CISC Administrative Guidelines

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4. Organization

CISC will be composed of a Steering Committee (SC), Working Groups (WGs) and Ad Hoc committees, as set out in Appendix 1 whose mandate and structure shall be defined by the CRTC from time to time.

4.1 Mandates and Responsibilities of the Steering Committee and Working Groups

Stated in broad terms, the mandates are as follows:

  1. The SC shall be the oversight committee. It will be responsible for:
    1. Establishing the mandate of WGs. The SC may delegate to a particular working group any of its functions in relation to the work of that group;
    2. Appointing Chairs of CISC WGs;
    3. Accepting of tasks and assignment of tasks to WGs including the establishment and dissolution of WGs and Ad-Hoc committees to address specific tasks;
    4. Maintaining a log of all tasks and recommending, for CRTC determination, whether the task should be addressed in CISC or through another Public Process;
    5. The overall management of the work on tasks and ensuring that they are completed efficiently (including the prioritization of tasks);
    6. Determining whether there is consensus, dispute or concerns expressed by parties on the tasks undertaken;
    7. Reviewing WG's reports and referring them, where appropriate, to the CRTC;
    8. Approving communications with the Commission and external agencies;
    9. Establishing meeting schedules.
  2. Each Working Group shall be responsible for:
    1. Prioritizing tasks pursuant to SC direction;
    2. Developing task reports for transmission to the SC;
    3. Complying with the principles and procedures of the CISC and conducting its activities within its defined mission and scope;
    4. Reviewing and approving all meeting records and ensuring that they accurately reflect activities, agreements, resolutions and action items which result from its meetings, conference calls or other activities;
    5. Approving reports to the SC on all activities;
    6. Approving memoranda and letters to other WGs and proposing to the SC external liaisons; and
    7. Dealing with tasks with objective of reaching consensus.

4.2 Committee and Working Group Chairs

The CRTC shall appoint the Chair of the Steering Committee. The tenure of the SC Chair shall be determined by the CRTC.

A WG may recommend a person for Chair. The normal term of the Chair tenure is one year. Appointment and reappointment of the chairs of WGs will be determined by a consensus of the members of the SC. If a consensus is not achieved, the Chair of the SC will make the selection.

  1. Responsibilities of the SC chair or delegate include:
    1. Facilitating the adherence to CISC principles and procedures;
    2. Ensuring that WGs adopt procedures that are consistent with those of the CISC;
    3. Presiding over SC meetings;
    4. Establishing SC meeting agendas (usually via conference call) with SC participants;
    5. Calling emergency and Ad-Hoc meetings of the SC.
  2. Responsibilities of WG Chair include:
    1. Establishing and maintaining a WG distribution list;
    2. Circulating each meeting agenda to the WG distribution list;
    3. Presiding at WG meetings;
    4. Timely identification of disputes;
    5. Maintaining meeting minutes;
    6. Assigning file names and numbers to various documents;
    7. Transmitting documents to the CRTC as per Appendix 9;
    8. Providing monthly reports including status reports of tasks, new tasks, etc. as required by the SC; and
    9. Attending SC meetings.

4.3 Committee Membership

Membership of the SC and of the WGs is open to all interested parties.

4.4 Member Responsibilities in All Committees and Working Groups

  1. Responsibilities of members (including the Chair) include:
    1. Being familiar with, and understanding the process and procedures used by CISC;
    2. Ensuring that their coordinates are up-to-date on the distribution lists;
    3. Being cognizant of, and prepared to, address significant issues and helping to identify areas for possible solutions;
    4. Being recognized by the Chair or Designates before speaking;
    5. Being respectful, courteous and professional;
    6. Actively participating in good faith.
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