Draft TORBSAAC
1.Mandate
TheBlackStudent AchievementAdvisoryCommittee(BSAAC) willexamineandmakerecommendationsto the Board through a standing committee of theBoard,on strategies toaddresspersistentachievement,opportunityand participation gaps experiencedbyBlackstudents,andensurelearning environmentsaresafe,nurturing andwelcoming.

2.Membership

BSAAC’sstructure willentail acentraladvisorybodyrepresenting awide rangeofserviceinstitutionsand communityorganizations.
  • Upto ten(10)organizations,institutions andalliancesrepresentingthefollowingstrategicareas:
1.Education/Guidance
2.Social Service/CAS
3.Legal
4.Corrections
5.Communication/Media
6.Systemic/organizational/institutionalChange
7.Police
8.Community
9.Arts
10.Health/Mentalhealth
  • TrusteesAppointedbytheBoard
  • Two (2)parent/ guardian/ caregiversthathavea student registered intheTDSB;
  • Two (2)studentsregistered and/orunregisteredwiththe TDSB;
  • OnememberfromtheEquity ProgramAdvisoryCommittee (EPAC) asapprovedbythecommittee
  • TDSB staff (asdesignatebyDirector)
  • Federation Representatives(CUPE,ETT,PSSP,etc.),asapprovedbytheTDSB
Thefollowingmemberswill bevoting members:
  • Upto 10communityrepresentativesfrom variousorganizations,institutionsand/oralliancesrepresentingtheten (10)strategicpriority
  • Two (2)parent/ guardian/ caregiversthat havea student registered inthe TDSB;
  • Two (2)studentrepresentatives;

Draft TORBSAAC
  • OnememberfromtheEquity ProgramAdvisoryCommittee
Thefollowingwillbenon-voting members :
  • TrusteesappointedbytheBoard
  • TheDirectorstaffdesignate/resource
  • Stafffederation representatives(e.g.,CUPE,ETT,OSSTF,PSSP,etc.),
  • Community member,organizations,parent/ guardian/caregiverswhoarenotidentified onofficial“voting membership list” willhaveopportunitiestoparticipate indiscussions andworkgroupsbut will nothavevoting privileges.

3.TermsofOffice

Termsofoffice will beas follows:
  • Organizationsrepresentingthe10 priorityareaswillservea two(2)year renewableterm;
  • Student representativeswill serveaoneor2yearterm where feasible.
  • Parent/guardian/caregivers willserve a oneor 2yearterm wherefeasible.
  • EPAC representative will serve a2yeartermpending theTermsofReferenceitscommittee
  • Trusteeswillbedetermined bytheBoard’sannualorganization process;
  • Staff will beassignedbytheDirector;
Vacancy
  • Should a positionon BSAACbecomevacantduring a representative’sterm, a newrepresentative willbeappointed through anExpressionof InterestprocessfacilitatedbytheBoardinconsultation with theCommittee toservetherestofthatrepresentative's term.
  • Eachpositionwill beappointed atthe completionof theoriginaltermutilizing anExpression ofInterestprocess.
  • Notices ofresignation should besubmitted to the Co-Chairs with48hours’notice
  • BSAAC will holdan annualmembership review andrecruitment totakeplaceinMayand June of theschoolyearto ensurethat afullvotingmembership complementis inplace forthenewschoolyear.
  • Allinterestedcommunitymembersandparent/guardian/caregivers and parentliaison groupswillbeinvited to completeanExpressionof Interestform.

