Canadian Environmental Assessment Agency Governance committees
Table of Contents
- Executive Steering (ES)
- Executive Management Coordination and Weekly Planning (EMC)
- Senior Management Committee (SMC)
- Evolution Steering Committee (ESC)
- Human Resources Committee (HRC)
- Finance and Corporate Planning Committee (FCPC)
- Policy and Operations Committee (POps)
- Information Management and Information Technology Committee (IM/ITC)
- Secretariat Roles and Responsibilities
- Best Practices for Preparing Documents for Committees and Collaboration
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
- Chair
- Ron Hallman, President
- Secretariat
- Tammy Paul, Chief of Staff
- Members
- Terry Hubbard, Vice President Operations
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
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
- Chair
- Ron Hallman, President
- Secretariat
- Tammy Paul, Chief of Staff
- Members
- John-Sébastien Rochon, A/Director, Legal Services and General Counsel
- Terry Hubbard, Vice-President, Operations
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Jennifer Saxe, Director General, Regional Operations
- Christopher Walters, Director, Communications
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
- Chair
- Ron Hallman, President
- Vice Chair
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Secretariat
- Mary Kay Lamarche, Evaluation Manager
- Members
- Eric Advokaat, Director General, External Relations and Engagement
- Mike Atkinson, Regional Director, Atlantic
- Doris Aubin, Director General, Crown Consultations
- Sylvain Campeau, Director, Human Resources and Wellness
- Steve Chapman, Chief Science and Knowledge Officer
- Anne-Marie Gaudet, Regional Director, Quebec
- Erin Groulx, Director, Engagement
- Terry Hubbard, Vice-President, Operations
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Jean-Paul Lalonde, Director, Information Services and Chief Information Officer
- Stewart Lindale, Chief Innovation and Transformation Officer
- Miriam Padolsky, Director, Science Policy
- Brent Parker, A/Director General, Strategic Policy
- Tammy Paul, Chief of Staff
- Sharonne Katz, Director, Planning, Results and Executive Services
- Barbara Pullishy, Regional Director, Prairie and Northern Region
- Anjala Puvananathan, Regional Director, Ontario
- Jean-Sébastien Rochon, A/Director, Legal Services, and General Counsel
- Serge Samoisette, Director, Finance and Administration and Deputy Chief Financial Officer
- Kurt Saunders, Director, Review Panels
- Jennifer Saxe, Director General, Regional Operations
- Lisa Walls, Director General, Operations Transition and Readiness
- Christopher Walters, Director, Communications
- Susan Winger, Director, Indigenous Policy
- Regina Wright, Regional Director, Pacific and Yukon
- Tara Frezza, A/Director, Intergovernmental Affairs
- Stephanie Lane, A/Director, Legislative and Parliamentary Affairs
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
- Chair
- Ron Hallman, President
- Secretariat
- Stewart Lindale, Chief Innovation and Transformation Officer
- Members
- Terry Hubbard, Vice-President, Operations
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Tammy Paul, Chief of Staff
- Jean-Sébastien Rochon, A/Director, Legal Services and General Counsel
- Lisa Walls, Director General, Regional Operations Transition and Readiness
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
- Chair
- Ron Hallman, President
- Vice-Chair
- Terry Hubbard, Vice-President, Operations
- Ex Officio
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Secretariat
- Stephanie Lewis, Administrative Assistant, Human Resources
- Members
- Sylvain Campeau, Director, Human Resources and Wellness
- Anne-Marie Gaudet, Regional Director, Quebec
- Erin Groulx, Director, Engagement (Training on IA)
- Michèle Scrimger, Manager, Centre of Expertise
- Miriam Padolsky, Director, Science Policy (attends as Champion for Blueprint 2020)
- Anjala Puvananathan, Regional Director, Ontario
- Serge Samoisette, Director, Finance and Administration and Deputy Chief Financial Officer
- Jennifer Saxe, Director General, Regional Operations
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
- Business Continuity Plan Working Group
- Grants and Contributions Oversight Committee: Under development
- National Policy Committee for Occupational Health and Safety: Under development
- Agency Debt Write-off Committee
FCPC meets bi-monthly or as determined by the Chair.
