AFRRCS Agency Handbook Governance Documents AFRRCS Agency Handbook Section: Governance Documents Version 1.0
AFRRCS Agency Handbook Governance Documents Contents 1. Vision, Mission, Values, Goals 2. Governance Charter 3. Interoperability and Standards Council Terms of Reference 4. Service Council Terms of Reference Version 1.0
AFRRCS Agency Handbook Governance Documents HANDBOOK REVISION HISTORY Version Date Modified By Section, Page(s), Text Revised 0.1 July 22, 2015 BS First Draft 1.0 January 12, 2016 BS First Version Version 1.0
AFRRCS Vision, Mission, Goals, and Objectives Alberta First Responder Radio Communication System (AFRRCS) Section: Vision, Mission, Values, Goals, and Objectives Version 1.0 Page 1
AFRRCS Vision, Mission, Goals, and Objectives Contents Vision and Mission... 4 1.1 Vision Statement...4 1.2 Mission...4 Values, and Guiding Principles... 5 2.1 Values...5 2.2 Guiding Principles...5 AFRRCS Goals and Objectives... 6 Version 1.0 Page 2
AFRRCS Vision, Mission, Goals, and Objectives DOCUMENT REVISION HISTORY Version Date Modified By Section, Page(s), Text Revised 0.1 June 2, 2014 KC Update of Values, Vision, Mission, Goals, and Objectives from the PQR. 0.2 June 26, 2014 KC Updated based on feedback from Governance June 10, 2014. 1.0 September 10, 2014 KC Approved by Governance. Version 1.0 Page 3
AFRRCS Vision, Mission, Goals, and Objectives Section 1 Vision and Mission The Alberta First Responder Radio Communications System (AFRRCS) is an interoperable province wide public safety grade radio system that supports First Responders in providing safe and secure communities in which Albertans can live, work and raise their families. 1.1 Vision Statement AFRRCS is Alberta s First Responder s radio solution. 1.2 Mission To provide quality, cost effective, secure, reliable, accessible, 24/7 voice communications supporting all First Responders serving Albertans. Version 1.0 Page 4
AFRRCS Vision, Mission, Goals, and Objectives Section 2 Values, and Guiding Principles The following elements are intended to guide AFRRCS innovation and to ensure alignment between AFRRCS capabilities and the expectations of First Responder Agencies. 2.1 Values a. Accountability: We are committed to accountability and integrity in our stewardship of all stakeholders investments. b. Excellence: We are committed to excellence, quality, and continuous improvement in pursuing the mission of AFRRCS. c. Integrity: We value integrity in our interactions with participants, stakeholders, and public.. d. Respect: Respect is a standard for all interactions with participants, stakeholders, and public. e. Teamwork: We value teamwork, and promote partnership, consultation and open communication. 2.2 Guiding Principles a. Voice communication needs of Alberta s First Responders is AFRRCS first priority. b. Flexible operating environment that facilitates the pursuit of Open Architecture for public safety radio technologies. c. Formal or de facto Industry Standards are used when making technology selections and setting standards. In the absence of Industry Standards, de facto standards for the applicable technology discipline will be employed. d. Policies and procedures for a single shared First Responders communications system apply to all First Response Agencies. e. First Responders have an understanding of services to be provided. f. The choice of technologies and interfaces promote efficient use. g. Security is designed into all architectural elements balancing accessibility and ease of use with requirements for the protection of voice and data. h. The radio technology is implemented within an architectural framework that is sound, consistent in use, and flexible to accommodate the diverse requirements of first responder agencies. i. Reporting metrics are used to assess system quality, operational status, and process improvement. j. Environmental stewardship is an integral facet of AFRRCS. Version 1.0 Page 5
AFRRCS Vision, Mission, Goals, and Objectives Section 3 AFRRCS Goals and Objectives The AFRRCS program s thematic goal is AFRRCS will meet the radio voice communications needs of Alberta First Responder Agencies for all first responders to share one interoperable system. The supporting objectives are: 1. AFRRCS shall provide an interoperable system for First Responders. 2. AFRRCS shall provide parity between Urban and Rural service levels 3. AFRRCS shall provide ample capacity for First Responders, traffic on the network should not exceed 75% of maximum capacity based on historical busy day data. 4. AFRRCS is resilient and will continue to provide two way radio services during major events that increase first responder communication requirements. 5. AFRRCS shall provide 95% mobile coverage on primary and secondary roads. 6. AFRRCS is built on the P-25 Standards providing multiple choices for End User Radio equipment. 7. AFRRCS is scalable when needed; having the technical and organizational capability to permanently or temporarily increase capacity and coverage as required. 8. Evergreening of AFRRCS is provided through GOA investment based on reports from AFRRCS Radio Service Organization (RSO). 9. AFRRCS is capable of passing encrypted traffic from end user radios to the targeted end user radios for de-encrypting. 10. AFRRCS will deliver services responsively and in a timely manner as per agency MOUs or other agreements. Version 1.0 Page 6
