Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 1 - Minutes of Proceedings
OTTAWA, Thursday, February 26, 2009
(1)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:31 a.m., pursuant to rule 88 of the Rules of the Senate, to organize the activities of the committee.
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Downe, Furey, Greene, Kinsella, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery, Tkachuk (14).
Other senator present: The Honourable Senator Cordy (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate; and other senior Senate officials.
IE/2009-02-26/001(P) — Election of chair
Pursuant to rule 88, the clerk of the committee presided over the election of the chair.
It was moved by the Honourable Senator Greene that the Honourable Senator Furey be elected chair of the Committee.
The question being put on the motion, it was resolved in the affirmative.
The clerk invited Senator Furey to take the chair.
IE/2009-02-26/002(P) — Election of deputy chair
It was moved by the Honourable Senator Dawson that the Honourable Senator Tkachuk be elected deputy chair of the committee.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-02-26/003(P) — Subcommittee on Agenda and Procedure (Steering Committee)
It was moved 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 the quorum be three (3) members;
That the Subcommittee be authorized, subject to the approval of the full committee, to strike other subcommittees; 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/2009-02-26/004(P) — Motion to print committee proceedings
It was moved by the Honourable Senator Tkachuk that the committee print its proceedings and that the chair be authorized to set the number to meet demand.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-02-26/005(P) — Joint Interparliamentary Council (JIC)
It was moved by the Honourable Senator Prud'homme that the Honourable Senators Furey, Tkachuk 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/2009-02-26/006(P) — Financial report
It was moved by the Honourable Senator Robichaud 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.
At 8:38 a.m., the committee proceeded in camera.
At 9:31 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, March 12, 2009
(2)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:31 a.m., the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Downe, Furey, Greene, Jaffer, Kinsella, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery, Tardif and Tkachuk (16).
Other senator present: The Honourable Senator Hervieux-Payette, P.C. (1).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate; and other senior Senate officials.
WITNESS:
Eric Janse, Clerk Assistant and Director General, International and Interparliamentary Affairs Directorate.
IE/2009-03-12/017(P) — Inter-Parliamentary Forum of the Americas (FIPA) — Sixth Plenary Meeting: Ottawa, September 2009
Senator Hervieux-Payette, on behalf of the Executive Committee of the Canadian Section of the Inter- Parliamentary Forum of the Americas (FIPA), presented a proposal as adopted by the Joint Interparliamentary Council (JIC), for authorization to host the sixth plenary meeting of the Inter-Parliamentary Forum of the Americas (FIPA) in Ottawa in September 2009.
Senator Hervieux-Payette and Mr. Eric Janse answered questions.
After discussion, it was agreed:
That the Standing Committee on Internal Economy, Budgets and Administration approve the holding of the sixth plenary meeting of FIPA in Ottawa, Canada, from September 12 to 15, 2009;
That the estimated $397,025 budget be absorbed by the anticipated JIC 2009-2010 budget surplus, under the usual 30 per cent/70 per cent cost-sharing agreement between the Senate and the House of Commons (the Senate share representing $119,106.50); and
That should the JIC surplus prove to be insufficient to fund the conference, that supplementary funding be sought from the Internal Economy Committee of the Senate and the Board of Internal Economy of the House of Commons.
IE/2009-03-12/018(P) — Organization for Security and Co-operation in Europe (OSCE) Parliamentary Assembly: Fall Meetings, Toronto, September 2008
Mr. Eric Janse presented a briefing note regarding the deficit incurred by the Organization for Security and Co- Operation in Europe (OSCE) Parliamentary Assembly Fall Meetings held in September 2008 in Toronto, and answered questions.
After discussion, it was agreed that the Standing Committee on Internal Economy, Budgets and Administration approve that the $100,000 deficit incurred for the Organization for Security and Co-Operation in Europe Parliamentary Assembly (OSCEPA) 2008 fall meetings held in September 2008 in Toronto be absorbed by the 2008-2009 budget surplus for parliamentary associations, under the usual 30 per cent/70 per cent cost-sharing agreement between the Senate and the House of Commons (the Senate share representing $30,000).
IE/2009-03-12/019(P) — Membership of the Joint Interparliamentary Council (JIC)
After discussion, it was agreed that Senator Tkachuk be replaced by Senator Prud'homme as the third official representative at the Joint Interparliamentary Council (JIC).
The question being put on the motion, it was resolved in the affirmative.
IE/2009-03-12/020(P) — Adoption of Minutes of Proceedings
It was moved by Senator Robichaud that the Minutes of Proceedings of February 26, 2009 (public portion) be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-03-12/021(P) — Creation of Subcommittees and Advisory Working Groups
Advisory Working Group on the Review of International Travel
The Chair informed the committee that at the last meeting of the committee, it was agreed that the advisory working group on the review of international travel be re-established. It was suggested that the previous members, Senators Massicotte and Nancy Ruth, be named again so that they could complete their review.
It was moved :
That the advisory working group on the review of international travel be re-established and that it be composed of Senators Massicotte and Nancy Ruth.
The question being put on the motion, it was resolved in the affirmative.
Senator Massicotte indicated that the advisory working group would be in a position to present a report in about six weeks' time.
The clerk was asked to review international travel approved by the committee to determine that all reports were filed, and to notify those individuals who may not have done so to table such a report in the Senate, as required.
Subcommittee on the Review of Committee Budgets
It was moved:
That the Subcommittee on the Review of Committee Budgets be re-established and that it be composed of Senators Robichaud (Chair), Dawson and MacDonald; and
That the subcommittee be mandated to review committee budgets and to make recommendations on the allocation and release of funds.
The question being put on the motion, it was resolved in the affirmative.
Advisory Working Group on the Review of the International and Interparliamentary Affairs Directorate
The Chair moved that the Advisory Working Group on the Review of the International and Interparliamentary Affairs Directorate (IIAD) be re-established. Senator Furey informed the Committee that the review had been conducted by Senator Massicotte and Mr. Rob Merrifield, M.P. A report had been completed with comments provided by the International and Interparliamentary Affairs Directorate.
Since that time, the House of Commons no longer required Mr. Merrifield to assist any further. Therefore, Senator Massicotte, as the sole remaining member of the advisory working group, would appear before the Joint Interparliamentary Council (JIC) at a future date. The Report on the Review of the International and Interparliamentary Affairs Directorate will then be presented to this Committee.
