Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 2 - Minutes of Proceedings
OTTAWA, Thursday, October 22, 2009
(13)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met at 8:35 a.m., this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cordy, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, MacDonald, Massicotte, Munson, Nolin, Robichaud, P.C., Stollery and Tkachuk (15).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, and other senior Senate officials.
WITNESSES:
Parliamentary Precinct Oversight Advisory Committee (PPOAC):
The Honourable John A. Fraser, Chair;
Mr. Jean-Claude Marsan, Architect, Urban Planner and Member.
At 10:18 a.m., the committee proceeded in public.
IE/2009-10-22/112(P) — Report of the Subcommittee on Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Robichaud, presented the Fourteenth Report of the Subcommittee as follows:
Thursday, October 22, 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
FOURTEENTH REPORT
Your subcommittee considered a request from the Honourable Senator Dyck to attend a series of cultural events in Guandong Province, People's Republic of China, from November 8 to 15, 2009. Your subcommittee recommends that approval be granted for the Senator to use the 64-point travel system to cover the cost of airfare and other travel related costs in an amount not to exceed $2,500.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud answered questions and moved the adoption of the fourteenth report.
Concerns were raised regarding uniformity of class travel for senators and it was recommended that the Subcommittee on the Review of Committee Budgets and International Travel review the senators' travel policy in this regard.
It was moved that the Fourteenth 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.
At 10:22 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, October 29, 2009
(14)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met, in camera, at 8:32 a.m., this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cordy, Dawson, Downe, Furey, Greene, Jaffer, Kinsella, MacDonald, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery, Tardif, and Tkachuk (15).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, and other senior Senate officials.
At 8:34 a.m., the committee proceeded in public.
IE/2009-10-29/114(P) — 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 fifteenth report of the subcommittee as follows:
Thursday, October 29, 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
FIFTEENTH REPORT
Your subcommittee considered a request from the Committee on Foreign Affairs and International Trade to allow the staff travelling with the committee to China for the committee's special study on the rise of Russia, China and India in the global economy to travel business class. The flights in question are of approximately 18 hours in duration.
Your subcommittee is undertaking a broader review of the issue of authorized class of travel for staff but since the committee will be travelling during the November break week, an immediate decision on this request is required. Given the length of the trip, your subcommittee recommends approval of the request. No additional funding is required.
Your subcommittee notes that the original budget request included funding for two staff to travel on a single trip to Russia and China. The committee requested that the activity envelope be divided into two, with one envelope for a trip to Russia and the other for a trip to China, and this request was agreed to by the Committee on Internal Economy, Budgets and Administration on October 1, 2009 with the adoption of the subcommittee's Tenth Report.
While the request to create two activity envelopes was accompanied by revised budgets that included one additional staff member for the trip to China (for a total of three), no mention was made in the cover letter of such a change. Your subcommittee requests that cover letters clearly indicate any significant changes, including any increases in the proposed number of staff travelling.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved the adoption of the fifteenth report.
It was moved that the Fifteenth Report of the Subcommittee on the Review of Committee Budget and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-10-29/115(P) — Replacement of Senator Cook on the Joint Interparliamentary Council (JIC)
It was moved that Senator Downe replace Senator Cook as the third member on the Joint Interparliamentary Council (JIC).
The questions being put on the motion, it was resolved in the affirmative.
IE/2009-10-29/116(P) — Update on the H1N1 Flu Virus
Director of Human Resources Linda Dodd, updated the committee on the various measures being taken by the Senate and the partners on Hill to deal with the possibility of an H1N1 flu pandemic. The main focus is on prevention, communication and ensuring that essential services remained available for as long as possible.
Ms. Dodd confirmed that, further to a decision by Chief Medical Officer and Head of the Public Health Agency of Canada Dr. Butler-Jones, at this time no special clinic was planned to be held on Parliament Hill.
The chair informed the committee that a toolkit for senators and their staff would be sent out in the next few days.
IE/2009-10-29/117(P) — Senate Call Centres
After discussion, it was agreed that the Senate administration be authorized to enter into a sole source contract with a dollar value in excess of $100,000 for the EPAS (Enhanced per Agent Service) System offered through PWGSC Information Technology Services Branch (ITSB) Local Access Service Contract.
The EPAS system will be funded through the existing 2009-10 IM/IT budget and the additional monthly fees will be funded on a yearly basis through the existing IM/IT-Telecommunications budget.
IE/2009-10-29/118(P) — Scale of Entitlement Policy for Senators: Computer Equipment
The Director, Information Services Directorate, presented a proposal to revamp the scale of entitlements for computers.
