Sport Fishing Advisory Board (SFAB) terms of reference

Table of contents

1. Mandate
2. Guiding principles
3. Sport Fishing Advisory Board structure
4. Sport Fishing Advisory Board operating procedures
5. Sport Fishing Advisory Board conference board

1. Executive committee
2. Policy and management committee
3. Salmon committee
4. Groundfish committee
5. Pelagic and invertebrates committee
6. Committee chairs, membership, and reporting requirements

1. Introduction
2. Membership
3. Geographic committees
4. Chair and co-chair
5. Operating procedures
6. Meeting attendance
7. Voting membership status
8. Voting

1. Appendix 1 - code of conduct

Sport Fishing Advisory Board overview

Mandate

These terms of reference apply to the Sport Fishing Advisory Board (SFAB) process. The SFAB provides formal advice and makes recommendations to Fisheries and Oceans Canada (DFO) and relevant provincial ministries on matters relating to the regulation and management of the Province-wide of tidal and non-tidal anadromous recreational fisheries.

These terms of reference replace the January 2010 version and reflect a change in the organizational structure of the advisory process.

Guiding principles

The following principles will apply to all levels of the SFAB process. The guiding principles will be used to guide decisions on the structure, representation, and operational procedures.

Transparent:

There will be transparency throughout the process based on open lines of communication and the provision of timely, accurate, accessible, clear, and objective information. This information will be available to all participants in the process on an equal basis. DFO organizers, after considering the input of the SFAB executive and members through the SFAB process, will provide access to agendas and information needed as a starting point for informed discussion well in advance of meetings. In addition, this information will be posted to a public website to ensure accountability to all Canadians.

Accountable:

Participants who are representatives of a constituency are expected to bring to the discussions the general views, knowledge, and experience of those they represent and bring back an awareness and understanding to their constituencies about deliberations of the consultation activity and reasons for decisions taken. All participants share accountability for the success of the process. The Department is accountable to participants for explaining how their advice/input was used and why and how decisions are taken. Explanations will be recorded in writing and saved in a database to maintain a record.

Inclusive representation:

Representation on advisory bodies will relate to the mandate and function of the committee. Participation in advisory processes will be fairly balanced and reflect a broad range of interests in fisheries and oceans issues in the Pacific Region, to the extent possible, so that a diversity of perspectives is involved.

Effective:

All participants will be satisfied that the process can achieve the goals of the mandate. This does not mean that participants will always agree with the final advice, outcome, or recommendation. Processes must set and respect realistic timeframes recognizing the volunteer nature of the SFAB. DFO, taking into consideration its financial capacity and current policies, will provide funding consistent with the effective and efficient discharge of the SFAB and its approved subcommittees in fulfilling their mandate, roles, and responsibilities.

Efficient:

The size of the advisory committee will reflect a balance between the diversity of fisheries and oceans issues in the Pacific Region, and participant numbers that will facilitate productive discussion. Should committee or working group size become an issue, achieving a balance between efficiency and inclusion will be the priority. Wherever possible, links to other departmental consultative processes will be made to realize efficiencies in consultation.

Meeting rules:

All meetings will be guided by Roberts Rules of Order; however, to ensure efficiency strict adherence to these rules is not expected and will defer to the judgment of the Chairs of the various committees.

Lobbying:

SFAB members will work within the established process to connect public policy makers and fishery managers to formulate advice to DFO and Provincial authorities. If members choose to engage in lobby or advocacy activities outside of the advisory process, they will not identify themselves or their organization as representing the SFAB. In their contacts with government outside the SFAB process, individual or member organization participants should be sensitive to federal and provincial lobbyist registration requirements and applicable laws based on the compensated time a person devotes to communication with public office holders.

Sport Fishing Advisory Board structure

The SFAB is a tiered structure comprised of a Conference Board supported by an Executive Committee, a Policy and Management Committee, Species Committees, and a cadre of local committees. The SFAB is designed to be an inclusive organization comprised of individuals who are angling stakeholders defined as either primary, secondary, or Member Organization participants.

The SFAB Executive Committee is a senior level forum whose membership supports the Conference Board process and can be called upon for strategic advice to DFO when unexpected matters of interest arise outside the regular consultation cycle.

The Policy and Management Committee is responsible for matters of interest to the recreational fishery related to a range of activities related to policy and management issues and connected to the SFAB. The Policy and Management Committee will bring their work to the Conference Board for review and consideration. The advice developed through this committee may not fit into the annual planning cycle (i.e. The work may span a number of planning cycles or occur on short notice related to a specific unplanned issue). The committee is supported by a number of working groups, which will convene when a topic needs further discussion beyond a committee. The Policy and Management Committee may be asked to review emerging issues or requests for advice that fall outside the scope of the established working groups or in between Conference Board meetings. In these cases new working groups may be formed (with a defined life cycle) to provide advice around emerging issues.

There are three Species Committees (Salmon, Groundfish, Pelagic & Invertebrates). The purpose of these committees is to provide guidance to the local committees on the advice sought (based on joint priority setting between DFO and the Conference Board), facilitate the dissemination of information, task working groups, receive and consolidate input from local committees, and to present the local committee advice and motions to the Conference Board for review and consideration. These Species Committees are supported by established working groups that are tasked to receive, review, consider technical information, and provide advice to the SFAB process. Working groups will convene when a topic needs further discussion beyond a committee.

Finally there are Local Sport Fishing Advisory Committees (SFAC). These are geographically based advisory committees that develop advice related to the management of the recreational fishery at the local area level. The SFACs work closely with the Species Committees, Policy and Management Committee, and the Executive Committee to formulate advice related to the fisheries in their geographic area.

