Steering Committee

How To Become a Member

There is an interview process to become a member of the Steering Committee.  All candidates come before the Program Director and Team Leader. Questions regarding the candidate’s previous educational, workplace and lived experiences are asked in order to determine the level of knowledge that they bring to the Committee.

Roles and Responsibilities

The YJEP Steering Committee will have four Sub Committees namely:
The Steering Committee is responsible for providing direction for the work of the Youth Justice Education Program.

Role of the Chair:
The Steering Committee Chair’s main responsibilities are as follows:
–    Lead the work of the committee and ensure its effectiveness through relevance and productivity.
–    Chair the meetings which are held at a time and place convenient to the members.
–    Ensure the induction of new members and review the work of sub-committee members.

Steering Committee Members:
–    Contribute their knowledge and expertise to the discussions in order to progress the work of the Committee.
–    Contribute to the ongoing development of the YJEP Strategy and monitoring its effectiveness through regular discussions.
–    Community Consultation and Outreach.

Terms of Reference

1. Background
1.1.    Context

In 2008, the African Canadian Legal Clinic submitted a proposal to the Youth Challenge Fund to implement a 3-year, youth-led initiative. Through the development of a Training Module the initiative would seek to address the application of existing anti-racism, equity and inclusion policies within agencies and institutions that were currently funded to serve African Canadian youth. Although these policies existed, there was a need to ensure a meaningful implementation from policy to practice in a manner that will result in successful outcomes for their African Canadian clients.

The initiative would also highlight the importance of building youth capacity to affect organizational change within the key agencies and institutions. In addition, it would provide these key agencies and institutions with evidenced-based information and tools to increase their capacity to effectively service African Canadian Youth.
The submission of this proposal resulted in recommendations for the formation of a steering committee comprised of transformative individuals currently working in the community to guide the initiative to fruition.

1.2.    Mandate

The Steering Committee will provide advice to the Program regarding youth justice issues from a systemic perspective.
The mandate of the Steering Committee is to:
1.    Contribute to the achievement of the Youth Justice Education Program (YJEP)‘s outcomes by providing advice to the youth participants on youth justice issues with broad implications.
2.    Engage in and promote discussion and debate to inform youth justice policy, programming and research: and
3.    Champion ongoing transformation on youth justice across the youth justice system to establish a system that is dedicated to a focus on African Canadian youth and evidence-based practices;

2.   Membership
2.1 Criteria for Membership

Steering Committee membership will be comprised of fifteen (15) designated representatives (with a minimum of 8 youth members) based on the following membership criteria:
a.    Individuals and/or, Association/umbrella organizations specific to youth in conflict with the law;
b.    Individuals and/or Associations/umbrella organizations in the child and youth service system and justice system;
c.    Key organizations that represent the interests of ethnoracial, ethnocultural communities and youth justice issues but may not belong to an aforementioned association/umbrella; and
d.    Youth that may have had some contact with the justice system or child and youth service system or that are doing work within their own communities.
Additional stakeholders may be consulted as needed to provide perspective or expertise in an identified area.
All steering committee members must agree to support the outcomes and principles of the Youth Justice Education Program

2.2 Term of Membership/ Commitment

The Committee member will commit to the term of two (2) years and the Committee will review committee membership every year.
Committee Members will:
•    Attend all meetings
•    Update and inform colleagues as appropriate
•    Act as leaders and champions for youth justice issues
•    Maintain confidentiality as required
•    Report any conflicts of interests
Committee members must agree to give the committee two (2) months notice should they wish to no longer be involved with the committee and its endeavours.
After non-attendance at three (3) consecutive meetings without due notice, a committee member will be asked to resign their membership on the committee

3. Decision Making

Consensus will be sought for all decisions within the Committee’s power. Consensus is defined as agreeing with the decision or being able to “live with it”. If the committee is unable to reach a consensus the committee chair will then make amends to conduct a vote, whereby quorum will need to be in place before the vote.
The committee will require nine (9) members to achieve quorum.
Quorum is defined as the minimum number of members of a deliberative body necessary to conduct the business of that group. When quorum is not met, the committee cannot hold a vote, and cannot change the status quo.
Those nine (9) members must consist of four (4) youth members and five (5) adult members.

4.    Steering Committee Roles and Responsibilities

4.1 Roles and Responsibilities of the Steering Committee and ACLC staff
All members will act as a resource and source of information and feedback to support and inform the outcomes of the Youth Justice Education Program.
The Committee will work to ensure that all meetings are youth-friendly and inclusive.
YJEP staff will represent the Youth Justice Education Program and provide information to facilitate advice, feedback and discussion form the Steering Committee.
YJEP Staff will:
•    Prepare and Coordinate provision of agenda and minutes for the meetings.
•    Create and coordinate draft materials for the Committee’s review and comments.
•    Identify, track and monitor progress on action items.

5.    Logistics and Processes

a.     Steering Committee Chairs
The Committee will develop a selection process to appointing a chair of the committee. The Chair will serve for a period of one (1) year.
The Committee will also develop a selection process to appointing a youth chair of the committee. The Youth Chair will also serve for a period of one (1) year.
b.    Frequency of Meetings
The Steering Committee will meet on a monthly basis beginning in February 2011. The YJEP staff will be responsible for scheduling the meetings. Meeting products are considered internal communications and are not for distribution beyond membership without explicit approval/request off the YJEP staff.
c.    External Stakeholder Involvement
The Steering Committee will utilize external resources to complement the knowledge base of the membership. Invitations will be made to various stakeholder groups as needed to inform the work of the YJEP staff.
d.    Accountability
Each member of the Committee is accountable to maintain confidentiality as requested by YJEP for any matter discussed by the Committee and/or for documents provided to the Steering Committee.

6.   Documentation

YJEP staff are to record the minutes of the meeting. These minutes will be sent to each member at the conclusion of the meeting and reviewed at the beginning of each meeting.
Minutes will be kept in a binder respective to the Steering Committee.

7.   Expenses

The ACLC is responsible for expenses related to the meeting venue, lunch/dinner/refreshments and any costs required to support the functioning of the Steering Committee.
Steering Committee members are responsible for their costs in attending meetings.