Advisory Working Group on Communications
It was moved — That the Advisory Working Group on Communications be re-established and that the following Senators be re-appointed as members: the Honourable Senators Dawson and Di Nino.
The mandate of the Advisory Working Group on Communications will be to examine and report on:
- the effectiveness of current Senate communications activities, tools, products and services; and
- the communications needs and expectations of senators to support the roles they play in the Senate.
The question being put on the motion, it was resolved in the affirmative.
Senator Prud'homme indicated that he would be available to join the Advisory Working Group on Communications should they need some assistance.
Advisory Working Group on Artwork
It was agreed that the creation of the Advisory Working Group on Artwork be deferred to the next meeting.
IE/2009-03-12/022(P) — First Report of the Subcommittee on the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the First Report of the Subcommittee as follows:
Thursday, March 12, 2009
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 2008-2009:
Aboriginal Peoples (General Matters)
Professional and Other Services $ 4,500 Transportation and Communications $ 0 All Other Expenditures $ 2,000 Total $ 4,700 Special Committee on Aging
Professional and Other Services $ 7,800 Transportation and Communications $ 400 All Other Expenditures $ 800 Total $ 9,000 Energy, Environment and Natural Resources (Legislation)
Professional and Other Services $ 1,500 Transportation and Communications $ 100 All Other Expenditures $ 900 Total $ 2,500 Energy, Environment and Natural Resources (Emerging Issues)
Professional and Other Services $ 5,500 Transportation and Communications $ 100 All Other Expenditures $ 900 Total $ 6,500 Foreign Affairs and International Trade (Legislation)
Professional and Other Services $ 1,500 Transportation and Communications $ 100 All Other Expenditures $ 900 Total $ 2,500 Foreign Affairs and International Trade (General Issues)
Professional and Other Services $ 4,500 Transportation and Communications $ 4,040 All Other Expenditures $ 1,460 Total $ 10,000 Foreign Affairs and International Trade (Legislative Review of Export Development)
Professional and Other Services $ 1,500 Transportation and Communications $ 100 All Other Expenditures $ 400 Total $ 2,000 Foreign Affairs and International Trade (Russia, China and India)
Professional and Other Services $ 1,500 Transportation and Communications $ 100 All Other Expenditures $ 900 Total $ 2,500 Legal and Constitutional Affairs (Legislation)
Professional and Other Services $ 4,750 Transportation and Communications $ 0 All Other Expenditures $ 250 Total $ 5,000 Legal and Constitutional Affairs (DNA Identification Act)
Professional and Other Services $ 2,000 Transportation and Communications $ 0 All Other Expenditures $ 100 Total $ 2,100 Legal and Constitutional Affairs (National Defence Act)
Professional and Other Services $ 3,000 Transportation and Communications $ 0 All Other Expenditures $ 100 Total $ 3,100 Scrutiny of Regulations
Professional and Other Services $ 300 Transportation and Communications $ 450 All Other Expenditures $ 375 Total $ 1,125
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud informed the Committee that 12 budget requests had been received for fiscal year 2008-2009 and since the year was coming to an end, the amounts requested were very low and were mainly for working meals. The total amount of the requests is $51,025.
After debate, it was moved by Senator Robichaud, seconded by Senator Jaffer 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.
IE/2009-03-12/023(P) — Second Report of the Subcommittee on the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the Second Report of the Subcommittee as follows:
Thursday, March 12, 2009
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 has reviewed the budget process for working meals and recommends that beginning on April 1, 2009, expenditures for meals when committees meet in Ottawa be funded from the general fund managed by the Committees Directorate. Based on historical expenditures for meals, it is recommended that this fund, which is currently set at $400,000 for witness expenses, postal expenditures and coffee/tea/juice at committee meetings, be increased to $500,000 per fiscal year from the total envelope of $3.75 million for committees.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud informed the committee that the current budgeting process required all committees to add a line object to their budgets to pay for meals that are associated with a committee's meetings. Committees must set aside funds for meals while meeting in Ottawa, and also set aside separate amounts for any working meals that are associated with a particular travel activity.
The Subcommittee believed that meals while travelling should continue to be included in each committee's budget, in order to ensure that the full costs of each trip are clear. However, a different approach is suggested for meals in Ottawa. Because it is impossible to predict a committee's exact schedule at the beginning of a fiscal year, recent history has shown that committees commit many more funds for meals than will actually be needed in a fiscal year. Funds for working meals are included in virtually all legislative and special study budgets and since committees do not normally know how many meetings they will hold on bills or special studies in a given year, in order to be prudent, budgets often include a number of meals that is higher than will actually be needed.
In the past three years, there has been a large discrepancy between the budgeted amounts and actual expenditures. While this can explained by prorogations and dissolution, it is also due to the over budgeting that occurs. Also certain committees may appear to have inflated budgets because of the time slots related to those committees.
After debate, it was moved by Senator Robichaud that the Second 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.
IE/2009-03-12/024(P) — Authorization of Committee Expenditures (Contracts)
The chair informed the committee that the steering committee proposed an amendment to the policy on the authorization of committee contracts as follows:
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.
That if the chair and deputy chair of an originating committee do not agree with the signoff, the matter will be presented to the steering committee of that particular committee for resolution. If the matter still remains unresolved, it will be presented to the steering committee of the Internal Economy Committee to be reported back to the full committee.
It was moved by the Honourable Senator Robichaud that the policy be amended.
The question being put on the motion — It was resolved in the affirmative.
At 9:35 a.m., the committee proceeded in camera.
At 9:50 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, March 26, 2009
(3)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met in camera, at 8:31 a.m., this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Furey, Greene, Hubley, Kinsella, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery and Tkachuk (14).
Other senators present: The Honourable Senators Cordy and Mitchell (2).
WITNESSES:
Andrew Newman, Partner, Audit, KPMG;
Khatera Akbari, Manager, Audit, KPMG.
At 10:19 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
Director of the Executive Secretariat and Recording Secretary
OTTAWA, Thursday, April 23, 2009
(4)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:35 a.m., the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Furey, Greene, Hubley, Jaffer, Kinsella, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stratton, Tardif and Tkachuk (15).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate; and other senior Senate officials.
