Terms of Reference | CCAC Membership Task Force

Purpose

Goal 2 of the CCAC Strategic Plan 2015-2020 – Working Together to Enhance Animal Ethics and Care in Science is "Better Reflecting Canadian Society in Our Membership". To reach this goal, one of the objectives is to expand the scope of membership to reflect the diversity of Canadian society, be supportive of CCAC's mandate, and to bring a range of perspectives to the table. At the CCAC's Annual Members Meeting held in Québec City on May 4, 2018, members have mandated the CCAC to create a task force on expanding the CCAC membership.

Mandate

Considering the following:

  • One of the CCAC's objectives of its 2015-2020 strategic plan is to increase its membership to better reflect Canadian society.
  • Input and direction received from members in the 2017 member survey, 2017 AGM town hall meeting, the 2018 survey and the 2018 AGM town hall meeting.
  • The impact of the 2014 Corporation Act for the not-for-profit corporations on the CCAC's membership structure.

The mandate of the CCAC Membership Task Force is to:

  • Determine what should be the composition of the CCAC's membership to better reflect the Canadian society.
  • Assess the state of the current membership, the benefits of CCAC membership and the members' level of satisfaction and involvement.
  • Establish recruitment criteria and process.
  • Assess the financial impacts of additional members and consult with membership on the possibility of a CCAC membership fee or other forms of financial support.
  • Develop recruitment priorities and plan.

Key Considerations

  • How can the CCAC membership better reflect the Canadian Society?
  • Following the 2014 Corporation Act, the CCAC by-laws were modified to fulfill the Act requirement of one-member-one-vote. As a result, the Humane Canada went from four (4) votes to one, leaving only one vote for animal welfare representative amongst the CCAC membership.
  • During the 2018 AGM, member representatives expressed, as a priority, that 3 to 4 animal welfare organizations should join the CCAC.

Term

Task force members shall be appointed to serve a term no longer than two years. The task force will be disbanded upon the report and action plan being accepted by the Board of Directors. However, the group may remain active for up to an additional six months should the Board request additional information, or to aid the Secretariat during the implementation phase. All task force members are asked if they are willing to continue to provide advice and assistance to the CCAC on an ad hoc basis.

Meetings

The task force shall meet by teleconference throughout the two-year term at the call of the chair and upon availability of members and the CCAC Secretariat support staff.

Membership

The CCAC Membership Task Force shall be comprised of a chairperson and at least four other members with representation from the Board of Directors and member representatives who reflect, to the greatest extent possible, the diversity of the CCAC membership. At least two committee members should be member representatives and at least one committee member should come from the animal welfare community.

Secretariat/Non-voting Members

The Secretariat will provide support and information to the task force. The Executive Director will be the main liaison.

Responsibilities of the Task Force Chair

The chair must be knowledgeable about the CCAC's community and is responsible for the following:

  • chairing all task force teleconferences;
  • establishing consensus among task force members;
  • working with the CCAC Secretariat at each stage in the preparation of the recommendations document; and
  • adhering to the responsibilities of task force members noted below.

Responsibilities of the Task Force Members

Task force members should be committed to ensuring steady progress of the recruitment plan. If unable to meet the proposed commitments, the task force member should communicate this to the CCAC Secretariat; an alternate with similar expertise will be selected.

Most task force work will be conducted by email and teleconferences. Task force members are responsible for responding to requests from the chair or CCAC Secretariat in a timely manner, and for alerting them to any likely delay in response.

Task force members should make every effort to attend teleconferences, so that consensus can be reached efficiently. Task force discussions through in-person meetings (if any), teleconferences, or email are considered confidential.

Task force members will be asked to contribute to the research, discussion, drafting and revision of the recommendations, and should ensure all statements are based on fact and evidence.

While the recommendations are under development, they should be treated as "restricted access", unless it has been approved otherwise. Task force members may discuss the content of these documents with trusted colleagues to obtain their opinion, but should not circulate drafts until officially released for review.

Responsibilities of the CCAC Secretariat

The CCAC Secretariat is responsible for working with the task force to ensure steady progress of the project and final recommendations. This includes arranging teleconferences and recording minutes, drafting and editing the document in line with the decisions of the task force, conducting interviews if needed, compiling feedback, and forwarding the draft proposal at appropriate stages for review/approval by the task force and Board of Directors.

Quorum

The quorum of the task force is a majority of members.

Reporting

The task force will report and submit a recommendations document to the Board of Directors.

Conflict of Interest

Task force members will abide by the CCAC Conflict of Interest Policy, and the CCAC Confidentiality and Non-Disclosure Agreement.

Budget

A budget for 10 teleconferences will be provided. Additional funds can be requested if budget allows.