AFRRCS Governance Council Charter AFRRCS Governance Council Charter Program Name: Alberta First Responders Radio Communications System Version 6.0 Page 1
AFRRCS Governance Council Charter Contents Introduction...4 Governance Model...5 Governance Purpose and Principles...6 Purpose of AFRRCS Governance... 6 AFRRCS Governance Principles... 6 Clarifications... 7 Structure and Authority...8 Government Level... 8 Governance Level... 9 Membership of Councils...11 Version 6.0 Page 2
AFRRCS Governance Council Charter DOCUMENT REVISION HISTORY Version Date Modified By Section, Page(s), Text Revised 5.1 January 14, 2013 KC Updated version 4.0 to remove definitions, program goals, no longer relevant wording. 5.2 January 16, 2013 KC Made minor modifications with AFRRCS executive. Removed service level agreement principles from appendix to be included in Service Council terms of reference. Minor updates based on feedback at the Governance Council meeting 5.3 January 21, 2013 KC 5.4 April 9, 2014 KC Updated based on feedback from Governance as documented in April 8, 2014 Governance Council meeting minutes. 6.0 June 10, 2014 Approved by AFRRCS Governance Version 6.0 Page 3
AFRRCS Governance Council Charter Section A Introduction This Governance Charter, originally approved in April 2007, was developed in consultation with first responder stakeholders. Updates are made to the Governance Charter as the AFRRCS program evolves. The Governance Charter was developed using the following approach. Conducted research on governance models and best practices. Held public consultations to obtain an understanding of governance issues and recommendations from a broad range of first responder agencies across Alberta. Nearly 300 participants attended seven public consultation meetings which were held in Edmonton, Calgary, Red Deer, Medicine Hat, Lethbridge, Grande Prairie and Lac La Biche, as well as a consultation with government departments. Project Governance Membership of AFRRCS governance on the date of the approval for this version of the Governance Charter is: Alberta Emergency Management Agency Vacant Alberta Fire Chiefs Association, Fire Chief Alberta Health Services, Executive Director EMS Dispatch Services Calgary Police Services, Deputy Chief City of Calgary, Fire Chief City of Edmonton, AFRRCS Chair, Chief, Fire Rescue Services Edmonton Police Service, Deputy Chief Justice and Solicitor General, Assistant Deputy Minister Information Management and Technology Services Justice and Solicitor General, Assistant Deputy Minister Public Security RCMP K Division, Commanding Officer Version 6.0 Page 4
AFRRCS Governance Council Charter Section B Governance Model Key groups in the AFRRCS governance model: Public is the main focus of the AFRRCS initiative with the objective to provide safe communities for all Albertans. First Responders are the main user of AFRRCS. AFRRCS Governance Council defines first responders as law enforcement, fire and rescue services, and emergency medical services. Governance will be comprised of an overall Governance Council, as well as a Service Council (to oversee the provision of radio network services on behalf of users) and an Interoperability and Standards Council (to establish common technical and inter-operating standards). Other participants in governance will include Government of Alberta, participating jurisdictions, and Interoperability authorities. Governance councils are supported in their work by the Radio Service Organization acting as their secretariat. Government of Alberta through the Justice and Solicitor General will retain overall accountability and funding for AFRRCS. AFRRCS users will enter into an agreement directly with Justice and Solicitor General for the provision of these services. The provision of the AFRRCS shall be established through service level agreements, and the Justice and Solicitor General will be accountable for these service levels. Figure 1. Governance Conceptual Model Version 6.0 Page 5
