Canadian Environmental Assessment Agency Governance committees

Table of Contents

Executive Steering (ES)

Executive Steering provides the key steering and priority-setting function for the Agency’s overall governance. ES identifies key priorities for SMC and its sub-committees and adjusts Forward Agendas accordingly. This Committee supports the President in strategic decisions for the governance and functioning of the Agency.

ES meets at the discretion of the President.

Membership

Executive Planning and Coordination Committee (EPCC)

EPCC provides a weekly look-ahead for coordinating Agency activities and for tracking and managing identified issues. Members discuss upcoming issues and review key tracking documents including the Portfolio Look Ahead, Ministerial correspondence and upcoming Cabinet business.

Membership

Senior Management Committee (SMC)

The Senior Management Committee is the Agency’s key decision-making body. SMC reviews and approves key Agency policies as recommended by respective subcommittees. It also provides a forum to ensure information exchange across sectors and regions, and direction on Agency planning and reporting activities while coordinating the development of action plans and strategies to address Agency and Sector priorities. Updates and progress reports concerning high-profile projects and emerging issues/trends will be regular agenda items.

SMC also approves key Agency planning and reporting documents, including the Departmental Plan, the Departmental Results Report, and Annual Financial Statements. Memoranda to Cabinet or Treasury Board Submissions may also be provided to SMC for review.

SMC meets bi-weekly or as required by the Chair.

Membership

Evolution Steering Committee (ESC)

The Evolution Steering Committee provides oversight and strategic direction to facilitate the implementation of Bill C-69 and to enable the Canadian Environmental Assessment Agency’s transition to the Impact Assessment Agency of Canada. It complements but does not replace or duplicate existing committee roles and mandates. ESC reviews and provides direction to key responsible delivery agents on strategic priorities and potential delivery risks. The Committee supports organizational communication, coordination and alignment, and tracks overall progress on the implementation of Bill C-69.

SMC, the President, or the Minister of Environment and Climate Change will approve implementation products and processes depending on the issue. ESC may task SMC, HRC, FCPC, POps, and IM/ITC with specific activities to ensure that appropriate recommendations pertaining to the approval of Bill C-69 implementation products and processes are provided for approval.

ESC meets weekly or as required.

Membership

Human Resources Committee (HRC)

The Human Resources Committee provides ES advice related to overall human resources management, including executive resourcing, workforce- and workplace-related matters. HRC also provides a forum for advancing Public Service Renewal initiatives and aligning the HR Strategy to support key government initiatives or objectives.

The Committee addresses workforce and workplace issues, including HR planning, labour relations, classification, resourcing, employment equity, official languages, compensation, values and ethics, employee well-being, harassment prevention, training and development, awards and recognition, occupational health and safety, and performance management activities.

The Committee approves guidelines to address items within its mandate and makes recommendations to SMC when new policies or adjustments to existing policies are required.

HRC meets bi-monthly or as determined by the Chair.

Membership

Finance and Corporate Planning Committee (FCPC)

The Finance and Corporate Planning Committee advises the President and SMC in fulfilling the Agency’s obligations related to financial management, corporate planning, administration services and reporting activities. FCPC is responsible for ensuring overall sound financial management and stewardship of the Agency’s financial resources and for providing oversight of administration services including contracting activities. FCPC develops and approves the Agency’s long-term strategic corporate, financial and administration services plans. FCPC also reviews and recommends for SMC approval financial, and administration management policy instruments, business cases, major resource allocation requests; and monitoring and reporting on the Agency’s overall financial and administrative performance.

FCPC also supports the President in fulfilling responsibilities related to the Agency’s system of internal control as outlined in the Policy on Financial Management and the Financial Administration Act.

The Committee provides advice on the interpretation and application of existing or proposed government and Agency financial and administration policies and procedures, financial forecasts and reports, financial controls and compliance monitoring, resource allocation and re-allocation, administration services including procurement, internal or external audit and evaluation reports, and associated management action plans, and corporate planning and reporting activities including the Departmental Plan, the Departmental Results Report and the Management Accountability Framework.

The Committee approves guidelines to address items within its mandate and makes recommendations to SMC when new policies or adjustments to existing policies are required. The Committee approves periodic Agency financial forecasts and procurement reports, and recommends quarterly and annual financial or corporate reports for SMC consideration.

The following are sub Working Groups to FCPC

FCPC meets bi-monthly or as determined by the Chair.

Membership

Policy and Operations Committee (POps)

The Policy and Operations Committee discusses implementation of existing and future legislation (including but not limited to Canadian Environmental Assessment Act, 2012, the James Bay and Northern Quebec Agreement, and the Northeastern Quebec Agreement, the proposedImpact Assessment Act, regulations, agreements, policies, Cabinet Directives and operational guidance on the proposedImpact Assessment Actincluding approaches to Indigenous consultation and public engagement. This collaboration and sharing of best practices across sectors and regions helps the Agency identify appropriate solutions. The Committee also provides advice and guidance on proposed new or revised work in those areas. Updates and progress reports concerning high-profile projects and emerging issues/trends are also regular agenda items.

The Committee approves guidelines to address items within its mandate and makes recommendations to SMC when new policies or adjustments to existing policies are required.

POps meets bi-weekly or as determined by the Chair.

Membership

Information Management and Information Technology Committee (IM/ITC)

The Information Management and Information Technology Committee provides advice on the Agency’s IM/IT and ATIP requirements, including the implementation of the Agency’s IM/IT strategic plan, oversight of IM/IT investments and alignment of IM/IT actions and initiatives with Agency priorities and government direction. IM/ITC assists SMC in fulfilling its obligations related to achieving and maintaining compliance with all relevant government IM/IT and Access to Information and Privacy policies and standards.

The Committee approves guidelines to address items within its mandate and makes recommendations to SMC when new policies or adjustments to existing policies are required.

IM/ITC meets quarterly or as determined by the Chair.

Membership

Secretariat Roles and Responsibilities

Each Committee will maintain a Secretariat. The Secretariat is responsible for:

  1. 1) Maintaining a forward agenda and coordinating items with SMC and other committees, as appropriate.
  2. 2) Ensuring consistent reporting out of meeting agendas and decisions on Atrium in the correct format within 10 business days of each meeting.
  3. 3) Utilizing the generic Governance/Gouvernance e-mail address for booking all meetings and for communications with members. As a best practice, secretariats may choose to create an email distribution list for its committee members to facilitate easy communications.
  4. 4) Maintaining an up-to-date listing of the membership of its Committee representatives and proposing membership changes to the Corporate Secretariat as they arise. Membership changes are recommended by respective Vice-Presidents for approval of the President. Once membership changes are approved, updating the outlook generic email distribution list for the committee.
  5. 5) Maintaining records, as appropriate, on GCDocs and distributing documents, at least 48 hours in advance, by providing links to GCdocs, as appropriate, rather than creating paper binders or emailing large documents. The Secretariats will appropriately maintain permissions in GCdocs for the security of the documents.
  6. 6) Ensuring bilingual SMC materials are provided to members in advance of the meetings in accordance with Agency service standards. Agenda items for which materials are not ready for distribution may be deferred to a subsequent meeting.

Please note that a pre-brief may be scheduled for all committees chaired by the President. When any changes are made to documents prior to the pre-brief, please inform the Secretariat in advance of the pre-brief to ensure appropriate documents are distributed.

Best Practices for Preparing Documents for Committees and Collaboration

Updated: May 2, 2019

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