Heritage Advisory Committee Charter

1. Official designation and purpose

Heritage Advisory Committee for the Canadian National Vimy Memorial, the Beaumont-Hamel Newfoundland Memorial, and the St. Julien Canadian Memorial, three memorials which are part of the 2023 UNESCO designated Funerary and memory sites of the First World War.

2. Authority

Having determined that it is in the best interest of Canadians and to ensure long-term commemorative integrity of the Canadian National Vimy Memorial, the Beaumont-Hamel Newfoundland Memorial, and the St. Julien Canadian Memorial, the Assistant Deputy Minister (ADM), Commemoration and Public Affairs (CPA) of Veterans Affairs Canada (VAC) hereby establishes the Heritage Advisory Committee ("the Committee").

3. Scope and mandate

The Committee’s core purpose is to provide strategic, high-level advice to support decisions that uphold the commemorative integrity, safeguard the heritage character, and inform the long-term restoration and conservation of memorial sites, most notably the monuments. The ultimate goal of the Committee is to safeguard the symbolic, material, and philosophical values of the memorial sites, ensuring their integrity for current and future generations. Its recommendations are to be grounded in the Statement of Heritage Values and Canada’s obligations under the World Heritage Convention.

The Committee shall operate at arm’s length from VAC, to whom it formally reports. While it does not hold decision-making power, its expert recommendations shall carry significant weight in VAC’s planning and design processes and will be considered alongside broader operational and programmatic priorities.

The Committee shall review project proposals or changes that the Design Management (DM) TeamDesign management is the coordinated, holistic oversight of a public project’s design process—performed by subject matter expert public servants—to ensure all government objectives such as sustainability, heritage, accessibility, security, and lifecycle value are integrated in a balanced, compliant, and high-quality way. It provides internal expert guidance and quality assurance from project initiation through delivery to achieve the best long-term outcomes for public assets and the Crown. identifies as having potential to affect the monuments’ symbolic, material, or commemorative integrity. Its mandate includes:

  • Review proposed interventions to ensure that all proposed interventions remain consistent with both the principles of commemorative integrity as defined in the Statement of Heritage Values and the World Heritage Convention;
  • Provide guidance on complex issues such as stone sourcing, conservation and interpretation approaches;
  • Assist the Project Team in determining comprehensive, long-term conservation and maintenance strategies and guidelines that will inform future work;
  • On occasion, the committee may be asked to comment on interventions which may impact the commemorative integrity of other memorials under the stewardship of VAC both overseas and in Canada.
  • Review and provide strategic input on the Terms of Reference for the procurement of Consultant and/or Construction Services.

The Committee does not perform technical reviews, day-to-day project management, or advise on routine maintenance oversight, or unrelated site infrastructure or horticultural elements. Its proceedings are internal and non-public.

4. Structure and membership

The Committee is composed of expert members and two ex-officio VAC members from VAC. For the initial formation of the committee, the members will be appointed by the ADM CPA. Over time, the intention is to develop a formal nomination or application process to guide future appointments, with details to be determined.

Committee co-chairs

The Committee will be jointly chaired by:

  • Senior Director, International Operations (VAC) (ex-officio member). In the event that the Senior Director is unavailable, the Program Manager, International Operations will act as Alternate Co-Chair.
  • Senior Conservation Architect (Canada) (expert member). In the event that the Senior Conservation Architect (Canada) is unavailable, the Architecte en Chef des Monuments Historiques (France) will act as Alternate Co-Chair.

Note: VAC representation may change over the duration of the Committee as directed by the ADM CPA or by the VAC Committee Co-Chair.

Expert members are selected to represent a broad and complementary expertise range of disciplines relevant to the conservation and commemorative integrity of the monuments. Members may include:

  • Senior Conservation Architect (Canada)
  • Architecte en Chef des Monuments Historiques (France)
  • Department of National Defence Historian
  • Architectural Historian
  • Senior Conservation Cultural Landscape Specialist
  • UNESCO/Parks Canada liaison
  • Committee Secretary - Senior Conservation Technologist (ex-officio, liaison with DM team)

Members are appointed for a three-year term, renewable once for an additional two years. A quorum of 66% of members, including at least one Co-Chair, is required for formal proceedings. The Co-Chairs will be responsible to ensure that an adequate number of expert members are present to allow the Committee to conduct its business effectively.

Note: Members participate in consensus-based decision-making for advisory recommendations. The committee recommendations do not confer authority over departmental or project decisions, which remain the responsibility of VAC.

Additional experts may be appointed and invited by the Chair based on evolving project needs.

5. Roles and responsibilities

The Committee serves in an advisory capacity, providing strategic guidance to support the conservation and long-term commemorative integrity of the Memorials.

Committee members are responsible for:

  • Evaluating proposals based on heritage impact and alignment with the Statement of Heritage Values;
  • Bringing independent, public interest perspectives to each review, drawing on their professional expertise to evaluate impacts on commemorative integrity and heritage value;
  • Contributing to the formation of consensus-based recommendations (minimum 80 percent agreement);
  • Participating in meetings and timely review of submission materials;
  • Respecting confidentiality and conflict of interest protocols.