AFRRCS Governance Council Charter Section C Governance Purpose and Principles Purpose of AFRRCS Governance 1. Promote the use of AFRRCS, identify and include stakeholders, and enable users to adopt the system. 2. Represent the interests of AFRRCS stakeholders, including the establishment of service level agreements. 3. Ensure that standards for interoperability are defined, adopted and used. 4. Establish the direction of AFRRCS as a radio solution as determined by First Responder Requirements. AFRRCS Governance Principles 1. AFRRCS will be governed to achieve the greater good of the public safety of citizens, and the safety of first responders. 2. Since this initiative is about public safety and collaboration, governance shall be established to encourage and achieve broad participation from stakeholders actively engaged in public safety. Each major council shall be structured for a different purpose, and membership shall reflect that purpose: a. Leadership. Governance Council has the purpose of overall leadership of and accountability for AFRRCS. Membership shall include individuals who are widely respected first responders and can contribute to the Council s leadership role, as well as the legitimacy of AFRRCS. b. User Representation. Service Council has the purpose of ensuring that the service levels are established and met, and protecting the interests of all users of the radio communications system. Membership shall reflect all users, as well as their disciplines, geographies and sizes. c. Expertise. Interoperability and Standards Council has the purpose of establishing technical standards and common operating procedures that will be used by AFRRCS. Membership shall be structured to support the highly technical and behavioral nature of the outcomes required of this Council, and shall include representation from interoperability authorities. 3. Additional opportunities for first responder representatives to be involved in AFRRCS Governance shall be provided through membership in Sub Committees and Working Groups created under each of these Councils. 4. The use of AFRRCS within agencies for day-to-day operability purposes shall be governed by each agency itself within the bounds of AFRRCS policies and procedures. 5. How agencies work together within geographic areas is typically arranged through regional collaboration, either by way of collective organizations or mutual Version 6.0 Page 6
AFRRCS Governance Council Charter aid agreements. It is expected that these regional collaborations will continue to exist and may play the primary role in guiding working relationships within the geographic areas that make sense. AFRRCS will provide these regional collaborations with the information they need to make decisions to enable interoperability. Clarifications In order to guide the understanding of these purposes and principles, the following explanations are provided. AFRRCS is: A common, province-wide technical infrastructure for voice communications that can be used by agencies providing first and supplementary responder service, as well as other public services, within and between jurisdictions and disciplines. A common service bundle, with optional enhancements, that can be used by all participating agencies to meet their operability and interoperability radio communications requirements. The common service can be used as a platform for additional or unique applications needed by individual agencies. AFRRCS is not: A new way of managing agency businesses. Intra-agency communications, and command and control, remain at the discretion of the agency. Interagency communications protocols for (a) single discipline multiple jurisdiction, (b) multiple discipline single jurisdiction, and (c) multiple discipline multiple jurisdiction will continue to be developed separate from the technical systems, whose architecture will provide the basis for the technical implementation of these protocols. Giving up control of agency radio usage. It does mean agencies have the advantage of using common infrastructure rather than investing in and operating the systems individually. Version 6.0 Page 7
AFRRCS Governance Council Charter Section D Structure and Authority Government Level 1. Justice and Solicitor General (JSG) has authority to design, build, operate, and sustain AFRRCS. 2. Two Assistant Deputy Ministers (ADM) will oversee AFRRCS on behalf of JSG: a. The ADM of Information Management and Technology Services (IMTS) will be responsible for the technical implementation and operation of AFRRCS. b. The ADM of Public Security will be responsible for user representation. 3. Justice and Solicitor General shall be responsible for establishing a Radio Service Organization (RSO). The RSO responsibility shall be assigned to a Senior Executive. 4. The RSO Senior Executive will have a reporting relationship to Governance Council and the Assistant Deputy Minister of IMTS. 5. Governance Council links to Justice and Solicitor General through the AFRRCS Assistant Deputy Ministers. The Assistant Deputy Ministers will be a member of Governance Council, but will not be the chair. The JSG Deputy Minister (DM) has ultimate decision making authority over AFRRCS including policy and financial matters. 6. The RSO shall provide the following functions, on behalf of AFRRCS Governance and Justice and Solicitor General: a. Use a sustainable long term investment approach, AFRRCS lifecycle expected to last 20 years, to provide and manage AFRRCS. b. Work with Service Council to create and monitor service levels. c. Manage the relationships with users, directly and in conjunction with AFRRCS Governance. d. Design and implement a broad communications strategy to support the implementation of AFRRCS, in conjunction with AFRRCS Governance. e. Ensure that technical standards are established in conjunction with AFRRCS Governance. f. Ensure that other standards for interoperability (standard operating procedures and agreements) are established directly or in conjunction with AFRRCS Governance. g. Provide secretariat and business support for AFFRCS Governance. Version 6.0 Page 8
