Federal/Provincial/Territorial Advisory Committee on AIDS

2006 - 2009 Strategic Plan

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Appendix B: F/P/T AIDS 2006-2009 Terms of Reference

F/P/T AIDS is a liaison committee with in the Public Health Network. F/P/T AIDS facilitates strong federal/provindal/territorial intergovernmental collaboration in addressing a pan-Canadian approach to HIV/AIDS inCanada, while respecting jurisdictional responsibilities/ activities.

Mandate

• F/P/T AIDS provides public health policy and programmatic advice on issues and priority initiatives related to HN /AIDS in Canada.
• F/P/T AIDS promotes timely, effective and efficient inter-governmental and inter-jurisdictional collaboration on the prevention and control ofHIV/AIDS in Canada.
• F/P/T AIDS promotes the generation of knowledge and its application in developing evidence-based responses to HN /AIDS in Canada.

Strategic Plan and Operational Plan

Given the evolution of the epidemic and the governmental context, F/P/T will review its Strategic Plan every three years to re-affinn the mission and mandate and adapt the strategic directions to the current context.

F/P/T AIDS will implement the Strategic Plan by developing an 18-month work plan, which will implement the strategic directions and identify clear outputs and deliverables. The activities in the work plan will be prioritized based on the criteria identified in Appendix B.I

Membership

One voting member, a senior policy or program official from the provincial/territorial department of health as selected by the Deputy Minister of Health of that jurisdiction will represent each provincial/territorial government.

The federal government-voting member will be a senior federal government representative selected by the Deputy Chief Public Health Officer (DCPHO) of the Infectious Diseases and Emergency Preparedness Branch (IDEP) of the Public Health Agency of Canada, the DCPHO lead of the Federal Initiative to Address HN/AIDS in Canada. The DCPHO of IDEP will be available to provide guidance to F/P/T AIDS on major policy issues and will be invited to attend one meeting annually.

Four non-voting representatives who will bring expertise in policy, programming, epidemiology, surveillance, aboriginal issues, and correctional issues will also represent the federal government:

• Director of the HN/AIDS Policy, Coordination and Programs Division (Public Health Agency of Canada);
• Director, Surveillance and Risk Assessment Division (Public Health Agency of Canada.
• An official of the First Nations and Inuit Health Branch (Health Canada); and,
• An official of Correctional Service Canada.
• An official of Citizenship and hnmigration Canada.

Chairpersons

The federal voting member will act as the federal co-chairperson. Provincia/territorial members will nominate a PIT co-chairperson by a closed vote:

• The tenn of the PIT co-chairperson will be reviewed every two years.
• In the event that the current PIT co-chairperson intends to be considered for continuation, a motion is put forward and seconded, followed by a closed vote. If the incumbent has the support of the majority of PIT members, he/she will continue as PIT co-chairperson. If the incumbent does not receive the support of the majority of PIT members, the floor will be opened for nominations.

Each co-chairperson will have a back-up co-chairperson, who will serve as an alternate in the event that the lead co-chairperson is not available for a meeting, teleconference or other event. ProvinciaVterritorial members will nominate an alternate PIT co-chairperson. The PIT co-chairperson alternate will be reviewed every two years.

Governance

Meetings and Teleconferences

F/P/T AIDS will conduct its work through monthly teleconferences, three face-to-face meetings per year, and ongoing communication among members in between regularly scheduled teleconferences and meetings (e.g. e-mail, teleconferences). A quorum of 50% of the members will be required for all decisions made during teleconferences and meetings of the full committee.

Working Groups

Working groups will be established as necessary to undertake work required ofF/P/T AIDS. Working Groups report to the full Committee. Tenns of reference and a schedule of teleconferences and meetings will be established by each working group. Working groups should be time limited, chaired by a member ofF/P/T AIDS, include representation from relevant affected communities, non-governmental partners andgovernmentalpartners,fromdepartmentsotherthanhealthwherepossible,andreportto F/P/T AIDS.

A quorum of 50% of the members will be required for all decisions made during teleconferences and meetings of the working groups.

Linkages

F/P/T AIDS will,on an as-needed basis,liaise with other bodies that provide infon nation relevant to the development of policy advice and with other mechanisms/forums addressing health issues that have similar risk factors and health detenninants to those associated with RN IAIDS. Linkages will be defined in the operational plan and prioritized based on the criteria identified in Appendix B.l.

F/P/T AIDS will participate in major policy development, direction setting, work planning, and other multi-sectoral and inter-governmental initiatives of the Federal Initiative to Address RN/AIDS in Canada (FI). Non-governmental stakeholders will routinely be invited to present at F/P/T AIDS meetings and to participate as full members of working groups to build increased understanding, feedback, and linkages between sectors. This is particularly relevant with respect to stakeholders with expertise in areas such as aboriginal issues, ethno cultural issues, alcohol and other drugs, poverty, and housing.

