The Veterans Ombudsman’s Strategic Council

Terms of Reference

Origin

Order In Council #P.C. 2007-530, dated October 15, 2007, which established the Office of the Veterans Ombudsman (OVO) made provision for the Advisory Committee. In addition, the Office Charter makes reference to the establishment of a Strategic Council to serve the Veterans Ombudsman in a number of capacities.

Why does the Veterans Ombudsman need a Strategic Council?

The Advisory Committee has been in existence since early 2008 and provides advice and guidance from the stakeholder community to the Office in the achievement of its mandate. It also helps shape the Veterans Ombudsman’s agenda and the focus of the short-term operations of the Office. The Advisory Committee is chaired by an individual other than the Veterans Ombudsman and has its own Terms of Reference and established Membership. The Advisory Committee reflects the Veterans’ community demographics and its Membership is based on community representation.

The Strategic Council is primarily an information forum whose raison d'être is to permit Members to share with the Veterans Ombudsman the key priorities, current issues and challenges being pursued by each of the associations they represent. The Strategic Council deliberations are also important communications vehicles to ensure that the Office is not operating at cross purposes or conflicting positions with the respective agenda of the associations represented on the Council. The Strategic Council provides an opportunity for the Veterans Ombudsman to hear directly from approximately 11 recognized, bonafide Canadian Veterans associations to which Membership has been extended. The Council is not intended to be a consensus-seeking or decision-making forum as it concerns OVO operations. At appropriate intervals, the Veterans Ombudsman will also invite prominent and influential Canadians who contribute to positive societal outcomes in the Canadian context to join the Strategic Council.

Strategic Council Mandate:

share, promote and delineate the respective forward agenda and priorities of the associations represented
understand the position and perspectives of the Veterans Ombudsman vis à vis current affairs affecting stakeholders and the impacts this may have on associations represented on Council.
participate in & stimulate dialogue to raise awareness of all stakeholder issues.
promote the well being of Canadian Veterans through the dedicated work of associations represented on Council
contribute to the positive outcomes of the Office of the Veterans Ombudsman.

Structure:

RCMP Veterans Association
Royal Canadian Legion
National Council of Veterans Associations in Canada
Gulf War Veterans Association of Canada
Canadian Peacekeeping Veterans Association
Canadian Association of Veterans in United Nations Peacekeeping
The Army, Navy and Air Forces Veterans in Canada
Korean Veterans Association of Canada
Seriously Disabled Veterans Committee
Canadian Merchant Navy Veterans Association
National Aboriginal Veterans Association
NATO Veterans Organization of Canada
UN/NATO Veterans Organization of Canada

Member organizations will be represented by one Member and one observer, if so desired. The Office of the Veterans Ombudsman will reimburse travel costs for the Member only and the observer's costs will be born by the association he/she represents. Members will be appointed for a two-year term. It is expected that Members will attend all meetings, unless exceptional circumstances prevent it. An alternate designate may attend in this circumstance.

At the end of the two-year term, Members may be re-appointed by the Chair for a further two-year period. A Member may withdraw from the Council upon notification to the Director, Strategic Liaison and Executive Support, OVO. The Veterans Ombudsman may terminate Membership at any time and the Director, Strategic Liaison & Executive Support will provide written notification to the Member.

The Council will be chaired by the Veterans Ombudsman and will also include senior officials from the Office of the Veterans Ombudsman, including but not limited to the Director General, Operations; and the Director, Strategic Liaison and Executive Support. The Chair of the Veterans Ombudsman Advisory Committee will be a standing Member of the Council. The OVO will provide the secretarial function for the Council.

Compensation:

Members are not entitled to remuneration for participation on the Council. However, they will be reimbursed in accordance with the Treasury board travel policy and guidelines for travel expenses to and from scheduled Council meetings. See attached Appendix A and B for further information.

Activities:

The Council will meet twice per year, normally in early spring and fall of each calendar year and normally in Ottawa, Ontario. If a Member is not available to attend a meeting, his/her designate will attend. The agenda will be drafted and & circulated for consultation in advance, by the Chair.

Roles and Responsibilities of the Veterans Ombudsman’s Strategic Council

presides over all council meetings
sets agenda, in consultation with Members

remain current and speak on behalf of the priorities of the associations they represent
bring viewpoints to the discussion of issues before Council
be available for Council meetings

Principles:

All public office holders must adhere to the federal government's Conflict of Interest Guidelines. As Members of the Veterans Ombudsman's Strategic Council, appointees to the Council will be expected to conform to certain principles.

In instances when an issue being discussed by Council gives rise to a situation that could cause real, potential or apparent conflict of interest with a Member's duties as a Council Member, the Member shall abstain from discussion on the issue.

Council Hallmarks:

Members will conduct themselves in accordance with the following professional values and ethics:

Respect: the ability to speak freely knowing that the Council is a privileged platform where Members may not always agree with one another's viewpoints, but where all opinions are respected and acknowledged.

Frankness: the assurance that Members will speak their minds on any issue, in all Council meetings, knowing that these discussions will be held in confidence.

Openness & Transparency: the ability to freely share information on any topic germane to stakeholder issues and association positions.