AFRRCS Governance Council Charter Governance Level 1. Governance Council shall be responsible for establishing an ongoing selection and appointment process for its membership. 2. Service Council and Interoperability and Standards Council are responsible to the Governance Council. Governance Council is responsible to the Justice and Solicitor General through the AFRRCS Assistant Deputy Ministers. a. Governance Council shall be the senior governance body responsible for the overall initiative. It shall have the mandate to provide oversight and leadership to AFRRCS. b. Service Council shall be the governance body responsible for representing the interests of all radio system users. It shall be created by and makes recommendations to Governance Council. The Terms of Reference of the Service Council shall be established by Governance Council. The inaugural meeting of the Service Council is expected to be fourth quarter 2014 and will consist of users of the system or interim users that are actively planning their migrations to AFRRCS. c. Interoperability and Standards Council shall be the governance body responsible for creation, adoption, and use of standards required for an interoperable radio system. These include both technical and behavioral standards. 3. Each of the governance bodies may create and establish terms of reference for sub-committees (comprised of council members) or working groups (comprised of council members and/or others, at council discretion), and may delegate portions of their mandate. 4. In-person meetings of Councils shall be held at least three times a year. 5. Decision making will be sought through consensus. Consensus is a decision that may not be preferred but is a decision that serves the greater good of AFRRCS that all members can support. In case of dispute JSG DM has final decision making authority. 6. Delegates will be allowed to attend in place of council members if they carry consistent decision making authority for their agency. It is expected that the council member will brief the delegate on the required background for the meeting. 7. The Chair of the Governance Council will be selected by consensus from volunteers. If the Chair is not available to attend a meeting Governance Council will appoint an alternate chair for the meeting. 8. The Governance Charter shall be reviewed annually by Governance Council. 9. Areas in which Governance is advisory to the Justice and Solicitor General: a. Changes in overall scope and intention of AFRRCS. Version 6.0 Page 9
AFRRCS Governance Council Charter b. Design and changes in service levels. This includes network capabilities and upgrades, service levels and technical standards. And implicitly, advisory on investment requirements to provide these capabilities and service levels. c. Advise on new participants in AFFRCS. 10.Not in Governance Scope: a. Will not speak for the Government of Alberta or any particular party unless authorized. b. Will not participate in the business relationships between JSG and Harris in the contract to design and construct AFRRCS, other than by providing advice when asked to do so. Figure 2. AFRRCS Conceptual Structure and Authority Version 6.0 Page 10
AFRRCS Governance Council Charter Section E Membership of Councils Council or Body Governance Council Service Council Interoperability and Standards Council Technical Standards Working Group Membership Individuals based on a formal selection process that meet the following criteria: Recognized leadership and respect by first responders Commitment to the principles and purposes of AFRRCS in the greater good Highly experienced in a first responder discipline Overall composition balanced across geographies, sizes and disciplines Membership shall include RCMP and EMA Membership shall include the Assistant Deputy Minister Public Security, and Assistant Deputy Minister Information Management and Technology Services of Justice and Solicitor General Governance Council elects its own chair, who shall not be Assistant Deputy Minister Council members elected by all users through a governance-approved process, such as an annual meeting. Election will be made to four user categories: Urban members from agencies whose jurisdictions are Alberta cities. Rural members from agencies whose jurisdictions are not Alberta cities. Government members from government users. RCMP representation from North and South. Each of the Urban and Rural categories shall include at least one representative from each first responder (police, fire, ambulance) discipline. First Nations will be part of the Rural category. Individuals appointed by Governance Council according to criteria to ensure that participation involves expertise from: Interoperability Authorities (such as EMA) or Agencies (such as AACP) Complex users (such as major urban or high volume) Non-complex users (such as smaller or remote communities) Individuals highly knowledgeable of technical requirements for operability and interoperability of first responder radio communications systems. Appointed by Interoperability and Standards Council. Technical Standards Working Group reports to the IS Council. Version 6.0 Page 11