After discussion, it was agreed that the Scale of Entitlement Policy for Senators regarding computer equipment be amended as follows:
Guidelines:
Standard computers (excluding laptops) for use in a senator's Parliamentary Precinct's office are provided by the Senate administration. Unused or unassigned computers within a senator's office on the Parliamentary Precinct will be returned to ISD.
Standard computers provided by the Senate administration are given only to senators and their staff members who work at the Parliamentary Precinct.
Senators are entitled to purchase a maximum of two laptops or computers from their research and office expenses budget for use outside the Parliamentary Precinct (ex.: home and/or regional office).
Senators may choose to use one of their two entitlements to purchase a laptop for the office to be shared among the staff.
Standard computers for home use of senators' staff must be approved by the Internal Economy Committee. If approved, the computer will be counted against the Senator`s two entitlements and must be paid from the senator's research and office expenses budget.
The purchase of any laptops, whether or not connected to the Senate network, must be paid from the senator's research and office expenses budget.
The Senate administration will only upgrade or replace those computers (excluding laptops) connected to the Senate network. Senators will be responsible for upgrading or replacing their laptops and home/regional office computers using their research and office expenses budget.
If a senator wants to upgrade Senate standard equipment provided by the Senate administration still deemed within its projected lifecycle, the equipment must be approved by ISD and will be paid from the senator's research and office expenses budget.
Senate remote network access should not be provided to Senators' staff not paid from the senator's research and office expenses budget.
The committee also agreed that any request of an exceptional nature received by the Information Services Directorate shall be brought to the attention of the steering committee.
Questions were raised regarding the disposal of computers and donations to the school program. Senators were informed that once old computers are secure, they are disposed of through the federal school program. The Director, Building Services, stated that she would research where such computers are sent and, in the event that a senator wishes to donate redundant computers to a specific organization, seek the approval of the steering committee.
At 9:50 a.m., the committee adjourned to the call of the Chair.
ATTEST:
OTTAWA, Thursday, November 5, 2009
(15)
[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, Cordy, Dawson, Fox, P.C., Furey, Greene, Hubley, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Tardif and Tkachuk (14).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, Ms. Nicole Proulx, Ms. Linda Dodd, Director of Human Resources; Ms. Heather Lank, Director of the Committees Directorate, and other senior Senate officials.
IE/2009-11-05/119(P) — Update on H1N1
The Director of Human Resources, Ms. Linda Dodd, reported that one case of the H1N1 flu virus had been confirmed in the Senate administration and that the situation was being monitored very closely. No health and safety issues or concerns have been identified at this time.
Ms. Dodd informed the committee that confirmation had been received from the City of Ottawa regarding vaccinations for people who do not formally reside in Ottawa but who work there. Ottawa clinics will vaccinate these individuals upon presentation of the following: a provincial health card and one of the following a driver's license; a Senate ID card and a municipal tax or hydro bill or other document confirming the address of the resident.
In order to ensure effective business continuity, Ms. Dodd also stated that leave reporting procedures have been put in place for the Senate administration and similar procedures are being prepared for Senators and their staff.
IE/2009-11-05/120(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceeding of October 29, 2009, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-11-05/121(P) — Sixteenth 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 sixteenth report of the subcommittee as follows:
Thursday, November 5, 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
SIXTEENTH REPORT
Your subcommittee considered a request from the Committee on Social Affairs, Science and Technology for a supplementary budget of $15,000 for its special study on cities. The budget is to allow the committee to hire a graphic designer and to produce its report in a new format which the committee believes will bring positive attention to the report, the committee and the Senate.
The Senate Document Printing and Duplicating Policy stipulate that:
2.7.3 Senate Printing Services may produce coloured committee reports with a maximum of 2 coloured pages plus coloured covers and tape binding at no cost to the requesting Committee. Requests for committee reports with more than 2 coloured pages must be processed through the Procurement and Contracting Services of the Senate. Costs for such will be charged to the requesting committee's budget.
The Committee on Social Affairs, Science and Technology is expecting to table a report of some 300 pages. It wants to print an executive summary, in colour, which would also include a CD with the full text of the report.
Senate committees are considered by many to be the jewel of the Senate, and committee reports make a major contribution to Canada's public policy debates. Many resources are invested in supporting the work of committees and it is important that the reports are widely distributed and in a format that encourages people to read them. The Committee on Social Affairs, Science and Technology is proposing a novel approach, and your subcommittee believes that it is a worthwhile pilot project.
Your subcommittee recommends that approval be granted for the supplementary budget and that the Chair of the committee, the Honourable Senator Eggleton, P.C., be asked to report back to the Committee on Internal Economy, Budgets and Administration regarding the results of the pilot project.
