Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 1 - Minutes of Proceedings
OTTAWA, Thursday, March 11, 2010
(1)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:02 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 Campbell, Carignan, Comeau, Cordy, Di Nino, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Stewart Olsen and Tkachuk (15).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
IE/2010-03-11/001(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 Furey that the Honourable Senator Tkachuk be elected chair of the committee.
The question being put on the motion, it was resolved in the affirmative.
The clerk invited Senator Tkachuk to take the chair.
IE/2010-03-11/002(P) — Election of deputy chair
It was moved by the Honourable Senator Tkachuk that the Honourable Senator Furey be elected deputy chair of the committee.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-03-11/003(P) — Subcommittee on Agenda and Procedure (steering committee)
It was moved by the Honourable Senator Marshall,
That the initial membership of the Subcommittee on Agenda and Procedure (steering committee) be composed of the chair, the deputy chair and the Honourable Senator Stewart Olsen;
That pursuant to rule 96(5) of the Rules of the Senate, that the quorum be three (3) members, including the chair and deputy chair, and that the government whip be authorized to designate for substitution, from time to time, the third member with a member from the main committee on the subcommittee;
That the clerk be informed of any such substitution in writing;
That the subcommittee be empowered to make decisions on behalf of the committee with respect to its agenda and schedule meetings; 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.
At 9:09 a.m., the committee proceeded in camera.
At 10:02 a.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
OTTAWA, Thursday, March 18, 2010
(2)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9 a.m., the Chair, the Honourable David Tkachuk, presiding
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Di Nino, Downe, Greene, Jaffer, Kinsella, Marshall, Poulin, Stewart Olsen and Tkachuk (13).
Other senators present: The Honourable Senators Angus and Fraser (2).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials
IE/2010-03-18/010(P) — Adoption of Minutes of Proceedings of March 11, 2010
It was moved by Senator Jaffer that the minutes of proceedings of March 11, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative
IE/2010-03-18/011(P) — Standing Senate Committee on Energy, the Environment and Natural Resources: Budget Application
Senator Angus presented the budget ($76,580) of the Standing Senate Committee on Energy, the Environment and Natural Resources for its special study on of the current state and future of Canada's energy sector for 2009-2010 to attend the Globe 2010 Conference.
The Senator answered questions.
IE/2010-03-18/012(P) — Standing Senate Committee on Legal and Constitutional Affairs: Budget Application
Senator Fraser presented the budget ($2,575) of the Standing Senate Committee on Legal and Constitutional Affairs for its special study on of the DNA Identification Act for 2009-10.
The senator answered questions.
IE/2010-03-18/013(P) — Creation of the Subcommittee on the Review of Committee Budgets and International Travel
It was moved by Senator Downe,
That a Subcommittee on the Review of Committee Budgets and International Travel be established.
It was moved by Senator Di Nino,
That it be composed of Senators Marshall (chair), Carignan and Cordy;
That the subcommittee be mandated to review committee budgets and to make recommendations on the allocation and release of funds and to review applications for international travel and make recommendations; and
That the Subcommittee on Agenda and Procedure (steering committee) be authorized to make substitutions to the membership, after the usual consultations.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-03-18/014(P) — Creation of the Subcommittee on Security and Accommodation
It was moved by Senator Stewart Olsen,
That a permanent Subcommittee on Security and Accommodation be established with a total membership of five composed of three members of the Internal Economy Committee and two "ad hoc'' members (one from the government side and the other from the opposition) for corporate representation.
It was moved by Senator Campbell,
That it be composed of the following three permanent Senators: Di Nino (chair), Carignan, and Fox and that the two "ad hoc'' members be Senator Stratton and a member of the Opposition to be designated by the steering committee.
It was also moved by Senator Di Nino that the Speaker of the Senate be named an ex officio member of the Subcommittee on Security and Accommodation.