IE/2009-04-23/036(P) — Third Report of the Subcommittee on the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the Third Report of the Subcommittee as follows:
Thursday, April 23, 2009
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
Your Subcommittee recommends the release of the following amounts for fiscal year 2009-2010:
Aboriginal Peoples (General Matters)
Professional and Other Services $ 31,400 Transportation and Communications $ 322,723 All Other Expenditures $ 47,900
Total $ 402,023
Conflict of Interest for Senators
Professional and Other Services $ 50,000 Transportation and Communications $ 0 All Other Expenditures $ 0 Total $ 50,000 (includes funds for sole source)
Legal and Constitutional Affairs (Legislation)
Professional and Other Services $ 18,250 Transportation and Communications $ 100 All Other Expenditures $ 4,000 Total $ 22,350 Legal and Constitutional Affairs (Special Study — DNA Identification Act)
Professional and Other Services $ 0 Transportation and Communications $ 1,000 All Other Expenditures $ 300 Total $1,300 Library of Parliament (Joint Committee)
Professional and Other Services $ 1,350 Transportation and Communications $ 6,900 All Other Expenditures $ 600 Total $ 8,850 Social Affairs, Science and Technology (Subcommittee on Cities)
Professional and Other Services $ 6,676 Transportation and Communications $ 216,814 All Other Expenditures $ 13,353 Total $ 236,843 (includes funds for fact finding missions and participation at conferences)
Social Affairs, Science and Technology (Subcommittee on Population Health)
Professional and Other Services $ 20,000 Transportation and Communications $ 500 All Other Expenditures $ 1,000 Total $ 21,500 (includes funds for sole source)
Transport and Communications (Legislation)
Professional and Other Services $ 8,000 Transportation and Communications $ 0 All Other Expenditures $ 2,000 Total $ 10,000 (includes funds for participation at conferences)
Transport and Communications (Special Study — emerging issues on communications and report on wireless sector)
Professional and Other Services $ 22,000 Transportation and Communications $ 371,450 All Other Expenditures $ 15,000 Total $ 408,450 (includes funds for fact finding missions)
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud informed the committee that the total funds available for allocation to committees was $3.25 million with $500,000 set aside for witness expenses, working meals in Ottawa and other expenses. To date, the Subcommittee has received budgets from 6 committees, for a total amounting to approximately $1.5 million. The recommended release for today was $1,161,316.
The Subcommittee is aware that a number of committees are still finalizing their work plans for the year and expects to receive budgets over the coming days and weeks. Senator Robichaud indicated that, to facilitate the work of committees, the Subcommittee reviewed the applications expeditiously and recommends the release of above-noted funds. As it was impossible at this time to know what the total requests from all committees might amount to, the Subcommittee chose to recommend partial releases for larger budgets that include activities later in the fiscal year.
Senator Robichaud noted that the Subcommittee's report was adopted unanimously by all three members.
After debate, it was moved by Senator Robichaud, seconded by Senator Dawson, that the third 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.
IE/2009-04-23/037(P) — Advisory Working Group on Artwork
It was moved by the Honourable Senator Robichaud that the Artwork Advisory Working Group be re-established and that the following Senators be appointed as members: the Honourable Senators Moore, Joyal, Mahovlich, Meighen, Johnson, Dallaire and Eaton.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-04-23/038(P) — Senate Administrative Rules: Division 6:00 — Financial Rules 2009-2010
The Clerk informed the Committee that Division 6 of the Senate Administrative Rules had been revised to reflect increases which took effect on April 1, 2009 for fiscal year 2009-2010 for the following rates: maximum daily allowance for meals that may be claimed by a traveller in Canada and in Washington, D.C.; the ground transportation rate; the daily allowance in respect of private accommodation used by a Senator on travel status in the National Capital Region; maximum daily allowance for meals that may be claimed by a Senator on travel status in the National Capital Region; the maximum annual remuneration for a member of a Senators' staff; and the amount of a Senators' office budget.
It was moved by Senator Massicotte:
That Division 6, Chapter 6:01 entitled "Finance Rule "A" 2008-2009" of the Senate Administrative Rules be replaced by the revised Chapter 6:01, entitled "Finance Rule "A" 2009-2010."
The question being put on the motion, it was resolved in the affirmative.
The chair indicated that the Treasury Board Secretariat amended the Travel Directives several times a year and that when the Senate Administrative Rules were adopted in the Senate, it was agreed that all amendments also be adopted by the Senate. However, the Steering Committee has asked legal counsel to determine whether such periodic updates from Treasury Board could be incorporated without having to seek approval of the Committee and/or the Senate.
It was agreed that further discussion be deferred to a future meeting.
At 8:40 a.m., the committee proceeded in camera.
At 11:00 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, May 7, 2009
(5)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:38 a.m., the chair, the Honourable George J. Furey, presiding
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Downe, Furey, Greene, Jaffer, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery, Tardif and Tkachuk (15).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate; and other senior Senate officials.
IE/2009-05-07/048(P) — Fourth Report of the Subcommittee on the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the fourth report of the Subcommittee as follows:
Thursday, May 7, 2009
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 release of the following amounts for fiscal year 2009-2010:
Agriculture and Forestry (Legislation)
Professional and Other Services $ 2,500 Transportation and Communications $ 0 All Other Expenditures $ 1,350 Total $ 3,850 Agriculture and Forestry (Agri-Food)
Professional and Other Services $ 6,850 Transportation and Communications $ 6,760 All Other Expenditures $ 2,600 Total $ 16,210 (includes funds for participation at conferences)
Agriculture and Forestry (Forest Sector)
Professional and Other Services $ 7,600 Transportation and Communications $ 6,760 All Other Expenditures $ 3,100 Total $ 17,460 (includes funds for participation at conferences)
Fisheries and Oceans (Policy Framework)
Professional and Other Services $ 53,322 Transportation and Communications $ 291,817 All Other Expenditures $ 53,511 Total $ 398,650 (includes funds for fact-finding missions, public hearings and participation at conferences, as well as approval for sole source consultant services and charter flights.)
