Joint Coordinating Committee Terms of Reference

As of March 14, 2001

1. Mandate

1.1 provide overall coordination to the component initiatives/projects and "Joint Tables" of the Voluntary Sector Initiative, particularly for joint activities related to the harmonization of consultation, communication and research (including those that involve the voluntary and private sectors, the federal and provincial governments and the public) . This includes:

• receiving reports from departments, the voluntary sector and "Joint Tables" (reports to include workplans, budget, research, communication and consultation plans);

• providing a forum to discuss goals, objectives and results of "Joint Tables";

• providing a forum for identification and advice on resolution of gaps and overlaps;

• regularly convening meetings to include all the chairs and leads of component initiatives/projects and "Joint Tables" to ensure overall coordination.

1.2 help manage the collaborative process on behalf of the government and the voluntary sector. This includes:

• providing feedback and advice to the federal government and the voluntary sector on the progress of the Initiative and resolution of issues that may arise;

• continuing to explore horizontal and emerging issues affecting the government's and sector's ability to work together, and

• generally promoting collaboration in all aspects of the Voluntary Sector Initiative.

1.3 provide a mechanism for dispute resolution.

2. Committee Composition

• The total membership of the JCC will be 16 members including 2 co?chairs, equally drawn from the government and the voluntary sector.

2.2 Governmental representation:

• The government members will be at the ADM level, drawn from the ADM Steering Committee.

• Attendance is non-substituted.

2.3 Voluntary sector members:

• Through an open and transparent selection process, members from the voluntary sector will be drawn from the broad spectrum of voluntary organizations and may include individual volunteers.

• The majority of voluntary sector JCC members will be at the Executive Director or Board Chair level. Attendance is non-substituted.

3. Accountability

3.2 For the voluntary sector participants, accountability is not defined through a similar formal reporting structure. The voluntary sector members will be accountable in a broad sense for responding to the views and reflecting the values and priorities of the sector. They should be accountable for their accessibility and responsiveness, and to each other as members of a team for participating, collaborating and doing their best to advance the joint process in good faith. As senior persons with wide experience in the sector, they will apply their best judgment on behalf of the sector and of the country.

4. Conflict of Interest Guidelines

4.2 Voluntary sector members of the JCC:

• will act with honesty, integrity and openness in advancing the joint process;
• will not use their position at the Table to benefit materially from the process or the outcomes;
• will not be eligible on an individual basis for contract research or other paid work commissioned by the table on which they also sit;
• will not use their position to assist other members of the voluntary sector in their dealings with the federal government where this would result in preferential treatment to any person or organization; and
• in the circumstance where discussions are taking place to commission JCC's work to organizations whose current employees or Board members are sitting at the JCC, those persons must excuse themselves from the selection/decision process.

5. Time Frame and Meetings

5.2 Working groups and sub-committees may be convened to address specific issues or undertake activities as required.

5.3 The JCC will review its Terms of Reference at the end of the first year and may revise them for the second year.

6. Secretariat and Funding

• secretariat service to the JCC, with the assistance of the VSI Secretariat;

• expenditures associated with the organization of meetings, contracts for JCC work, etc.;

• eligible travel and out-of-pocket expenses (Treasury Board Guidelines) of voluntary sector members in relation to JCC duties; and

• reporting on expenditures on a regular basis.

Annex A

1. Quorum

Athough JCC membership is non-substituted, the members agree that it is not necessary to establish the number of members necessary for a quorum, however, careful consideration will be taken to ensure good representation from the government and the voluntary sector when discussions on key issues take place or recommendations are formulated.

2. Confidentiality

Table members are expected to be open and candid in discussing items before the table. For this reason it is important to maintain confidentiality. Table members are committed to respecting the personal privacy of table participants and agree not to disclose personal information or views expressed by individuals during meetings. Deliberations should remain confidential until there is general agreement and consensus to make them public (see principle 3 below).

3. Public Communication and Media

Regular communications about the progress of work being undertaken by the Table is a priority and should be part of the regular work of the JCC. Records of decision, progress updates and other joint communications tools (questions and answers) will be regularly developed and approved by Table members for posting on websites and communicating with the media and other interested observers. No material from the JCC will be made available to people outside the Table without prior approval by the table co-chairs.

4. Reaching Agreement

Table members will seek to reach consensus wherever possible. If for whatever reason, consensus can not be achieved, the JCC Members may agree to a recommendation, through another process, such as voting or permitting dissenting reports.

5. Official Languages

All members will be encouraged to participate in the JCC deliberations in the official language of their choice. All JCC products will be produced in both languages (e.g. records of decisions, joint reports, media lines).

Simultaneous interpretation will be provided at the first meeting of the JCC and will be provided at subsequent meetings based on the needs of the Table members.

6. Accessibility

To ensure the active participation by any members who may have accessibility requirements, JCC 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 members with disabilities.

7. Expert Members and Invited Guests

The JCC may, from time to time, require experts, academics or other government/voluntary sector representatives to attend meetings as presenters, advisers or observers because of their knowledge of the subject, of the sector or as part of another existing Joint Table or consultation mechanism. Such invitations will be agreed to in advance by the Co-Chairs.

8. Expenses incurred by Joint Table Members:

JCC members' travel and accommodation expenses to attend JCC meetings and related business will be reimbursed by the VSTF, subject to Treasury Board Guidelines.

With respect to other types of expenses, the following principles will apply:

• Telephone-calls made by Sector JCC members in response to sector representatives calling them for further info. on VSI related business: Sector members will send their telephone bill to the VSI Secretariat- highlighting the calls incurred. This is to be covered in the Contribution agreement with the VSI Secretariat (Heritage) under their engagement responsibilities.

• Attendance of JCC members to events organised by Canadian Centre for Philanthropy or other sector organisations:
  1. If the purpose is to represent JCC: JCC Co-Chairs (through VSTF) will pre-approve each trip.

  2. If the purpose is to attend as a participant only (i.e. no official role by JCC member): VSTF will not pay. This would be considered as routine sector related business which should be paid by sector organisations.

Annex B

Voluntary Sector representatives serving as members of the JCC are extended the same risk management principles as public servants serving at the Table when it comes to matters of liability and insurance and are subject to the Treasury Board's Volunteer Policy.

The Voluntary Sector representatives on the JCC would therefore be considered "volunteers" under this policy.

Federal departments and agencies should support volunteers in any third party liability claim, and do all necessary to ensure that volunteers suffer no financial losses as a result of any claim arising from serving in a volunteer capacity.