• Members must be living in Thunder Bay for at least 8 months of the year.
• In order to have long term continuity in projects and initiatives, membership terms are as follows:
  • One year for seven members.
  • Two years for six members. 

• Members who attend school in Thunder Bay can pause membership over the summer break if they are returning to their home community. As an option but not mandatory, zoom links will be provided for these members. The attendance rules do not apply here, members will automatically be recorded as absent and acknowledged.
• Members are asked to attend programming twice a month to connect with their peers. 

• Strikes: 
Members will receive a “strike” for each absence without notification, as well as any last-minute cancellations within 24 hours of a meeting.
• Strike System:
  • 1st and 2nd Strike: Verbal reminder of attendance policy.
  • 3rd Strike: Review of membership status by the Council, resulting in removal from the Council.

• Two absences in a row, with no notice will result in a member being asked to step down from Youth Council.
• Three absences (per year) will result in members being asked to step down from Youth Council.
• Excused Absences: 
Members may request an excused absence for valid reasons (e.g., illness, family emergency, prior commitments) by notifying staff, the Chair/co-chair or Secretary in advance. Excused absences will not count as strikes.

• Quorum will be defined (50% + 1); 7 Members.
• Questions arising at any meeting of the Youth Council Members shall be decided by a majority vote of present voting members (50% plus 1). 

• Should there be an agenda item where you feel CONFLICT OF INTEREST, you must declare prior to discussion.

• Model respectful behavior in discussions and interactions, fostering a positive and supportive environment.
• Remain professional and separate private and work lives in meetings.
• Have an open-mind, ask for clarification when needed.
• Have social media boundaries — discussions in meetings are confidential and shouldn’t be shared online. Don’t post about each other. Book 1-on-1s with staff if there is a conflict.

• Acknowledge their limitations and be open to feedback, demonstrating a commitment to personal growth and accountability.
• Understanding and valuing the diverse experiences and perspectives of peers is essential. Youth leaders should actively listen to the concerns and ideas of their fellow youth and strive to create an inclusive environment.
• Encourage teamwork and collaboration, valuing the contributions of all members and recognizing that diverse ideas lead to better solutions.

• Be passionate advocates for the issues that matter to their peers and community. This includes raising awareness about youth-related concerns and actively participating in initiatives that promote positive change.
• Seek to amplify the voices of those who may feel marginalized or unheard, ensuring that all perspectives are considered in decision-making processes.

• Treat all members, peers, and community members with dignity and consideration, regardless of differing opinions or backgrounds.

• Disagreements during discussions or decision-making.
• Personal disputes or misunderstandings between members.
• Disruptive behavior that affects the group dynamic.
• Cyberbullying (posting about each other online etc.)

• Bullying (name calling, backbiting, rumors, etc.)
• Social Exclusion
• Discrimination
• Unfairness

Open Communication:

• Members are encouraged to address conflicts directly with one another in a respectful and constructive manner. This may involve a private conversation to clarify misunderstandings or express concerns.
• Members should approach the conversation with a willingness to listen and understand the other person’s perspective.

Mediation:

• If direct communication does not resolve the conflict, members will seek mediation from a third-party. The mediator will facilitate a discussion between the conflicting parties to help them reach a mutual understanding. If there is a conflict of interest the Program Coordinator will step in. This step will be considered a 1st warning.
• The mediator will remain neutral and guide the conversation, ensuring that both parties have an opportunity to express their viewpoints.

Group Discussion:

• If the conflict persists after mediation, a group discussion will be called with the Director. This meeting will include all relevant members and will be facilitated by a designated neutral party. This step will be considered a 2nd warning.
• The goal of the group discussion is to openly address the conflict, explore underlying issues, and collaboratively seek solutions that are acceptable to all parties involved. The spirit rock will be utilized in this discussion.

Follow-Up:

• After a resolution has been reached, the Director or designated mediator will follow up with the involved parties to ensure that the resolution is being implemented and that any lingering issues are addressed.
• Regular check-ins may be scheduled to monitor the situation and prevent future conflicts.

• If conflicts are not resolved in a timely manner, they may escalate and negatively impact the group dynamic, leading to decreased participation, morale, and productivity.
• Members who frequently engage in unresolved conflicts will face the consequence, of:

• Review of Membership Status: If conflicts continue to disrupt the Council’s functioning, a review of the member’s status may be conducted, which will result in removal from the Council.

• These Terms of Reference will be reviewed annually and may be amended as necessary to reflect the evolving needs of the Council and the youth it serves.

• Amendments will require the approval of a majority of Council members.

RESPECT:
Respect yourself. peers, staff, our space and the resources as we are all sacred parts of creation.

LOVE:
Sharing your view, listening to others, being open-minded and believing we all have something to contribute will allow us to progress.

WISDOM:
Value your knowledge and the knowledge provided by your peers, staff, instructors, and everyone contributing to our progression.

HONESTY:
Accepting, controlling, and admitting to our behaviours. Being able to take care of yourself and not put our community in unsafe situations you will walk away and return on a better day.

BRAVERY:
Being able to express ourselves, share our stories and help our peers in a huge step, please be considerate.

HUMILITY:
We love who you are and not the challenges or the addictions. Please be clear-minded during your time with us as part of your goal in healing.

TRUTH:
If you wish not to abide by these ethics, you may be asked to leave.

FORGIVENESS:
Leave the conflict in the past and what is shared is safe here. Forgive others and yourself.