Sport Fishing Advisory Board operating procedures

This section applies to all SFAB structural levels.

Protocols

Elections

Elected positions (SFAB Executive and Species Committee Chairs) will serve two year terms. DFO will be responsible for organizing and running the election process. Elections will be held at scheduled SFAB Conference Board meetings. Nominees for elected positions will come from SFAB Conference Board membership meeting attendees. Attendance to SFAB Conference Board meetings can consist of in-person or virtually. The election process will begin with election of the SFAB Chair, progress to Species Committees, followed by Member at Large roles. Elections will take place via secret ballot and simple majority vote.

Alternates

If an elected representative is unable to fulfill their two-year term, they will be replaced with a designated alternate until the next election cycle. Alternates will be established during the election process based on the number of votes received.

Meeting rules of order

Meetings will generally be conducted through the use of Roberts Rules of Order for developing motions and voting procedures. To ensure efficiency, strict adherence to the Roberts Rules will be flexible subject to the judgement of the board and committee chairpersons.

Establishing quorum rules

Required quorum for the conduct of business shall be 50% of the voting membership for the SFAB Conference Board. Species Committees require a quorum of five (5) voting members. PSC reps are considered voting members on the Salmon Committee. Local SFAC Committees require a quorum of five (5) voting members to conduct business and pass motions.

In camera sessions

While the SFAB values inclusiveness and transparency, members of the SFAB Conference Board or Committees may, by a majority vote, move into an “in camera” session for a short period to deal with specific issues where the SFAB seeks to discuss matters without DFO or the Province of BC present. It will be at the discretion of the Chair to allow observers and other subject matter experts to be present during an “in camera” session.

Urgent short notice fishery management advice

To the extent possible meeting schedules are developed well in advance, but DFO may out of necessity from time to time approach the SFAB Executive for urgent short-notice fishery management or policy advice at times where it is not feasible to engage the SFAB via the usual process. Should an SFAC be affected, the SFAB Executive must consult that local SFAC Chair prior to making a decision.

Federal/Provincial coordination

Representatives from the Province of BC are encouraged to attend and participate in the SFAB process at all levels. The SFAB mandate has limitations with respect to providing advice to the Province, but where appropriate, the SFAB provides advice and makes recommendations to provincial Ministries with responsibility for fisheries policy or fish management on matters affecting marine and non-tidal anadromous species. With this in mind, in situations where advice from the SFAB to DFO intersects with Provincial jurisdiction the following procedures will be followed:

• In situations where advice from the SFAB to DFO intersects Provincial jurisdiction, motions or advice will be forwarded to the Province of BC by DFO in a timely manner, with a request to follow up on the disposition of SFAB advice.
• The Province of BC will determine how to best address SFAB advice or motions. In a similar fashion, issues referred to the SFAB by the Province, once resolved and SFAB advice approved, will be reported back to the Province as notification in the form of Requests for Consideration in the form of approved motions disposition of SFAB advice.
• In situations where advice from the Provincial Angling Advisory Team (PAAT) intersects federal jurisdiction and which may fall into the scope of SFAB mandate may be referred to the SFAB for advice. In a similar fashion, issues identified within the SFAB process that fall outside SFAB mandate will be referred to the Province of BC. The SFAB will not vote upon, approve, or provide comment regarding motions or issues forwarded to the Province of BC, which fall outside the SFAB mandate.
• An objective of the SFAB is to achieve a collaborative, inclusive, transparent exchange of information between advisory processes (SFAB & PAAT).

Agenda creation for meetings

Establishing annual priorities for seeking and developing advice is a foundation of the SFAB process. Early in the advisory process cycle, DFO and the SFAB will collaborate on the creation of agendas to create early alignment on management or policy as follows:

• DFO will provide the SFAB with Requests for Advice (RFA) outlining the policy and management requests for advice, noting planned amendments to recreational fisheries.
• SFAB will provide DFO with Requests for Consideration (RFC) outlining policy and management requests the SFAB wishes to engage DFO in the upcoming advisory process cycle.
• The SFAB will circulate DFO RFA to Local SFAC’s and Species Committees as soon as practical in the advisory cycle to manage expectations, ensure transparency, and develop alignment. RFA’s from DFO will be included in all local SFAC meeting Agendas to ensure local advice is captured.

Motions and voting procedures

SFAB advice to DFO and the Province will be in the form of motions, with the following considerations:

• All motions from Local SFACs related to a species will be referred for review to the appropriate Species Committee. Motions may be referred to a Species Committee Working Group for comment and advice to ensure the motion is consistent with guidance that the SFAB has provided.
• Species Committees will review all SFAC motions related to that species, and, where deemed appropriate, either approve motions to be referred to the SFAB Conference Board or will vet motions (defeating, amending, consolidating) prior to advancing advice/motions to the SFAB Conference Board.
• All motions reviewed by the Species Committee will require a majority vote to pass and advance to the Conference Board for review.
• To ensure transparency and motions tracking, the Species Committee Chairs will present a summary report of all motions advanced and reviewed, with assistance from the Administrator and DFO Co-Chair, to the Conference Board, and will provide a list of recommended motions for SFAB Conference Board review and potential adoption. Care will be taken in giving the motions report to explain the rationale behind motions that did not receive sufficient votes to advance or were amalgamated into one combined motion on the same topic to expedite the motions. This is intended to inform local SFAC Chairs as to the disposition of motions, improving their capacity to report back to local SFAC members on the eventual status of motions referred.
• Disposition of motions or action items will be noted in a Motions Tracker template available via electronic filing/storage accessible to SFAB members. Local SFAC Chairs are responsible to review the Motions Tracker and report back to their Committees on the disposition of local motions.
• Voting on motions will be conducted by simple majority vote. Voting will be by open vote, no secret ballot voting, no proxy voting. In the event of a tie vote, the SFAB meeting Chair carries the tie breaking vote. Meeting Chairs only vote in the event of a tie.
• Motions of special significance are subject to a 2/3 majority vote where seven or more Conference Board members jointly declare a motion to be of special significance, that motion shall require a 2/3 majority vote for approval.

