Terms of reference of the Cross-Cultural Roundtable on Security

Overview

The Government is committed to addressing national security and public safety issues in collaboration with concerned communities across the country. Security and intelligence agencies, law enforcement and other government departments are committed to engaging and working with communities and families to develop an improved understanding of issues such as hate crimes and extremism in order to more effectively prevent terrorism and promote social cohesion.

A key component of the Government's citizen engagement initiatives is the Cross-Cultural Roundtable on Security (CCRS), created to engage the Government and Canadian communities in a long-term dialogue on matters related to national security and public safety as they impact a diverse and pluralistic society.

The Government needs the help and support of Canadians to make its approach to security effective. The CCRS will provide a forum to discuss emerging trends and developments emanating from national security and public safety matters and it will serve to better inform policy makers.

Mandate

The mandate of the CCRS is to engage Canadians and the Government of Canada in an ongoing dialogue on national security and public safety in a diverse and pluralistic society.

Scope

The CCRS will accomplish this by:

  • Providing a forum for Government to present policy initiatives and programs relating to  national security and public safety and obtain the views of the CCRS as to how such national security and public safety measures may impact Canada's diverse communities thereby helping to inform inclusive policies and programs.
  • Facilitating a broad exchange of information between the Government and communities on policy initiatives and programs relating to national security and public safety and the impact of such programs on Canada's diverse communities.

Reports

Regular reports following meetings of the CCRS will be provided to the Minister of Public Safety and the Minister of Justice, and to relevant stakeholders within the Government of Canada. The Ministers will consider the CCRS's input in the development of policy relating to national security and public safety.

Membership

Appointments

The Minister of Public Safety and the Minister of Justice will appoint a maximum of 15 members, not including ex-officio members, to the CCRS. Members may not send substitutes to meetings. The Minister of Public Safety and the Minister of Justice will appoint members for a term of three years, with a possibility of an additional one year term at the discretion of the Minister of Public Safety and the Minister of Justice.

Eligibility

Consideration will be given to candidates with the following experience:

  • Awareness of national security and public safety issues as they affect Canadians of diverse community backgrounds;
  • Knowledge and experience in engaging diverse and pluralistic communities;
  • Ability to facilitate the exchange of information with communities; and
  • Commitment to building community capacity and safer communities.

To ensure that membership reflects a diversity of individuals, expertise and experience, the CCRS Secretariat, with input from partners at Justice Canada, will identify potential candidates and provide the Minister of Public Safety and the Minister of Justice with a list of names that meet the aforementioned advertised criteria. The  Secretariat will also take into consideration a number of other factors that would contribute to the CCRS reflecting Canadian diversity. These factors include:

  • Indigenous representation
  • gender balance;
  • regional representation;
  • official languages;
  • age;
  • visible minority; and
  • persons with disabilities.

Candidates’ membership will be conditional upon obtainment of a secret clearance which is essential for members to be able to participate in discussions on national security and public safety.

A list of qualified candidates will be provided to the Minister of Public Safety and the Minister of Justice who will appoint members from the pool of recommended candidates.

CCRS Functions

Chair and Vice-Chair

The Minister of Public Safety and the Minister of Justice will jointly appoint a Chair and Vice-Chair from among CCRS members.

Role of the Chair and Vice-Chair

  • The Chair of the CCRS is responsible for presiding over CCRS meetings in a manner that respects diverse viewpoints. The Vice-Chair will adopt these duties in the absence of the Chair;
  • Further to the direction from CCRS membership, the Chair and Vice-Chair will:
    • Issue public statements on behalf of the CCRS;
    • Act as the CCRS's primary media spokesperson;
    • Represent the CCRS at any event or function where required; and
    • Hold meetings with members to achieve consensus on issues as required.

Role of the Chair

  • The Chair of the CCRS will be the primary contact for issues involving the CCRS and the Government of Canada. As such, the Chair will be responsible for:
    • Addressing all administrative issues surrounding the CCRS during meetings;
    • Providing input on the agenda.

Role of the Vice-Chair

  • The Vice-Chair of the CCRS will be the primary contact for issues involving the CCRS and Canadian communities. As such, the Vice-Chair will be responsible for:
    • Leading working groups and other initiatives of the CCRS, as requested by the Chair, and reporting back to the CCRS and the Minister of Public Safety and the Minister of Justice on such initiatives.

