Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 1 - Minutes of Proceedings
OTTAWA, Tuesday, November 20, 2007
(1)
The Standing Committee on Internal Economy, Budgets and Administration met at 5:02 p.m. this day, the Chair, the Honourable George J. Furey presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Cowan, Downe, Furey, Jaffer, Kinsella, LeBreton, P.C, Massicotte, Nancy Ruth, Phalen, Robichaud, P.C., Stollery, Stratton and Tardif (13).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
IE/2007-11-20/001 (P) — Election of Chair
It was moved by the Honourable Senator Kinsella, seconded by the Honourable Senator Downe, that the Honourable Senator Furey be elected chair of the committee.
The question being put on the motion, it was resolved in the affirmative.
IE/2007-11-20/002 (P) — Election of Deputy Chair
It was moved by the Honourable Senator Cook, seconded by the Honourable Senator Comeau, that the Honourable Senator Stratton be elected deputy chair of the committee.
The question being put on the motion, it was resolved in the affirmative.
IE/2007-11-20/003 (P) — Motion to Print Committee Proceedings
It was moved by the Honourable Senator Robichaud, seconded by the Honourable Senator Massicotte, that the committee print 200 copies of its proceedings.
The question being put on the motion, it was resolved in the affirmative.
IE/2007-11-20/004 (P) — Subcommittee on Agenda and Procedure (Steering Committee)
It was moved by the Honourable Senator Massicotte, seconded by the Honourable Senator Comeau, —
That the Subcommittee on Agenda and Procedure be composed of the chair, the deputy chair and the Honourable Senator Cook; and
That if the full committee is unable to meet, the Subcommittee on Agenda and Procedure (Steering Committee) be authorized to deal with and resolve immediate administrative problems, and that it report its decisions at the first meeting thereafter.
The question being put on the motion, it was resolved in the affirmative.
IE/2007-11-20/005 (P) — Joint Interparliamentary Council (JIC)
It was moved by the Honourable Senator Jaffer, seconded by the Honourable Senator Comeau, that the Honourable Senators Furey, Stratton and Cook be named to represent the Senate on the Joint Interparliamentary Council (JIC).
The question being put on the motion, it was — Resolved in the affirmative.
IE/2007-11-20/006 (P) — Financial Report
It was moved by the Honourable Senator Massicotte, seconded by the Honourable Senator Jaffer, that the draft first report of the Standing Committee on Internal Economy, Budgets and Administration on expenses incurred by the committee during the last session be adopted.
The question being put on the motion, it was — Resolved in the affirmative.
IE/2007-11-20/007 (P) — Advisory Working Group on the Security of the Parliamentary Precinct
It was moved by the Honourable Senator Cook, seconded by the Honourable Senator Comeau, that the Advisory Working Group on the Security of the Parliamentary Precinct be re-established and that the following senators be re- appointed as members: the Honourable Senators Massicotte, Prud'homme, Robichaud, Stratton and St. Germain.
The mandate of the Advisory Working Group on the Security of the Parliamentary Precinct will be to review and make recommendations regarding the security of the Senate precinct, and to consider other matters affecting the safety and security of the Parliamentary Precinct.
The question being put on the motion, it was — Resolved in the affirmative.
It was suggested that, in future, the Standing Committee on Internal Economy, Budgets and Administration ensure that the membership of advisory working groups or subcommittees be composed of both male and female senators.
IE/2007-11-20/008 (P) — Artwork Advisory Working Group
It was moved by the Honourable Senator Jaffer, seconded by the Honourable Senator Downe, that the Artwork Advisory Working Group be re-established and that the following senators be re-appointed as members: the Honourable Senators Moore, Joyal, Mahovlich, Meighen and Johnson. Further, it was agreed that the Honourable Senator Dallaire also join this working group.
The mandate of the Artwork Advisory Working Group will be to provide advice and oversight on matters related to the acquisition of heritage assets and works of art for the Senate; the display of works of art and the development of supporting policies and guidelines; and other matters referred to it.
The question being put on the motion, it was — Resolved in the affirmative.
IE/2007-11-20/009 (P) — Advisory Working Group on the Review of the International and Interparliamentary Affairs Directorate (IIAD)
It was moved by the Honourable Senator Cook, seconded by the Honourable Senator Comeau, that the Advisory Working Group on the Review of the International and Interparliamentary Affairs Directorate be re-established and that Senator Massicotte be re-appointed to represent the Senate. The Chair noted that the other member of the Advisory Working Group was Mr. Rob Merrifield, M.P.
Senator Massicotte recommended that the mandate of the Advisory Working Group on the Review of the International and Interparliamentary Affairs Directorate be amended as follows:
The mandate of the Advisory Working Group on the Review of the International and Interparliamentary Affairs Directorate will be to examine financial and human resources and the effectiveness of International and Interparliamentary Affairs and its directorate.
The question being put on the motion, it was — Resolved in the affirmative.
The clerk indicated that he would inform the clerk of the House of Commons of the change in mandate to ensure that the House Board of Internal Economy also consider and affirm such a modification.
IE/2007-11-20/010 (P) — Subcommittee on the Review of Committee Budgets
The chair recommended that a subcommittee on the review of committee budgets be re-established to consider and make recommendations to the full committee on budget submissions up to a maximum set amount. All other budget submissions would be presented to the chamber for approval by the requesting committee chairs.
Various options were put forth by committee members.
