PSCIOC-PSSDC Secretariat and Co-ordinating Committee “Serving both Councils” Presentation to PSCIOC-PSSDC Joint Councils Meeting, Feb. 10, 2004 in Victoria, BC Helen McDonald, David Primmer and Stephen Douglas

Background to the Secretariat At the February 17, 2003 Joint Councils Meeting in Toronto the PSCIOC and PSSDC acknowledged the importance of working together The Secretariat, as managed by the PSCIOC-PSSDC Coordinating Committee, is the vehicle through which the Councils will develop their joint relationship Record of Decision, Feb 18, 2003 required Joint Councils to: Review mandate and budget of the Joint Secretariat within a year Review mandate of Co-ordinating Committee within a year

The Secretariat’s Role Foster communications Support the Councils and their collaborative work Prepare/organise meetings of PSCIOC, PSSDC and Joint Meetings Manage the financial and administrative affairs of both Councils N.B. The report included in the meeting binder outlines work performed

Year-In-Review: A Results Perspective Foster communications – 20% of work effort The Councils now have: Shared Web Portal for agendas, minutes, documents Action Plans accessible to all members and staff Joint Calendar of meetings and events Distribution Lists that are managed

Year-In-Review: A Results Perspective Support all levels of each Council and their collaborative work – 20% of work effort This year’s collaborative work has benefited from: Action Plan development and progress tracking Helpful brokering of connections Dependable “one-stop” contact point for Councils’ activities

Year-In-Review: A Results Perspective Prepare/organise meetings of PSCIOC, PSSDC and Joint Meetings – 50% of work effort Successful Councils’ Meetings rely on: Meeting agenda and content advice and support Meeting materials available on-line and in advance Host jurisdiction involvement negotiated and supported On-site meeting support services Document preparation support up-to-the minute

Year-In-Review: A Results Perspective Manage financial and administrative affairs of both Councils – 10% of work effort The Councils have sound and transparent financial and admin affairs that include : Simplified invoicing process and budget preparation Tailored support to meet specific jurisdictional requirements Office procedures that provide for: succession planning of Secretariat functions and/or staff archiving of Councils’ history effective linkages with ICCS and IPAC to ensure financial and administrative operations are maintained

The Co-ordinating Committee’s Role: Provides “management board” role for Secretariat – Regular oversight of Secretariat work Maintains close connections with Councils’ Co-chairs Ensures a Joint Council-wide perspective Co-ordinating Committee Members: Lois Bain (PSSDC) Bill Drost (PSCIOC Guy Gordon (PSSDC) Helen McDonald (GoC, Employer) David Primmer (PSCIOC)

Discussion - Feedback from the PSCIOC and PSSDC members Regarding the PSCIOC/PSSDC environment and the roles of the Co-ordinating Committee and Secretariat: Have there been improvements? Are there areas that need more attention? Other comments/observations?

Questions: 1. Should the Secretariat take on specific project management responsibilities for the Councils? 2. Are the present communications strategies adequate? Or are there other strategies that should be considered? 3. Should the logistical and meeting support services of the Secretariat be extended to sub- committees? 4. Is there a role for the Co-ordinating Committee and/or Secretariat to support and foster linkages, with Lac Carling, Crossing Boundaries National Council?

Recommendations: a) Renew the existing Secretariat and Co- ordinating Committee mandates b) Maintain previous year’s level of Secretariat funding Joint Council meeting costs be as cost neutral as possible – i.e. a meeting fee for members may be levied so that incremental meeting costs are minimized for both the host organisation and the Secretariat except where the host jurisdiction or the Secretariat has already agreed to cover the costs (e.g. simultaneous translation costs borne by the Secretariat).