Strategic Management and Coordination Committee (SMC)
Terms of Reference
The Canada Volunteerism Initiative (CVI) is the result of a year-long effort by the National
Volunteerism Initiative Joint Table. Composed of representatives from voluntary sector organizations
and the Government of Canada, the Joint Table's task was to develop proposals that would sustain
and enhance volunteerism in Canada and serve as a lasting legacy of the International Year of
1.1 Goals and Expected Results
The goals of the Canada Volunteerism Initiative are to:
- Encourage Canadians to participate in voluntary organizations;
- Improve the capacity of organizations to benefit from the contribution of volunteers;
- Enhance the experience of volunteering.
The expected results of the Canada Volunteerism Initiative are:
- Increased awareness of the value of volunteers and voluntary organizations to
- Improved capacity of voluntary organizations to deliver programs and services for
the benefit of Canadians; and
- Increased participation in Canadian society through volunteering.
2.0 Strategic Management and Coordination Committee
Provide overall leadership, coordination and oversight of the Canada Volunteerism Initiative.
2.2 Expected Results
- Overall coherence of CVI design, implementation and results
- A clear demonstration of strengthened partnership between the voluntary sector and the
Government of Canada.
The quorum will be a simple majority of sitting SMC members. However, there must be representation
from both the voluntary sector and the Government of Canada.
3.4 Role of members
SMC members will contribute their expertise in a variety of areas: public support and credibility;
knowledge of the voluntary sector and its strengths and needs; knowledge of the machinery of
government; resources; preservation of the democratic process; and various points of view. SMC
members are to work for the greater interests of CVI; they are to serve on the committee as
individuals presenting different perspectives, not as representatives from specific organizations.
4.0 Timeframe and Meetings
SMC is constituted for four years, commencing in fall 2002. It will review its terms of reference
and mandate annually.
Meetings are comprised, mainly, of face-to-face communications, and, where necessary, conference
calls and electronic correspondence. Working groups and/or sub-committees may be established.
Meetings will be held, at a minimum, annually, in a location to be determined by the committee.
5.0 Operating Principles
5.1 Ethical Guidelines
Members will act with honesty, integrity and openness in advancing the work of SMC.
SMC members are expected to be open and candid in discussing items before the committee; for
this reason it is important to maintain confidentiality. Committee members are committed to
respecting the personal privacy of committee participants and agree not to disclose any personal
information or views expressed by individuals during meetings. Deliberations should remain confidential
until there is general agreement and consensus to make them public. At no time will the opinions
or judgments of any member be attributed to that member so as to identify him or her, in either
oral or written communication.
To ensure the active participation by any members who may have accessibility requirements,
committee meetings will be held in facilities that are barrier-free. Where required, technical
aids, anthropometric equipment, attendant and other specialized services will be provided to
accommodate the needs of committee members with disabilities. Request for assistance must be
made to the SMC Secretariat prior to the event.
The voluntary sector representatives on the committee are considered volunteers and are therefore
subject to the Treasury Board’s “Volunteer Policy”; they are extended the
same risk management principles as public servants when it comes to matters of liability and
5.5 Conflict of Interest Guidelines
Government of Canada employees are subject to the Treasury Board “Conflict of Interest
and Post-Employment Policy” and with any relevant departmental policy on conflict of interest;
outside activities; gifts; and hospitality. They are also subject to the application of paragraph
121(1)(c) of the Criminal Code with respect to receiving, directly or indirectly, a benefit
of any kind from a person or an organization with ongoing dealings with the Government.
Voluntary sector members of SMC will not use their position on the committee to benefit materially
from the process or the outcomes, nor will they be eligible on an individual basis for contract
research or other paid work commissioned by the committee. They will also not use their position
to assist other members of the voluntary sector in their dealings with the Government of Canada
where this would result in preferential treatment to any person or organization. Where discussions
are taking place to commission SMC work to organizations whose current employees or Board members
are sitting at SMC, those persons must excuse themselves from the selection or decision-making
5.6 Reimbursement of Travel Expenses
For those who will be on travel status, the Government of Canada, through Canadian Heritage,
will pay for expenses according to the Travel Directive set out by the Treasury Board.
5.7 Official Languages
All members will be encouraged to participate in SMC deliberations in the official language
of their choice. Simultaneous translation will be provided at all meetings as required. All
official SMC products will be produced in both official languages.
5.8 Reaching agreement
Members will seek to reach consensus whenever possible. If, for whatever reason, consensus
cannot be achieved, members will proceed to a vote acknowledging that the decision will be made
by a numerical majority of its members.
6.0 CVI Governance Structure
Canadian Heritage, via the Community Partnerships Program, is responsible for implementing
the strategy recommended by the NVI Joint Table. Canadian Heritage will adhere to the principles
outlined in the Accord recently signed by the Government of Canada and the voluntary sector.
As the funder, and a major partner of CVI, Canadian Heritage will seek the advice of SMC on
an as-needed basis in aspects of policy development, program planning, implementation, evaluation
and monitoring. Ultimate authority for the implementation of any recommendations or advice from
SMC, to the Government of Canada, rests with Canadian Heritage. In turn, the department will
also share information about its activities with SMC as they relate to CVI implementation.
The Community Partnerships Program will act as the Secretariat for SMC. The duties of the
Secretariat include organizing, planning, and convening all SMC meetings including preparation
and distribution of records of discussion.