After discussion, it was agreed that the steering committee review the suggestions and make a recommendation to the full committee at its next meeting on November 29, 2007.
The chair indicated that senators could make further comments and suggestions to the steering committee.
IE/2007-11-20/011 (P) — Introduction of Mr. Gilles Duguay, Director General, Parliamentary Precinct Services
The chair introduced Mr. Gilles Duguay, the new Director General of Parliamentary Precinct Services, who replaced Mr. Serge Gourgue.
Mr. Duguay informed the committee of the three issues on which he is focusing: (1) the Master Security Plan (MSP); the Long-Term Vision and Plan (LTVP)); and the program review of the Parliamentary Precinct Services.
Master Security Plan (MSP)
Mr. Duguay indicated that the cooperation between the House of Commons and the RCMP on the Master Security Plan was remarkable. The security partners agreed to compare standards and standardize operations across the three organizations. Mr. Duguay stated that a draft copy of the Master Security Plan would be submitted to the committee shortly.
Long Term Vision and Plan (LTVP)
Mr. Duguay informed the committee that he had attended many meetings on the Long Term Vision and Plan and that it was a complex and elaborate file. He announced that he had recruited a new director, with over 20 years experience with Public Works and Government Services Canada, to lead the Long Term Accommodation Strategy
Parliamentary Precinct Services Program Review
Mr. Duguay referred to the ongoing program review and reported that while some changes had already taken place, others would follow to ensure maximize efficiency of operations.
The chair thanked Mr. Duguay for appearing before the committee
At 5:52 p.m., the committee proceeded in camera.
At 5:58 p.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, November 29, 2007
(2)
The Standing Committee on Internal Economy, Budgets and Administration met at 8:33 a.m. this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Chaput, Comeau, Cook, Cowan, Dawson, Downe, Furey, Phalen, Robichaud, P.C., Stollery, Stratton and Tardif (12).
Other senator present: The Honourable Senator Munson (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
IE/2007-11-29/014(P) — Senator Munson — International Travel
Senator Jim Munson appeared before the committee to provide additional information regarding changes to his approved international travel to Shanghai, China for the Special Olympics World Summer Games. Senator Munson indicated that an administrative error had been made regarding the estimated cost for this trip. The cost of a business class fare exceeded the estimate; further, although the senator stayed at a hotel identified by Special Olympics Canada, the actual rate was higher than the quoted rate per night.
The chair thanked Senator Munson for appearing before the committee.
The committee considered this request in camera.
At 8:46 a.m., the committee proceeded in camera.
At 9:08 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, December 6, 2007
(3)
The Standing Committee on Internal Economy, Budgets and Administration met at 8:36 a.m. this day, the chair, Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Cowan, Downe, Furey, Goldstein, Jaffer, LeBreton, P.C., Massicotte, Nancy Ruth, Robichaud, P.C., Stollery and Tardif (13).
Other senators present: The Honourable Senators Oliver and Dawson (2).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
WITNESS:
International and Interparliamentary Affairs:
Eric Janse, Clerk Assistant and Director General.
IE/2007-12-06/021(P) — Interparliamentary Union (IPU) General Assembly 2010
Senator Oliver made a presentation to obtain approval to begin negotiations for hosting the Interparliamentary Union (IPU) General Assembly in Canada in 2010. Senator Oliver informed the committee that the Joint Interparliamentary Council (JIC) approved this recommendation at its November 28, 2007 meeting.
Senator Oliver and Mr. Eric Janse, Principal Clerk and Director General of International and Interparliamentary Affairs, answered questions.
After discussion, it was agreed:
That Canada's offer to host the Interparliamentary Union General Assembly in 2010 be approved in principle; and
That upon the successful negotiation of a draft agreement with the Interparliamentary Union (IPU) and upon the recommendation of the Joint Interparliamentary Council (JIC), the agreement and a detailed proposal for a conference budget, to be shared 30/70 between the Senate and the House of Commons, be submitted for approval.
IE/2007-12-06/022(P) — Adoption of Minutes of Proceedings of November 29, 2007
It was moved by Senator Comeau that the minutes of proceedings of the November 29, 2007 meeting be adopted.
The question being put on the motion, it was — Resolved in the affirmative.