That the mandate of the Subcommittee on Security and Accommodation be to:
review and make recommendations regarding the security of the Senate precinct;
consider other matters affecting the safety and security of the Parliamentary Precinct;
review and make recommendations regarding the governance, accommodation and major renovations of the Senate precinct;
advise the Speaker on matters relating to security and accommodation of the Parliamentary Precinct.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-03-18/015(P) — Appointment of Representatives on the Joint Interparliamentary Council (JIC)
It was moved that the Honourable Senators Tkachuk, Furey and Stewart Olsen 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/2010-03-18/016(P) — Creation of the Audit Subcommittee
It was moved that an Audit Subcommittee be established and that it be composed of the Honourable Senators Tkachuk, Furey and Stewart Olsen.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-03-18/017(P) — Official Languages Policy
The chair informed the committee that the Official Languages Policy was being tabled for information and would be discussed at the next meeting.
After discussion, it was agreed that the Human Resources Directorate would prepare a document highlighting the proposed changes to the current policy. Further, justification for these changes could be presented either orally or in writing to the committee.
At 9:29 a.m., the committee proceeded in camera.
At 10:15 a.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
OTTAWA, Thursday, March 25, 2010
(3)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9 a.m., the Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Chaput, Comeau, Cordy, Di Nino, Downe, Greene, Jaffer, Kinsella, Marshall, Munson, Stewart Olsen, Tardif and Tkachuk (15).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
IE/2010-03-25/025(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of March 18, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-03-25/026(P) — Creation of the Artwork Advisory Working Group
The chair moved that an Artwork Advisory Working Group be established and that Senators Eaton (chair), Johnson, Champagne, Patterson, Joyal and Jaffer be named as members, as well as another Senator from the Opposition, to be named by the Steering Committee at its next meeting.
The mandate of the Artwork Advisory Working Group is be to provide advice and oversight on: matters related to the acquisition of heritage assets and works of art for the Senate; the display of works of art and the development of supporting policies and guidelines; and other matters referred to it.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-03-25/027(P) — Senate Administration Policy on Official Languages
The Director of Human Resources presented the revised Senate Administration Policy on Official Languages and explained the nature and impact of the Senate Administration's recommendations for changes.
Ms. Linda Dodd stated that the policy had not been updated since 1993, while the Treasury Board Secretariat and the Public Service Commission had published new policies. While the new Public Service policies had been taken into consideration, Ms. Dodd also noted that extensive consultation had occurred within the Human Resources Directorate and with bargaining agents, the Senate's Diversity and Accessibility Committee, the Human Resources/Finance Management Subcommittee, the Clerk's Management Committee, legal counsel and other government agencies and departments.
Senators made comments and Ms. Dodd answered questions.
It was agreed that further discussion of the Senate Administration Policy on Official Languages be deferred to the next meeting.
At 9:27 a.m., the committee proceeded in camera.
At 10:10 a.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
OTTAWA, Thursday, April 15, 2010
(4)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:02 a.m., the Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Dawson, Di Nino, Fox, P.C., Fraser, Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Stewart Olsen, Tardif and Tkachuk (16).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
IE/2010-04-15/032(P) — Adoption of Minutes of Proceedings
It was moved by Senator Jaffer that the minutes of proceedings of March 25, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-04-15/033(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 Marshall, presented the first report of the subcommittee as follows:
Thursday, April 15, 2010
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
FIRST REPORT
Your subcommittee considered a request from the Honourable Senator Nolin to use the 64-point system to cover costs associated with his speaking at the conference entitled Climate Change: Ethics, Law and National Security at the West Point Center for the Rule of Law in West Point, New York, on April 21, 2010. The Center has offered to cover the cost of airfare and accommodation. Therefore, Senator Nolin's request is to cover the cost of meals and incidentals which are not expected to exceed $250. Your subcommittee recommends that approval be granted for the Senator to use the 64-point system to cover these costs.
Respectfully submitted,
ELIZABETH MARSHALL
Chair
The chair indicated that the question of international travel in general would be discussed under "Other Matters'' later in the meeting and that a decision regarding Senator Nolin's trip would be made once this discussion has been held.
