Charter and By-Laws

Adopted on: December 16, 2010

Charter

1. National Managers’ Community

The National Managers’ Community (NMC), founded in 2000, is a grassroots, horizontal, national network of federal public service managers spanning all departments and agencies from sea to sea to sea.

2. Vision

The NMC is recognized as a vibrant, influential and well-connected community that inspires managers and gives them a voice.

3. Mission Statement

The NMC represents supports and promotes the needs, interests, and aspirations of all federal public service managers in their role of achieving public service objectives.

4. Key Leadership Competencies

The National Managers’ Community embraces the key leadership competencies as outlined in the Key Leadership Competencies Profile published by the Treasury Board Secretariat.

  • Values and Ethics – Serving through Integrity and Respect
  • Strategic Thinking – Innovating through Analysis and Ideas
  • Engagement – Mobilizing People, Organizations, Partners
  • Management Excellence – Delivering through Action Management, People Management, Financial Management

5. Definition of a Manager

The Treasury Board Secretariat defines a public service manager as an employee who forms part of a management team and is accountable for exercising delegated authority over human and financial resources to accomplish the objectives of the organization in the Public Service of Canada.

The NMC includes managers who meet this definition as well as those without accountability for exercising delegated authority. The NMC also welcomes public servants who aspire to be managers.

6. Governance

The Governing Council is the NMC’s decision-making body. The NMC takes advice from its Champion, the ADM Advisory Board and its key partners. The NMC has a Secretariat located in Ottawa, hosted by the Treasury Board Secretariat, with staff located in the regions. The NMC’s Regional Coordinator and the Secretariat work together to implement the strategic priorities of the NMC and to support the regional steering committees.

The NMC New Brunswick Steering Committee is the NB region’s decision-making body for activities and events in NB, and is made up of representatives from departments and agencies located in the region.

By-Laws

Article 1.0 National Managers’ Community

The National Managers’ Community (NMC), founded in 2000, is a grassroots, horizontal, national network of federal public service managers spanning all departments and agencies from sea to sea to sea.

Article 2.0 NMC New Brunswick Steering Committee

The NMC is made up of regional steering committees, and includes the NB Steering Committee, which:

  • Support both national and regional activities of the NMC, which can involve all departments, agencies and occupational groups;
  • Strike a Regional Committee that includes departmental representatives as well as key partners such as the Federal Council and the Canada School of Public Service (CSPS) and adopts governance procedures to ensure the effective delivery of the annual work plan;
  • The NMC NB Steering Committee is supported by a Regional Coordinator.

Article 3.0 NMC NB Steering Committee

3.1 Purpose

The NB Steering Committee is the NMC decision–making body for the Province of NB. The NMC takes advice from its key partners. The NMC NB’s Regional Coordinator and the NMC Secretariat work together to implement the strategic priorities of the NMC.

3.2 Members

Members

Members of the Steering Committee are federal public service managers, nominated by their home department and normally serve a term of three years which can be reviewed at the discretion of their nominating department.

Normally there is one representative per department or agency; however exceptions can be made, for example ACOA Head Office, ACOA NB-Regional Office, PWGSC-NB and PWGSC (PSPC). The NMC encourages departments to seek out participants to this committee which is representative of the Canadian population.

Voting members

In cases where a vote is required, voting members include:

  • One representative only from each member department or agency
  • The Steering Committee Chair (in the case of a tie)

Items requiring a vote are referred to the following meeting to provide enough advance notice of the vote.

The regional coordinator does not vote.

Ex-officio members

  • NMC Champion
  • Representative from the Youth Network
  • Representative from Federal Council

Ex-officio members also normally serve a term of three years which can be reviewed at the discretion of their home department.

3.3 Alternates

In the event that a Steering Committee member cannot attend an NMC NB Steering Committee meeting or participate in a conference call, an alternate may be appointed and can exercise the departmental vote if required. The name of alternates attending meetings/calls must be provided to the Regional Coordinator prior to the meeting/call.

3.4 Election of Voting Members

The Chair is elected in the region by a simple majority of its Steering Committee members. The Regional Coordinator for NB sends out a notice to all Steering Committee members asking for nominations. The Regional Coordinator, in consultation with the Chair, advises all Steering Committee members of an upcoming election, and of the date and location of the election. The current Chair facilitates the election of a new Chair.

The NMC NB Chair also serves as the NMC Governing Council member (National Representative for New Brunswick). A documented record of selection is made and notification given to the Secretariat. The Chair serves for a period of two years, with the possibility of an additional one-year extension to facilitate knowledge-transfer.

To be elected Chair, an individual should have served on the Steering Committee as a voting member in good standing for a minimum of one year.