Decision Making Process

Decisions are supported by committee members within their level of authority, then, if required, taken back to their jurisdiction for consideration.

F/P/T AIDS and its working groups will make decisions by consensus. Consensus means that all members reach agreement. Consensus does not necessarily require that each member is fully satisfied with the decision that has been reached: rather, it means that no one is fundamentally opposed and that each member can live with the decision, despite clearly identified differences of opinion.

If consensus cannot be reached after a reasonable period of discussion, the differing views pertaining to an issuelrecommendation will be clearly and fairly recorded in the teleconference or meeting minutes.

• In the absence of consensus, members may make the decision to carry discussion over to the next teleconference or meeting. If consensus still cannot be reached following the second discussion, a decision shall be reached through a vote. Each province, territory, and the federal government shall have one vote. The majority opinion will prevail. The differing views will be clearly and fairly recorded in the teleconference or meeting minutes.
• In the event that a motion is brought to a vote and results in a tie, the default will be to not proceed with the motion, but to refer the issue back to the appropriate working group to gather more information, or solicit additional perspectives to bring back to the full committee. This process will continue until such time as a vote does not result in a tie or the majority of members agree to put the issue to rest.
• In the case of major or contentious issues (e.g., elections of PIT co-chairperson), where neither an F/P/T AIDS member, nor his/her designate is present, the vote will be deferred until such time as the position of each jurisdiction can be canvassed and factored into the vote. In the event that a decision that has been deferred cannot wait for the next teleconference or meeting due to urgent circumstances that arise, the co-chairpersons shall make the decision. The co-chairpersons at the next meeting or teleconference must then explain the urgent circumstances, the decision, and the rationale.

Resources

Budget

As a liaison committee of the Public Health Network, F/P/T AIDS is funded by the Public Health Agency of Canada. For full F/P/T AIDS teleconferences and meetings, the expenses will be covered by the Public Health Agency of Canada as follows:

• Meeting room, translation, interpretation, hospitality, and teleconference costs.
• Transportation for all members of the Committee.
• Hotel and meals for provincial! territorial representatives.
• Hotel and meals for federal government representatives.

Secretariat

The HIV/AIDS Policy, Coordination and Programs Division, Public Health Agency of Canada will provide secretariat and strategic policy support to the F/P/T AIDS. This support includes the followingactivities:

• Providing strategic support to the co-chairs and the Committee by preparing, as requested, briefing notes, speaking notes, and presentations;
• Facilitating communication among and between members and sub-committees;
• Providing regular financial and administrative reports;
• Developing work plans;
• Undertaking and disseminating information/research as directed;
• Managing correspondence processes as directed;
• Managing publications and communications processes as directed;
• Administering contracts as directed;
• Preparing the annual reports as directed;
• Preparing and coordinating meetings and teleconferences which includes: working with co-chairs to develop the agenda; assembling meeting binders; inviting guests; managing the logistics; arranging travel and accommodation for participants; preparing and distributing minutes for meetings and teleconferences; following-up on decisions taken during meetings and teleconferences; and processing travel expenditure payments for the members and, if eligible, the honoraria; and,
• Liaising with the Public Health Network Council (PHN) Secretariat and identified stakeholders.

Appendix BI: Criteria for Setting Priorities and Developing Linkages

To ensure the most efficient use of its time and resources, F/P/T AIDS has developed the following criteriatoidentifywhichHN/AIDS issuesitwillfocuson,bothinitslong -termstrategicplanningand its short-term consideration of emerging issues. The criteria reflect the values and principles that will continue to guide the work ofF/P/T AIDS.

It is recognized that for different projects, each of the criteria may be rated differently.

• Urgency / Importance
  • Is this an issue requiring immediate attention?
• Burden of Illness
  • Will this issue contribute to a major or significant impact on new or emergingHN infections or the care of those infected?
• Determinants of Health Lens
  • Will this activity inform or facilitate the development of policy that addresses one or more of the determinants of health.
  • What are the external linkages / partnerships needed to address this issue comprehensively?
• Public / Stakeholder Perception
  • Is this issue perceived to be important by the public or key stakeholders?
• Evidence
  • Is there research or data available pertaining to the issue or is there a need to investigate further?
• Historical Effectiveness
  • Have previous interventions been effective?
• Risk
  • What are the risks if this issue is not addressed?
• Mandate
  • Is this within the mission and mandate ofF/P/T AIDS?
• Pan-Canadian Implications
  • Is this an issue that all (or a significant portion) of jurisdictions need to address?
• External Factors
  • Is anyoneelse dealing with this issue?
• Resources
  • Are the financial and human resources available or obtainable?
• Outcomes
  • Will the outcomes be concrete and measurable?

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