IE/2010-04-15/034(P) — Senate Administration Policy on Official Languages
The chair informed the Committee that the Senate Administration Policy on Official Languages had been tabled before this committee on March 25, 2010 and that a general discussion was held. Senator Tkachuk indicated that the Human Resources Directorate had integrated certain comments and recommendations brought forward by Senators and that the concerns regarding the translation of committee reports had been resolved.
Some senators expressed their apprehension regarding the policy's lack of flexibility in relation to people whose first language was not English or French. Other senators noted that it might be an employment equity issue rather than an official language issue.
After discussion, it was agreed that this item be referred to the steering committee for further review.
At 9:45 a.m., the committee proceeded in camera.
At 10:12 a.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
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, April 15, 2010
(5)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:03 a.m., the Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Dawson, Di Nino, Downe, Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Stewart Olsen, Tardif and Tkachuk (16).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
IE/2010-04-22/037(P) — Adoption of Minutes of Proceedings
It was moved by Senator Jaffer that the minutes of proceedings of April 15, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-04-22/038(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 Marshall, presented the second report of the subcommittee as follows:
Thursday, April 22, 2010
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
SECOND REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2010-11:
Aboriginal Peoples (Federal Government's Constitutional and Legal Responsibilities)
Professional and Other Services $ 2,775 Transportation and Communications $ 0 All Other Expenditures $ 4,725 Total $ 7,500 Legal and Constitutional Affairs (Legislation)
Professional and Other Services $ 19,750 Transportation and Communications $ 0 All Other Expenditures $ 4,000 Total $ 23,750 Legal and Constitutional Affairs (DNA Identification Act)
Professional and Other Services $ 7,000 Transportation and Communications $ 0 All Other Expenditures $ 2,500 Total $ 9,500 Scrutiny of Regulations (Joint Committee)
Professional and Other Services $ 1,200 Transportation and Communications $ 3,600 All Other Expenditures $ 2,250 Total $ 7,050
Your subcommittee recommends that hospitality budgets under General Expenses be capped at $1,000 and that any committee requiring additional funds for this purpose seek the approval of the Subcommittee on the Review of Committee Budgets and International Travel.
The chair moved that each budget be moved individually as a separate motion;
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Marshall,
That the Aboriginal Peoples (Federal Government's Constitutional and Legal Responsibilities) Budget in the amount of $7,500 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Marshall,
That the Legal and Constitutional Affairs (Legislation) Budget in the amount of $23,750 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Marshall,
That the Legal and Constitutional Affairs (DNA Identification Act) Budget in the amount of $9,500 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was moved by Senator Marshall,
That the Scrutiny of Regulations (Joint Committee) Budget in the amount of $7,050 be adopted.
The question being put on the motion, it was resolved in the affirmative.
It was also moved by Senator Marshall,
That hospitality budgets under General Expenses be capped at $1,000 and that any committee requiring additional funds for this purpose seek the approval 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.
After debate, it was agreed that the second report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
It was also agreed that the Subcommittee on the Review of Committee Budgets and International Travel review the issue of funding for conferences and whether funds should be granted to committees only if specific conferences are identified. The subcommittee will report its recommendation to the full committee at the next meeting.
IE/2010-04-22/039(P) — Senate Administration Policy on Official Languages
It was moved by Senator Stewart Olsen that the Senate Administration Policy on Official Languages be adopted as presented.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-04-22/040(P) — Senate Administration Employment Equity Report — 2006-09
The Director of Human Resources tabled, for information, the Senate Administration Employment Equity Report for 2006-09.
After debate, it was agreed that a subcommittee should be established and that this item be deferred to the next meeting for further discussion.
At 9:22 a.m., the committee proceeded in camera.