IE/2007-12-06/023(P) — First Report of the Subcommittee on the Review of Committee Budgets
The chair of the subcommittee, Senator Robichaud, presented the first report of the Subcommittee on the Review of Committee Budgets as follows:
Thursday, December 6, 2007
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FIRST REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2007-2008:
Aboriginal Peoples (Legislation)
| Professional and Other Services | $ 5,700 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,000 |
| Total | $ 7,700 |
Aboriginal Peoples (General Matters)
| Professional and Other Services | $ 44,750 |
| Transportation and Communications | 108,700 |
| All Other Expenditures | 15,500 |
| Total | $ 168,950 |
Special Committee on Aging
| Professional and Other Services | $ 30,000 |
| Transportation and Communications | 28,975 |
| All Other Expenditures | 2,500 |
| Total | $ 61,475 |
(includes funds for participation at conferences)
Agriculture and Forestry (Legislation)
| Professional and Other Services | $ 2,250 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,000 |
| Total | $ 4,250 |
Agriculture and Forestry (Rural Poverty)
| Professional and Other Services | $ 60,500 |
| Transportation and Communications | 220,831 |
| All Other Expenditures | 36,800 |
| Total | $ 318,131 |
(includes funds for public hearings — sole sourcing for charter aircraft is authorized)
Agriculture and Forestry (Present State and Future)
| Professional and Other Services | $ 6,750 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,300 |
| Total | $ 9,050 |
Banking, Trade and Commerce (Legislation)
| Professional and Other Services | $ 34,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 8,000 |
| Total | $ 42,000 |
Banking, Trade and Commerce (Domestic and International Financial System)
| Professional and Other Services | $ 42,300 |
| Transportation and Communications | 80,025 |
| All Other Expenditures | 2,000 |
| Total | $ 124,325 |
(includes funds for a fact finding mission and for participation at conferences)
Banking, Trade and Commerce (Interprovincial Barriers to Trade)
| Professional and Other Services | $ 69,500 |
| Transportation and Communications | 232,030 |
| All Other Expenditures | 7,300 |
| Total | $ 308,830 |
(includes funds for a fact finding mission and public hearings)
Energy, Environment and Natural Resources (Legislation)
| Professional and Other Services | $ 8,000 |
| Transportation and Communications | 500 |
| All Other Expenditures | 1,500 |
| Total | $ 10,000 |
Energy, Environment and Natural Resources (Emerging Issues)
| Professional and Other Services | $ 13,790 |
| Transportation and Communications | 47,853 |
| All Other Expenditures | 3,000 |
| Total | $ 64,643 |
(includes funds for participation at conferences)
Foreign Affairs and International Trade (Legislation)
| Professional and Other Services | $ 6,000 |
| Transportation and Communications | 750 |
| All Other Expenditures | 1,000 |
| Total | $ 7,750 |
Foreign Affairs and International Trade (General Issues)
| Professional and Other Services | $ 23,500 |
| Transportation and Communications | 45,250 |
| All Other Expenditures | 1,500 |
| Total | $ 70,250 |
(includes funds for participation at conferences)
Human Rights (Legislation)
| Professional and Other Services | $ 2,500 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,000 |
| Total | $ 4,500 |
Human Rights (Federal Public Service)
| Professional and Other Services | $ 5,000 |
| Transportation and Communications | 200 |
| All Other Expenditures | 500 |
| Total | $ 5,700 |
Human Rights (Canada's International and National Human Rights Obligations)
| Professional and Other Services | $ 19,500 |
| Transportation and Communications | 140,050 |
| All Other Expenditures | 11,500 |
| Total | $ 171,050 |
(includes funds for a fact finding mission)
Human Rights (Matrimonial Real Property on Reserve )
| Professional and Other Services | $ 2,500 |
| Transportation and Communications | 200 |
| All Other Expenditures | 500 |
| Total | $ 3,200 |
Human Rights (Rights of Children)
| Professional and Other Services | $ 2,500 |
| Transportation and Communications | 200 |
| All Other Expenditures | 500 |
| Total | $ 3,200 |
National Finance (Legislation)
| Professional and Other Services | $ 44,000 |
| Transportation and Communications | 12,980 |
| All Other Expenditures | 1,000 |
| Total | $ 57,980 |
(includes funds for participation at conferences)
National Security and Defence (National Security Policy)
| Professional and Other Services | $ 118,500 |
| Transportation and Communications | 325,808 |
| All Other Expenditures | 30,500 |
| Total | $ 474,808 |
(includes funds for a fact finding mission and participation at conferences)
National Security and Defence (Subcommittee on Veterans Affairs)
| Professional and Other Services | $ 13,400 |
| Transportation and Communications | 25,690 |
| All Other Expenditures | 11,500 |
| Total | $ 50,590 |
(includes funds for fact finding missions)
Rules, Procedures and the Rights of Parliaments (Legislation)
| Professional and Other Services | $ 9,750 |
| Transportation and Communications | 0 |
| All Other Expenditures | 0 |
| Total | $ 9,750 |
Rules, Procedures and the Rights of Parliaments (Aboriginal Languages)
| Professional and Other Services | $ 0 |
| Transportation and Communications | 62,104 |
| All Other Expenditures | 0 |
| Total | $ 62,104 |
(includes funds for a fact finding mission)
Scrutiny of Regulations
| Professional and Other Services | $ 1,200 |
| Transportation and Communications | 1,650 |
| All Other Expenditures | 2,640 |
| Total | $ 5,490 |
Social Affairs, Science and Technology (Subcommittee on Population Health)
| Professional and Other Services | $ 120,500 |
| Transportation and Communications | 53,070 |
| All Other Expenditures | 8,250 |
| Total | $ 181,820 |
(includes funds for a fact finding mission)
Social Affairs, Science and Technology (Subcommittee on Cities)
| Professional and Other Services | $ 38,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 2,000 |
| Total | $ 40,000 |
Transport and Communications (Legislation)
| Professional and Other Services | $ 10,000 |
| Transportation and Communications | 8,000 |
| All Other Expenditures | 2,000 |
| Total | $ 20,000 |
Transport and Communications (Containerized Freight Traffic)
| Professional and Other Services | $ 20,400 |
| Transportation and Communications | 110,364 |
| All Other Expenditures | 5,500 |
| Total | $ 136,264 |
(includes funds for fact finding missions and public hearings)
Respectfully submitted,
Senator Robichaud made a presentation regarding the allocation of Committee Budgets for 2007-2008. He informed the committee that at the beginning of the fiscal year, $3,750,000 was made available for committees and that $400,000 had been set aside for witness expenses, of which $166,073 was spent prior to prorogation. The balance of funds for witness expenses was $233,927. With respect to committee budgets, $3,531,775 had been released to committees, of which $499,584 was spent prior to prorogation. Following prorogation, the balance of funds for committees amounts to some $2.85 million.
