Briefing package for the President of the King’s Privy Council - 2023

[ * ] An asterisk appears where sensitive information has been removed in accordance with the Access to Information Act and Privacy Act.

Welcome letter to the Minister of Emergency Preparedness from the Deputy Secretary to the Cabinet, Emergency Preparedness and Deputy National Security and Intelligence Advisor to the Prime Minister

Dear Minister,

Congratulations on your appointment as Minister of Emergency Preparedness and President of the King’s Privy Council. As Deputy Secretary to the Cabinet, Emergency Preparedness, I look forward to working with you in your new role.

In recent years, Canada has been affected by a global pandemic, historic floods, wildfires, a devastating hurricane, and other hazards that have affected the safety and security of Canadians. As Minister of Emergency Preparedness, your role in providing national leadership in response to emergencies, and in strengthening Canada’s preparedness for future events, will be critical for the wellbeing of Canadians. 

The Privy Council Office’s Emergency Preparedness Secretariat, including my role as it’s Deputy Secretary, was established in 2021 to support the Minister of Emergency Preparedness in the delivery of their mandate. While significant support to the Minister of Emergency Preparedness comes directly from the Department of Public Safety and its Government Operations Center, PCO’s Secretariat provides oversight, coordination, challenge and assistance to the federal emergency management community to ensure you receive comprehensive support from the public service, including support in convening cabinet level meetings.

It would be my pleasure to meet with you in the coming days so that I might provide you with information on how I and the Privy Council Office can support you. I also recommend early briefings from Public Safety Canada, and the Government Operations Centre, on the most pressing issues, including the wildfire situation across Canada, extreme flood events and the upcoming hurricane season. Both PCO and Public Safety Canada have also prepared briefing binders for you which we will provide through your office.

I am pleased that I will have the opportunity to work with you in serving Canadians, and please don’t hesitate to reach out should you have any questions.

Sincerely,

[ * ]

Daniel Rogers
Deputy Secretary to the Cabinet, (Emergency Preparedness)
Daniel.Rogers@pco-bcp.gc.ca
(343) 597-5280

Emergency Preparedness Secretariat and Ministerial Liaison Office

Privy Council Office, Overview, July 2023

Outline

Emergency Preparedness Secretariat

The Emergency Preparedness Secretariat (EPS) was established following the 2021 federal election to support the Minister of Emergency Preparedness at PCO. The Secretariat is part of the Office of the National Security and Intelligence Advisor to the Prime Minister. The Minister is also supported by the department of Public Safety (PS). PCO and PS work collaboratively to ensure the Minister receives timely and effective advice.

Similar to other areas within PCO, EPS also supports the Prime Minister and Cabinet in advancing the Government’s priorities.

EPS has three core responsibilities:

  1. Ensure the Minister of Emergency Preparedness receives full support of the public service in the delivery of their mandate.
    • Provide full support to the Minister as Chair of SSE and in other committee roles;
    • Assist in keeping the Minister up-to-date on emergent and potential emergency management (EM) scenarios (all hazards);
    • Provide briefing materials or correspondence to support travel, stakeholder meetings, as required;
    • Convene/coordinate within the public service and with other stakeholders on issue management, as required.
  2. Provide PCO oversight, coordination, challenge, and support to the federal Emergency Preparedness/Management community.
    • Provide ‘standard’ PCO service for coordination, convening and challenge function on all policy issues relating to EM, including cabinet proposals developed by PS;
    • Provide information, advice, and support to the PMO and PM as required.
  3. Lead the federal public service response to significant federal or national events within the NSIA ’s area of responsibility.
    • Coordinate and support the federal public service response for issues within the NSIA ’s portfolio requiring significant, horizontal, and temporary federal coordination. This includes responses to operational events (e.g., all-hazard EM) and any other very significant national issues requiring public service coordination (e.g., Public Inquiries);
    • Convene senior levels of the public service and assist in convening ministers (e.g., IRG ) when needed to help ensure a consistent, timely understanding of issue and to provide decision makers the opportunity to make decisions or set direction.

