[This sample dcument has been develped by the Agency Gvernance Secretariat. It is intended t be used fr infrmatinal purpses nly. Agencies are encuraged t adapt the dcument t meet their specific needs. This sample may be used as a starting pint fr pure advisry cmmittees established by Ministerial Order under s. 7 f the Gvernment Organizatin Act. Pure advisry agencies are thse established slely fr the purpse f sharing infrmatin and prviding advice, with n independent budget respnsibilities r authrity t direct staff (thugh staff under the directin f the Department may supprt the wrk f the agency).] [AGENCY NAME] Mandate and Rles Dcument (Pure Advisry Cmmittees) 1. Mandate and Accuntability Agency Mandate Created under s. 7 f the Gvernment Organizatin Act, the [AGENCY NAME] ( the Cmmittee ) is an advisry agency accuntable t the Minister f ( Minister ) and respnsible fr prviding advice and guidance regarding. Attached are the [Terms f Reference and/r Ministerial Order ( MO )], utlining the mandate and respnsibilities f the Cmmittee in mre detail. Agency Accuntability Cmmittee members must act hnestly, in gd faith, leaving aside persnal interests t advance the public interest and the mandate f the agency. The Cmmittee is accuntable t the Minister. Minister s Accuntability The Minister f is accuntable t the Legislature fr the peratin f the Cmmittee. 2. Duties and Respnsibilities The Cmmittee: Is respnsible fr develping, reviewing and apprving an peratinal plan, as well as lnger term strategic plans, and mnitring thrughut the year the prgress made against the gals and targets established in the plan. The Cmmittee will regularly review the extent t which the Cmmittee has met the current year s peratinal plan. September 2014 Page 1 f 5
Will prepare and prvide t the Minister an Annual Reprt indicating the Cmmittee s majr activities and accmplishments and the extent t which its planned activities and gals were achieved. Will discuss with the Minister [r specify designate, e.g. ADM, DM] their resurce supprt needs and adjust its peratinal and strategic plans in accrdance with the resurce supprts agreed t by the Minister [r designate] and resurce supprts available frm ther surces, e.g. stakehlders represented n the Cmmittee, where applicable. [If applicable.] Will hld meetings as required, but generally at least X times a year. Will engage stakehlders and the public in rder t gather infrmatin and becme knwledgeable abut different perspectives t ensure infrmed advice is prvided. Will make all reasnable effrts t ensure that the advice prvided t the Minister is evidence-based. Is respnsible fr verseeing cmpliance with all relevant plicies and prcedures by which the Cmmittee perates, and ensuring that the Cmmittee perates at all times in cmpliance with all applicable laws and regulatins, the Cmmittee s Cde f Cnduct and t the highest ethical standards. Thrugh a prcess led by the Chair, cnducts an annual evaluatin and review f the perfrmance f the Cmmittee, sub-cmmittees and the Chair f the Cmmittee. The Cmmittee reviews the results f such evaluatin and discusses ptential ways t imprve Cmmittee effectiveness. The Cmmittee als discusses the results f the evaluatin and adpts agreed upn imprvements. Is respnsible fr addressing hw it interacts with the public and will cnsult with the Minister n items f cncern. May establish sub-cmmittees that supprt the mandate f the Cmmittee and are accuntable t the Cmmittee. Currently, the fllwing sub-cmmittees are established [insert all cmmittee names]: The specific mandate f each Sub-Cmmittee is cntained in a separate dcument entitled Sub-Cmmittee Mandates and is reviewed peridically by the Cmmittee [if applicable]. Is als respnsible fr: [Add Respnsibility - e.g. rientatin, training f Cmmittee members] September 2014 Page 2 f 5
The Minister: Appints, r recmmends the appintment f, the Bard Members and the Chair based n her/his assessment that the appintees have the apprpriate knwledge, skills, experience and values t assist the Agency in achieving its bjectives and perfrming its functins. Mnitrs the peratins and perfrmance f the Agency t ensure that it is fulfilling its mandate in cmpliance with Gvernment plicies. Infrms the Agency f Gvernment plicies and directin affecting the wrk f the Agency. Cnducts regular (at least every seven years) reviews f the Agency s mandate and purpse t determine if the wrk f the Agency is still relevant t the needs f Albertans, if it is aligned with Gvernment pririties and if the peratins and functins are being carried ut in a manner that can achieve Gvernment bjectives. The Deputy Minister: The Deputy Minister supprts and acts under the general directin f the Minister. The Deputy Minister is respnsible fr the fllwing activities which have been delegated by the Minister [please specify e.g. cmmunicatin with the Agency Bard and Executive staff cncerning Gvernment plicy, the regular review f the Agency s mandate and purpse, etc.]: The Department: Is respnsible fr supprting the Cmmittee in the fllwing areas: [e.g. staffing, research capacity, etc.] [e.g. rientatin, training f Cmmittee members (if applicable)] [Add Respnsibility] 3. Recruitment and Appintment f Cmmittee Members Individuals are recruited and appinted by the Gvernment f Alberta and cllectively cnstitute the Cmmittee. Appintment f each member f the Cmmittee is fr a fixed term f up t X years, with the ptential f re-appintment based n satisfactry perfrmance. An individual s appintment is limited t a maximum f ten years f cntinuus service. September 2014 Page 3 f 5
The Cmmittee, in cnsultatin with the Minister s designate, will develp a cmpetency matrix that utlines the skills, experience and knwledge the Cmmittee requires as a cllective and identifies hw each individual cntributes t these needs. When vacancies arise, the matrix will be used t identify cmpetencies required f the new recruit. When a vacancy ccurs, the Cmmittee will recmmend a set f desired values and cmpetencies t the Minister t frm the basis fr the recruitment f a new individual. Values will include respect, integrity, excellence and accuntability. Cmpetencies will include strng listening and cmmunicatin skills, skills in develping cnsensus, an understanding f wise stewardship f resurces and cmpetencies identified in the cmpetency matrix. The recruitment and selectin prcess will be managed by [e.g. the Human Resurce branch f the Department, a third party search firm, etc]. The psitin will be publicly advertised and all identified candidates will be screened against these requirements. A member, r members f the Cmmittee, [will r will nt] be included in the selectin prcess. After apprpriate screening fr cnflict f interest cnsideratins, recmmendatin f a list f names will be made t the Minister fr cnsideratin. The Minister will chse an individual frm the list and the Department will frmalize the appintment prcess thrugh an MO. [Reminder: This is just a sample prcess fr recruitment. The prcess and extent f invlvement by the Cmmittee in the recruitment prcess may vary and is subject t the apprval f the Minister. Under the Framewrk, input frm the Cmmittee is required, at a minimum in identifying the cmpetencies required.] The fllwing stakehlder representatin n the Cmmittee is set ut in the MO establishing the Cmmittee: [X] [Y] If the Agency has specific stakehlder representatin set ut in legislatin, the prcess fr filling vacancies will be similar t the prcess utlined abve. The individuals nminated t fill specific vacancies will be subject t the same screening prcesses. [Nte: There is sme flexibility in the recruitment prcess, but it must be cmpetencebased and prvide fr sme level f participatin by current Bard members, at a minimum, input int the identificatin f cmpetencies.] Remuneratin Cmmittee members are entitled t be paid travelling and living expenses in accrdance with the Subsistence and Travel Allwance Regulatin made by MO 1/98, as amended, r any rder made in substitutin therefre, as thugh they were emplyees f the gvernment. N further remuneratin will be paid t Cmmittee members. r September 2014 Page 4 f 5
The remuneratin f nn-gvernment members appinted t the Cmmittee will be set accrding t [name Crprate Human Resurces SCHEDULE, MO]. Remuneratin rates and payments will be disclsed by [indicate by whm and by what mechanism] t the public n an annual basis. 4. Interactin between Cmmittee and Department [Outline generally the nature and frequency f interactin, including main Department cntact(s). This wuld include identificatin f areas where the Department and Cmmittee will cnsult with each ther and cllabrate, and hw t address issues that may arise relating t rles and respnsibilities.] 5. Administratin Review f the Mandate and Rles Dcument The Mandate and Rles dcument shall be in effect fr nt mre than three years. It must be renewed r revised by the expiry date. The Mandate and Rles dcument may be amended at any time; any amendment must be signed by the Chair and by the respnsible Minister. Transparency Cpies f the Mandate and Rles dcument will be filed with the Minister f, the Agency and the Agency Gvernance Secretariat. In supprt f the principle f transparency, this dcument will als be easily available t the public n the Agency s website [if applicable] r thrugh. Peridic Agency Review The mandate and peratins f every public agency must, at least every seven years, be reviewed by the respnsible Minister. The next review fr the Agency is scheduled fr [date]. Cmmittee Chair/Representative Minister [AGENCY NAME] Date Ministry f [X] Date September 2014 Page 5 f 5