At 10:02 a.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
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, May 6, 2010
(6)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9 a.m., the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Carignan, Comeau, Cordy, Dawson, Di Nino, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, Marshall, P.C., Stewart Olsen, Tardif and Tkachuk (15).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
IE/2010-05-06/046(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of April 22, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-05-06/047(P) — Third 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 Marshall, presented the third report of the subcommittee as follows:
Thursday, May 6, 2010
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
THIRD REPORT
Your subcommittee considered a request from the Honourable Senator Rompkey, P.C., to use the 64-point system to cover costs associated with his attendance at the Inuit Circumpolar Council 11th General Assembly in Nuuk, Greenland from June 27th to July 3rd, 2010. Costs are expected to be under $8,500. Your subcommittee recommends approval of this request.
Your subcommittee would like to remind senators that, pursuant to the decision of the Committee on Internal Economy, Budgets and Administration dated May 7, 2009, "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.''
It was moved by Senator Marshall that the third 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/2010-05-06/048(P) — Fourth 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 Marshall, presented the fourth report of the subcommittee as follows:
Thursday, May 6, 2010
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
FOURTH REPORT
Your subcommittee recognizes that committees have full flexibility to move funds between line objects within each activity envelope. This flexibility is required given that budgets are often developed before the details of trips are finalized, and events on the road can require the reallocation of resources. Post-expenditure reports clearly explain the variance between budgets and expenditures, and all surplus funds are clawed back.
That being said, your subcommittee wishes to emphasize the importance of demonstrating restraint in the use of public funds and in that spirit, recommends some reductions in the amounts allocated for working meals while on travel status. In addition, your subcommittee believes that the number of senators and committee staff travelling must be carefully considered. While we believe that committees conducting public hearings outside of Ottawa should be granted funding to enable all members of the committee to travel, as well as necessary committee staff, your subcommittee believes that the same does not necessarily apply to fact-finding missions. As a consequence, we are recommending reduced funding for certain fact-finding missions, lowering the number of people permitted to travel.
Finally, given that the Committee on Internal Economy, Budgets and Administration decided to cap the amount for domestic committee travel at $605,000 for fiscal year 2010-2011, your subcommittee recommends that no funding be approved at this time for conferences in committee budgets. This will maximize the funding available for public hearings and fact-finding missions. However, as per the decision of the Committee on Internal Economy, Budgets and Administration of April 5, 2001, senators may continue to use their travel points to attend conferences in Canada.
Your subcommittee recommends the release of the following amounts for fiscal year 2010-11:
Agriculture and Forestry (Forest Sector)
Professional and Other Services $ 13,750 Transportation and Communications $129,354 All Other Expenditures $ 3,700 Total $146,804 (includes funds for fact-finding missions)
Fisheries and Oceans (Policy Framework)
Professional and Other Services $ 2,400 Transportation and Communications $ 51,205 All Other Expenditures $ 11,550 Total $ 65,155 (includes funds for a fact-finding mission)
Foreign Affairs and International Trade (Foreign Relations in General)
Professional and Other Services $ 1,000 Transportation and Communications $ 100 All Other Expenditures $ 900 Total $ 2,000 Foreign Affairs and International Trade (Russia, China and India)
Professional and Other Services $ 1,000 Transportation and Communications $ 100 All Other Expenditures $ 900 Total $ 2,000 Official Languages (Official Languages Act)
Professional and Other Services $ 14,000 Transportation and Communications $ 53,598 All Other Expenditures $ 28,000 Total $ 95,598 (includes funds for public hearings)
Social Affairs, Science and Technology (Cities)
Professional and Other Services $ 11,840 Transportation and Communications $ 0 All Other Expenditures $ 9,500 Total $ 21,340 Social Affairs, Science and Technology (Post-Secondary Education)
Professional and Other Services $ 11,840 Transportation and Communications $ 0 All Other Expenditures $ 0 Total $ 11,840
It was moved by Senator Marshall that the fourth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
After debate, the question being put on the motion, it was resolved in the affirmative.
IE/2010-05-06/049(P) — For Environmental Reasons and Achievement of Savings / Reduce Paper Printing and Distribution
The clerk informed the committee that a proposal was being put forward to the committee that aims at reducing the quantity of paper being printed and distributed in the Senate. Ms. Lucie Lavoie explained the issue and objectives of this initiative and the results anticipated.