Administration

Terms of reference amendments

Amendments to the Terms of Reference, including requests for additional individual memberships on the SFAB Conference Board can be approved by a two-thirds majority vote of the sitting SFAB Conference Board members and as agreed to by DFO.

Meeting support

DFO supports the SFAB process by providing secretarial support to the SFAB with documentation provided as necessary. Key features of the support function include:

• DFO will be responsible for ensuring all members are given proper notice of meeting dates and locations for Conference Board, Committees, and existing Working Group meetings. Background material, reports, data, etc., is to be provided to the members in advance of any meetings.
• Note taking will be a shared responsibility between DFO and the SFAB. DFO’s support for this function will be subject to available capacity. Note taking will take place at all meetings of the SFAB including the Executive Committee, Policy and Management Committee, Species Committees, Working Groups, and Local SFAC meetings. There will be a compilation of summary minutes following a standard template of each of these meetings, a record of all motions presented, and the disposition of any such motions. All action items and motions will be recorded in a highlighted section of the minutes.
• Copies of all minutes, motions and their disposition shall be forwarded to all members of the SFAB at least one week in advance of the next meeting of the respective board or committee.
• All meeting minutes will have a summary of motions and action items attached to the bottom of minutes for quick reference.

DFO will maintain accurate and current membership lists of all members at every level of the advisory process. Membership lists are maintained by DFO and the SFAB Executive. Local SFAC Chairs, Species Committee Chairs, and Executive Committee will be required to provide DFO with updated and accurate membership lists including contact e mail addresses for members.

DFO will provide, prior to each meeting, reports on the disposition of previous advice and recommendation, and if any action has been taken by the respective government agencies. Disposition of motions or action items will be noted in a Motions Tracker template available via electronic filing/storage accessible to SFAB members. Local SFAC Chairs are responsible to review the Motions Tracker and report back to their Committees on the disposition of local motions.

Travel expenses

Unless otherwise agreed to by DFO and the SFAB, all Committees and Working Groups will meet virtually as this is an efficient mechanism to achieve broad coast wide engagement.

When expenses are incurred by SFAB Conference Board members while travelling to attend to the SFAB Conference Board shall be reimbursed according to Federal Treasury Board guidelines found at https://www.njc-cnm.gc.ca/directive/d10/en. SFAB travel expenses are subject to DFO operational budgets. All SFAB travel requests require DFO pre-approval for consideration of reimbursement. Travel expenses for alternates will not be paid unless they are serving in the place of the member for whom they are the alternate and that travel was pre-approved by DFO.

In most cases there should be no requirement for travel expense reimbursement for members attending Species Committees, Executive Committee, Working Groups, and Local SFAC meetings. In those situations where DFO decides that expense reimbursement is warranted, payment will be provided at the standard Treasury Board rates.

Sport Fishing Advisory Board conference board

The SFAB Conference Board is an overarching body that brings together the membership from all levels of the process to review input on the management of recreational fisheries in British Columbia (BC) and to provide consolidated advice to DFO and relevant Provincial Ministries.

a. Membership and election process

The SFAB process is designed to balance the diverse interests of the recreational fishing community so that it can provide useful advice to DFO and the Provincial government. The participants include both individual fishers and representatives of the seven SFAB member organizations. All participants are deemed either primary users (those who derive no direct or indirect financial interests from angling) or secondary users (those who derive direct or indirect financial interests from angling). In addition, DFO and the Province will identify ex/officio, non-voting members as necessary to support the process.

The SFAB Conference Board is comprised of the following members:

1. Board Chair
2. Executive (10 members, includes board Chair and immediate Past-Chair)
3. Local SFAC Chairs or their alternate (24)
4. Member Organization representatives (8 members)
5. Species Committee Chairs (3)*
* chosen from existing members of the conference board

Note: An individual may occupy one or more seat but can only represent the vote of one seat.

Conference board chair

The SFAB Conference Board Chair is selected by secret ballot by the voting members of the Conference Board at a duly constituted meeting. Nominees must attend the SFAB Conference Board meeting where elections are held to qualify as a candidate. Once elected, the Chair shall only vote on matters before the board in the event of a tie. The Chair will serve as the SFAB Executive Chair and be an ex-officio member of all committees, working groups, and local SFACs. The SFAB Conference Board Chair will serve for a two-year term.

Immediate past chair

Following the election of a new SFAB Chair, the outgoing Chair will assume the role of Immediate Past-Chair. The primary responsibility of the Past-Chair role is to work with the in-coming Chair to ensure a smooth transition, knowledge transfer, and ongoing guidance.

Executive committee

The Executive Committee is comprised of ten (10) members, including the SFAB Chair and Past Chair. Both incumbents can participate on any SFAB Committee or Species Committee. The immediate Past-Chair will occupy that position with full voting and participation rights. The remaining eight (8) positions will be elected by secret ballot by the voting members of the Conference Board at a duly constituted meeting and strive to have representation from the North Coast, South Coast, and Inland waters. Members will serve two-year terms once elected.

