Canadian Animal Feed and Health Products Engagement Committee (CAFHPEC) - Terms of Reference

Table of Contents

1. Purpose
2. Mandate
3. Appointment of members
4. Roles and responsibilities
   • 4.1 Members
   • 4.2 Chair
   • 4.3 Secretariat
   • 4.4 Guests
5. Administration
   • 5.1 Agendas
   • 5.2 Meeting notice and invitations
   • 5.3 Frequency, type, and location of meetings
   • 5.4 Alternates
   • 5.5 Sub-committees
   • 5.6 Record of decisions
   • 5.7 Confidentiality
6. Changes to the terms of reference
7. Appendix A - Committee Membership List

1.0 Purpose

Involvement of the Canadian Animal Feed and Health Products Engagement Committee (CAFHPEC) in the work of both the Canadian Food Inspection Agency's (CFIA) Animal Health Directorate and Health Canada's (HC) Veterinary Drugs Directorate (VDD) is an integral part of quality regulatory decision-making. It reflects commitment of the Government of Canada to an open, transparent, and accountable regulatory decision-making process by ensuring that the perspectives of regulated parties and other impacted stakeholders are appropriately considered.

2.0 Mandate

Reporting to the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate, the CAFHPEC provides a venue for information sharing and ideas exchange between Government, regulated parties and stakeholders on matters relating to livestock feed and veterinary products such as drugs, biologics and veterinary health products. CAFPHEC's specific goals include:

• facilitating the timely access to safe, effective and quality animal health products and feeds in Canada
• addressing specific needs and concerns of stakeholders
• discussing classification of new types of products and their use
• addressing solutions for current issues such as antimicrobial resistance and prudent use of antimicrobials

The CAFHPEC is not a decision-making body. For matters pertaining to the CFIA, decision-making responsibilities ultimately rest within the CFIA, in accordance with its regulatory mandate under the Health of Animals Act and Regulations and the Feeds Act and Regulations. Similarly, for matters pertaining to HC, decision-making responsibilities and accountability remain with the Health Products and Food Branch of HC in accordance with its regulatory mandate under the Food and Drugs Act and Regulations.

3.0 Appointment of members

The Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate will appoint members to the CAFHPEC in consultation with the Chair. The committee will not exceed 12 appointed external members, with individual stakeholder organizations represented by one appointed member. A list of members can be found in Appendix A.

In consultation with the Chair, the membership may be adjusted from time to time to ensure the appropriate range of knowledge, expertise, experience, and perspectives and to promote diversity and inclusiveness related to the mandate of the CAFHPEC.

Members should include, but are not limited to, representatives from the following sectors:

• Animal health products industry
• Veterinarians
• Livestock producers, including terrestrial and aquatic animals
• Animal feed industry

4.0 Roles and Responsibilities

4.1 Members

Members of the CAFHPEC are expected to provide advice and input and to participate constructively in a process intended to foster dialogue among stakeholders and with Government representatives. Members may bring issues to the table through the agenda development process and are expected to provide any related materials as far in advance as possible. All members of the committee have equal status during discussions, in which they are expected to be frank and present their opinions in a respectful manner.

4.2 Chair

The Chair of the CAFHPEC represents the stakeholder groups and is appointed by the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate with the input and consensus of members.

The Chair serves a term of two years. Rotation of the Chair enables flexibility and consideration of available resources. The Chair term may be renewed by the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate, with the support of at least 50% of the membership.

In addition to chairing CAFHPEC meetings and being responsible for the conduct of meetings, the Chair will help to establish meeting agendas and verify the record of discussions/decisions for each meeting.

During committee meetings, the Chair will ensure that meetings adhere to the principles outlined in the CAFHPEC Terms of Reference, keep time, foster an environment for members to listen and engage in constructive discussions with each other and with government representatives, manage conflict if necessary, and steer the meeting towards productive results.

4.3 Secretariat

The duties of the Secretariat are shared by CFIA and HC, with ad hoc support from members on an as needed basis. The Secretariat works closely with the Chair, the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate, and the members. This includes planning meetings and developing draft agendas, arranging logistics, providing feedback mechanisms for members' comments, ensuring that members receive meeting materials as far in advance as possible, providing note takers, drafting records of decisions, and overseeing external communications.

4.4 Guests

Guests with expertise in specific sector areas or other Government representatives may be invited by the Chair or by the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate to participate in CAFPHEC meetings to present or to provide issue-specific information or context as required.

5.0 Administration

5.1 Agendas

The specific questions and issues for the committee discussions will be determined by the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate in consultation with the Chair and with input from the members.

5.2 Meeting notice and invitations

Meetings will be convened by the Secretariat in collaboration with the Chair. Meeting dates will be set to accommodate the availability of as many members as possible. Meeting attendance is by invitation only.

5.3 Frequency, type, and location of meetings

The CAFHPEC will meet twice a year at minimum, in person in the National Capital Region or by videoconference platform. At least one CAFHPEC meeting a year will take place in person, barring any public health or safety restrictions. Additional meetings may be called on an as-needed basis at the discretion of the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate in consultation with the Chair.

5.4 Alternates

If a member is not able to attend a meeting, they may request that an alternate attend in their place. Members must notify the Chair and Secretariat of this situation as far in advance of a meeting as possible. Alternates can attend the meeting as a delegate provided that they obtain approval from the Chair in advance of a meeting.

It is a member's responsibility to ensure consistent attendance and participation as much as possible. For members who are unable to attend and participate on a regular basis or who no longer wish to hold a membership for any reason, the Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate, in consultation with the Chair, can appoint new members to replace them.

5.5 Sub-committees

The Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate, in consultation with the Chair, may request the creation of a sub-committee or ad hoc group to further examine an issue in order to inform the committee's work.

5.6 Record of decisions

The Secretariat will prepare a record of decisions (RoD) after each meeting. The RoD is verified by the Chair for completeness and accuracy. Following this review, and within one month following the meeting, it will be distributed to members for comment.

5.7 Confidentiality

Members and their alternates who will attend the meeting may be provided with information and asked to keep it in confidence. Members are expected not to disclose any of this information.

6.0 Changes to the terms of reference

The Director General of Health Canada's VDD and CFIA's Executive Director of the Animal Health Directorate can review the Terms of Reference at any time and make necessary amendments in consultation with the Chair and the members.

Appendix A - Committee Membership List

Government Representatives

• Director General, VDD, HC
• Executive Director, Executive Director of the Animal Health Directorate, CFIA

Industry Representative (External Members)

• Animal Nutrition Association of Canada
• Canadian Animal Health Institute
• Canadian Aquaculture Industry Alliance
• Canadian Cattlemen's Association
• Canadian Pork Council
• Canadian Veterinary Medical Association
• Chicken Farmers of Canada
• Dairy Farmers of Canada