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Apart from the full-time Secretariat, resource support is solicited from
within TCCA and the aviation community, as required. Participation of
individuals will be sought through contact with CARC and Technical Committees.
Agreements regarding the area of assignment, role and responsibilities, and the
duration of the assignment will be negotiated with the nominees’ parent
organization.
Costs incurred by organizations outside TCCA are expected to be borne by
those organizations. However, TCCA will provide, where available, meeting
facilities and secretarial functions, such as record-keeping.
Comprehensive and timely communications are given top priority. The extensive
participation of representatives from the aviation community and from within
TCCA in every facet of CARAC is expected in order to ensure a high level of
communication with the aviation community.
The Secretariat’s communication strategy is proactive and includes the
following:
- Distribution of information, newsletters
and reports (as appropriate);
- A web site; and
- Preparation of Minister’s briefing notes, as
required.
While the Secretariat serves as focal point for communications, the
designated spokespersons for CARAC are the DGCA, the Director, Regulatory
Services, and the Chief, Regulatory Affairs.
13.1
General
To ensure full and equal access to CARAC meetings by its members and the
aviation community, the Secretariat maintains a CARAC calendar. The Secretariat
also endeavours to include major aviation community events on the calendar by
contacting its members periodically. Accordingly, the purpose of the calendar is
to maintain a record of planned CARAC meetings and to ensure that meetings do
not overlap, as much as is practicable.
Only one Technical Committee meeting will be scheduled per day. While Working
Groups should also strive to meet the same guideline, Leaders may arrange to
have more than one meeting scheduled on a given day. To accomplish this, the
Secretariat will request that the Leader requesting the scheduling of a
simultaneous meeting contact the other Leader to coordinate their member lists.
If no duplication exists, the meetings can be scheduled simultaneously.
Nonetheless, it is suggested that the Leader also confirm such instances with
the members of the Working Group.
To add meetings to the calendar, Technical Committee Chairs, Executive
Directors or Working Group Leaders should advise the Secretariat resource
assigned to the relevant Technical Committee or contact the Secretariat
directly. The following information will be added to the calendar:
- Title of the meeting
- Dates of the meeting
- Contacts person and telephone number
- Location (including city if not in Ottawa)
The calendar will be available to members upon request from the Secretariat.
The Secretariat also maintains a copy of the calendar on the Transport Canada
web site.
Infomation Note:
Transport Canada will endeavour to minimize conflicts between CARAC and
other meetings requiring industry participation. Identified conflicts should
be reported to the CARAC Secretariat.
13.2 CARAC
Decision Records
CARAC Decision Records are a summary of decisions and recommendations made
during a meeting; they are not a verbatim account of the proceeding. Records may
also include, where appropriate, information that places these decisions and
recommendations in the proper context. Where possible, records will include more
details when contentious issues are discussed. Additional information on
Decision Records can be found in Section 2.3.4 of
Division II.
As stated above, dissents will, at the request of a member, be recorded in a
Decision Record. If the record is not adequate, or if the dissenter wishes to
provide additional information, the dissenter may provide a formal written
dissent for consideration by CARC. Written dissents should be provided to the
Secretariat within 30 days of advising the Technical Committee of the dissent,
unless otherwise agreed to by the Technical Committee Chair and the dissenter,
and recorded in the Decision Record. Written dissents should also be provided to
the Secretariat no later than three weeks before the scheduled CARC meeting.
CARC meeting dates are available from the Secretariat or from the Transport
Canada web site. Notwithstanding, it is preferable that dissents be made in a
separate submission to ensure that the relevant background information is at
CARC’s disposal for discussion purposes.
14.1
General
All requests for media attendance at CARAC meetings should first be made and
co-ordinated with Transport Canada Communications Group as follows:
Transport Canada
Communication Group (AE)
Tower C, Place de Ville, 28th Floor
330 Sparks Street
Ottawa, ON, K1A 0N5
Telephone: (613) 993-0055
Fax: (613) 991-6719
Audio and video tape recording is not permitted during CARAC meetings.
Notwithstanding this, the media is always welcome to conduct interviews prior to
or following these meetings and would be invited to secure the necessary video
footage of meeting locations at these times.
14.2 CARAC
Plenary and Technical Committee Meetings
Subject to the criteria set out in Section 14.1, media attendance at the CARAC Plenary and Technical Committee meetings will be open.
14.3
Working Group Meetings
Media attendance at Working Group meetings will not normally be permitted. If
a CARAC member believes it is necessary to invite the media, the invitation
should be extended from the Technical Committee level. In such cases, the
procedure for inviting the media to Technical Committee meetings should be
followed.
However, at the start of the meeting, the Working Group Leader will advise
the Working Group of the media’s presence and seek, by unanimity, direction
from the Working Group on whether their attendance at the meeting should be
permitted. If agreed, the media would attend as observers.
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