1. TERMS OF REFERENCE
Preamble:
We are a community-based collaborative that brings together members of the LGBT2SQ (lesbian, gay,
bisexual, Trans, 2 Spirit, Queer/Questioning) community and its allies to address homophobia, biphobia
and transphobia in the London area.
Purpose:
The HBT Working Group is a community-based collaborative that both responds to and advocates against
all forms of social and institutional homophobia, biphobia and transphobia, and hate-motivated violence
in our community. The members of the working group meet on a regular basis to share information,
access support, and organize two annual community events to recognize the International Day Against
Homophobia (May 17) and Trans Day of Remembrance (November 20).
Vision:
We envision a London that is inclusive of all its members regardless of their sexual orientation or gender
identity, whether actual or perceived. Everywhere will be a safe place where LGBT2Q people and all other
marginalized individuals are free of all forms of violence and isolation – be them physical, social,
psychological, or emotional. In this London:
 LGBT2Q individuals and organizations are visible, recognized, supported, included and
indispensable in all areas and levels of community interaction
 There are no hate crimes, hate motivated violence or discrimination
 There is appropriate accountability for homophobic, bi-phobic and trans-phobic behavior for
both individuals and institution.
 There is solidarity and partnership between LGBT2Q organizations and all marginalized
groups
 Community services for LGBT2Q people will be coordinated, multi-dimensional and holistic
in order to improve and empower the lives of all LGBT2Q community members
Membership:
The working group shall include a mix of representatives from community-based agencies, associations,
school groups and allied individuals. HBT will also attempt to partner with similar minority status social
justice groups to bring attention and awareness to the localized issues of hate and oppression. The
working group will be Co-Chaired by a mutually agreed upon designates from the working group. These
roles can be voted upon annually.
The HBT working group has the option to include consultants and/or volunteers as available or needed.
Membership holds several levels of distinction that need to be defined upon recruitment:
There are two levels of membership—active and supportive. Please see HBT’s supplementary document
on Structure (Appendix A).
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2. Quorum:
Beyond the Steering Committee (4), quorum for all meetings of the working group shall be a minimum of
four active members. Although there is no cap on the total amount of members, four is the minimal
needed in order to address business, motions and action items. Any less may constitute a need to
reconvene or reschedule.
Frequency of Meetings
The working group shall meet on a monthly basis. Meeting times can be rotated between day/evening(s).
Unless otherwise predetermined, all HBT meetings will be held at the Regional HIV/AIDS Connection (as a
default and considering its financial relationship). However, meeting locations can also rotate based on
invites from members.
Unless otherwise agreed, notice of each meeting confirming the venue, time and date together with an
agenda of items to be discussed and any supporting documents, shall be forwarded to each member of
the working group (at least) three business days prior to the date of the meeting. This will be completed
by the Co-Chairs.
Designated by the Co-Chairs at each meeting, a working group member shall record the minutes of all
working group meetings, including the names of those present and in attendance. Minutes of working
group meetings shall be circulated promptly to all members of the working group for review. Working
group minutes shall be made available to any community member upon request. A hard copy of all
documents will be filed at the Regional HIV/AIDS Connection using a protected server.
Roles and Responsibilities
The main duties of the working group:
 Support and listen to one another about homophobic, biphobic and transphobic concerns as
described by each member and their respective affiliations.
 Support, promote and develop current events and resources related to homophobia, biphobia
and transphobia in London area from each member and their respective affiliations.
 Endorse and strategize with the Report Homophobic Violence Period campaign and London
Police.
 Lead the organization of the annual International Day against Homophobia on May 17.
 Act as a referral resource to the London community for responding to, addressing, educating and
preventing incidents of homophobia, biphobia and transphobia and hate motivated violence.
 Network with community-based affiliates that work with/focus on social justice and minority
populations.
 Develop and support programs addressing homophobic, biphobic and transphobic hate
motivated violence in London area.
Accountability:
The members are accountable to one another and the communities with which we serve. The working
group’s purpose will dictate future direction and actions. All of the work completed and accomplished by
the HBT working group should be done in good faith and recognized as part of our joint collaboration.
Each member should generate an awareness of decorum and professionalism during HBT related events
and activities. No one member of the HBT working group should individually benefit financially from HBT
specific projects.
Financial accountability:
HBT business operations will be conducted in accordance with the Policies and Procedures (purchasing
policies) of the Regional HIV/AIDS Connection considering RHAC is the host financial institution for HBT.
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3. Any/all grants will also be conducted and reported on according to guidelines established in said grant
applications.
Conflict of Interest:
Please see HBT’s supplementary document on Conflict of Interest (Appendix B).
Conflict Resolution:
Please see HBT’s supplementary document on Conflict Resolution (Appendix C). Contravention of these
Terms of Reference may be considered probable grounds for dismissal from HBT. Decisions and
investigation will be conducted by steering committee members.
