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TC-CCG Steering Committee on Navigational Safety – Québec Region

1. MANDATE To ensure, within the framework of an integrated approach between the Canadian Coast Guard (CCG) and Transport Canada (TC), management of the safety of commercial navigation and recreational boating on the St. Lawrence River and to promote its regular, free flow. To examine the concerns voiced by clients and the public and to direct the work of the Standing Committee on Navigational Safety.1

1.1. Objectives

The objectives of the TC-CCG Steering Committee are: § To channel the departments’ efforts to reduce duplication and ensure consistency

in all projects; § To set up a standing committee on navigational safety; § To approve the work plan of the Standing Committee on Navigational Safety; § To approve the recommendations arising from the work of the Standing

Committee on Navigational Safety; § To ensure liaison with clients and interest groups.

1.2. Chairmanship

The Québec Region Steering Committee is co-chaired by Transport Canada’s Director of Maritime Services and by the Canadian Coast Guard’s Assistant Commissioner.

1.3. Composition

The Steering Committee will be made up of the following permanent members: Fleet Regional Director, Regional Director of Maritime Services, Superintendent of Environmental Response and manager of the Cargoes and Pollution Prevention Division of Transport Canada’s Marine Safety Branch. Experts may be invited, as required, so as to be able to respond to specific needs and issues. However, the number of participants is to be limited so as to ensure that the committee runs smoothly.

1 See Figure 1 – Organization chart of the committees and work groups on navigational safety, p. 7

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2. OPERATION

2.1. Support The Executive Assistant of the Assistant Commissioner provides the Steering Committee with operational support.

2.2. Agenda

§ The agenda is determined by the co-chairs; § The items on the agenda will be founded on the matters and concerns submitted

by: s the members of this committee; s the TC and CCG management committees; s the Standing Committee on Navigational Safety; s the Regional Marine Advisory Council; s the Oil Spill Regional Advisory Council; s interest groups, and s clients.

2.3. Recommendations

§ Operational recommendations will be presented to the competent authorities for

approval. § Recommendations to amend national policies will be consolidated and submitted

to national authorities.

2.4. Registry of decisions and follow-up § The registry of decisions and follow-up will be prepared within 10 days after the

meeting.

2.5. Meetings § The Committee will hold two meetings per year, one in February, prior to the

Regional Marine Advisory Council, during which an annual assessment will be made and the priorities for the Standing Committee on Navigational Safety of the work plan of the next fiscal year established. A second meeting will be held mid-year to ensure follow-up of the work plan and to specify orientations, as required.

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Québec Region Standing Committee on Navigational Safety 1. MANDATE To perform the analyses required by the Steering Committee. To promote joint action, information sharing and the formulation of recommendations in order to promote safe and efficient commercial navigation and recreational boating on the St. Lawrence River. To create, as required, ad hoc working groups.2

1.1. Objectives § To respond to the concerns and questions brought forward by the Steering Committee; § To encourage joint action among stakeholders responsible for navigational safety; § To promote navigational safety and environmental protection; § To document concerns about maritime transport on the St. Lawrence River: s To monitor commercial navigation activities on the St. Lawrence River; s To monitor navigation practices on the St. Lawrence River and elsewhere; s To analyze issues and make recommendations.

§ To present an annual report to the Steering Committee; and § To encourage knowledge upgrading, sharing and transfer.

1.2. Responsibilities § Report to the Steering Committee. § Set up expert work groups composed of representatives of the government,

industry and other organizations as required.

1.3. Chairmanship

The Québec Region Standing Committee on Navigational Safety is co-chaired by the manager of the Cargoes and Pollution Prevention Division of Transport Canada’s Marine Safety Directorate and by the Superintendent - Environmental Response, of the Canadian Coast Guard’s Maritime Services Branch.

