Integrated Herring Harvest Planning Committee (IHHPC) terms of reference

On this page

• Introduction and background
• Structure
• Seeking advice and input
• Roles and responsibilities
• Meeting prodecures
• Funding
• Contact information
• Appendix 1: Guiding principles
• Appendix 2: Code of conduct

1.0 Introduction and background

1.1 Purpose

Department of Fisheries and Oceans Canada (the Department, or DFO) established the Integrated Herring Harvest Planning Committee (IHHPC) to provide a representative, cross sectoral advisory process related to Pacific Herring management planning and review. The Terms of Reference were updated in 2019 to reflect the current IHHPC governance and configuration.

1.2 Mandate

The IHHPC is a forum for cross-sectoral communication and information on issues related to Pacific Herring in the Pacific Region. The IHHPC membership may provide recommendations to DFO regarding the management of Pacific Herring. The IHHPC does not have approval capacity, however IHHPC recommendations will be factored into the considerations and decisions regarding Pacific Herring management and planning. This process does not encompass First Nations Food, Social and Ceremonial (FSC) harvest, which are discussed in a bilateral process with First Nations and DFO. The IHHPC does not fetter or alter the existing regulatory or legislative authorities of any members. Ultimate responsibility lies with the Minister of Fisheries and Oceans and Coast Guard as mandated by the Fisheries Act and related legislation.

The goal of the IHHPC is to share information, develop fishing plans approaches, make informed decisions regarding pre-season planning, identify potential conflicts, and make recommendations for resolving disputes, with respect to Pacific Herring. The IHHPC will operate under the guiding principles of respect for process, transparency, accountability, balanced representation, effectiveness, and efficiency (Appendix 1).

Changes and updates to these Terms of Reference may be made as required in discussions with the IHHPC.

2.0 Structure

2.1 Membership

Participation on the IHHPC is reflective of interest to be on the committee and the geographic scope of the herring fisheries. Designation of members should be open, fair and representative.

Participants can be nominated by their respective sectors/organization; if not provided, a member may be appointed by DFO to respect a sector, organization, or group.

Participation should be based on the following criteria:

• Knowledge of policies related to management of Pacific Herring
• Knowledge of the elements of Pacific Herring harvest management, including: gear options and interactions, data management, stock assessment, science, traditional or ecological knowledge or herring or harvest practices
• Ability to represent the perspectives of their constituency

Should a vacancy arise, the nation, organization, or group, will appoint a new representative as soon as possible. If gaps are identified in the membership, DFO may extend the invitation to other individuals, groups and/or organizations and advise the IHHPC of the invitation. If other nations or First Nations organizations should express interest in attending, their attendance will be discussed with current members of the IHHPC.

Members may choose to send an alternate representative, but should formally notify the Chairperson in advance of the meeting at which a representative will be absent. Alternates must be a member of and represent the same organization as the absent representative The alternate should be equally familiar with the Terms of Reference and the work of the IHHPC, and is expected to fulfil the role of the member. To ensure efficient and effective meetings, alternates may attend and observe discussions, respecting members’ roles as the participants.

The following nations and First Nations organizations participate in the IHHPC, and may bring forward their respective consolidated perspective and advice, where possible. Involvement of additional nations is not restricted and can be added based on interest.

• Ahousaht First Nation
• A-Tlegay Fisheries Society
• Cowichan Tribes
• Haida Fisheries/Council of Haida Nation
• Heiltsuk Tribal Council/Gladstone Reconciliation Society
• Island Marine Aquatic Working Group (IMAWG)
• Kitasoo/Xai’xais Nation
• Kitkatla Nation
• Lax Kw’alaams Nation
• Maa-Nulth Fisheries Committee
• Metlakatla Nation
• Native Brotherhood of BC (NBBC)
• North Coast Skeena First Nations Stewardship Society (NCSFNSS)
• Nuu-chah-nulth Ha’wiih and Nations
• Q’ul-lhanumutsun Aquatic Resources Society (QARS)
• Tla’amin Nation

The following organizations or groups may identify members for the IHHPC and bring forward their respective consolidated perspective and advice, where possible.

• The Herring Industry Advisory Board (HIAB)
• Chair
• Processor representative
• Seine representative
• Gillnet representative
• Herring Conservation Research Society (HCRS)
• Spawn on Kelp Fishery
• Special Use Herring Fishery
• Marine Conservation Caucus (MCC)
• Sport Fishing Advisory Board (SFAB)
• FishSafe BC
• United Fishermen’s and Allied Worker’s Union (UFAWU)
• Ex-officio members: Government of Canada (DFO) and Province of BC (BC Ministry of Agriculture, WorkSafe BC)

2.2 First Nations participation

Canada is committed to building a government-to-government, nation-to-nation relationship with Indigenous peoples based on recognition of rights, respect, co-operation and partnership as reflected in the Principles Respecting the Government of Canada’s Relationship with Indigenous Peoples, and implementing the United Nations Declaration on the Rights of Indigenous Peoples in a manner consistent with Canada’s Constitution.