Member organizations

Member Organizations will reflect the primary or secondary user interests of the diverse recreational fishing community with respect to tidal fisheries or non-tidal anadromous fisheries and have a province-wide scope as defined in society or association by-laws. To qualify for consideration as a member organization, the entity must meet these criteria and be approved by DFO and by a 2/3 majority Conference Board vote.

At present, four of the member organizations represent what have been termed the primary user interests of recreational fishers; the British Columbia Wildlife Federation, the British Columbia Federation of Drift Fishers, the British Columbia Federation of Fly Fishers, and the Steelhead Society of British Columbia, and three organizations represent the secondary user interests of service providers to the recreational community; the Sport Fishing Institute of British Columbia, Boating BC, and the British Columbia Lodging and Campgrounds Association.

For an organization to remain in good standing its representative(s) should participate in the SFAB process and regularly attend SFAB Conference Board Meetings. Member organization status will be reviewed periodically. Organizations not meeting the participation requirement will be notified in writing that their status is under review. A member organization may appeal suspended status and will be subject of reinstatement review and a 2/3 majority vote by the SFAB Conference Board on request.

Appointments to the SFAB will be recommended to DFO and the SFAB Executive by the nominating bodies as previously noted.

Additional membership from new organizations seeking member organization status within the SFAB may be assigned to the SFAB by a two-thirds majority vote of the attending membership at any duly constituted meeting of the SFAB Conference Board and subject to DFO approval. Nominations for membership on the SFAB will be forwarded in writing to DFO and the SFAB Executive by the nominating group.

Upon approval of a member organization, an official appointment notice to the SFAB will be forwarded to the members of the SFAB stating the member organization and their appointed individual in writing. Each appointed member of the SFAB will have an alternate appointed by the nominating body. In the event of a member leaving during the term of his or her appointment, the designated alternate will serve out the balance of the term, unless the nominating body advises to the contrary.

All voting members and alternates will be appointed for a two-year term, with allowance for re-appointment, at the discretion of DFO subject to continuing support from the member group.

DFO Staff or other federal or provincial agencies

DFO Staff or other federal or provincial agencies may be designated by DFO and the SFAB Conference Board to participate as ex/officio, non-voting members. Subject matter experts can be invited by or through the Executive Committee, following consultation with DFO, to attend and make presentations to the SFAB, the Executive Committee or Species Committees.

b. Conference board procedures

Meeting schedules and logistics

SFAB meetings will be held at least twice a year and will be in-person meetings unless circumstances prevent. They will be held at the call of the Executive Committee, DFO, or by a request, in writing, by majority vote of the current Conference Board membership. Ample notice, 30 days or more, shall be provided to all members of the meeting time, date, and location. An emergency meeting may be called on shorter notice and may utilize virtual technology to expedite the meeting.

Where practical, all SFAB Conference Board meetings will have virtual meeting technology in place to support approved Conference Board voting participants who are unable to travel to the meeting. The intent of this provision is to support SFAB process transparency and broader engagement of SFAB membership.

Any member of the general public may request attendance as a non-voting observer to any SFAB Conference Meeting. Observer attendee participation will be subject to terms and conditions of the SFAB Code of Conduct. This includes a prohibition on observers making a video or audio recording of meeting proceedings. Such observers will only be permitted to speak to the meeting at the discretion of the meeting Chairs and the meeting participants.

Board attendance/participation

Members of the Species Committee will attend all meetings where practicable. Where a member is unable to attend, they will notify any appointed alternates who, if available, would attend the meeting. Unless otherwise agreed to by all participants, meetings will not be audio or video recorded.

Roberts Rules of Order will be used to guide the conduct of meetings for motion and voting procedures. Participant conduct will follow the SFAB code of conduct and disciplinary procedures as described in Appendix 1. The objective of following procedural guidelines is to achieve orderly and efficient meetings.

Upon request to the Committee Chair, any SFAC Chair or designate, or member organization may attend a Committee or Working Group meeting as a non-voting member. Similarly, upon request to the Committee Chair, any SFAC member may attend a Committee meeting as an observer. SFAC general membership observers can participate as observers and will not have voting privileges.

Observers from the SFAC membership at large (excluding SFAC Chairs or designates) are not normally afforded opportunities to speak to meeting motions or provide input unless otherwise agreed to by the meeting Membership. Observers wishing to speak to the meeting, may request such from the Chair. The Chair will grant approval if the meeting flow and time allows.

Board Reports

Each Conference Board is an opportunity for SFAB committees to report out on activities and highlight issues. Within the SFAB Conference Meeting, the following reporting structure will help guide setting Conference agendas:

• Regional Leads Reports summarized by North Coast, South Coast, and Inland regions
• Species Committee Reports (Committee Chairs)
• Policy and Management Committee Report
• Executive Committee Report
• Member Organization Reports

Regional leads reports at conference board

Prior to each conference board local SFAC Chairs should provide a summary to the appropriate North Coast, South Coast, and Inland Executive Lead who will provide a regional summary at the Conference Board. That lead will provide a summary of issues and concerns raised by the various SFACs from within their region. The Executive Lead for each region may chose to have an SFAB only meeting in order to facilitate these discussions. Motions will not be made from these meetings.

Sport fishing advisory board committees

Under the modernized SFAB Operating Model, three Species Committees were established to perform core advisory functions aligned to key topic-based species managed by DFO.