Draft TORBSAAC
Expression ofInterest Process
  • Staff will putoutan expressionof interesttocommunitymembers,individuals,organizations,parents/guardians andstudentswhomeetthe strategicareas
  • Interestedindividual/groupswillbeaskedto completeand submit anExpress ofInterestform
  • Expressionof interestformswill besubmittedtoTDSBStaff
  • A selectioncommitteeof staff,Trustees andtwo(2)communitymembersnotparticipating onthe BSAACwill screen all applicantsto short-listcandidatesandpresentnomineesto the Committee
  • Thecommittee willappointmembersfromtheshort-listof nominees
  • Whereskills andcompetenciesaresimilar,theCommitteemaygroup applicationssothat suitableapplicantswho applyforthecommittee maybeconsideredfortheWorkingGroups
  • Allcommunicationandpromotionmediums(TDSB website,socialmedia, e-listsetc.),will beusedtosharetheExpressionof Interest broadly

4.Composition ofExecutive(Officers)

TheExecutiveshallbecomprised of:
  • Two(2)Co-Chairs(Parent/ guardian /caregivers,Communityorganizationrepresentativestudent)
  • Allmemberswhoserve asLeador Co-leadof aStrategicWorking Groups;
  • TheDirectorofEducationorhis/herdesignate

5.TermsofOffice forCo-Chairs

  • Co-chairshallserve atwo year term.
  • Should eitherofthe Co-Chairsresignbeforetheendof his/herterms, an interimCo-Chair shallbeelectedbythemembership atthe next meeting
  • If an interimCo-Chair desirestoservefor a fulltwo-yearterm,he/shemayproposesametothemembership.Anysuch proposalwill bevoted uponbythe membership. Ifthe remainderofthe termis lessthanthreemonthsofa schoolyear, itwill notbecountedtowards serving afull term
  • A Co-Chair isencouragedtoserveonlyone two-yearterm and mayservenomorethantwoconsecutiveterms at thediscretionofthemembership.

Draft TORBSAAC
Election ofCo-Chairs
  • Theselection/election processfor theco-chair willbeconductedbi-annuallyinNovember ofeachschoolyear.
  • Theelection processwillbecarriedoutbyasimplemajorityvote.
  • Memberswill begiven2weeks’notice ofthe electionandnomination process
Election Process
  • BSAACshallestablishapermanentNomination Working Groupto organizeandimplementCo-chairelection
  • Membershipof theNominationWorking Groupshallbedrawn fromBSAACmembersand any interestedmember ofaBSAACWorkingGroupand open toannualrenewal
  • TheNomination WorkingGroup shallseekoutcandidatesforthepositionofCo-Chair.
  • QualificationsanddutiesoftheCo-chairwill bedecided bytheWorking Group inthemonthspriortoelection and approvedbythe BSAAC membership.
  • BSAACmembersinterested in standing forthe position ofCo-Chairmaybenominatedor self-nominated.
  • A listof candidateswillbe madeavailabletoBSAACpriortotheelection.Anymemberwho isnotonthe listmayalsostand forelection.
  • Election procedurewill bedeterminedbytheNomination WorkingGroup, inkeepingwith theguidelinesof theTDSB (SeeCACHandbook)
  • Tobeelected, a Co-Chair candidatemusthavetheapprovalof amajority (50%+1)ofthemembership present ata meetingwhereCo-Chairs are elected.
  • TheNomination WorkingGroup willselect amethodofvoting under whichbothsuccessful candidatesattain majorityapproval(suchas a rankedballotsystem).
  • Membersofthe Nomination Working Groupmaynotseekelectionas Co-Chairs.