Where we fit within PCO & the NSIA Branch

Where we fit within PCO & the NSIA Branch

Text version - Where we fit within PCO & the NSIA Branch
  • National Security and Intelligence Advisor to the Prime Minister – Jody Thomas
    • Deputy Secretary to the Cabinet , Emergency Preparedness & Deputy National Security and Intelligence Advisor to the Prime Minister – Dan Rogers
      • Emergency Preparedness - Assistant Secretary – Joanne Garrah
        • Operations – Dir of Ops – Patrick Horan
        • Policy – Dir of Ops – Carla St. Croix
      • Security and Intelligence - Assistant Secretary
      • Intelligence Assessment - Assistant Secretary
      • Foreign and Defence Policy - Foreign and Defence Policy Advisor to the Prime Minister

As of July 24, 2023

*Deputy Secretary Rogers is the primary deputy level support to the Minister.

Emergency Preparedness responsibilities: A closer look

Committees

Cabinet Committee on Safety, Security and Emergencies (SSE)
Incident Response Group (IRG)

*The Minister of EP often gathers Ministers to provide advice in urgent situations [ * ], performing a critical convening role on behalf of the Government. Where new authorities are required on an urgent basis, the IRG is convened, chaired by the Prime Minister.

Policy advice

Whole-of-Government
Mandate Commitments

Operations/Event management

Ministerial Liaison Office

Annex: Emergency management in Canada

Emergency management in Canada

Text version - Emergency management in Canada

Players in Canada’s EM System plan diverse whole-of-government society partners.

It includes all orders of government and Indigenous leadership private sector, voluntary or non-government organizations and academia.

The multitude of players creates dispersed responsibilities and accountabilities across the system.

International partners, while not figured here, also play an important role in Canada’s EM system, both from a cross-border perspective as well as via commitments under international conventions.

Diversity of whole-of-society actors in Canada’s EM system:

  • Provinces & Territories
  • Federal Government
    • PMO
    • PCO
    • Cabinet
      • PS (GOC)
      • AAFC
      • CBSA
      • CFIA
      • CIRNAC
      • CSE
      • CSIS
      • DFO (CCG)
      • DND (CAF)
      • ECCC
      • ESDC
      • GAC
      • HC
      • INFC
      • ISC
      • ISED (OCSA)
      • NRCAN
      • PHAC (HPOC)
      • PSPC
      • RCMP
      • TC
  • Private Sector
  • Academia
  • Voluntary Sector/NGO
  • Indigenous
    • First Nations
    • Inuit
    • Métis
  • Local Government

EM in Canada adopts an all-hazards approach to address both natural and human induced hazards and threats.

Issue notes

Cabinet Committee on Safety, Securities and Emergencies (SSE)

SSE considers threats and risks to the safety and security of Canada and Canadians. Its roles include managing ongoing emergencies and ensuring strategic, integrated, forward-looking leadership for federal emergency management (mitigation, preparedness, response, and recovery). [ * ]. The current membership of SSE is attached at Annex A, and has been adjusted to reflect the changes to Cabinet membership announced on July 26th.

PCO’s Emergency Preparedness Secretariat (EPS) serves as the Secretariat to SSE and provides support to the Chair and Vice-Chair for effective operation of the Committee. This includes: maintaining the forward agenda, supporting meeting management; and supporting the Chair as items proceed to Full Cabinet.

To deliver on the Government of Canada’s priorities, EPS supports the Chair and Vice-Chair in establishing and implementing the forward agenda for SSE, following consultation with other federal departments and PMO. EPS also works across PCO and with other federal departments to review supporting materials to ensure that Ministers have the information needed to fulfill their responsibilities at the SSE committee. 

Minister’s role

You are currently a member of SSE and as Minister of Emergency Preparedness, it is anticipated that you may also take on the role of Chair. Pending further announcements from the Prime Minister on committee structures and membership, the Committee will function with its current Chairs and membership.

SSE meetings are currently convened on a regular schedule, or an ad hoc basis to manage emergencies within the mandate of the Committee. The draft forward agenda for SSE is attached at Annex B. EPS is currently working with other government Departments to validate this list. PCO will work with your office to provide briefing materials for any upcoming meetings.

Annex A: SSE Committee Membership

Annex B: Cabinet forward agenda summer - Fall 2023

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Public Order Emergency Commission

On February 14, 2022, in response to blockades in locations across Canada, the Government of Canada declared a public order emergency under the Emergencies Act that was in effect until February 23, 2022. On April 25, 2022, the Government of Canada established the Public Order Emergency Commission to inquire into the circumstances that led to the declaration of emergency and the measures taken for dealing with the emergency.