The Vice-Chair is elected by the Steering Committee to perform the duties of the Chair when the Chair is unable to perform his or her duties. In the event that the Chair leaves office prematurely, the Vice Chair takes over until a new Chair can be elected. Any voting member of the Steering Committee member may be elected as Vice Chair.

Timing of Elections – The Chair and Vice Chair are elected in February/March with accountability beginning immediately.

3.5 Frequency of Meetings

The Steering Committee meetings will meet at minimum quarterly including an annual strategic planning session, as well as conferences calls, at the call of the Chair. Special meetings can be called as appropriate.

3.6 Agenda

A call for proposed agenda items is sent by the Regional Coordinator to Steering Committee members at least two weeks in advance of a meeting. The agenda is then prepared by the Regional Coordinator in consultation with the Chair and sent out in advance of the meeting.

3.7 Quorum

In order to constitute an official meeting, a Quorum is required. Quorum is 50% +1 of the Voting Members

3.8 Voting

A Quorum is required and decisions are taken by a simple majority. Each voting member has one vote. Voting by alternate is permitted.

3.9 Minutes

Minutes are prepared and sent for translation by the Regional Coordinator and sent to all Steering Committee members within two weeks of a meeting. The minutes are approved at the following Steering Committee meeting.

3.10 Duties

The Steering Committee:

  • Provides input to the annual strategic plan and the annual business plan;
  • Communicates/disseminates NMC information within their home department.
  • Approves the annual report on NMC Business Plan activities;

The Chair

  • Participates in the selection of a Regional Coordinator, prescribes the duties of and provides direction to the Regional Coordinator, and participates annually in setting and evaluating performance objectives for the Regional Coordinator;
  • The Chair, in consultation with the Vice-Chair, approves the work plan to ensure it reflects the input of the Steering Committee, which includes the proposed budget for the region.

3.11 Code of Conduct for Steering Committee members

  • Attend or send a replacement to all meetings;
  • Be respectful of others;
  • Be prepared for meetings; read all material;
  • Consult with the community;
  • Respect and abide by Steering Committee decisions;
  • Respect members’ right to communicate in their language of choice.

3.12 Bilingual Meetings

In keeping with the spirit of the bilingual nature of the Province of NB, and our responsibility to support the Official Languages Act, the NMC will support an environment conducive to the use of English and French.

Members are asked to participate and speak in the language of their choice. The Chair and Regional Coordinator will make every effort to ensure that materials are sent in both official languages; provide on-going summaries if needed and alternate between English and French throughout the meeting; invite participants to ask for clarification when needed; ask for feedback on how the bilingual meeting went.

3.13 Conflict Resolution

If a conflict arises or a Steering Committee member fails to follow the Code of Conduct, the Regional Coordinator will first address the conduct directly with the member. If the situation continues, the Chair makes every effort to resolve the situation, including discussing it with the member’s department. A member may be replaced; however, prior to replacement, a motion must be put forward and approved by the Steering Committee. The resulting decision is sent to the member and the member’s department.

3.14 Committees

The Steering Committee, at its discretion, may create committees for the purpose of undertaking specific tasks or operations, for example Bi-Law committee, Forum committee etc.

The Steering Committee provides direction to such committees concerning its expectations. Committees draft their terms of reference for approval by the Steering Committee. The Steering Committee periodically reviews each committee’s progress in accordance with its terms of reference.

3.15 Reporting Relationships

Regional Coordinator

  • Takes direction functionally from the NMC Executive Director on national activities and from the Chair of the NB Steering Committee on regional activities;
  • Has a line reporting relationship with the designated officer in the regional host department;
  • The Regional Coordinator’s role with respect to Federal Council is limited to NMC partnerships with the NB Federal Council.

3.16 Performance Appraisals

The Chair prepares the performance appraisal of the Regional Coordinator with respect to performance related to regional activities; the Executive Director of the NMC prepares the performance appraisal on performance relating to national activities. The performance appraisal is then discussed with the Regional Coordinator and presented to the host department. In the event of performance issues with the Regional Coordinator that might lead to an intervention, the Chair consults with the Steering Committee as to the appropriate action to be taken and follows up with the line manager.