It was agreed that the proposal on reducing paper printing and distribution be approved.
IE/2010-05-06/050(P) — Service Agreement between the Senate and the House of Commons for the Video Recording and Distribution of Proceedings of Senate Committees and Other Events
It was agreed that the Senate Administration be authorized to renew the service agreement with the House of Commons for the video recording and distribution of Senate committee proceedings and other events, for one year, subject to renewal. This agreement includes additional accountability requirements for the House of Commons that will enable the Senate Legislative Systems and Broadcasting Directorate to better evaluate the program. These requirements include providing a cost breakdown for the various services and quarterly billing.
IE/2010-05-06/051(P) — Other Matters
Concerns were raised regarding the number of emails sent by the Administration on various subjects ranging from health issues to social matters and the workload implications on personnel. A senator asked for a report on the number of person-years in the Administration for the last ten years.
At 9:50 a.m., the committee proceeded in camera.
At 9:55 a.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
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, May 27, 2010
(7)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:03 a.m., the Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Comeau, Dawson, Downe, Finley, Fox, P.C., Furey, Jaffer, Kochhar, Munson, Raine, Stewart Olsen, Stratton and Tkachuk (14).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
IE/2010-05-27/054(P) — Adoption of Minutes of Proceedings
It was moved by Senator Downe that the minutes of proceedings of May 6, 2010, public portion, be adopted.
However, Senator Downe clarified that under "Other Matters'' what he had asked for was a 3 year comparison of person-years for the Senate Administration, specifically the figures for 1990, 2000 and 2010.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-05-27/055(P) — Fifth Report of the Subcommittee on the Review of Committee Budgets and International Travel
Senator Tkachuk, on behalf of the chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the fifth report of the subcommittee as follows:
Thursday, May 27, 2010
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
FIFTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2010-2011:
National Security and Defence (National Security and Defence Policies)
Professional and Other Services $ 26,200 Transportation and Communications $ 92,180 All Other Expenditures $ 6,350 Total $ 124,730 (includes funds for public hearings and fact-finding missions, but no funding for international travel)
Your subcommittee recommends that the $25,000 allocated for editing/revising services be strictly limited to be used for the services identified in the budget, with no transfers permitted in or out.
Banking, Trade and Commerce (Legislation)
Professional and Other Services $ 0 Transportation and Communications $ 0 All Other Expenditures $ 7,300 Total $ 7,300 Transport and Communications (Wireless Sector)
Professional and Other Services $16,300 Transportation and Communications $ 0 All Other Expenditures $ 1,070 Total $17,370
The Principal Clerk, Committees, answered questions.
It was moved by Senator Jaffer that the fifth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
After debate, the question being put on the motion, it was resolved in the affirmative.
IE/2010-05-27/056(P) — Special Subcommittee on Diversity
It was moved by Senator Comeau that a Special Subcommittee on Diversity be established and that it be mandated to undertake a review of the Employment Equity Report 2006-09, examine the related draft policy and consider recruitment and retention strategies that will enable the Senate to reflect Canada's diversity in its workforce and workplace.
It was also agreed that the membership be composed of Senators Jaffer, Stewart Olsen and another member of the government to be designated by the steering committee.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-05-27/057(P) — Newspaper Services
After discussion, it was agreed that a competitive process to enter in a 5-year agreement was not in the Senate's best interest at this time and that the Finance Direction would bring back a proposal with other options for review, such as a 1-year or 3-year contract.
IE/2010-05-27/058(P) — Tabling of the Report on Priorities and Initiatives 2010-11
The Report on Priorities and Initiatives 2010-11 was tabled for information.
The clerk and the Manager of Strategic Planning answered questions.
After discussion, it was agreed that the Report on Priorities and Initiatives 2010-11 be approved with the following amendment:
Page 2 — Foreword from the Clerk of the Senate:
Remove the word "exemplary'' in the first sentence.