The Public Order Emergency Commission (POEC) released its final report titled, Report of the Public Inquiry into the 2022 Public Order Emergency (the Report) on February 17, 2023. The Report found that the Government of Canada met the very high threshold required for invocation of the Act and that the Government had “reasonable grounds to believe that there existed a national emergency arising from threats to the security of Canada that necessitated the taking of special temporary measures.”

The Report also made 56 recommendations addressing the following themes: policing; federal intelligence collection and coordination; critical trade corridors and infrastructure; reforms to the Emergencies Act; areas for further study; and follow-up and accountability following the release of the Commission’s report. In response to its release the Prime Minister publicly committed to issuing a Government Response (GR) within a year (by February 17, 2024). 

Current status

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Role of the Minister of Emergency Preparedness

[ * ]

Mandate Letter Commitments

Through previous mandate letters, the Minister of Emergency Preparedness was asked to lead 20 mandate commitments, supported by four departments:

Of the 20 commitments, 3 were completed, 5 are underway and on track and 12 are underway with some challenges or delays. A summary of the objective and status of commitments led or co-led by PCO is attached at Annex A. The full list of commitments is attached at Annex B. Public Safety Canada will report on the status of their mandate commitments under a separate cover. 

The mandate letter commitments support led by PCO reflect the Minister’s whole-of-government role in leading the emergency management function and serve to reinforce system-wide planning and coordination.

Departments report on the status of mandate letter commitment on a quarterly basis. The next update is expected in fall 2023. PCO, in collaboration with Public Safety Canada and other government Departments, is ready to support the Minister of Emergency Preparedness in implementing their mandate.

Annex A

PCO lead
Commitment: Support the PM and Cabinet through acute phases of rapid emergency responses

Objective: To support effective management of crisis or emergency events by:

Status: This commitment is on track (ongoing commitment).

Commitment: Conduct a review of the roles and responsibilities of federal emergency operations centres

Objective: To build a strong documented understanding of key information including the fundamental roles, responsibilities, interoperability and mandates of federal Emergency Operations Centres (EOCs) by:

Status: This commitment is on underway and on track.

Assess the response to Requests for Assistance from provinces and territories, including assistance from the Canadian Armed Forces

Objective: To build a strong documented understanding of the request for assistance process, including number, types and scope of assistance requested over the past 10 years, along with direct and indirect costs incurred in Canada in this time period by:

Status: This commitment is underway with some challenges or delays.

Commitment: Expand the Office of the National Security and Intelligence Advisor as climate increasingly impacts our domestic and global context

Objective: Expand the Office of the National Security and Intelligence Advisor as climate change increasingly impacts our domestic and global context.

Status: This objective is underway and on track to be formally complete in September 2023.

Commitment: Through co-chairing the joint Committee of BC and Government of Canada Ministers on Disaster Response and Climate Resilience, ensure effective coordination across all orders of government, including with Indigenous communities, and that lessons learned from the recent climate-related floods and fires are translated into effective policy action

Objective: The PM and the BC Premier announced on November 26, 2021, that a committee of federal and provincial ministers will be established to work together, with Indigenous leadership, to guide immediate and ongoing support to BC families, businesses and communities affected by the extreme weather events. The Committee was mandated to operate until June 2022.

Status: This commitment is complete.

ESDC and PCO lead
Commitment: Modernize how services and benefits are delivered to Canadians in times of crisis to bolster national resilience and readiness for future pandemics and other emergencies

Objectives: 

Status: This commitment is underway with some challenges or delays.

PHAC and PCO lead
Commitment: Enhance the management of strategic stockpiles to bolster national resilience and readiness for future pandemics and other emergencies

Objectives: To stabilize the National Emergency Strategic Stockpile (NESS) by:

Status: This commitment is underway with some challenges or delays.