Committee Secretary (also a member of the DM Team) is responsible for:

  • Preparing and circulating meeting agendas and documentation;
  • Coordinating consultant presentations and follow-up discussions;
  • Drafting formal records of recommendations and submitting them to the Committee for their review;
  • Maintaining accurate minutes, archival records, and correspondence;

Design management (DM) team supports the Committee by:

  • Conducting technical pre-reviews of consultant submissions;
  • Identifying proposals that require Committee input;
  • Assisting with the development of briefing documents and review materials;
  • Liaising between the consultants, Secretary, and VAC.

6. Engagement process

When the DM Team identifies a proposal or decision point that the Committee needs to review, the following overall engagement process will be used, to ensure timely, transparent, and consistent guidance.

  1. Submission package: The DM Team prepares and circulates a complete submission - including Consultant materials and a briefing on the proposed intervention - at least 20 business days before the first meeting.
  2. Presentation and clarification: Consultants present the proposal in a structured, closed session with the Committee. Committee members ask questions and request clarification, but no formal recommendations are made at this stage.
  3. Deliberation and recommendation: A second meeting, held within one to two weeks, allows the Committee to deliberate and finalize its recommendations.
  4. Documentation: The Secretary drafts a summary of recommendations, circulates it for member approval, and submits the final version to VAC.

In urgent cases, the Co-Chairs may adjust the timeline to ensure prompt review.

7. Meetings and continuity

The Committee shall typically meet at least twice annually, typically during the spring (March–May) and fall (September–November). Depending on project requirements, it may convene up to six times per year, particularly during early or high-activity phases. One annual meeting will be held regardless of project activity to maintain continuity of institutional knowledge and preserve the long-term strategic oversight of the Memorials.

Meetings shall be generally two to four hours in length, will be held on weekdays and are to be conducted via teleconference or videoconference. Efforts will be made to be inclusive of time zone differences and constraints.

Additional meetings may be called by the Committee Co-Chairs based on specific topics requiring further meeting time. In-person meetings may be called by the Committee Co-Chairs if deemed necessary and with prior approval from the ADM, CPA.

Recognizing the importance of keeping the public informed about the Committee’s purpose, membership, and activities, these terms of reference and Committee members’ names will be made public. Furthermore, a summary of the outcomes of these meetings along with the advice and recommendations made by the committee will be regularly published on the Canada.ca website.

Committee meetings are closed to the public. However, at the Co-Chairs’ discretion, specific guests or observers may be invited to attend select sessions as needed.

The Committee will ensure that standing decisions and key review outcomes are properly recorded to support consistent application over time. Formal records, including recommendations, minutes, and supporting documentation will be archived by the Secretary, in alignment with the Committee’s responsibilities for long-term guidance and continuity.

8. Co-Chairs, Alternate Chairs, and Decision framework

The Co-Chairs will ensure that meetings are conducted in an orderly, fair, and efficient manner. The Co-Chairs have the authority to adjourn any meeting if, in their judgment, it is necessary to do so in the public interest or to preserve the integrity of the Committee’s deliberations. This includes deferring decisions when further information or clarification is required to make an informed recommendation.

When consensus (defined as at least 80 percent agreement among voting members) cannot be reached, the Co-Chairs must document the range of differing opinions. In such cases, the Co-Chairs will formulate a final recommendation that reflects the majority view, along with a summary of minority positions.

The VAC Committee Co-Chair represented by the Senior Director, International Operations Directorate, will have the primary responsibility of presenting and briefing the ADM CPA on advice, guidance and recommendations put forward by the Committee.

9. Term, renewal, and termination

Term

The Committee is established with an initial ten-year mandate. Renewal of the Committee for an additional 10 years will be at the discretion of the ADM CPA. based on ongoing relevance, effectiveness, and alignment with project and heritage objectives.

Termination

The Committee will terminate after 10 years, unless renewed for another 10 years by the ADM CPA of VAC. The ADM CPA reserves the right to terminate the Committee at any time.

Individual members may resign at any time by providing six months’ written notice to the VAC Co-Chair. VAC reserves the right to remove any member at its discretion for cause, including, but not limited to, persistent nonparticipation, breach of confidentiality, or unresolved conflicts of interest.

10. Code of conduct, confidentiality, conflict of interest, and dismissal

Code of Conduct

To allow for a frank and open discussion and to promote a culture of mutual trust, respect, professionalism, integrity and accountability, members will be required to adhere to the Code of Conduct, attached as Appendix A to these Terms of Reference. Non-compliance with the Code of Conduct may result in dismissal from the advisory group.

Confidentiality

Members of the Committee may discuss or review confidential or sensitive issues and documents. Members should note that the confidentiality and privacy policies of the Government of Canada apply. As a consequence, members may be required to sign a security declaration and/or a confidentiality agreement.