Foreign Affairs and International Trade (Legislation)
Professional and Other Services $ 2,857 Transportation and Communications $ 4,814 All Other Expenditures $ 1,329 Total $ 9,000 (includes funds for participation at conferences)
Foreign Affairs and International Trade (General Issues)
Professional and Other Services $ 3,000 Transportation and Communications $ 5,600 All Other Expenditures $ 1,400 Total $ 10,000 (includes funds for participation at conferences)
Foreign Affairs and International Trade (Russia, China and India)
Professional and Other Services $ 3,000 Transportation and Communications $ 5,600 All Other Expenditures $ 1,400 Total $ 10,000 (includes funds for participation at conferences)
National Security and Defence (Special Study — National Security Policy)
Professional and Other Services $ 123,764 Transportation and Communications $ 210,169 All Other Expenditures $ 23,000 Total $ 356,933 (includes funds for fact-finding missions and participation at conferences, as well as approval for sole source consultant services and advisors and charter flights.)
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud made a statement and moved the adoption of the Fourth Report.
Senator Robichaud answered questions.
Senator Robichaud noted that the Subcommittee agreed that any committee wishing to use conference funds for anything other than conferences would require the prior approval of the Subcommittee on the Review of Committee Budgets in order to ensure transparency.
After debate, Senator Comeau moved in amendment, that the report not be adopted, but that each budget be moved individually as a separate motion;
The question being put on the motion in amendment, it was resolved in the affirmative.
Observations were made regarding the need for committees to hire outside communications services when in-house services were available (Senate Communications). Concerns were raised regarding the resources and expertise available. The Chair, Senator Furey, indicated that he would meet with the members of the Advisory Working Group on Communications to discuss on the progress of their work. Further, this Committee could look into the issue of consultants and propose some guidance.
It was moved by Senator Robichaud:
That the Agriculture and Forestry (Legislation) Budget in the amount of $3,850 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the Agriculture and Forestry (Agri-Food) Budget in the amount of $16,210 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the Agriculture and Forestry (Forest Sector) Budget in the amount of $17,460 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the Fisheries and Oceans (Policy Framework) Budget in the amount of $398,650 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the Foreign Affairs and International Trade (Legislation) Budget in the amount of $9,000 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the Foreign Affairs and International Trade (General Issues) Budget in the amount of $10,000 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the Foreign Affairs and International Trade (Russia, China and India) Budget in the amount of $10,000 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Robichaud:
That the National Security and Defence (National Security Policy) Budget in the amount of $356,933 be adopted.
After debate, the question being put on the motion, it was adopted on the following recorded division:
YEAS:
Tardif, Cook, Dawson, Downe, Furey, Greene,
Munson, Jaffer, Robichaud, Stollery—10
NAYS:
Comeau, MacDonald,
Massicotte, Tkachuk—4
ABSTENTIONS:
Prud'homme—1
IE/2009-05-07/049(P) — First Report of the Advisory Working Group on the Review of International Travel
The Chair of the Advisory Working Group on the Review of International Travel, Senator Massicotte, presented the First Report of the Advisory Working Group as follows:
Thursday, May 7, 2009
The Advisory Working Group on the Review of International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FIRST REPORT
Mandate of the Advisory Working Group
On May 29, 2008, the Committee on Internal Economy, Budgets and Administration created an Advisory Working Group on the Review of International Travel with a mandate to examine the merit of international travel, review the application process and make recommendations as appropriate. The working group, comprised of Senators Massicotte and Nancy Ruth, is pleased to report as follows:
Current Practices
Senators have been permitted to travel abroad in pursuit of their parliamentary functions for many years and may do so:
- Under the auspices of a Senate committee, a parliamentary association or a recognized interparliamentary group;
- As a member of a delegation accompanying the Speaker of the Senate and, on occasion, the Speaker of the House of Commons, on an official visit (exchange);
- At the request of the government (special envoy status et cetera.); or
- At the request of a department.
The term "International travel" is used to describe travel outside of Canada which is distinct and separate from travel in support of a committee, parliamentary association, recognized interparliamentary group, an exchange or any travel abroad funded by a department.
Since as far back as 1990, if not earlier, all such travel required the prior approval of the Internal Economy Committee's Steering Committee. Each application was required to disclose dates, all destinations, and an estimated budget and provide the purpose of the trip and how it related to Senate business.
In 1999, the Internal Economy Committee introduced a freeze on international travel which was in effect until 2005. In February 2005, international travel was reinstated, the purpose of which was to provide the opportunity for senators to participate in key international activities related to their parliamentary functions where other sources of funding were not available. In June 2005, a set of guidelines was adopted to address concerns regarding "value for money" and equity in the approval process. Approval now falls to the full Internal Economy Committee rather than to the Steering Committee.
As documented in the Senate Administrative Rules (SAR), "no international trip may be undertaken . . . except as approved by the Internal Economy Committee, and subject to such terms and conditions as are approved by it" (chapter 4:03, section 13).
In March 2005, a new entitlement for travel to Washington D.C. was adopted by the Committee. As stated in SAR chapter 4:03:
3.1(1) A Senator is entitled to make, for the purpose of carrying out the Senator's parliamentary functions, four return trips per fiscal year from anywhere in Canada to Washington D.C., U.S.A.
(2) Travel may be undertaken under this section only by the Senator.
(3) Travel under this section may not include stopovers outside of Canada other than for the purpose of facilitating economical and convenient transit to the destination.
Conclusion of the Advisory Working Group
When the committee created the Advisory Working Group on the Review of International Travel, it decided to defer decisions on applications until such a time as the working group had reported its findings. These are as follows:
Your working group believes that international travel by senators can be a valuable and worthwhile investment and an appropriate use of public funds. The guidelines and application form that exist are generally adequate (see attached) and they should still apply, subject to the changes required as a result of any decisions made on the recommendations proposed below. There is a need for a more rigorous process of application and approval, particularly in ensuring the travel's value to the Senate's or country's objectives, and reporting. If such value is not demonstrable or evident, then the application should be refused.
Application Process
Specifically, your working group recommends:
That the mandate of the Subcommittee on the Review of Committee Budgets be amended to include reviewing each application for international travel;
There appears to be some discomfort with the current process that requires senators making an application for international travel to appear before a public meeting of the full Committee on Internal Economy to explain each request. Your working group believes that there needs to be a less personal, more rigorous examination of each application for international travel, a process which would be facilitated by having a subcommittee review each application and invite the senator making the request to appear to answer questions.