Annex B: Mandate Letter Commitments

PS Ensure the Government of Canada continues to be prepared to proactively mitigate and respond to emerging incidents and hazards
PCO Support the PM and Cabinet through acute phases of rapid emergency responses 
PS Provide regular updates to the PM and Cabinet on Canada’s preparedness and response across all hazards 
PCO/PHAC Enhance the management of strategic stockpiles to bolster national resilience and readiness for future pandemics and other emergencies 
PCO/ESDC Modernize how services and benefits are delivered to Canadians in times of crisis to bolster national resilience and readiness for future pandemics and other emergencies 
PS Strengthen governance, coordination and integration across all hazards
PS Engage with provinces, territories and Indigenous partners to implement the Federal – Provincial - Territorial Action Plan for emergency management and advance initiatives to enhance Canada’s resilience 
PS Renew the Federal Emergency Response Plan 
PS Develop a national risk profile to inform decision-making and planning 
PCO Conduct a review of the roles and responsibilities of federal emergency operations centres 
PS Assess emergency management capabilities and identify priorities to enhance mitigation, preparedness and response efforts 
PCO Assess the response to RFAs from provinces and territories, including assistance from the CAF
PS Undertake a comprehensive review of the Disaster Financial Assistance Arrangements Program
PCO Expand the Office of the National Security and Intelligence Advisor as climate change increasingly impacts our domestic and global context 
PS Improve emergency management and enhance federal readiness through the coordination of comprehensive whole-of-government all hazards exercises 
PS Develop a whole-of-government planning and preparedness strategy to ensure the Government of Canada is fully prepared to protect lives and livelihoods from the catastrophic impacts of climate change 
PS Work to further incorporate the use of science across all elements of emergency preparedness 
PS Create a low-cost national flood insurance program to protect homeowners who are at high risk of flooding and do not have adequate insurance protection; and, develop strategies to lower insurance premiums and identify cost-effective ways to protect communities and homes from climate impacts
PS Ensure lessons learned from the recent climate-related floods and fires are translated into effective policy action 
PCO Through co-chairing the joint Committee of BC and Government of Canada Ministers on Disaster Response and Climate Resilience, ensure effective coordination across all orders of government, including with Indigenous communities, and that lessons learned from the recent climate-related floods and fires are translated into effective policy action (PCO)

Emergency Preparedness Operations

The Minister of Emergency Preparedness, supported by the Deputy Secretary to the Cabinet (Emergency Preparedness) and the Deputy Ministers at Public Safety, plays a key leadership role in convening and coordinating federal partners during the acute phases of emergency management. 

As the Minister of Emergency Preparedness, you will exercise leadership and coordinate efforts to strengthen emergency management in Canada, ensuring a strategic, integrated, and proactive approach across all hazards, including public health emergencies. In this role, you will be supported by Public Safety Canada and PCO’s Emergency Preparedness Secretariat (EPS), and will work closely with provinces, territories, municipalities and Indigenous partners to prepare for future emergencies and ensure robust response and recovery capabilities.

In executing this role in support of the Prime Minister, the Minister can rely on PCO for strategic advice and close working relationships with PMO and the senior leadership of federal organizations. The Minister can also rely on Public Safety for expert, effective coordination of operational efforts across government in accordance with established federal response plans.

EPS is the primary pipeline of emergency related information to the Minister’s office, to PMO, and to senior leadership within PCO for all emergency management events (all hazards approach). EPS plays a pro-active role in ensuring that federal departments and agencies prepare for a range of significant events (e.g. including the recent Papal visit, large demonstrations, Canada Day, etc.). This ensures not only preparedness but also strong information sharing structures are established in advance of an event whenever possible.

EPS is also working with Public Safety Canada on emergency management governance and renewal of the Federal Emergency Response Plan (FERP) to further clarify roles, improve operational reporting, and to better identify and mitigate risks associated with potential hazards.

Partners

EPS works with other PCO Secretariats, federal organizations and a variety of external partners with responsibilities related to national security and emergency management. These include, but are not limited to:

President of the King’s Privy Council for Canada

There has been a President of the King’s Privy Council for Canada since the Canadian Privy Council was established by the British North America Act, 1867

There are limited powers, duties and functions associated with the role. The President presides over meetings of the Privy Council – which is basically all 380+ current and former Ministers, Justices of the Supreme Court, and Governor Generals. The Privy Council only rarely convenes in full for affairs of state such as the accession of the new Sovereign in 1952. The last time the President of the King’s Privy Council had to preside over a full meeting of the Privy Council was in 1981 on the occasion of Charles, Prince of Wales' engagement to Lady Diana Spencer. More recently, the President of the King’s Privy Council played a role in welcoming participants at the gathering that took place to commemorate the Coronation of King Charles III.