Senator Robichaud stated that, to date, some $2.5 million in budget requests had been received while other budgets are still pending. The Subcommittee on the Review of Committee Budgets now recommended a release of $2,423,810, including $169,420 for legislative budgets and $2,254,390 for special studies.
Senator Robichaud noted while there were substantial funds remaining for committees, due diligence is essential as these are public funds. Therefore, the subcommittee decided that the Finance Directorate would prepare, for the subcommittee's review, post-activity reports following each committee activity indicating how much was budgeted and how much was spent for each item in the activity envelope.
A number of items raised the concern of the Subcommittee on the Review of Committee Budgets during its meetings with committee chairs. The subcommittee therefore decided to review its approach on certain types of expenses and asked staff to provide information to assist the subcommittee in considering budgets for 2008-2009.
Items of concern include:
- Given that the Senate has communications officers, when is hiring outside help justified?
- Should there be a cap on the amount given to each committee for conferences?
- Should there be a standard amount allocated for miscellaneous expenses?
- Committees should identify how much they intend to include in each contract for consultants. When a sole sourcing contract over $35,000 for consulting services is being considered, such a contract must be pre-approved by Internal Economy at the time of the budget application. Similar contracts for other goods and services are limited to $25,000.
- Are indexing or coding services necessary? Should they be made available to all committees?
Senator Robichaud noted that the subcommittee will be preparing guidelines for the review of committee budgets which will be presented to the full committee early in the new year. He also reiterated that the subcommittee expects committees to be prudent and responsible in their use of funds, and that any surplus funds would be clawed back as per Senate policy.
Senator Robichaud requested the adoption of the first report.
After debate, it was moved by Senator LeBreton that the first report of the subcommittee on the Review of Committee Budgets be adopted.
The question being put on the motion, it was resolved in the affirmative.
At 9:45 a.m., the committee proceeded in camera.
At 10:23 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Tuesday, December 13, 2007
(4)
The Standing Committee on Internal Economy, Budgets and Administration met in camera at 9:03 a.m. this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Downe, Furey, Goldstein, Jaffer, Massicotte, Phalen, Robichaud, P.C., Stollery, Stratton and Tardif (12).
Other senator present: The Honourable Senator Dawson (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
At 11:07 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, February 7, 2008
(5)
The Standing Committee on Internal Economy, Budgets and Administration met at 9:10 a.m. this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Cowan, Downe, Furey, Goldstein, Jaffer, Massicotte, Nancy Ruth, Phalen, Robichaud, P.C., Stollery and Stratton (13).
Other senator present: The Honourable Senator Dawson (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
IE/2008-02-07/037(P) Second Report of the Subcommittee on the Review of Committee Budgets
Budgets
The chair of the subcommittee, the Honourable Fernand Robichaud, presented the second report of the Subcommittee on the Review of Committee Budgets as follows:
Thursday, February 7, 2008
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
SECOND REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2007-2008:
Special Committee on Anti-terrorism (Legislation)
| Professional and Other Services | $ 5,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 1,000 |
| Total | $ 6,000 |
Conflict of Interest for Senators
| Professional and Other Services | $ 53,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 0 |
| Total | $ 53,000 |
Energy, Environment and Natural Resources (Canadian Environmental Protection Act)
| Professional and Other Services | $ 4,000 |
| Transportation and Communications | 500 |
| All Other Expenditures | 500 |
| Total | $ 5,000 |
Fisheries and Oceans (Policy Framework)
| Professional and Other Services | $ 5,500 |
| Transportation and Communications | 0 |
| All Other Expenditures | 2,000 |
| Total | $ 7,500 |
Legal and Constitutional Affairs (Legislation)
| Professional and Other Services | $ 26,000 |
| Transportation and Communications | 21,070 |
| All Other Expenditures | 4,000 |
| Total | $ 51,070 |
Official Languages (Official Languages Act)
| Professional and Other Services | $ 20,000 |
| Transportation and Communications | 111,220 |
| All Other Expenditures | 9,500 |
| Total | $ 140,720 |
(includes funds for public hearings in Vancouver, a fact-finding trip to Whistler and participation to a conference)
Social Affairs, Science and Technology (Legislation)
| Professional and Other Services | $ 6,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 1,000 |
| Total | $ 7,000 |
Social Affairs, Science and Technology (Child care)
| Professional and Other Services | $ 21,200 |
| Transportation and Communications | 0 |
| All Other Expenditures | 0 |
| Total | $ 21,200 |
Social Affairs, Science and Technology (Science and Technology Strategy)
| Professional and Other Services | $ 2,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 1,000 |
| Total | $ 3,000 |
Respectfully submitted,
Fernand Robichaud, P.C.
Chair
Senator Robichaud informed the committee that at the beginning of the Second Session, some $2.85 million were available for distribution to committees and that to date, $2.45 million had been released, leaving a balance of $400,000. The subcommittee had received nine more budget requests, amounting to some $300,000 and, following the same principles as used before the Christmas recess, invited Chairs to appear before the subcommittee to defend requests that included travel and/or hiring.
Senator Robichaud stated that the subcommittee was comfortable recommending the release of full funding to eight committees. The one exception was a modest reduction of $7,200 in the allocation to the Social Affairs Committee for its study on child care, which was based on Senator Eggleton's assessment that full funding would not be required.
