Terms of reference
Overview
The Government is committed to addressing national security and public safety issues such as terrorism and hate crimes 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 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 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 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 obtain the views of the CCRS as to how such national security measures may impact Canada's diverse communities;
- Facilitating a broad exchange of information between the government and communities on policy initiatives and programs relating to national security 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’ input in the development of policy relating to national security.
The Reports of the CCRS will be authored by the Chair and Vice-Chair in consultation with members.
Membership
(A) Appointments
The Ministers of Public Safety and Justice will appoint a maximum of 15 members, not including ex-officio members, to the CCRS. Members may not send substitutes to meetings. The Ministers of Public Safety and Justice will appoint members for a term of two years, with a possibility of an additional one year term at the discretion of the Ministers of Public Safety and Justice.
(B) Eligibility
Consideration will be given to Applicants with the following experience:
- Awareness of security 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, a screening panel will periodically review all applications and select those applications that meet the aforementioned advertised criteria.
The panel will also take into consideration a number of other factors that would contribute to the CCRS reflecting Canadian diversity. These factors include:
- gender balance;
- regional representation;
- official languages;
- age;
- visible minority; and
- persons with disabilities.
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 applications.
CCRS Functions
(A) Chair and Vice-Chair
The Ministers of Public Safety and 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;
- The Chair and Vice-Chair of the CCRS will author, in consultation with members, any reports or advice to the Government of Canada;
- 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’ primary media spokesperson;
- Represent the CCRS at any event or function where required; and
- Hold meeting 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;
- Working with the CCRS Secretariat to set agendas for the formal meetings of the CCRS, in consultation with CCRS members.
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:
- Chairing the CCRS Working Group on Outreach and Community Engagement. This role includes reporting back to the CCRS and the Ministers of Public Safety and Justice on the results of all outreach activities conducted by CCRS members, as well as leading the group responsible for evaluating outreach proposals based on CCRS priorities, within the allotted budget.
(B) Members
Members of the CCRS will:
- Engage fully in CCRS discussions, sharing their perspectives on effective national security programs and the impacts of security measures on their communities;
- Share knowledge gained through formal CCRS meetings with communities;
- Promote and/or organize outreach and engagement activities with government and communities;
- and,Ensure that the deliberations of the CCRS remain in camera.
(C) 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 Ministers of Public Safety and Justice will meet with the CCRS at least once per year. The Minister responsible for Multiculturalism will be invited by the Ministers of Public Safety and Justice to CCRS meetings.
Government of Canada officials will attend meetings of the CCRS, as appropriate.
The Secretariat, in consultation with the Chair, will request 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 security-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 security matters as they engage in their community work.
Secretariat
The Department of Public Safety, through the CCRS Secretariat will:
- Assist the Chair to set agendas for formal meetings consistent with the scope and mandate of the CCRS;
- Analyze current policy developments across department and portfolio organizations and determine potential agenda items;
- Assist CCRS members to set agendas for CCRS outreach activities consistent with the scope and mandate of the CCRS;
- Schedule meetings of the CCRS and coordinate the participation of other government departments and agencies as required;
- 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;
- 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 to government;
- Disseminate, in consultation with the Chair and Vice-Chair, public statements of the CCRS;
- 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.
- Provide logistical support to the CCRS for meetings and outreach events;
- 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 Ministers of Public Safety and 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 Cross-Cultural CCRS on Security provide objective perspectives on national security measures and policies. In discussing the impacts national security measures have on Canada’s diverse and pluralistic communities it is important that conflicts of interest by members of the CCRS be avoided. This will help ensure that the most benefit for all participants is derived from the CCRS. Therefore, the following Code applies 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
(3) 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 Ministers of Justice and Public Safety the circumstances of a conflict between the private interests of a member and their functions with the CCRS.
Preferential Treatment
(4) 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
(5) 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 so as to further their private interests or those of their relatives or friends, or to further another person’s private interests.
(6) 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.
(7) A member shall not use their position as a member to influence or attempt to influence a decision of another person so as 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.
(8) A member who is not in compliance with this Code, 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.