Oakville Youth Action Committee

Mission

Our mission is to empower youth to participate in meaningful recreational and cultural activities and initiatives throughout the Town of Oakville and boost their voice in the community, thereby fostering a positive image for all young people.

Goals

• Connect youth across Oakville and discuss common interests and issues.
• Plan and develop future youth initiatives, looking through the recreation and culture lens.
• Act as a positive advocate for youth.
• Actively participate in community events and activities to provide a youth presence (i.e. Youth Week, Oakville Youth Awards, Family Day, Community Play Night/Swims activities, and Culture Days).
• To liaison with community organizations that can benefit both the group as well as the youth community at large.

Meetings

Monthly committee meetings are approximately two (2) hours every third Thursday. Meeting dates are shifted to avoid exam weeks, March Break, and statutory holidays at the discretion of the committee. Additional meetings may occur leading into National Youth Week or other special events hosted by OYAC. Meetings occur in person at the QEPCCC youth centre.

Executive committee meetings also occur monthly, on the second Thursday, for approximately one (1) hour or at the discretion of the executive committee. These meetings take place virtually.

Deadlines and eligibility...

Appointment to the OYAC

Interested youth, including returning youth*, must submit an application to be considered for the committee.

Only those selected to participate will be contacted.

All committee members receive community volunteer hours throughout their term.

Term

The minimum term for OYAC is one (1) school year (September to June).

*Once appointed, OYAC members will be considered annually for reappointment for the duration of their high school enrollment. The committee’s success hinges on the experience and guidance of returning members.

Elections

Committee members determine appointments to executive committee positions by consensus.

Any active member with a minimum of four (4) committee meetings attended in the current term may nominate themselves for a position for next year.

Elections will be held each year for all executive committee positions at the last meeting in June for the upcoming OYAC school year term. Members running for executive committee positions will be allowed to speak for three to four (3-4) minutes, followed by an anonymous and in-person vote.

What youth gain from participating... Link to the Volunteers Opportunities page.

Youth artist projects and mural collaborations

Link to the Public Art page...

The QEPCCC youth mural A trip through town received an honorable mention for the “2024 Public Art Sustainability Award” at the Creative City Network of Canada Summit held in Vancouver in October 2024! Unveiled during Youth Week 2024, participants met from October 2023 to March 2024 at QEPCCC on Saturday afternoons to learn various artistic techniques, including collage, drawing, painting and more.

Seasons of Us is a new youth mural unveiled at River Oaks Community Centre during National Youth Week 2025. Selected youth attended three workshops to develop the design concept and six painting workshops to collaborate on a large-scale mural in Room D. Participants earned 40 volunteer hours through their involvement in the project.

The intergenerational mural at Trafalgar Park Community Centre was put together by local youth and adults 50+, shaped by shared stories and creativity. The mural was initially unveiled on May 5 with an artist meet and greet as part of National Youth Week 2025. The project was also celebrated while marking the 50th Anniversary of Oakville Seniors Centre/ Trafalgar Park (TPOAC) in June.

Oakville Youth Awards

Started in 2024, the Oakville Youth Awards celebrates the contributions made by Oakville's young leaders during National Youth Week (May 1-7).

Two nominees are awarded, one for ages 11 to 14 and the other for those between 15 and 19, in each of the following categories:

• Youth Artist Award
• Youth Emerging Leader Award
• Youth Environment Award
• Youth Involvement Award
• Youth Sport Award
• Youth STEM Award

The following schedules are subject to change.

OYAC meetings

All 11 meetings are in-person at QEPCCC youth centre between 6 and 8 p.m.

• Thursday, September 18, 2025
• Thursday, October 23, 2025
• Thursday, November 20, 2025
• Thursday, December 11, 2025
• Thursday, January 15, 2026
• Thursday, February 19, 2026
• Thursday, March 12, 2026
• Thursday, April 9, 2026
• Thursday, April 23, 2026
• Thursday, May 21, 2026
• Thursday, June 11, 2026 (2026/2027 Executive Committee Election Night)

Additional Oakville Youth Awards meetings

• Saturday, May 2, 2026, 9:30 a.m.-noon, at QEPCCC youth centre
• Thursday, May 7, 2026, 5-9 p.m., at the Oakville Centre for the Performing Arts

Additional Executive Committee meetings

Chair, Secretary, Social Chair, and EDI Chair positions must attend all 11 meetings virtually between 5 and 6 p.m.

• Thursday, September 11, 2025
• Thursday, October 16, 2025
• Thursday, November 13, 2025
• Thursday, December 4, 2025
• Thursday, January 8, 2026
• Thursday, February 12, 2026
• Thursday, March 5, 2026
• Wednesday, April 1, 2026
• Thursday, April 16, 2026
• Thursday, May 14, 2026
• Thursday, June 4, 2026

Open the OYAC Handbook and Terms of Reference (pdf).

Elected Positions

The committee will hold an election for the following positions outlined below. Any member interested in performing a duty may do so. A member may also volunteer to perform any duties that arise on an ad-hoc basis.