Compassion and Fairness: the commitment to speak compassionately regarding all issues which are critical to the well being of Veterans and their families and to uphold the fairness principle and its application to stakeholders.

Conflict of Interest & Confidentiality Principles

Members shall perform their official duties and arrange their private affairs in such a manner that public confidence and trust in the integrity, objectivity and impartiality of government are conserved and enhanced.
On appointment to Council, and thereafter, Members shall arrange their private affairs in a manner that will prevent real, potential or apparent conflicts of interest from arising but if such a conflict does arise between the private interests of a Member and the official duties and the responsibilities of that Member, the conflict shall be resolved in favour of the public interest.
Members shall not step out of their official roles to assist private entities in their dealings with the government where this would result in preferential treatment to any person.
Members shall not knowingly take advantage of, or benefit from, information that is obtained in the course of their official duties and responsibilities and that is not generally available to the public.
Members will not have access to personal information from OVO case / client files.
Members shall not directly or indirectly use, or allow the use of, government property of any kind, including property that is leased to the government, for anything other than officially-approved Council activities.
Members shall not act, after they leave Council, in such a manner to take improper advantage of their previous office.
Members of the Council must keep confidential any information relating to the work of the Council from persons not authorized to receive such information.

Dated September 22, 2010

Appendix A

Office of the Veterans Ombudsman
Strategic Council

1.1 Detailed Guidelines for Expenses

The purpose of this document is to provide information and assistance to Veterans Ombudsman Strategic Council members claiming reimbursement for expenses incurred while on traveling for Veterans Ombudsman Strategic Council.

It is each Committee member’s responsibility to submit their receipts, and other supporting documentation for their travel expenses within one month of the Veterans Ombudsman Strategic Council meeting to Tammy Lidstone:

Email:	tammy.lidstone@ombudsman-veterans.gc.ca
Fax:	(902) 566-7582, Attention: Tammy Lidstone
Mail:	Tammy Lidstone Office of the Veterans Ombudsman PO Box 7700, Int. Box 409, NBT Charlottetown PE C1A 8M9

A blank form has been provided in Appendix B to help with the submission of supporting information and receipts.

1.1 Transportation

1.1.1 Air Travel, Rail

Members are responsible for arranging their individual travel and accommodations and can submit for reimbursement of expenses.
Members will be responsible for any extra costs incurred for personal stopovers or extended trips.

1.1.2 Private Vehicle Travel

Before using a private vehicle for government travel, the Member should ensure that he/she has adequate insurance. In the event of an accident, the government will not be held responsible for deductible amounts related to comprehensive or collision coverage. It is recommended that the Member have a least $1,000,000 in liability insurance

Members must obtain prior approval (submit request to Tammy Lidstone) from the OVO to use their private vehicle to travel on government business.
Total travel costs for use of private vehicle must not exceed the amount equivalent to the cost of commercial transportation.
When members choose to use their private vehicle to travel on GOC business, the reimbursement for mileage will be calculated at the rate set by Treasury Board, Kilometric Rates.
To be reimbursed for mileage, members must submit a signed letter indicating start and destination points, and total distance traveled.

1.1.3 Taxis/Airport Transporters

Members must pay for their use of taxis and other local transportation and submit receipts for reimbursement.
When an airport bus . shuttle serves the accommodation or meeting location, members should use this bus service rather than using the more expensive taxis.
Members must send receipts to claim for taxi fares except when the fare is under $10.00; however, appropriate details such as date, origin/destination and exact amount of a fare must be provided in a signed letter.
When taxis are shared, only the person paying the fare may request reimbursement.

1.1.4 Other Out-of-pocket Transportation Expenses

Members must submit receipts for reimbursements of expenses such as parking, ferry and bridge tolls, incurred while traveling on Government business. These expenses will be reimbursed in accordance with the Treasury Board Travel Directives.

1.2 Accommodation

Members are responsible for arranging their individual travel and accommodations and can submit for reimbursement of expenses.
Members are responsible for paying all non-room costs such as meals, telephone costs, etc.
Members will be required to pay all costs for an extended stay at a hotel that is longer than required for the purpose of the Government business.
Members may make private accommodation arrangements when traveling (i.e.: with relatives or friends), and claim the amount fixed by Treasury Board for such accommodations.

1.3 Meals

Members must pay for their meals, and submit for reimbursements, if so desired. The exception being those that are pre-arranged by the Office of the Veterans Ombudsman.

No meal allowance will be paid under the following circumstances:

When meals are included in the fare of air or rail transportation

Treasury Board Policy Travel Information
http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

Appendix B

Expense Claim
Members of Veterans Ombudsman Strategic Council

DATE	Breakfast	Lunch	Dinner	Incidentals

Mileage________________km__ x ________	= ___________________
Taxi(s)	= ___________________
Parking	= ___________________
Hotel ______________	= ___________________
Total Meals	= ___________________
Total Incidentals	= ___________________
Airfare: from ______________ to _____________	= ___________________
Car Rental	= ___________________
Fuel for Car Rental	= ___________________
Total Expenses	$____________________

________________________________ Signature	_________________________________ Date

Please send completed form to: Tammy Lidstone, Office of the Veterans Ombudsman, Internal Box 409, NBT, P.O. Box 7700, Charlottetown, PEI, C1A 8M9