Typically, the position is paired with other responsibilities. Under Prime Ministers Pierre Trudeau and Joe Clark, the President fulfilled the role of Government House Leader. Since the early 1990s it has regularly been held by whoever holds the portfolio of minister of intergovernmental affairs.

The President of the King’s Privy Council (PKPC) is responsible for three portfolio entities.

Transportation Safety Board (TSB) of Canada

The Board is listed in Schedule II of the Financial Administration Act as a departmental corporation whose employees are public servants. The PKPC is designated responsible minister for the purposes of that Act.

The TSB's mandate is to advance safety in air, marine, pipeline, and rail transportation by conducting independent investigations into selected transportation occurrences, in order to make findings regarding their causes and contributing factors;

Minister’s role

Public Service Commission

The Public Service Commission (PSC) protects merit, non-partisanship, representativeness and the use of both official languages. It safeguards the integrity of staffing in the Public Service and the political impartiality of public servants, develops policies and guidance for Public Service managers and holds them accountable for their staffing decisions. The PSC conducts audits and investigations to confirm the effectiveness of the staffing system and to make improvements. As an independent agency, the PSC reports its results to Parliament.

Minister’s role

Public Servants Disclosure Protection Tribunal

Minister’s role

Federal participation – Nooksak Cross-Border Flooding

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Background

Since the floods in British Columbia in 2021, several processes have been launched to address the flood damage and to prepare the flooded areas to be more resilient in future:

First Nations and provincial officials seek federal participation at both the Sumas and Nooksak tables. It is a commonly held view that a range of federal interests are implicated, including transportation, energy corridors, First Nation impacts, the health of fisheries and resilient supply chains. There is also a hope that the federal government will eventually agree to contribute funding to any infrastructure projects identified by these tables as priority investments. 

The approach being taken at the Sumas table, in particular, reflects a very high value being placed on reconciliation. The process is not only based on dialogue but also on a recognition of shared values. A lot of work has gone into building trust at the technical and working levels and towards building a common vision of what risk management could entail. 

Next steps

We would be pleased to provide you with a more detailed briefing and to discuss options.

Reference materials

Overview of Corporate Services Branch

In addition to supporting the Prime Minister and the Prime Minister’s Office, the Corporate Services Branch provides a range of services to support Privy Council Office (PCO) Ministers and their offices.

The Corporate Services Branch is led by Matthew (Matt) Shea, Assistant Secretary to the Cabinet, Ministerial Services and Corporate Affairs.

Matt is available to meet with PCO Ministers and their staff to discuss the range of support provide by PCO and to answer any questions:

Concierge support

Through a one-stop, concierge support team, PCO Ministers and their offices receive dedicated support in the areas of human resources, finance, IT, accommodations and security support.

The concierge team will prepare security passes so that you are able to access PCO buildings, including your office at 55 Metcalfe Street, 15th floor. Parking is available in the building for your vehicle.

Support for events and travel (domestic and international) is also available for PCO Ministers.

Corporate Secretariat

The Corporate Secretariat coordinates the flow of briefing material, documents, correspondence and policy advice to and from the Minister’s office. The Corporate Secretariat coordinates input from across PCO to provide comprehensive support and advice to PCO Ministers, engage with relevant and departments and portfolios entities, prepare memos to support PCO Ministers at Cabinet and Cabinet Committee meetings and provide Parliamentary support, as required.

The Departmental Liaison and supporting operational resources provide dedicated support to organize Ministerial and MINO briefings, track the routing of memos and policy documents, manage ministerial correspondence and invitations and have out in-person reception services.

Ministers ’ Regional Offices (MROs)

Corporate Services Branch at PCO also operates 16 MROs across the country to support all federal ministers and exempt staff while traveling or working remotely. MROs provide secure accommodations, administrative and logistical support for meetings and events. MROs are equipped with secure videoconference systems, secure remote access laptops and secure mobile devices, enabling Cabinet Committee participation and access Cabinet documents via eCabinet tablets while in the regions.

List of key contacts

Privy Council Office

Public Safety Canada

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