Membership
- Chair
- Ron Hallman, President
- Vice Chair
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Ex Officio
- Terry Hubbard, Vice-President, Operations
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Secretariat
- Lori Morse, Administrative Assistant, Finance and Administration
- Members
- Eric Advokaat, Director General, External Relations and Engagement
- Mike Atkinson, Regional Director, Atlantic
- Doris Aubin, Director General, Crown Consultations
- Sylvain Campeau, Director, Human Resources and Wellness
- Sharonne Katz, Director, Planning, Results and Executive Services
- Serge Samoisette, Director, Finance and Administration, and Deputy Chief Financial Officer
- Kurt Saunders, Director, Review Panels
- Lisa Walls, Director General, Regional Operations Transition and Readiness
- Tara Frezza, A/Director, Intergovernmental Affairs
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
- Chair
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Vice Chair
- Terry Hubbard, Vice-President, Operations
- Ex Officio
- Jean-Sébastien Rochon, A/Director, Legal Services and General Counsel
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Secretariat
- Audra White, Junior Policy Analyst, Science Policy
- Members
- Eric Advokaat, Director General, External Relations and Engagement
- Mike Atkinson, Regional Director, Atlantic
- Doris Aubin, Director General, Crown Consultations
- Sylvain Campeau, Director, Human Resources and Wellness
- Steve Chapman, Chief Science and Knowledge Officer
- Jean-Philippe Croteau, Manager, Environmental Assessments
- Anne-Marie Gaudet, Regional Director, Quebec
- Erin Groulx, Director, Engagement
- Mary Kay Lamarche, Evaluation Manager, Planning, Results and Executive Services
- Jean-Paul Lalonde, Director, Information Services and Chief Information Officer
- Stewart Lindale, Chief Innovation and Transformation Officer
- Steve Mongrain, Senior Policy Advisor
- Miriam Padolsky, Director, Science Policy
- Brent Parker, A/Director General, Strategic Policy
- Lisa Poier, A/Associate Regional Director, Pacific and Yukon
- Barbara Pullishy, Regional Director, Prairie and Northern Region
- Anjala Puvananathan, Regional Director, Ontario
- Serge Samoisette, Director, Finance and Administration and Deputy Chief Financial Officer
- Kurt Saunders, Director, Review Panels
- Jennifer Saxe, Director General, Regional Operations
- Colette Spagnuolo, Associate Director, Review Panels
- Lisa Walls, Director General, Regional Operations Transition and Readiness
- Christopher Walters, Director, Communications
- Susan Winger, Director, Indigenous Policy
- Regina Wright, Regional Director, Pacific and Yukon
- Tara Frezza, A/Director, Intergovernmental Affairs
- Stephanie Lane, A/Director, Legislative and Parliamentary Affairs
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
- Chair
- Alan Kerr, Vice-President, Corporate Services and Chief Financial Officer
- Vice Chair
- Jean-Paul Lalonde, Director, Information Services and Chief Information Officer
- Ex Officio
- Terry Hubbard, Vice-President, Operations
- Christine Loth-Bown, Vice-President, External Relations and Strategic Policy
- Secretariat
- David Deshaies, Project Manager
- Members
- Steve Chapman, Chief Science and Knowledge Officer
- Dave Kowalski, Performance and Evaluation Officer
- Brent Parker, A/Director General, Strategic Policy
- Barbara Pillishy, Regional Director, Prairie and Northern Region
- Natercia Quintanilha, Manager, CEA Registry
- Shelley Rolland-Poruks, Manager, Corporate and Digital Communications
- Stephanie Lane, A/Director, Legislative and Parliamentary Affairs
Secretariat Roles and Responsibilities
Each Committee will maintain a Secretariat. The Secretariat is responsible for:
- 1) Maintaining a forward agenda and coordinating items with SMC and other committees, as appropriate.
- 2) Ensuring consistent reporting out of meeting agendas and decisions on Atrium in the correct format within 10 business days of each meeting.
- 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) 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) 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) 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
- Be conscious of the purpose of the item when preparing documents: Documents must be concise and to the point. Clearly establish the objective of the item and what you are seeking of the committee and the level of information that is required for committee consideration. Be conscious of the time allotted for the agenda item. In general terms, a briefing deck is the most effective tool to provide a roadmap for an effective and efficient discussion of most items.
- Be clear in the decision/feedback you are seeking: Be targeted in the feedback you are seeking. Be pointed in the presentation, as to what input is being sought and as to what decisions you are seeking. Presenters may wish to ask targeted questions in pre-material sent to committee members. In the presentation, be clear as to who was consulted and what the result of those consultations bore. In seeking feedback, be conscious of the decentralized Agency work force when seeking input (time zones, different contexts, roles and responsibilities).
- Prepare and provide documents well in advance: Provide bilingual presentation documents to the Secretariat in accordance with Agency service standards to ensure they can be distributed to members in time to review before committee meetings. Agenda items may be deferred to subsequent meetings if documents are not available in time.
- Be open to feedback at sessions: Collaborate before bringing an item forward for decision to ensure key perspectives are integrated. Be open to feedback. Collaboration brings diversity of views and allows the Agency to build better solutions. Recognize that you as the presenter may be the subject matter expert, but you may not be aware of competing activities or the full impact on the Agency.
- Understand whom the consulted party represents: Themselves, their group, their sector, the regions (i.e. when speaking with a regional rep that does not mean they speak for all). Adjust routing slips on decision documents to identify key consulted parties.
- Present document as if participants have read documentation prior to meeting: Do not read slides, but ensure you address the most salient issues. Meetings are for seeking feedback and/or approval.
Updated: May 2, 2019
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