The committee heard that the subcommittee had discussed draft guidelines for committee budgets which it intends to submit to the Internal Economy Committee for consideration. Senator Robichaud reported the subcommittee's view that the guidelines would assist committees in drafting their budgets, while ensuring efficiency and effectiveness in the process, including a robust reporting structure.
Senator Robichaud moved the adoption of the second report.
The question being put on the motion, it was — Resolved in the affirmative.
At 9:20 a.m., the committee continued in camera.
At 10:16 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, February 14, 2008
(6)
The Standing Committee on Internal Economy, Budgets and Administration met at 8:36 a.m. this day, the chair, the Honourable George J. Furey presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Downe, Furey, Goldstein, Jaffer, Kinsella, Massicotte, Prud'homme, P.C., Robichaud, P.C., Stollery and Stratton (14).
Other senators present: The Honourable Senators Chaput and Dawson (2).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
IE/2008-02-14/044(P) — Application for International Travel — Senator Chaput
Senator Maria Chaput appeared before the committee to present her application to travel to Paris, France from March 5 to 9, 2008 to attend the France-Canada Symposium to commemorate the 400th anniversary of the arrival of Samuel Champlain in Québec in 1608.
Senator Chaput answered questions.
The chair thanked Senator Chaput for appearing before the committee.
At 8:45 a.m., the committee continued in camera.
At 9:02 a.m., the committee resumed in public.
IE/2008-02-14/045(C) — Third Report of the Subcommittee on the Review of Committee Budgets
The chair of the subcommittee, the Honourable Fernand Robichaud, presented the third report of the Subcommittee on the Review of Committee Budgets as follows:
Thursday, February 14, 2008
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
THIRD REPORT
Introduction
The consideration of committee budgets is one of the most important tasks undertaken by the Committee on Internal Economy, Budgets and Administration. Committee work is at the very heart of the Senate, and ensuring that committees have the resources they require to undertake their work is essential, as is ensuring that these resources are allocated and accounted for in an efficient and effective manner.
Your subcommittee recently completed its consideration of budgets for 2007-2008. In the course of reviewing those budgets, a number of issues came to the attention of the subcommittee which, in its judgment, requires further consideration prior to the 2008-2009 budget process.
Miscellaneous Expenses
One issue of concern was the variance between committees in the amounts budgeted for miscellaneous expenses. Your subcommittee recognizes that when drafting a budget for a fiscal year, it may not be possible to foresee every expense, and including a small amount for unexpected contingencies is understandable. That being said, your subcommittee recommends that committees include only one line for miscellaneous expenses under "All Other Expenses" of their General Expenses (i.e., expenses not allocated to a particular activity), and that amount should be modest. Most committees already demonstrate this restraint, budgeting between $500 and $2,500 for this purpose.
Likewise, your subcommittee recommends that within each activity envelope, there be only one line for miscellaneous expenses under "All Other Expenses" and that the amounts requested be modest.
Conferences
Another area where your subcommittee found significant variance between committees was in the amount budgeted for conferences. A historical analysis also indicates a large variance in spending between committees, with some committees never sending members to conferences and others doing so on a regular basis.
After discussion, your subcommittee concluded that committees themselves are best positioned to determine whether conference attendance is of benefit to the committee and decided not to recommend imposing a cap on the amount to be allocated for conferences at this time. However, your subcommittee reserves the right to recommend a reduced allocation for conferences should a particular demand appear excessive or should there be a shortage of funds.
Consultants
Another issue of interest relates to the matter of consultants. The General Materiel Management Policy requires that "consulting services having a value exceeding $35,000 and goods and other services having a value exceeding $25,000 shall be procured through a competitive sourcing process (a `competition') held in compliance with the rules established in this policy." The policy also states that requests from committees for sole sourcing shall be pre- authorized by Internal Economy or an authorized subcommittee thereof at the time of the budget application.
Historically, requests for sole sourcing have usually been made verbally at the time of the Chair's appearance before the subcommittee on budgets. Your subcommittee believes that a more formal process should be in place. Therefore, your subcommittee recommends that committees include the intention to sole source in the written budget, if possible with the name of the contractor.
In addition, whenever possible, each proposed contract should be clearly identified in the budget, rather than consolidating them into one line in the budget. Committees are reminded that contracts must be drafted to ensure clear accountability, and invoices must be detailed, normally including an hourly accounting of tasks of work performed during the billing period.
Your subcommittee notes that current practice is for committees to delegate to the chair, deputy chair and the clerk the authority to commit funds and certify accounts. Given that contractors work for the whole committee, even though they may be working under the direction of the chair, deputy chair or Steering Committee, your subcommittee suggests that committees consider having invoices from contractors signed off by both the chair and deputy chair.
Communications
Your subcommittee notes that the Senate has invested in the Senate Communications Directorate to develop in- house expertise for Senate committees. Despite these investments, a few committees continue to hire outside communications consultants. Your subcommittee intends to inquire further into this matter through consultation with various interested parties and will report back at a later time.
Reporting of Expenditures
Another area of considerable interest to your subcommittee is that of the reporting of expenditures. Current policies and practice allow significant flexibility for committees in the use of their funds. For instance, within an activity envelope there are no limits on the transfer of funds between categories so that, for example, if airline tickets are more expensive than had been anticipated, funds which had been budgeted for other purposes on the trip may be used to cover the shortfall. That being said, once the activity is completed, all surplus funds are clawed back. They are not available to the committee for other purposes.