6.Meetin


 / gs
Thecentraladvisorycommitteewillmeetmonthly.Occasionalmeetingsmayoccurbyconferencecall, if necessary.
Workgroupsmustmeetaminimum of fourtimesperyear.
Agendas andnoticeofmeetings andminutesaretobecirculated byTDSB Staffnolaterthan2weeks in advanceof themeeting.Memberswillbenotifiedbytelephone
Draft TORBSAAC
callif an e-mail address is unavailable
  • Schedule ofmeetingswill beestablished in advanceand published on theBoardswebsite.
  • Simplified Robert’sRulesofOrderwill befollowedduringmeetings
  • Quorummustbeachievedforthe meeting to beproperlyconstituted
  • One oftheCo-Chairsshallpresideover meetingsofthe centraladvisorybody.TheCo-Chair notleading themeeting shalltake thegavelwheneverthe Co-Chair leadingthemeeting wishestoparticipate in adiscussionduring a meeting. If aCo-Chairisnotpresent,itshall bethefirstorderof businessforthemeeting toselecting an actingCo-Chair according to the proceduredescribed forestablishing quorum
  • Allmeetingsshall beopentopublicobserversandshall beheld ata location thatisaccessibletothepublic.
Attendance Missed Committee Meetings
  • Anymemberwhoisunableto attendat aCommitteemeeting shallprovidetheCo-Chairs and theSecretarywith aminimum of 24hours’writtennotice,wherepossible,of regretsor apologies forabsence, viaelectronicmail, withacopyto the TDSB Staffsupport.TheMinutesofeach Meeting shallincludeanotationof thosemembersabsentand thoseadvisingof apologiesforabsence.AnyMemberwho misseseither
(a)three(3)ormoreconsecutiveCommitteeMeetingswithoutadvising apologies forabsence, or (b)totalof four (4)CommitteeMeetingsinany fiscalyear,mayberemovedfromtheirseat.TheSecretarymaymovefortheremovalof anyMemberwith thematterrequiring asimplemajoritytopass

7.Rolesof the Members

Co-Chairs
Co-chairs shall:
  • presideovermeetings,work withstaffto developa yearlyplanof prioritiesforthecommittee,workwithstafftodevelopmeeting agendas,plan andchair executivemeetingsetc.
  • participate in discussions,provideinformationonamatterunderdiscussion,andvote.Thenatureandextentoftheparticipation in thesediscussions isatthe discretionandjudgmentof theindividual
Trustee MembersandTrusteeCo-Chair
Draft TORBSAAC
  • Trustee membersmayattend meetings,participate in discussions, andprovideinformationonamatterunderdiscussion
Community/Parent /Guardian/Caregivers andStudents
  • Attendallmeetings and bringforth itemsfromtheirconstituentstotheattention ofthe committee.
  • Notifycommitteeif theyareunabletoattendmeetings
TDSB Staffing Support
Thestaff person assiststheco-chairsas necessarywith activitiesbefore,during and followingCommitteemeetings.
8.Prepari

 / ngthe Agenda
It is theresponsibilityoftheco-chairs, inconsultationwith thestaffresource,todeterminetheitems ontheagenda and theorder.
Thestaffresourcepersonwill provideitemsthathavebeen referredbythe Board.TheBoard willprovidestaffingsupportstoassistwith the productionand maintenanceofagendas,minutesand committeereports.
9.Electron





 / icParticipation
Membersmayparticipatebyelectronicmeans(conference call)subjecttothefollowingrequirements:
Theperson chairing the meeting andat leastonemembermustbephysicallypresentin themeeting room;
Thestaffresourcepersonsandsupport mustbephysicallypresent inthemeetingroom;
Membersmustnotifystafft no laterthan24 hoursbeforethestartofthemeeting iftheywill bephysicallyabsentfromthe meeting andwish toparticipateby electronicmeans.
Membersparticipating electronicallymustinformtheco-chairswhen they enterandare abouttoleavetheconferencecall.
Thechairwill conductvoting byasking everymemberpresentbyelectronic means toindicate theirvote.
10.Decisio
 / n making
Where possible,decisionsshould bemadebyconsensus(allmembersmaynotagree
Draft TORBSAAC
withthedecision but cansupport thedecision).
  • When votesarenecessary,a simplemajority will besufficient.
  • Thecommitteesdecisionmayentaila recommendation fortheBoardoramotion forthe committee
  • A voting memberwho ispresentandwhofailsto voteonarecommendationormotionshall bedeemedto haveabstained.Forclarity, an abstention isneithercounted fornoragainstamotion
  • There will benoproxyoron-linevoting
  • In theeventofa tievotetheCo-Chairleading themeeting shall castthedeciding vote
(Guidelinessuggestvotingon key matters/issues:Eg.Staffreporton issue,generaldiscussion,presentation ofmotions/and amendments,voteson amendments,thenon mainmotions.).

