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Terms of Reference

1. Background

The Chemicals Management Plan (CMP), launched on December 8, 2006, is an important initiative in the Government of Canada's ongoing efforts to assess and manage the potential health and environmental risks from chemicals. The launch of the CMP follows the Government of Canada's systematic categorization of the 23,000 substances on Canada's Domestic Substances List (DSL). Categorization, completed in September 2006, represented a priority setting exercise that involved the identification of substances that should be subject to screening assessments and, by extension, management controls if applicable.

The key goals of the CMP are to significantly strengthen the regime governing existing substances; to integrate government activities across federal statutes (Canadian Environmental Protection Act, Hazardous Products Act, Food & Drugs Act, and Pest Control Products Act); to establish Government accountability, including enhanced monitoring, surveillance, research, and risk communications to Canadians; and to strengthen industry's role in proactively identifying and safely managing risks associated with chemicals they produce and use. The government relies on input from multiple sectors including Aboriginal peoples, academia, environment and health non-government organizations (NGOs), industry, labour, and the general public in order to implement the CMP successfully and achieve the overall goal of protecting health and the environment for all Canadians.

2. Mandate

The Council provides input on the program implementation of the CMP from a stakeholder perspective.  Issues may include risk assessment, risk management, risk communications, monitoring, research, indicators of success, and chemical policy. The focus is on matters subsequent to the process of categorizing the Domestic Substances List, as well as cross-cutting, integrated activities across the CMP. If necessary, the Council may form sub-groups to address topical issues at the request of the Co-Chairs.

3. Purpose

There are two goals of the CMP Stakeholder Advisory Council:

1. For stakeholders to provide advice and input to Government on the implementation of the CMP.
2. To foster dialogue on issues pertaining to the CMP between stakeholders and government, and among different stakeholder groups.

The Council is not a decision-making body.

4. Members^{Footnote *}

The Council will consist of up to 19 members. Each sector will be asked to select their own nominees, with final selection subject to approval by the Co-Chairs. The final list of members will aim to include individuals who encompass the following areas of expertise:

• Aboriginal participants (3)
• Consumer groups (2)
• Environment NGOs (3)
• Health NGOs (3)
• Industry (6, including associations, producers, users/retail)
• Labour (2)

The Co-Chairs and members will serve for three-year terms, which may be extended. In the exceptional event that a member cannot complete the term, either due to resignation or being excused from membership with just cause (for example failure to attend meetings), the Co-Chairs will bear the responsibility of managing these changes.  The Co-Chairs will consider requests for alternate/back up members (such as due to an anticipated absence) on a case by case basis.

5. Conduct of Council Business

The Council will be chaired by Directors General of Environment Canada and Health Canada.

Secretariat support will provided by Health Canada and Environment Canada.

The Co-Chairs will determine the final meeting agenda, and ensure that members receive all meeting materials as far in advance of the meeting as possible, with a guideline of two weeks.

There may be up to three face-to-face meetings a year, with the possibility of teleconference discussions and email exchanges as needed. Meetings may be more frequent, at the call of the Co-Chairs. In setting meeting dates, the Secretariat will make every attempt to accommodate the availability of as many members as possible.  Meetings will be for members only, although summaries will be posted on the web site. Designated alternate representatives will be accepted, subject to approval by the Co-Chairs.

The following guidelines will apply during Council meetings:

• all members of the Council will have equal status during discussions;
• members will be urged to find common ground rather than engage in positional debates;
• divergent views will be acknowledged and included in meeting summaries;
• everyone may participate in the official language of their choice;
• all meeting materials will be provided in both official languages;
• simultaneous interpretation will be provided when needed.

Members will have an opportunity once a year to evaluate the structure, processes, and operations of the Council. In addition, the Secretariat will provide a feedback form at each meeting for members to provide comments.

All meeting materials will be publicly available and all meeting summaries will be posted on the Chemical Substances web site. Summaries will be developed by the Secretariat, identifying views by sector where appropriate, but without individual name attributions. Members will have an opportunity to review and comment on the draft prior to its circulation.

6. Communications

All meeting summaries of CMP Stakeholder Advisory Council Meetings and a list of Members, including short biographical descriptions of each, will be posted on the Chemical Substances Website.

Appendix: Summary of Roles and Responsibilities

Members

Members of the CMP Stakeholder Advisory Council are expected to provide advice and input and to participate constructively in a process intended to foster dialogue among stakeholders and with government representatives. Members may bring issues to the table using the agenda development process and are expected to provide any related materials as far in advance as possible, using a guideline of two weeks lead time. All members are responsible for bringing the outcomes of the Council back to their constituencies or members.

Co-Chairs

The Co-Chairs of the CMP Stakeholder Advisory Council will chair Council meetings and hold ultimate responsibility for conduct of meetings by ensuring that members' concerns are addressed where possible, as well as making informed decisions on membership appointments and renewals. The Co-Chairs issue final approval of meeting summaries.

During Council meetings, the Co-Chairs will ensure that meetings adhere to the principles outlined in the Council Terms of Reference, keep time, maintain speaker lists, foster an environment for members to listen and engage in productive discussions with each other and with departmental representatives, manage conflict if necessary, and steer the meeting towards productive results.

Secretariat

The Secretariat will function as the Council's main point of contact for members. This includes providing secretarial support, planning meetings, arranging logistics, providing feedback mechanisms for members' comments, ensuring that members receive meeting materials as far in advance as possible, coordinating facilitator selection, providing note taker, drafting meeting summaries, and overseeing external communications.