A decision was taken by the Steering Committee of the Committee on Internal Economy, Budgets and Administration in 2007 that the Finance Directorate prepare detailed financial reports following the completion of each committee activity and that these reports be presented to the Standing Committee on Internal Economy, Budgets and Administration on a regular basis. These reports will include a line-by-line breakdown of the budget and expenditures with an explanation of any significant variance. Your subcommittee recommends that detailed post- transactional reports also be prepared for all general expenses (i.e., non-activity related expenditures), to be submitted to the Committee on Internal Economy, Budgets and Administration.
While your subcommittee does not have a firm recommendation on the frequency of these reports, twice per year appears to be a reasonable standard. The Committee on Internal Economy, Budgets and Administration may wish to refer all committee post-expenditure reports to the Subcommittee on the Review of Committee Budgets for consideration. Copies of committee contracts and invoices could be appended to the report.
Conclusion
Your subcommittee believes that the adoption of these modest recommendations will improve the efficiency and effectiveness of the budget process.
We wish to remind senators of the importance of the budget process and committee members' responsibility to carefully consider their committee's needs prior to the adoption of the budget and its submission to the Committee on Internal Economy, Budgets and Administration for consideration. Your subcommittee expects committees to be responsible in their use of public funds, while ensuring that the requirements of senators and staff are met. So, for example, funds should be budgeted for interpretation on fact-finding trips should the need exist.
The work of your subcommittee will be greatly facilitated if committees are clear about their needs and detailed in their budget submissions. Once budget requests for 2008-2009 are received, your subcommittee will determine the approach it will take to the recommended release of funds.
Respectfully submitted,
Senator Robichaud answered questions.
After debate, it was moved that the third report be adopted with the following amendment to the third sentence in the Conclusion:
"Your subcommittee understands that committees have been responsible in their use of public funds, but they must ensure the requirements of senators and staff are met."
The question being put on the motion, it was — Resolved in the affirmative.
At 9:27 a.m., the committee continued in camera.
At 10:13 a.m., the committee adjourned to the call of the chair.
ATTEST:
Paul C. Bélisle
Clerk of the Senate and Clerk of the Standing Committee on
Internal Economy, Budgets and Administration
Catherine Pearl-Côté
Recording Secretary
OTTAWA, Thursday, February 28, 2008
(7)
The Standing Committee on Internal Economy, Budgets and Administration met, in camera, at 10:05 a.m. this day, the chair, the Honourable George J. Furey presiding.
Members of the committee present: The Honourable Senators Cook, Downe, Furey, Jaffer, Kinsella, Massicotte, Nancy Ruth, Phalen, Prud'homme, P.C., Robichaud, P.C., and Stratton (11).
Other senator present: The Honourable Senator Dawson (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
At 10:43 a.m., the committee adjourned to the call of the chair.
ATTEST:
Paul C. Bélisle
Clerk of the Senate and Clerk of the Standing Committee on
Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, March 6, 2008
(8)
The Standing Committee on Internal Economy, Budgets and Administration met, at 9:06 a.m. this day, the Honourable George J. Furey presiding.
Members of the committee present: The Honourable Senators Cook, Downe, Furey, Goldstein, Jaffer, Kinsella, Nancy Ruth, Prud'homme, P.C., Robichaud, P.C., Stollery and Stratton (11).
Other senator present: The Honourable Senator Rompkey, P.C. (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
IE/2008-03-06/053(P) — Senator Rompkey: International Travel
Senator Rompkey presented his application to travel to Beaumont-Hamel, France, from May 17 to 25, 2008 to lead a delegation from Newfoundland in order to place a plaque to commemorate Newfoundlanders who lost their lives in that battle.
Senator Rompkey answered questions.
The chair thanked Senator Rompkey for appearing before the committee. The committee considered this request in camera.
At 9:10 a.m., the committee continued in camera.
At 9:30 a.m., the committee resumed in public.
IE/2008-03-06/055(P) — Fourth Report of the Subcommittee on the Review of Committee Budgets
The chair of the subcommittee, Senator Robichaud, presented the fourth report of the Subcommittee on the Review of Committee Budgets as follows:
Thursday, March 6, 2008
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FOURTH REPORT
Your subcommittee recommends the following partial, pro-rated release of funds for fiscal year 2008-2009:
National Security and Defence (National Security Policy)
| Professional and Other Services | $ 47,900 |
| Transportation and Communications | 109,600 |
| All Other Expenditures | 7,500 |
| Total | $ 165,000 |
The recommended allocation is for:
$40,500 for contracts through June 30, 2008
$1,500 for working meals
$5,000 for courier charges
$15,000 for promotion of reports
$103,000 for a trip to Washington, D.C.
Your subcommittee notes that these recommended allocations are based on the presentation by the chair of the Standing Senate Committee on National Security and Defence regarding the committee's needs until June 30, 2008.
Your subcommittee will conduct a further review of this budget once other budgets for 2008-2009 are received. No assumptions should be made regarding future allocations for expenditures forecast after June 30, 2008 in this budget.
Your subcommittee intends to carefully review all committee budgets as early as possible in the fiscal year.
Respectfully submitted,
Fernand Robichaud, P.C.
Chair
Questions were raised regarding sole source contracts and using committee budgets to hire staff for a senator's office to work on committee matters. Senator Robichaud indicated that it was the intention of the Subcommittee on the Review of Committee Budgets to further review these issues.