It was also agreed that the report be posted on the IntraParl and on the IntraSen.
IE/2010-05-27/059(P) — Other Matters
Questions were raised regarding the need for the Protective Service staff to salute senators.
It was agreed that the issues would be brought for discussion at each caucus.
At 9:40 a.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
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, June 3, 2010
(8)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:03 a.m., The Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Carignan, Comeau, Cordy, Dawson, Di Nino, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Stewart Olsen, Tardif and Tkachuk (16).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, other senior Senate officials.
IE/2010-06-03/060(P) — Adoption of Minutes of Proceedings
It was moved by Senator Jaffer that the minutes of proceedings of May 27, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-06-03/061(P) — Newspaper Services — Follow-Up
The Director of Finance informed the Committee that subsequent to the concerns raised at last week's meeting regarding the newspaper services, the following recommendations are proposed:
That:
the Senate Administration be authorized to extend the contract with I.N.S. for a period of one year under the current conditions;
a letter be sent to all Senators to invite them to review their current newspapers and periodicals subscriptions to determine if changes should be made and to encourage them to use electronic media as much as possible; and
Senate Purchasing be responsible to process orders for periodicals directly with publishing houses and process requests for virtual newspapers on line.
After discussion, it was agreed that the proposed recommendations be adopted.
IE/2010-06-03/062(P) — International Travel for Committees
Senator Tkachuk informed the committee that the Subcommittee on the Review of Committee Budgets and International Travel needed some direction on the review of committees' international travel requests after June 2010. For this reason, the steering committee had met and recommends that for the period covering July 1, 2010 to March 31, 2011, 60 per cent of the 3-year average of international committee travel expenditures be made available for international travel by committees. This represents an amount of $254,000.
The question being put on the motion, it was resolved in the affirmative.
At 9:13 a.m., the committee proceeded in camera.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee
on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, June 10, 2010
(9)
[English]
The Standing Senate Committee on Internal Economy, Budgets and Administration met this day at 8:32 a.m., the Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Cowan, Carignan, Comeau, Cordy, Dawson, Di Nino, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Stewart Olsen, Tardif and Tkachuk (17).
Other senator in Attendance: The Honourable Senator Watt (1).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, Ms. Lisa Smith, Policy Advisor to the Honourable Charlie Watt; and other senior Senate officials.
IE/2010-06-10/066(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of June 3, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-06-10/067(P) — Senator Watt: Translation of Senate Publication in Inuktitut
Senator Watt made a presentation to have the children's Senate publication "FAQs about The Senate of Canada'' printed in Inuktitut. Senator Watt indicated that the publication had already been translated and vetted by the Translation Bureau of Public Works and Government Services Canada and government terminologists.
Senator Watt and Lisa Smith answered questions.
After discussion, the committee agreed that since Inuktitut is an officially recognized provincial/ territorial language, that Senator Watt's request's to have the Senate publication "FAQs about The Senate of Canada'' printed in Inuktitut be approved "in principle'' and that this decision not be taken as a precedent.
It was also agreed that final approval be referred to the steering committee so that consideration may be taken to other similar requests that may arise in the future regarding the translation and printing of Senate publications in languages other than one of the official languages. The steering committee will present a motion at a future meeting of the full committee.
IE/2010-06-10/068(P) — Change of Membership: Subcommittee on the Review of Committee Budgets and International Travel
It was agreed that Senator Carignan be replaced by Senator Greene on 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/2010-06-10/069(P) — Rental of Artwork
The chair informed the committee that the issue regarding the rental of works of art had been brought forward be several Senators. The Artwork Advisory Working Group's mandate includes the development of supporting policies and guidelines and other matters referred to it.
It was moved that,
The Artwork Advisory Working Group examine and review the rental of artwork policy, examine the possibility of renting or borrowing works of art from public galleries, including transportation and insurance considerations, and report back to the full committee before the Christmas adjournment.
