3. Where a vacancy is created in the co-chair, where it is due to resignation, incapacitation, or removal for misconduct, the voting membership will vote to fill the vacancy for the remaining period of the tenure of the co-chair.

5.4. An appointed member who records more than three consecutive unexcused absences at meetings will cease to be a member of the council. The co-chairs will provide email notice to that former member.

6. VOTING

6.1. Voting is only for electing the co-chair positions and advisory resolutions.

6.2. The only elected positions are the co-chair positions. Voting will take place every year during the first meeting of an academic year, and in special circumstances when an individual can no longer fulfill the terms of an elected position, a special election will occur.

6.3. Voting for elected positions within the advisory council will be by secret ballot. Voting pertaining to projects, policies, and practices will not be anonymous.

6.4. Confidentiality, respect, and discretion must be upheld by all parties involved in the voting exercises. It is expected that all voting members will do their utmost to use their votes for the overall good of the committee, WCDSB, and the Black communities.

7. ELECTION OF THE CO-CHAIRS

7.1. A co-chair may be anyone who is not a board employee who has been appointed to the council.

7.2. Nomination forms will be posted on the Board’s website by September 1st of each academic year and sent out directly to all voting members who are not board employees. The nomination window will be from September 1st to September 14th. Self-nominations will be accepted.

7.3. The list of nominees will be posted in the first BAC agenda of the academic year. Election to fill the positions of the co-chairs during the first meeting of the academic year (normally, late September or early October).

7.4. On the day of the election, all votes will be independently counted by the Senior Manager of Equity and the Superintendent of Learning—Equity. The Equity Specialist will record the outcome of the vote with the names of the co-chairs in the minutes without recording the vote tallies. However, the Senior Manager of Equity will store the ballots in a locked drawer for one year if there is a challenge or a freedom of information request.

7.5. Vote 1 will be to elect the first co-chair. If a vote results in a tie, Part B will occur to break the tie. Specifically, the two leading candidates’ names will be submitted again for a vote. Once the tie has been resolved and the first co-chair has been chosen, Vote 2 will be held to elect the second co-chair. If this vote results in a tie, Part B will occur, as outlined above.

8. MEETINGS

8.1. All meetings will be chaired by the co-chairs.

8.2. The full council will meet six-seven times a year. Specific meeting dates will be announced in advance of the meeting days. The co-chairs may call for a meeting of the council outside of these specified meeting dates as necessary. Subcommittees or working groups will meet as required. The subcommittee or working group meetings will not be formal meetings. Quorum is not necessary in such meetings. No formal decisions or votes will occur in such meetings.

8.3. The council meetings will not be opened to the public.

8.4. The meeting agenda will be sent to members no less than two weeks before each meeting. The co-chairs will work with the board members to create the agenda.

8.5. Meeting minutes will be disseminated to members no later than two weeks after each meeting. The minutes of a previous meeting will be presented to members and accepted at the committee’s next meeting.

8.6. Meetings of the committee cannot be convened without at least one board resource staff member in attendance.

8.7. Decisions of the council will be by consensus. Voting will be required when the council is to decide whether to submit an advisory resolution to the Director of Education. WCDSB resource members will not participate in the vote. Other employees may want to abstain if the resolution is in conflict with their employee group/union mandate.

8.8. Meetings will be in person, but a meeting link will be provided to members who are unable to attend in person.

9. QUORUM

9.1. The quorum for the committee’s meeting is 50% of the voting members.

9.2. A meeting may be held in the absence of a quorum being formed, but only for discussion purposes.

9.3. No decisions shall be made in the absence of a quorum being formed.

10. MEETING DURATION

10.1. The council’s meetings will be no more than 3 hours, except in exceptional circumstances where members agree to additional time.

10.2. Minutes will be taken each meeting by the secretary, the Equity Specialist, or a designate, at each meeting.

10.3. The minutes will record attendees, members’ participation, major points discussed, and decisions reached at the meeting.

11. REPORTING RESPONSIBILITIES

11.1. The Secretary, the Equity Specialist, will work with the Facilitator, Senior Manager of Equity, and the co-chairs to create and distribute agendas for the meetings. The co-chairs will sign off on the agenda before distribution. The agenda will be distributed at least two weeks prior to the meeting.

11.2. The Secretary, the Equity Specialist, will take notes during the meetings and create minutes of the meeting. The minutes will be distributed within two weeks after the meeting. Members will approve the minutes at the next meeting.

11.3. The council will provide a written report twice a year (December and May) to the Director of Education. The December report will be an interim report and the May report with be a final report. The co-chairs of the BAC will submit these reports to the Director of Education. The WCDSB resource staff members can assist with the report writing, though the co-chairs will be the primary authors, and reviewers. The BAC will be accountable to WCDSB and the Black community by providing reports and information on the outcomes of their work.

11.4. After the Director of Education has read the report, the council will meet with the Director of Education to discuss the report. Thus, two of the six meetings are reserved for a meeting with the Director of Education.

12. CODE OF CONDUCT

12.1. The code of conduct of the BAC shall be consistent with the following WCDSB policies:

• Governing Style (II 002)
• Treatment of Students (IV 003)
• Treatment of Staff (IV 004)
• Bullying Prevention and Intervention (APC 034)
• Code of Conduct (APC 018) Communication Guidelines for Parents and Staff (APC 001)
• Equity and Inclusive Education (APC 037) Freedom of Information and Protection of Privacy (APC 036)
• Privacy Breach Protocol (APC 040)
• Record Information Management (APC 016)
• Student Sexual Assault Protocol (APC 043)
• Access to Legal Council (APS 007)
• Workplace Harassment / Discrimination Prevention (APS 024)

13. ADDRESSING ADVERSE COMMUNICATIONS/INTERACTIONS

13.1. Adverse communications or interactions will be addressed by the co-chairs in consultation with the Senior Manager of Equity and Superintendent of Learning— Equity in accordance with the Board’s applicable policies and procedures.

13.2. More serious adverse incidents will be addressed by the Superintendent of Human Resources and will go through the required processes and offices as mandated by WCDSB policies and procedures.

14. TERMS OF REFERENCE

14.1. Terms of Reference for BAC will be reviewed every two years, or at the discretion of the co-chairs and the Senior Manager of Equity.