Members are not permitted to divulge any information to a third party without the prior written consent of the VAC Co-Chair. Any inquiries from third parties regarding the group’s activities, including media requests, should be referred to the VAC Co-Chair.

Members recognize that all correspondence related to the Committee is subject to the Access to Information Act, the Security of Information Act, the Privacy Act and the Policy on Government Security.

Members shall not make use of the information or documentation disclosed or provided to members in their capacity as a Committee member, for any purpose other than their mandate as a member of the Committee. Breaches of confidentiality may result in removal from the Committee.

The obligations set out in this section shall survive the expiration or termination of the Member’s position on the Committee.

Conflict of Interest, Eligibility to Bid, and Declaration Requirements

Committee members are required to conduct themselves at all times in accordance with good professional judgment and in such a manner as to not create a conflict of interest or the appearance of such conflict. A conflict of interest exists when the member’s duties and participation in the committee can be prejudiced by actual or potential benefit from another source.

All individuals who agree to serve as members of the Committee shall be required to complete and submit a Conflict of Interest and Confidentiality Declaration prior to the commencement of their duties. Members must promptly update this declaration should any relevant circumstances change during their term of service.

To preserve the integrity and impartiality of the Committee’s work, members shall not participate in the preparation, submission, or support of any bid or proposal for projects that are subject to review, evaluation, or recommendation by the Committee. This restriction applies to the member personally and to any firm, partnership, or corporate entity with which the member is affiliated—whether as an employee, shareholder, officer, director, consultant, or in any other capacity that may reasonably be construed as conferring a financial or professional interest.

This restriction shall remain in effect for a period of twelve (12) months following the conclusion of the member’s service on the Committee, or until the Committee’s recommendations on the relevant project(s) have been finalized and publicly disclosed, whichever is later.

In cases where a Committee member identifies a potential or apparent conflict of interest with respect to a specific project or matter under consideration, the member shall notify the VAC Co-chair and may be required to recuse themselves from all related discussions, deliberations, and decisions. Such recusals shall be documented in the Committee’s records.

These provisions are intended to prevent both actual and perceived conflicts of interest, and to ensure that all Committee activities are conducted with transparency, fairness, and accountability.

Dismissal

The ADM CPA holds the right to appoint and dismiss a committee member at any time.

If a committee member does not meet the expectations outlined by this Charter and the Code of Conduct, the Committee may provide the member with a warning, followed by counseling from the VAC Co-Chair. If the situation remains unresolved to the VAC Co-Chair’s satisfaction, the ADM CPA may proceed with the dismissal of the individual from the membership.

11. Expenses reimbursement

VAC will cover meeting costs, including facility rental and associated costs, travel as per the Treasury Board of Canada Directive on Travel, Hospitality, Conference and Event Expenditures and the translation, printing and distribution of the Committee's reports and publications.

All travel must be pre-authorized by VAC. Members will provide their travel and transportation receipts, to be reimbursed, in accordance with the Treasury Board of Canada Directive on Travel, Hospitality, Conference and Event Expenditures, to the VAC Co-Chair. All receipts for reimbursement should be submitted within ten days following the completion of a trip.

All Advisory Group members agree and confirm that membership in this group is voluntary and unpaid. While VAC reimburses reasonable travel and other pre-approved costs, there is no other compensation for membership. Membership does not create an employee/employer relationship.

12. Evaluation of effectiveness

VAC will undertake a periodic review of the committee’s effectiveness and report its findings to the ADM CPA. The review will take place at the end of each calendar year and will evaluate the following elements as well as any other element deemed relevant:

  • Frequency, length and participation % in meetings
  • Quality of agenda items, meeting notes and other reports
  • Type of expertise required (review)
  • Level of expertise, knowledge and contribution of committee members.
  • Topics of discussion, issues raised and recommendations provided
  • Cost of committee functions (e.g : travel, etc.)

13. Accepting to serve

By accepting to serve on the Committee, members agree to be bound by the conditions of the Terms of Reference.

14. Certification

The Heritage Advisory Committee is determined to be necessary and in the interest of Canadians and to ensure long-term commemorative integrity of the Canadian National Vimy Memorial, the Beaumont-Hamel Newfoundland Memorial and the St. Julien Canadian Memorial.

Appendix A: Code of Conduct

In an effort to promote a culture of mutual trust, respect, professionalism, integrity and accountability amongst members of the Committee, members are expected to adhere to the following:

  1. Members shall attend and actively participate in all meetings.
  2. Members shall not disclose the Group’s recommendations until and unless the VAC Co-Chair approves the sharing of information beyond VAC;
  3. Members shall inform the co-chair(s) of any potential or perceived conflict of interest.
  4. Members shall refrain from engaging in conduct that would discredit or compromise the integrity of the Committee, the Minister, or their office.
  5. Members may be asked to sign a confidentiality agreement.
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