The question being put on the motion, it was resolved in the affirmative.
At 9:03 a.m., the committee proceeded in camera.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee
on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, June 17, 2010
(10)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:33 a.m., the Chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Dawson, Di Nino, Downe, Fox, P.C., Furey, Greene, Jaffer, Kinsella, Munson, Nolin, Stewart Olsen, Tardif and Tkachuk (17).
Other senator in Attendance: The Honourable Senator Mahovlich (1).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, Ms. Amélie Dugas, Research Assistant to Senator Mahovlich; and Andrea McAffrey, Administrative Assistant to Senator Mahovlich.
IE/2010-06-17/076(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of June 10, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-06-17/077(P) — Senator Mahovlich: Commercial Use of Information (Request to Publish a Book on the Senate)
Senator Mahovlich made a presentation regarding a proposal to publish a book on the Senate. The senator indicated that he was seeking permission to make commercial use of the work since it had been produced in his office.
Concerns were raised regarding several issues, including, use of Senate resources, copyright, translation, publishing responsibilities, legal responsibility and sales.
Senator Mahovlich, Amélie Dugas and Andrea McAffrey answered questions.
After discussion, it was agreed that the Office of the Law Clerk and Parliamentary Counsel prepare an analysis on the matter.
It was also agreed that, should the project receive approval,
the draft contract would need to be changed so that the Senate would be named as a party to the contract, as the copyright owner of the work and designated as the recipient of the advance and all future royalty payments to be paid under the contract; and
Senator Mahovlich be willing to work with the Office of the Law Clerk and Parliamentary Counsel for any other changes that would be required to the agreement.
IE/2010-06-17/078(P) — Sixth Report of the Subcommittee on the Review of Committee Budgets
Senator Greene, on behalf of the chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the sixth report of the subcommittee as follows:
Thursday, June 17, 2010
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
SIXTH REPORT
Your subcommittee considered a request from the Honourable Senator Peterson to use the 64-point system to cover the costs associated with his participation in the Canadian Forces Parliamentary Programme. The senator expects to deploy out of Halifax on July 5, 2010 for sea trials and return from Boston on July 8, 2010. The estimated costs of transportation, accommodations, per diems and incidentals amount to no more than $1,500. Your subcommittee recommends that approval be granted for the Senator to use the 64-point system to cover these costs.
Respectfully submitted,
It was moved that the sixth 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/2010-06-17/079(P) — Seventh Report of the Subcommittee on the Review of Committee Budgets
Senator Greene, on behalf of the chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the seventh report of the subcommittee as follows:
Thursday June 17, 2010
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
SEVENTH REPORT
Your subcommittee considered a request from the Honourable Senator Pépin to attend, along with her assistant, the Seminar of Caregivers and Support Personnel of Canadian Forces in Europe to be held in Niederheid, Germany, from October 16 to 20, 2010. Your subcommittee notes that the Senate Administrative Rules (Chapter 4:03, section 13.1(2)) specify that international travel under the 64-point system may only be undertaken by the Senator. Therefore, your subcommittee recommends that approval be granted only 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 expected to exceed $10,700.
Respectfully submitted,
It was moved that the seventh 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/2010-06-17/080(P) — Eighth Report of the Subcommittee on the Review of Committee Budgets
Senator Greene, on behalf of the chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the eighth report of the subcommittee as follows:
Thursday, June 17, 2010
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
Your subcommittee recommends the release of the following amounts for fiscal year 2010-11:
Energy, Environment and Natural Resources (Energy Sector)
Professional and Other Services $13,000 Transportation and Communications $ 0 All Other Expenditures $ 1,000 Total $14,000 Fisheries and Oceans (Policy Framework — Supplementary Budget)
Professional and Other Services $ 5,000 Transportation and Communications $ 0 All Other Expenditures $12,500 Total $17,500 Foreign Affairs and International Trade (Russia, China and India — Supplementary Budget)
Professional and Other Services $ 13,000 Transportation and Communications $183,500 All Other Expenditures $ 5,500 Total $202,000 (includes funds for a fact-finding trip to India)
National Security and Defence (National Security and Defence Policies — supplementary release)
Professional and Other Services $ 1,000 Transportation and Communications $ 45,840 All Other Expenditures $ 1,600 Total $ 48,440 (includes funds for a fact-finding trip to Washington, D.C.)
