Terms of Reference - YU Black Staff Network

The Executive shall:

Be responsible for directing the activities of the YUBSN subject to the provisions of the Terms of Reference and following policies agreed to by the membership;
Report to the YUBSN regularly, and as circumstances warrant;
Appoint new executive member(s) from amongst the membership if a vacancy should arise between elections; and
Hold regular meetings to discuss matters with the chairs of the standing committees in attendance.

Any member of the Executive who ceases to be eligible for membership in the YUBSN will automatically lose the right to hold office.

The duties of the Executive Committee shall be as follows:

Call and preside at all meetings of the YUBSN and of the Executive;
Facilitate communication between the University senior administration and the YUBSN;
Co-chair joint meetings with University senior administration;
Be a steward of the Terms of Reference and all documents pertaining to the
YUBSN, ensuring that these documents are kept current through regular review every 5th year (years ending in "0" or "5");
Maintain oversight of the YUBSN Budget;
Act as the YUBSN liaison with other institutional employee groups, external organizations and other post-secondary institutional employee groups;
Contact members of the CPMEA who may be willing to serve as members of the Executive or Standing Committees, or as YUBSN representatives on University committees, and secure their agreement to run in elections;
Time Commitment – Monthly: 2 hours in addition to attending YUBSN Executive meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Act as the Chair, either in the absence of the Chair or as requested by the Chair;
Assist the Chair, as appropriate, in fulfilling all responsibilities to carry out additional leadership duties relating to the functioning and/or responsibilities of the YUBSN and of the Executive;
Onboard new executive members;
Fill and support vacant executive positions as required;
Performing such duties as may be assigned from time to time by the Chair or Executive;
Time Commitment – Monthly: 2 hours in addition to attending YUBSN Executive meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Act as a liaison with and report to the Executive concerning the Programming Committee;
Meet twice annually with institutional committee volunteers (June and February) and report findings and progress back to the Executive;
Liaise with the CPMEA Executive to connect new non-academic Black employees to the YUBSN from the new staff orientation sessions;
Onboard new institutional committee volunteers;
Partner with the Strategy and Communication Communications Coordinator to develop a comprehensive strategy for recruiting and onboarding new YUBSN members;
Performing such duties as may be assigned from time to time by the Chair or Executive;
Time Commitment – Monthly: 2 hours in addition to attending YUBSN Executive meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Develop, implement and execute the overall YUBSN communication and content strategy;
Provide technical and operational management of the YUBSN website;
Manage the central YUBSN email account and Teams site;
Develop and implement key messaging to support Executive presentations and other annual YUBSN events as required;
Support the Chair and Vice-Chair with its annual report to Executive Sponsor;
Developing and maintaining YUBSN Communication Standard Operating Procedures;
Analytics and metrics reporting;
Performing such duties as may be assigned from time to time by the Chair or Executive;
Time Commitment – Monthly: 2 hours in addition to attending YUBSN Executive meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Develop, implement and execute the overall Records & Information Management Standard Operating Procedures for YUBSN Executive and standing committee(s);
Record and prepare meeting minutes at all YUBSN Executive and full membership meetings;
Chair the Programming Committee and report findings and progress back to the Executive;
Provide support to the Strategy and Communications Coordinator to manage the central YUBSN email account and Teams site;
Performing such duties as may be assigned from time to time by the Chair or Executive;
Time Commitment – Monthly: 2 hours in addition to attending YUBSN Executive meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Manage and administer the YUBSN Budget;
Develop Financial Standard Operating Procedures for YUBSN;
Keep a proper record of the financial operations of the YUBSN (monthly cost centre reconciliation);
After the close of each fiscal year, but prior to the Annual General Meeting, prepare and present to the Executive, year-end financial statements and a budget for the current fiscal year;
Present the statements and budget, as approved by the Executive for acceptance or rejection, at the Annual General Meeting;
Develop long-range financial models, financial planning and forecasting to support YUBSN activities;
Performing such duties as may be assigned from time to time by the Chair or Executive; and
Time Commitment – Monthly: 2 hours in addition to attending YUBSN Executive meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

The following provisions shall govern the operations of the Executive Committee:

The Executive shall meet regularly but no less than quarterly;
A meeting of the Executive may be held at any time at the call of the Chair, Vice-Chair or upon the request of any two (2) members of the Executive, made in writing to the Executive Coordinator;
Four (4) members of the Executive constitute a meeting quorum;
Each member of the Executive, except the Chair, has one (1) vote;
If the votes of the Executive are equally divided, the Chair has the deciding vote;
A decision or resolution of the majority of the Executive present and constituting a quorum is a decision or resolution of the Executive, except where otherwise provided;
Signing officers shall be any two (2) of the Chair, Vice-Chair, or Financial Officer.

Meetings shall be held throughout the year, including the Annual General Meeting in June of each year, the Membership Breakfast in November of each year, and no less than one general meeting of the members. A special meeting may be called by the Executive by giving 14 calendar days' notice to the YUBSN membership or by any YUBSN member provided that it is supported by a written request to the Executive Committee.

The Executive shall meet with YUBSN Executive Sponsor (Vice-President Equity, People and Culture) on an ad hoc basis. Ad hoc meetings, if required, can be requested by the Executive and by the Executive Sponsor. Meetings with the Executive Sponsor are for the purposes of:

Discussing issues within the University which may affect members of the YUBSN;
Presenting committee findings and proposals on behalf of the YUBSN Membership.