After debate, it was moved by Senator Robichaud that the fourth report of the Subcommittee on the Review of Committee Budgets be adopted.
The question being put on the motion, it was Agreed on division.
At 9:56 a.m., the committee continued in camera.
At 10:42 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Tuesday, April 8, 2008
(9)
The Standing Committee on Internal Economy, Budgets and Administration met in camera, at 5:05 p.m. this day, the chair, the Honourable George J. Furey presiding.
Members of the committee present: The Honourable Senators Comeau, Dawson, Downe, Furey, Goldstein, Jaffer, Nancy Ruth, Phalen, Prud'homme, P.C., Robichaud, P.C., Stollery and Tardif (12).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
At 5:25 p.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, April 10, 2008
(10)
The Standing Committee on Internal Economy, Budgets and Administration met at 9:02 a.m. this day, the chair, the Honourable George J. Furey presiding.
Members of the committee present: The Honourable Senators Comeau, Dawson, Downe, Goldstein, Jaffer, Kinsella, Phalen, Prud'homme, P.C., Robichaud, P.C., Stollery, Stratton and Tardif (12).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, other senior Senate officials.
IE/2008-04-10/060(P) — Adoption of Minutes of Proceedings
It was moved by Senator Prud'homme that the minutes of Proceedings of March 6, 2008 be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2008-04-10/061(P) — Fifth Report of the Subcommittee on the Review of Committee Budgets
The chair of the subcommittee, Senator Robichaud, presented the fifth report of the Subcommittee on the Review of Committee Budgets as follows:
Thursday, April 10, 2008
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FIFTH REPORT
Communications
Your subcommittee met with Diane Boucher, Director of Communications, who explained the services that her Directorate can provide to Senate committees. Ms. Boucher noted that communications officers are assigned to each committee and that the resources of the directorate are over-subscribed. She noted that there may be instances in which certain communications services cannot be provided by her directorate. Indeed, some committee chairs expressed concern that their communications needs had not been met, while others expressed full satisfaction with the services their committees had received from the Communications Directorate.
Committees are encouraged to discuss their communications needs with their assigned communications officer to determine if additional funding for communications services should be included in their committee's budget. Ms. Boucher emphasized her willingness to meet with committee chairs and deputy chairs to explain the services that can be provided by the Communications Directorate.
Consulting Contracts and Other Services
The Senate's General Materiel Management Policy requires that "consulting services having a value exceeding $35,000 and goods and other services having a value exceeding $25,000 shall be procured through a competitive sourcing process (a `competition') held in compliance with the rules established in this policy." The policy also states that requests from committees for sole sourcing shall be pre-authorized by the Internal Economy Committee or an authorized subcommittee thereof at the time of the budget application.
After reviewing the requirements of a competitive sourcing process, your subcommittee has concluded that such a process would only rarely be feasible in a committee context.
With the adoption of your subcommittee's third report on February 14, 2008, there is now a requirement that committees include the intention to sole source in their written budget, if possible with the name of the contractor.
Your subcommittee further recommends the following:
Recommendations:
That all requests for committee contracts for consulting and personnel services be signed off by both the Chair and deputy chair of the committee; and
That all committee invoices for consultants and personnel services be signed off by both the chair and deputy chair of the committee before the invoice is paid.
Your subcommittee has also considered the matter of funds for administrative staff being included in committee budgets. One committee has administrative support paid for by the committee and working out of the office of the chair. Your subcommittee was informed that this individual worked full time on committee-related business. Historically, other committees have not requested funds for this purpose, though one other recent budget submission includes a request for funds for research/administrative assistance.
Your subcommittee requests guidance from the Committee on Internal Economy, Budgets and Administration regarding administrative staff being paid from committee budgets reporting exclusively to the Chair of the committee.
Conferences and other Activities
There is a significant range in the amounts that committees include in their budgets for conferences, as well as great variety in the amount of detail given regarding conferences that committee members may attend. Spending on conferences also varies significantly between committees. In addition, some committees ask their members to report on what they learned at each conference, while others have no such requirement.
In general, activity-based allocation of funds has been for public hearings, fact-finding trips, and conferences. In the case of public hearings and fact-finding trips, surplus funds are clawed back at the conclusion of the activity. With respect to the conference envelope, funds are available for the fiscal year and are not clawed back. This approach appears to have created some confusion about the degree of flexibility that exists for committees with respect to their use of funds in the conference envelope.
A budget submitted for 2008-2009 includes, for the first time, a request for funds for "Conferences, meetings and other matters related to committee business," while another committee requests funds for "Promotion of reports, meetings and other matters related to committee business," in addition to requesting funds for conferences. Your subcommittee believes that these headings are lacking in specificity and are the equivalent to a large request for funds for miscellaneous purposes. Therefore, your subcommittee recommends the following:
Recommendations:
That committees specifically identify in their budgets the nature of the activities for which they are requesting funds; and
That funds allocated for conferences be used for conferences only, unless explicit permission is granted by the IEC (or the Subcommittee on the Review of Committee Budgets) to use them for another purpose.
Respectfully submitted,
Fernand Robichaud, P.C.
Chair
Senator Robichaud answered questions.
After debate, it was agreed that further discussion on the fifth report of the Subcommittee on Review of Committee Budgets be deferred to the next meeting.