• Chairperson x two (2) Co-Chairs
• Vice Chairperson (currently not in use)
• Secretary x two (2) Co-Secretaries
• Social Chairperson x two (2) Social Co-Chairs
• Inclusion, Diversity, Equity, and Accessibility (IDEA) Chairperson

Chairperson

• Performs a ceremonial role for leadership and organization of OYAC.
• Designates the Vice Chairperson (if applicable) to serve in their place should they be unable to perform any of their duties.
• Represents OYAC at any social function or meeting in which the input of OYAC is requested.
• Represents the group (where appropriate) at external meetings, etc.
• Endeavors to foster a strong liaison with the community as a whole.
• Serves as an impartial facilitator of all OYAC meetings.
• Prepare agendas for the meetings after consultation with the other executive committee members and the OYAC Staff Team at the monthly executive committee meeting.
• Ensures meetings are conducted in a positive and inclusive environment where all opinions are valued.
• Responsibility to maintain order of the meeting.
• Ensures adherence to these terms of reference and rules on matters of order during all OYAC meetings.
• Receive and submit to a vote all motions presented by the members.
• Declines to put to vote motions which infringe upon the rules of procedure, or which are beyond the jurisdiction of the committee.
• Performs other duties when directed to do so by resolution of the committee or the OYAC Staff Team.
• Adjourns the meeting when business is concluded.
• Endeavors to meet or communicate with the OYAC Staff Team, as needed.
• Acts as the Oakville Youth Awards master of ceremonies (MC) for the event.
• Serves as a team leader during preparation for the Oakville Youth Awards and at the ceremony.

Vice Chairperson (currently not in use)

Shall assume authority and perform all the duties of the Chairperson in the absence of the Chairperson.

Secretary

• Ensures meetings are effectively organized and minutes are accurately captured.
• Liaises with the other executive committee members and the OYAC Staff Team on the monthly executive committee meeting to plan the monthly meeting agenda.
• The Secretary shall record and maintain the minutes of all committee meetings.
• Informs members where and when meetings will take place and sends out the agendas, with the minutes from the previous meeting.
• Provides budget updates at monthly executive committee meetings and as requested by the chairperson or OYAC Staff Team.
• Supports financial organization for OYAC-led events, including cost tracking and post-event summaries.
• Works with the OYAC Staff Team to ensure financial documentation is organized.
• Offers recommendations or considerations related to budget planning, while recognizing that all purchasing and final decisions are handled by the OYAC Staff Team.
• Creates and organizes all electronic documents in a shared accessible space for committee members, the executive committee, and the OYAC Staff Team.
• Serves as a team leader during preparation for the Oakville Youth Awards and at the ceremony.

Social Chairperson

• Liaisons for activities in the community and relaying the information back to the committee (i.e. Santa Claus Parade, Youth Week, Youth Awards, Culture Days).
• Plans, implements, and coordinates events for the committee, under guidance and support of the OYAC Staff Team, i.e. social events for the group.
• Coordinates, promotes, and recruits volunteers from the committee for all youth opportunities with assistance from the OYAC Staff Team.
• With the support of the OYAC Staff Team, create posts for social media about events and initiatives that the committee is working on.
• Serves as a team leader during preparation for the Oakville Youth Awards and at the ceremony.

Inclusion, Diversity, Equity, and Accessibility (IDEA) Chairperson

• To strengthen communication between indigenous, faith, 2SLBGTQ+ communities.
• Helps understanding what role youth play in a diverse society.
• Helps the group develop inclusive activities for all.
• Provides input on the elimination of barriers within the town’s program and services.
• Fosters a greater understanding and awareness of diversity, equity and inclusion within the community.
• Liaises with the other executive committee members and the OYAC Staff Team on the monthly executive committee meeting to plan the monthly meeting agenda.
• Serves as a team leader during preparation for the Oakville Youth Awards and at the ceremony.

Non-Elected Positions

The committee will request an expression of interest for the following positions outlined below to help assist and promote the initiatives of the entire membership. A member may also volunteer to perform any duties that arise on an ad-hoc basis.

School Liaison

• Responsible for info sharing with their high school.
• Connecting with those most responsible for information distribution in the school and requesting that communication of committee initiatives be shared (i.e. announcements, newsletters, screens, social media, etc.).

Committee Member (including Executive Committee Members)

• Represent the Town of Oakville and the Oakville Youth Action Committee in a respectful and positive manner at all times.
• Shall attend and contribute positively to all meetings and work with other members to attempt to reach consensus on decisions to support the goals of the committee.
• Come prepared for all meetings, having reviewed previous minutes, agendas, and relevant materials in advance.
• Show respect for differing perspectives and demonstrate a willingness to collaborate, compromise, and work as a team.
• Exhibit appropriate and responsible behaviour during all OYAC-related activities, events, and communications.
• Each committee member is required to attend a minimum of two (2) youth events (i.e. youth drop-ins, Youth Week, Family Day, Community Play Night/Swims activities, Culture Days, etc.), as run by the Recreation and Culture department during their term of service.
• Promote OYAC initiatives and encourage youth engagement within the community.
• Follow the terms of reference and expectations outlined by the OYAC Staff Team.
• Maintain regular attendance and active participation at meetings and events; lack of attendance may result in removal from the committee.
• Should a member need to miss a meeting they need to report their absence in advance to the OYAC Staff Team.

OYAC Staff Team

• Staff from the Recreation and Culture department shall provide administrative support, including the distribution of minutes and agendas, and the general administration and coordination of meetings, as necessary.
• Staff shall provide support to the committee, including background information, resources and advice to the committee members to assist them in their roles.
• Staff will ensure committee members follow the terms of reference and provide advice to the committee members on proper meeting procedures.
• Staff will issue all members letters with total community volunteer hours accumulated after the last meeting in June on an annual basis, unless otherwise requested.