The Health Canada Policy Toolkit for Public Involvement in Decision Making

Level 3 Technique:
Advisory Committee, Board or Council

What Is It?

An advisory committee, board or council consists of a group of representatives from a particular community or set of interests, appointed or selected by government bodies to provide comments and advice on an issue. Generally, this technique is used at the local or regional level, but can also be used to address national issues. Often, this technique is used to gather input on a particular set of policies or legislation requiring reform. The committee is also asked to provide recommendations to the governing body on potential reform.

How It Works

An advisory committee is asked to host and participate in public meetings and conferences. Also, it is expected to provide a sounding board to adequately reflect public opinion and to organize and coordinate the involvement and input of a wide range of people. Providing advice and input into the development of projects, policy and/or legislation are also functions of an advisory committee. An advisory committee helps to establish priorities, develop alternatives and select consultants. Also, all written material should be reviewed before being released to the public.

Selection of participants can be carried out by:

• the consulting agency
• groups asked by the consulting agency to select a representative
• a third impartial party
• a call for volunteers from one or all of the above
• Appointment by advisory committees/boards/councils'

The selection of participants should represent a cross section of interests.

Guidelines for effectiveness:

• Ensure that the full range of interests and values is represented by the committee.
• Clarify the committee's role in decision making.
• Provide ample time for members to maintain communication with their constituencies to ensure they adequately represent the view of their organizations.
• Establish procedures, decision-making processes, attendance requirements (alternates), and guidelines for the participation of observers or alternates, confidentiality and reimbursement of expenses.

When Is It Most Useful?

Advisory committees, boards or councils are used to:

• consult the public on the planning and implementation of a project or policy
• develop consensus for action on complex issues that have a broad impact on the community
• facilitate frequent contact between the community and the consulting agency or the agency sponsoring the consultation
• encourage the sharing of information and the negotiating of strategies and solutions
• provide two-way communication with a number of interested parties
• gain expertise and input from a number of interested groups
• review technical data or other material, and make recommendations regarding proposals, decisionmaking processes and budgets
• assist in educating the public
• resolve conflict between groups.

Logistics and Limits

A committee's mandate, terms of reference, duration and the frequency and locations of meetings should be specified and limited to the scope of the task. Furthermore, the actual ability of the committee to influence change needs to be committed to from the beginning. The work of the advisory committee will lose credibility if there is little support for implementing or influencing the recommended reforms.

Cost Implications

Ensure a commitment of adequate professional staff, taking into account the amount of time needed to arrange meetings, write minutes and follow-up reports, and tend to administrative details and other practical concerns.

Expectations for Feedback or Follow-up

All activities undertaken by the advisory committee should be open and available to the public. Therefore, all reports and meetings should include public involvement at all stages, including review and feedback. There needs to be commitment for follow-up on the part of the governing body which appointed the committee in the first place.

Timelines

Often, the advisory committee members are appointed to terms of one to two years, although shorter terms could be adequate, depending on the particular issue or reform.

Potential Pitfalls

If the advisory committee is not open enough, or does not offer activities which include the public, it will lose credibility. Also, if the governing body is split about implementing the recommendations offered by the advisory committee, the inability to complete its mandate will also harm the committee's credibility.