1.4. Composition

The Committee will be made up of the following permanent members: the Superintendent of Marine Communications and Traffic Services and the Superintendent of the Canadian Coast Guard’s Regional Operations Centre. Superintendents of the Canadian Coast Guard’s Maritime Services Branch and

2 See Figure 1 – Organization chart of the committees and work groups on navigational safety, p. 7

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managers of Transport Canada’s Marine Safety Branch may be invited, as required, on an annual alternating basis, in order to respond to specific requirements and issues.

2. OPERATION

2.1. Support Operational support of the Standing Committee on Navigational Safety is supplied, on an alternating basis, by the Canadian Coast Guard and by Transport Canada. 2.2. Agenda

§ The agenda is determined by the co-chairs; § The items incorporated into the agenda will be based on the requirements

submitted by the Steering Committee.

2.3. Recommendations

Operational recommendations will be presented to the Steering Committee.

2.4. Registry of decisions and follow-up

The registry of decisions and follow-up will be prepared by one of the co-chairs within 10 days after the meeting.

2.5. Meetings

§ The Standing Committee will hold a meeting in February preceding that of the

Steering Committee in order to complete the annual report. § Subsequent meetings will be organized to establish a work plan in response to the

orientations established by the Steering Committee and ensure monitoring of the work plan and of the work groups’ work.

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Work Groups of the Québec Region Standing Committee on

Navigational Safety

1. MANDATE To analyze the issues associated with a particular concern entrusted to it by the Standing Committee and to suggest strategies and mitigation measures adapted to the realities of the Québec Region and that take into account respect for human life, property and the environment.3

2. SCOPE The purpose of the working group is not to challenge the existing legislation but rather to analyze and develop a better understand ing of the impacts of a specific problem.

3. TIME FRAME The time frame of the work plan will be established by the Standing Committee in accordance with the scope of the task.

4. COMPOSITION q The work group is made up of members having the technical competencies needed

or comprehensive knowledge of a specific field of activity.

q The composition of the work group must be balanced in order to ensure expert representation of the different fields pertinent to the issues being reviewed.

q To ensure that the work group is as efficient as possible, no observers will be admitted.

5. LEADER Each work group is coordinated by a leader designated by the Standing Committee, which will support the work group in attaining its objectives.

6. FREQUENCY OF MEETINGS The work group must establish a tentative meeting schedule. A number of meetings may be needed to fully address a topic of discussion. The group may be dissolved by the Standing Committee once its objectives have been reached and its findings presented and approved.

3 See Figure 1 – Organization chart of the committees and work groups on navigational safety, p. 7

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7. DOCUMENTATION Each work group must document the problems and proposed mitigation measures, as well as prepare a report and make a presentation to the Standing Committee.

8. AGENDA The work group leader must establish the agenda for each meeting. The items brought to the agenda must be relevant to the work group’s mandate.

9. DECISION MAKING The work group does not play a decision-making role. If disputes arise, the group leader must make note of them and report them to the Standing Committee.

10. RESPONSIBILITIES

10.1. Role of the work group leader q Coordinate the group’s work; q Prepare the agenda and organize meetings; q Preside over meetings ; q Ensure that the work group attains its objectives; q Ensure that the comments and opinions of all work group members are taken

into consideration; q Record actions in writing and ensure follow-up of them; q Present a report of the proposed mitigation measures and strategies; q Present the findings to the Standing Committee.

10.2. Role of the members q Represent their organizations; q Be informed and collect material before attending meetings; q Account for their respective meeting-related expenditures; q Carry out the tasks delegated during meetings ; q Be proactive and ensure that the principal issues are debated; q Make every effort to attend the meetings. While it is preferable that the duly

appointed members attend, a substitute member can be appointed by the organization.

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FIGURE 1 – ORGANIZATIONAL CHART OF THE COMMITTEES AND WORK GROUPS ON NAVIGATIONAL SAFETY

Traduction: National policies Steering Committee on Regional Marine Advisory and programs Navigational Safety Council Maritime community Government organizations Non-governmental organizations Citizens Marine operations Standing Committee on stakeholders Navigational Safety Work Group Work Group Work Group made up of internal made up of internal and made up of internal and and external experts external experts external experts