BVIP Terms of Reference

+ About BVIP

The Bow Valley Immigration Partnership (BVIP) is a collaborative community initiative dedicated to improving immigrant settlement and integration outcomes in the Bow Valley.

Launched in February 2014, the partnership brings together stakeholders from the communities of Banff, Canmore, Lake Louise, Kananaskis, and western M.D. of Bighorn to develop and implement a coordinated settlement and integration strategy for the region.

BVIP is one of many Local Immigration Partnerships (LIPs) sponsored by Immigration, Refugees, and Citizenship Canada (IRCC). This federal initiative addresses the growing need for systematic community planning around immigrant attraction, retention, and integration. Underpinning the project is an understanding that:

• immigrants play an important role in the Canadian economy and society,
• in the coming decade, some industries and regions will depend on immigration to fulfill their labour needs,
• municipalities and community groups are best positioned to improve settlement and integration outcomes for immigrants, and
• the provision of basic settlement services is not sufficient to ensure success – consideration of immigrant needs must be incorporated into all aspects of community planning.

The founding partners of BVIP include the Town of Banff, Town of Canmore, Canadian Rockies Public Schools (CRPS), Bow Valley College, the Banff Lake Louise Hospitality Association (BLLHA) and Immigration, Refugees, and Citizenship Canada (IRCC). This group formed the steering committee that has expanded to become the BVIP Partnership Council.

The Town of Banff is signatory to the IRCC grant agreement, and as such is responsible for project coordination and reporting.

+ Vision

The Bow Valley values diversity and supports the inclusion and integration of all residents.

+ Mission

To educate, collaborate, and bridge community.

+ Objectives

Building on existing strengths in our communities, BVIP will facilitate maximum quality of life and community participation by all newcomers to the Bow Valley. We will achieve this by:

• Developing a multi-sectorial Partnership Council to integrate immigrant needs into community planning
• Engaging mainstream community and service providers in the active inclusion of immigrants
• Strengthening local capacity to integrate and retain immigrants
• Increasing knowledge about immigrants, their needs, and strategies to support them
• Increasing the economic, social, political and civic participation of immigrants
• Promoting welcoming attitudes towards immigrants and newcomers

+ Governance Model

The BVIP governance model will evolve with direction from the Partnership Council. See Appendix 1 for current governance model.

+ Accountability

The Bow Valley Immigration Partnership is accountable to Immigration, Refugees, and Citizenship Canada, and to the residents of Lake Louise, Banff, Harvie Heights, Canmore, Exshaw, Dead Man’s Flats, Lac des Arcs, Stoney Nakoda, and Kananaskis.

The Town of Banff as IRCC grant agreement holder is accountable to IRCC and for ensuring that BVIP members act in accordance with the IRCC grant agreement.

+ Term

Phase 5 of BVIP funding ends March 31, 2025.

+ Membership Appointment

Members will be recruited via BVIP staff and member networks and by public announcement where appropriate.

Prospective members must complete an application form at www.bvipartnership.com/join Eligible members include organizations with operations in, or individuals who live in, the communities of Lake Louise, Banff, Harvie Heights, Canmore, Exshaw, Dead Man’s Flats, Lac des Arcs, Kananaskis, or Stoney Nakoda.

Appointments to the Partnership Council and Immigrant Advisory Group will be made by the Executive Committee with input from the Partnership Council as needed.

Chairs of the Partnership Council and Immigrant Advisory Group, the Town of Banff representative, and Town of Canmore representative will be automatically appointed to the Executive Committee. An additional one (1) additional representative may be elected to the Executive Committee by the Partnership Council.

Appointments to all other Committees, Work Groups, and Task Forces will be made by BVIP staff with input from the Executive Committee as needed.

+ Membership Term

Terms expire annually on March 31st. but may be renewed annually to the end of the 2024 Bow Valley Integration Strategy implementation period by submission of an annual renewal form.

+ Succession of Organizational Representation

Departing organizational representatives are encouraged to discuss a succession plan with BVIP Staff or the Partnership Council Chairperson. New organizational representatives must complete a new member application.

+ Active Membership

Members are expected to respond to meeting requests, regularly attend and actively participate in meetings, review meeting background documents, and provide advance notice when unable to attend meetings. Organizational representatives are asked to assign a designate from their organization when unable to attend a meeting.