Reporting to a Committee, specific action-oriented Working Groups exist to perform actions or investigations. Committees may determine it necessary to commission a Technical Working Group. Technical Working Groups will be restricted to investigating and providing advice back to the broader Working Group or Species Committees (or as required to the SFAB Conference Board) with respect to fulfillment of specific technical tasks.

Unless otherwise agreed to by DFO and the SFAB, all Species Committees and Working Groups will meet virtually as this is an efficient mechanism to achieve broad coast wide engagement.

The SFAB, subject to agreement by DFO (and the Province of BC for matters relating to provincial authority), may consider establishing future Committees as deemed necessary to augment the functionality of the SFAB Operating Model.

Member Organizations are strongly encouraged to nominate members to participate on Species Committees and Working Groups to broaden their engagement and to further strengthen the SFAB process.

Species Committees from time–to time may strike other Working Groups to address pertinent issues that arise. Any additional Working Groups will report back through one of the established committees and ultimately to the SFAB Conference Board. Each Working Group will follow these Terms of Reference but when required, more detailed ones will be developed and shared with their respective Working Groups.

1. Executive committee

The SFAB Executive Committee a senior level forum whose membership supports the Conference Board process and can be called upon for strategic advice to DFO when unexpected matters of interest arise outside the regular consultation cycle.

The Executive Committee also provides recommendations to DFO and responsible ministries on appointing recreational fishery representatives to:

• The Pacific Salmon Commission (PSC)
• The North Pacific Anadromous Fish Commission
• The International Pacific Halibut Commission
• The Integrated Harvest Planning Committees for salmon
• Other domestic advisory or management committees/boards that may be established from time to time to represent the interests of the recreational fishing community (tidal and non-tidal anadromous fishing).

The Executive Committee is comprised of ten members. This number includes the SFAB Chair and Immediate Past SFAB Chair. Both incumbents can participate on any SFAB Committee or Species Committee. The Immediate Past SFAB Chair will occupy the position with full voting and participation rights. The SFAB Executive will also consist of members voted into specific roles. Three SFAB Executive positions will be occupied by a North Coast (NC), South Coast (SC), and Inland Lead. Nominees as Regional Lead are open to any Conference Board member of a Regional Caucus who resides within the region. The remaining five SFAB Executive positions will be for Members at Large filled through an election process.

• SFAB chair
• Immediate past SFAB chair
• North Coast lead - responsibilities include coordinating regional representation within various Species Committees of the SFAB, supporting regional local SFAC Chairs as required and providing a regional report at the Conference Board, and providing regional advice to the Executive on matters under discussion.
• South Coast lead – responsibilities include coordinating regional representation within various Species Committees of the SFAB, supporting regional local SFAC Chairs as required and providing a regional report at the Conference Board, and providing regional advice to the Executive on matters under discussion.
• Inland lead – responsibilities include coordinating regional representation within various Species Committees of the SFAB, supporting regional local SFAC Chairs as required and providing a regional report at the Conference Board, and providing regional advice to the Executive on matters under discussion.
• Member at large – five positions will be reserved for members at large from the broader SFAB. Member at Large positions will strive to achieve a balance between primary and secondary membership.

2. Policy and management committee

The Policy and Management Committee is responsible to coordinate policy, regulatory, or management advisory support for all other issues not described in the Species Committee functions. The function of the Policy and Management Committee also includes receiving and addressing motions and issues brought up by the following Working Groups between SFAB Conference Meetings.

The Policy and Management Committee members consists of the Executive Committee, Pacific Salmon Commissioner, and Working Group chairs that report to the Policy and Management Committee.

The Policy and Management Committee will recruit Working Group members from the broader SFAB. Working groups reporting to the Policy and Management Committee are:

Working groups:

• Catch monitoring working group
• Regulations working group
• Reconciliation working group
• Marine conservation initiatives working group

Appointed working groups:

• Southern Resident Killer Whale working group
• Salmon Allocation Policy working group

The Policy and Management Committee may review emerging issues or requests and may strike additional Working Groups to address changing priorities not described in Species Committee functions.

3. Salmon committee

The Salmon Committee is responsible for being the primary lead on all Salmon and Steelhead issues, coordinating SFAB Salmon and fishery advisory support for both tidal and non-tidal fisheries.

• Reporting to the Salmon Committee are the following Working Groups:
  • Southern BC chinook and coho working group
  • North Coast salmon working group
  • Southern BC sockeye, pink, and chum working group
  • Recreational PSC Commissioner, Northern and Southern panel members, and Fraser panel members

4. Groundfish committee

The Groundfish Committee is responsible for being the primary lead and coordinate SFAB groundfish advisory support, including but not limited to Halibut, Rockfish, and Lingcod.

• Reporting to the Groundfish Committee are the following Working Groups:
  • Halibut working group and halibut technical working group
  • Rockfish and lingcod working group

5. Pelagic and invertebrates committee

The Pelagic and Invertebrates Committee is responsible for coordinating SFAB advisory support to Shellfish, Intertidal Shellfish, Tuna, Herring, and other pelagic species and invertebrate species.

• Reporting to the Pelagic and Invertebrate Committee are the following working groups:
  • Tuna Working Group
  • Prawn and Crab Working Group

6. Committee Chairs, membership, and reporting requirements

Committee chairs

Committee Chairs will serve two-year terms. Committees Chair elections will be held at a SFAB Conference Board meeting during the election cycle. Elections for Committee Chairperson roles will take place via secret ballot using a simple majority vote. In the event of a tie vote, a second vote with only the top two candidates will take place to determine the election winner.

