Terms of Reference for the CELA User Group___________________________________________________________________

This CELA User Group Advisory Committee has been established to advise CELA Staff and Board on specific matters as they pertain to the preparation and delivery of CELA services.

1. Background The Centre for Equitable Library Access, CELA, is Canada’s most comprehensive accessible reading service, providing books and other materials to Canadians with print disabilities in the formats of their choice. A national not-for-profit organization, CELA member libraries serve 90% of the Canadian population and has users in every province and territory. CELA provides access to nearly 400,000 professionally produced titles to provide people with print disabilities with a quality public library experience.

2. Purpose of the User Group The overall purpose of the User Group is to ensure that stakeholders have their interests represented and that by playing a key role, the community will contribute to strengthening CELA services. In this way, the User Group will help to ensure that future actions are appropriate to the community, and of the highest possible quality.

3. Role of the User Group The User Group is designed to provide stakeholders an opportunity to have their interests represented during the creation, modification and delivery of CELA services. The User Group will share opinions and perspectives and offer collective advice to CELA staff. The User Group’s input, along with broad public consultation, will enable a planning process that is open, transparent and meaningful to the community.

Input will flow from the User Group to CELA staff in the form of information, feedback, and recommendations which will be used in developing the logistical

and strategic plans. Additionally, the User Group will be instrumental in advising on the best avenues for broad community engagement and communication of critical information. Final decision-making authority in all matters will lie with CELA’s management team and its Board of Directors with key input from the User Group.

4. Duties of the User Group • Meet on a monthly (or as required) with CELA staff members acting as facilitators; • Review the results of public consultation exercises and key project reports and findings and provide input; • Provide feedback and recommendations on specific products and services that CELA may be developing, testing or implementing. • Recognize that some information provided to the group may be sensitive or confidential, and if shared outside of the user group may jeopardize the integrity of a project`s outcome. As a result, members may be asked in some situations to sign a consent form or Non-Disclosure Agreements.

5. User Group Membership The group will include representatives from all print disability types to allow for cross pollination of ideas across the community. Subgroups may be developed as needed, particularly for testing of products or services developed for a specific need. CELA will do its best to recruit and maintain a membership with a balance of representatives from different disability groups, regions, skill sets and experiences. User Groups will be established for both French and English communities. The User Group meetings will include CELA Staff appropriate to the topic being discussed.

6. Membership Selection criteria will include:• Willingness and ability to commit to the necessary time and effort required to contribute meaningfully to the group; • Commitment and interest in the future of CELA services, with that interest informed by a balanced local and regional perspective; • Skills and experience related to previous work with community-based and/or cultural or library projects;

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7. Appointment The term of appointment shall be for the 2 years.

8. Meetings Meetings shall be held monthly (or less often) by teleconference as agreed to by the User Group and CELA Staff and as determined by the project and initiative requirements. Subcommittees may meet more often during key projects.

9. Resources CELA will provide staff resources to the User Group including coordinating and arranging meetings, agendas, note taking (summary and action items), distribution of materials, and other administrative functions as required.

10.Meeting Minutes A written summary of discussion and comments from each meeting will be prepared by CELA Staff. Meeting minutes will describe highlights of discussions, assignments, action items and recommendations. Meeting minutes will be circulated to members of the user group and CELA Board and staff

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