BVIP recognizes the varying barriers, challenges, and constraints members face to attending BVIP meetings. Members who are unable to attend all meetings may maintain active membership by:

Reviewing agenda packages and notes and contributing to discussions via online communication

Participating in BVIP’s online discussions between meetings

Regular communication with BVIP staff and/or Chairpersons, especially regarding meeting attendance barriers

Members who do not respond to meeting requests or maintain regular communication with BVIP staff and/or Chairpersons may be asked to step down from their BVIP role(s).

+ Organizational Representatives

Organizational representatives must be authorized to represent their organization as a BVIP member.

+ IRCC Representatives

IRCC representative(s) will be non-voting members.

+ Volunteer Members

Members who are not authorized to represent an organization as a BVIP member and who are not paid by their employer to participate in BVIP activities shall be considered volunteer members-at-large. Volunteer members-at-large will adhere to the BVIP Volunteer Policy Framework.

For all in person meetings attended, volunteers will be provided with Roam Transit vouchers and a meal or snacks.

+ Membership Review

Partnership Council, Immigrant Advisory Group, Committees, Work Groups, Task Forces, and Sub-committees membership will be reviewed twice annually by the Executive Committee.

Executive Committee membership will be reviewed by BVIP staff at the conclusion of 2019-2023 Bow Valley Integration Strategy implementation period, on or before March 31, 2024.

+ Decision Making

Quorum will be determined at the group level. Attendance by non-voting members will not be counted in the determination of quorum. Members participating remotely by phone or other means will be counted towards quorum provided all attendees can be heard.

Where appropriate, decisions may be made without a meeting via electronic communication or conference calls.

Unless otherwise agreed by a vote of BVIP group members, decision making will be made using a consensus model (see Appendix 2.) Where consensus cannot be reached, a majority vote (50% + 1) of members present will be required.

+ Publication of Member Names

Members agree to the publication of their names and images on the BVIP website and other BVIP communications and advertising materials.

+ Media & Advertising

To ensure consistency of messaging, members should direct media inquiries to the BVIP Coordinator, BVIP Communications and Outreach Specialist, or Partnership Council chairperson.

All marketing materials must be approved by BVIP staff and Immigration, Refugees, and Citizenship Canada (IRCC) before publication.

+ Reporting

As signatory to the LIP grant agreement with Immigration, Refugees, and Citizenship Canada (IRCC), The Town of Banff FCSS and BVIP staff will be responsible for all reporting and deliverables to IRCC.

+ Principles & Guiding Values

During BVIP meetings, when representing BVIP in public, and when interacting with other members between meetings, members will demonstrate a commitment to the following values and principles:

• Inclusion & welcoming – We value all residents of the Bow Valley and celebrate diversity.
• Respect– BVIP members have an equal voice at meetings. The input and feedback of all interested community members is welcome.

+ Conflict of interest

Conflict of interest arises when any member stands to benefit personally or professionally from the outcome of a decision of a BVIP group. Members shall declare any actual or potential conflict of interest and excuse themselves from deliberations and votes relating to any matter that gives rise to a conflict of interest.

+ Confidentiality

BVIP meetings are confidential unless otherwise stated. Documents and correspondence are confidential if marked as such by the author. Members will maintain confidentiality of all deliberations and confidential materials now and in the future.

+ Publication of Minutes

Minutes or meeting notes for all BVIP groups will be shared confidentially with Immigration, Refugees, and Citizenship Canada.

Approved minutes of the Partnership Council may be made publicly available on the Bow Valley Immigration Partnership Council website.

+ Non-retaliation

Members will take feasible precautions to ensure that BVIP members and individuals providing information as part of BVIP consultation activities will be protected from direct or indirect retaliation, intimidation, or prejudicial treatment as a result of their participation in BVIP meetings or consultation activities.

+ Amendments

BVIP terms of reference will be reviewed annually and may be amended at any time by decision of the Executive with guidance from the Partnership Council.