Therefore, your subcommittee recommends the release of the following supplementary amounts for fiscal year 2009- 2010:
Social Affairs, Science and Technology (Subcommittee on Cities)
Professional and Other Services $ 3,000
Transportation and Communications $ 0 All Other Expenditures $ 12,000 Total $ 15,000
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved the adoption of the sixteenth report.
It was agreed that further discussion on the Sixteenth Report be deferred to the next meeting.
IE/2009-11-05/122(P) — Seventeenth 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 seventeenth report of the subcommittee as follows:
Thursday, November 5, 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
SEVENTEENTH REPORT
Your subcommittee considered a request from the chair of the Standing Committee on National Security and Defence to use a charter plane for the committee's fact-finding trip to Ontario military bases as part of its special study on national security policy. Since the request falls within the budget envelope already approved for the activity and since the projected cost per person remains approximately the same as in the original budget submission, your subcommittee recommends approval of the request.
While your subcommittee recommends approval, members were concerned that the letter requesting the change did not indicate whether it had been considered by the full committee or its steering committee. In future, your subcommittee would appreciate receiving confirmation that any significant proposed changes to travel plans and budgets have been considered by the originating committee or its steering committee, as appropriate.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved the adoption of the seventeenth report.
It was moved that the Seventeenth Report of the Subcommittee on the Review of Committee Budget and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
At 9:16 a.m., the committee proceeded in camera.
At 9:50 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, November 26, 2009
(16)
[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, Cordy, Downe, Fox, P.C., Furey, Greene, Jaffer, MacDonald, Massicotte, Munson, Prud'homme, P.C., Robichaud, P.C., Stollery and Stratton (14).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, Ms. Nicole Proulx, Director of Finance, Ms. Linda Dodd, Director of Human Resources, and other senior Senate officials.
IE/2009-11-26/126(P) — Adoption of Minutes of Proceedings
It was moved by Senator Downe that the minutes of proceedings of November 5, 2009, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-11-26/127(P) — Sixteenth 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, reminded senators that, at the last meeting, the subcommittee presented its sixteenth report recommending a pilot project to print an executive summary, in colour, which would include a CD with the full text of the Social Affairs, Science and Technology Subcommittee on Cities report.
After discussion, it was agreed that the Sixteenth 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/2009-11-26/128(P) — Eighteenth 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 eighteenth report of the subcommittee as follows:
Thursday, November 26, 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
EIGHTEENTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2009-2010:
Energy, Environment and Natural Resources (Energy Sector)
Professional and Other Services $ 29,450 Transportation and Communications $ 116,775 All Other Expenditures $ 6,250 Total $ 152,475 (includes funds for sole source contracts, a fact-finding mission, public hearings and participation at a conference)
Your subcommittee recommends that approval be granted to the request that $1,500 be transferred from the general expenses category for hospitality to the activity envelope for fact-finding and public hearings in Vancouver. The total budget request remains unchanged.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved the adoption of the eighteenth report.
It was moved that the Eighteenth 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.
At 8:41 a.m., the committee proceeded in camera.
At 9:20 a.m., the committee proceeded in public.
IE/2009-11-26/136(P) — Tribute to Senator Prud'homme
The chair thanked Senator Marcel Prud'homme for his many years of work with the Internal Economy Committee, including his contribution to the Prud'homme-Strahl Report on International and Interparliamentary Affairs and for his long service as a parliamentarian and wished him, on behalf of the committee a well deserved retirement.
At 9:23 a.m., the committee proceeded in camera.
At 9:30 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Thursday, December 10, 2009
(17)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:33 a.m., the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Comeau, Cordy, Dawson, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, MacDonald, Massicotte, Robichaud, P.C., Stollery and Tkachuk (14).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate, and other senior Senate officials.
Other senator present: The Honourable Senator Oliver (1).
WITNESS:
International and Interparliamentary Affairs Directorate, Senate of Canada:
Eric Janse, Deputy Clerk and Director General.
IE/2009-12-10/138(P) — Adoption of Minutes of Proceedings
It was moved by Senator Tkachuk that the minutes of proceedings of November 26, 2009, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-12-10/139(P) — Inter-Parliamentary Union (IPU) General Assembly — Quebec 2012
Senator Oliver informed the Committee that at the October 2009 IPU Assembly in Geneva, the Governing Council approved that the 2012 autumn assembly, usually held in Geneva, could be held in Quebec City. Therefore, approval was needed from the Internal Economy Committee to host the IPU General Assembly.