First Nations participation at the IHHPC provides valuable dialogue and information on Traditional Ecological Knowledge, and is not limited to the designated representative. The First Nations representatives may provide a general perspective and understanding of harvest management issues, and inform the IHHPC of the objectives, fishing plans, other interests of First Nations in an area. The First Nations representative is not expected to represent all First Nations interests and perspectives to the IHHPC process, which may be addressed through bilateral government-to-government relationships or other consultation processes.

2.3 Description of membership types

2.3.1 Member

2.3.2 Alternate

2.3.3 Observer

2.3.4 Ex-Officio

2.3.5 Subject matter expert

3.0 Seeking advice and input

The IHHPC will coordinate and gather advice from members based on the following:

• Advice provided to DFO by the IHHPC shall fairly represent the collective (i.e., the IHHPC) and individual (i.e., sector or group-specific) views of IHHPC members. Each member will be given an opportunity to express their views and opinions will be documented in summary meeting reports.
• The members of the IHHPC will work together in a cooperative problem solving process and consider the multiple interests of different groups involved. This approach presumes a structured, deliberate attempt to cooperatively seek outcomes that accommodate the interests of all concerned.
• The IHHPC will strive to develop advice that reflects collective and individual views of its members.
• Should the IHHPC reach a consensus on advice that resolves most but not all of the issues that are being addressed, the IHHPC may agree on a statement describing the areas of disagreement, any lack of information or data that prevents such agreement and, where possible, a process for achieving agreement on such issues.
• Where a member wishes to revisit the direction and spirit of any advice of the IHHPC, the onus will be on that member to bring the issue to the IHHPC at the earliest opportunity and to explain the need to revisit IHHPC’s recommended direction or advice.

The IHHPC will be open and receptive to hearing the views of those outside the committee.

• DFO will be the primary contact for questions, recommendations and perspectives from members of the public and community groups. Information will be shared by DFO at each meeting.
• Individuals or representatives from groups may present at the committee when appropriate. The IHHPC will be advised prior to external participation as part of the agenda planning process.
• Individuals or representatives from groups who feel they are not represented by a member of the IHHPC, are encouraged to submit feedback on the annual Pacific Herring Integrated Fisheries Management Plan (IFMP) to the DFO regional office either before or during the consultation period for this plan.

4.0 Roles and responsibilities

4.1 General responsibilities

IHHPC participants often represent broad sectors or constituencies and are not expected to be able to capture the entire spectrum of interests within their sector. It is the responsibility of each member to identify issues that may require broader consultation among their sector or constituency and to identify the appropriate forums for discussion. If the need arises, ad hoc sub-IHHPCs may be established.

4.2 Members

Members of the IHHPC will be expected to uphold the following responsibilities:

• Make every possible effort to attend meetings, contribute to discussions, comment on distributed documents, and generally engage in the work of the IHHPC;
• Represent the perspective of their constituency and knowledge of their constituents’ interests, policies, and approaches accurately;
• As appropriate, communicate with their constituencies to relay information and seek feedback and advice from their constituencies about issues discussed within the IHHPC. The Department shares this responsibility as well;
• Assess proposed management measures and provide feedback on potential effects and operational feasibility;
• Speak only to issues of which they have knowledge, expertise, or jurisdiction;
• Refrain from using the IHHPC as a forum to advance views on matters that fall beyond the mandate of the IHHPC (e.g., to advance the mandate of their individual organization, company or sector to further personal views that the sector does not share);
• Promote the process within their constituencies, and bring forward issues of concern or interest, and help resolve conflicts as they emerge;
• Share the responsibility for the success of the IHHPC;
• Review records of meetings for accuracy and provide feedback meeting, so that those records can be posted on the public website without delay;

4.3 DFO

DFO staff will perform the following functions:

• Provide adequate notice of meetings (1 month). Provide agendas and materials to support input and advice well in advance (time frame to be agreed upon by IHHPC);
• Provide support and arrange for venues, a note-taker and facilitator for meetings;
• Provide summaries of discussions and recommendations arising from other advisory processes and consultations to the IHHPC members for consideration in advice;
• Work with IHHPC participants to identify appropriate advisory and/or consultative forums to disseminate information and seek feedback where broader, sector-specific input is required (shared responsibility with participants);
• Provide best Scientific data available, including Pacific Herring assessments and forecasts;
• Respond to recommendations of the IHHPC in a timely manner, and explain to the IHHPC how DFO considered the advice;
• Ensure that Departmental senior managers and other staff that are linked to or impacted by these processes are informed of the activities of the IHHPC.

4.4 Chair or facilitator

The IHHPC meeting chair or facilitator will perform the following functions:

• Develop the meeting agenda with input from members;
• Call/convene meetings
• Coordinate attendance of participants
• Ensure meetings are productive, run on schedule and focus on the agenda
• Encourage active participation of all members;
• Mitigate conflict, and;
• Help summarize and focus discussion.

5.0 Meeting procedures

The IHHPC will operate through a combination of various modes of communication, including but not limited to, e-mail, conference calls, webex, in-person meetings etc. Electronic correspondence, with mail delivery as needed, will be the primary means of document delivery and information exchange. A high value will be placed on face-to-face discussion and open interaction among IHHPC members. There will be comment periods without a IHHPC meeting in which members are expected to work independently (i.e., provide feedback outside of an IHHPC meeting).