It was also agreed that Senator Robichaud and Senator Nancy Ruth be designated as spokespersons should there be any questions on the fifth report of the Subcommittee on Review of Committee Budgets at their respective caucuses.
IE/2008-04-10/062(P) — Sixth Report of the Subcommittee on the Review of Committee Budgets
The chair of the subcommittee, Senator Robichaud, presented the sixth report of the Subcommittee on the Review of Committee Budgets as follows:
Thursday, April 10, 2008
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
SIXTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2008-2009:
Aboriginal Peoples (Legislation)
| Professional and Other Services | $ 10,500 |
| Transport and Communications | 1,000 |
| All Other Expenditures | 1,000 |
| Total | $ 12,500 |
Aboriginal Peoples (General Matters)
| Professional and Other Services | $ 14,500 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,500 |
| Total | $ 17,000 |
Special Committee on Aging
| Professional and Other Services | $ 102,480 |
| Transportation and Communications | 313,252 |
| All Other Expenditures | 46,478 |
| Total | $ 462,210 |
(includes funds for fact finding missions, public hearings and participation at conferences)
Agriculture and Forestry (Legislation)
| Professional and Other Services | $ 2,250 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,000 |
| Total | $ 4,250 |
Agriculture and Forestry (Rural Poverty)
| Professional and Other Services | $ 3,250 |
| Transportation and Communications | 800 |
| All Other Expenditures | 2,300 |
| Total | $ 6,350 |
Agriculture and Forestry (Present State and Future)
| Professional and Other Services | $ 16,250 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 29,300 |
| Total | $ 46,550 |
Banking, Trade and Commerce (Domestic and International Financial System)
| Professional and Other Services | $ 9,300 |
| Transportation and Communications | 60,600 |
| All Other Expenditures | 3,000 |
| Total | $ 72,900 |
(includes funds for a fact finding mission to Washington, D.C.)
Conflict of Interest for Senators
| Professional and Other Services | $ 53,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 0 |
| Total | $ 53,000 |
Foreign Affairs and International Trade (Legislation)
| Professional and Other Services | $ 6,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 1,000 |
| Total | $ 7,000 |
Foreign Affairs and International Trade (General Issues)
| Professional and Other Services | $ 15,329 |
| Transportation and Communications | 15,671 |
| All Other Expenditures | 1,000 |
| Total | $ 32,000 |
(includes funds for participation at conferences)
Human Rights (Legislation)
| Professional and Other Services | $ 7,500 |
| Transportation and Communications | 1,000 |
| All Other Expenditures | 1,000 |
| Total | $ 9,500 |
Human Rights (Matrimonial Real Property on Reserve)
| Professional and Other Services | $ 2,500 |
| Transportation and Communications | 200 |
| All Other Expenditures | 500 |
| Total | $ 3,200 |
Human Rights (Rights of Children)
| Professional and Other Services | $ 2,500 |
| Transportation and Communications | 200 |
| All Other Expenditures | 500 |
| Total | $ 3,200 |
Legal and Constitutional Affairs (Legislation)
| Professional and Other Services | $ 46,250 |
| Transportation and Communications | 21,070 |
| All Other Expenditures | 4,000 |
| Total | $ 71,320 |
(includes funds for participation at conferences)
Legal and Constitutional Affairs (Elections Act and Income Tax Act)
| Professional and Other Services | $ 2,000 |
| Transportation and Communications | 0 |
| All Other Expenditures | 500 |
| Total | $ 2,500 |
Library of Parliament (Joint Committee)
| Professional and Other Services | $ 2,143 |
| Transportation and Communications | 0 |
| All Other Expenditures | 0 |
| Total | $ 2,143 |
Rules, Procedure and the Rights of Parliaments (Legislation)
| Professional and Other Services | $ 11,250 |
| Transportation and Communications | 0 |
| All Other Expenditures | 0 |
| Total | $ 11,250 |
Scrutiny of Regulations (Joint Committee)
| Professional and Other Services | $ 1,200 |
| Transportation and Communications | 5,250 |
| All Other Expenditures | 2,640 |
| Total | $ 9,090 |
Transport and Communications (Legislation)
| Professional and Other Services | $ 10,000 |
| Transportation and Communications | 8,000 |
| All Other Expenditures | 2,000 |
| Total | $ 20,000 |
(includes funds for participation at conferences)
Transport and Communications (Containerized Freight Traffic)
| Professional and Other Services | $ 4,500 |
| Transportation and Communications | 500 |
| All Other Expenditures | 2,000 |
| Total | $ 7,000 |
Respectfully submitted,
Senator Robichaud made a presentation regarding the allocation of committee budgets for 2007-2008.
He indicated that the sixth report included a recommended total release of $147,053 for legislative and joint committee budgets, as well as an additional $705,910 for special studies.
The total available budget for distribution to committees was $3.35 million and while the subcommittee was fully aware that committees did not spend the total amount allocated to them, it had to be responsible in its allocation funds to ensure that sufficient resources were available to all committees for their core business.
Senator Robichaud requested the adoption of the sixth report.
After debate, it was moved that the sixth report of the Subcommittee on the Review of Committee Budgets be adopted.
The question being put on the motion, it was resolved in the affirmative.
At 10:00 a.m., the committee continued in camera.
At 10:05 a.m., the committee adjourned to the call of the chair.
ATTEST:
Paul C. Bélisle
Clerk of the Senate and Clerk of the Standing Committee on
Internal Economy, Budgets and Administration
Catherine Pearl-Côté
Recording Secretary