Senator Oliver 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 Fall 2012 IPU General Assembly in Quebec City, Canada;
That, given the size and complexity of this conference, a business case with more accurate financial information to cover the fiscal years 2010-11, 2011-12 and 2012-13 be prepared for the spring of 2010 and presented to the JIC and then both Internal Economy Committees;
That any budget put forward would use the usual formula of shared costs of 30/70 between the Senate and the House of Commons;
That, in relation to any immediate expenses required to book conference space, hotels or any other necessary expenses related to the preliminary arrangements for the conference in advance of the presentation of a more detailed business case, that such expenses be absorbed by the anticipated JIC budget surplus for 2009-10. Further if such funding should prove to be insufficient, that supplementary funding be sought from both Internal Economy Committees.
IE/2009-12-10/140(P) — Nineteenth 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 nineteenth report of the subcommittee as follows:
Thursday, December 10, 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
NINETEENTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2009-2010:
Agriculture and Forestry (Forest Sector — Supplementary Budget)
Professional and Other Services $ 11,600 Transportation and Communications $ 33,130 All Other Expenditures $ 3,000 Total $ 47,730 (includes funds for a fact-finding mission)
Energy, Environment and Natural Resources (Energy Sector — Supplementary Budget)
Professional and Other Services $ 625 Transportation and Communications $ 17,100 All Other Expenditures $ 16,300 Total $ 34,025 (includes supplementary funds for a fact-finding mission and public hearings)
Your subcommittee recommends that the following supplementary budget be approved as submitted and that the $12,434 previously granted for promotion of reports be clawed back.
Aboriginal Peoples (General Issues — Supplementary Budget)
Professional and Other Services $ 9,400 Transportation and Communications $ 35,992 All Other Expenditures $ 26,750 Total $ 72,142 Human Rights (Human Rights Obligations)
Professional and Other Services $ 16,500 Transportation and Communications $ 191,250 All Other Expenditures $ 16,000 Total $ 223,750 (includes funds for a fact-finding mission)
In reviewing budget applications, your subcommittee has noticed a wide range in the amounts being included for interpretation for travelling committees. Your subcommittee is obtaining information from the Translation Bureau to clarify this issue.
Respectfully submitted,
FERNAND ROBICHAUD
Chair
Senator Robichaud moved the adoption of the Nineteenth Report of the Subcommittee on the Review of Committee Budgets and International Travel.
The question being put on the motion, it was resolved in the affirmative.
IE/2009-12-10/141(P) — Joint Interparliamentary Council (JIC): Membership Change
It was moved by Senator Furey that Senator Tkachuk replace newly-retired Senator Prud'homme as a member on the Joint Interparliamentary Council (JIC).
The question being put on the motion, it was resolved in the affirmative.
IE/2009-12-10/142(P) — Tenth Report of the Standing Committee on Internal Economy, Budgets and Administration
The Chair of the Standing Committee on Internal Economy, Budgets and Administration, Senator Furey, presented a draft report that the committee would table in the Chamber, this day, regarding international travel. The report is as follows:
Thursday, December 10, 2009
The Standing Committee on Internal Economy, Budgets and Administration has the honour to table its
TENTH REPORT
Pursuant to the International Travel Guidelines, the Honourable Lillian E. Dyck has submitted the attached report to your Committee, following her trip to the Guangzhou province of Guangdong, China from November 8 to 15, 2009.
Respectfully submitted,
GEORGE J. FUREY
Chair
IE/2009-12-10/143(P) — International Travel: Senator Harb
Senator Harb appeared before the committee to ask that it rescind its decision of November 23, 2006 to not approve his reimbursement for travel expenses for a trip he made to Lebanon in March 2005 following the assassination of Rafic Hariri, former Prime Minister of Lebanon.
Senator Harb answered questions.
The chair thanked Senator Harb for appearing before the committee.
At 9:12 a.m., the committee proceeded in camera.
At 10:35 a.m., the committee adjourned to the call of the chair.
ATTEST:
OTTAWA, Tuesday December 15, 2009
(18)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met in camera, at 7:30 p.m., this day, the chair, the Honourable George J. Furey, presiding.
Members of the committee present: The Honourable Senators Cordy, Downe, Fox, P.C., Furey, Greene, Kinsella, Massicotte, Robichaud, P.C., and Tkachuk (9).
Also in attendance: Mr. Gary O'Brien, Clerk of the Senate; Ms. Nicole Proulx, Director of Finance, and other senior Senate officials.
At 7:32 p.m., the committee adjourned to the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee
on Internal Economy, Budgets and Administration
Catherine Pearl-Côté
Recording Secretary