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;
Establish new committees or working groups and recruit volunteers to fill these vacancies as required;
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 full membership meetings of the YUBSN and of the Executive;
Facilitate communication between the University senior administration and the YUBSN including co-chair joint meetings with University senior administration;
Develop and implement File Management SOP for the Executive and standing committee(s) to maintain accurate recordkeeping for the YUBSN;
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 and partner with Financial Officer in its overall management;
Primary support for YUBSN email, website and Teams site;
Act as the YUBSN liaison with other institutional employee groups, external organizations and other post-secondary institutional affinity 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;
Onboard new executive members;
Fill and support vacant executive positions as required;
Time Commitment – Monthly: 3 hours in addition to attending scheduled committee meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Brunch, Lunch & Learn).

Collaborate with Co-Chairs to record and prepare meeting minutes at all YUBSN Executive and full membership meetings;
Chair the Programming Committee and share relevant updates with the Executive including those requiring approval;
In collaboration with the Programming Committee,
- Plans and organizes professional development and networking events for the YUBSN membership (1-2 annually);
- Plans and coordinates  the execution of the Annual General Meeting and Annual Membership Breakfast;
Provide additional support as may be requested from time to time by the Co-Chairs or Executive (e.g. new initiatives, special projects, working groups);
Time Commitment – Monthly: 3 hours in addition to attending scheduled committee 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).

Manage the YUBSN budget including monitoring all financial activities and forecasting to support YUBSN activities;
Develop and implement Financial SOP to support YUBSN;
Maintain a record of the financial operations of the YUBSN including providing periodic updates to the Executive;
Oversees financial reporting, including preparing the year-end financial statement and a budget for the current fiscal year;
Present the statement and budget, as approved by the Executive, at the Annual General Meeting;
Provide additional support as may be requested from time to time by the Co-Chairs or Executive (e.g. new initiatives, special projects, working groups);
Time Commitment – Monthly: 2 hours in addition to attending scheduled committee meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Develop and implement a communication and content strategy for the YUBSN;
Provide technical and operational management of the YUBSN website;
Secondary support for YUBSN email, website and Teams site;
Develop and implement key messaging to support Executive presentations and other annual YUBSN events as required;
Support the Co-Chairs with its annual report to Executive Sponsor;
Periodic analytics and metrics reporting;
Provide additional support as may be requested from time to time by the Co-Chairs or Executive (e.g. new initiatives, special projects, working groups).;
Time Commitment – Monthly: 3 hours in addition to attending scheduled committee meetings. Additional time may be required during key times throughout the year for scheduled events (e.g. AGM, Membership Breakfast, Lunch & Learn).

Develop and implement recruitment poster insert for inclusion in York’s institutional staff orientation sessions to connect incoming non-academic Black employees to the YUBSN;
Partner with the Strategy and Communication Communications Coordinator to develop and implement a strategy for recruiting and onboarding new YUBSN members;
Oversee YUBSN elections process when needed;
Develop SOP and implement process for filling YUBSN committee vacancies;
Provide additional support as may be requested from time to time by the Co-Chairs or Executive (e.g. new initiatives, special projects, working groups);
Time Commitment – Monthly: 2 hours in addition to attending scheduled committee 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 Co-Chairs or upon the request of any two (2) members of the Executive;
Four (4) members of the Executive constitute a meeting quorum;
Each member of the Executive has one (1) vote;
If the votes of the Executive are equally divided, the Co-Chairs 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 either of the Co-Chairs or Financial Officer.

Meetings shall be held throughout the year, including the Annual General Meeting in May of each year, the Membership Breakfast in October 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 Co-Chairs. 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.