The IHHPC will meet two or three times per year (IHHPC will determine the frequency and length of meetings at first official meeting).

At least one month notice of meetings will be provided in advance to allow participants adequate time for preparation, if at all possible. In unexpected circumstances, shorter notices may be given. At this time, IHHPC members should identify any subject matter experts (SMEs) who should attend the next meeting. SME names, attendance and agenda items to be presented by them should be provided to DFO. The chair/facilitator may provide limited time in the agendas for formal presentations from interested parties not represented by the membership of the IHHPC. IHHPC members may also forward the meeting notice to any observers that may be interested in attending. Observers can also self-identify their interest to attend the next IHHPC meeting in-person in advance. If adequate notice is provided, DFO will set up a teleconference and/or WebEx and provide toll-free call in numbers for remote members or their alternates who cannot attend a meeting.

Agendas and supporting material will be circulated as soon as possible. This does not include Powerpoint presentation, which will be available by request for distribution after meetings, subject to content. DFO will strive to circulate substantive documents for review as soon as they are available. All meetings will be recorded. These report(s) will identify discussion items, advice given, any agreements reached, action items, and next steps. Every effort will be made to circulate the report(s) to the IHHPC 3 weeks after the meeting, and participants will have 2 weeks, from that time, to review and provide their comments back to DFO.

6.0 Funding

7.0 Contact information

All inquiries regarding the IHHPC should be directed to the IHHPC member from DFO. To communicate with DFO, use the following contact information:

Pelagics Coordinator
Regional Manager, Pelagics
Fisheries and Oceans Canada
200 - 401 Burrard St
Vancouver BC  V6C 3S4

Appendix 1: Guiding principles

The IHHPC will be guided by the following principles, which are consistent with DFO’s Pacific Policy to Govern Advisory Bodies. These are commonly accepted principles used in consultation in the region, and they reflect DFO’s National Consultation Framework.

1. Respect for process: members agree to commit to IHHPC process and deliverables. Members will refer comments and recommendations generated outside of the established process to the appropriate advisory body contact.
2. Transparency: recommendations will be made openly, with information and results shared from all members. Information should be made available to all participants in the process on an equal basis.
3. Accountability: representatives of a constituency are expected to input the general views, knowledge and experience of those they represent; and communicate the deliberations of the IHHPC and reasons for decisions to their constituencies. DFO is expected to explain how their advice/input was used and why and how decisions are taken.
4. Balanced representation: participation will be fair and reflect the broad range of interests in the Offshore Pacific, to the extent possible, so that a diversity of perspectives is involved.
5. Effective: participants may not agree with each outcome of the advisory body but there must be realistic goals and timelines and participants should have confidence that the process can achieve the goals of the mandate. To improve the effectiveness of, and increase confidence in the process, the IHHPC will also be guided by the need for:
   • Communication: members agree to openly communicate the principles, objectives and interests that underlie their participation in the IHHPC.
   • Collaboration: members agree to work together to achieve consensus-based recommendations where possible. Where consensus is not possible, submitted recommendations will reflect alternate suggestions.
6. Efficiency: processes and recommendations shall be cost-effective, set and respect realistic timeframes, and avoid overlap or duplication with existing processes. Where possible, links to other departmental consultative processes will be made to realize efficiencies in consultation.

Appendix 2: Code of conduct

Participation by individuals in advisory processes involves responsibilities. Parties that participate in consultation processes should do so in good faith and with the public interest as well as their own interest in mind. Participants also have a responsibility to engage in effective, balanced and respectful communication. All participants have a responsibility to ensure that they present the perspectives of their constituency and communicate out to their constituencies to the best of their ability with the time they have, and that the process operates as efficiently and effectively as possible.

In order to establish a working environment that promotes and supports respectful and productive discussions within the IHHPC, the participants agree to the following code of conduct for how they will work together in order to achieve their mandate.

Participants on the IHHPC will fulfill their responsibilities, improve working relationships, properly manage the process, and achieve the mandate if they:

• Ensure that the discussions maximize the exchange of information among parties and minimize misunderstandings;
• Focus on underlying interests or objectives rather than positions and seek to understand others;
• Maintain a respectful atmosphere;
• Treat everyone as an equal and with respect: leave status, stereotypes, and politics at the door;
• Provide all participants with an opportunity to speak and take all perspectives into account while being concise;
• Listen carefully and respectfully to the views of others, and acknowledge you have heard the other, especially when there is disagreement;
• Express disagreement with ideas, not with personalities or motives;
• Allow each other the freedom to test ideas and suspend judgment until understanding is reached;
• Identify and test assumptions (including one’s own);
• Treat issues as problems to be solved, not as personal or sector-wide conflicts;
• Facilitate agreements across the full spectrum of interests;
• Look for common ground and creative solutions;
• Engage in appropriate external communication with the public and media by describing the process accurately and in a manner acceptable to all members;
• Raise with the IHHPC any matter they perceive to be in violation of this code of conduct or of good faith discussions.