Article 4.0 Roles & Responsibilities

Chair of the Steering Committee

The role of the Chair is to ensure the integrity of the Charter and By‑Laws and to:

  • Chair all Steering Committee meetings;
  • Approve the agenda for meetings of the Steering Committee;
  • Plan the conduct and timing of Steering Committee meetings, in conjunction with the Regional Coordinator;
  • Ensure that the Steering Committee is well-informed and that it has the information and opportunity necessary to come to decisions on matters within its mandate;
  • Act as the Steering Committee’s key liaison and spokesperson with the national Chair of the NMC, with its regional Champion, and Federal Council;
  • Act as spokesperson for the NMC as required, or designate someone to act on their behalf;
  • Maintains a close working relationship with the Regional Coordinator;
  • Be responsible for forming and maintaining a Regional Steering committee, in conjunction with the Regional Coordinator;
  • Takes a lead on hiring/replacing the Regional Coordinator, as needed;
  • Communicate NMC programs and activities at the regional level in conjunction with the Regional Coordinator;
  • Acts as primary liaison with the Regional Coordinator on matters related to operations.
  • Participate in/lead working committees;
  • Accept roles and responsibilities associated with the preceding duties.

Vice Chair of the Steering Committee

The Vice Chair is elected by the Steering Committee to perform the duties of the Chair when the Chair is unable to perform his or her duties. In the event that the Chair leaves office prematurely, the Vice Chair takes over until a new Chair can be elected.

Champion

The role of the NMC-NB Champion, is to:

  • Advocate on behalf of issues of importance to the Managers' Community;
  • Raise awareness of managers' capabilities and effectiveness, which can contribute directly to the resolution of broader public service issues affecting public service management and leadership;
  • Visibly engage in key regional forums that involve managers as well as senior federal representatives
  • Offer strategic advice and recommendations to the Steering Committee on advancing the interests of Federal Public Service managers in New Brunswick.

Steering Committee Members

  • Represent theviews of their respective departments based on consultations with their Managers’ Network/Committee;
  • Implement Steering Committee decisions in their department;
  • Share NMC business information with their departmental Committee and managers;
  • Attend Steering Committee meetings and the bi-annual Managers’ Professional Development Forum;
  • Assist with the bi-annual forum.

Regional Coordinator

Regional Coordinators have four main tasks:

  • Coordinate and support development of the annual work plan, which includes regional and national activities;
  • Deliver the annual work plan to the region;
  • Report on the annual work plan;
  • Support the annual Managers’ Professional Development Forum.

A detailed work description for Regional Coordinators can be found in Annex A.

Article 5.0 Key Partners

Partnerships are important to ensuring that goals and objectives of the NMC can be met. They are defined as departments, agencies and committees who share a common interest or participate in achieving common goals. The NMC has no formal reporting relationships with partners.

Key partners include, but are not limited to the following:

  • Federal Council
  • Canada School of Public Service
  • Treasury Board Secretariat
  • Public Service Commission
  • Individual departments and agencies
  • Other networks and communities
  • Other levels of government

Article 6.0 Business Planning and Reporting

6.1 Strategic Plan

  • The Steering Committee is responsible for maintaining an up-to-date strategic plan in order to ensure that NMC programs and priorities continue to be relevant to managers and enable the NMC to support government priorities. Outcomes from meetings are used to update the strategic plan.

6.2 Annual Work Plan

  • Following the National NMC strategic plan update, the Executive Director issues a call for annual work plan submissions through Governing Council Members and Regional Coordinators. Submissions are based on a template that outlines the priorities identified at the strategic planning meeting. Notional funding allocations are provided by the Executive Director;
  • Regional Coordinators work with the Chair and the Steering Committee to prepare a submission that identifies deliverables for each priority;
  • Regional Coordinators provide the regional submissions to the Executive Director;
  • The Executive Director rolls submissions into a proposed national work plan;
  • The national work plan is submitted to the Governing Council for initial review and comments by the end of February;
  • The Governing Council meets for final review and approval of the national work plan;
  • The Governing Council also meets in March with the ADM Advisory Board to outline and discuss the key priorities of the annual work plan to ensure consistency with departmental activities;
  • Once the annual work plan is approved, MOUs are prepared and the approved annual work plan is disseminated to Governing Council Members and Regional Coordinators via the Executive Director.

6.3 Monitoring and Reporting

  • The Regional Coordinator is responsible for monitoring the annual work plan and budget, and providing an update to the Steering Committee;
  • The Regional Coordinator is responsible for complying with TBS reporting requirements.
  • Reviews of the budget and funding allocations are conducted as required

6.4 Annual Report

  • The annual report describes the actual programs and expenditures that have occurred during the fiscal year;

The regional annual reports are completed and submitted to the Chair and to the Steering Committee by the end of June.

  • The Regional Coordinator completes a gap analysis between the planned and delivered activities.
  • The Regional Coordinator circulates the annual report to key partners and posts on the NMC Web site.

Article 7.0 Amendments

The NMC NB by-laws will be reviewed at least every two years by the NMC-NB By-law committee. Recommendations from this committee will be brought to a NMC NB Steering Committee quarterly meeting and the by-laws may be amended through a motion made and approved by the committee