Nominees for Committee Chairs may come from members attending the SFAB Conference Board, or from the broad SFAB membership. Nominees must accept their nomination to be considered in the election process or provide proxy acceptance in writing to the SFAB Conference Board Co-Chairs. Nominees must also be in attendance at the SFAB Conference Board Meeting where elections are held to qualify as a candidate. Attendance may either be in-person or virtual.

Term Limits – there shall be no limitations to the number of terms an individual may serve in an elected position within the SFAB process (all levels).

Committee membership

Following elections to determine Species Committee Chairs, the SFAB will seek volunteers for Committee members to fill each Committee. Each Committee will have no more than ten (10) appointed members to ensure that quorum can be met and in order to facilitate efficient meetings. There will be no limitations on the number of observers present at Committee meetings.

Each Committee will strive to have a balance of representation throughout the region. Each Committee may from time to time appoint additional members by agreement and may form Working Groups or Technical Working Groups to perform specific actions requested by the main Committee.

Committee appointees are expected to commit to attend as many Committee meetings as possible, and to consult as necessary with other members of the SFAB as subject matter experts.

Committee participants who miss meetings, are responsible to keep themselves current and up to date on all meetings through communication to the Committee Chairs to ensure efficient Committee meeting operation. Committee participants may appoint an alternate if they are unable to attend a meeting.

Term Limits – there shall be no limitations to the number of terms an individual may serve on a Committee.

Any SFAC Chair or member organization may participate in any Species Committee meeting.

SFAC Chairs are encouraged to advance their feedback or questions through their Regional Species Committee Lead. Regional members to the Species Committees will provide expert guidance related to species management and updates to local SFAC Chairs as required.

Local SFAC Chairs and Executive members may attend a Species Committee as non voting observers. Species Committee Chairs may invite SFAC Chairs to attend “Special” Committee meetings and extend voting privileges to all SFAC Chairs invited to provide input.

Reporting requirements

Committee Chairs shall in coordination with SFAC Chairs, introduce to the SFAB a written report to each SFAB Conference Meeting outlining; 1) Key local fishery management or policy issues; 2) Responses to DFO Requests for Advice; 3) Action items, motions, and their disposition.

Committee Chairs will introduce to the SFAB Conference Board, for review and ratification, all motions referred from Local SFAC Committees and carried by the Committee, and will explain the rationale for carried, amended, amalgamated, and defeated motions during discussion and votes on the motions as required.

Local SFAC Chairs and Committee Chairs will make arrangements to provide a report of the results and activities of the SFAB in the recreational fishing community at large. Chairs are encouraged where possible to provide this report through the use of various media outlets available in each community or geographic area.

Local sport fishing advisory committees

1. Introduction

Sport Fishing Advisory Committees (SFACs) are grass-roots organizations, primarily responsible to formulate recreational fishery advice to the DFO through the SFAB tiered advisory process. Local SFACs are established to represent a fishing community, region, or one or several Pacific Fishery Management Areas. SFACs cover such geographic areas as agreed to by the SFAB and DFO.

SFACs provide advice and recommendations to SFAB processes in the form of motions on matters relating to tidal recreational fisheries and non-tidal anadromous fisheries. They respond to Requests for Advice (RFAs) from DFO and may also advance proposals regarding their local fishery in the form of Requests for Considerations (RFCs). This work is undertaken in the form of motions to Species Committees and the Executive Committee who will review and consider the motions for presentation to the Main Conference Board.

Another critical role local SFACs provide is gathering local knowledge, input, and most importantly sharing fishery information and communications. Keeping local SFAC members well informed on topical issues is a vital function, as such local Chairs will distribute written reports, updates, and information to members as a key function of their role.

2. Membership

SFAC membership will reflect the diverse recreational fishery community and is comprised of primary, secondary, and Membership Organization level participants. Efforts will be made to achieve representative membership from both primary and secondary level participants, Member Organizations, and other local regional interests or angling associations.

Local SFAC Committees will attempt in good faith to invite and include the widest range of interested participants as possible. SFACs will structure participant engagement towards achieving a balance and broad range inclusivity in SFAC membership. Enforcement of primary/secondary balance is not required and will not be a barrier to participation in meetings or hinder the outputs of such meetings.

Member Organizations are strongly encouraged to participate and attend all local SFAC meetings to broaden their engagement, which further strengthens the SFAB process. Angling focused groups, associations, or societies that do not meet the province-wide requirement to participate as Member Organizations but represent local or regional interests and perspectives are encouraged to participate in local SFAC meetings.

DFO and the Province of BC will designate staff as appropriate to participate as ex/officio, non-voting members.

3. Geographic committees

DFO has organized Local SFAC Committees into geographic areas. Reviews of the geographic boundaries of SFAC Committees will be conducted by DFO and the SFAB from time to time to ensure connections with distinct recreational communities are fairly and broadly represented.

Current local SFAC committee list:

* may participate in Inland discussions as required

4. Chair and co-chair

The Local SFAC Chair shall be elected from amongst the voting members of the SFAC at a duly constituted meeting. The election shall be by secret ballot for a two-year term. Once elected, the Local SFAC Chair shall only vote on matters before the board in the event of a tie. Once a member is elected as Chair, they will no longer be considered as either a primary or secondary member. Rather, as they move forward participating in the SFAB process, they will act as neutral participants, representing the interests of their local SFAC for whom they represent.

SFAC Committees may from among their membership, elect an Alternate SFAC Chair to attend meetings or act as an alternate SFAC Chair in the event the elected SFAC Chair is unable to participate.

