Diversity, Equity and Inclusion Committee

THE CORPORATION OF THE TOWN OF PENETANGUISHENE

APPENDIX “D5”

Diversity, Equity, and Inclusion Committee

Advisory Committee Membership:

A member of Council shall be appointed to the Committee to serve as Chair and seven (7) residents of the Town representing the following affiliations:

1 Representative of Council

2 Representatives of Advisory Committees

5 additional Community Members

The members shall represent the diversity of the Town and a broad cross-section of residents, including geographical and gender balance. An intersectional approach should be taken to ensure representation by community members with lived experience or service in agencies related to one or more of the following areas:

• Ethnocultural and linguistic diversity
• Racialized communities or People of Colour
• Francophone
• New immigrants
• Indigenous communities
• LGBTQ2S+ individuals
• Individuals with disabilities, including mental health disabilities
• Seniors / older adults
• Individuals living with low income / homeless
• Post-secondary students / youth
• Faith-based diversity

All attempts will be made to stay within the guideline composition; however, if the applications received or the qualifications of applicants do not fully address the guideline composition criteria, the most capable and qualified applicants will be recommended for appointment to fulfill the membership composition.

One designated staff member shall serve as staff liaison as appointed by the Chief Administrative Officer. Other staff may be requested to join meetings or support the work of this committee as need arises.

Committee Mandate

• Provide support to staff in the drafting and implementation of a Diversity, Equity, and Inclusion Action Plan and shall provide recommendations, advice, and information to Council and staff on matters pertaining to diversity, equity, and inclusion.
• Address bias and discrimination and its negative impacts on quality of life, safety, health, and inclusion for the diverse communities in Penetanguishene.
• Provide a safe place for all people to voice their opinions in order to work together to promote and foster understanding and inclusion in Penetanguishene.
• Advise and provide recommendations on the development and review of policies and procedures to ensure they reflect the Town of Penetanguishene's commitment to fostering diversity and inclusion within the organization, and within the community.
• Engage and facilitate discussions with community groups to achieve a greater understanding of the strengths and needs of residents of diverse backgrounds and abilities to identify opportunities for collaboration and support between groups, recognizing that each diverse group will require unique approaches and solutions.
• Collaborate with other civic agencies and local community groups and partners including the initiation and development of relevant programs, services, events, and projects identifying opportunities for education, collaboration, support, and engagement to promote equity, inclusion, and the elimination of discrimination.

Chair and Vice Chair

The Chair and the Vice Chair shall be elected from the members on the Committee.  The Vice Chair serves as Chair at the meetings in the absence of the Chair.    The Chair acts as the Presiding Officer at the meetings. 

Delegated Authority

The Diversity, Equity and Inclusion Committee is an advisory body only.

The Diversity, Equity, and Inclusion Committee may incur expenditures to the extent provided in the annual approved budget.  All purchases shall be preauthorized by the Town Clerk and approved in accordance with the Town’s Procurement By-law.

The Committee shall receive items for information, discuss DEI-related matters or make recommendations to Council.

Meetings

The frequency of the meetings shall be quarterly with additional meetings held at the call of the Town Clerk or Chair. 

The Town Clerk may revise the regular meeting schedule in consultation with the Chair.

Agendas

Agendas shall be made available a minimum of twenty-four hours in advance of the meeting to the Members and on the Town Website.  The Town Clerk and Chair shall determine the content of the agendas.

Quorum

Quorum shall consist of five (5) members of the Committee.

Work Plan

The Diversity, Equity and Inclusion Committee operations and activities are directed by the Advisory Committee’s annual work plan, which is approved by Municipal Council.

Agent of the Municipality

In carrying out its Mandate, the Diversity, Equity, and Inclusion Committee may act as an agent of the Town of Penetanguishene while acting bona fide within the limits of the authority of the Town.  No member shall incur any personal liability by reason of their participation on the Advisory Committee acting within the scope of its mandate.  Nothing in the Mandate of the Advisory Committee authorizes or empowers the Committee to incur any debt, liability, or obligation for which the Town may become liable without having previously obtained the consent of Council.

The Advisory Committee operations shall meet municipal, provincial, and federal legislative requirements that have a bearing on their operation.