Having the same subcommittee that reviews committee budgets also review applications for international travel would help ensure that any travel purpose already under the responsibility of a Senate committee (select or joint) be funded from the funds available to that committee only and not under the 64-point system. After undertaking a detailed review, the subcommittee would then report its recommendation regarding the application to the full Committee for approval.
That application be made at least 30 days in advance of said travel, except in circumstances beyond the applicant's control;
Your working group would like to reiterate the requirement that applications be submitted at least 30 days in advance of the departure date of the trip, unless there are circumstances beyond the senator's control;
That such international travel continue to be charged to the senator's travel points, but that the Committee on Internal Economy, Budgets and Administration set a total budget for international travel;
While your working group believes that funds should be set aside for international travel, fiscal prudence would suggest that there be a maximum amount to be allocated for this purpose in any given year. In the past, this amount has been set at $50,000 (February 2005). Your working group suggests that the Committee on Internal Economy set an appropriate amount on an annual basis.
Reporting Requirements
Current guidelines require that a senator make a report to the Senate about the trip within 90 days of completion of international travel. Your working group believes that this requirement needs to be more robust.
Your working group recommends:
That a senator must, within 30 days of completion of the international travel, submit a detailed report to the Committee on Internal Economy, Budgets and Administration including the objectives of the travel, meetings held, achievements, costs and next steps; this report shall be tabled in the Senate as an appendix to a report of the Committee.
This process would ensure that the body that approved the funding (Internal) would receive a detailed accounting of the trip and if it so wished could follow up with the senator. It would also ensure that the report would become a public document, since the tabled report would become a sessional paper.
That, whenever possible, the Senator's report be posted on the individual senator's website, and that the posting remain for one year; and
That the report of the Committee on Internal Economy, Budgets and Administration, including the appended report of the Senator who travelled, be posted on the web page of the committee to facilitate public access to the information.
Travel to the United States of America
Current policy allows Senators to undertake four return trips per fiscal year to Washington, D.C. for the purpose of carrying out their parliamentary functions. Your working group recommends:
That the SAR Chapter 4:03, section 13.1 and the Senators' Travel Policy be amended to add New York City as an alternative destination for the purpose of United Nations-related matters.
Policy Review
Your working group recommends:
That the policy be reviewed in two years.
Your working group believes that two years will be an adequate period to determine whether the revised application, approval and reporting requirements are meeting the needs of senators, the Senate and the public.
Respectfully submitted,
Paul J. Massicotte
Senator Massicotte thanked Senator Nancy Ruth for her help in preparing this report.
Senator Massicotte answered questions.
After debate, it was agreed that the first report of the Advisory Working Group on the Review of International Travel be adopted with the following amendment:
Page 5: Reporting Requirements (remove 1st recommendation)
That the report of the Committee on Internal Economy, Budgets and Administration, including the appended report of the senator who travelled, be posted on the web page of the committee to facilitate public access to the information.
At 9:53 a.m., the committee proceeded in camera.
At 10:22 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, May 14, 2009
(6)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met, in camera, at 8:34 a.m. this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Downe, Furey, Greene, Jaffer, Kinsella, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery and Tkachuk (14).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate; Ms. Nicole Proulx, Director of Finance; Mr. Alain Laniel, Chief, Security Operations; Ms. Suzanne Poulin, Manager, Human Resources Operational Services; and other senior Senate officials.
At 10:30 a.m., the committee continued in camera with Senators only.
At 10:54 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, May 28, 2009
(7)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met, in camera, at 8:35 a.m. this day, the chair, the Honourable Senator Furey, presiding.
Members of the committee present: The Honourable Senators Cook, Dawson, Downe, Furey, Greene, Jaffer, MacDonald, Massicotte, Munson, Nolin, Prud'homme, P.C., Robichaud, P.C., Tardif and Tkachuk (14).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate; Ms. Catherine Pearl-Côté, Director of the Executive Secretariat, Ms. Nicole Proulx, Director of Finance; Ms. Hélène Bouchard, Director of Information Services, Mr. Michel Patrice, Deputy Law Clerk and Parliamentary Counsel; Ms. Linda Dodd, Director of Human Resources; and other senior Senate officials.
WITNESSES:
Charles-Antoine St-Jean, Partner, Ernst & Young;
John Gilhooly, Senior Manager, Advisory Business Services, Ernst & Young (2).
At 8:55 a.m., the committee continued in public.
IE/2009-05-28/063(C) — Fifth Report of the Subcommittee of the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the fifth report of the Subcommittee as follows:
Thursday, May 28, 2009
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
Your Subcommittee recommends the release of the following amounts for fiscal year 2009-2010:
Foreign Affairs and International Trade (Russia, China and India)
Professional and Other Services $ 20,000 Transportation and Communications $ 368,640 All Other Expenditures $ 6,500 Total $ 395,140 (includes funds for a fact-finding mission)
Official Languages (Official Languages Act)
Professional and Other Services $ 28,094 Transportation and Communications $ 76,955 All Other Expenditures $ 31,751 Total $ 136,800 (includes funds for a fact-finding mission, public hearings and participation at conferences)
Scrutiny of Regulations (Joint)
Professional and Other Services $ 1,200 Transportation and Communications $ 30,186 All Other Expenditures $ 3,300 Total $ 34,686 (includes funds for participation at a conference)
Respectfully submitted,
Senator Robichaud made a statement and moved the adoption of the Fifth Report.
It was moved that the fifth 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.
IE/2009-05-28/064(C) — Artwork Advisory Working Group
The chair informed the committee that Senator Moore, Chair, Artwork Advisory Working Group, requested that Senator Fox be named as substitute for Senator Dallaire during his absence.
After discussion, it was agreed that the proposed recommendation be approved.
IE/2009-05-28/065(C) — Adoption of Minutes of Proceedings
It was moved by Senator Tkachuk that the Minutes of Proceedings of May 14, 2009 be adopted.
The question being put on the motion, it was resolved in the affirmative.
At 9:00 a.m., the committee proceeded in camera.
