Terms of Reference for the Public Service Commission Joint Advisory Council

Purpose

The Public Service Commission Joint Advisory Council (PSCJAC) is established for the purpose of providing a forum for the discussion of and consultation on Public Service Employment Act (PSEA) matters of common concern and interest, and to exchange information and views.

Membership

The PSCJAC membership shall include:

• Up to five Bargaining Agent representatives;
• Up to five representatives from PSEA Organizations occupying a Head of Human Resources role;
• Vice-President, Policy and Communications Sector of the Public Service Commission (PSC).

Other participating partners shall include:

• Executive Director of the Human Resources Council (HRC);
• Senior representative of the Office of the Chief Human Resources Officer (OCHRO);
• General Secretary of the National Joint Council (NJC);
• Secretary of the Public Service Commission Joint Advisory Council (PSCJAC);
• Director General, Policy and Strategic Directions (PSC).

Other members may be added on an interim basis as the Advisory Council deems appropriate, based on specific issues under consideration.

Members are nominated by their respective parties. They should be at a sufficiently senior level in order to address issues on behalf of their respective parties.

Advisory council co-chairs

The Advisory Council is co-chaired by an organizational and bargaining agent representative, nominated by their respective parties for a two-year term, with a possibility to be renewed for another two-year term.

Annex A sets out the procedure for the appointment of co-chairs and members.

Roles and Responsibilities

The Advisory Council members shall:

• Provide input on policies and positions related to matters covered under the PSEA;
• Advise on strategic considerations related to PSC initiatives;
• Share information and intelligence to benefit all members of the Advisory Council;
• Identify topics of discussion at Advisory Council meetings;
• Establish working groups, including defining mandates, structures, membership, and accountability;
• Attend a minimum of two (out of three) meetings per calendar year.

Co-chairs and members are responsible for informing the Secretary, in writing, when they are no longer in a position to fulfill their duties.

Co-chairs may suggest the replacement of members who are not fulfilling the minimum meeting attendance requirement.

Secretariat

The PSCJAC Secretariat function will be provided by the PSC. The Secretariat shall:

• assist in the preparation and distribution of the PSCJAC agenda and related documents;
• record discussions and share them with the respective parties in a timely manner;
• share relevant information with the Council in-between meetings.

Meetings

The PSCJAC shall endeavour to meet no less than three times per year. Wherever possible, meetings shall be scheduled evenly over the course of a calendar year. Meeting dates shall be determined by the PSCJAC Secretariat in consultation with the co-chairs with a view to providing members with sufficient notice of upcoming meetings for planning purposes.

Excluding the co-chairs, quorum will consist of:

• two representatives from the Bargaining Agents;
• two representatives from the Organizations;
• one representative from the PSC.

Given the parties' commitment to the well-functioning of the Advisory Council and the need for continuity, replacements will be on an exceptional basis. In the event a regular member cannot attend a meeting, they will advise the Secretary of the PSCJAC in advance and designate, if possible, a replacement at an appropriate level of seniority within their organization.

Annex A

Procedure for the appointment of Public Service Commission Joint Advisory Council co-chairs and members

From the bargaining agents side

• The PSCJAC Secretariat notifies the National Joint Council (NJC) Secretariat of a vacancy by email.
• The NJC proceeds with their nomination process, including discussions with the PSCJAC co-chair representing the Bargaining Agents side and inform the PSC.
• The NJC Secretariat sends a letter to the PSCJAC Secretariat to confirm the new member or co-chair.
• The PSCJAC Secretariat advises all members.

From the Organizations Side

• The PSCJAC Secretariat notifies the Human Resources Council (HRC) of a vacancy by email.
• The HRC proceeds with their nomination process, including discussions with the PSCJAC co-chair representing the Organizations side and in consultation with the PSC.
• The HRC sends an e-mail to the PSCJAC Secretariat to confirm the new member or co-chair.
• The PSCJAC Secretariat advises all members.