Terms Of Reference

Canadian Food Inspection Agency (CFIA)
Expert Advisory Committee (EAC)

1.0 Purpose

The Canadian Food Inspection Agency (CFIA) is Canada's largest regulatory agency and is responsible for safeguarding Canada's food, animals and plants. The CFIA's mandate is to protect Canadians from preventable health risks, protect consumers through a fair and effective food, animal and plant regulatory regime that supports competitive domestic and international markets, sustain the plant and animal resource base and contribute to the security of Canada's food supply and agricultural resource base.

The CFIA can benefit from informed and objective advice to help it further its mandate, in the face of a changing and increasingly complex operating environment.

2.0 Mandate of the Expert Advisory Committee (EAC)

The mandate of the EAC is to provide the CFIA with objective professional and technical advice on key issues related to its three business lines: food, animal health and plant health.

The following is a list of possible areas where the EAC could be engaged:

  • linking into academic and scientific research
  • commenting on proposals for policy changes
  • commenting on policy and program frameworks
  • commenting on the CFIA's priorities and risk management strategies
  • understanding industry and international trends and developments
  • providing advice on selected issues as requested by the CFIA

3.0 Reporting Structure/Governance

The EAC will report to the CFIA through the executive vice-president of the CFIA, who will be the chair of the EAC. The EAC will be supported by a secretariat that is housed within the CFIA.

4. Membership

EAC members will be recruited at the senior level from the public and private sectors, including representation from other federal government departments such as Agriculture and Agri-Food Canada, Health Canada, and the Public Health Agency of Canada.

4.1 Membership Considerations

The EAC shall be composed of 12 to 15 members. Meeting participants may be periodically adjusted by the chair, to ensure an appropriate representation of expertise and experience based on the agenda. Membership of the EAC may include individuals with expertise in the following areas:

  • plant health
  • animal health
  • food safety
  • risk management
  • public and/or environmental health
  • international trade

Three members of the EAC will be CFIA officials who each have expertise in one of the CFIA's business lines.

4.2 Affiliations and Interests

To be considered for appointment to the committee, potential (private sector) members of the EAC will be required to complete and return the "Affiliations and Interests Declaration Form" for advisory body members. It is incumbent upon members to update their declaration in writing, if their personal situation changes. The CFIA will review declarations before appointments and on an ongoing basis as updates occur.

4.3 Conflict of Interest

Members will perform their duties and arrange their affairs in such a manner that public confidence and the integrity, objectivity, and impartiality of the committee are preserved.

Committee members will be expected to observe the Ethical Guidelines for Public Office Holders and Guidelines for Political Activities of Public Office Holders.

Any conflict of interest shall be reported in writing to the chair, who will require the secretariat to keep them in a registry.

Committee members shall withdraw from any discussion which would put them in a conflictual situation.

4.4 Confidentiality

Any privileged information divulged or obtained during meetings, or provided in support of such meetings, including privileged information obtained from committees established by the CFIA or during meetings with the CFIA management,

  • shall be protected and maintained as confidential and,
  • without limiting the generality of the foregoing, shall not be discussed in media interviews, external meetings or other public fora until such time as this information has been officially released by the Minister for public use.

Every member must sign a confidentiality agreement before becoming a member of the EAC. The agreement prohibits disclosing any confidential information received through participation in the EAC, including information received verbally or in writing.

Members must obtain a secret-level security clearance before their appointment to the committee or be in the process of obtaining such a clearance.

4.5 Tenure

Members are appointed for a term of up to three (3) years. The term of appointment of any member may be renewed to a maximum duration of six (6) years. Renewal will be considered at the end of a member's term with input from the chair, and with concurrence from the CFIA's Senior Management Committee (SMC).

The EAC secretariat, in consultation with the chair, will be responsible for scheduling that results in continuity and systematic rotation of membership.

4.6 Process of Resignation

Members will provide fourteen (14) days notice of their intent to resign. The resignation must be in writing and be addressed to the chair. The letter should state the effective date of resignation.

4.7 Reasons for Termination

A member's failure to act according to these Terms of Reference may give cause for termination. If this is the case, the chair will advise the member in writing, stating the reason for termination and the effective date.

4.8 Travel and Expenses

Members shall be reimbursed for expenses incurred while performing EAC duties, such as travel and accommodations, in accordance with the National Joint Council's Travel Directive.

5. Roles and Responsibilities

5.1 Role of the chair

The chair is responsible for the following:

  • overseeing the execution of the EAC and chairing meetings,
  • appointing members to the EAC,
  • determining the work and agenda for EAC discussions,
  • receiving the advice from the EAC, and
  • reporting back to the EAC regarding the actions taken based on their advice.

5.2 Role of the members

Members of the EAC shall do the following:

  • provide objective advice to the EAC chair
  • be available and prepared to fully participate in meetings
  • notify the EAC secretariat and the chair of any changes in the status of their affiliations and interests relevant to the mandate of the EAC

5.3 Role of the secretariat

The EAC secretariat shall be housed in the CFIA is responsible for the following:

  • coordinating the preparation of information for the EAC meetings, including agendas, minutes, summary of proceedings and reports;
  • coordinating meeting logistics (including travel);
  • providing strategic advice and support to the chair; and
  • provide guidance on issues raised by the EAC and future agenda items.

6. Management and Administration

6.1 Meeting Agendas

The chair determines the agenda for EAC discussions

6.2 Meeting Notices, Frequency and Invitations

All meetings will be held at the call of the chair. Meetings will be held two times per year. Additional meetings and/or teleconferences may be held on an as-needed basis at the discretion of the chair. Meeting attendance is by invitation only from the EAC secretariat.

6.3 Deliberations and Reports

Advice from the EAC is provided to the chair. The EAC is encouraged to reach a consensus in providing advice, whenever possible. Where consensus is not possible, the correspondence will reflect the diversity of opinions without personal attribution. The EAC will not meet unless a quorum is present. The quorum is determined to be one half of the members, plus one, and must include the chair.

In order to foster open and frank discussions, EAC deliberations will be held in private. A Summary of Advice will be kept and will be made available upon request, consistent with the Government of Canada's policies and legislation with respect to Cabinet and Government confidences, and access to information and privacy.

6.4 Review

The chair will annually review the mandate, activities, and terms of reference of the EAC to ensure that they continue to meet ongoing needs. Recommendations for improvement will be considered on an ongoing basis.

The chair, on behalf of the CFIA, and after consultation with SMC, may dissolve the EAC. If this action is taken, the chair must provide three months' written notice to EAC members with the effective date of the dissolution of the EAC.