DFO will identify a Co-Chair to the local SFAC committees, usually the applicable Fishery Manager in the geographic area encompassed by the SFAC. The DFO Co-Chair will sit as a non voting SFAC member to the process. Availability of the DFO co-chair is dependent on the Department’s priorities and may be subject to change. The SFAB will be notified.

The role of the SFAC Chair is to work closely with the DFO Co-Chair to:

• Develop meeting agendas that reflect both the regional priorities and local area interests.
• Connect with Species Committee Chairs to gather DFO Requests for Advice (RFA) or identify issues requiring local SFAC input/advice or Requests for Consideration (RFC).
• Notify members of meetings.
• Review meeting minutes for accuracy.
• Track meeting motions, ensuring motions are referred to the appropriate Species Committee.
• Attend SFAB Conference Board Meetings.
• Circulate emails and other information to SFAC members received from DFO, Species Committees, and the SFAB Executive.
• Participate as requested or appointed to SFAB committees or Species Committees.

The role of the DFO co-Chair is to assist the SFAB Administration and local SFAC Chair to:

• Facilitate Department and/or other guest speakers.
• Share DFO requests for SFAB advice.
• Facilitate data requests.
• Provide fishery background advice.
• Provide input toward meeting agenda development.
• Assist in the preparation of meeting minutes, as able.
• Assist in managing SFAC membership contact and voting status lists.

5. Operating procedures

• Unless otherwise agreed to by the local SFAC, all meetings will offer attendance options of in person and virtual where possible.
• The Co-Chairs will call the meeting to order, appointing a note taker to record minutes and motions, circulate the meeting agenda and prior meeting minutes.
• The Chairs will proceed to circulate an attendance list and call for member introductions, requesting members indicate their voting status. Members attending virtually will provide their contact details in the meeting chat.
• The Chairs will call for amendments to the agenda, followed by a motion to approve the agenda.
• Once approved by the meeting, the Chairs will review prior meeting minutes, calling for membership input on errors or omissions.
• Once prior meeting minutes are reviewed, a motion for approval is requested by the Chairs.
• Once approved the prior meeting minutes are adopted.
• Chairs will follow the approved agenda and prior to concluding each agenda item, will call for any discussion and then motions in relation to that item.
• Meetings will not be recorded or streamed unless there has been full meeting consensus.
• Following the meeting, draft meeting minutes will be circulated to the members in attendance via email requesting review and comments to note errors or omissions. A final draft will be circulated, but not formally adopted until the following meeting. Meeting motions however will be advanced to either the appropriate Species Committee or the SFAB Conference Board for further review and consideration. In some instances, motions may also be referred to the SFAB Executive.
• The SFAC Chairs, as a function of their role, will circulate information and updates provided by either the SFAB and/or DFO to keep local community SFAC members informed.
• Roberts Rules of Order will be used to guide the conduct of meetings for motion and voting procedures. Participant conduct will follow code of conduct and disciplinary procedures as described in Appendix 3. The objective of following procedural guidelines is to achieve orderly and efficient meetings.

6. Meeting attendance

All meetings will circulate a meeting attendance record, and members will complete attendance noting name and email (virtual attendance will be recorded in the meeting minutes). Attendees will also note in the attendance record their status as either voting member, non-voting observer, DFO staff, or Province of BC staff. All in person meeting venues should be accessible, safe, and comply with standards that are conducive to facilitating hybrid meetings (e.g., Wi-Fi).

7. Voting membership status

Meetings are open to the public; however, only individuals who are full members of a local SFAC Committee will be considered to have voting privileges as voting members.

Individuals wishing to become voting members shall be required to register their interest with the SFAC Chairs, read and agree to comply with the Code of Conduct, and participate as a non voting observer for a minimum of two consecutive meetings. Once having met the above requirements, observer members will progress to voting members of the local SFAC. To maintain active membership, participants must regularly attend SFAC meetings.

DFO will maintain a list of active Local SFAC participants. Local SFAC Chairs will provide updates.

8. Voting

Only members who have full voting membership status may vote. Voting results will be recorded by the note taker, and final voting results announced by the Chairs.

Individual members who attend more than one SFAC Local Committee, must establish a “home” SFAC Committee, meaning they may only vote in one local SFAC. Those members who have elected to vote in a different SFAC, and wishing to participate in other SFAC groups, must participate as non-voting observers when attending meetings outside their “home” SFAC. SFAC members will only have one vote. Government officials representing their organization in an official capacity will be precluded from voting.

Appendices

1. Appendix 1 - code of conduct

Sport Fish Advisory Board Code of Conduct

Preamble

This Code of Conduct applies to all SFAB participants when engaged in the SFAB process, or representing or conducting business on behalf of the SFAB.

By participating in the SFAB process, all SFAB members agree to accept the Code of Conduct and commit to uphold the principles and values that are found in this document. A SFAB member is anyone that is a participant in SFAC or SFAB meetings. The Code of Conduct is a living document, and as such, the Code may be re-visited and amended as needed.

SFAB members commit to discharging their responsibilities within the SFAB process honourably, considering the importance it brings in service to the public of Canada and the recreational fishery.

The code

The opportunity to participate in an advisory process is accompanied by responsibilities. Those who participate in consultation processes should do so in good faith and with the public interest in mind. Participants have a responsibility to engage in effective, balanced, and civil communication. Disruptive, disrespectful, harmful, and unwelcome comments are not acceptable, and members who continue such behaviours after being asked to refrain will be removed from the SFAB process either temporarily or permanently.

As representatives of diverse interests in the recreational fishery, participants have a responsibility to ensure that they are accountable, that government gets the information it needs to make informed and balanced decisions, and that all three levels of the SFAB process operate efficiently.

