Marine Advisory Committee

Operating Procedures

Southwest New Brunswick Marine Advisory Committee

Purpose of Operating Procedures

The draft Terms of Reference for the Marine Advisory Committee (MAC) sets out a Vision and Purpose for the Committee, defines the Committee Composition and Membership, states the role of the Government Secretariat, puts forward some information on Meetings,Geographic Boundaries, Evaluation of Effectiveness, and Proposed Budget.

These operating procedures expand on the terms of reference and set out how the work of the committee is to be conducted. The Operating Procedures are a living document and may include:

  • Procedures, rules and methods for meetings, records and reporting (e.g., quorum, minutes, annual reports, consensus building and conflict resolution),
  • Procedures and methods for providing advice and recommendations (e.g., letters of advice, briefing notes),
  • Task groups,
  • Public comment,
  • Procedures for addressing conflicts of interest by members,
  • Role of the citizen co-chair,
  • Withdrawal and suspension of members,
  • Core values and guiding principles,
  • A map of the geographic area of interest, and/or
  • Other information and procedures as deemed necessary.

Procedures for Meetings

  1. Quorum: Fifty percent of members plus one will constitute quorum.
  2. Chairing meetings: Meetings will be chaired by one government and one citizen co- chair. The government co-chair will rotate between the Deputy Minister, DAAF and the Regional Director General, DFO. Government members will not chair an agenda item related to their department.
  3. Meeting attendance: Committee members should make every effort to attend meetings in person and will be permitted to participate via conference call only under circumstances “beyond their control.” Members should provide as much notice as possible (48 hours minimum) if unable to attend.
  4. Developing advice and recommendations: The committee will aim to reach consensus to move advice and recommendations forward. If a member is unable to attend the meeting, they may make their comments and opinions known before the meeting (e.g., via e-mail) so that they may be taken into consideration when developing recommendations. Where the committee is unable to reach consensus, they should consider the following in order to reach consensus:

    Allowing more time;
    Seeking additional data and information;
    Convening a small meeting with parties that are in disagreement;
    Asking an independent expert to prepare an analysis of options for consideration;
    Using a neutral external third party (facilitator) to assist with the discussion; or,
    Presenting an analysis with dissenting views on the issue in question.

    If differing views continue, these will be recorded and communicated to government.

  5. For administrative procedures (e.g., selecting a citizen co-chair), the committee will use voting procedures.
  6. In general, meetings will be held from 10 am to 4 pm. Suggested months for meetings are October, January and April.

    Role of the Citizen Co-Chair

  7. As stated in the Terms of Reference, meeting agendas will be established and agreed to collaboratively by the citizen co-chair of the MAC and the co-chairs of the Secretariat. The co-chair will share in the chairing of the MAC meetings. The citizen co-chair is also invited to attend Secretariat meetings.

    Meeting materials

  8. Proposed agenda items should be sent to the Secretariat for consideration.
  9. Relevant meeting information will be circulated before meetings.

    Meeting minutes

  10. Draft minutes will be circulated within two weeks of the meeting. Members will be given two weeks to review and comment on the draft minutes. The Secretariat will then have two weeks to send out the revised minutes. Final approval of minutes will occur at meetings.
  11. All recommendations and advice will be documented in the meeting minutes.
  12. Minutes will be posted to the website.

    Procedures and methods for providing advice and recommendations

  13. The Committee will use a standard format for its advice and recommendations.
  14. Names of committee members will not be associated with the specific recommendations made for any given issue.
  15. The citizen co-chair will sign the document with the committee’s advice and recommendations.
  16. The advice will be posted to the website.

Government's Response to MAC's Advice and Recommendations

    17.    Government is committed to respond in writing on how recommendations put forth by the MAC have been adopted or used.  Where recommendations do not apply to either New Brunswick Agriculture,    Aquaculture and Fisheries or Fisheries and Oceans Canada, the government co-chairs have committed to speaking to their respective provincial and federal counterparts to support follow up.

Geographic Area

   18.    The Advisory Committee will direct its efforts to the existing marine resources planning (MRP) area in the lower Bay of Fundy as described in the “The Preferred Future of the Bay” document (see map below).

Conflict of Interest

19.  Members should declare any real, potential or perceived conflicts of interest related to the items under discussion.


Community Input

The Southwest N.B. Bay of Fundy Marine Advisory Committee encourages and supports all input from members of the community relative to policies or other items from meeting agendas or issues considered to be of significant public concern. Click Here to send us your comments