Aboriginal Peoples (General Matters — Supplementary Budget)
Professional and Other Services $ 8,795 Transportation and Communications $ 0 All Other Expenditures $ 4,725 Total $13,520
Your subcommittee invites the Committee on Aboriginal Peoples to submit for consideration a revised budget application for fact-finding and/or public hearings in an amount not to exceed $220,000.
Respectfully submitted,
It was moved that the eighth 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/2010-06-17/081(P) — Issues Related to Senators' Expenditures
The Director of Finance informed the committee that in the last few years, the committee had approved revisions to a number of policies which resulted in clearer guidelines, tighter controls and increased accountability. Further revisions were proposed to continue to mitigate risks and improve transparency.
After discussion, it was moved that the following recommendations be adopted:
Living Expenses in the National Capital Region (NCR):
Rented or leased accommodation
A form will be designed so that Senators who rent or lease a secondary residence in the National Capital Region will attest that:
the lessor is not a "family member'' as defined in the Senate Administrative Rules;
entering into the lease will not further the private interests of the senator or those of his or her "family member''; and
no senator or his or her "family member'' shall have an interest in a partnership or private corporation that is a party to such lease under which the partnership or corporation receives a benefit.
As soon as the form is available, it will sent to all Senators who currently rent or lease a secondary residence in the National Capital Region for their signature, and on a yearly basis thereafter (at the beginning of each new fiscal year).
The signed document will be kept on file in Finance.
This method will also be used for rental of an office in the region.
Ownership of a secondary residence in the NCR
The Living Expenses in the NCR guidelines (and other documents if required) will be amended to specify that a Senator who owns a secondary residence in the National Capital Region may be reimbursed for accommodation expenses at the rate set out in the Senators' Travel Guidelines for each day such residence is available for the senator's occupancy, and providing that during such time it is not rented to another person or claimed as an expense by another senator.
Proof of ownership will immediately be requested from all senators who own a secondary residence in the National Capital Region, and on a yearly basis thereafter (at the beginning of each new fiscal year).
The document will be kept on file in Finance.
Submission of non-travel related expenses
A time limit of sixty (60) days will be established for the submission of non-travel related claims after the expense has occurred. Claims submitted after sixty (60) days will not be paid without the approval of the steering committee.
This new provision will take effect as of September 1, 2010.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-06-17/082(P) — Contract for Broadcast Media Monitoring Services for the Senate
It was agreed that the Senate Administration be authorized to exercise the second option year of the contract and to pay the invoices for the period of April 1 to June 30, 2010.
It was also agreed that the Administration be directed to evaluate senators' interest in the service, the strategic value of the service, the design of the billing structure and services delivered by the contract and ways in which costs for the service might be shared in whole or in part with the Library of Parliament.
IE/2010-06-17/083(P) — Legislative Systems
It was agreed that this item be deferred to the steering committee.
IE/2010-06-17/084(P) — Proactive Disclosure
It was agreed that the following information be disclosed on the public website on a quarterly basis starting in December 2010:
Senators' expenses: office, hospitality, living, travel (home-Ottawa), travel (other locations); and
Senate contracts over $10,000 (with the exception of contracts charged to Senator's office budgets, caucus and House Officers budgets; legal services contracts; memoranda of understanding with other levels of government and foreign governments; service level agreements with federal departments or with Crown corporations; and information about contracts whose proactive disclosure would compromise criminal investigations, national security or public safety.)
It was also agreed that the decision to disclose expenses incurred by the clerk of the Senate and other senior officials be deferred to the steering committee.
At 9:55 a.m., the committee proceeded in camera.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee
on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary