Terms of Reference
DTB Complete Terms of Reference with Addendums – Nov 2021
Mission Statement
Diversity Thunder Bay works towards a diverse, inclusive, equitable community
free of racism and discrimination of any kind.
Guiding Principle
Diversity Thunder Bay believes that Thunder Bay should be a welcoming and safe place for individuals and groups regardless of: race, ancestry, place of origin, colour, ethnic origin, citizenship, class, creed, sex, gender expression, gender identity, sexual orientation, age, marital status, family status, disability or income disparity.
Objectives
- To develop partnerships with other community organizations to work on broader issues of diversity, equity and inclusion.
- Diversity Thunder Bay will strive to have a membership that is a true reflection of the Thunder Bay and area population.
- To develop and provide feedback on local issues and/or activities that will further Diversity Thunder Bay’s Guiding Principles.
- To encourage Diversity Thunder Bay member organizations to become more inclusive of diverse groups in Thunder Bay.
- To undertake initiatives that will improve acceptance of diversity, equity and inclusion in Thunder Bay.
- To share information, network and offer mutual support to municipal, regional, provincial, national and international groups who are interested in the areas of diversity, equity and inclusion.
- To actively support the work of the City of Thunder Bay and other organizations and groups who are striving to improve diversity, equity and inclusion in the Thunder Bay area.
Membership
Membership in Diversity Thunder Bay will be by payment of the annual membership fee as established by the Executive Committee and approved by the membership at the Annual General Meeting. Membership can include, but is not exclusive to, individuals and community organizations, which shall designate a voting representative.
Executive Committee
The Executive Committee is to serve and support the members in working toward achieving the Diversity Thunder Bay Mission and Objectives. The Executive Committee is to perform two fundamental functions, namely: to provide governance and to oversee all the operation of the organization. The Executive Committee has direct authority for the allocation of financial and human resources of the organization. Diversity Thunder Bay will be co-chaired by two individuals elected by the membership at the Annual General Meeting. The Executive Committee will include: two Co-Chairs, a Recorder, an Administrative Manager, a Communications & Digital Coordinator, an under 29 Ambassador and a Treasurer as elected by the Membership at the Annual General Meeting. The Executive Committee will also include Chairs or a representative of the Sub-Committees as established in any given year. Sub-Committee Chair will not hold another executive position during their term as Chair. The period of service for members of the Executive Committee shall be three years with two, three-year term renewals. A total of 9 years. The term can be extended upon approval of the membership at an Annual General Meeting. Any member standing for election to the Executive Committee must have been a member for at least one full year prior to the nomination date. The Chairs will be the official spokespeople for the organization unless another member is appointed.
Fiscal Year
September 1 to August 31.
March 21st – The International Day for the Elimination of Racial Discrimination
A Committee will be established to organize activities and media promotion of the day. The Chair will be chosen from within the membership and report directly to the membership of the Committee. The Committee will be struck in September of any given year with the expectation that the March 21st events will be organized by mid-January of the following year.
Meetings
Diversity Thunder Bay will meet at least six times per year with meetings scheduled by the Executive Committee. The agenda for each meeting will be established by the Co-Chairs and Executive Committee. An Annual General Meeting will be held in November. A quorum will consist of six members. Should an issue arise following the distribution and approval of the agenda and upon agreement of the meeting, the agenda can be changed to accommodate the situation. At the beginning of each meeting, the Chair will ask whether there are pressing issues requiring immediate action. Diversity Thunder Bay monthly meetings will be chaired by DTB members on a rotation basis.
Committees
Subcommittees will be established as required to carry out the work of the organization.
Personnel
The Executive Committee may pursue human and financial resources to implement the projects of Diversity Thunder Bay as needed in cooperation with community organizations, as applicable.
Specific Tasks
- To undertake diversity and inclusion projects as identified by the membership and accepted by the community and/or community organizations.
- To ensure that Diversity Thunder Bay is a true reflection of Thunder Bay’s population: an inclusive organization that proactively recruits volunteers.
- The Executive to undertake annually in June of any given year, a review of the barriers within Diversity Thunder Bay that prevent diverse groups from participating.
- To raise awareness of the issues affecting those who are under-represented.
- To work in partnership with The City of Thunder Bay Anti-Racism & Respect Committee.
- To bi-annually review the Terms of Reference prior to the Annual General Meeting.
Approved November 2004.
Revised January 2007, June 2008, February 2012, February 2014, January 2015, January 2018, November 2018, January 2020, November 2020 and February 2021.