AFRRCS Interoperability & Standards Council Terms of Reference v.1.0 March 30, 2016 Alberta First Responder Radio Communication System Interoperability & Standards Council: Terms of Reference I. Purpose Alberta First Responder Radio Communication System (AFRRCS) is a province-wide, standards-based shared radio communications system for first responders, including government organizations functioning in public safety. To enhance public safety, AFRRCS provides first responder agencies and staff the ability to communicate in an operable and interoperable manner during routine work and in times of emergencies. The Interoperability and Standards Council (IS Council) is the body responsible for the creation, adoption and use of standards required for the continuous improvement of an interoperable radio system. These include both technical and behavioural standards for AFRRCS. II. Relationship to other Councils The following diagram details the AFRRCS Governance structure and relationships. The Service Council and the Interoperability and Standards Council are responsible to the Governance Council. The Governance Council is responsible to the Solicitor General and Public Security through the Deputy Minister. 1
AFRRCS Interoperability & Standards Council Terms of Reference v.1.0 March 30, 2016 III. Duties and Responsibilities Under mandate from the Governance Council, the Interoperability and Standards Council shall: Develop and recommend policies and procedures for agency and individual use of AFRRCS. These are intended to be a set of standards and rules that describe how agencies and individuals behave and interact on and with the system, to promote interoperability across disciplines and jurisdictions. Policies, procedures, standards and rules shall be in compliance with legislation, regulations, or any other agreements by the Government of Alberta or other governments, including border areas. The council is responsible for developing and recommending policies that ensure end user behaviours and technology do not negatively affect the use, reliability and sustainability of the AFRRCS radio system. Provide guidance, and a set of standards and rules, for agencies to develop regional collaborations (formal or informal) to achieve interoperability within a geographic area. Provide oversight of matters related to the use of the network for interoperability purposes through working groups, if required. Enable the adoption and use of uniform technical terms, features, applications and standards by users of AFRRCS. Enable the adoption of a uniform set of behaviors and performance standards for both agencies and individuals in their daily use, operability, and interoperability efforts within and among the community of users. Provide oversight of the implementation of technical standards once they have been established. Provide oversight of the implementation of behavioural standards once they have been established. The Council shall not: Participate in bilateral relationships between agencies and their jurisdictions. Develop Business Rules or agreements between and/or among agencies Speak for the Government of Alberta or any particular party unless authorized to do so. Participate in the business relationships between Solicitor General and Public Security and its private sector service providers, other than by providing advice when asked to do so by the Solicitor General and Public Security. IV. Composition and Operations A. Membership Membership of the Interoperability and Standards Council shall be structured to support the technical and behavioural nature of the outcomes required of this Council. The Council shall be composed of eight (8) members appointed by the Governance Council. 2
AFRRCS Interoperability & Standards Council Terms of Reference v.1.0 March 30, 2016 The Council shall include representation from AFRRCS Program Transformation Team or SGPS Radio Service Organization (RSO), Interoperability Advisors 1 and Interoperability Authorities 2 and be balanced to ensure a broad representation across disciplines and geographies. Additional inclusiveness shall be provided through membership in the Working Groups created under this Council, if necessary. Council members shall have expertise in standard operating procedures and knowledge of radio communications technology within the public safety environment. The Council may be supported by other professional resources and administrative staff, as necessary. Following initiation of the Council, an AFRRCS Transformation Team member shall provide support and facilitation, as necessary. The Chair (and Deputy Chair or provision to appoint an Acting Chair in the Chair's absence) shall be elected from the Council membership at the first meeting of each year. B. Meeting Procedures The Council shall follow the Governance Code of Conduct, as described in the AFRRCS Governance Charter. The Council shall meet in-person on a monthly basis. Following initiation of the Council, they shall meet up to two (2) days a month for six (6) months. The Council shall then meet at up to one (1) day a month, and may meet more or less frequently if necessary. Extraordinary meetings to address specific items may be held at the call of the Chair of the Council. Wages, travel and accommodations expenses are the responsibility of the member s employer or sponsoring organization. Exceptions may be considered on an individual basis by Alberta Solicitor General and Public Security. Meetings will be facilitated through the use of technology where possible to reduce travel time and expense The Council will develop and maintain an annual plan to guide its activities. An agenda for the Council will be prepared and emailed to Council members one (1) week in advance of their meeting. Meeting records will be prepared and provided to the Council members following meetings. Council decisions will be sought through consensus. When that is not possible, decisions will be made by formal vote or escalation to the Governance Council. C. Term of Membership Appointments to the Council shall be for two (2) years, with the opportunity for renewal for an additional term. To ensure continuity and preservation of knowledge, the Council may choose to overlap membership terms. 1 Interoperability Advisor: An organization that broadly represents the professional interests of a first responder discipline. (Examples: Alberta Association of Chiefs of Police, Alberta Fire Chiefs Association, Alberta Ambulance Operators Association, etc.) 2 Interoperability Authority: A government body or agency with a mandate to influence, authorize or direct interoperability. (Examples: Emergency Management Alberta, Industry Canada, Fire Commissioner s Office, Emergency Health Services, Public Safety and Emergency Preparedness Canada, Disaster Services agencies, etc.) 3
AFRRCS Interoperability & Standards Council Terms of Reference v.1.0 March 30, 2016 V. Structure and Relationship to Working Groups Working Groups may be formed to address specific issues. The creation and appointment of membership to the Working Groups will be determined by the Council. i. Technical Standards Working Group The Technical Standards Working Group may consist of ten (10) to fifteen (15) individuals that are highly knowledgeable of technical requirements for operability and interoperability of public safety radio communications systems. ii. Operating Procedures Working Group The Operating Procedures Working Group may consist of ten (10) to fifteen (15) individuals that are highly knowledgeable of standard operating procedures in public safety contexts. At least three (3) positions drawn from Interoperability Advisors. At least three (3) positions drawn from Interoperability Authorities. Balanced to ensure broad representation across disciplines and geographies. VI. Amendment to Terms of Reference Amendments to the Terms of Reference can only be made with approval by the Governance Council. 4
AFRRCS Service Council Terms of Reference v 1.0 Alberta First Responder Radio Communication System Service Council: Terms of Reference I. Purpose Alberta First Responder Radio Communications System (AFRRCS) is a province-wide, standards-based shared radio communications system for first responders, including government organizations. To enhance public safety and public security, AFRRCS provides first responder agencies and staff the ability to communicate in an operable and interoperable manner during routine work and in times of emergencies. The Service Council is created by and makes recommendations to the AFRRCS Governance Council and is the body responsible for representing the interests of all radio system users. II. Relationship to other Councils The following diagram details the AFRRCS Governance structure and relationships. The Service Council and the Interoperability and Standards Council are responsible to the Governance Council. The Governance Council is responsible to Justice and Solicitor General (JSG) through the Deputy Minister. III. Duties and Responsibilities Under mandate from the Governance Council, the Service Council shall: Represent all radio system users in ongoing discussions on AFRRCS performance with a focus on the operating environment and the use of AFRRCS within any given agency. To act as the conduit between agencies and the service delivery organization. 1
