Terms of Reference for the Management Advisory Board’s Finance and Administration Standing Committee (FASC)

1. Introduction

1.1. This document describes the Terms of Reference for the Finance and Administration Standing Committee of the Management Advisory Board (MAB or the Board) for the Royal Canadian Mounted Police (RCMP). It complements the MAB Charter and Roles and Responsibilities related to the MAB, and is superseded by the RCMP Act Part V if in conflict.

1.2. The Terms of Reference for the MAB Finance and Administration Standing Committee (FASC) shall be reviewed annually.

2. Terms of Reference for the MAB Finance and Administration Standing Committee

2.1. Objective:

2.1.1. The FASC is responsible for providing advice based on informational updates on key financial and administrative issues faced by the RCMP.

2.1.2. The scope of the Standing Committee includes receiving overviews and updates of RCMP financial and administrative management, as decided by its annual workplan. This may include, but is not limited to: financial strategy updates; use of resources; administrative issues affecting operations; alignment of funding considerations with organizational needs, priorities and strategies; implementation of operating and capital budgets; procurement; information management/information technology; and RCMP Management Response Action Plans (MRAPs) to MAB advisory products addressing financial and administrative issues. 

2.2. Membership and Responsibilities:

2.2.1. As a Standing Committee of the MAB, the FASC retains its responsibilities, including, but not limited to, advisory responsibilities to the RCMP, access to information, MAB operating procedures, and Secretariat support.

2.2.2. Membership on the FASC is determined by consultation with the full membership of the MAB. The FASC is comprised of a minimum of three (3) MAB members, based on their expertise and/or preference, and includes the MAB Vice-Chairperson as an ex-officio member.

2.2.3. The FASC is led by a member of the Board selected by the MAB Chair, who is also known as Standing Committee Lead.

2.2.4. The Standing Committee Lead is responsible for providing the Board with verbal and/or written regular debriefs, unless otherwise decided by the Standing Committee Lead or the full MAB. The debriefs should include a summary of the advice provided by the FASC, as well as any issues or areas that may benefit from the full MAB’s attention.

2.2.5. The RCMP Commissioner will be requested to identify an RCMP Senior Executive, who is also known as a Primary RCMP Executive Liaison to support the FASC and its work, but is not a member of the Committee. The Primary RCMP Executive Liaison is responsible for cultivating an understanding of the RCMP’s approach, priorities, goals, and challenges in relation to finance and administration. This may include providing informational updates, where applicable. The Primary RCMP Executive Liaison will support the work of the FASC and, for the purposes of the Committee, serves as the Commissioner’s representative, and a liaison between the Committee and the RCMP.

2.2.6. Upon its discretion, the FASC may also request informational overviews and updates from other key stakeholders and subject-matter experts within or outside of the RCMP, coordinated through the Secretariat. The Public Safety Canada Deputy Minister (or Associate Deputy Minister) will receive a standing invitation to the FASC meetings and will inform the MAB Secretariat, if and when, he/she would like to participate.

2.2.7. The membership of the Standing Committee may be rotated periodically with the approval of the MAB Chair. 

2.2.8. The MAB Secretariat will provide logistical and secretarial support to the FASC.

2.3. Meetings:

2.3.1. The FASC will determine the frequency, duration and format of its meetings. The FASC will meet a minimum of four (4) times per fiscal year, typically online unless the meeting immediately precedes or follows an in-person quarterly meeting.

2.3.2. Meetings will normally take place in months when there is not a MAB Quarterly meeting. In exceptional circumstances and with the concurrence of the MAB Chair and the MAB Secretary, a Standing Committee meeting may be held around an in-person MAB meeting.

2.3.3. Meetings may be limited to MAB FASC members only (in camera) at the direction of the Standing Committee Lead or at the request of the FASC members. Time will be allotted at the end of each FASC meeting for the members to engage in an in-camera.

2.3.4. The Standing Committee Lead, in consultation with the Secretariat and members of the FASC, determines the agendas for all meetings.  A member who wishes to have an item added to an agenda may make such a request of the Standing Committee Lead and Secretariat at least one month in advance of the scheduled meeting date.

2.3.5. Standing Committee members will receive meeting documents in their choice of either of Canada’s official languages, which will be distributed at least one week prior to the meeting. Meeting materials will also be shared with MAB members for their information.  

2.3.6. As per usual MAB practice, the FASC operates on a consensus basis, consequently formal motions and votes are not normally required. On any matter, the Standing Committee Lead will seek the input of members and determine whether a consensus exists. If it does not, the Standing Committee Lead may choose to seek further opportunities to continue discussion of the matter until a consensus does exist or, if consensus cannot be achieved, may put the matter to a formal vote of the Standing Committee membership as per the process described within the MAB Roles and Responsibilities document. 

2.3.8. The Secretariat will create a written record of each meeting, including action items, and will submit the record to the subsequent meeting of the FASC for approval.