11.Quorum

  • Quorum shall be40%+ 1ofsittingmembers(roundeddown ifnecessary).
  • TheCo-Chair shouldconvene themeeting assoon asquorum of the membersispresent,butnotbeforethescheduled starttime.
  • If quorumisnotpresentwithin 15minutesof thescheduled starttime,thecommitteemayengage in“conversation”butnodecisionswillbemadeandminuteswillnotbeproducedforthemeeting .Theagendawill becarriedovertothenextmeeting
  • If quorumispresent, and neither Co-Chair ispresent,thefirstitemof businessistoselectan actingCo-Chair from among the voting representatives.

12.WorkingGroups

Thecommittee will strikeworking and/orad hocworking groupsbasedonthe ten(10)strategicareasofthecommittee. Working groupswilloperate asfollows:
  • WorkingGroupsmayhavea BSAAC lead and anon BSAACco-lead
  • BSAACWorking Group leadis identified byBSAACC
  • Non BSAACmembersareable to participateonaworking group
  • WorkingGroupsmustreporttoBSAACvia BSAAClead and mustadhereto theseBy-laws whenmaking decisions.
  • Notices ofresignation from a Working Group Co-Lead(s)should besubmittedtotheCo-Chairs

13.CommunicatingAdvice tothe Board orStaff

  • BSAAC will provideadvicetotheboardthroughformalrecommendationsapprovedbyBSAACand presented ina committeereport to theBoard.

Draft TORBSAAC
  • Staff supportwill preparethecommittee’srecommendationsforthereviewofcommitteeco-chairsand submissionto Board Services.

14.Code of
 / Conduct
BSAACmemberswilladheretothecodeof conductoftheBoard andall policiesandproceduresoftheBoard.Failure to dosomayresult ina mediationprocessand/ordismissal fromthecommitteefollowinga committee motion.
15.Remun

 / eration
A personshall notreceiveanyremunerationforserving as amemberof BoardsCAC.Reimbursement to members forexpensesincurredasmembersofBSAACshall bereimbursedpursuanttoTDSB policies.

16.ConflictofInterest(COI)

  • A COI is a”situationin which a person ororganization isinvolvedin multipleinterests,financial orotherwise,oneof whichcould possiblycorrupt themotivationor decision-makingof thatindividualororganization”(Wikipedia.org)
  • COIs arenotnecessarilylimitedto conflictsof financial oreconomicnature andmayarisewhereallegiancestoanotherorganizationmaypreventtheMemberfromcarrying out theirduties tothe Committeefaithfully and honestly.
  • ThepurposeoftheseCOIprovision isto ensuredeliberations anddecisions oftheCommittee aremade intheinterestsofthe Committee andtoprotect the interestsand integrity ofthe Committeewhenit iscontemplating a program,serviceor budgetrecommendation to the Board.
A BSAACmemberor Working Groupmember:
  • shall notacceptfavours,opportunities,economicbenefitsor payment fromanyindividual,organization,orentityknowntobe seekingBSAACssupportorbenefitfinanciallythrough Committeeinvolvement.
  • muststringentlyavoid the appearanceof COI.Membersholding positions inorganizationswith asimilarmandatetotheCommitteemustensuretheyareabletofulfill their responsibilitiestoBSAACand declareanysuchconflict.
  • maynotusehisorherposition withrespect to theCommittee,or confidentialinsiderinformationobtainedbyhimor herrelatingtothe Committee, inordertoachieve afinancial benefit or anygain for himself or herselfof forthirdparty.
  • has a duty to inform themembership in writingof anyactual,potentialorperceivedconflictof interest,including thosein thepast.

Draft TORBSAAC
Violations oftheseConflictof Interestprovisionsmayresult in removal.

17.ConflictResolution

  • BSAAC will drafta conflictresolution process.

18.Evaluat
 / ion and Review
BSAAC will undertake anannualself-evaluationof itsperformanceagainstitsmandate,strategicplan,membership,processes,number ofmeetingsetc.,using theBoard’sreviewtemplateand providetheinformation tothe Board.
19.Review
 / ofTermsofReference
BSAACwillreviewitsTerms ofReferenceeverytwo years andprovidea report,including any recommendations,to theBoard.