+ Partnership Council

Role & Responsibilities:

Drawing on the experience and expertise of its member organizations, the BVIP Partnership Council will provide strategic guidance for the Bow Valley Immigration Partnership. Members will:

• Lead

• Identify community priorities
• Develop shared integration strategies and annual action plans
• Work to maximize operationalization of 2019-2023 Bow Valley Integration Strategy within members’ respective mandates
• Guide decisions of the Executive Committee

• Collaborate

• Act as liaisons between member organizations and BVIP
• Draw on organization and individual expertise to advise on the activities of BVIP
• Create and participate in committees and work groups as necessary

• Communicate

• Approve reports to the public
• Promote the work and values of BVIP through community channels and networks
• Be champions of welcoming and inclusive communities

Composition:

The Partnership Council will strive to represent the geographic, demographic, and sectorial diversity of the Bow Valley in its membership. Membership will include foreign-born locals and representatives of groups with an important role to play in building a welcoming and inclusive community, including, but not limited to:

• Municipal governments
• Co-chairs of the Immigrant Advisory Group
• Provincial government departments or agencies
• Federal government departments or agencies
• Settlement service providers
• Ethnocultural associations
• Faith-based organizations
• Health care agencies/organizations
• Employers/Employer associations
• Education providers (e.g. school boards, schools, universities)
• Police and justice sector organizations
• Francophone organizations
• Civil society organizations

Total Partnership Council membership will not exceed 25.

Role of the Chairperson(s):

In addition to the above responsibilities, one (1) to two (2) Chairperson(s) will be elected. Chairperson(s) will be responsible for:

• Approving meeting agenda packages
• Ensuring meetings are conducted efficiently and in a manner that upholds BVIP values and principles
• Participating in the Executive Committee

Resignation & expiry of membership:

A person shall cease to be a member of the Partnership Council: • By providing written notice to BVIP staff • At the end of a membership term (subject to renewal) • Following unexplained absence from two (2) meetings in a contract year (April 1 – March 31) • By a decision of the Partnership Council

Meetings:

The Partnership Council will meet a minimum of four (4) times a year or at the call of the chairperson or BVIP staff. Minutes will be taken and shared with members by BVIP staff. Quorum of Partnership Council meetings is 50% + 1 voting member.

+ Executive Committee

Role & Responsibilities:

The BVIP Executive Committee will provide strategic leadership and executive level operational guidance for the Bow Valley Immigration Partnership. With guidance from the Partnership Council, members will

• Oversee

• Approve reports to IRCC and the public
• Approve funding proposals and annual budgets
• Approve unbudgeted spending over $500

• Advise

• Review and revise BVIP Terms of Reference annually
• Advise on proposed governance changes as needed
• Advise on operational matters as needed

• Govern

• Finalize BVIP Terms of Reference
• Review membership lists twice annually and guide recruitment activities accordingly
• Assist in recruitment of new Partnership Council, Committee, and Immigrant Advisory Group members
• Appoint new members to the Partnership Council and Immigrant Advisory Group.

Composition:

Membership of the Executive Committee will include:

• 1 Chairperson of the Partnership Council (Co-Chairpersons may share this role)
• 1 Chairpersons of the Immigrant Advisory Group (Co-Chairpersons may share this role)
• Partnership Council representatives of:
  • Town of Banff
  • Town of Canmore

Membership may also include one (1) additional Partnership Council representative as elected by the Partnership Council.

Total Executive Committee membership will not exceed 5 voting members. Co-Chairpersons may alternate attendance or share a vote.

Resignation & expiry of membership:

A person shall cease to be a member of the Executive Committee

• Following resignation or termination from the BVIP Partnership Council or Immigrant Advisory Group
• Following unexplained absence from 3 consecutive meetings
• By a decision of the Partnership Council

Meetings:

The Executive Committee will meet a minimum of four (4) times a year or at the call of the chairperson or BVIP coordinator. Minutes will be taken and shared with Executive Committee members by BVIP staff. Relevant decisions will be shared with other BVIP groups as needed. Quorum of BVIP Executive Committee meetings is three (3) voting members.

+ Immigrant Advisory Group

Role & Responsibilities:

Drawing on the varied experience and expertise of its members, the Immigrant Advisory Group will:

• Advise

• Guide the development of BVIP strategies and actions
• Provide insight on community integration needs from the perspective of people with lived experience of settlement in Canada
• Share information between BVIP and community groups, including ethnocultural associations
• Consult for groups and organizations seeking to adapt programming and activities to better meet newcomer needs

• Lead

• Lead planning and implementation of special projects as needed

• Educate

• Promote the work and values of BVIP through community channels and networks
• Be champions of welcoming and inclusive communities

• Govern

• Elect Immigrant Advisory Group Chair or Co-Chairs
• Establish sub-committees and work groups as needed
• Assist in recruitment of Immigrant Advisory Group members as needed

Role of the Chairperson(s):

In addition to the above responsibilities, one (1) to two (2) Chairperson(s) will be elected to represent the Immigrant Advisory Group on the BVIP Partnership Council. Chairperson(s) will be responsible for:

• Approving meeting agenda packages.
• Ensuring meetings are conducted efficiently and in a manner that upholds BVIP values and principles.
• Participating in Partnership Council meetings. If two Chairpersons are elected, each Chairperson is responsible for attending 50% of Partnership Council meetings.
• Participating in Executive Committee meetings. If two Chairpersons are elected, one or both members may participate in the Executive Committee.