Core values

All SFAB members who participate in or represent the SFAB are committed to the following pillars and guiding principles that through this Code of Conduct represent the values found below:

1) Respect

Members, through their actions, will demonstrate respect. This means treating people in a manner that demonstrates courtesy, objectivity, confidentiality, sincerity, tolerance, trustworthiness, equity, and empathy.

2) Integrity - members shall:

Act in a competent, knowledgeable, honest, and transparent manner. Be impartial and unbiased in their conduct towards other Members. Recognize their unique position and maintain the confidentiality entrusted to them above their own self-interest.

3) Accountability

Members are accountable for providing professional representation of the SFAB. Members will be held responsible for their decisions, actions, and inactions. Members will make decisions to the best of their ability, based on all available information, and ensuring that the decision is not arbitrary, discriminatory, or made in bad faith. Members must be respectful to fellow participants, DFO and Provincial staff, and the Public in the discharge of their duties.

4) Leadership

Participants will hold themselves to the highest standards as described herein. As leaders, they will seek to identify what needs to be done and do it. Participants will be guided by the greater good and inspire others by doing the right thing, even in the face of adversity. SFAB members will support and promote responsible, sustainable fishing activity.

5) Work ethic

The Members shall fulfill all the duties required of the SFAB and shall commit to following through on assigned action items to the best of their ability.

Living the code

All SFAB participants are expected to comply with this Code, and are required to read and acknowledge the Code. Furthermore, members are responsible for communicating the facts of any situation that are in conflict with the Code. Reporting of conflict with the Code shall be made to the SFAB Conference Board Chair and DFO Co-Chair.

SFAB members should do their utmost to conduct themselves with the following personal actions in mind:

1. Ensure accountability to local, regional, or province-wide constituencies through actions such as:
• When making decisions or developing advice or a motion, consideration must be given to potential impacts to other anglers, areas, and recreational fisheries.
• Decisions, advice or proposals that, if advanced, would diminish, restrict or threaten opportunity or access for other areas or recreational fisheries should not be supported.
• Make every effort to attend all important meetings, or if required sending the appointed alternate.
• Establish clear lines of accountability with those they represent.
• Communicate pertinent information to their constituencies regularly.
• Act quickly to raise and resolve any concerns regarding the accountability of the process or any of the representatives to protect the integrity and trust of the group.
2. Maximize the exchange of information and minimize misunderstanding through actions such as:
• Speak clearly, listen carefully, and ask for clarification if a point is not understood.
• Share information related to the issues at hand, stay on point.
• State concerns about other participants’ interests or the process openly and directly.
• Clearly explain what is important to them and why.
• State their perspective as concisely and briefly as possible.
3. Ensure that others have the opportunity to speak, that all perspectives are taken into account and that a respectful atmosphere is maintained through actions such as:
• Respect each other’s values and interests.
• Avoid accusatory language, rude behavior, and stereotyping.
• Listen to what others have to say without interrupting.
• Begin meetings on time.
• Seek to better understand other perspectives with an open mind.
4. When negotiating or voting on motions in the advisory process, facilitate agreements across the full spectrum of interests through actions such as:
• Negotiate and vote in good faith, build as much agreement as possible.
• Avoid participation in activities that may undermine the negotiation or fair voting on motions.
• Practice fair-minded voting, avoid stacking meetings by attending and voting in multiple local SFAC committees to achieve voting advantage, or to advance a position or agenda.
• Focus on underlying interests or objectives rather than positions and seek to understand the interests of others.
• Recognize the legitimacy of other interests.
• Treat issues as problems to be solved not as personal or sectoral conflicts.
• Allow others the freedom to test ideas without prejudice to future discussion.
• Seek creative solutions that accommodate all interests.
5. Engage in appropriate external communication through actions such as:
• Ensure descriptions of the process are accurate before you communicate them to the general public or the media.
• Ensure that all external communication including social media is respectful of others, and accurate.
• Confidential or time-sensitive matters where participants are requested not to circulate must be respected.

Members who choose to breach or not comply with the values within the Code of Conduct should, depending on the severity of the infraction, be given an opportunity to modify their behavior.

The SFAB Conference Board Chair and DFO Recreational Fishery Co-Chair shall undertake the following process when made aware of an alleged Code of Conduct violation.

Disciplinary process

1. Upon receipt of a serious complaint involving a breach or a report of non-compliance with the Code of Conduct, the SFAB Conference Board Chair and DFO Co-Chair (herein referred to as Co-Chairs) will initiate a fact-finding investigation. The Co-Chairs, within one month of receipt of the alleged violation, will file a report, including recommendations if required, to the SFAB Executive Committee. The following are considerations although non exhaustive in the determination of recommendations:
   • Intentional vs. unintentional
   • Severity
   • Re-offender
   • Mitigating factors
2. The Co-Chairs will determine the corrective action required, if any (Coaching, Mentoring, Training, other).
3. If the problem persists, or there is a serious infraction, the Co-Chairs will request a voluntary withdrawal of the Member.
4. If the Member chooses not to voluntarily withdraw, the Co-Chairs, if considering a suspension of the Member, will immediately file a Membership Review report with recommendations to the SFAB Executive Committee for review.
5. The SFAB Executive on receipt of the Co-Chairs Membership Review report and recommendations will either approve or reject the suspension of the Member.
6. The DFO Chair and the Conference Board Chair will immediately inform the Member, of the membership review decision.
7. If required, DFO may acquire contracted mediation services to resolve a particular issue or dispute.