At 9:37 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, June 4 2009
(8)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met in camera, at 8:33 a.m., this day, the chair, the Honourable Geroge J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Dawson, Downe, Furey, Greene, Kinsella, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery, Stratton and Tardif (15).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, Ms. Nicole Proulx, Director of Finance; Ms. Hélène Bouchard, Director of Information Services, Ms. Linda Dodd, Director of Human Resources; Mr. Gilles Duguay, Director General, Parliamentary Precinct Services; and other senior Senate officials.
At 9:16 a.m., the committee continued in camera with senators only.
At 9:37 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, June 11 2009
(9)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:32 a.m., the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C. and Tkachuk (14).
Also in attendance: Mr. Paul C. Bélisle, Clerk of the Senate, Ms. Nicole Proulx, Ms. Linda Dodd, Director of Human Resources; and other senior Senate officials.
Other senator present: The Honourable Senator Stratton (1).
IE/2009-06-11/075(P) — Sixth Report of the Subcommittee of the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the sixth report of the Subcommittee as follows:
Thursday, June 11, 2009
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 2009-2010:
Energy, Environment and Natural Resources (Emerging Issues)
Professional and Other Services $ 67,900 Transportation and Communications $ 100,050 All Other Expenditures $ 8,150 Total $ 176,100 (includes funds for a fact-finding mission, participation at conferences and sole source contracts)
National Security and Defence (Special Study — National Security Policy — Supplementary Budget)
Professional and Other Services $ 4,650 Transportation and Communications $ 31,910 All Other Expenditures $ 2,000 Total $ 38,560
Your subcommittee notes that this recommended release is based on a commitment from the chair and deputy chair of the National Security and Defence Committee that these funds will be shared between the two parties.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud made a statement and moved the adoption of the sixth report.
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.
IE/2009-06-11/076(P) — Seventh Report of the Subcommittee of the Review of Committee Budgets
The Chair of the Subcommittee on the Review of Committee Budgets, Senator Robichaud, presented the seventh report of the subcommittee as follows:
Thursday, June 11, 2009
The Subcommittee on the Review of Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
SEVENTH REPORT
Your subcommittee reports as follows:
On May 7, 2009, your subcommittee was given the additional mandate to review each application by Senators for international travel. The first such application received by the subcommittee was submitted on May 4, 2009 by the Honourable Senator St. Germain, P.C. regarding travel to Montana, U.S.A. in August 2009. In the letter accompanying the application, Senator St. Germain stated that the topics of discussion are directly related to his work on the Standing Committee on Aboriginal Peoples.
The Guidelines for Senators' International Travel 64-point system state that:
The 64-point system shall not be used for international travel activities that are included as part of the annual program of activities and budget of a Senate committee or parliamentary association. This travel shall be funded from the budget of the committee or parliamentary association.
The report of the Advisory Working Group on the Review of International Travel which was adopted by the Committee on Internal Economy, Budgets and Administration on May 7, 2009 noted as follows:
The term "International travel" is used to describe travel outside of Canada which is distinct and separate from travel in support of a committee, parliamentary association, recognized interparliamentary group, an exchange or any travel abroad funded by a department. . . .
Having the same subcommittee that reviews committee budgets also review applications for international travel would help ensure that any travel purpose already under the responsibility of a Senate committee (select or joint) be funded from the funds available to that committee only and not under the 64-point system. After undertaking a detailed review, the subcommittee would then report its recommendation regarding the application to the full committee for approval.
Having reviewed the application from the Honourable Senator St. Germain, and having had an opportunity to meet with him, it is clear that the travel being proposed relates directly to the mandate of the Standing Committee on Aboriginal Peoples of which Senator St. Germain is chair. Your subcommittee had previously recommended the release of funds to the Committee on Aboriginal Peoples for its special study on matters generally relating to the aboriginal peoples of Canada, including $17,485 for conferences and, subject to the approval of the Subcommittee on the Review of Committee Budgets, other events related to its mandate. This budget was adopted by the Senate on May 5, 2009.
Therefore, your subcommittee recommends as follows:
That the Honourable Senator St. Germain submit a request to the Committee on Aboriginal Peoples that the proposed travel be funded from the conference budget of the said committee for its special study on matters generally relating to the aboriginal peoples of Canada; and
That if a motion authorizing the use of the conference budget for this purpose is adopted by the committee on Aboriginal Peoples, approval is granted.
In addition, your subcommittee recommends as follows:
That the subcommittee's name be changed to the "Subcommittee on the Review of Committee Budgets and International Travel" to reflect its expanded mandate.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud made a statement and moved the adoption of the seventh report.
It was moved that the seventh 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.
IE/2009-06-11/077(P) — Motion for Financial Rules "A" of Chapter 6:01 of the Senate Administrative Rules
With respect to the Senate Administrative Rules, the Chair moved, seconded by the Honourable Senator Tkachuk,
That the amount provided in the Financial Rule "A" in Chapter 6:01 in respect of the allowance for meals and incidental expenses, the ground transportation rates for private vehicles and private accommodation be adjusted automatically by the Finance Directorate to reflect the changes of those rates by Treasury Board for the public service.
The question being put on the motion, it was resolved in the affirmative.
At 8:43 a.m., the committee continued in camera.
At 9:40 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, June 18, 2009
(10)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:32 a.m., the chair, the Honourable George J. Furey, presiding
Members of the committee present: The Honourable Senators Comeau, Dawson, Downe, Furey, Jaffer, Kinsella, MacDonald, Munson, Robichaud, P.C., Stollery, Stratton and Tkachuk (12).
Also in attendance: Mr. Paul C. Bélisle, clerk of the Senate; and other senior Senate officials.
IE/2009-06-18/083(P) — Eighth Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the eighth report of the subcommittee as follows:
Thursday, June 18, 2009
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
EIGHTH REPORT
Pursuant to the request from the Standing Committee on Aboriginal Peoples, it is recommended that the funds for Activity 3 ($130,512 for a trip to Alberta in October 2009), as approved by the Senate on May 5, 2009, be clawed-back and that the supplementary budget be approved for the committee to travel to British Columbia.
Your subcommittee recommends the release of the following amounts for fiscal year 2009-2010:
Aboriginal Peoples (Special Study — General Matters — Supplementary Budget)
Professional and Other Services $ 15,100 Transportation and Communications $ 127,720 All Other Expenditures $ 29,675 Total $ 172,495 (includes funds for public hearings and fact-finding)
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud made a statement and moved the adoption of the eighth report.
