Queer History and Archive Committee Advisory Committee Terms of Reference
1. Mandate
1.1. The Community Advisory Committee’s (CAC) mandate is to:
Maintain a forum to discuss and share issues related to preserving the histories of our 2S/LGBTQ+ communities in the Atlantic Region in community and academic settings and to advance efforts to ensure our visibility across the region.
Collaborate on events, initiatives, conferences, and other efforts to preserve and share our 2S/LGBTQ+ histories.
2. Composition
2.1. The Community Advisory Committee (CAC) is open to those with an interest in preserving and sharing historical and archival materials relevant to 2S/LGBTQ+ communities across the Atlantic region. The CAC Subcommittee shall consist of 5 to 10 voting members, including ex officio members, as follows:
Chair, member of an academic or non-academic organization (two-year commitment)
Vice-chair or co-chair, member of an academic or non-academic organization (two-year commitment)
Two ex officio representatives of Queer student groups, such as, MLIS or similar programs in the Atlantic region
Up to five other members from the community.
2.2. The Subcommittee will be supported by a Chair or two Co-Chairs, as determined by the Subcommittee.
2.3. The Subcommittee may be supported by a Vice-Chair, if determined by the Subcommittee. The Vice-Chair, when necessary, will step in as Acting Chair in the absence of the Chair.
3. Appointment and Reappointment of Members
3.1. Subcommittee members, other than ex officio members, shall be appointed by the Subcommittee for terms of one to two years. They are eligible for reappointment up to a maximum of four consecutive years.
3.2. The Chair of the Subcommittee will be appointed following consultation with the Subcommittee.
3.3. The following will be considered when considering the appointment and reappointment of Subcommittee members:
Skills and experience
Equitable representation to ensure that diverse 2SLGBTQIA+ identities and perspectives are reflected
Equitable representation of academic and non-academic members
4. Frequency of meetings
4.1. The Subcommittee will meet monthly for 1 hour online on the 1st Tuesday of the month.
5. Role of Subcommittee Members and Chair
5.1. Subcommittee members are expected to:
Attend meetings when possible, informing the Chair of absences.
Participate in Subcommittee projects, preparing for meetings and engaging in Subcommittee discussions
Assist the Chair in developing policy for Subcommittee priority items, contributing to recommendations by making informed contributions, bearing in mind the Subcommittee’s mandate
Report on Subcommittee meetings to attendees, and also sharing archival and historical knowledge on 2S/LGBTQ+ activities and consultations with the community;
Identify opportunities for engagement with 2S/LGBTQ+ history and archival issues.
5.2. In addition to their expectations as a Subcommittee member, the Chair (and Vice-Chair if applicable) is responsible for:
Setting the subcommittee’s meeting schedule bearing in mind accessibility considerations
Developing meeting agendas and circulating relevant documents
Maintaining a record of the Subcommittee’s decisions
Preparing and submitting reports as needed
Providing orientation and guidance with respect to the role and responsibility of members
6. Reporting requirements
6.1. The Chair of the Subcommittee shall present to community, government, funders, and media, as needed, on behalf of the Subcommittee, an annual report on its activities.
7. Conduct of the Subcommittee Meetings
7.1. A meeting is constituted when a quorum of more than 50% of Subcommittee members, including the Chair, is present.
7.2. The Chair may invite resource persons to attend meetings, or issue repeated invitations, if their presence will assist the activities of the Subcommittee. Resource persons who are invited cannot vote.
Meeting documents
7.3. The agenda and documents for a meeting will, as a matter of good practice, normally be sent to all those who are entitled to receive them at least four days before each meeting.
Voting
7.4. Only Subcommittee members have the right to vote at Subcommittee meetings.
7.5. Voting on any issue will be by simple majority of present members. The Chair may vote and has the casting vote if a vote is tied.
8. Review of the Terms of Reference
8.1 The Subcommittee shall review its terms of reference at least once every six months, beginning on the day they become effective. The Chair of the Subcommittee will lead this review and evaluate its outcomes in consultation with the EDIC or the Co-Chairs of the EDIC.
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