Role and Responsibilities
According to Article V & Section 1(d) of the Constitution, the Equity Committee will promote and advance anti-oppressive principles and practices, such as equity, diversity, inclusion, indigenization, 2SLGBTQIA+ pride, anti-misogyny, and anti-racism, including anti-Black racism, anti-Indigenous racism, anti-Asian racism, Antisemitism, Islamophobia, within the general membership, union officials, and YUSA. The Committee will develop and deliver regular programming including community outreach and advocacy training for the Committee and the membership.
Members & Composition
The Committee is made up of six elected members from the general YUSA membership. The Full-Time Officers are ex-officio, non-voting members of the Committee (see Constitution IV, Section 2).
Formation
The membership of the Committees is governed by Elections according to the YUSA Constitution with six members elected during the biennial election. Those six members will then decide the Chair and Vice-Chair.
Term
The term of Members of the YUSA Equity Committee is two years and begins on January 1. A Committee member who does not uphold their responsibilities or misses a significant number of meetings without a reasonable explanation may be asked by the YUSA Executive Board to resign from the Committee. If the Member refuses to resign, de-appointment action may be taken by the YUSA Executive Board to remove the member from the Committee (see Article VI, Sections 3 and 4). Committee Members who must be absent from the Committee for an extended period, shall take a leave from the Committee by contacting the Chair.
Chair
In accordance with the YUSA Policy for the Role and Selection of Chairs and Vice-Chairs, the Committee shall elect annually from among its members a Chair and Vice-Chair Alternate for a two (2) year term. The Chair and Vice-Chair shall represent the Committee as a non-voting member on the YUSAY Executive Board.
The Chair of the Committee, and Vice-Chair, will be members of the Committee, elected annually by the Committee (see Constitution Article V, Section 1).
The Chair will:
- coordinate meetings of the Committee;
- prepare agendas and Chair meetings of the Committee;
- draft communications on behalf of the Committee related to the Committee’s work;
- report to the YUSA Executive Board on the work of the Committee and any issues related to the Committee;
- provide initial orientation and training to new Committee Members;
- act as a liaison between the Committee and the YUSA Executive Board;
- represent the Committee as a voting member on the Executive Board.
Vice-Chair
The Vice-Chair of the Committee will act in the absence of the Chair.
The Vice-Chair will:
- assist in coordinating meetings of the Committee;
- assist in preparing agendas and Chair meetings of the Committee;
- draft communications on behalf of the Committee related to the Committee’s work;
- report to the YUSA Executive Board on the work of the Committee and any issues related to the Committee;
- provide initial orientation and training to new Committee Members;
- act as a liaison between the Committee and the YUSA Executive Board;
- attend the Executive Board in the absence of the Chair.
Committee Meetings
The Equity Committee normally meets in-person (or virtually) for one (1) hour once a month, with the exception of the months of July and August. Each year monthly meeting times are assessed based on the availability of members, and as such, are subject to change. Additional meetings are scheduled as necessary – such as alternate dates to accommodate long weekends and statutory holidays.
If a Member is not able to participate in a meeting, that Member may speak with the Chair in advance so that the Chair can include that Member’s perspective at the meeting. That Member may also circulate comments, documents and provide feedback via the Committee Email List, Slack or other mediums approved by the committee. Other communications between Committee Members can occur via email and telephone as needed.
While it is the expectation that the work performed by members for this committee is to be undertaken outside work-hours (eg: before or after work, during lunch breaks), there may be occasions where additional time may be required to perform the duties required. In such instances where additional time is required, and in accordance with Article 25.01 of the YUSA Collective Agreement, members may submit a proposal for Union Duty Leave to the YUSA President for approval.
Sub-Committee Meetings
Members who are involved in any sub-committees will meet in-person (or virtually) at a predetermined time, or scheduled as necessary. Sub-committee meeting minutes and/or outcomes should be shared with the Committee at large during monthly operating meetings.
Minutes
Minutes should be taken at all meetings. The minutes should be provided to the YUSA office for record-keeping and archiving as soon as practicable but within thirty (30) days.
Quorum
Attendance by fifty percent of the Committee members shall constitute a quorum.
Confidentiality
Committee Members must sign confidentiality waivers per term.
Decision-Making
Wherever possible, decision-making by consensus is preferred. If consensus cannot be achieved, the Committee members must agree on how to deal with the outstanding issue (i.e., vote; continue the discussion; table the issue for another meeting; take the issue to the Executive Board.) There shall be no proxy voting or email voting unless explicitly determined by the Committee in advance of the vote.
Accountability & Governance
According to the Constitution (Article V, Section 1) all Committees are responsible to the Executive Board, and according to Section 2 of the same Article, all Committees are required at minimum, to prepare and present semi-annual reports, during the months of May and October, to the Executive Board. The reports will be made available to the membership after having been presented at the Executive Board. Normally the reports will be drafted by the Committee Chair and agreed upon by the Committee members prior to being presented at the Executive Board. The Committee cannot commit the use of YUSA financial or human resources without prior approval from the Executive Board.
Reporting to Executive Board
Reports about the work of the Committee, as well as any concerns that may arise in the Committee, are made to the YUSA Executive Board by the Chair of the Committee or the Vice-Chair Alternate in the Chair’s absence. Decisions determined by the YUSA Executive Board relating to the Committee are communicated to Committee Members through the Committee Chair or the Vice-Chair Alternate in the Chair’s absence.
Per Article XVI, Section 2 of the YUSA Constitution, all meetings shall be governed by the Constitution. In cases where this is inadequate, Bourinot’s Rules of Order shall govern.