Serving as an IIAC Committee or Working Group Member
To ensure that Committees can be optimally productive, IIAC staff use their judgment to determine whether participation should be limited to one representative per IIAC member firm or, on occasion, if access should be restricted for any reason.
What are the expectations of a member?
Recognizing that Committee participation take place on top of each Committee member’s own work and personal commitments, the IIAC works to make the most efficient use of members’ time. To ensure everyone benefits from Committee involvement, these are the key criteria:
- Knowledge and expertise appropriate to the Committee’s mandate
- Time to participate meaningfully
- Willingness to share knowledge and the Committee workload
- Seniority generally equivalent to that of other Committee members.
- To protect the privacy of information of the Committee and its Committee members by not disclosing information that is confidential or would by a reasonable person be seen as likely to be confidential. (please click here for more information on the IIAC’s Confidentiality Policy)
- To adhere to Canadian competition law requirements (please click here for access to the IIAC’s Competition Law Policy and Guidelines)
- To declare any conflicts of interest when applicable and withdraw from any meeting should this be requested or when the situation warrants it. (please click here for more information on the IIAC’s Conflicts of Interest Policy)
Out of respect for the time of other members:
- Come prepared to meetings (read agenda and attachments, obtain feedback from within their firm as required)
- Attend the majority of meetings
- Participate in discussion, including raising concerns or disagreeing on a timely basis
- In the agreed timeframe:
– Undertake action items agreed to
– Obtain any necessary internal sign-offs
– Advise with appropriate notice that a requested action cannot be completed in the required period.
How are Committee Chairs chosen?
Chairs or Co-Chairs and/or Vice-Chairs are chosen on the basis of their knowledge and experience. Committee chairs usually have terms of one or two years. Working Groups may not have Chairs, and terms are more informal.
What can I expect of my committee Chair?
- Agree, as required, on meeting agendas consistent with the Committee’s mandate
- Guide meeting discussions, with IIAC staff/Committee secretary’s assistance, ensuring that all members have an opportunity to be heard
- Help, with IIAC staff, summarize action agreed to during the course of the meeting to confirm broad member understanding
- Approve, as agreed, a final version of a submission where time is of the essence
- Appear, as agreed, with IIAC staff at meetings with third parties or possibly on industry panels representing the Committee’s position, and not his or her firm’s alone unless acceptable under the circumstances
- Address, with the IIAC Committee secretary, issues of Committee process or concern raised by Committee members.
What can I expect of the IIAC staff person/Committee secretary assigned to my Committee?
He or she will, within the broader context of his or her overall job responsibilities:
- Arrange meetings on a regular basis or ad hoc ones to accommodate the schedules of as many Committee members as possible, respectful of members’ different time zones
- Orient new members on the Committee, its mandate and any expectations
- Prepare agendas for the Committee based on the Committee’s mandate, Chair suggestions, member feedback, and IIAC Board-approved strategy and priorities
- Help summarize action agreed to during the meeting
- Complete minutes or lists of actions and/or action items
- Advise on or obtain advice on government relations, public affairs and other matters germane to achieving a Committee’s purposes
- Co-ordinate across IIAC Committees that may be dealing with related issues and provide historical information where needed to strive for consistency in positions taken in IIAC responses
- Respond to members’ questions
- Ensure all members are treated with the respect they deserve
- Point out to members if discussion risks straying into areas of gathering or exchanging information among members that may be perceived by third parties to signal pricing directions or limits/restrictions on output, volume, or quality of members’ services
How are Committee decisions made?
Committee decisions are almost always arrived at by consensus. A Committee may decide to vote on certain items. In such a case, there is only one vote per member firm. On rare occasions, there are issues that are contentious. In these instances, IIAC staff will try to foster agreement through various means – rewording or removing part of a proposal, seeking discussion and approval at a more senior level, etc.
Each Committee may have Working Groups to address a specific issue within the broader committee mandate. Issues for Working Groups are identified by IIAC Staff in consultation with Committee Chairs and Co—Chairs.
Have unanswered questions?
Please speak to any IIAC staff member or contact Members_Membres@iiac.ca. We look forward to your participation on a Committee in the future!