Indigenous Advisory Council Terms of Reference

Indigenous Advisory Council

Terms of Reference

Mandate

To initiate, advise, and mobilize support for action plans related to issues of Ontario Indigenous librarianship, Indigenous Matters in the library sectors(s), and Indigenous library workers including recruitment, advancement, and retention of underrepresented groups to librarianship. “Indigenous” is defined, for the purposes of this Council and OLA initiatives, as First Nation, Inuit and Metis (FNMI) peoples, seceded and un-seceded.

The Indigenous Advisory Council reports to the OLA Board of Directors to support initiatives related to advocacy as outlined in the 2025-2028 OLA Strategic Plan. This committee will provide opportunities for individual library workers to gain advocacy skills through organized networking and professional development opportunities.

Responsibilities and Deliverables

The Council will:

Develop strategies, recommendations and directions for consideration by the OLA Board.
Ensure that all OLA spaces are safe and comfortable for Indigenous people participating.
Create and develop relationships with other organizations to avoid duplication of effort, and to strengthen an overall strategy.
Increase awareness to and for Indigenous library service providers.
Consider supporting or advancing candidates for Division and/or Board positions during OLA elections.
Liaise and support the Indigenous Stream Planner for Super Conference, and support by reviewing any forwarded sessions.
Maintain and administer the Spirit of Reconciliation Award and other funding supports.
Create an advocacy strategy to strengthen First Nation Public Libraries in Ontario, with a specific focus on advocating for funding.
Promote networking and professional development opportunities for the First Nation Public Library community.
Support the success of Strategic Plan Goals, specifically,
- - 1.3 Champion Libraries. Secure their Future: Highlight the work of members in First Nation Public Libraries, sharing their stories and professional experiences to increase awareness of their contributions and needs, and to build advocacy campaigns that support their sustainability and growth.
  - 3.1 Create Value. Build Belonging: Enhance programs, resources, and funding opportunities and reduce barriers to participation for Indigenous librarians and rural libraries.
  - 3.2 Create Value. Build Belonging: Advance OLA’s Inclusive Librarianship efforts to identify existing barriers to participation faced by Indigenous, Black, People of Colour and other marginalized people in the Ontario library community.
Report back to the OLA Board on the experiences of Indigenous library professionals within Ontario.
Liaise with OLA Councils through committee member sector representatives.
Support the OLA team by reviewing and providing feedback on documents, initiatives, and programs.

Composition

The Board will appoint:

no less than three (3) and no more than twelve (12) members to sit as active members of this committee.
Since the intent of this body is to represent Indigenous Voices, no less than 50% of the council membership shall be Indigenous.
Preferences in membership are to include representation from the following:
- - Membership must also represent those that serve First Nation Communities as well as those serving mainstream institutions.
  - Representative from the school library and education sector (k-12 or post-secondary).
  - Representative with any or all of the following skill sets: advocacy, communications, research expertise.
The OLA President is ex-officio on all Board committees.
The Executive Director or staff designate will act as the staff liaison for this committee, having no vote, but providing guidance and resources.
At no time should the Board membership on this committee exceed 50% of overall membership (Board quorum).

Qualifications

OLA members who have an interest in a leadership role in library advocacy;
Candidates will ideally have advocacy experience, which may include: knowledge of current and systemic issues that affect libraries; experience with government relations and public policy; development of communication strategies; and, expertise in social media, online engagement and new media technologies. While previous experience is not mandatory, a passion for advocacy is required.

Resources and Budget

This committee has access to funds which are defined in the Board approved annual budget. All financial management will be conducted for the Committee by the Director of Operations. Should a need arise, the Committee Chair may provide a request for staff support through the staff liaison to the Committee. The Committee Chair may present said requests forward to the Board if the need surpasses availability funds or budget lines.

Expectations & Timelines

Each committee member plays an important role in helping the group fulfill its purpose and support the broader goals of the organization. Members are asked to:

Contribute their knowledge, experience, and unique perspective to the committee’s work.
Collaborate with fellow members to help achieve the committee’s mandate as set by the Board.
Participate actively in meetings where quorum is present and contribute thoughtfully to discussions and decisions.
Work within the mandate of the Committee and reach out to the Executive Director or Board President if clarification is ever needed.
Review the meeting agenda package prior to each meeting, and come prepared to engage in meaningful conversation and decision-making.
Agendas will be shared at least five business days in advance.
Make every effort to attend scheduled meetings, and notify the Chair in advance if unable to attend, to help manage quorum and rescheduling needs.
Follow through on action items by agreed-upon deadlines to support the committee’s momentum and respect everyone’s time.
Foster a respectful and inclusive environment for all members, and follow the OLA Code of Conduct (G2.2 Code of Conduct Policy and Procedures)
Support the collective decisions of the committee, even if individual viewpoints might differ.

Committee members can expect to meet virtually (via Zoom) every other month, for a total of approximately 5-6 times a year. Meeting dates and times will be influenced by staff availability and the OLA calendar of events. Occasionally, sub-committees will be formed to focus on specific projects or tasks. Meetings will be called as required by the Committee Chair or by a majority of the members of the Committee, and arranged by the staff liaison. As a Committee of the Board, the President may also call a committee meeting to address pressing business to the Board. Additionally, the Committee Chair (and possible other members) will be expected to make at least an annual report to the Board, more as required.

Type of Committee

☒ Standing Committee (responsible for a specific program or function)

☐ Task Forces (time-limited tasks on a specific topic)

☐ Action Groups (development of a limited program or activity)

Term of Appointment

The term for OLA Advocacy Committee members generally runs for a period of 3 years, with the option to extend up to an additional 2 years at the discretion of the OLA Board. Member terms overlap to ensure knowledge transfer and consistency. Committee members are recruited from the OLA membership at large, as required. Co-Chairs will be appointed annually from within the committee, for a staggered term of 2 years. Co-chairs are responsible for coordinating the agenda, facilitating meetings, ensuring portfolios are assigned, liaising with the OLA Executive Director (or designate) and reporting to the OLA Board.

Updated: May 2025