AFRRCS Service Council Terms of Reference v 1.0 To establish the framework for the basic access and user agreement that is simple, comprehensive, scalable and in plain language. Work with AFRRCS to establish Service Level Objectives that are achievable, sustainable and meet the requirements of the agencies and the public safety community in the interests of all users of the radio communications system. Representing the agencies, review AFRRCS service performance and act as the escalation point for agencies regarding AFRRCS performance and service issues Be the designated change management point for agency requests for changes, modifications and additions to the AFRRCS list of services. Review, refuse or recommend agency requests for changes, modifications and additions to the AFRRCS list of services Compile all recommended requests for changes modifications and additions to the AFRRCS list of services into a prioritized listing and provide current lists to AFRRCS and the AFRRCS Governance Council for review and possible action including justification for recommendation or refusal Create a dispute resolution and remedy process, and be the designated reception point for agency and inter-agency disputes realizing that Governance Council will always remain the final escalation point for disputes. Develop and recommend operating policies and procedures for agencies, individuals and for service delivery of AFRRCS. These are intended to be a set of operational standards and best practices that describe how agencies, individuals and service delivery shall behave and interact on and with the system. Policies, procedures, standards and rules shall be in compliance with legislation, regulations, or any other agreements by the Government of Alberta or other governments, including border areas. Enable the adoption and use of uniform terms, conditions, schedules and standard language by agencies and AFRRCS service delivery organization. The Council shall not: Participate in bilateral relationships between agencies and their jurisdictions. Develop Business Rules or agreements between and/or among agencies Speak for the Government of Alberta or any particular party unless authorized to do so. Participate in the business relationships between JSG and its private sector service providers, other than by providing advice when asked to do so by JSG. IV. Composition and Operations A. Membership Membership of the Service Council shall be structured to represent the breadth of users of AFRRCS and the outcomes required of this Council. The Council shall be composed of a minimum of 10 members through a Governance approved process that may include appointments, elections or a combination that facilitates the purpose of the Service Council Election will be made to four user categories: Urban members from agencies whose jurisdictions are Alberta cities Rural members from agencies whose jurisdictions are not Alberta cities Government members from government users 2
AFRRCS Service Council Terms of Reference v 1.0 RCMP representation from North and South Each of the Urban and Rural categories shall include at least one representative from each first responder (law enforcement, fire and ambulance) discipline. First Nations will be part of the Rural Category The Service Council shall include representation from AFRRCS Program Transformation Team or JSG Radio Service Organization (RSO) The Council may be supported by other professional resources and administrative staff, as necessary. The Chair (and Deputy Chair or provision to appoint an Acting Chair in the Chair's absence) shall be elected from the Council membership at the first meeting of each year. B. Meeting Procedures The Council shall meet in-person on a monthly basis. Following initiation of the Council, they shall meet up to two (2) days a month for six (6) months. The Council shall then meet at up to one (1) day a month, and may meet more or less frequently if necessary. Extraordinary meetings to address specific items may be held at the call of the Chair of the Council. Wages, travel and accommodations expenses are the responsibility of the member s employer or sponsoring organization. Exceptions may be considered on an individual basis by JSG. Meetings will be facilitated through the use of technology where possible to reduce travel time and expense The Council will develop and maintain an annual plan to guide its activities. An agenda for the Council will be prepared and emailed to Council members one (1) week in advance of their meeting. Meeting records will be prepared and provided to the Council members following meetings. Council decisions will be sought through consensus. When that is not possible, decisions will be made by formal vote or escalation to the Governance Council. C. Term of Membership Appointments to the Council shall be for two (2) years, with the opportunity for renewal for an additional term. To ensure continuity and preservation of knowledge, the Council may choose to overlap membership terms. V. Structure and Relationship to Working Groups Working Groups may be formed to address specific issues. The creation and appointment of membership to the Working Groups will be determined by the Council. VI. Amendment to Terms of Reference Amendments to the Terms of Reference can only be made with approval by the Governance Council. 3