It was moved that the eighth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-06-18/084(P) — Ninth Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the ninth report of the subcommittee as follows:
Thursday, June 18, 2009
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
NINTH REPORT
Your subcommittee reports as follows:
The present guidelines for the reimbursement of witness expenses allow witnesses to be reimbursed for the minimum number of nights hotel stay. However, there is no limit on the amount that a witness can claim for a night. This is contrasted with senators' travel when using points under the "64-point system," where hotel costs are capped at $200 per night.
Despite the importance of a limit on hotel costs, it must be recognized that circumstances may lead to a lack of reasonably priced hotel rooms. Witnesses are often called on short notice, and may be appearing at the same time as special events which will impact on both the availability and pricing of hotel rooms. Any new policy should include a mechanism to deal with such exceptional circumstances.
Therefore, your subcommittee recommends as follows:
That witnesses be limited to $200 per night for hotel expenses, and that the chair of each committee be authorized to allow higher costs in exceptional circumstances.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved the adoption of the ninth report.
After discussion, it was moved that the ninth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted with the following amendment:
That witnesses be limited to $200 per night for hotel expenses, and that the chair of each committee be authorized to allow higher costs in unforeseen circumstances.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-06-18/085(P) — Hosting of an Inter-Parliamentary Union (IPU) General Assembly in Canada
After discussion, it was agreed
That approval "in principal" be given to the Canadian Group of the IPU to continue to negotiate with the IPU towards the hosting of a General Assembly in the near future in Canada;
That the Executive of the Canadian Group be directed to inform the Joint Interparliamentary Council (JIC) of the progress of discussions with the IPU and that upon the successful negotiation of an agreement, that this draft agreement be submitted to the JIC for their review prior to signature; and
That upon receipt of the draft agreement, the JIC direct that a detailed conference budget be prepared for its review, subsequent approval and recommendation to the Standing Committee on Internal Economy, Budgets and Administration and the Board of Internal Economy of the House of Commons for a one time funding to be shared 30/70 between the Senate and the House of Commons.
IE/2009-06-18/086(P) — Adoption of Minutes of Proceedings
It was moved by Senator Jaffer that the Minutes of Proceedings of June 11, 2009 be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-06-18/087(P) — Advisory Working Group on Senate Operations
The chair indicated that, during the previous session, this Committee established an Advisory Working Group on Senate Operations to address how the business of the Senate was conducted and to make recommendations to both the Internal Economy Committee and the Standing Committee on Rules, Procedures and the Rights of Parliament.
He and Senator Oliver, the Chair of the Rules Committee would be meeting to discuss reviving the Advisory Working Group and would report back to the Committee.
IE/2009-06-18/088(P) — Economic Increase for SEG and MMG-2 Levels
It was agreed that Senate Senior Management (SEGs and MMG-2s) receive a 1.5 per cent increase to salary ranges, as well as at-risk performance pay for fiscal year 2009-2010 and 2010-2011, which correspond to increases adopted by the Treasury Board for Public Service executives and Deputy Ministers.
At 9:55 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, October 1, 2009
(11)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:34 a.m., the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cook, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, MacDonald, Massicotte, Munson, Robichaud, P.C., Stratton, Tardif and Tkachuk (15).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, Ms. Nicole Proulx, Ms. Linda Dodd, Director of Human Resources; and other senior Senate officials.
Other senators present: The Honourable Senators Dawson, Hervieux-Payette, P.C., and Prud'homme, P.C. (3).
IE/2009-10-01/089(P) — Tribute to Mr. Paul C. Bélisle and Welcome to Mr. Gary W. O'Brien
The chair thanked Mr. Paul Bélisle, the previous Clerk of the Senate, for his leadership and assistance in bringing about and implementing many changes over the last 15 years. On behalf of the committee, Senator Furey, seconded by Senator Tkachuk, expressed appreciation for Mr. Bélisle's unwavering dedication to the Senate and caring stewardship and wished him and his family the very best.
The chair welcomed Mr. Gary O'Brien, the new Clerk of the Senate and recounted that Mr. O'Brien had been a Parliament Hill employee from 1976 to mid-2006 and had held such positions as head of the Senate Committees' Directorate and, most recently, as Deputy Clerk. Prior to his retirement in 2006, Mr. O'Brien served the Internal Economy Committee as Recording Secretary.
IE/2009-10-01/090(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the Minutes of Proceedings of June 18, 2009 be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-01/091(P) — Tenth Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the tenth report of the subcommittee as follows:
Thursday, October 1st, 2009
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
TENTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2009-2010:
Agriculture and Forestry (Forest Sector)
Professional and Other Services $ 32,400 Transportation and Communications $ 196,300 All Other Expenditures $ 21,700 Total $ 250,400 (includes funds for fact-finding missions and sole source contracts for charter aircraft)
Banking, Trade and Commerce (Legislation)
Professional and Other Services $ 0 Transportation and Communications $ 0 All Other Expenditures $ 8,300 Total $ 8,300
Your subcommittee also considered a request from the Committee on Foreign Affairs and International Trade to divide a planned trip to Moscow and Beijing into two separate activities. The committee had originally planned to travel to both destinations as part of one fact-finding mission. Based on the recommendations of the Canadian embassies, the committee has decided that the trip should be divided into two separate trips, one to Russia in October and the other to China in November. The committee is not requesting any additional funding or powers beyond what has already been approved by the Committee on Internal Economy and the Senate.
Your subcommittee therefore recommends that approval be granted to the Committee on Foreign Affairs and International Trade to divide its previously its activity envelope into two — the first in the amount of $128,753 for the fact-finding mission to Russia and the second in the amount of $266,387 for the fact-finding trip to China. The total allocation to the committee remains unchanged.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud made a statement and moved the adoption of the tenth report.
It was moved that the tenth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-01/092(P) — Update on the H1N1 Flu Virus
Ms. Linda Dodd addressed the matter of the Senate's preparations to deal with the possibility of an H1N1 flu pandemic. She referred to the Senate's responsibilities regarding the health and safety of its employees and gave an overview of the consultations and actions the Administration had taken, including the communications initiatives designed to mitigate anxiety about a possible outbreak.
Ms. Dodd stated that a series of questions and answers (Qs and As) had been prepared and disseminated to the Senate Administration. Qs and As had also been prepared for Senators and their staff.
After discussion, it was agreed that question 20 be struck from the list of Qs and As for senators and that the amended document be distributed to senators.
At 9:02 a.m., the committee proceeded in camera.
At 10:17 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, October 8, 2009
(12)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:34 a.m., the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cordy, Dawson, Fox, P.C., Furey, Greene, Hubley, Jaffer, Kinsella, MacDonald, Massicotte, Prud'homme, P.C., Robichaud, P.C., Tardif and Tkachuk (15).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, Ms. Nicole Proulx, Director of Finance, Ms. Heather Lank, Director of Committees; and other senior Senate officials.
IE/2009-10-08/100(P) — Adoption of Minutes of Proceedings
It was moved by Senator Massicotte that the Minutes of Proceeding of October 1, 2009, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-08/101(P) — Membership Changes
Subcommittee on the Review of Committee Budgets and International Travel
It was moved that Senator Cordy be named as the third member of the Subcommittee on the Review of Committee Budgets and International Travel in replacement of Senator Dawson.
The question being put on the motion, it was resolved in the affirmative.
Subcommittee on Agenda and Procedure (steering committee) of the Standing Committee on Internal Economy, Budgets and Administration
It was moved by Senator Dawson that Senator Fox be named as the third member of the Subcommittee on Agenda and Procedure (steering committee) in replacement of Senator Cook who recently retired.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-08/102(P) — Eleventh Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the eleventh report of the subcommittee as follows:
Thursday, October 8, 2009
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
ELEVENTH REPORT
Your subcommittee considered a request submitted on September 18, 2009 by Senator Grafstein to use the 64-point travel system to fund his attendance at the London Conference on Combating Antisemitism from February 16-17, 2009.
Your subcommittee recommends that the request not be approved for the following reasons:
- the travel occurred in a previous fiscal year; and
- the application was received more than 7 months after the travel had occurred, while the guidelines stipulate that applications should be submitted at least 30 days prior to the departure date.
Your subcommittee also considered a request from the Honourable Senator Hervieux-Payette, P.C. to attend the Atlantik-Brüke meeting in Freiburg, Germany from October 23-25, 2009. Your subcommittee met with the Senator on October 7, 2009, and after careful review recommends that approval be granted for the Senator to use the 64-point travel system to cover the cost of airfare and ground transportation to and from the airport in an amount not to exceed $5,000.
Your subcommittee wishes to remind Senators of the May 7, 2009 decision of the Committee on Internal Economy, Budgets and Administration which requires:
That a senator must, within 30 days of completion of the international travel, submit a detailed report to the Committee on Internal Economy, Budgets and Administration including the objectives of the travel, meetings held, achievements, costs and next steps; this report shall be tabled in the Senate as an appendix to a report of the committee.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud answered questions and moved the adoption of the eleventh report.
It was moved that the eleventh report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-08/103(P) — Twelfth Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the twelfth report of the subcommittee as follows:
Thursday, October 8, 2009
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
TWELFTH REPORT
Existing policy requires that staff travelling with senators on a committee trip travel economy class. Your subcommittee received a request from the Committee on Transport and Communications to approve business class travel for two committee staff travelling with the committee to Estonia and Belgium in November as part of its study on the wireless sector. The change from economy class to business class can be accommodated within the existing activity envelope.
Your subcommittee recommends that the request be approved.
Your subcommittee will be reviewing the existing policy to determine if changes are warranted. If so, your subcommittee will report its recommendations to the Committee on Internal Economy, Budgets and Administration for consideration.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud answered questions and moved the adopted of the twelfth report.
After discussion, it was moved that the twelfth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted, on division, with the following changes:
- In view of special circumstances, your subcommittee recommends that the request be approved.
- Your subcommittee will be reviewing the existing policy to determine if changes are warranted. Your subcommittee will report its recommendations to the Committee on Internal Economy, Budgets and Administration for consideration.
- Le Comité des transports et des communications a demandé au sous-comité d'approuver un voyage en classe affaires pour deux employés qui vont les accompagner en Estonie et en Belgique en novembre aux fins de son étude du secteur sans fil.
- En raison de circonstances spéciales, votre sous-comité recommande d'approuver le changement.
- Il fera rapport de ses recommandations au Comité de la régie interne, des budgets et de l'administration, qui avisera.
IE/2009-10-08/104(P) — Thirteenth Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the thirteenth report of the subcommittee as follows:
Thursday, October 8, 2009
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
THIRTEENTH REPORT
Your subcommittee recommends the release of the following supplementary amounts for fiscal year 2009-2010:
National Security and Defence (National Security Policy — Supplementary Release)
Professional and Other Services $ 57,001 Transportation and Communications $ 0 All Other Expenditures $ 0 Total $ 57,001 (includes supplementary funds for sole source consultant services as follows:
Communications Consultant $ 13,000 Senior Military Advisor $ 13,667 Senior National Security Advisor $ 13,667 Writer-Consultant $ 16,667
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved that the thirteenth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
Concerns were raised regarding certain of the committee's practices which do not adhere to an Internal Economy Committee decision regarding the need for all invoices for consulting and personnel services to be signed off by both the Chair and Deputy Chair of the committee before the invoice is paid.
Senator Furey clarified that such direction was intended to be a guideline and had not been adopted by the Senate. As the powers of the Internal Economy Committee are limited to financial and administrative matters, unless expressly authorized by an order of the Senate, it may not regulate, direct or control legislative or procedural matters or the proceedings of any other Senate committee.
It was suggested that the issue be examined by the Leaderships.
After discussion, it was moved that the thirteenth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-08/105(P) — Contract for Simultaneous Interpretation Equipment and Technical Support for Travelling Committees
After discussion, it was agreed that the Senate Administration be authorized to proceed with a Request for Proposal (RFP) for a multi-year contract potentially valued at over $100,000 per fiscal year for the rental of simultaneous interpretation equipment.
It was also agreed that final approval be sought from the committee before the contract is signed.
At 9:29 a.m., the committee proceeded in camera.
At 10:08 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
Director of the Executive Secretariat and Recording Secretary