Composition:

Members will be recruited via public announcement. Membership will include Bow Valley residents who were born outside of Canada and who have an interest in inclusive community building. The Immigrant Advisory Group will strive to represent the diversity of the Bow Valley in its membership.

Total IAG membership will not exceed 20.

Resignation & expiry of membership:

A person shall cease to be a member of the Immigrant Advisory Group:

• By providing written notice to BVIP staff
• At the end of a membership term (subject to renewal)
• Following unexplained absence from 2 meetings in a calendar year
• By a decision of the Executive Committee

Meetings:

The Immigrant Advisory Group will meet a minimum of four (4) times a year or at the call of the Chairperson(s) or BVIP staff. Minutes will be taken by members or BVIP staff and shared with members by BVIP staff. Quorum of the Immigrant Advisory Group is 50% + 1 voting member.  

+ Committees

Role & responsibilities:

The Partnership Council will establish committees as needed to:

• Share information including:

  • Emerging needs and trends
  • Sector and organizational updates
  • Promising practices, research, news, funding opportunities, and resources

• Collaborate

  • Create and participate in work groups as needed

Role of the Chairperson(s):

In addition to the above responsibilities one (1) Chairperson will be elected to represent each on the BVIP Partnership Council. Each Committee Chairperson will be responsible for:

• Setting meeting agendas with support from BVIP staff as needed
• Ensuring notes are taken at each meeting
• Ensuring meetings are conducted efficiently and in a manner that upholds BVIP values and principles
• Appointing work group leaders by consensus
• Collecting and compiling updates from relevant work groups
• Updating the Partnership Council on activities of the Committee, by
  • Participating in Partnership Council meetings, or
  • Ensuring a designated Partnership Council representative is informed and able to offer provide an update on behalf of the committee

Composition:

Members will be recruited via BVIP staff and member networks and by public announcement where necessary. Membership will include Bow Valley organizations whose work relates to current Bow Valley Integration Strategy priorities or current community integration needs. Volunteer members-at-large may also be appointed. Committees will strive to represent the diversity of the Bow Valley in its membership.

Total membership of each Committee will not exceed 25.

Resignation & expiry of membership:

A person shall cease to be a member of a Committee by:

• By providing written notice to BVIP staff
• At the end of a membership term (subject to renewal)
• Following unexplained absence from 2 meetings in a contract year (April 1 – March 31)
• By a decision of the Executive Committee

Meetings:

Committees will meet a minimum of four (4) times a year or at the call of the Chairperson(s) or BVIP staff. Minutes will be taken by members or BVIP staff and shared with members by BVIP staff.

Quorum of the Committees is 50% + 1 representative.

Reporting responsibility:

Committees report to the BVIP Partnership Council.

+ Sub-committees & Work Groups

The Executive Committee, Partnership Council, Immigrant Advisory Group, Committees, and BVIP staff may, at any time, establish work groups and sub-committees to lead specific activities.

These groups will operate on an as needed, informal basis with no set term limits, meeting schedule, or quorum requirement. Terms of Reference or Memorandum of Understanding documents may be created for individual groups as needed.

Role & Resonsibility:

• Work groups are action focused groups that lead implementation of specific projects
• Sub-committees lead operational or governance work such as member recruitment drives or annual review of terms of reference.

Membership:

• Work group members will include organizational representatives and volunteers who are directly involved in project implementation.
• Sub-committee members will include elected representatives of the group to which they report.

Reporting responsibility:

Work groups and sub-committees report to Committees or Councils. See Appendix 1 for the current Governance Model.

+ Task Forces

Answer BVIP staff or the Partnership Council may establish task forces to address complex or ongoing challenges for which clear, specific strategies or action plans have not yet been identified.

Reporting responsibility:

BVIP staff are responsible for reporting the activities of task force(s) to the Partnership Council.