Health Centre of Excellence – Public Advisory Group

The PAG’s mandate is to provide balanced and informed input to Correctional Service Canada as it relates to the HCoE. The PAG will play a critical role in facilitating and participating in open dialogue, gathering community feedback, and advising on key aspects through out the planning process. The group will be responsible for offering insights, identifying challenges, and recommending suitable strategies and objectives that align with both the interests of the community and the HCoE.

The input and recommendations put forward by the PAG will be considered by the project team and incorporated into the project, as appropriate.

The PAG members are expected to fulfill the following responsibilities:

• Participate actively in PAG meetings and related activities at major project milestones and provide a broad range of perspectives relevant to its mandate
• Convey the perspective of their respective organizations and/or communities during discussions
• Review and analyze documentation provided by the project team to make well-informed recommendations
• Engage in collaborative discussions, consider diverse viewpoints, and work towards finding solutions for various aspects of the project
• Share relevant information and feedback with their respective organizations and/or communities all while respecting the Government of Canada’s Access to Information Act and Privacy Act
• Consider the broader public interest and community needs, striving for equitable outcomes

• The PAG will consist of representatives from diverse backgrounds and stakeholder groups, ensuring broad representation of the impacted communities. The Members are expected to consist of 1 or more individuals who have an understanding of issues related to the planning and operationalisation in a correctional setting, have experience engaging at-risk and vulnerable populations, and are able to effectively engage with a broad range of stakeholders
• PAG members will be appointed by the Director General, HCoE, from public nominations and relevant community organizations
• Members can be removed at the Chair’s discretion
• Members accept their appointment on a voluntary basis, and are not paid or remunerated for services rendered. Any expenses incurred while performing PAG duties will not be reimbursed
• Each appointed organization will be permitted to have only 1 member sitting on the PAG
• The first term for PAG members will be 24 months, with an option to be reappointed by the project team for additional terms
• The PAG will strive to maintain gender balance, diversity, and inclusion among its members
• Observers may attend meetings with prior approval from the project team
• The PAG will be co-chaired by 2 members:
  • an HCoE Director, or a delegate
  • an individual selected by the PAG membership
• The Director of the HCoE, a member identified by PSPC, and at least 1 identified team member will also participate
• Meetings will be facilitated by the HCoE team

As the project unfolds, the anticipated project milestones will determine the frequency and scheduling of meetings.

It is anticipated that the PAG will meet at least twice annually, or as determined by the project timelines, over the course of the project to coincide with key project milestones.

• PAG members will meet at a determined location in Dorchester, or at Correctional Service Canada’s Moncton Headquarters, or virtually using Microsoft Teams
• PAG meetings will be conducted in both official languages, allowing members and participants to use the official language of their choice
• Quorum is reached when there are at least over half of the members present, not including observers
• Substitutes may attend PAG meetings on a case-by-case basis with approval from the PAG co-chairs

PAG co-chairs will develop meeting agendas, with input from the HCoE team

• The HCoE team will provide all relevant information for the PAG’s activities, as well as contribute to the agenda development
• The HCoE team will liaise with PAG members to ensure seamless information sharing
• PAG members may suggest changes to the Terms of Reference for consideration by the project team, as part of the annual review
• PAG members may suggest the creation of subcommittees and/or special committees to carry out specific tasks, for consideration by the project team
• PAG members may exchange information via email updates, in addition to in-person or virtual meetings; and
• PAG co-chairs may convene special meetings with all members, including the project team, as needed

The HCoE team is committed to transparency and will publish the names of the PAG members. Summaries of the group's feedback and the project team’s responses, where applicable, will be made available to the public.

PAG members are encouraged to bring varied perspectives to the meetings for discussion. It is noted that all final decisions on this project rest with the HCoE team and/or as appropriate, CSC decision-makers.

Given that the PAG is a non-partisan advisory group, members are not responsible for the decisions taken by the HCoE team and/or relevant decision-makers.

All PAG proceedings and documentation will be in line with the Government of Canada’s Access to Information Act and Privacy Act.

Members must commit to confidentiality and ensure they will not disclose any sensitive or confidential information received as part of the member's involvement in the advisory body. Members will be required to sign a Confidentiality Agreement that applies to information received in writing or verbally, including through email correspondence, telephone calls and print materials, as well as during presentations and discussions at advisory body meetings.

If a PAG member has a real, apparent, or potential conflict of interest concerning a matter before the committee, they must inform the co-chairs of the PAG for consideration. Each member will be required to complete Conflict of interest self-assessment and risk-analysis tool (internal link) prior to becoming a member, and an annual review upon becoming a member.

If co-chairs determines that a conflict exists or could be perceived, the member will disclose to the group that they are in conflict and refrain from participating in the deliberation of that matter.