Communications:
Following each meeting, the Co-Chairs shall distribute the minutes on the working group’s activities and
make recommendations on any pertinent issues for the next meeting. A week prior to meetings Co-Chairs
shall make a request to the group for agenda items. If needed, urgent action made in consult with the Co-
Chairs will be communicated to the working group by the Co-Chairs. Minutes are available to all members
upon request.
Lines of communication will be established via email and led by the Co-Chairs, unless otherwise
determined. All internal emails being sent between members should have “HBT” listed in the subject line.
Members should employ discretion and protect confidentiality through “BCC”. Finally, only active
members who attend monthly meetings will be granted access to list serve (email addresses).
Confidentiality:
HBT believes that confidentiality is one of the cornerstones for trustworthy community engagement, in
the provision of services to community and in the interactions between colleagues. All advocacy and
programs must be conducted in a manner that will ensure overall confidentiality, and the appearance of
confidentiality, which supports a professional and ethical community environment.
Decision Making:
Although HBT will work towards a consensus based model for decision-making, in the event of an impasse
or disagreement, all decisions will be made by a majority vote (50% plus one) of active members at a
meeting. There are no proxies. All group members will have equal access to relevant information and
equal opportunity to participate throughout the process.
Review of Terms of Reference:
The working group should review its performance and Terms of Reference annually to ensure it is
operating at maximum effectiveness.
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4. Appendix A: HBT Membership
Members of the HBT Working Group may be individuals or organizations, and there are two levels of
membership—active and supportive. The following figure diagrams the membership structure and
provides information about each stream and level of membership. *It is also advisable that regardless of
membership, financial contributions (includes in-kind services) and/or sponsorship towards the mandate
and work of HBT is always welcome and needed*.
Active Membership
Membership is open to individuals and organizations who are interested in actively participating in the
HBT Working Group activities (attendance at more than 50% of meetings) by helping to plan and carry out
activities.
Supporting Membership
Membership is open to individuals and organizations who share the vision and values of the HBT Working
Group and wish to remain informed of its work but are unable to participate actively in its work.
Supporting members receive minutes of meetings and notices of events. They are welcome to participate
at membership meetings or assist on projects, when possible.
Individuals Organizations
Steering Committee
 Consists of the Co-chairs,
Treasurer and Secretary
 Elected from the Active
membership (organizations and
individuals)
Active Active
 Sign pledge to adhere to the  Open to agencies and
Terms of Reference organizations with programs
 Must attend more than 50% of and services targeted to
meetings in the previous 12 LGBT2SQ people
months to maintain active  Committed to social justice and
status anti-oppression frameworks
 Have voting power  Have voting power
 Able to be elected to the  Agree to the Terms of Reference
Steering Committee  Allow HBT to use names and
 Will receive meeting minutes logos on publicity materials
 Contribute time to the HBT  Will receive meeting minutes
Working Group  May also choose to contribute a
 May also choose to contribute a donation to the HBT Working
donation to the HBT Working Group
Group
Supportive Supportive
 Should attend annual membership meeting  Open to agencies or organizations that: provide
 May attend events programs and services aimed at reducing or
 May volunteer on specific projects eliminating violence against children and adults or
 Will receive meeting minutes, event invitations and supporting victims of violence in the community;
e-mails about media initiatives and share the HBT Working Group’s vision and/or
 Encouraged to attend meetings values
 Cannot vote in elections or be member of Steering  Will receive meeting minutes, event invitations and
Committee e-mails about media initiatives
 Cannot vote in elections or be Steering Committee
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5. Appendix B: Conflict of Interest
Conflict of Interest Defined
A direct or indirect conflict of interest exists when you, a friend, a family member, or business associate or
your employer stand to benefit differently than other HBT Working Group or committee members from
decisions made by the Working Group or committee.
A conflict of interest occurs when any situation could influence, impair or possibly prevent you from
pursuing a principled and broad based approach to decision making, acting in the HBT Working Group’s
best interests or representing the HBT Working Group fairly and impartially.
Conflict of Interest Statements
 Any person involved with the HBT Working Group who has direct or indirect financial interest in
the assets, leases, business transactions or professional service of the HBT Working Group shall
disclose this interest to the HBT Working Group.
 Any person who individually, or as part of a business or professional firm, is directly or indirectly
interested in a proposed contract or transaction of business or current professional services of
the HBT Working Group, shall disclose this interest fully and promptly and shall not participate in
any vote or discussion in respect to such transactions or service.
 No member of the HBT Working Group will be favoured in contracts for services or in applying
for, or receiving, the services of the HBT Working Group.
What if there is a Conflict of Interest?
You must disclose to the Steering Committee that a conflict of interest exists when it first becomes
known. You should not vote or take part in the discussion toward any decision when you have a conflict
of interest. If a decision was made in the presence of a member who was later deemed to have a conflict
of interest, the Steering Committee may consider rescinding the decision and reopen the issue for debate.
If you believe a member has a conflict of interest which has not been declared, you must first raise the
matter privately with the member. If, after discussing the possible conflict with the member, you continue
to believe that it exists and has not been declared, you must disclose your concerns to the Steering
Committee.
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