Members

Members of the CCRS will:

  • Engage fully in CCRS discussions, sharing their perspectives on effective national security and public safety  programs and the impacts of safety and security measures on their communities;
  • Facilitate a broad exchange of information with communities on matters relating to national security and public safety;
  • Promote and/or organize outreach and engagement activities with government and communities;
  • Ensure that the deliberations of the CCRS remain in camera; and
  • Participate in ad hoc consultations when asked

Meetings

Meetings of the CCRS will be held at least twice a year and no more than four times a year.

Meetings of the CCRS may be either in person or by any other effective means of communication.
Meetings of the CCRS will be held in camera.

The Minister of Public Safety and the Minister of Justice will meet with the CCRS at least once per year.

Government of Canada officials will attend meetings of the CCRS, as appropriate.

The Secretariat, in consultation with the Chair, will request that meetings of the CCRS be held on specific issues, where appropriate.

CCRS dialogue is not intended to seek a consensus view, but rather ensure that national security and public safety-related decisions by the Government of Canada continue to be well-informed as to the impact, or potential impact, on Canadian communities, and that members are similarly well informed regarding national security and public safety matters as they engage in their community work.

Secretariat

The Department of Public Safety, through the CCRS Secretariat will:

  • Manage the appointment and removal process of CCRS members, in consultation with the Department of Justice;
  • Identify current policy developments and determine potential priority items, in consultation with departments and agencies;
  • Set the agendas for formal meetings, consistent with the scope and mandate of the CCRS, in consultation with the Chair and the Interdepartmental Committee of the CCRS;
  • Schedule meetings of the CCRS and coordinate the participation of other government departments and agencies as required;
  • Draft summary reports of each CCRS meeting, in consultation with the CCRS' Chair and the Department of Justice;
  • Maintain meeting records and ensure the availability of appropriate background material for the CCRS;
  • Disseminate, in consultation with the Chair and Vice-Chair, reports or advice of the CCRS to other government departments;
  • Disseminate, in consultation with the Chair and Vice-Chair, public statements of the CCRS;
  • Provide logistical support to the CCRS for meetings and outreach events;
  • Assist CCRS members to set agendas for CCRS outreach activities consistent with the scope and mandate of the CCRS;
  • Coordinate the participation of other government departments and agencies, as required, in CCRS outreach activities;  
  • Schedule meetings between individual CCRS members and government and agency officials as required;
  • Act as a liaison between members and other government departments, other external stakeholders and governments and work towards the promotion of the work of the CCRS to relevant partners, agencies and other government departments; and
  • Serve as a central point of contact for members and the Government of Canada.

Official languages

CCRS deliberations will be in English and French.

Simultaneous translation in English and in French will be provided at CCRS meetings.

All documents issued by the CCRS will be in English and French.

Review

At the discretion of the Minister of Public Safety and the Minister of Justice, the terms of reference and membership of the CCRS may be reviewed and adjusted to respond to changing needs.

Conflict of interest

As a forum for dialogue with the Government of Canada, it is vital that the members of the CCRS provide objective perspectives on national security and public safety  measures and policies. In discussing the impacts that these measures have on Canada's diverse and pluralistic communities it is important that conflicts of interest by members of the CCRS be avoided. Therefore, the following provisions apply to each member upon appointment.  

Public Scrutiny

  1. Members have an obligation to perform their functions and arrange their private affairs in a manner that will not place or be seen to place them in a real or potential conflict with the mandate and scope of the CCRS.
  2. Members must not have private interests that would be affected particularly or significantly by suggestions or recommendations that the CCRS may make to the Government of Canada.

Public Interest

  1. After appointment, members must arrange their private affairs in a manner that will prevent real, potential or apparent conflicts of interest from arising. The member shall disclose in writing to the Minister of Public Safety and the Minister of Justice the circumstances of a conflict between the private interests of a member and their functions with the CCRS.

Preferential Treatment

  1. Members shall not use their position on the CCRS to assist private entities or persons if this would result in preferential treatment to any entity or person.

CCRS Information

  1. Members shall not knowingly take advantage of or benefit from, information that is obtained in the course of their functions that is not generally available to the public. A member shall not use information obtained in their position as a member that is not generally available to the public to further their private interests or those of their relatives or friends, or to further another person's private interests.
  2. Members shall not, after they cease being members of the CCRS, act in such a manner as to take improper advantage of their previous office.
  3. A member shall not use their position as a member to influence or attempt to influence a decision of another person to further the public office holder's private interests or those of his or her relatives or friends or to improperly further another person's private interests.
  4. A member who is not in compliance with these provisions, may have their appointment terminated.

Compensation

Members will serve on a voluntary basis but will be reimbursed for travel and accommodation costs related to their participation at meetings of the CCRS in accordance with Treasury Board Guidelines.



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